SUMAN EDUCATIONAL TRUST’S 

DILKAP RESEARCH INSTITUTE OF ENGINEERING AND MANAGEMENT STUDIES 

Village Mamdapur, Post Neral, Tal:Karjat, Dist:Raigad - 410101

Project Title:

“ProjectPilot : mini project manager”

B.E SEM VII Major Project

Project Synopsis

Project Members:

1.Anuj DIghe

2.Mayur Kumawat

3.Chaitali Dhaije

Om waghmare

Guide: HOD:

Prof. Archana Mate Dr. Prrachi Gadahire

 Introduction:

In engineering education, mini projects are essential for applying theoretical

knowledge to practical, real-world problems. However, as academic

institutions scale in size, the traditional manual methods of managing mini

projects—group formation, guide allotment, project approval,

documentation, and evaluation—become increasingly complex and

inefficient. The absence of a structured digital solution often leads to

confusion, delays, loss of records, and lack of transparency among

students, guides, and academic coordinators.

ProjectPilot is proposed as a comprehensive Mini Project Management

System designed to address these challenges. The system aims to

streamline the complete mini project workflow within an institution using a

structured, role-based approach. There are three main user roles: Students,

Guides (faculty members), and Branch Admins (senior academic staff

coordinating the mini projects). The Branch Admin is responsible for group

registration, guide allotment, project monitoring, and communication

facilitation between all parties.

Unlike basic project tracking tools, ProjectPilot incorporates features like

secure file submission, progress monitoring, automated notifications, and

activity logging. It also includes an optional monetization model, where

advanced features (like guide auto-suggestions, analytics, and productivity

tools) can be accessed by service providers or institutions on a

subscription basis. These features are designed to enhance the platform’s

value while keeping essential functionalities free and accessible to students

and educators.

Security is central to the design, with JWT-based authentication, encrypted

file storage, and logging mechanisms to ensure accountability and data

integrity. Although development will begin with a Windows-based cross-

platform desktop app, future iterations will support macOS, iOS, and

Android platforms to ensure broader accessibility.

ProjectPilot addresses the real pain points faced during mini project

management and presents a sustainable, modern solution that enhances

academic coordination, reduces manual effort, and prepares students for

tech-integrated professional environments.

 Objective
To develop a centralized platform for managing the mini project lifecycle in
academic institutions.

To implement a role-based system supporting students, guides, and a

senior administrative group (Branch Admin).

To ensure secure and authenticated interactions, submissions, and

progress updates using JWT.

To provide optional premium tools and analytics for teachers and

administrators (e.g., auto-suggestions for projects/guides).

To reduce manual effort and enable smooth communication and file

handling between teams and mentors.

3. Scope
Applicable for Computer Engineering departments or any technical stream
requiring semester-wise projects.

Cross-platform support: Initially focused on Windows desktop, with plans

for mobile and macOS in the future.

Role coverage includes

Students – submit proposals, upload documents, receive feedback
Guides – monitor assigned groups, provide evaluations, chat/file
support
Branch Admins (senior guide panel) – assign guides, oversee progress,
manage overall workflow.

Feature flexibility: System works fully in free mode for students, while
teachers and admins may access premium add-ons like
Smart suggestion tool
Activity summarie
Analytics dashboards
4. Methodology
The project follows the Agile development methodology with continuous
iterations based on feedback.

Key Modules
Authentication & Role Managemen
Secure login via JW
Roles: Student, Guide, Branch Admi
Group Registration & Guide Allotmen
Branch Admins register student teams and assign guides manually or
via an auto-suggestion algorith
Proposal Submission & Revie
Students submit PDF/DOC file
Guides review, approve or reject with comment
Progress Tracking & Reminder
Milestone tracking for documentation and developmen
Automated deadline-based notification
Chat/File Sharing (optional
Simple communication feature for file exchange or comments (based
on feasibility
Subscription & Monetizatio
Teachers/Admins can opt into premium features like smart
suggestions, analytics, etc
Students can use all essential features free of charg
Securit
Secure file storag
Encrypted data transfer
JWT-based session management
5. Literature Survey
1. Online Project Allocation and Evaluation System – S. Tembhurne et al.

This paper presented a centralized portal for handling project allocation
and evaluation.

The concept of digitizing guide allotment influenced our Branch Admin
model.

It emphasizes ease of communication between students and teachers.

Their structure allowed us to map a smooth flow for approvals and tracking.

We have extended it with features like progress milestones and secure
submissions.

2. Project Management System for Students and Faculties – R. Bhatt & V.

Joshi

This work proposed a dashboard system for project tracking and role-wise
access.

Inspired by this, we implemented dedicated views for students, guides,
and admins.

The paper focused on simplifying documentation and submission
management.

We enhanced their model by including optional premium support features.

Auto-suggestions and chat-based help are further additions we explored.

3. Academic Project Monitoring System – A. Patil & K. Deshmukh


The focus of this paper was on deadline management and performance
evaluation.

Their reminder and progress modules guided our progress tracking
mechanism.

We adapted their method to ensure timely notifications to users.

Their structured progress approval flow is reflected in our system.

We have incorporated notification logs and timestamp-based validation.

4. Secure File Sharing and Role Authentication using JWT – P. Sharma & A.
Kumar

This paper introduced role-based secure authentication using JWT tokens.

It emphasized secure document handling in academic platforms.

We applied this method to safeguard file access and user login.

The idea of user-role mapping is crucial to our permission system.

We extended it with secure activity logs and document encryption plans.
Hardware Requirements

Components Minimum Requirements

Processor Intel Core i3 or above

RAM Minimum 4 GB

Storage At least 100 GB (for local dev)

Display 1080p screen

Windows 10/11, Android (future),

Platform Support
macOS (future)

Software Requirements

Components Minimum Requirements

Development Environment Intel Core i3 or above

UI/UX Minimum 4 GB

Backend At least 100 GB (for local dev)

Authentication JWT (JSON Web Token)

File Handling File System (FS) APIs or optional

cloud (Firebase/Cloudinary)

Version Control Git & GitHub

 Programming Languages
Frontend: JavaScript, HTML, CSS, JSX (React.js
Backend: JavaScript (Node.js + Express
Database: NoSQL (MongoDB
Styling: Tailwind CS
Scripting & Deployment: JSON, Shell scripts (CI/CD)

References
S. Tembhurne et al., "Online Project Allocation and Evaluation System",
IJERT, 2021
R. Bhatt et al., "Project Management System for Students and Faculties",
JETIR, 2020
A. Patil et al., "Academic Project Monitoring System", IJESC, 2022
P. Sharma et al., "Secure File Sharing System using Authentication",
IRJET, 2021
Mozilla Developer Docs – https://developer.mozilla.or
Electron.js Documentation – https://www.electronjs.org/doc
MongoDB Docs – https://docs.mongodb.co
JWT Guide – https://jwt.io/introduction