ABSTRACT

The integration of an automated chatbot for the Jigawa State Polytechnic Dutse (JIGPOLY) marks a significant step toward enhancing user experiences and improving administrative efficiency. By providing instant and accurate responses to user queries related to admission, courses, and faculty, the chatbot simplifies information access and streamlines communication. The study's findings reinforce the potential of chatbots in educational contexts and emphasize their role in shaping the future of institutions like Jigawa State Polytechnic Dutse. The "Development and Integration of Chatbot for Jigawa State Polytechnic (JIGPOLY)" project aimed to enhance user engagement and streamline communication channels within the institution's digital ecosystem. With an increasing demand for efficient and accessible information delivery, the implementation of a chatbot system served as a pivotal solution to address these needs.  The project's methodology involved rigorous research into natural language processing (NLP) algorithms and machine learning models, allowing for the creation of an intelligent chatbot capable of understanding and responding to user queries effectively. Leveraging advanced programming languages and frameworks, including Python, TensorFlow, and Dialogflow, facilitated the development of a robust conversational interface.

Table of Contents

Declaration. i

Acknowledgment ii

Abstract iii

Certification ……………………………………………………………………………………………………………………………………………iv

Approval …………………………………………………………………………………………………………………………………………………v

Dedication …………………………………………………………………………………………………………………………………………….vi

Table of content …………………………………………………………………………………vii

Abstract …………………………………………………………………………………………viii

CHAPTER ONE: 1

INTRODUCTION.. 1

1.1 Background of the Study. 1

1.2 PROBLEM STATEMENT. 2

1.3 AIM AND OBJECTIVES. 2

1.4 SCOPE AND LIMITATIONS. 3

1.5 SIGNIFICANCE OF THE STUDY.. 3

1.6 DEFINITION OF TERMS. 4

CHAPTER TWO:

LITERATURE REVIEW

2.1 RELATED LITERATURE REVIEW... 6

2.2 OVERVIEW OF CHATBOTS IN EDUCATION.. 6

2.3 ROLE OF CHATBOTS IN EDUCATIONAL INSTITUTIONS. 7

2.4 USE OF CHATBOTS IN ADMISSION AND COURSE INFORMATION.. 8

2.5 CHATBOT IMPLEMENTATION IN UNIVERSITIES AND POLYTECHNICS. 9

2.6 CASE STUDIES OF CHATBOTS IN EDUCATION.. 11

CHAPTER THREE

METHODOLOGY

3.1 METHODS AND ANALYSIS OF THE EXISTING SYSTEM.. 12

3.2 TOOLS REQUIRED FOR THE DEVELOPMENT OF THE NEW SYSTEM.. 14

3.3 SOFTWARE REQUIREMENT. 15

3.4 INPUT SPECIFICATION.. 17

3.5 OUTPUT SPECIFICATION.. 19

3.6 USE CASE DIAGRAM.. 20

CHAPTER FOUR

SYSTEM IMPLEMENTATION

4.1 SYSTEM TESTING.. 23

4.2 HARDWARE AND SOFTWARE SPECIFICATIONS OF THE NEW SYSTEM.. 24

CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 SUMMARY.. 28

5.2 CONCLUSION 28

5.3 RECOMMENDATION.. 28

REFERENCES: 31

Appendix A: Source Code

Appendix B: Chatbot Interaction Screenshots

CHAPTER ONE

INTRODUCTION

1.1 Background to the Study

In recent years, the integration of artificial intelligence and automation technologies has led to transformative changes across various industries, including education. Educational institutions are leveraging these advancements to enhance their services and provide more efficient and personalized interactions with students, prospective applicants, and other stakeholders. One such technology that has gained prominence is the chatbot an automated conversational agent that simulates human-like interactions through text or voice. Chatbots have been adopted in the educational sector to improve various processes, such as admission inquiries, course information dissemination, and providing general assistance to users.

The Jigawa State Polytechnic Dutse (JIGPOLY) is no exception to this trend. Located in Dutse, Jigawa State, JIGPOLY is committed to delivering quality education and exceptional services to its students and the wider community. As the digital landscape evolves, it becomes imperative for educational institutions like JIGPOLY to embrace technological innovations that can enhance user experiences and streamline administrative processes. The significance of technology integration in education is highlighted by the Nigerian government's efforts to promote digital literacy and improve access to quality education. Initiatives such as the National Digital Economy Policy and Strategy aim to harness the potential of technology to transform various sectors, including education, in alignment with global trends (Federal Ministry of Communications and Digital Economy, 2019).

JIGPOLY's commitment to excellence is evident in its mission to provide "functional and market-driven education that meets national and global standards." As the polytechnic strives to fulfill its mission, the adoption of technological solutions like chatbots aligns with its goals of enhancing accessibility to information and fostering a technologically empowered learning environment.

1.2 Problem statement

While JIGPOLY offers a wealth of information on its website, navigating through various pages to find specific details about admission procedures, available courses, faculty members, and other relevant information can be a difficult task for users. Additionally, during peak admission periods, the influx of inquiries from prospective students can overwhelm the administrative staff, leading to delays in responses and potential dissatisfaction among applicants.

To address these challenges and improve user experiences, there is a need to implement an automated chatbot on the JIGPOLY website. This chatbot would serve as an educational question-and-answer assistant, providing prompt and accurate responses to user’s queries related to admission, courses, faculties, and other aspects of the Jigawa State polytechnic.

1.3 Aim and Objectives

1.3.1 Aim

The aim of the study is to enhance the institution's digital capabilities, improve information dissemination, and foster a more engaging educational environment for its stakeholders.

1.3.2 Objectives of the study

The Specifically, Objectives of the study attempted to:

·         To Analyze the Role of Chatbots in Improving User Experiences within Educational Institutions

·         To Assess the Specific Needs and Requirements of JIGPOLY's Stakeholders 

·         To Design and Develop a Chatbot Using the Chatbase.co Platform 

·         To Integrate the Chatbot Seamlessly into the JIGPOLY Website: This aim focuses on the 

·         To Evaluate the Performance of the Chatbot through User Testing and Feedback Collection

In order to achieve the above aims, the following objectives will be undertaken in course of the project:

The project's objectives encompass the design, development, integration, and evaluation of a chatbot using the Chatbase.co platform. This involves creating a functional chatbot capable of addressing user queries related to admission processes, courses, faculties, and general information about JIGPOLY. The chatbot will be seamlessly integrated into the JIGPOLY website, offering users a user-friendly and efficient means of accessing relevant information. Through user testing and feedback collection, the project aims to assess the chatbot's performance, including factors like response accuracy, speed, and overall user satisfaction. Ultimately, the project aims to enhance the institution's digital capabilities, improve information dissemination, and foster a more engaging educational environment for its stakeholders.

1.4 Scope and Limitations

This study focuses specifically on the generate integration, design, development, and evaluation of a chatbot for JIGPOLY, addressing admission-related queries, course information, faculty details, and general inquiries all-over the JIGPOLY. The chatbot can be integrated into the JIGPOLY website using the Chatbase.co platform. However, the study does not dive into the broader applications of chatbots in education beyond the context of JIGPOLY. Additionally, the study's findings may be limited by factors such as the availability of historical user data and the quality of user feedback received during the evaluation phase.

1.5 Significance of the Study

The significance of this study lies in its potential to revolutionize the way educational institutions interact with their stakeholders, exemplified by the case of Jigawa State Polytechnic Dutse (JIGPOLY). By implementing a chatbot tailored to JIGPOLY's specific needs, this study can pave the way for improved user experiences, efficient information access, and streamlined communication. The findings of this study could have far-reaching implications for educational institutions across Nigeria and beyond, inspiring them to adopt innovative technologies like chatbots to enhance administrative efficiency, engage with users effectively, and provide modern, user-centric services. Additionally, the study aligns with the broader digitization efforts in Nigeria, contributing to the realization of initiatives such as the National Digital Economy Policy and Strategy, which seeks to harness technology for societal advancement. Overall, the significance of this study rests in its potential to shape the future of education by showcasing the benefits of integrating advanced AI-driven solutions within educational contexts.

1.6 Definition of Terms

Some definitions of terms for this project on the development and integration of a chatbot for Jigawa State Polytechnic Dutse (JIGPOLY):

§  Chatbot: A chatbot, short for "chat robot," is an automated conversational agent that interacts with users through text or voice, simulating human-like conversations. In this project, it refers to the digital assistant designed to provide information and assist users regarding various aspects of JIGPOLY.

§  Jigawa State Polytechnic Dutse (JIGPOLY): JIGPOLY is an educational institution located in Dutse, Jigawa State, Nigeria. In the context of this project, it is the institution for which the chatbot is being developed to enhance user experiences and streamline administrative processes.

§  Usability Testing: Usability testing is a process of evaluating the user-friendliness and ease of interaction of a system, in this case, the chatbot. It involves real users testing the chatbot to provide feedback on its interface and overall user experience.

§  Integration Testing: Integration testing assesses how well different components of the chatbot system work together and integrate with other institutional systems, databases, or APIs to ensure data accuracy and consistency.

§  Security Testing: Security testing involves assessing the chatbot's defenses against potential threats and vulnerabilities. It aims to identify and mitigate security risks to protect user data and system integrity.

§  User-specific Queries: These are queries made by users that pertain to their individual profiles or circumstances, such as checking admission status or course registration details.

§  Multilingual Support: Multilingual support refers to the chatbot's ability to understand and respond to users in multiple languages, accommodating a diverse user base.

§  Backup and Recovery Procedures: Backup and recovery procedures involve protocols and mechanisms for regularly creating copies of data and having plans in place to restore the system and data in case of system failures or data loss.

Monitoring and Analytics Tools: These tools are used to monitor the chatbot's performance, user interactions, and system health. Analytics tools help analyze data to gain insights and make improvements.

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