Project Synopsis

L. Sumaharshini
Name

231DD01235
USN

Computer Science & IT

Elective

Title of the Project Intelligent Chatbot for

Customer Support

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 Introduction :

When we want to join a college ,we will be having many options of colleges ,which have to
enquired (i.e. fees, hostel environment ,courses , college timings, etc.) by visiting the
colleges. This seems to be a herculean task . But what if this task come into your hand , yes
now-a-days everything can be handled through mobiles using different applications i.e.
technology . Just like many other applications ,we are going to implement a virtual
assistant .i.e. chatbot which helps the users to enquire about our college in-detail. This
Chatbot application permits us to approach the entire knowledge regarding our college. So
the main goal of this application is to provide the information about the college and clarify
the queries of newly joined students or new people.

The College Enquiry Chatbot is built on state-of-the-art natural language processing and
artificial intelligence technologies, ensuring that it can understand and respond to user
queries in a conversational and context-aware manner. This interactive virtual assistant is
available 24/7, providing immediate assistance to users, thereby reducing response times and
improving user satisfaction. Just like many other applications ,we are going to implement a
virtual assistant .i.e. chatbot which helps the users to enquire about our college in-detail. This
Chatbot application permits us to approach the entire knowledge regarding our college. So
the main goal of this application is to provide the information about the college and clarify
the queries of newly joined students or new people.

Problem Statement

Develop an AI-powered College Enquiry Chatbot that effectively addresses the inquiries and
concerns of prospective students, parents, and other stakeholders. The chatbot should provide
accurate and up-to-date information regarding college programs, admissions, campus
facilities, extracurricular activities, and other relevant details.

Chatbot is a self-service response system, which, in some cases, becomes the first-line
support for customers through digital channels. The solution is designed to quickly and
automatically address incoming buyer inquiries by engaging in human-like digital
conversations without needing support agents’ intervention. It mainly refers to simple or
common requests with predictable and programmable answers, often comprising a
significant portion of total inbound queries. While their manual handling is relatively
straightforward, it usually requires considerable time and resources. Employing chatbots
helps to solve the problem by streamlining operations, increasing efficiency and fostering
customer satisfaction.

• This project is used to generate answers to the queries of users about the college.

• This project will be very useful to students and parents to enquire about college.

• This will help them by time saving and avoids physical appearance.

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 Research Methodology

A research methodology for a chatbot project typically involves: defining the research
objectives, conducting a thorough literature review, gathering data from user interactions
through surveys, interviews, and usability testing, analyzing the data to identify patterns and
user needs, and then iteratively improving the chatbot design and functionality based on the
findings; key aspects include understanding user intent, identifying potential pain points, and
evaluating the chatbot's effectiveness through metrics like conversation completion rate and
user satisfaction.
System Analysis:
A system analysis for a chatbot project involves thoroughly examining the needs of the users,
the intended functionalities of the chatbot, and the technical infrastructure required to develop
and deploy it, identifying key aspects like user interactions, data sources, potential challenges,
and the overall system architecture to ensure the chatbot effectively addresses the desired
goals and provides a seamless user experience.
Existing System Evaluation:
When evaluating an existing chatbot system designed to provide college details, key
aspects to consider include: accuracy of information, user interface and navigation,
natural language processing (NLP) capabilities, response time, knowledge base
comprehensiveness, integration with other systems, user feedback mechanisms,
accessibility, and overall usability; assessing each element to identify strengths and areas
for improvement to enhance the user experience and effectiveness of the chatbot].
Before the adoption of college enquiry chatbots, colleges primarily relied on
traditional methods of communication, such as phone calls, emails, and in-person
visits, to address inquiries. These methods were often time-consuming and had limited
availability. Prospective students and parents had to wait for responses, and staff had
to handle inquiries manually, which could be inefficient and prone to human error.

The limitations of traditional systems were evident. These limitations included long
response times, as inquiries were typically handled through email or phone calls,
leading to delays in obtaining information. Moreover, human operators had limited
availability, which constrained the system's ability to provide 24/7 support.
- Time will be wasted and unexcepted responses from information providers.
- Then the information may or may not be accurate sometimes it may leads to a
negative impact or creates wrong opinion on college.

Proposed System Solution:

The proposed system aims to provide a framework that enables fast and efficient answering for users
queries of college data. This project is used to generate answers to the queries of users about the
college. This project will be very useful to students and parents to enquire about college. This will help
them by time saving and avoids physical appearance.
Advantages of the proposed system:

• Time Saving: It saves time with no manual visiting to college and travellings.

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 • Reduce manpower: users can query as much required as replies will be given by system from the
database.

• 24/7 Availability: A chatbot can provide instant responses to user queries at any time of day or
night, ensuring that prospective students can access information whenever they need it, even outside
of office hours.

Requirements Analysis:

 Non-Functional Requiremts:
• Scalability: The chatbot should be able to handle a large number of concurrent users without
significant performance degradation.

• Reliability: The chatbot should be available and responsive at all times, with minimal
downtime.

• Usability: The chatbot's user interface should be intuitive and easy to use, providing a
positive user experience.

• Response Time: The chatbot should provide quick and timely responses to user queries, with
minimal delay.

• Accuracy: The chatbot's responses should be accurate and reliable, providing correct
information to users.

• Adaptability: The chatbot should be able to learn and adapt to new questions and topics over
time.

• Compatibility: The chatbot should work seamlessly across different devices and
platforms, such as web browsers, mobile apps, and social media.

 Functional Requirements

• User Interaction : Initiate and maintain a natural and engaging conversation with users.
Understand and respond to user queries related to college admissions, courses, fees, and
campus facilities.

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 • Information Retrieval : Retrieve accurate and up-to-date information from the college
database regarding programs, admission criteria, deadlines, and more . Provide details
about faculty, staff, and student life.

• Language Support : Support multiple languages to cater to a diverse audience of

international students.

• Feedback and Improvement : Gather user feedback and suggestions to continually

improve the chatbot's performance and responses.

• 24/7 Availability : Operate around the clock to provide assistance to users in different time
zones.

• Emergency Information : Provide emergency contact details and procedures for situations
like medical emergencies or campus safety concerns.

 System Requirements

▪ SOFTWARE REQUIREMENTS:

- Visual Studio Code

- HTML/CSS editors

▪ HARDWARE REQUIREMENTS:

- Processor : intel core i5

- RAM: 8GB

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 - OS: Windows 11

System Architecture:

When the user run the command, the default messages appear to user as welcome wishes.
Then after user enters his query, the query is tokenized into tokens and these tokens or
keywords or compared with knowledge base. If there is a match then the corresponding
response will be sent to the user by the chatbot. Otherwise, a message will be displayed “The
required information is not available. Reach us after some time…”. The Flask application is
used to ‘GET’ the query from the Graphical User Interface and to ‘POST’ the response along
with the query on the GUI interface.

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Objectives of the study:
The objective of a chatbot project for students is typically to design and develop a conversational
AI system that can interact with users, providing information, answering questions, completing
tasks, or facilitating learning within a specific domain, often leveraging natural language
processing (NLP) techniques to achieve a human-like interaction while allowing students to
practice coding and implement AI concepts; this can range from basic question-and-answer
functionalities to more complex features like personalized learning support or interactive
simulations depending on the project scope and student level.

Input and Output Designs of the Study:

In a chatbot project, "input design" refers to how users interact with the chatbot by
providing information through text, voice, or other methods, while "output design" focuses on
how the chatbot presents its responses to the user, including text format, tone, and visual elements
depending on the platform.
Input Design Considerations:
Natural Language Understanding (NLU):
Keywords: Defining key words or phrases that trigger specific responses from the chatbot.
Intent Recognition: Identifying the user's intended action based on their input.
Entity Extraction: Recognizing and extracting relevant information like names, dates, locations from
the user's input.
Context Awareness: Understanding the conversation flow to interpret meaning based on previous
interactions.
Output Design Considerations:
Response Format:
Text: Providing plain text responses.
Rich Text: Incorporating formatting like bold, italics, lists to enhance readability.
Images/Visuals: Using relevant images or graphics to complement the text response.
Cards/Carousel: Presenting multiple options in a structured way on certain platforms

Modules and Technologies:

• Natural Language Processing (NLP)
• NLTK( Natural Language ToolKit)
• Python
• Flask
• render_template, request.
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