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Automating Student Management System Using ChatBot and RPA Technology

Article in SSRN Electronic Journal · January 2020

DOI: 10.2139/ssrn.3565321

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 AUTOMATING STUDENT MANAGEMENT
SYSTEM USING CHATBOT AND RPA
TECHNOLOGY.
Rahul Bhanushali
Vrushil Gajra Khwajaavais Lakdawala
UG student, Department of Computer
UG student, Department of Computer UG student, Department of Computer
Engineering
Engineering Engineering
K.J. Somaiya Institute of Engineering
K.J. Somaiya Institute of Engineering K.J. Somaiya Institute of Engineering
and Information Technology(KJSIEIT)
and Information Technology(KJSIEIT) and Information Technology(KJSIEIT)
Sion(E), Mumbai.
Sion(E), Mumbai. Sion(E), Mumbai.
University of Mumbai
University of Mumbai University of Mumbai
[email protected]
[email protected] [email protected]

Dr. Sunita Patil

Professor,Department of Computer
Engineering
K.J. Somaiya Institute of Engineering
and Information Technology(KJSIEIT)
Sion(E), Mumbai.
University of Mumbai
[email protected]

Abstract —These Robotic Process Automation (RPA) 6) Time table management

is a technology that is being increasingly used as a tool that While the existing system is designed to maintain all
allows users to automate, manage, analyze and update information manually through data entry into the ERP system,
existing databases efficiently and without any error. This this solution integrates many of the manual processes. It
paper highlights how RPA is being used to integrate employs a ChatBot that allows these three stakeholders a GUI
repetitive tasks within an ERP system and automate many based interactive mode of data retrieval method. While user
of the processes that exist when managing a Student access is based on the type of stakeholder, the ChatBot provides
Management System. The solution is designed in a way easy and secure access to ERP information. Based on Google's
that allows students, Faculty and Group Admin to access Dialog- Flow technology, the ChatBot has been designed to use
records and databases from a platform free web-based the keywords as inputs and generate a relevant response to the
solution - using both desktops and mobile phones. It allows input keywords. The whole process has been automated with
Faculty and Admin to post Student related notifications, Robotic Process Automation (RPA) technology.
post and assign assignments, class schedules, examination
A ChatBot is a software that simulates human
dates, amongst many others both singularly for an
communication via speech or text [1]. It is an Artificial
individual student as well as a group of students. A
Intelligence feature that can be combined through any instant
ChatBot Module has also been integrated within the
message applications. Natural Language Processing (NLP) can
solution that allows users to retrieve important
also be embedded to enhance and improvise the ChatBot.
information using a GUI.
Basically, chatbot works in two ways: machine learning and set
Keywords—ERP, Databases, ChatBot, GUI, RPA guidelines. Inset guidelines, it`s function is limited in
communication. In machine learning, it has ANN inspired by
neural nodes of the human brain.
I. INTRODUCTION Robotic Process Automation (RPA) is a software that can
The Student Management System is an ERP based be computerized to do easily as well as repetitive tasks [2]. RPA
solution that handles information related to three major built and deploy the bot to operate the other software
stakeholders, - the Student, Faculty and the Admin. This applications. For the education system, RPA can perform
solution has been designed into various modules and provides various activities like Attendance Management, Scheduling
a plethora of information. These modules are Timetable, Course Registration, etc [3]. Apart from education,
it is also implemented in various industries like Insurance,
1) Student Profile/Faculty Profile Banking, Human Resource [4].
2) Marks Submission
3) Attendance Record Apart from the ChatBot automation, RPA has also been
4) Record of Examination Result extensively used to process many of the manual processes
5) Record of student and faculty detail

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within the ERP system. This has not only automated processes becomes an important factor. They compared these
everyday repetitive processes with little or no human tools considering various factors such as Front office automation,
intervention, but has improved the efficiency of the Student back-office automation, security, it`s code-free and user-friendly
Management System. nature. This paper sheds light on the future scope as UiPath
exceeds imaginable boundaries due to its adaptive algorithms [8].

II. LITERATURE SURVEY RPA has also been found to be critical in automating
processes within an ERP system. ERP based processes are
One of the earliest ChatBot was devised and
structured by first identifying relevant business processes,
demonstrated for conversation between the user and the
aligning various activities in an order of events and aligning all
machine. The chatbot is built based on the user interface,
processes based on definite business logic. Research showed
granting the user to type the query and accept the response in
that using RPA technology, data mining processes using BOTs
the text as well as speech. The college inquiry chatbot is
can replace human processes and thereby enhance ERP
deployed on artificial intelligence algorithms that study the
processing [9].
user queries and sense the user`s message. With the help of
artificial algorithms, the chatbot answers the query asked by III. METHODOLOGY
the students without physically being available in the A. EXISTING SYSTEM
college. It uses artificial intelligence techniques such as
Natural Language Processing (NLP), image and video Student Information Management has been
processing and audio analysis. Porter Stemmer Algorithm traditionally managed using ERP based database solutions. For
and Word Order Similarity between Sentences is used for student records to be continuously updated it requires a
removing the suffixes from the word in English. This system permanent operator to update the records either using query-
helped many organizations to ensure good services and based updates or through manual data entry. Often times it is
customer satisfaction with the less human intervention [5]. susceptible and vulnerable to wrong data entry leading to further
risks.
Another seminal Chatbot, known as UniBOT was
developed for University Information System. The Chatbot While data entry is a known risk that has the capability
provides data related to college or university and also about to be mitigated through query-based up-dating or macros, there
student activities. As a student have to visit the institute to are many other operations that are repeatable and need constant
collect various data or notices like Tuition Fees, Defaulter curing. It has been observed that some of the routine tasks and
List, Academic schedule, etc. This practice can be tedious functions that require constant maintenance relate to the
and time-consuming & to overcome this Chatbot is following:
introduced. Besides the academic data, this Chatbot can also • Updating student attendance on a daily basis.
be used to provide additional information using Natural
Language Processing [6]. • Another Faculty uploading student assignments with
assignment notifications.
Applying RPA in administrative processes of public
administration provides the benefits of RPA and applications • Student choosing course(s) and receiving course related
of RPA in different domains. This automates the functions information.
and processes by reducing the cost through the introduction • Students able to view important college notifications
of the robotization process. The latest technologies are which can be personal, course related, assignment
carried out in all the area of activity rapidly. Technologies related etc.
are meant to optimize or improve the process of management
• Authentication of student information at login to
and development of organizations, by bringing the new level
student/ faculty/ admin.
of efficiency of quality of services. Intelligent machines and
smart devices perform many tasks and operations in • Generation of reports.
manufacturing. RPA is used as specialized software that
While automation of some of these processes can be
simulates human interaction with the information system to
mitigated using various coding techniques, it is a cumbersome
carry out a business process. This paper also presents some
task and needs efficient database management. The integration
criteria for RPA repetitive tasks, the volume of data
of a ChatBot with RPA has the capability to mitigate these
processed & how well the operation can be algorithmized is
drawbacks. Attended BOTs allow users to communicate through
presented. This paper also sheds light on how RPA can also
the ChatBot and information relevant to the user requirement can
be applicable in the public sector as well as in private
be displayed efficiently and without errors. Many of the
companies [7].
functions that are executed within the system can be
In Delineated Analysis of Robotic Process accomplished using unattended BOTs using a defined set of
Automation Tools, a detailed study of the leading RPA business rules. RPA automates everyday processes that require
platforms namely, UiPath Studio, Automation Anywhere human intervention.
(AA) and Blue Prism (BP) is shown. When swiftness is
expected in all the sectors, the speed of execution of various

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 B. PROPOSED SYSTEM
Using RPA and ChatBot, it can be demonstrated
that the Student Information Management within an ERP
system can be efficiently managed with no errors. It will not
only automate repeatable tasks but will allow efficient
management of numerous functions based on set business
rules.

The workflow designed for the proposed solution

uses multiple technologies that have been integrated
together. While MySQL has been used as the RDBMS, the
development of the solutions is divided into two significant
parts:
1. Development of the ChatBot
• DialogFlow:
Google's DialogFlow has been used to develop a
portion of the ChatBot. Based on the user query, the
Figure 2: DialogFlow and Webhook Interface for Get-Course
Intent and entities are matched together to provide a Intents.
result and displayed on the ChatBot. DialogFlow
sends Webhook's request to Server to query the data.
• Webhook: Figure3 shows the Restful API to integrate MySQL with
NodeJS server. Data in the API is in the JSON format as
Webhook works as a bridge to connect the UiPath Webhook integrated with Dialog-flow takes data in JSON
platform and MySQL server. The response is format only. The API is hosted on Heroku [11].
generated by Webhook which is connected to
MySQL Server. Webhook uses the Application
Program Interface (API) to get the data from MySQL
databases.

Figure1 and 2 show the creation of Intents in DialogFlow

[10] for keywords matching. Intents are created for every
action that the user performs.

Figure 3: Restful API

Figure4 shows the User Interface created for the user to access
the ERP system using the ChatBot. Here the user is querying
for reading operation from the MySQL database.
Figure 1: Dialog-Flow and Webhook Interface for Get-Student
Intents.

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 Figure 5: Chatbot Integration for fetching course
details.

2. Development of the Automated Process Flow

The development of the automated process flow was
designed using RPA’s UiPath that was integrated with the
ChatBot and MySQL database. It was observed that many of
Figure 4: Chatbot Integration fetching student data.
the business rule workflows were repeatable and prone to
errors. A study of the workflows identified three major
stakeholders – the student, faculty and the admin. While the
student-based workflows were mainly related to course
selection, assignment notifications, assignment uploading,
etc., the faculty-based workflows were mainly related to
uploading of assignments, maintaining attendance record,
sharing important student related notifications etc. The
admin tasks were mainly related to maintenance of student
and faculty information, student fees monitoring, other
important notifications.

Figure 6: Automated Workflow.

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Figure7 shows the Login Module to the Student Even though the bot can perform the various repetitive and
Management System. The admin, faculty and the students tedious process, it does not have the ability for decision-
are the users of the system. User will login via the credentials making. It is inadequate to handle human intervention.
& will be redirected to their respective webpages.
C. COMMERCIAL ENTERPRISE OF ROBOTIC
PROCESS AUTOMATION
Robotic Process Automation (RPA) and Chatbot Technology
can be implemented to be deployed in various industrial and
institutional sectors. Retail & consumer goods industry,
Education Industry, Manufacturing Industry, Airline Industry
are the industries in which Chatbots can be implemented
efficiently and effectively [15]. Finance, Government
agencies, Manufacturing, Human Resource, Education are
some of the places where automation can be implemented
[16]. The education sector is one of the sectors where both
Chatbot and RPA can be implemented simultaneously.

V. RESULTS
The significant advantage of the Automated Student
Management System is that the institute is able to keep a track
of data related to users. This comprises data such as student
personal details, submission of assignments by students,
Figure 7: Login Module. attendance list, notices, etc. Faculty can completely track
student performance and can communicate with the student in-
person. Users can have complete access to the system but with
Figure8 shows the Assignment Module of the Student
Management System. Here the faculty can upload the certain limits. With this system, human interventions can be
assignments/ notes. Students will get these assignments and minimized [17].
notes via Email. UiPath Email Automation Tool [12] is used
for this process. VI. CONCLUSION
This is a demonstrative usage of RPA and ChatBot integration
that has been successfully implemented. These technologies
have been integrated together within a website thus providing
a user-friendly interface, efficient ERP and a Chatbot
integration. Similar integration is possible to be implemented
in more and more businesses and offices. It will not only help
to increase the firm's functionality by providing data in a more
efficient way, but it can also help in maintaining control over
data, monitoring data and its performance, and prior intimation
Figure8: Assignment Module. about events and holidays via notification. RPA can be further
integrated with artificial intelligence (AI) and machine
learning (ML) that will be able to handle a high volume of data,
IV. TECHNOLOGY repetitive tasks that are previously performed by humans.
A. NEED OF ROBOTIC PROCESS AUTOMATION IN VII. FUTURE SCOPE
DIGITAL WORLD Currently, the system is able to perform CRUD-Create, Read,
In the digital world, every enterprise not only looks to cut Update and Delete Operations. But in near future system will
costs but also to automate the entire business process. RPA be able to function in all kinds of SQL Operations in database
is a technology that not-only automates the processes but related systems. Additional tools can be added to this solution
also provides the business swiftness. A time-consuming and
labor-intensive task like invoice processing, processing HR where it would be possible to integrate more functionalities
information, price comparison, extracting information from within a student information management system. Tools can be
different formats can be executed efficiently through RPA developed for maintaining control and monitor institute data,
[13]. provide information related to institute events, and other
critical information that would enable all stakeholders to be
B. PROS & CONS OF ROBOTIC PROCESS informed of institute works.
AUTOMATION While an attempt has been made using RPA as the backend
The significant benefits of RPA when robotizing ERP System technology, there are few areas that exist that requires further
is its high-quality results, faster return on investment, reduce research especially related to the integration of unstructured
man-force, saving in time, simplifying and automating tedious data and providing necessary research ideas in designing the
business tasks or processes reduced business cost [14]. Chatbots. An example is the integration and analysis of high

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volumes of data that uses RPA technology with AL and ML
technologies. This involves efficient queries, calculations, and
maintenance of records and transactions.

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