Design and Evaluation of an AI-Powered Chatbot for ERP-Based Student Services in Higher Education

Higher education institutions are increasingly exploring conversational AI to enhance student services, especially in STEM programs where timely support is crucial. This paper presents the design and evaluation of a practical AI-powered chatbot prototype that assists with essential student service f...

Full description

Saved in:
Bibliographic Details
Published in:2025 10th International STEM Education Conference (iSTEM-Ed) pp. 1 - 6
Main Author: Chimpiri, Tirumala Rao
Format: Conference Proceeding
Language:English
Published: IEEE 30.07.2025
Subjects:
Accuracy
AI-ERP Integration
Automation
Chatbot Architecture
Chatbots
Conversational AI
Digital Transformation in Higher Education
Education
Enterprise Resource Planning (ERP)
Information retrieval
Logic
Measurement
Prototypes
Python
STEM Education Support
Student Services Automation
Time factors
Online Access:Get full text
Tags: Add Tag
No Tags, Be the first to tag this record!
Abstract Higher education institutions are increasingly exploring conversational AI to enhance student services, especially in STEM programs where timely support is crucial. This paper presents the design and evaluation of a practical AI-powered chatbot prototype that assists with essential student service functions by accessing ERP-style data. The proposed chatbot leverages natural language processing (NLP) to handle queries related to admissions, course management, and academic advising, providing instant, and round-the-clock conversational support. A prototype was developed in Python and evaluated on key metrics: query resolution accuracy, system response time, task completion rate, and satisfaction score. To provide interpretable and institution-friendly automation, we adopted a rule-based approach using keyword recognition. This study utilized a stimulated data set of 100 student records, and chatbot was tested across 50 queries. The chatbot achieved an accuracy rate of 100 \%, a 0.001 second average response time, and an 100 \% task completion rate, outperforming traditional support systems (80 \% accuracy, 45-second response time). The results show that stimulated user satisfaction reached 4.5/5, indicating measurable enhancement in the student engagement and satisfaction. These results demonstrate that an ERP-integrated chatbot can significantly benefit STEM education by providing on-demand, tailored assistance, reducing staff workload, and supporting the modernization of academic service delivery
AbstractList Higher education institutions are increasingly exploring conversational AI to enhance student services, especially in STEM programs where timely support is crucial. This paper presents the design and evaluation of a practical AI-powered chatbot prototype that assists with essential student service functions by accessing ERP-style data. The proposed chatbot leverages natural language processing (NLP) to handle queries related to admissions, course management, and academic advising, providing instant, and round-the-clock conversational support. A prototype was developed in Python and evaluated on key metrics: query resolution accuracy, system response time, task completion rate, and satisfaction score. To provide interpretable and institution-friendly automation, we adopted a rule-based approach using keyword recognition. This study utilized a stimulated data set of 100 student records, and chatbot was tested across 50 queries. The chatbot achieved an accuracy rate of 100 \%, a 0.001 second average response time, and an 100 \% task completion rate, outperforming traditional support systems (80 \% accuracy, 45-second response time). The results show that stimulated user satisfaction reached 4.5/5, indicating measurable enhancement in the student engagement and satisfaction. These results demonstrate that an ERP-integrated chatbot can significantly benefit STEM education by providing on-demand, tailored assistance, reducing staff workload, and supporting the modernization of academic service delivery
Author Chimpiri, Tirumala Rao
Author_xml – sequence: 1
  givenname: Tirumala Rao
  surname: Chimpiri
  fullname: Chimpiri, Tirumala Rao
  email: tiru.chimpiri@gmail.com
  organization: Independent Researcher,NY,USA
BookMark eNo1j11LwzAYRiPohc79Ay8CXmfms20uZ63bYOKwvR9p8mYLzFTadOK_t_hx9cDh4cC5QZexi4DQPaMLxqh-CHVTvZDKZSpjfMEpVxNnXHMtLtBc57oQginJ80xeI_MEQzhEbKLD1dmcRpNCF3HnJ4KXG7LrPqEHh8ujSW2XsO96XL3tyKMZJlqn0UFMuIb-HCwMOES8DocjTCc32h_XLbry5jTA_G9nqHmumnJNtq-rTbnckqBFIqC1M1LRPNPK-8IxnxVWOd1KYSylsuXGq8Jp2U4pPLdUSOtZm3teGEW5EzN096sNALD_6MO76b_2_-HiGzINU6k
ContentType Conference Proceeding
DBID 6IE
6IL
CBEJK
RIE
RIL
DOI 10.1109/iSTEM-Ed65612.2025.11129293
DatabaseName IEEE Electronic Library (IEL) Conference Proceedings
IEEE Xplore POP ALL
IEEE Xplore All Conference Proceedings
IEEE Electronic Library (IEL)
IEEE Proceedings Order Plans (POP All) 1998-Present
DatabaseTitleList
Database_xml – sequence: 1
  dbid: RIE
  name: IEEE Electronic Library (IEL)
  url: https://ieeexplore.ieee.org/
  sourceTypes: Publisher
DeliveryMethod fulltext_linktorsrc
Discipline Education
EISBN 9798331542764
EndPage 6
ExternalDocumentID 11129293
Genre orig-research
GroupedDBID 6IE
6IL
CBEJK
RIE
RIL
ID FETCH-LOGICAL-i93t-e99da4507695ff8d1f68c5d9b43ac004b2af58d94b11227c034cf1b7f28a502d3
IEDL.DBID RIE
IngestDate Wed Sep 03 07:09:36 EDT 2025
IsPeerReviewed false
IsScholarly false
Language English
LinkModel DirectLink
MergedId FETCHMERGED-LOGICAL-i93t-e99da4507695ff8d1f68c5d9b43ac004b2af58d94b11227c034cf1b7f28a502d3
PageCount 6
ParticipantIDs ieee_primary_11129293
PublicationCentury 2000
PublicationDate 2025-July-30
PublicationDateYYYYMMDD 2025-07-30
PublicationDate_xml – month: 07
  year: 2025
  text: 2025-July-30
  day: 30
PublicationDecade 2020
PublicationTitle 2025 10th International STEM Education Conference (iSTEM-Ed)
PublicationTitleAbbrev iSTEM-Ed
PublicationYear 2025
Publisher IEEE
Publisher_xml – name: IEEE
Score 1.9174013
Snippet Higher education institutions are increasingly exploring conversational AI to enhance student services, especially in STEM programs where timely support is...
SourceID ieee
SourceType Publisher
StartPage 1
SubjectTerms Accuracy
AI-ERP Integration
Automation
Chatbot Architecture
Chatbots
Conversational AI
Digital Transformation in Higher Education
Education
Enterprise Resource Planning (ERP)
Information retrieval
Logic
Measurement
Prototypes
Python
STEM Education Support
Student Services Automation
Time factors
Title Design and Evaluation of an AI-Powered Chatbot for ERP-Based Student Services in Higher Education
URI https://ieeexplore.ieee.org/document/11129293
hasFullText 1
inHoldings 1
isFullTextHit
isPrint
link http://cvtisr.summon.serialssolutions.com/2.0.0/link/0/eLvHCXMwlV1LSwMxEA5aRDz5qvgmoNe0-8pOctS6RQ-WxfbQW8kT97KVuvX3m2S3FQ8evIVAGDJ5zGQy830I3UeJMgJi5TavBJIxQwkHyglQ6t5xOXgEmUA2AZMJm8952RWrh1oYY0xIPjMD3wx_-Xqp1j5UNoy9c-Ds0y7aBYC2WGsf3XW4mcNqOiteSaFzz_jonn4JHWxG_OJOCaZjfPhPoUeo_1OEh8uteTlGO6Y-8STLXULGKRJPIfsCi1rjYgvajZfW9eCHF1J6AjSj8ehdNHLZYOee4uKtJI_OcGk8bUEt8eaywFWN26QPvJXRR7NxMRs9k44xgVQ8bYjhXIvMeXg5p9YyHducKaq5zFKh3GmQibCUaZ5JN6cEVJRmysYSbMIEjRKdnqFevazNOcJSQQrCw9FnSWZjwxXEkimmUqWYBXmB-l5Vi48WE2Ox0dLlH_1X6MAvSIiKRteo16zW5gbtqa-m-lzdhpX8BmLNn3Q
linkProvider IEEE
linkToHtml http://cvtisr.summon.serialssolutions.com/2.0.0/link/0/eLvHCXMwlV07T8MwELagIGDiVcQbS7C6bRI7tkceqVrRVhHN0K3yU2RJUEn5_dhJW8TAwGZZsk4-P-58vvs-AB56oTKCBsptXkkRZoYgTglHlBD3joupR5CpySboZMJmM56uitXrWhhjTJ18Zjq-Wf_l61ItfaisG3jnwNmnbbBDMA6DplxrD9yvkDO7-TRLxijRsed8dI-_kHTWY36xp9TGo3_4T7FHoP1ThgfTjYE5BlumOPE0y6uUjFMgXur8CygKDZMNbDcsreuBj0OUego0o-Hzu6hkWUHnoMLkLUVPznRpOG1gLeH6uoB5AZu0D7iR0QZZP8meB2jFmYByHlXIcK4Fdj5ezIm1TAc2ZopoLnEklDsPMhSWMM2xdHMKqepFWNlAUhsyQXqhjs5AqygLcw6gVDSiwgPS4xDbwHBFA8kUU5FSzFJ5AdpeVfOPBhVjvtbS5R_9d2B_kI1H89Fw8noFDvzi1DHS3jVoVYuluQG76qvKPxe39ap-A9wXors
openUrl ctx_ver=Z39.88-2004&ctx_enc=info%3Aofi%2Fenc%3AUTF-8&rfr_id=info%3Asid%2Fsummon.serialssolutions.com&rft_val_fmt=info%3Aofi%2Ffmt%3Akev%3Amtx%3Abook&rft.genre=proceeding&rft.title=2025+10th+International+STEM+Education+Conference+%28iSTEM-Ed%29&rft.atitle=Design+and+Evaluation+of+an+AI-Powered+Chatbot+for+ERP-Based+Student+Services+in+Higher+Education&rft.au=Chimpiri%2C+Tirumala+Rao&rft.date=2025-07-30&rft.pub=IEEE&rft.spage=1&rft.epage=6&rft_id=info:doi/10.1109%2FiSTEM-Ed65612.2025.11129293&rft.externalDocID=11129293