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Overview

The Project Proposal is your first major deliverable and sets the foundation for your entire project. It demonstrates that you understand the project scope, have researched the background, and have a clear plan to complete all work packages on time.
Submission: Check Canvas for exact deadline and submission format. Typically due Week 3-4.

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Document Structure

Your project proposal must include the following sections in order:

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Required Sections

1

1. Abstract

Length: 150-250 words Content:
  • Brief project overview (1-2 sentences)
  • Main objectives (2-3 sentences)
  • Approach/methodology (2-3 sentences)
  • Expected outcomes (1-2 sentences)
Example:
This project aims to design and build an autonomous Mecanum wheel
robot capable of omnidirectional movement and navigation. The robot
will utilize ESP32 microcontroller for motor control, IMU for
orientation sensing, and LiDAR for environment mapping. The system
will be implemented using ROS2 framework for autonomous navigation
using SLAM algorithms. Upon completion, the robot will demonstrate
autonomous navigation in indoor environments and address Sustainable
Development Goal X through [specific application]. This project
integrates mechanical design, embedded systems, and autonomous
robotics, contributing to team members' engineering portfolios.
2

2. Introduction

Length: 1-2 pages Content:
  • Project context and motivation
  • Background on Mecanum wheels and mobile robotics
  • Relevance to Sustainable Development Goals
  • Project scope and boundaries
  • Document structure overview
Key Points:
  • Why are Mecanum robots important?
  • What are the real-world applications?
  • How does this project benefit your learning?
3

3. Literature Review

Length: 2-4 pages Content:
  • Mecanum wheel kinematics research
  • Mobile robot control systems (PID, state-space)
  • SLAM algorithms and autonomous navigation
  • Similar robot implementations
  • ROS2 framework and packages
  • Component selection justification
References: Minimum 80% from peer-reviewed journal articles. Web articles should not exceed 20% of your references.
Example Topics:
  • [1] Omnidirectional wheeled mobile robots (Kanjanawanishkul, 2015)
  • [2] Mecanum drive modeling and control (Watson et al., 2021)
  • [3] SLAM for mobile robots (relevant paper)
  • [4] ROS2 navigation stack (relevant paper or documentation)
4

4. Tasks Description

Length: 3-5 pages Content: Detailed description of each work packageFor each WP, include:
  • Objectives
  • Methodology/approach
  • Tools and software required
  • Expected deliverables
  • Success criteria
Structure:
  • WP1: MATLAB Simulation (kinematics, trajectory planning)
  • WP2: Prototyping (CAD, PCB design)
  • WP3: Embedded Systems (ESP32, motor control, IMU)
  • WP4: ROS2 Implementation (LiDAR, SLAM, navigation, camera)
  • WP5: Integration and Presentation
Base this section on the Course Overview work package descriptions.
5

5. Time Management (Gantt Chart)

Format: Visual Gantt chart + explanation Content:
  • Timeline for all 12 weeks
  • Each work package broken into tasks
  • Milestones and deadlines
  • Dependencies between tasks
  • Buffer time for delays
Tools:
  • Microsoft Project
  • GanttProject (free)
  • TeamGantt (online)
  • Excel/Google Sheets
  • Notion (with timeline view)
Example Structure:
Week 1-2: Project proposal, team formation, component research
Week 2-4: WP1 MATLAB kinematics and simulation
Week 2-6: WP2 CAD design, PCB design, component ordering
Week 5-8: WP3 ESP32 setup, motor control, PID tuning
Week 5-10: WP4 ROS2 installation, URDF, controllers
Week 8-11: WP4 LiDAR, SLAM, navigation
Week 11-12: WP5 Integration, testing, presentation prep
Overlap: Show parallel work streams. Multiple team members work on different WPs simultaneously.
6

6. Resources Management (Bill of Materials)

Format: Detailed BOM table Content:
  • All hardware components with specifications
  • Quantities needed (include spares!)
  • Unit costs and total cost
  • Supplier/vendor information
  • Links to datasheets
  • Lead time for delivery
Example BOM Table:
ItemSpecificationsQtyUnit CostTotalSupplierLead TimeNotes
ESP32 DevKit38-pin, WiFi/BT2$8$16Amazon3-5 days1 spare
DC Motor12V, 333RPM, encoder5$15$75RobotShop1-2 weeks1 spare
IBT-2 Motor DriverBTS7960, 43A5$7$35AliExpress2-3 weeks1 spare
IMUICM-20948, 9-axis2$12$24Adafruit1 week1 spare
LiDARRPLIDAR A1M81$99$99Slamtec1 week-
Raspberry PiRPi 4 8GB or RPi 51$75$75Official1 week-
BatteryLiPo 3S 5000mAh2$45$90HobbyKing1-2 weeks1 spare
Mecanum Wheels100mm diameter4$25$100Amazon1 week-
……………………
TOTAL~$600
Lead Times: Component shipping can take 2-4 weeks! Order immediately after proposal approval.
7

7. Stakeholder Analysis

Length: 1-2 pages Content:
  • Identify potential stakeholders
  • Their interests in the project
  • How project addresses their needs
  • Communication plan with stakeholders
Example Stakeholders:
  • Course Instructors: Assess learning outcomes, provide guidance
  • Industry Partners: Potential employers, collaboration opportunities
  • End Users: Warehouse operators, healthcare facilities
  • SDG Beneficiaries: Communities addressed by your solution
  • University: Showcase student capabilities
Stakeholder Table:
StakeholderInterestImpact on ProjectEngagement Plan
Course InstructorStudent learning, project completionHigh - grading, guidanceWeekly tutorials, office hours
Industry GuestRecruitment, innovationMedium - feedback, networkingDemonstration day presentation
Warehouse ManagerAGV solutionsLow - potential applicationFinal presentation scenario
8

8. Risk Analysis

Format: Risk matrix table Content:
  • Identify potential risks
  • Probability (Low/Medium/High)
  • Impact (Low/Medium/High)
  • Mitigation strategies
Example Risks Table:
RiskProbabilityImpactMitigation Strategy
Component delivery delaysHighHighOrder immediately, include buffer in timeline
ESP32 damage during testingMediumMediumPurchase 2 units, follow safety procedures
Team member drops courseLowHighCross-training, documentation, early detection
ROS2 installation issuesMediumMediumStart early, use VM, consult tutorials
Motor driver failureMediumHighBuy spare, understand H-bridge operation
3D print failureMediumMediumTest design early, max 2 prints allowed
GitHub merge conflictsHighLowUse branches, regular communication
LiDAR poor performanceLowHighTest in various environments, tune parameters
Battery fire hazardLowVery HighUse LiPo safety bag, proper charging, monitoring
Risk Priority = Probability × ImpactFocus mitigation on High-High and High-Medium risks.
9

9. Team Introduction

Length: 1 page Content:
  • Team name (optional but fun!)
  • Each member’s profile:
    • Name and student ID
    • Program/major
    • Relevant skills and experience
    • Role in the project
    • Contact information (email)
Example:
### Team Alpha-Bot Members

**Alice Chen** - s1234567
- Program: Mechanical Engineering
- Skills: SolidWorks, 3D printing, manufacturing
- Role: Mechanical Lead (WP2 CAD design and assembly)
- Email: alice.chen@student.edu

**Bob Kumar** - s2345678
- Program: Electrical Engineering
- Skills: Circuit design, PCB layout, power systems
- Role: Electronics Lead (WP2 PCB, power management)
- Email: bob.kumar@student.edu

[Continue for all members...]
10

10. Team Contract

Format: Signed contract (see Team Management) Content:
  • Meeting schedule
  • Communication protocols
  • Participation requirements
  • Task distribution
  • Decision making process
  • Conflict resolution
  • Consequences for non-compliance
  • All signatures and dates
See the Team Management page for a complete team contract template.
11

11. Conclusion

Length: 1 paragraph Content:
  • Summarize project goals
  • Reinforce team readiness
  • Express confidence in successful completion
Example:
This project proposal outlines a comprehensive plan to design and build
an autonomous Mecanum wheel robot over a 12-week period. Our team has
conducted thorough research, identified necessary components, and created
a detailed timeline with risk mitigation strategies. With our diverse
skill sets and commitment to effective teamwork, we are confident in
delivering a functional robot that demonstrates autonomous navigation and
addresses real-world challenges aligned with Sustainable Development Goals.
12

12. References

Format: IEEE or APA citation style (confirm with instructor) Content:
  • All sources cited in the document
  • Properly formatted citations
  • Minimum 80% peer-reviewed journals
  • Max 20% web sources
Example IEEE Format:
[1] K. Kanjanawanishkul, "Omnidirectional wheeled mobile robots: Wheel
    types and practical applications," International Journal of Advanced
    Mechatronic Systems, vol. 6, no. 6, pp. 289–302, Feb. 2015, doi:
    10.1504/IJAMECHS.2015.074788.

[2] M. T. Watson, D. T. Gladwin, and T. J. Prescott, "Collinear Mecanum
    Drive: Modeling, Analysis, Partial Feedback Linearization, and
    Nonlinear Control," IEEE Transactions on Robotics, vol. 37, no. 2,
    pp. 642–658, Apr. 2021, doi: 10.1109/TRO.2020.2977878.
Use reference managers like Zotero, Mendeley, or EndNote to organize citations.
13

13. Appendices (if any)

Optional but helpful:
  • Detailed datasheets
  • Additional calculations
  • Preliminary designs/sketches
  • Survey results
  • Extended BOM with links

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Formatting Requirements

Important: Your document must follow the provided template. If it doesn’t look like the course template, you’re using the wrong format!

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Document Style

  • Font: Times New Roman or similar serif font
  • Size: 12pt for body text, 14pt for headings
  • Spacing: 1.5 line spacing
  • Margins: 1 inch (2.54 cm) all sides
  • Page Numbers: Bottom center or top right
  • Headers: Include course code and team name

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Figures and Tables

  • Quality: High resolution, readable
  • Position: Centered on page
  • Caption: Below figure, numbered sequentially (Figure 1, Figure 2, …)
  • Reference: All figures must be referenced in text (“as shown in Figure 3…”)
  • Label: Descriptive caption explaining what the figure shows
Example:
As shown in Figure 1, the Mecanum wheel consists of rollers at 45°
angles to the wheel axis.

[Image here - centered]

Figure 1: Mecanum wheel structure showing angled rollers that enable
omnidirectional movement (Image source: [citation])
  • Position: Centered on page
  • Caption: Above table, numbered sequentially (Table 1, Table 2, …)
  • Format: Clean lines, consistent spacing
  • Reference: Cited in text (“see Table 2 for component costs”)
Example:
Table 1: Comparison of motor driver options for DC motor control

[Table here - centered]

As shown in Table 1, the IBT-2 driver was selected due to high current
capacity and cost-effectiveness.
  • Numbering: Sequential, right-aligned in parentheses
  • Format: Use equation editor or LaTeX
  • Explanation: Define all variables immediately after equation
Example:
The forward kinematics of the Mecanum robot is given by:

    V_x = (ω₁ + ω₂ + ω₃ + ω₄) × r / 4        (1)

where V_x is the robot velocity in x-direction (m/s), ωᵢ is the angular
velocity of wheel i (rad/s), and r is the wheel radius (m).

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Writing Tips

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Do’s ✅

Be Specific

Instead of “we’ll use sensors,” write “we’ll use RPLIDAR A1M8 for 360° scanning with 8m range”

Use Technical Language

This is an engineering document. Use proper terminology: “quadrature encoder,” “PWM,” “SLAM,” etc.

Show Feasibility

Demonstrate that your plan is realistic with timeline, budget, and available resources

Cite Sources

Every claim should be supported by references, especially in literature review

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Don’ts ❌

Avoid Vague Statements

Don’t say “we’ll try to implement navigation.” Say “we’ll implement Nav2 stack with DWB local planner”

Don't Plagiarize

All text must be original or properly quoted and cited. Use plagiarism checkers!

Don't Ignore Template

If your document doesn’t match the template format, it will be marked down

Don't Underestimate Timeline

Be realistic about what’s achievable in 12 weeks. Include buffer time!

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Common Mistakes

Problem: Only 2-3 references, all from websitesSolution:
  • Use Google Scholar, IEEE Xplore, university library databases
  • Aim for 10-15 quality references
  • 80% should be peer-reviewed journal or conference papers
Problem: Planning to complete WP4 (ROS2) in 1 weekSolution:
  • ROS2 setup alone takes 1-2 weeks
  • SLAM and navigation need 4-6 weeks
  • Build in 20% buffer time for delays
Problem: Forgetting wires, connectors, fasteners, power supplySolution:
  • Include EVERYTHING: screws, jumper wires, heat shrink, etc.
  • Add 10-15% contingency budget
  • List spare components
Problem: Identifying risks but no mitigation strategiesSolution:
  • For each risk, provide specific, actionable mitigation
  • Show you’ve thought through contingencies
Problem: Vague rules like “we’ll meet regularly”Solution:
  • Be specific: “Every Friday 1:30-3:00 PM in Room 205”
  • Include clear consequences
  • All members must sign

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Assessment Rubric

Your proposal will likely be graded on:
CriterionWeightDescription
Technical Content30%Quality of literature review, task descriptions, feasibility
Planning25%Gantt chart realism, BOM completeness, risk analysis
Team Organization20%Team contract quality, role assignments, communication plan
Writing Quality15%Clarity, grammar, technical writing, proper citations
Formatting10%Template compliance, figures, tables, professional appearance
Check Canvas for the official rubric - it may differ slightly from this general guideline.

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Submission Checklist

Before submitting, verify:
1

Content Complete

  • All 12+ sections present
  • Team contract signed by all members
  • Gantt chart included
  • BOM table complete with costs
  • Risk analysis table filled
  • Minimum references met (10-15, 80% journals)
2

Formatting Correct

  • Follows provided template
  • All figures numbered and captioned
  • All tables numbered and captioned
  • Page numbers present
  • Consistent font and spacing
3

Quality Checks

  • Spell-check run
  • Grammar check completed
  • Plagiarism check passed
  • All figures referenced in text
  • All references cited in text
4

File Preparation

  • Saved as PDF
  • Filename: TeamName_ProjectProposal_EEET2610.pdf
  • File size reasonable (<10 MB)
  • All fonts embedded
5

Team Review

  • All team members reviewed
  • Contributions acknowledged
  • Final approval from all members

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Tools and Resources

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Document Preparation

  • Microsoft Word - Use provided template
  • Google Docs - Collaborative editing (export to Word format)
  • LaTeX (Overleaf) - Professional typesetting for advanced users
  • Grammarly - Grammar and spell checking
  • Turnitin - Plagiarism detection (check if available)

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Gantt Charts

  • Microsoft Project - Industry standard (check university license)
  • GanttProject - Free, open source
  • TeamGantt - Online collaborative tool
  • Notion - Timeline database view

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Citations

  • Zotero - Free reference manager (recommended)
  • Mendeley - Free with PDF management
  • EndNote - Professional tool (check university license)
  • Google Scholar - Finding papers and citations

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Research Databases

  • IEEE Xplore - Engineering papers (free through university)
  • Google Scholar - Broad search
  • ResearchGate - Academic social network
  • ArXiv - Preprints (robotics, computer science)
  • University Library - Check your library’s digital resources

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Example Timeline for Proposal

WeekTasks
Week 1Form team, brainstorm ideas, assign proposal sections
Week 1-2Literature review, research components, find references
Week 2Create Gantt chart, draft BOM, write team contract
Week 2-3Write individual sections, compile document
Week 3Team review, revisions, formatting
Week 3-4Final checks, submit before deadline
Start Early! Don’t wait until the week before deadline. Good research and writing take time.

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After Submission

Once your proposal is submitted:
  1. Begin component ordering - Don’t wait for grading. Start ordering immediately!
  2. Set up development environments - Install MATLAB, CAD software, ESP32 tools
  3. Start WP1 - Begin MATLAB kinematics work
  4. Review feedback - When graded, carefully review instructor comments
  5. Adjust plan - If instructor suggests changes, update your timeline
Your proposal is a living document. You may need to adjust plans as the project progresses - that’s normal!

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Next Steps

Course Overview

Review work package details

Team Management

Create your team contract

Start WP1

Begin MATLAB simulation