CONCEPT REPORT TEMPLATE
Institution: Papua New Guinea University of Technology
Faculty: Faculty of Engineering
School: School of Electrical and Communication Engineering
Subject: EE322 Electrical Integrated Design
Team Name: GROUP 2.ID-GRP0225
Submission Date: 8th August 2025
Contributors:
Name
Godfrey
Puia
Iso Yawi
Newman
Pup
Kenan
Haigau
Student ID
23300723
Email
23300723gopu@student.p nguot.ac.pg
24301528
23300583
24301528iswo@student.pn guot.ac.pg
23300583nepu@student.p nguot.ac.pg
23300792
23300792keha@student..pnguot.ac.pg
1.Team Formation and Member Roles
Team Overview
The team was formed at the beginning of the semester as part of the EE322 Electrical
Integrated Design course. Members were selected based on their technical strengths, prior
collaboration experience, and interest in automation systems. Each member brings a
unique skill set to ensure successful project execution from research to design and
implementation.
Team Members and Roles
Member Name
Role
Godfrey Puia
Project Manager
Iso Yawi
Hardware &
Integration Lead
Newman Pup
Voice Control
Specialist
Kenan Haigau
User Interface &
Documentation
Lead
EE322 Electrical Integrated Design
Responsibilities
Oversees project
planning, timeline
management,
team coordination,
and final review
Designs and
implements
hardware
components
including sensors,
relays, and wiring
Develops and
configures the
voice recognition
system and
integrates with the
hardware
Manages user
interaction flow,
prepares technical
documentation,
and delivers
presentations
Relevant Skills
Leadership, project
coordination
Circuit design,
microcontroller
programming
Voice processing,
Arduino/Coding
UX design, technical
writing,
communication
1
2.Project Selection and Justification
Project Title: Smart Home Voice Automation Controlled System
Project Description
This project focuses on designing and implementing a smart home system that can be
controlled using voice commands. The system integrates voice recognition modules with
microcontroller-based automation to operate household appliances such as lighting, fans,
and security systems. The goal is to enhance user convenience, accessibility, and energy
efficiency.
Justification
This project was selected due to its alignment with the EE322 course objective of applying
electrical engineering principles to real-world integrated system designs. The project is
highly relevant in today’s growing smart technology industry and offers a practical solution
for the elderly and individuals with disabilities. Moreover, it demonstrates innovation by
integrating voice recognition technology with everyday home automation, showcasing the
potential for impactful engineering in modern living spaces.
3.Team Action Plan
To ensure the successful implementation of the Voice-Controlled Lighting System project,
the team has adopted a structured and collaborative approach. Each member is
responsible for specific areas to enhance productivity and maintain accountability.
Collaboration Strategy

Weekly Team Meetings: The team meets every Friday afternoon to discuss project
progress, update on assigned tasks, and provide feedback. Additional meetings are
arranged when urgent matters arise.

Task Allocation: Tasks are assigned based on individual strengths:
o
Newman Pup: Drafting report sections and documenting progress.
o
Godfrey Puiya: Technical drawings and system design schematics.
o
Iso Yawi: Research and analysis of components and technology.
o
Kenan Haigau: Presentation preparation and visual communication.
EE322 Electrical Integrated Design
2

Shared Responsibilities: All members contribute to discussions, idea generation,
and final review of deliverables before submission.
Conflict Resolution Plan

Consensus-Based Decision Making: All team decisions are made collectively,
ensuring that every member's voice is heard and considered.

Escalation to Supervisor: In the event of unresolved disagreements, the issue will
be brought to the project supervisor for guidance and final decision.
Shared Tools/Platforms

Google Docs & Google Drive: For drafting and storing reports, drawings, and other
documentation collaboratively.

WhatsApp Group Chat: For instant communication and quick coordination among
members.

Microsoft PowerPoint: For creating and rehearsing the final project presentation
4. Members Action Plan
 Detail each member’s specific contributions and timelines
Members
Tasks
Timeline
Dependencies
Newman Pup
Drafting Reports
section
2-4 weeks
Godfrey Puiya
Technical
Drawings
3-5 weeks
Iso Yawi
Research and
analysis
1-3 weeks
Kenan Haigau
Presentation
preparations
3-5 weeks
Research from Iso,
Drawings from
Godfrey
Access to sources,
Project scope
agreement
Research data,
System
requirements
Finalized report
content, team
input
EE322 Electrical Integrated Design
3
5. Schedule of Future Activities
Week
Week (s)
1, & 2
Week (s)
3
Week (s)
4, & 5
Week (s)
6, & 7
Week (s)
8, 9, &10
Week (s)
11, 12,
&13
Activity
Project Kick-off and
Planning
 Activities
 Team introduction
and role
 Project goals and
objective discussion
 Planning and
scheduling tasks
Research & Feasibility
Study
 Activities
 Research on
existing systems
and technologies
 Feasibility analysis
of proposed
solution
Design Development
 Activities
 Concept generation
and brainstorming
 Initial design
sketches
Midpoint Review
 Activities
 Evaluate progress
against time line
 Gather team
feedback and make
necessary
adjustments
Final Design Refinement
 Activities
 Refine Design
Based on feedback
 Develop and test
prototype
Report & Presentation
 Activities
 Final report writing
EE322 Electrical Integrated Design
Responsible
Member(s)
Newman Pup
Deliverables
Initial
concept draft
Approved project plan
and schedule
Iso Yawi
Research summary and
feasibility report
Godfrey Puiya
Design Draft with
sketches
All members
Midpoint progress report
All members
Finalise prototype and
system integration
Kenan
Haigau
Final Submission of
report and presentation
4


Prepare and
rehearse
presentation
Submit report and
present
6. Communication Strategy
To ensure effective communication and collaboration among team members, a structured
communication strategy has been established. This strategy is essential for maintaining
consistency, transparency, and accountability throughout the development of the Smart
Home Voice-Controlled Lighting System.
The team will primarily use WhatsApp as the main communication platform due to its
accessibility and efficiency in facilitating real-time discussions and rapid decision-making.
Email will be employed for formal correspondence and for sharing larger or more detailed
documents, ensuring proper documentation and traceability of key information. In addition,
Microsoft Teams may be utilised for scheduled virtual meetings and collaborative file
sharing when needed.
To ensure regular progress checks and task alignment, the team will meet twice weekly.
These meetings will provide a platform to review completed tasks, discuss ongoing
challenges, and plan subsequent actions.
For proper documentation and version control, all relevant files—including reports, codes,
designs, and meeting minutes—will be stored in a shared cloud-based folder (e.g.,
Google Drive or OneDrive). This approach promotes collaborative work, prevents data
loss, and ensures that team members are working with the most current materials.
EE322 Electrical Integrated Design
5
Table 1: Team Communication Framework
Component
Description
Primary Channel
WhatsApp – for real-time group
messaging and quick updates
Supplementary Tools
Email and Microsoft Teams – for formal
communication and virtual meetings
Meeting Frequency
Twice per week – to review progress,
assign tasks, and resolve project issues
Documentation
Shared cloud folder (Google Drive or
OneDrive) for file storage and version
control
7. Feasibility and Readiness
The successful execution of the Voice-Controlled Lighting System project within the
allocated 13-week timeframe is highly achievable due to the strategic alignment of
available resources, a clearly defined and phased implementation plan, proactive risk
mitigation strategies, and the demonstrated readiness and collaborative expertise of the
project team.
 Resources Available
The project is well-supported by a range of essential resources that contribute to its
feasibility and timely delivery. The team has full access to laboratory facilities School of
Electrical Engineering Lab E9, which are crucial for conducting component testing,
prototyping, and iterative simulation exercises.
In addition, a suite of software tools is readily available, including Arduino simulation,
Proteus, Mobile Phone App- Bluetooth Voice Recognition, Google Speech to Text
Recognition, environments for coding and system testing, as well as productivity
platforms such as Google Docs and Microsoft PowerPoint, which facilitate real-time
documentation, collaborative editing, and presentation preparation.
Furthermore, effective communication is maintained through the use of instant messaging
applications like WhatsApp, which enhances the team's responsiveness and coordination,
particularly when urgent decisions or updates are required.
EE322 Electrical Integrated Design
6
 Risks and Mitigation Strategies
While the team has identified potential risks that may arise during the course of the project,
appropriate mitigation strategies have been established to ensure minimal disruption. For
instance, in the event of delays in component delivery—a common challenge in hardwarebased projects—the team plans to explore locally available alternatives or adapt the
prototype design to suit the resources at hand without compromising functionality.
Moreover, to address potential scheduling conflicts or availability issues among team
members, regular weekly meetings have been scheduled every week, with flexibility to
hold additional meetings when necessary.
Technical difficulties in sourcing equipment as Bluetooth device for Arduino and higher
costs to purchase equipment escalated to the supervisor if expert guidance is needed as
we proposed to present successful software simulation only, thereby ensuring that
technical roadblocks are not allowed to stagnate progress in design concepts.
 Readiness Indicators
The preparedness of the team is clearly reflected in the early success of the project
milestones, particularly during the first five weeks, where all planned objectives were
accomplished on schedule. Each team member has been assigned responsibilities based
on their individual strengths and competencies, which contributes to a highly efficient
workflow.
For example, Newman Pup is tasked with drafting and compiling the report sections,
leveraging input from both the research and design teams, while Godfrey Puiya is
responsible for producing the technical schematics and system design drawings. Iso Yawi
conducts detailed research and analysis of components and underlying technologies,
ensuring that all technical decisions are grounded in data.
Meanwhile, Kenan Haigau focuses on presentation preparation and visual
communication, translating technical content into a professional final deliverable. This level
of specialization ensures a balanced distribution of work, enhances accountability, and
fosters mutual reliance within the group.
Additionally, the use of consensus-based decision-making promotes inclusiveness and
team cohesion, with an escalation plan in place to involve the supervisor in case of
unresolved disagreements.
EE322 Electrical Integrated Design
7
 Structured Timeline and Execution Plan
The project follows a well-defined 13-week schedule attached in appendix, segmented into
five structured phases: Initiation, Planning, Execution, Monitoring and Controlling, and
Closing. During the Initiation Phase in Week 1, the group was successfully formed and the
initial meeting was conducted to define the project scope, budget, and deliverables.
The Planning Phase (Weeks 2 to 3) involved the development of an action plan, design
sketches, research on components and simulation tools, and preliminary setup for
Arduino-based testing.
The Execution Phase, spanning Weeks 4 to 7, includes the construction and testing of the
first and second prototypes, submission of the design concept, and ongoing assessments
of system performance. In the Monitoring and Controlling Phase (Week 8), the team will
evaluate the feasibility of integrating additional loads to enhance the system’s scalability
and robustness.
Finally, the Closing Phase (Weeks 12 to 13) is dedicated to final refinements, report
completion, and presentation delivery. Weekly remarks indicate consistent progress, and
team feedback confirms that objectives have been met in a timely and efficient manner.
8: APPENDICES
EE322 Electrical Integrated Design
8
a) Project Timeline
PHASE
WEEK 1
WEEK 2
INNITIATION
PHASE
Group
formation
and
Initiation
of group
Meeting
Agenda 1,
discussion
of the
scope,
plans
budget.
Attached
Meeting
Agenda 1
Action
Plan for
the entire
project.
Week plan
PLANNING PHASE
EXECUTION
PHASE
EE322 Electrical Integrated Design
WEEK 3
WEEK 4
WEEK 5
First
simulation
test end of
2nd prototype
*Meeting
Agenda 2.
Assessment
WEEK 6
WEEK 7
WEEK 8
1.Design
hand
sketch.
2.Research
on
simulation,
prototype
research,
on costs
for
prototype
3.Arduino
simulation ,
set up and
coding.
First
simulation
test end of
1st
prototype
*Design
Project
Concept
submission
9
WEEK 9
WEEK 10
WEEK 11
WEEK 12
WEEK 13
MONITORING AND
CONTROLLLING
PHASE
Discussion to
add
additional
loads onto
the first
prototype
CLOSING PHASE
Project Presentation
Weekly Remarks
Overall Comments
Final
Report
Weekly
Weekly
Weekly
Weekly
Weekly
objective
objective
objective
objective
objective
achieved.
achieved.
achieved.
achieved.
achieved.
Overall Project Objective achieved for the first 5 weeks as expected.
*Design Project Concept submission ready.
EE322 Electrical Integrated Design
10
Final
Presentation
b) Model Hand Sketch
EE322 Electrical Integrated Design
11
c) Circuit Simulation
EE322 Electrical Integrated Design
12
d) References
 Neamen, D.A., 2009. Microelectronics: Circuit analysis and design. 4th ed. New
York: McGraw-Hill.
 Arduino, 2010. Arduino Uno Rev3. [online] Available at:
https://store.arduino.cc/products/arduino-uno-rev3 [Accessed 7 Aug. 2025].
EE322 Electrical Integrated Design
13
EE322 Meeting Agenda/Minutes Template
Group 2
Meeting minutes
MEETING AGENDA 1
Meeting #/Project Name:
Smart home voice control lighting system
Date of Meeting:
(DD/MM/YYYY)
15/07/2025
Time:
2:22pm
Meeting Facilitator:
Iso Yawi
Location:
Library
1. Meeting Objective
To discuss and finalize key aspects of the project, including the timeline, cost estimates, presentation
plan, simulation progress, and prototype development, as well as to address any other related matters.
2. Attendees
Name
Department/Division
Iso Yawi
BEEL/3
Godfrey Puiya
BEEL/3
Kenan Haigau
BEEL/3
Newman Pup
BEEL/3
E-mail
Phone
23300723gopu@student.p
nguot.ac.pg
24301528iswo@student.pn
guot.ac.pg
23300792keha@student.p
nguot.ac.pg
23300583nepu@student.p
nguot.ac.pg
81100074
73934225
83446790
70536431
3. Meeting Agenda
Topic
Owner
Time
Project timeline
Kenan Haigau
2:22 PM – 2:36 PM
Project Costing
Iso Yawi
2:36 PM – 2:50 PM
Presentation
Godfrey Puiya
2:50 PM – 3:04 PM
Simulation and prototype and AOB
Newman Pup
3:04 PM – 3:33 PM
4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.)
Description
Prepared by
Team leader to email the course Coordinator about the changes we made
on the project topic and CC to each member.
Godfrey Puiya
Project team to bring updated timeline drafts and milestone plans
All members
Team to prepare on the Team formation report and presentation
outline/slides and submit it to the group before or early Monday.
Kenan Haigau
All members to review previous meeting notes.
All members
Submitted by: Newman Pup
Reference: This template comes from NYU’s Office of Learning and
Organizational Development at 212-998-1250.
EE322 Meeting Agenda/Minutes Template
Group 2
3. Agenda and Notes, Decisions, Issues
Topic
Owner
Time
Project Timeline
All members
2:22 PM – 2:36 PM
All members
2:36 PM – 2:50 PM
All members
2:50 PM – 3:04 PM
Action
Owner
Due Date
Finalize and share the detailed project timeline
Group Leader (Godfrey)
Monday
Confirm final cost estimates with suppliers
All members
Next Week
Complete and submit presentation slides
Kenan
Monday
Prepare meeting space/resources for next session
Iso Yawi
TBA

Notes: Reviewed proposed project schedule and key milestones.

Decisions: Finalized timeline; agreed to complete Phase 1 by week
1-2 .

Issues: Minor delays expected due to resource availability.
Project Cost

Notes: Presented cost estimates including materials, labor, and
logistics.

Decisions: Approved preliminary budget, pending final quotation
from suppliers.

Issues: Need to confirm vendor pricing by next meeting.
Presentation

Notes: Discussed format, key points, and division of speaking
roles.

Decisions: Assigned slide preparation to team members;
presentation date confirmed for Next week

Issues: Some content still pending, due by next working session.
4. Action Items
5. Next Meeting (if applicable)
Date:
(DD/MM/YYYY)
18/07/2025
Time:
4-5
Location:
Library
Objective:
Announcement of the Task assigned for each group
Submitted by: Newman Pup
Reference: This template comes from NYU’s Office of Learning and
Organizational Development at 212-998-1250.
EE322 Meeting Agenda/Minutes Template
Group 2
MEETING AGENDA
Meeting #/Project Name:
Smart home Automation(voice control Lighting system)
Date of Meeting:
(DD/MM/YYYY)
04/08/2025
Time:
2:24 pm
Meeting Facilitator:
Iso Yawi
Location:
Library
1. Meeting Objective
At the end of this meeting we should discuss and finalize key aspect of the project, including the full
concept report, flow chat and execution as well as to address any other related matters.
2. Attendees
Name
Department/Division
E-mail
Phone
Godfrey Puiya
BEEL/3
23300723gopu@student.p
nguot.ac.pg
81100074
Iso Yawi
BEEL/3
24301528iswo@student.pn
guot.ac.pg-
73934225
Kenan Haigau
BEEL/3
23300792keha@student.p
nguot.ac.pg
83446790
Newman Pup
BEEL/3
23300583nepu@student.p
nguot.ac.pg
70536431
3. Meeting Agenda
Topic
Owner
Time
Flow Chat
Iso Yawi
2:26 pm
Execution
Godfrey Puiay
2:29 pm
Presentation
Iso Yawi
2:30 pm
Submitted by: Newman Pup
Reference: This template comes from NYU’s Office of Learning and
Organizational Development at 212-998-1250.
Group 2
EE322 Meeting Agenda/Minutes Template
4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.)
Description
Prepared by
Team to prepare on the full concept report and submit it to the group on
Thursday 07/08/2025 (day time)
All team members
Project Flow Chat to be create and submit on Thursday 07/08/2025 by Team
Leader (Godfrey Puiya)
Godfrey Puiya
Team to work on the simulation and prototype
All team members
All members to review previous meeting notes
All team Members
Submitted by: Newman Pup
Reference: This template comes from NYU’s Office of Learning and
Organizational Development at 212-998-1250.
EE322 Meeting Agenda/Minutes Template
Group 2
3. Agenda and Notes, Decisions, Issues
Topic
Owner
Time
All members
2:46pm
Godfrey Puiya
2:51pm
Action
Owner
Due Date
All reports to be compiled and submit on Friday this week before
5pm
Newman Pup
Friday 11:59pm
All team members to work on the Progress report and the simulation
Kenan Haiggau
Week 6
Prepare meeting space/resources for next session
Newman Pup
Week 6
Full concept Report

Godfrey Puiya :

Cover Page

Body( team formations and member roles,
Project selection and justification)
Newman Pup

Team Action Plan

Member Action Plan
Kenan Haigau

Schedule of future activities

Communication Strategies
Iso Yawi

Feasibility and Readiness

Appendix( optional)



Decision: Assigned each part to team members. Due data confirmed for
Thursday.
Flow Chat
Notes: to be attached with the full concept report
Discussion: Flow chat to be created by team leader Godfrey Puiya
4. Action Items
5. Next Meeting (if applicable)
Date:
(DD/MM/YYYY)
Objective:
Next week
Time:
TBA
Location:
TBA
Progressive Report
Submitted by: Newman Pup
Reference: This template comes from NYU’s Office of Learning and
Organizational Development at 212-998-1250.