AcademAI - AI-Based PhD

Student Tracking Platform

Table of Contents
1. Introduction

1.1 Background

1.2 Objectives

2. Project Scope

2.1 Target Audience

3. Phases and Milestones

Phase 1: Planning and Research

Phase 2: Design and Prototyping

Phase 3: Core Development

Phase 4: Alpha Testing

Phase 5: Beta Testing

Phase 6: Optimization and Scalability

Phase 7: Final Testing and Quality Assurance

Phase 8: Launch and Deployment

4. Technical Overview

3.1 Design Principles

3.2 Platform Components

3.3 Tech Stack Overview

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 1. Introduction
1.1 Background
The landscape of academic research is constantly evolving, and with the surge in data-
driven methodologies, there's a growing need for comprehensive tools to aid Ph.D.
students in managing and optimizing their research endeavors. AcademAI is
conceptualized as a pioneering solution to bridge the gap between traditional academic
processes and the power of artificial intelligence. This platform addresses the
challenges faced by Ph.D. students, offering them an intelligent and intuitive system to
enhance their research experiences.
The current methods for tracking progress, managing literature, and collaborating with
peers often lack efficiency and integration. AcademAI seeks to revolutionize this space
by leveraging advanced AI technologies to streamline workflows, provide intelligent
recommendations, and foster a collaborative and supportive research community.

1.2 Objectives
The primary objectives of AcademAI are multifaceted:

Enhance Research Efficiency: AcademAI aims to empower Ph.D. students with

tools that facilitate efficient tracking of research progress, milestones, and
deadlines. The platform seeks to automate routine tasks, enabling researchers to
focus more on the intellectual aspects of their work.

Foster Collaboration: By integrating collaborative features and communication

tools, AcademAI strives to create a virtual research community. The platform will
facilitate seamless communication between students, advisors, and peers, fostering
an environment where knowledge exchange and collaboration thrive.

Provide AI-Powered Guidance: AcademAI will serve as an intelligent research

assistant, offering personalized recommendations for literature, methodologies, and
skill development. The AI-driven features aim to enhance the overall quality of
research by providing valuable insights and suggestions.

Improve Time Management: Through features such as goal-setting, progress

tracking, and deadline reminders, AcademAI intends to assist students in effective
time management. The platform will empower users to balance their research
commitments, coursework, and personal life.

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 2. Project Scope
2.1 Target Audience
The primary focus of AcademAI is to cater to the unique needs of Ph.D. students and
their academic advisors. The target audience includes:

Ph.D. Students: AcademAI is designed to be a comprehensive tool for Ph.D.

students across various disciplines. Whether in the early stages of research or
finalizing their thesis, the platform aims to support students throughout their
academic journey.

Academic Advisors: The platform provides tools for academic advisors to monitor
and support the progress of their students. It facilitates efficient communication and
collaboration between advisors and students, fostering a more dynamic and
engaging mentorship experience.

Research Communities: AcademAI aims to create a broader sense of community

among researchers. By enabling collaboration and knowledge sharing, the platform
seeks to connect like-minded individuals working on similar topics, fostering
interdisciplinary discussions and collaborations.

3. Phases and Milestones

AcademAI's development journey is divided into distinct phases, each marked by key
milestones. This structured approach allows for better project management and
milestone tracking. The phases include:

Phase 1: Planning and Research

User Persona Creation: Conducting extensive research to identify and

understand the diverse needs, preferences, and pain points of Ph.D. students,
academic advisors, and members of research communities. This involves
creating detailed user personas that encapsulate the varied aspects of the
target audience.

Surveys and Interviews: We will be creating a google form and send it to all
teachers and researchers to gain a good idea of common needs and most
important ones.

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 Competitor Analysis: Analyzing competitors in the academic research
management space to identify best practices, gaps in the market, and areas
where AcademAI can distinguish itself.

Phase 2: Design and Prototyping

Wireframing: Developing wireframes that serve as the skeletal structure of

AcademAI's interface. These wireframes outline the placement of key elements
and navigation flow, setting the foundation for a user-friendly design.

Visual Design Elements: Incorporating visual design elements that align with
the platform's identity and resonate with the academic audience. This includes
color schemes, typography, and imagery that enhance the overall aesthetic
appeal.

Feature Prototyping: Creating interactive prototypes for key features, allowing

stakeholders to experience the functionality before actual development. This
interactive approach facilitates a deeper understanding of the user journey.

Usability Testing: Conducting usability testing sessions to gather feedback on

the prototypes. Iteratively refining the prototypes based on this feedback
ensures that the final design meets user expectations.

Phase 3: Core Development

Implementing the foundational UI components of AcademAI.

Building the backend infrastructure, including databases and APIs.

Developing key features such as research progress tracking and collaboration

tools.

Phase 4: Alpha Testing

Conducting internal testing to identify and address early-stage issues.

Iteratively refining features based on user feedback from internal testing.

Preparing for the next phase by ensuring core functionalities are stable.

Phase 5: Beta Testing

Launching a beta version to a limited audience for broader testing.

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 Collecting user feedback to uncover potential issues and areas for
improvement.

Iteratively enhancing features and addressing any identified issues.

Phase 6: Optimization and Scalability

Optimizing performance and addressing any bottlenecks.

Ensuring the platform is scalable to accommodate a growing user base.

Conducting stress testing to identify and resolve potential performance issues.

Phase 7: Final Testing and Quality Assurance

Conducting comprehensive testing across all features.

Implementing final adjustments based on user feedback.

Ensuring the platform meets high-quality standards.

Phase 8: Launch and Deployment

Deploying the fully tested and optimized platform.

Announcing the official launch of AcademAI to the target audience.

Monitoring initial user interactions and addressing any immediate concerns.

4. Technical Overview
3.1 Design Principles:
The design of AcademAI is meticulously crafted to create an immersive and efficient
user experience, blending aesthetics with functionality.

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 Color Scheme:

Dark/Light Mode: AcademAI offers both dark and light mode options,
allowing users to choose their preferred visual environment. Dark mode
enhances readability in low-light conditions, while light mode ensures a
clean and classic appearance.

Aesthetic Modernity:

The design embraces modern aesthetics, featuring clean lines, intuitive

layouts, and contemporary UI components. The platform's visual elements
convey a sense of professionalism and innovation, aligning with the
forward-looking nature of AI and data science.

Techy Elements:

Incorporating subtle techy elements, such as futuristic icons and

animations, reinforces the platform's technological focus. These elements
contribute to a visually engaging and dynamic user interface, setting
AcademAI apart in terms of visual appeal.

Speed and Responsiveness:

Prioritizing speed and responsiveness, the design ensures swift interactions

and seamless navigation. Fast loading times and smooth transitions
contribute to an efficient user experience, accommodating users with
varying internet speeds.

Intuitiveness and User-Friendliness:

The design prioritizes intuitiveness and user-friendliness, catering to a

diverse user base. Clear navigation paths, contextual cues, and interactive
elements contribute to an interface that is easy to navigate and understand.

Here are some Ai generated samples of the design we are aiming for

Keywords : Dark, Modern, Techy, Clean, Aesthetic

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 3.2 Platform Components
AcademAI comprises several interconnected components to ensure a seamless
and comprehensive user experience:

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 User Interface (UI): The front-end component of AcademAI is designed to be
intuitive, user-friendly, and visually engaging. It provides a dashboard that
serves as a central hub for users to access various features, track progress,
and engage with the platform's functionalities.

Research Progress Tracking Module: This component allows users to set

research goals, track milestones, and visualize their overall progress. It includes
features for setting and adjusting timelines, monitoring completed tasks, and
receiving reminders for upcoming deadlines.

Collaboration Tools: AcademAI incorporates collaborative features such as

discussion forums, file sharing, and shared calendars. These tools facilitate
effective communication and collaboration among Ph.D. students, advisors, and
research communities.

AI-Driven Recommendation Engine: The recommendation engine analyzes

user data, including research interests, past activities, and preferences, to
provide personalized suggestions for relevant literature, methodologies, and
skill-building resources.

Data Management Module: This component assists users in organizing and

managing their research data. It includes functionalities for version control, data
backup, and categorization of datasets, ensuring data integrity and accessibility.

Bibliography Management: AcademAI helps users manage their citations and

references efficiently. The platform includes a feature for automatic citation
generation in various formats, reducing the manual workload associated with
creating bibliographies.

Virtual AI Advisor (Chatbot): The AI-driven virtual advisor serves as a 24/7

assistant, capable of answering user queries, providing guidance on research
methodologies, and offering general support. This feature enhances user
engagement and accessibility.

Language and Writing Enhancement Module: To streamline the writing

process, AcademAI includes an AI-powered code snippet and text generator.
This feature assists users in generating code snippets and write well-structured
and contextually relevant text as well as an intelligent writing suggestions and
auto-completion features.Also, Users can seamlessly translate content from

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 one language to another, breaking down language barriers and enhancing
accessibility to a broader range of scholarly resources.

Community and Forum Module: This component encourages users to engage

in discussions, share experiences, and seek advice from their peers. It fosters a
sense of community, connecting researchers with similar interests and creating
a supportive environment for collaboration.

Plagiarism Detection System: AcademAI integrates an AI-based plagiarism

detection system to ensure the academic integrity of research work. This
feature scans research papers and thesis drafts for potential plagiarism,
providing users with a reliable tool for maintaining ethical standards.

3.3 Tech Stack Overview

Here is an overview of our techstack , this should cover most of the technologies
that will be used in our project

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 Frontend Technologies:

JavaScript Library:

React.js: The frontend of AcademAI is built using React.js, a

JavaScript library renowned for building interactive and user-
friendly interfaces.

State Management:

Redux: Ensuring a predictable state container, Redux is

employed to manage the state of the application, enhancing the
overall user experience.

User Interface Components:

Material-UI: AcademAI utilizes Material-UI, a set of React

components implementing Google's Material Design. This choice
ensures a visually engaging and consistent user interface.

Frontend Build Tool:

Webpack: As a powerful module bundler for JavaScript

applications, Webpack is instrumental in optimizing the frontend
build process, contributing to faster loading times.

Styling:

CSS-in-JS (e.g., styled-components): Styling of React

components is streamlined through CSS-in-JS, enhancing
maintainability and flexibility in design.

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 Backend Technologies:

Python Framework:

Django: AcademAI leverages Django, a high-level Python web

framework known for its rapid development capabilities and clean
design. Django facilitates the creation of a powerful backend,
enabling the platform to handle complex research-related tasks
efficiently.

Database Management:

PostgreSQL: As a reliable relational database management

system, PostgreSQL is employed to manage structured data,
ensuring data integrity and accessibility.

MongoDB: AcademAI utilizes MongoDB, a NoSQL database, to

handle unstructured data efficiently. This flexibility is crucial for
accommodating diverse research data types.

API Development:

Django REST Framework: This toolkit enhances Django,

providing robust tools for building Web APIs. It ensures smooth
communication between the frontend and backend, supporting
various features of AcademAI.

Task Automation:

Celery: AcademAI utilizes Celery as a distributed task queue,

ensuring efficient handling of asynchronous processes such as
task automation and scheduling.

Authentication:

Django Allauth: Authentication and account management are

seamlessly handled by Django Allauth, providing a secure user
experience.

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 AI and Machine Learning:

TensorFlow ,PyTorch and Scikit-Learn : Depending on the specific AI

requirements, either TensorFlow or PyTorch or Scikit-Learn is
integrated for machine learning capabilities, enabling the platform to
deliver personalized recommendations and intelligent insights.

⚙ Other Components:

Containerization:

Docker: The platform is containerized using Docker, simplifying

deployment and ensuring consistency across various
environments.

Container Orchestration:

Kubernetes: AcademAI leverages Kubernetes for efficient

container orchestration, facilitating the management of
containerized applications at scale.

Version Control:

Git: Git, a distributed version control system, is utilized for

tracking changes in the codebase, promoting collaboration
among development teams.

Cloud Services:

AWS or Azure: Depending on preferences, AcademAI is hosted

on either AWS or Azure, providing a scalable and reliable cloud
infrastructure.

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