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Chatbot for VTOP Related Queries (Vbot)


 
The VTOP Query Chatbot is a software that is developed to cater the
needs of the fresher to the final year student’s by providing them the
comfort of asking questions regarding academics or anything on
campus for better query management and student facility.
With the advent of technology and the need to have a systematic
approach to monitor the queries of the students and to maintain a
student-friendly interface, this Chatbot are a step in this direction.
This software application not only allows the students to ask for
doubts and general queries but also provides them the option of
asking to the teachers directly via mail or WhatsApp.
The software also allows the Chatbot administrator to view the
activities of the user and also to make various modifications and
updates to the application whenever there is a requirement.   

 
 
 
 
 
 
Software Requirements
Specification 
                                                   
                                                                                              for 
 
                                                          Vbot
 
                                                                            Version 1.0 approved

Prepared by Ayan Sadhukhan (19BCE1872)


 
Faculty- Prof. Sindhia Lingaswamy 

VIT Chennai 

28th July 2020 
 

 
 
 
Table of Contents
……………………………………………………………...ii 
Revision History……………………………………………………………….ii 
1.Introduction………………………………………………………………….1 
1.1Purpose…………………………………………………………………………………1 
1.2Document Conventions………………………………………………………………...1 
1.3Intended Audience and Reading Suggestions………………………………………….1 
1.4Product Scope…………………………………………………………………………..1 
1.5References………………………………………………………………………………1 
2. Overall Description…………………………………………………………2 
2.1Product Perspective…………………………………………………………………….2 
2.2Product Functions………………………………………………………………………2 
2.3User Classes and Characteristics…………………………………………………….....2 
2.4Operating Environment………………………………………………………………...2 
2.5Design and Implementation Constraints……………………………………………….2 
2.6User Documentation……………………………………………………………………2 
2.7Assumptions and Dependencies………………………………………………………..3 
3. External Interface Requirements………………………………………….3 
3.1User Interfaces…………………………………………………………………………3 
3.2Hardware Interfaces……………………………………………………………………3 
3.3Software Interfaces…………………………………………………………………….3 
3.4Communications Interfaces……………………………………………………………3 
4. System Features……………………………………………………………4 
4.1System Feature 1………………………………………………………………………4 
4.2System Feature 2 (and so on)………………………………………………………….4 
5. Other Nonfunctional Requirements………………………………………4 
5.1Performance Requirements……………………………………………………………4 
5.2Safety Requirements…………………………………………………………………..5 
5.3Security Requirements………………………………………………………………...5 
5.4Software Quality Attributes…………………………………………………………...5 
5.5Business Rules………………………………………………………………………...5 
6. Other Requirements……………………………………………………….5 
Appendix A: Glossary………………………………………………………..5 
Appendix B: Analysis Models………………………………………………..5 
Appendix C: To Be Determined List………………………………………...6 
 
 
Revision History 
Name  Date  Reason For Changes  Version 
       
       

 
 
1. Introduction 
 
1.1 Purpose 
        One of the principal purposes of developing this Chatbot
software is to reduce the stress on the proctors and professors who
are usually busy doing their important works and are not unable to
answer all the queries of the students regarding academics or any
general doubt quickly. It would greatly reduce the stress on our
teachers who are not always able to answer the queries of students.
Apart from that it will help the students to get quick replies and
answers from the Chatbot.
 
 1.2 Document Conventions 
        In this document, the main topic headings are written in
bold with the font style Times and a font size of 20. The sub
headings and sub- subheadings are also written with the same font
and font size of 18 and 16 respectively. The abbreviations and some
technical definitions are written in bold and included in the glossary.
The main content within the sub headings are written in the Calibri
font style with a font size of 16. 
1.3 Intended Audience and Reading Suggestions 
        The document is intended for those audiences who are a part of
software development such as the software developers, project
managers etc. It is also intended for people who are involved in the
marketing of the product such as the marketing staff and also the
end users, who are going to use this software for asking queries
regarding our college (VIT Chennai Campus). The document is best
understood while reading it in a sequential manner starting from the
overall description of the software. 
 
1.4 Product Scope    
        The software “Vbot” is built for the users (the students) to ask
queries and doubts regarding our college and its rules and
regulation. They are also provided with various other features such
as directly asking the teachers through email or WhatsApp if the
query needs special attention. It also enables the users to view the
Contact Number of all faculties of our college. Another interface for
the students to interact with each other is also provided. 
        Another interface is provided to the customer (the Vbot
administrators) to manage the database which contains the details of
the users and also add the answers to very general questions so as to
learn and help in the improvement of the Chatbot model. Also, their
responsibility is to provide regular updates regarding any addition of
new features in the software. This interface is solely for the people
who maintain the software and not the users of this software. 
 
1.5 References 
        The following books were referred during the initial development
of the project. 
1. Software engineering A practitioner’s Approach (7th edition) by
Roger S. Pressman. 
2.  Software engineering (9th edition) by Ian Sommerville 
 
2. Overall Description 
 
2.1 Product Perspective i/p-task-o/p 
        The Vbot software is an independent application and a new
self-contained product that is set to replace and reduce the hassle
of procuring the teachers contacts and then contacting them for
queries.  
 
2.2 Product Functions 
        The software provides the following major functions: 
 Chat with the bot.
 Ask queries regarding academics, general doubts,
etc.
 Allows the students to give a general platform to
interact with each other. 
 Allows the students to procure the contacts and
emails of the faculties
 Can upload their important documents on the
database of this app which can help in the easy access of
these documents.
 Sends notification/reminder about upcoming exam
schedules. 
 
2.3 User Classes and Characteristics  
        No technical experience of any sort is required to handle the
software. Any user who has the knowledge of traversing through an
android app can easily access the features of this software.      
 
2.4 Operating Environment 
        The software could operate on any Android or iOS device but the
application is best supported on version of KitKat of 4.4.4+. The
application cannot operate on the older versions of android than the
specified one and is best supported on recent versions of android. 
 
2.5 Design and Implementation Constraints 
 Hardware limitations: medium-high memory required for
storage of user data in the databases. 
 Interfaces to another applications: Directly opening WhatsApp
on queries which require special attention 
 Parallel Operations: the app supports multiple users
simultaneously. 
 Databases used: SQL or Firebase is used to manage
the database of all the users. 
 Language requirements: SQL, Firebase database is used at the
backend to store all the data of the users and Android app using
JAVA is used at the front end. 
 
2.6 User Documentation 
        The documentation would be made available to the users of the
app by simply selecting the help option. It is a manual or set of
instructions that would guide the users to perform the operations. 
 
2.7 Assumptions and dependencies 
        It is assumed that the user has a basic knowledge on operating
android applications so that the user could use the software with
utmost ease.  
 
3. External Interface Requirements 
 
3.1 User Interfaces 
        The screen formats and the menu structure are defined in such
a manner that different kind of users will find it easy to use. When
the user clicks on a particular option, the information related to that
choice will open in a new activity, allowing the users to switch
between the activity tabs. This app has a very interactive GUI.
 
3.2 Hardware Interfaces 
 Input Keyboard: It is used to input the queries into
the app. 
 Android or iOS device: It is used to install and
operate the app
  
3.3 Software Interfaces 
        The app uses MY SQL plus or Firebase as the database for storing
the data of different users.  
 
3.4 Communication Interfaces 
        The app sends a notification to the student’s mail id or phone
number when their queries get answer if asked in the student
forum.  
 
 
4. System Features 
 
4.1 General Query Solver 
            This feature allows the students to ask general queries
regarding our college (VIT Chennai campus). 
 
     4.1.1 Description and priority 
        This feature of the app allows the user to answer the basic
queries of the students. It has a high priority because it forms
the very reason why the app has been built. 
 
    4.1.2 Stimulus/response 
         The feature is used to answer the basic queries of the
student without contacting any teachers. The feature is active
when the student starts using the chat option. 
 
    4.1.3 Functional Requirements 
        REQ-1: When the user clicks on the ‘ask query’ option, the
application directs the user to a new activity of the app where
the user should their queries.
        
        REQ-2: On a successful query solving the application will
send the user an email of the entire chat to the students
registered email id with the app
 
    4.2 Login Feature 
    This is the ability of the application to store the basic details
of the student like the name, branch and hostel block or day
scholar which will be helpful on the further problem solving. It
will be recommended to use the college email id for better
engagement.
     4.2.1 Description and priority 
        This feature of the app allows the Chatbot to better train
itself to improve the engagement with the user and solve the
queries.
 
    4.2.2 Stimulus/Response 
        The input data is valuable for the training of the Chatbot to
give personalized outputs.  
 
    4.2.3 Functional Requirements 
        REQ-1: The email id must be valid so that the recorded
conversation can be sent to the user to refer later on. 
      
         
4.3 Contact Concerned Faculty Feature 
    This ability of the application is used to contact the faculty via
either Email or WhatsApp so that students are able to ask their
queries directly to the teacher.
    4.3.1 Description and priority 
        The purpose of this feature to ensure that at the end of the
day the student is able to get his query or doubt solved. For
emergency query situations which the app cannot solve is this
feature is kept as a backup.
     
    4.3.2 Stimulus/Response 
        Once the user chooses the ‘contact teacher’ option this
feature will lead the student to their email app or WhatsApp
whichever the student chooses.
      
    4.3.3 Functional Requirements 
        REQ-1 The email id provided by the student at the login
page or the profile section of the app must be correct for this
feature to work. 
        REQ-2 The application must have an email app or
WhatsApp to work. 
 
4.4 Student Forum 
    This feature of the application is used to interact with the other
students registered under this platform. 
    4.4.1 Description and Priority 
        This feature allows the student to post their questions or
topics so that other students can answer to the thread. 
    4.4.2 Stimulus/Response 
        Once the student posts a query other students can see the
thread and will be able to reply to the same.  
    4.4.3 Functional Requirements 
        REQ-1: The student must be logged in to the system with
their profile to answer to these threads. 
 
5. Other Nonfunctional Requirements 
 
5.1 Performance Requirements 
        The user can login into the app from two devices at max. 
 
5.2 Safety Requirements 
        The user must logout from the app in case of data theft. 
 
5.3 Security Requirements 
        An authorized user can access the application through their own
username and password. The network security will be provided by
the use of firewalls. The admin handling the software must perform
checks and give out updates for the software on a regular basis to
ensure data integrity and security. 
 
5.4 Software quality attributes 
        Reliability: Some of the factors pertaining to establishing the
software/application reliability are: 
 The username and password of the user must be valid while
logging in. 
 When the program is closed, there should be a normal
termination of the program. The user must log out after his work
is done to ensure that there is no data loss. 
  Availability: When the system receives the request from the
user, it should available, it should be up and running. The
availability of system will be good if it delivers services as and
when it is requested. 
  Portability: The application is portable as it can be used on both
Android and iOS devices.
  Maintainability: The software will be designed in a way as to
reduce the complexity involved in maintaining it. The admin must
have a good knowledge about maintaining the software and
further developments must be done by the developer. 
  Usability: The software is developed, keeping in mind, about the
various kinds of users who will be using the application. Also the
documentation will be available to the users to guide them
whenever they have a query. 
 
5.5 Business Rules 
The details of the user could be accessed only by the user
as well as the admin. 
The users are requested to provide their valid email id for
contacting the faculties.
All the users must read the terms and conditions specified
by the app
         
6 Other Requirements 
 
Appendix A: Glossary 
 SRS – Software Requirement Specification 
 Vbot – VIT query Bot 
 GUI – Graphical User Interface 
 Database – It is a collection of information that is organized in a way
that it could be easily retrieved.  
 Documentation – it is the information that describes its product to its
users. It is like a manual which guides the users.