“Chatbot for Employee Frequently Asked Question”

The Purpose Of The Work And Expected Outcome Of The Work:

Nowadays, text messaging plays a significant role in people's lives. Text messaging is used
by almost all age groups for professional purposes. Text messaging is widely used in business
to communicate with staff members. The problem is that companies waste resources like
labour trying to provide employees with information. The downside is that staff must go
through lengthy lists of frequently asked questions (FAQ) in order to discover the answers.
People currently connect with computers through chatbots or conversational interfaces. the
conventional method of getting answers to questions by using search engines or filling out
forms. Users can address a chatbot in the same way they would a real person to ask inquiries.
Currently, computer chat systems are rapidly adopting chatbots. A chatbot may recognise
user input in addition to accessing information that has been provided with predetermined
acknowledgement and pattern matching. The technology of the chatbot is quite young. The
age of artificial intelligence is now. A chatbot must accurately assess the input provided by a
user and craft a pertinent and acceptable answer in order to perfectly replicate a human
discussion. The primary goal of this initiative is to address the delays in the conventional
techniques used by businesses to interact with their workforce. An automated solution, such a
chatbot, is developed to help businesses with this challenge. A chatbot is a computer software
that mimics chats or conversations between humans. The chatbot is made using a Microsoft
service called Azure bot service. This will shorten the time it takes to receive a response to a
question. It was discovered that the creation of the chatbot can assist in answering many
employee questions. Two integrations exist for the chatbot. One of the connectors is a
website that allows staff members to type questions into the chatbot service. Utilizing
Facebook application development is an additional integration. On the admin side, chat
history may be viewed and aids in enhancing employer-employee interaction. 
Literature Survey
Review of Current Situation The World Wide Web is becoming too crowded with various
information where it is getting harder for the user to find information that they need.
Usually employee or people needs to go through a long list of question and answers in a
website support page in order to find out about solutions to problems that they are facing. The
answers are fixed and the user might not be able to understand it. The next step that the user
will take is to email the company’s human resource department or any other relevant
department to ask about the problems or doubts that they are facing. This can be a hassle to
the user as well as the respondent because in most cases it is a repetitive task where the user
asks the same question over and over again. This can be a great amount of wasteful resources
and time (Deshpande, Shahane, Gadre, Deshpande, & Joshi, 2017). In order to increase the
ease of the user and the support team, the interaction with any sort of system, human or
artificial intelligence (AI) is required. With the advancement of intelligent systems,
machines have started to impersonate different human traits. In this modern age of intelligent
machines, the advancement of AI has started to be even used in conversational applications.
Chatbots are currently been gaining a lot of popularity especially in business sector where it
is seen as a tool that can make a lot of profit. Businesses are looking to automate their
interaction with humans. A chatbot can be considered as a question and answer system.
This is to reduce the human effort required to do the job. Chatbots are the next stage in search
evolution. The key players in search have a common and clear goal that is to better
understand the meaning of a query and to return more or the most relevant results. It is not
just machines that understand humans but chatbots that can do repetitively answer
queries. It is a feature of natural conversation. Chatbots have the capacity to replicate this to
make the search process more intuitive.
Existing System

The problem statements are stated

as below:
 Employee have to raise request
or concerns through e-mails
directed to the
concerned department.
 The turnaround time of getting
an answer is based on the
availability of the
resources answer with the
questions.
 Resource time (Man hours) is
sacrificed in order to cater to the
queries raised.
 Many times employees are
unaware about where exactly
(which department)
should they refer to in order to get a
correct response.
The problem statements are stated as below:

 Employee have to raise request or concerns through e-mails directed to the concerned
department.
  The turnaround time of getting an answer is based on the availability of the resources
answer with the questions.
 Resource time (Man hours) is sacrificed in order to cater to the queries raised.
 Many times employees are unaware about where exactly (which department) should they
refer to in order to get a correct response.

Justification For Selecting A Particular Methodology For Completing The

Tasks:
SYSTEM REQUIREMENTS
Hardware Requirements
RAM : 2 GB
Hard disk : 100 GB
Process : 32/64 bit Pentium

Software Requirements
IDE : XAMPP
Database : MySQL
Technology : HTML CSS BOOTSTRAP PHP, AJAX

Brief discussion on the dissertation methodology:

The objectives of this project are as

stated below:
 Create an automated system
using chatbot which is capable
of answering
frequent questions raised.
 Reduce the total time required to
get an answer of a query and hence
save a
lot of critical man hours.
 Channelize the request raised
by the employees to the exact
concerned
department.
The objectives of this project are as stated below:

 Create an automated system using chatbot which is capable of answering

frequent questions raised
 Reduce the total time required to get an answer of a query and hence save a lot of
critical man hours
 Channelize the request raised by the employees to the exact concerned
department.

System Modules:

Administrator

a. Login
b. Add Queries and response
c. View Tckets
d. Send Response
e. Upload FAQS
f. Manage Database
g. View complaints from public

Employee
 h. Register
i. Login
j. Add query and View Result
k. Send Ticket
l. View Response

Benefits Derivable From The Work:

The advantages of using a chatbot

service for employees of a
company is that the
employee has the benefit of getting
a quick response compared to
email. The chatbot
is accessible anytime of the day
which is convenient for the
employee. Chatbot has a
higher handling capacity
compared to humans where the
chatbot is able to
simultaneously have conversations
with thousands of people. Chatbot
is a flexible
attribute where it can be trained
and new questions and answers
can be added. A
chatbot is cost effective because
less man power is required to
handle all of the
questions raised by employees
The advantages of using a chatbot service for employees of a company is that the
employee has the benefit of getting a quick response compared to email. The chatbot is
accessible anytime of the day which is convenient for the employee. Chatbot has a higher
handling capacity compared to humans where the chatbot is able to simultaneously
have conversations with thousands of people. Chatbot is a flexible attribute where it can
be trained and new questions and answers can be added. A chatbot is cost effective
because less man power is required to handle all of the questions raised by employees.

Reference:

Christina Bonnington. (2019).

Amazon Alexa is the home assistant
you never knew
you needed. Retrieved from
https://www.cnet.com/how-to/amaz
on-echo-alexa-
everything-you-need-to-know/
Deshpande, A., Shahane, A., Gadre,
D., Deshpande, M., & Joshi, P. M.
(2017). A
survey of various chatbot
implementation techniques.
International Journal of
Computer Engineering and
Applications, XI. Retrieved from
http://www.ijcea.com/wp-content/
uploads/2017/07/
ID_66_Draft_1_final.pdf
Galitsky, B., & Galitsky, B. (2019).
Chatbot Components and
Architectures.
Developing Enterprise Chatbots.
https://doi.org/10.1007/978-3-030-
04299-8_2
Kline, D. B. (2015). Everything
You Need to Know About Amazon
Echo. The Motley
Fool, 1–13. Retrieved from
http://www.fool.com/investing/
general/2015/06/29/everything-you-
need-to-
know-about-amazon-echo.aspx
Lee, C., Jung, S., Kim, K., Lee, D.,
& Lee, G. G. (2010). Recent
Approaches to
Dialog Management for Spoken
Dialog Systems, 4(1), 1–22.
Lisana. (2014). Review on the
effectiveness of agile unified
process in software
development with vague system
requirements. ARPN Journal of
Engineering
and Applied Sciences, 9(10), 1763–
1768.
Malykh, V. (2017). What are the
Dialog Systems, or Something
about Eliza, 1–8.
Retrieved from
https://medium.com/@madrugado/
what-are-the-dialog-systems-
or-something-about-eliza-
9aefb551eaaa
 Christina Bonnington. (2019). Amazon Alexa is the home assistant you never knew
you needed. Retrieved from https://www.cnet.com/how-to/amazon-echo-alexa-
everything-you-need-to-know/ Deshpande, A., Shahane, A., Gadre, D., Deshpande,
M., & Joshi, P. M. (2017).
 A survey of various chatbot implementation techniques. International Journal of
Computer Engineering and Applications, XI. Retrieved from
http://www.ijcea.com/wp-content/uploads/2017/07/ID_66_Draft_1_final.pdf
Galitsky, B., & Galitsky, B. (2019). Chatbot Components and Architectures.
Developing Enterprise Chatbots. https://doi.org/10.1007/978-3-030-04299-8_2 Kline,
D. B. (2015). Everything You Need to Know About Amazon Echo.
 The Motley Fool, 1–13. Retrieved from
http://www.fool.com/investing/general/2015/06/29/everything-you-need-to-know-
about-amazon-echo.aspx Lee, C., Jung, S., Kim, K., Lee, D., & Lee, G. G. (2010).
Recent Approaches to Dialog Management for Spoken Dialog Systems, 4(1), 1–22.
Lisana. (2014). Review on the effectiveness of agile unified process in software
development with vague system requirements.
 ARPN Journal of Engineering and Applied Sciences, 9(10), 1763–1768. Malykh, V.
(2017). What are the Dialog Systems, or Something about Eliza, 1–8. Retrieved from
https://medium.com/@madrugado/what-are-the-dialog-systems-or-something-about-
eliza-9aefb551eaaa