Submitting Problem Statements¶

Overview¶

Submitting a problem statement is the foundational step in initiating your project journey in Projexa AI. A well-crafted problem statement defines the scope, objectives, and expected outcomes of your project, serving as the guiding document throughout the development lifecycle. This comprehensive guide will walk you through the entire submission process, from repository connection to final approval, ensuring your problem statement meets institutional requirements and sets your team up for success.

Video Tutorial¶

Understanding Problem Statements¶

What is a Problem Statement?¶

A problem statement is a comprehensive document that articulates:

• Problem Definition: Clear description of the problem you intend to solve
• Context and Background: Real-world scenario or industry need
• Project Scope: Boundaries and limitations of what will be addressed
• Objectives: Specific, measurable goals your project aims to achieve
• Expected Outcomes: Deliverables and results upon completion
• Success Metrics: Criteria for evaluating project success
• Constraints: Technical, resource, or time limitations
• Stakeholders: Who will benefit from or be affected by the solution

Importance of a Strong Problem Statement¶

A well-defined problem statement:

• Provides clear direction for your team throughout the project
• Helps mentors and evaluators understand your project goals
• Facilitates resource planning and timeline estimation
• Serves as a reference point for measuring progress
• Enables focused problem-solving and decision-making
• Forms the basis for project evaluation criteria

Types of Problem Statements¶

Industry-Sponsored Problems: - Real-world challenges from partner organizations - May include specific technical requirements - Often have industry mentors assigned - May lead to potential employment opportunities

Faculty-Proposed Problems: - Research-oriented or academically significant challenges - Aligned with faculty expertise and research interests - May contribute to academic publications - Focus on learning outcomes and skill development

Student-Initiated Problems: - Proposed by students based on personal interests or observations - Requires approval based on feasibility and learning value - Opportunity to work on passion projects - Demonstrates initiative and entrepreneurial thinking

Open Innovation Problems: - General themes or challenge areas - Students define specific approach within broader topic - Encourages creativity and innovation - Allows for diverse solutions to similar challenges

Prerequisites and Preparation¶

Before You Begin¶

Team Formation: - Ensure your team is properly formed in Projexa AI - Confirm all team members are active on the platform - Designate a team lead or primary submitter - Ensure consensus on problem selection or proposal

Institutional Guidelines: - Review your institution's project requirements - Understand expected complexity and scope - Know the evaluation criteria and rubrics - Clarify any specific domain or technology requirements

Technical Preparation: - Create GitHub account if not already available - Understand basic version control concepts - Familiarize yourself with repository management - Ensure you have necessary permissions and access

Documentation Ready: - Prepare problem description draft - Research relevant background information - Identify potential technical approaches - Compile reference materials and related work

Step-by-Step Submission Process¶

Step 1: Connect Your GitHub Repository¶

Connecting your GitHub repository enables continuous tracking of your development work and integrates version control with project management.

Understanding Repository Connection:

This step may be optional or required depending on your institution's configuration:

• If shown: Repository connection is part of your program requirements
• If hidden: Your administrator has disabled this feature; proceed to problem submission
• If optional: You can skip now and connect later, but early connection is recommended

Why Connect GitHub?

Benefits: - Automatic tracking of code commits and contributions - Integration with project milestones and tasks - Visibility for mentors and evaluators into development progress - Contribution analytics for individual team members - Version history for code reviews and debugging - Professional development portfolio building

What Gets Tracked: - Commit frequency and patterns - Lines of code contributed by each member - Code review activities - Branch management and merge activities - Issue tracking and resolution

Connection Process:

Authentication Flow:

1. Click Connect GitHub Repository button
2. You'll be redirected to GitHub authentication page
3. Log in to your GitHub account (or create one if needed)
4. Review the permissions requested by Projexa AI
5. Click Authorize to grant access

Permissions Explained:

Projexa AI typically requests: - Read access to repository metadata and code - Webhook permissions to receive commit notifications - Access to commit history and contributor information - Ability to read issues and pull requests

These permissions enable tracking without modifying your code.

Repository Selection:

After authentication:

1. View list of your accessible repositories
2. Select the repository designated for your project
3. Confirm repository selection
4. System validates connection and establishes webhooks

Repository Requirements:

Best Practices: - Use a dedicated repository for your project (don't mix with other work) - Ensure all team members have appropriate access levels - Initialize with README, .gitignore, and license files - Establish branching strategy (main, develop, feature branches) - Set up repository structure (src, docs, tests directories)

Naming Conventions: - Use clear, descriptive repository names - Follow your institution's naming guidelines if specified - Example: TeamName-ProjectTitle-Year - Avoid spaces and special characters

If You Don't Have a Repository:

1. Create new repository on GitHub
2. Make it private (unless your institution requires public)
3. Add all team members as collaborators
4. Initialize with basic project structure
5. Return to Projexa AI and complete connection process

Troubleshooting Connection Issues:

Common Problems: - Repository not appearing: Ensure you have admin or owner access - Authorization failed: Clear browser cookies and try again - Webhook errors: Check repository settings and permissions - Multiple accounts: Ensure you're logged into correct GitHub account

When to Connect: - Immediate recommendation: Connect during initial setup to track from day one - Before first commit: Ensure tracking begins with your first code contribution - Confirm requirements: Check with coordinator if connection is mandatory

Step 2: Submit Problem Statement Details¶

After completing or skipping the GitHub connection, you'll proceed to the core step of defining your project through a comprehensive problem statement.

Two Submission Pathways:

Projexa AI offers flexibility in how you approach problem selection:

Pathway 1: Select an Existing Problem Statement

Choose from pre-approved problems provided by faculty, industry partners, or your institution.

When to Use This Pathway: - Problems are curated and pre-vetted by faculty - Clear scope and expectations already defined - Industry mentors may already be assigned - Reduced approval time since problems are pre-approved - Good for students who prefer structured projects

Selection Process:

1. Browse Available Problems:
2. View categorized list of available problem statements
3. Filter by domain (AI/ML, Web Development, Mobile, IoT, etc.)
4. Filter by complexity level (beginner, intermediate, advanced)
5. Filter by sponsor type (industry, faculty, open source)

6. Sort by popularity, date added, or difficulty

7. Review Problem Details:

8. Read comprehensive problem description
9. Understand objectives and expected deliverables
10. Review technical requirements and constraints
11. Check prerequisite skills and knowledge areas
12. Note any special resources or access provided

13. Review evaluation criteria specific to this problem

14. Evaluate Feasibility:

15. Assess against team's skill set and interests
16. Consider available time and resources
17. Evaluate learning opportunities
18. Check if problem aligns with career goals

19. Verify no other team has claimed (if first-come, first-served)

20. Select and Claim:

21. Click on preferred problem statement
22. Review all details one final time
23. Click Select This Problem or Submit
24. Provide any additional information requested
25. Confirm submission

Information to Provide When Selecting: - Why your team is interested in this problem - Relevant skills or experience your team brings - Initial thoughts on approach or solution - Any questions or clarifications needed - Expected timeline for major milestones

Pathway 2: Submit Your Own Problem Statement

Propose an original problem that your team has identified and wants to solve.

When to Use This Pathway: - You have a unique idea or passion project - Identified a specific problem in your community or industry - Want to work on entrepreneurial venture - Interested in specific technology not covered in existing problems - Have access to unique data or resources

Custom Submission Process:

Complete a comprehensive dynamic form. The exact fields vary by institution but typically include:

1. Basic Information:

Problem Title: - Clear, concise title (50-100 characters) - Should convey the core focus - Example: "AI-Powered Traffic Management System for Smart Cities"

Problem Domain/Category: - Select primary domain (Web, Mobile, AI/ML, IoT, etc.) - Select secondary domains if applicable - Choose technology stack categories

Problem Type: - Research-oriented - Product development - Social impact - Business solution - Educational tool - Other (specify)

2. Problem Description:

Background and Context: - Describe the current situation or scenario - Explain why this problem exists - Provide industry or domain context - Cite relevant statistics or research - Length: 200-400 words

Problem Statement: - Clearly articulate the specific problem - Define who is affected by this problem - Explain the impact of the problem - Describe what happens if problem remains unsolved - Length: 150-300 words

Target Users/Stakeholders: - Identify primary users or beneficiaries - Describe user personas or profiles - Explain user pain points - Define stakeholder expectations

3. Proposed Solution:

Solution Overview: - High-level description of your proposed approach - Key features and functionalities - How solution addresses the problem - Unique aspects or innovations - Length: 300-500 words

Technical Approach: - Technologies and frameworks to be used - System architecture overview - Key algorithms or methodologies - Data sources and management approach - Integration requirements

4. Project Scope:

Objectives: - List 3-5 specific, measurable objectives - Use SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) - Example: "Develop web application with 95% uptime and support 1000+ concurrent users"

Deliverables: - Specific outputs expected at project completion - Documentation requirements - Code repositories and artifacts - Demonstration or prototype specifications - Testing and validation results

In-Scope: - Features and functionalities to be implemented - Platforms and environments to be supported - User groups to be addressed

Out-of-Scope: - Features intentionally excluded - Future enhancements reserved for later phases - Clarify boundaries to manage expectations

5. Success Metrics:

Quantitative Metrics: - Performance benchmarks (speed, accuracy, efficiency) - User adoption or engagement targets - System reliability measures - Cost savings or revenue projections (if applicable)

Qualitative Metrics: - User satisfaction indicators - Usability improvements - Learning outcomes achieved - Innovation or creativity demonstrated

Evaluation Criteria: - How will success be measured? - What constitutes minimum viable product? - What would exceed expectations?

6. Constraints and Requirements:

Technical Constraints: - Hardware limitations - Software compatibility requirements - Platform restrictions - Security and privacy requirements - Scalability needs

Resource Constraints: - Budget limitations (if any) - Time constraints (semester timeline) - Team size and skill limitations - Access to data or APIs - Third-party service dependencies

Regulatory/Ethical Constraints: - Data privacy regulations (GDPR, HIPAA, etc.) - Ethical considerations - Accessibility requirements - Licensing restrictions

7. Timeline and Milestones:

Project Phases: - Phase 1: Research and design (weeks 1-3) - Phase 2: Core development (weeks 4-8) - Phase 3: Testing and refinement (weeks 9-11) - Phase 4: Documentation and deployment (weeks 12-14)

Major Milestones: - List key checkpoints with target dates - Include deliverables for each milestone - Align with institutional evaluation schedule

8. Team Preparation:

Current Skills: - Relevant technical skills team possesses - Domain knowledge or experience - Previous projects or coursework

Learning Goals: - New technologies team will learn - Skills to be developed - Knowledge gaps to be filled

Resource Needs: - Mentorship areas (specific expertise needed) - Training or workshop requirements - Tools, software, or hardware needs - Access to data, APIs, or services

9. References and Related Work:

Literature Review: - Cite relevant research papers or articles - Reference existing solutions or products - Identify gaps your project will address

Competitive Analysis: - Similar existing solutions - How your approach differs or improves - Lessons learned from existing systems

10. Additional Information:

Risk Analysis: - Potential technical risks - Mitigation strategies - Backup plans for critical components

Innovation Aspects: - Novel approaches or techniques - Creative problem-solving elements - Potential for broader impact

Intellectual Property: - Clarify ownership of code and deliverables - Any IP agreements with sponsors - Open source or proprietary intentions

Form Submission Tips:

Before Submitting: - Draft responses in separate document first - Have team members review all content - Check spelling and grammar - Ensure consistency across sections - Verify all required fields are complete - Save draft if platform allows

Writing Quality: - Use clear, professional language - Avoid jargon unless necessary (and define it) - Be specific and concrete, not vague - Use bullet points for clarity - Provide examples where helpful - Maintain consistent tone throughout

Validation: - Ensure objectives align with problem statement - Verify deliverables match objectives - Check timeline is realistic - Confirm scope is achievable within constraints - Validate success metrics are measurable

Step 3: Submission and Review Process¶

After completing your problem statement submission, it enters a formal review process with your AI coordinator or faculty reviewer.

Immediate Post-Submission:

Confirmation: - Receive immediate confirmation of submission - Submission timestamp recorded in system - Email notification sent to you and team members - Problem statement assigned unique tracking ID - Status changes to "Under Review" or "Pending Approval"

What Happens Next: - System automatically notifies AI coordinator of new submission - Submission added to coordinator's review queue - Review priority based on submission order and deadlines - Coordinator receives all submission details and team information

Review Timeline:

Typical review timelines (varies by institution): - Standard review: 3-5 business days - Peak periods (start of semester): 5-7 business days - Urgent requests: May be expedited if justified - Complex proposals: May require longer review and additional consultation

What Reviewers Evaluate:

Feasibility Assessment: - Can project be completed within available timeframe? - Does team have or can acquire necessary skills? - Are required resources available or accessible? - Is scope appropriate for course level and credit hours?

Learning Value: - Does project provide adequate learning opportunities? - Are appropriate technologies and methodologies involved? - Will project challenge and develop student skills? - Does complexity match course objectives?

Clarity and Completeness: - Is problem statement clear and well-articulated? - Are objectives specific and measurable? - Is scope well-defined with clear boundaries? - Are deliverables and success criteria explicit?

Alignment: - Does project align with course learning outcomes? - Is domain appropriate for program requirements? - Does it fit institutional or industry needs? - Are ethical and regulatory requirements addressed?

Originality and Innovation: - Does project demonstrate creative thinking? - Is there adequate differentiation from existing solutions? - Is there potential for meaningful impact? - Are there opportunities for research or publication?

Editing During Review:

You retain the ability to modify your submission while it's under review.

When to Edit: - Discovered errors or omissions in original submission - Received informal feedback from coordinator - Team refined approach after further research - Need to clarify ambiguous points - Want to add supporting information

How to Edit: 1. Navigate to your team dashboard 2. Locate your submitted problem statement 3. Click Edit or Modify Submission button 4. Make necessary changes in the form 5. Add note explaining what was changed and why 6. Resubmit or save changes

Important Notes on Editing: - Major changes may reset review timeline - Document changes made for transparency - Coordinate with team before making edits - Avoid excessive editing (shows poor initial preparation) - Some institutions may limit edit capabilities once submitted

Monitoring Review Status:

Dashboard Indicators:

Your team dashboard displays current status: - Submitted: Awaiting initial review - Under Review: Actively being evaluated - Changes Requested: Revisions needed - Approved: Problem statement accepted - Rejected: Proposal not accepted (rare) - On Hold: Awaiting additional information

Status Updates: - Check dashboard daily during review period - Enable email and platform notifications - Status changes reflected in real-time - Detailed notes visible when status changes

Notification Types: - Email notifications: For major status changes - Platform notifications: For all updates and comments - SMS alerts: If enabled and configured - Team notifications: All members notified simultaneously

Possible Review Outcomes:

Outcome 1: Approved

Your problem statement is accepted without modifications.

What This Means: - Project can proceed as proposed - Team dashboard is fully unlocked - Resources and tools become accessible - Mentor assignment process initiated - Project timeline officially begins

Next Steps: - Review approval notification and any notes - Access your full team dashboard - Begin project planning and task assignment - Schedule initial team meeting - Connect with assigned mentor if applicable

Outcome 2: Approved with Recommendations

Project is accepted, but reviewer provides suggestions for improvement.

What This Means: - Core project is acceptable - Recommendations are optional but valuable - Consider incorporating suggestions - Dashboard is unlocked

Response Actions: - Review recommendations carefully - Discuss with team which to incorporate - Update project documentation accordingly - Acknowledge recommendations to coordinator

Outcome 3: Changes Requested

Reviewer requires modifications before approval.

What This Means: - Specific issues identified in submission - Revisions required before proceeding - Dashboard remains partially locked - Resubmission needed after addressing feedback

Feedback Details Include: - Specific sections requiring revision - Explanation of concerns or issues - Guidance on expected modifications - Examples or resources for improvement - Deadline for resubmission

How to Address: 1. Read all feedback thoroughly 2. Note specific change requests 3. Discuss with team how to address each point 4. Research or gather additional information if needed 5. Revise submission addressing all feedback 6. Document how each concern was addressed 7. Resubmit with explanation of changes

Resubmission Process: - Access your problem statement submission - Make required modifications - Add comment summarizing changes made - Reference specific feedback points addressed - Click Resubmit for Review - Coordinator receives notification of resubmission

Common Reasons for Changes Requested:

Scope Issues: - Scope too broad or too narrow - Unclear boundaries - Unrealistic deliverables for timeframe - Missing critical components

Feasibility Concerns: - Required skills beyond team capability - Resources unavailable or inaccessible - Timeline unrealistic - Dependencies on external factors

Clarity Problems: - Vague objectives - Ambiguous success criteria - Insufficient technical detail - Poorly defined deliverables

Alignment Issues: - Doesn't match course requirements - Domain inappropriate for program - Missing learning outcomes - Ethical or regulatory concerns

Outcome 4: Rejected (Rare)

Problem statement is not approved and cannot proceed as proposed.

What This Means: - Fundamental issues with proposed project - Major rethinking required - May need to select different problem - Detailed explanation provided

Why Rejections Occur: - Violates institutional policies - Ethical or legal concerns - Duplicate of existing team project - Outside scope of course objectives - Requires resources that cannot be provided

Next Steps After Rejection: - Schedule meeting with coordinator to discuss - Understand specific concerns - Explore alternative approaches or problems - Consider selecting pre-approved problem instead - Submit revised or completely new proposal

Communication During Review:

Proactive Communication: - Send clarification if you realize submission has errors - Respond promptly to coordinator queries - Provide additional information if requested - Keep coordinator informed of team status

Response Expectations: - Reply to coordinator messages within 24 hours - Be professional and receptive to feedback - Ask clarifying questions if feedback is unclear - Show willingness to revise and improve

Escalation: - If review takes longer than expected timeline, send polite inquiry - If feedback seems unclear, request meeting for discussion - If significant concerns, escalate to department chair or program director

Step 4: Access Your Team Dashboard¶

Once your problem statement receives approval, Projexa AI unlocks full access to your team dashboard and project management tools.

Dashboard Activation:

What Gets Unlocked:

Upon approval, you gain access to:

Project Management: - Task creation and assignment - Milestone tracking - Sprint planning tools - Project timeline visualization - Progress tracking dashboards - Gantt charts and Kanban boards

Collaboration Tools: - Team discussion forums - File sharing and document management - Shared workspace for code and documents - Team calendar and scheduling - Meeting notes and minutes - Decision logging

Communication Features: - Mentor messaging system - Interaction scheduling interface - Coordinator communication channel - Team chat functionality - Announcement board

Evaluation Features: - Evaluation calendar - Submission portals for deliverables - Feedback viewing interface - Grading and assessment history - Peer evaluation tools

Analytics and Insights: - Contribution analytics - Progress metrics - GitHub integration data (if connected) - Time tracking insights - Team performance indicators

Resource Access: - Learning materials and resources - Template documents - Best practices guides - Technical documentation - Reference projects

First Steps After Approval:

Immediate Actions (Day 1):

1. Explore Dashboard: Familiarize yourself with all available features
2. Review Project Details: Verify problem statement details are correct
3. Check Mentor Assignment: See if mentor has been assigned
4. Set Up Project Structure: Create initial directory structure in repository
5. Configure Tools: Set up integrations and notification preferences

Week 1 Actions:

1. Team Kickoff Meeting: Discuss project approach and responsibilities
2. Create Initial Tasks: Break down project into manageable tasks
3. Define Milestones: Set internal checkpoints beyond formal evaluations
4. Assign Roles: Clarify team member responsibilities
5. Schedule First Mentor Interaction: Book initial meeting with mentor
6. Create Project Plan: Develop detailed timeline and resource allocation
7. Set Up Development Environment: Ensure all team members have necessary tools

Dashboard Navigation:

Key Sections:

Home/Overview: - Project summary and status - Upcoming deadlines and events - Recent activities and updates - Quick action buttons

Tasks: - View all project tasks - Create and assign new tasks - Track completion status - Filter by assignee, priority, or status

Milestones: - Upcoming evaluation dates - Project phase completions - Deliverable deadlines - Progress indicators

Team: - Team member profiles - Contact information - Contribution statistics - Role assignments

Mentor: - Mentor profile and contact - Schedule interactions - View past interaction notes - Action items from mentor

Evaluations: - Evaluation calendar - Submit evaluation materials - View scores and feedback - Track evaluation requirements

Resources: - Project documentation - Shared files and documents - Links and references - Templates and guides

Customizing Your Dashboard:

• Arrange widgets based on preference
• Set up personalized notifications
• Configure default views
• Create custom task filters
• Set reminder preferences

Best Practices for Problem Statement Success¶

Pre-Submission Best Practices¶

1. Early Coordinator Consultation

Why It Matters: - Aligns expectations from the start - Identifies potential issues early - Saves time in revision cycles - Builds relationship with coordinator

What to Discuss: - Problem scope appropriateness - Technical feasibility - Resource availability - Alignment with course objectives - Expected detail level in submission - Common approval criteria - Timeline and deadlines

When to Consult: - Before finalizing problem selection - After drafting initial problem statement - When uncertain about any requirements - If proposing unconventional approach

2. Thorough Research

Background Research: - Study existing solutions and approaches - Review relevant academic literature - Analyze competitive products or systems - Understand industry standards and practices - Identify gaps your project will address

Technical Research: - Verify technology stack is appropriate - Ensure required tools and resources are accessible - Understand learning curve for new technologies - Investigate potential technical challenges - Research integration requirements

User Research: - Understand target user needs and pain points - Gather user feedback on proposed approach - Validate problem significance - Identify user requirements and expectations

3. Team Consensus

Collaborative Selection: - Involve all team members in decision - Discuss individual interests and goals - Assess collective skill set - Ensure everyone is committed to chosen problem - Agree on work distribution approach

Skills Assessment: - Identify existing skills within team - Recognize skill gaps - Plan for learning and development - Assign roles based on strengths - Identify need for mentorship in specific areas

4. Specificity and Clarity

Clear Objectives: - Use SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) - Define concrete deliverables - Specify quantitative metrics where possible - Avoid vague or ambiguous language - Provide examples to illustrate goals

Detailed Scope: - Clearly define what is included - Explicitly state what is excluded - Explain boundary decisions - Describe features in detail - Specify technical requirements

Measurable Success Criteria: - Define how success will be evaluated - Include both quantitative and qualitative metrics - Specify minimum acceptable outcomes - Describe what exceeds expectations - Align metrics with objectives

5. Realistic Planning

Timeline Reality Check: - Account for academic calendar (exams, breaks) - Include buffer time for unforeseen issues - Consider other course commitments - Plan for learning curve on new technologies - Allow time for testing and refinement

Resource Assessment: - Verify access to required tools and platforms - Ensure budget (if any) covers necessary expenses - Confirm data sources are accessible - Check API availability and limitations - Plan for resource acquisition timelines

Risk Consideration: - Identify potential technical risks - Plan mitigation strategies - Have backup approaches ready - Consider external dependencies - Account for team member availability

6. Documentation Quality

Professional Writing: - Use clear, professional language - Check spelling and grammar - Maintain consistent formatting - Use proper technical terminology - Provide adequate detail without excessive verbosity

Structure and Organization: - Use logical flow and organization - Include headings and subheadings - Use bullet points for clarity - Number lists where sequence matters - Cross-reference related sections

Visual Aids: - Include diagrams where helpful - Use system architecture illustrations - Provide use case diagrams - Show data flow visualizations - Add mockups or wireframes if available

7. Backup and Version Control

Maintain Offline Copies: - Draft in document editor before entering online form - Save multiple versions as you refine - Keep backups of all supporting documents - Maintain copy of final submitted version - Store references and research materials

Why It's Important: - Quick recovery if system issues occur - Easy resubmission if changes needed - Reference for future project documentation - Ability to track evolution of ideas - Team members can work offline

During Review Best Practices¶

8. Active Monitoring

Check Dashboard Regularly: - Daily checks during review period - Enable all notification types - Respond to queries within 24 hours - Keep team informed of status - Be ready to provide additional information

Stay Accessible: - Check email and platform notifications frequently - Ensure contact information is current - Designate backup contact if primary unavailable - Inform coordinator of any extended unavailability

9. Responsive Communication

Prompt Responses: - Reply to coordinator queries immediately - Provide requested information quickly - Clarify misunderstandings proactively - Ask questions if feedback is unclear - Maintain professional tone

Professional Interactions: - Be receptive to feedback - Avoid defensive responses - Show appreciation for guidance - Demonstrate willingness to improve - Request meetings if complex issues arise

10. Thoughtful Revisions

Address All Feedback: - Create checklist of all requested changes - Address each point systematically - Document how each concern was resolved - Improve beyond minimum requirements - Seek clarification if needed before revising

Quality Improvements: - Use revision opportunity to enhance overall quality - Add details that strengthen proposal - Improve clarity and organization - Incorporate additional research - Refine timeline and scope

Post-Approval Best Practices¶

11. Project Initialization

Immediate Setup: - Complete all tool configurations - Establish team communication channels - Set up version control workflows - Create project documentation structure - Initialize development environment

Planning Session: - Hold comprehensive team meeting - Review approved problem statement together - Break down into tasks and subtasks - Create detailed project timeline - Assign initial responsibilities

12. Ongoing Alignment

Stay True to Approved Statement: - Regularly reference approved problem statement - Ensure development aligns with stated objectives - Document any necessary scope changes - Consult coordinator before major deviations - Update documentation to reflect evolution

Regular Reviews: - Periodically review progress against problem statement - Verify deliverables match commitments - Ensure success criteria remain relevant - Adjust timelines if needed (with approval) - Keep stakeholders informed of changes

Common Mistakes to Avoid¶

Submission Mistakes¶

Scope Problems: - Too Ambitious: Proposing more than achievable in timeframe - Too Limited: Insufficient complexity for learning requirements - Unclear Boundaries: Not defining what is in/out of scope - Feature Creep: Adding too many nice-to-have features

Clarity Issues: - Vague Objectives: Using ambiguous language like "improve" or "enhance" without specifics - Undefined Terms: Using jargon or acronyms without explanation - Missing Details: Omitting critical information about approach or requirements - Inconsistencies: Contradictions between different sections

Planning Failures: - Unrealistic Timeline: Not accounting for learning curve or complexity - Ignoring Constraints: Overlooking resource, time, or skill limitations - No Risk Assessment: Failing to identify potential challenges - Dependency Oversight: Missing external dependencies or requirements

Research Gaps: - No Background Research: Not investigating existing solutions - Unvalidated Assumptions: Making assumptions without verification - Missing References: Not citing relevant work or standards - Ignoring Standards: Overlooking industry or academic standards

Process Mistakes¶

Communication Errors: - Not Consulting Coordinator: Submitting without preliminary discussion - Ignoring Feedback: Dismissing reviewer comments or suggestions - Poor Response Time: Delayed responses to queries or change requests - Insufficient Clarification: Not seeking clarification when confused

Collaboration Issues: - Lack of Team Consensus: Individual submitting without team agreement - Unbalanced Contributions: One person doing all the work - No Skill Assessment: Not considering team capabilities - Missing Team Input: Not incorporating diverse perspectives

Documentation Problems: - No Backup Copies: Losing work due to system issues - Last-Minute Rush: Submitting without adequate review time - Poor Formatting: Unprofessional presentation - Incomplete Submission: Missing required sections or information

Frequently Asked Questions¶

Q: How long does approval typically take? A: Standard review takes 3-5 business days, though this varies by institution and workload. Peak periods (start of semester) may take longer.

Q: Can I change my problem statement after approval? A: Minor adjustments during development are normal, but major scope changes require coordinator approval. Always document and communicate changes.

Q: What if my first choice problem is already taken? A: Have backup options ready. Review other available problems or consider proposing a different approach to a similar challenge.

Q: Can we combine multiple problem statements? A: This depends on institutional policy. Consult with your coordinator about feasibility and approval requirements.

Q: What if we realize mid-project that the scope needs to change? A: Contact your coordinator immediately. Discuss necessary changes and obtain approval for revised scope. Document reasons and new direction.

Q: How detailed should the technical approach be? A: Provide enough detail to demonstrate feasibility without over-committing to specific implementation. Show you've researched and planned, but allow flexibility.

Q: Is it better to select existing problems or propose our own? A: Both have merits. Existing problems have clearer expectations and faster approval. Original proposals allow for personal interests but require more detailed justification.

Q: What if team members disagree on problem selection? A: Hold team discussions to understand concerns. Consider voting or scoring system. Ensure everyone can contribute meaningfully to chosen problem.

Q: Can we have multiple teams working on the same problem? A: This depends on institutional policy. Some programs allow it with different approach requirements, others require unique problem selection.

Q: What happens if our problem statement is rejected? A: Rare, but if it occurs, you'll receive detailed feedback. You can revise and resubmit or select an alternative problem. Coordinator will guide you.

Templates and Examples¶

Problem Statement Template¶

**Project Title**: [Clear, concise title]

**Problem Domain**: [Web/Mobile/AI/IoT/etc.]

**Background**:
[2-3 paragraphs describing context and current situation]

**Problem Statement**:
[Clear articulation of the specific problem to be solved]

**Target Users**:
[Description of who will benefit]

**Proposed Solution**:
[Overview of approach and key features]

**Objectives**:
1. [Specific, measurable objective]
2. [Specific, measurable objective]
3. [Specific, measurable objective]

**Deliverables**:
- [Concrete deliverable]
- [Concrete deliverable]

**Success Metrics**:
- [Measurable metric]
- [Measurable metric]

**Technical Approach**:
[Technologies, methodologies, architecture]

**Timeline**:
- Phase 1: [Description] (Weeks 1-3)
- Phase 2: [Description] (Weeks 4-8)
- Phase 3: [Description] (Weeks 9-12)

**Constraints**:
[Technical, resource, time limitations]

**Team Skills**:
[Relevant experience and capabilities]

Example Problem Statements¶

Example 1: AI-Based Application

Title: Intelligent Course Recommendation System
Domain: AI/ML, Web Development
Objective: Develop ML-powered system to recommend courses based on student profile, interests, and career goals
Key Features: Profile analysis, recommendation engine, feedback loop
Success Metric: 80% student satisfaction with recommendations

Example 2: Social Impact Project

Title: Community Resource Sharing Platform
Domain: Web/Mobile, Social Impact
Objective: Create platform for community members to share tools, skills, and resources
Key Features: User profiles, booking system, rating mechanism, geolocation
Success Metric: 200+ users, 50+ resources shared within pilot community

Example 3: IoT Project

Title: Smart Energy Monitoring System
Domain: IoT, Data Analytics
Objective: Develop IoT solution for real-time energy consumption monitoring and optimization
Key Features: Sensor integration, real-time dashboard, usage predictions, alerts
Success Metric: 15% energy savings demonstrated in pilot installation

Additional Resources¶

Helpful Links and References¶

• Project Management: Agile methodologies, sprint planning guides
• Technical Documentation: Writing effective technical docs
• Research Methods: Conducting literature reviews, competitive analysis
• User Research: User persona creation, needs assessment
• Risk Management: Risk identification and mitigation strategies

Getting Support¶

AI Coordinator: Primary contact for problem statement questions and approval process

Technical Support: Platform issues, login problems, system errors

Mentor: Technical guidance after project approval

Peer Teams: Learn from other teams' experiences and approaches

Conclusion¶

Submitting a comprehensive, well-thought-out problem statement is the foundation for project success. By investing time in thorough research, clear articulation, and careful planning during this initial phase, you set your team up for a productive and rewarding project experience.

Remember that the problem statement is not just an administrative requirement—it's your project roadmap. A strong problem statement provides direction when facing decisions, helps communicate your vision to mentors and evaluators, and serves as a benchmark for measuring progress and success.

Approach this process with diligence, seek feedback early and often, and maintain open communication with your coordinator. Your efforts in crafting a quality problem statement will pay dividends throughout your entire project lifecycle.

Good luck with your submission, and may your project journey be both challenging and fulfilling!