Phase 1: Project Planning & Architecture

Official Student Submission Template

Group Name Smart Coders

Class/Section Grade 12 - General
Date 5 April 2026
1. Fatemah Ahmed
2. Aisha Sultan
Group Members
3. Maitha Faisal
4. -

Instructions: Work with your team to complete all sections below. Once finished, save this
document as a PDF using the format "GroupName_Grade12_Phase1.pdf" and have your Project
Manager upload it to the LMS.

Step 0: Mission Selection

Explanation: You must commit to one of the three official Grade 12 AI Projects before beginning
your planning.

[ ] Option A: UAE Family Heritage Digital Archivist (Web App & LLM)

[X] Option B: AI-Enabled Attendance System (Hardware, Sensors & AI)

[ ] Option C: AI-Supported Academic Learning System (School-Safe LLM)

Activity 1.0: Team Management & Timeline

Explanation: Great technology requires organized humans. Assign specific roles based on your
team's strengths and outline your goals for the week.

How to Implement: Meet with your group. Assess everyone's strengths. Assign specific roles
such as Project Manager, Lead Developer, Hardware Specialist, and Ethics Lead. Agree on a
timeline for the week.

A Gantt chart is a visual timeline used to plan and track a project. It shows tasks, time, and
progress.

1. Roles & Responsibilities

Team
Member Assigned Role Main Responsibility for this Project
Name
Organizes the team, divides the work, follows the
Fatemah
Project Manager timeline, checks deadlines, and makes sure the
Ahmed
final file is complete and ready for submission.
Researches the coding side of the project, plans
Lead Developer / AI
Aisha Sultan the AI logic, supports the programming decisions,
Support
and helps test the attendance workflow.
Maitha Faisal Hardware and Design Studies the sensors and simulator setup, plans
Lead the hardware layout, and supports the visual and
 practical design of the attendance system.
Ethics and Reviews privacy, fairness, and safe school use,
- Documentation and helps keep notes, reflections, and written
Support answers clear and organized.

2. Weekly Timeline (Phase 1)

Who is
Task Name Deadline
responsible?
Choose the project and agree on the main
Fatemah Ahmed Monday, 10:00 AM
idea
Assign roles and responsibilities All team members Monday, 12:00 PM
Research AI attendance systems and school-
Aisha Sultan Tuesday, 2:00 PM
safe ideas
Compare sensor options and simulator
Maitha Faisal Tuesday, 4:00 PM
choices
Write the target user profile and problem Fatemah Ahmed and
Wednesday, 1:00 PM
statement Aisha Sultan
Create the Gantt chart and weekly project
Fatemah Ahmed Wednesday, 3:00 PM
plan
Decide the final tech stack All team members Thursday, 12:00 PM
Write the AI prompting log and research
Maitha faisal Thursday, 3:00 PM
evaluation
Write meeting minutes and action items Fatemah Ahmed Friday, 10:00 AM
Final review and prepare the PDF for
All team members Friday, 1:00 PM
submission

3. Gantt Chart (Phase 1)

Task Mon Tue Wed Thu Fri Progress
Project selection ███ 100%
Role assignment ███ 100%
Research and investigation ███ █ 80%
User profile and problem statement ███ 100%
Gantt chart creation ███ 100%
Tech stack decision ███ 100%
AI prompting log ███ 100%
Meeting minutes and final checks ███ 100%

Activity 1.1: Understand the User & Define the Problem

Explanation: You must understand who you are building this for. Define your user and write a
clear statement explaining the exact problem your AI system will solve.

1. Target User Profile

- Who are they? School teachers, school administration staff, and secondary school students.

- What are their needs? They need a fast, accurate, and simple way to record attendance
without wasting lesson time. They also need a system that keeps attendance records organized
and reduces human error.
 - What are their frustrations? Manual attendance takes too much time, can interrupt the
lesson, and may include mistakes. Teachers may also need to repeat the process every class,
and students can sometimes be marked incorrectly.

2. Formal Problem Statement

In many schools, attendance is still recorded manually, which takes valuable time and may lead
to mistakes. This reduces classroom efficiency and makes record-keeping less accurate. Our AI-
enabled attendance system will use sensors, simple AI logic, and a safe hardware setup to detect
and record attendance automatically, helping schools save time, improve accuracy, and make
the process easier for teachers and students.

Activity 1.2: Deep Research & Evidence-Based Decisions

Explanation: Use an AI Large Language Model such as ChatGPT, Claude, or Copilot to research
how to build your project. Then, make logical decisions about your technology stack.

How to Implement: Use an LLM to research your chosen project's technical requirements,
practice advanced prompt engineering, and critically evaluate whether the AI's answers are
accurate.

1. AI Prompting Log
Our Prompt: We are Grade 12 students building an AI-enabled attendance system for a school
project. Our goal is to create a safe, simple, and accurate system using hardware, sensors, and
AI. Explain what components we need, which sensors might work best, how we can simulate the
project using Wokwi, what programming language is best for beginners, and what safety and
privacy issues we should consider in a school environment. Please give us a clear step-by-step
explanation suitable for students.

Our Evaluation: The AI response was helpful because it gave our team a clear starting point
and explained the project in simple steps. It helped us understand possible components, sensors,
and simulator choices. However, we still had to evaluate the suggestions carefully, because not
every idea was equally suitable for a school-safe environment. We made our final choices based
on simplicity, privacy, cost, and practicality.

2. Tech Stack Decision Matrix

Technology Our Final Why did you choose this?
Option A Option B
Needed Choice (Justification)
We chose Python because it is
powerful, beginner-friendly, and
Programming
Python Block Coding Python suitable for AI logic and
Language
hardware-related school
projects.
We chose Wokwi because it is
Hardware / Wokwi Physical Wokwi safer, easier, more affordable,
Simulator Simulator Raspberry Pi Simulator and faster for testing our idea
during Phase 1.
We chose Llama 3.3 as a
research support tool because it
AI Model / API Falcon 7B Llama 3.3 Llama 3.3
can help explain ideas clearly
and support logical planning.
User Interface Streamlit Hardware Hardware LEDs We chose LEDs and LCD output
 because our project is hardware-
based and this matches an
LEDs / LCD / LCD
attendance system better at this
stage.

Mandatory: Meeting Minutes Log

Explanation: You must keep a professional record of your team meetings. Fill out this log for
your main planning session this week.

Meeting Date: 5 April 2026

Time: 4:00 PM

Members Present: Fatemah Ahmed, Aisha Sultan, Maitha Faisal

Topics Discussed:
- Choosing the final project for Phase 1

- Dividing roles based on each team member's strengths

- Researching the best tools for building an AI attendance system

- Creating a weekly timeline and Gantt chart

- Discussing safety, privacy, and accuracy in a school environment

Action Items (What needs to be done next & by who):

1. Write the formal problem statement and target user profile - Assigned to: Fatemah Ahmed

2. Research sensors, AI logic, and Python implementation ideas - Assigned to: Aisha Sultan

3. Prepare the simulator setup idea and hardware layout - Assigned to: Maitha Faisal

4. Review the final document and prepare it for PDF submission - Assigned to: Fatemah
Ahmed

[End of Template] Project Manager: Double-check that all fields are filled before saving as a
PDF and submitting to the LMS.