PlayGround

Test stuff here.

This project, a collaborative effort by six European students, focuses on enhancing child well-being during the pre-visit phase. By blending engineering and creative design, we aim to transform the waiting experience through interactive digital art. As illustrated in Table 1, this multidisciplinary strategy ensures our intervention is inclusive, comforting, and tailored to the emotional needs of young users.

Table 1: Team members of the Healing Cocoon project

Name	Country	Studies
Ronja Kruse	Germany	Dental Technology
Hanna Kaczmarek	Poland	Industrial Biotechnology
Anouc Daindu Goedhart	Netherlands	Industrial Design Engineering
Daniel Aagaard Pérez	Spain	Informatics Engineering
Julie Bonnet	France	Packaging Engineering
Kemal Yilmaz	Belgium	Electronics - ICT

Hospitals and waiting rooms can be stressful and uncomfortable for many patients, especially for children or people who need to stay for a longer period of time. Clinical healthcare environments are often designed mainly for medical efficiency rather than emotional comfort.

Research shows that the surrounding environment can influence patient well-being and recovery. Calming visual elements or familiar environments can help reduce stress and improve emotional comfort.

This project is motivated by the idea that technology can be used to create more comforting and supportive healthcare environments without requiring major physical changes. Immersive visual technologies offer new ways to improve patient experiences during the waiting time for a medical appointment or hospitalization.

Medical environments are often designed for medical efficiency rather than patient comfort, which can make them feel cold and impersonal. This can increase stress and anxiety for patients, especially due to unfamiliar surroundings and medical procedures. Research shows that calming visual environments or natural elements can help reduce stress and support recovery. However, many medical areas still lack accessible solutions to create more comforting and engaging environments for patients.

The main objective of this project is to explore how immersive projection technology can improve the emotional experience of patients (especially children) in medical environments.

The specific objectives of the project are:

To investigate how medical and hospital environments influence patient stress and recovery
To explore existing technologies such as projection systems, immersive environments, and digital distraction therapy
To develop a concept that transforms hospital or waiting rooms into calming and personalized spaces
To reduce stress and anxiety for patients during hospitalization/waiting time
To improve the overall patient experience through design and technology

The overall goal of the project is to design a concept that can create a more comforting and supportive hospital environment, particularly for children and long-term patients.

The proposed solution must meet the following requirements:

User & Experience Requirements:

The system must reduce patient stress and anxiety during waiting or treatment periods.
The system must create a calming and comfortable environment using visual and sensory elements.
The system must be suitable for children and adaptable to different age groups.
The system must provide a sense of safety and personal space for the user.

Healthcare Environment Requirements:

The system must be suitable for use in hospital or waiting room environments.
The system must not interfere with medical equipment or workflows.
The system must comply with hygiene standards for shared healthcare environments.
The system must be easy to clean and maintain.

Functional Requirements:

The system must provide immersive visual content (e.g. projection or display).
The system must integrate at least two sensory elements (e.g. visual, audio, scent, or movement).
The system must be easy to operate by healthcare staff.
The system must allow quick setup and minimal preparation time.

Accessibility Requirements:

The system must be accessible for users with reduced mobility (e.g. wheelchair users).
The system must allow safe entry and exit.

Technical & Design Requirements:

The system must be safe for use in indoor healthcare environments.
The system must operate with low noise levels.
The system must be energy-efficient.
The system must have a compact footprint suitable for limited spaces.

These requirements are derived from user needs, healthcare constraints, and insights from the state-of-the-art analysis

Hardware Stress Testing

Functionality Tests

(FT-GY01) Baseline Calibration Read: Compare the GY-21 sensor's temperature and humidity output against a calibrated commercial environmental meter in a stable room environment to verify initial accuracy.

(FT-GY02) Thermal Responsiveness: Apply a localized heat source (e.g., physical contact) to the GY-21 sensor casing. Monitor the serial output to ensure a linear temperature increase is registered by the software.

(FT-GY03) Humidity Saturation: Expose the GY-21 sensor to concentrated moisture (e.g., direct exhalation) to force a rapid humidity spike, verifying the software registers the sudden change without integer overflow.

(FT-BH01) Lux Range Verification: Expose the BH1750 sensor to controlled lighting states ranging from total darkness (0 lx) to direct high-intensity LED light (> 10,000 lx) and log the output.

(FT-BH02) Shadow Transient Detection: Pass an opaque object over the BH1750 sensor at a constant speed to verify the system logs the temporary lux drop in real-time.

(FT-MQ01) Analog Voltage Baseline: Monitor the raw ADC output of the MQ-135 sensor in a ventilated environment to establish the “Clean Air” baseline after the initial thermal warm-up phase is complete.

(FT-MQ02) VOC Spike Detection: Introduce a controlled concentration of isopropyl alcohol vapor within 2 cm of the MQ-135 sensor mesh. Verify the analog output crosses the predefined software threshold for contamination.

(FT-WA01) Digital State Actuation: Toggle the microcontroller's GPIO pin to HIGH and LOW states to verify the immediate start and stop of ultrasonic mist production from the Grove Water Atomizer.

(FT-WA02) Capillary Wicking Action: Place the atomizer disk on a saturated absorbent material to verify continuous water delivery to the piezoelectric mesh without full submersion causing acoustic failure.

(FT-SYS01) I2C Address Multiplexing: Sequentially poll the GY-21 (0x40) and BH1750 (0x23) on the same physical I2C bus to ensure no data collisions or library conflicts occur during simultaneous operation.

Performance Tests

(PT-GY01) Environmental Recovery Rate: Measure the time required (in seconds) for the GY-21 humidity readings to return to the baseline ambient level after a forced saturation event.

(PT-GY02) I2C Polling Stress: Query the GY-21 sensor at a high frequency (every 50 ms) for 5 continuous minutes to verify data integrity and the absence of I2C bus lockups.

(PT-BH01) Continuous Light Exposure: Expose the BH1750 sensor to a constant 1,000 lx light source for 1 hour to verify reading stability and confirm the absence of sensor drift over time.

(PT-BH02) High-Frequency Illuminance Transitions: Toggle a light source at 10 Hz and monitor the BH1750 sensor's ability to track the fluctuating lux values without data freezing or communication failure.

(PT-MQ01) Thermal Burn-in Stabilization: Power the MQ-135 sensor continuously for 48 hours. Log the baseline drift to ensure the internal heating element stabilizes and analog variation does not exceed a ±3 % margin.

(PT-MQ02) Dissipation Latency: Remove the VOC source and measure the time required (in minutes) for the MQ-135 analog signal to dissipate and return to the previously established “Clean Air” baseline.

(PT-WA01) Duty Cycle Endurance: Operate the Grove Water Atomizer on a predefined loop (4 seconds ON, 3 seconds OFF) for 1,000 cycles to evaluate hardware durability and check for mesh calcification.

(PT-WA02) Driver Board Thermal Load: Run the Grove Water Atomizer continuously for 60 minutes. Measure the surface temperature of the NE555 timer component on the driver board using an infrared thermometer to ensure it remains below 55 °C.

(PT-SYS01) Rail Voltage Stability: Measure the ESP32's 3.3 V and VBUS rails with a digital oscilloscope during the atomizer's peak activation surge. Verify that the voltage drop remains < 0.2 V to prevent microcontroller resets.

(PT-SYS02) End-to-End Latency: Measure the total time elapsed between the MQ-135 detecting a VOC spike and the ESP32 successfully triggering the Water Atomizer actuator to respond to the event.

Web Application Stress Testing

To test the stability and response time of the web application, a simple performance test was conducted using k6. The application ran in a Docker-based environment, with Docker Compose used to manage the services and to run the k6 test runner.

The test simulated 5 virtual users continuously using the application for 2 minutes. The k6 script sent HTTP requests to the backend/API endpoints and checked if the responses returned the expected status codes, such as 200, 201, or 401.

Figure 1: k6 load test results for the web application

As shown in Figure 1, the application processed 1,130 HTTP requests with a failure rate of 0.00 %. All checks were completed successfully: 1,130 out of 1,130 checks were completed. The average response time was 34.21 ms, and the response time at the 95th percentile was 95 ms, which is well below the set limit of 2,000 ms.

These results demonstrate that the web application remained stable and responsive under the tested load. Since the test was limited to 5 virtual users, it should be considered an initial performance test rather than a full-scale stress test.

Usability Testing

In addition to the technical tests, a small usability test was also done to get early feedback on the Healing Cocoon web application. While the stress tests focused on technical stability and performance, the usability test focused on how clear, understandable, and user-friendly the prototype felt to potential users.

The usability test was designed as an online survey. Participants were asked about their first impression of the application, the clarity of the layout, the ease of use of the main features, and whether the design seemed suitable for children aged 6 to 13.

Figure 2: Overview of the responses to the Healing Cocoon usability test.

The Figure 2 shows that the survey was completed by 4 participants, and the average completion time was 4 minutes and 53 seconds. Given the limited number of participants, the results should be viewed as early feedback and not as final validation.

Overall, the feedback was positive. Participants generally found the layout clear and the main functions user-friendly, such as choosing a world, starting a session, and understanding the sound and scent settings. The breathing exercise was also found to be helpful by the participants. The open-ended feedback revealed that users appreciated the soothing colors, the simple layout, and the various themes, such as “Forest” and “Space.” Several potential improvements were also mentioned, such as making the “Start” button more visible and adding more options for programs, scents, visualizations, or music.

Based on this small-scale user test, the prototype appears to be intuitive and user-friendly, but further research with more participants is needed to make more definitive conclusions.

Chapter	Description
1 Introduction	Introduction of the team, the topic, the problem and the objectives within the project
2 Background and related work	Existing research and studies
3 Project Management	Overview of the methods used within the team for project management
4 Marketing Plan	Market analysis, identification of the competitors, and market strategy
5 Eco-efficiency Measures for Sustainability	Measures to minimize the ecological footprint of the project and the most important aspects of sustainable development and eco-efficiency
6 Ethical and Deontological Concerns	Analysis of ethical considerations to be taken
7 Project Development	Development of the product from concept to prototype
8 Conclusions	Discussion of everything that has been achieved with the project
9 Acknowledgements	Bibliography of sources and articles used

2026/02/16 21:05 · epsatisep · 0 Comments

We observed that certain sensory stimuli have a calming effect on the human body and can help reduce stress, anxiety, and the perception of pain. The scents of orange and lavender, in particular, demonstrated a relaxing effect and contributed to an enhanced sense of well-being.

Additionally, it was observed that calm, familiar sounds as well as nature sounds such as rain, the sound of the ocean, or birdsong create a soothing atmosphere. These auditory stimuli can help alleviate feelings of anxiety and make pain feel subjectively less intense.

The results suggest that the targeted use of scents and soothing sounds can have a positive impact on both emotional and physical relaxation.

Research shows that the environment in healthcare facilities has a significant impact on patient well-being and recovery. Sterile and impersonal environments can increase stress and anxiety, especially in children prior to medical procedures. Studies using the Modified Child Dental Anxiety Scale (MCDAS) report anxiety prevalence rates between 13.3 % and 29.3 % [1].

Introducing calming visual elements such as nature imagery, colors, and familiar environments can help reduce psychological stress and improve emotional comfort. In this context, digital technologies such as projection systems and virtual reality are increasingly used to create immersive and engaging environments. These technologies aim to distract patients from anxiety, pain, and medical procedures, thereby improving the overall patient experience.

This part presents the key concepts that form the foundation of the Healing Cocoon project. Drawing from research in healthcare design and patient well-being, it explores healing environments, multisensory interventions, digital distraction therapies, immersive technologies, and cocoon environments. Together, these concepts provide the theoretical basis for the design choices made in this project.

Healing environments in hospitals

According to the principles of Evidence-Based Design (EBD) intoruced previously, a “healing environment” is defined as a physical space where the interaction between patients, staff, and the environment actively results in positive health outcomes [2]. Rather than passive background for medical procedures, the physical setting is now more often recognised as both a “tool and healer” that can support the welness process through psychophysiological effects [3]. To transform sterile, standard clinical waiting rooms into a functioning healing environment, some core environmental and psychological factors must be adressed.

Sensory overload and mitigating surroundings stressors

The traditional concept of the healing environments relies on minimizing ambient stressors that causes anxiety. Hospitals and clinics are elementally filled with environmental stressors, including unfamiliar medical equipment, harsh lightning, lack of privacy [4]. Excessive clinical noise from paging systems, alarms and voices are also source of distress [5]. In some clinical units, equipment noise levels can reach up to 90 dB(A), which is equivalent to the threshold where hearing loss can begin [6]. These uncontrolled acoustic environments disrupt rest, increase blood pressure, and heighten feelings of helplessness [7]. To effectively stop this sensory overload, spaces must be designed with acoustic comfort in mind. Providing sound-absorbing materials, such as specialized acoustic panels or ceiling tiles significantly reduces noise propagation and lowers the stress for bith patients and staff [8], [9].

Privacy and control

Another psychological contributor to hospital-induced anxiety is the patient's loss of control over their unfamiliar surroundings. When patients feel they have lost control over every sesnory input or task, it triggers cognitive, affective and physiological consequences that can strongly interfere with treatment and recovery [10]. Providing patients with the ability to take control over their immediate environment - such as adjusting lighting, temperature or sound - restores their autonomy and act as a powerful buffer against stress [11], [12]. Additionaly, traditional waiting areas usually lack adequate privacy; for instance , overhearing clinica conversations at a reception desk is a frequently cited stressor [13]. Providing a semi-enclosed, private sanctuary shields the patients from the unpredictable nature of a shared waiting room, restoring a sense of security [14].

Multisensory experience: Scent, Visuals, Light

An advanced healing environment utilizes multisensory, non-pharmacological interventions to regulate patient emotions, such as:

Color and Light interaction:

The color and type of light around us have a big impact on how we feel [15]. Research shows that light that changes or moves creates much stronger emotional feelings than light that stays the same [16]. Scientists have found that using green or blue-green light along with slow, guided breathing - specifically one breath every 5 seconds - helps the body relax [17]. This effectively increases Heart Rate Variability (HRV) and quickly lowers feelings of stress or tension waiting in a room [18]. Additionally, looking at nature or pictures of landscapes is a great distraction that easily keeps people's attention and helps them feel more peaceful [19].

Scent stimulation

Our sense of smell is connected directly to the parts of the brain that handle emotions, so certain scents can quickly change how we feel. Studies show that smelling specific scents, especially orange and lavender oils, works like a natural way to relax the body [20]. When these smells are used in dental waiting rooms, they greatly lower anxiety and help patients feel much calmer and happier while they wait for their treatment [21].

In summary, an effective healing environment must address these diverse sensory needs simultaneously. By integrating acoustic control, lighting, calming scents, and architectural privacy, a space can actively counteract the depersonalization and fear often felt in hospitals, calming the patient before they ever reach the doctor's room.

Digital distraction therapy

Digital distraction therapy is increasingly used in healthcare to help patients cope with stress, anxiety, and pain. The idea behind distraction therapy is to shift the patient’s attention away from medical procedures or discomfort [22]. Examples include:

Virtual Reality (VR) headsets which have been shown to significantly reduce anxiety and pain perception in pediatric patients during medical procedures [23], [24].

Interactive walls and projection systems have been implemented in hospitals to create engaging environments that distract patients and improve emotional comfort [25], [26].

Digital games and immersive environments have been explored as effective tools to increase patient engagement and reduce perceived stress in healthcare settings [27].

These findings highlight the importance of distraction as a mechanism for reducing anxiety. However, many existing solutions rely on screens or wearable devices. This project builds on these insights by creating a more immersive, non-wearable environment that integrates distraction into the surrounding space.

Virtual reality/Smart glasses

Virtual Reality (VR) and smart glasses provide immersive or augmented visual experiences directly in the patient’s field of view. VR technology is widely used in healthcare to reduce anxiety by immersing patients in virtual environments.

Al-Nerabieah et al. (2020) [28] evaluated the impact of VR eyeglasses in a dental waiting room and found that their use significantly decreased anxiety levels in children aged 6–10 years. While VR offers high levels of immersion, it requires wearable devices, which may be uncomfortable or impractical in some healthcare situations. VR demonstrates the strong impact of immersive environments on anxiety reduction. However, the reliance on wearable devices introduces limitations in hygiene, comfort, and usability. This project takes inspiration from the immersive aspect of VR, while eliminating the need for wearables.

Cocoon environments

Cocoon environments are designed to create a protected and calming space around the patient. The idea of a cocoon is to reduce the feeling of being in a clinical hospital environment and instead provide a sense of safety, comfort, and privacy. In healthcare design, a cocoon concept often uses visual elements, lighting, or digital technology to surround the patient with soothing stimuli. This can help reduce stress, anxiety, and sensory overload during hospitalization. Examples include:

Immersive projection environments that transform spaces into calming scenes, such as nature or abstract environments, have been shown to reduce stress and improve emotional well-being in healthcare settings were successfully tested in this study [29].
Soft lighting systems combined with visual environments, such as natural or familiar imagery, can create a more relaxing atmosphere in patient rooms and improve emotional comfort were tested by this study [30].
Enclosed or semi-enclosed relaxation spaces can provide patients with a sense of privacy and safety, reducing external stimuli and contributing to lower stress levels were explored by [31]

These concepts form the foundation of the proposed solution. By combining immersion, multisensory stimulation, and a semi-enclosed structure, the cocoon integrates the most effective elements identified in the literature. This allows the design to create a controlled, calming environment that enhances both emotional comfort and anxiety reduction.

Market Analysis – Healing Spaces

Competitor Landscape There are several established companies focusing on transforming hospital environments through immersive and sensory design solutions.

Key Players

Direct Competitors

Philips Healthcare – Ambient Experience

What they do: Philips Healthcare [32] is a market leader in creating immersive healthcare environments by integrating dynamic lighting, video projection, and sound into treatment spaces such as Magnetic Resonance Imaging (MRI) and Computed Tomography (CT) rooms.

Strengths: Highly professional and medically certified solution, seamlessly integrated into hospital architecture, with proven impact on reducing patient anxiety.

Weaknesses: Extremely expensive and primarily focused on diagnostic environments (MRI, CT rooms), making it less accessible for everyday patient rooms or long-term care settings.

Qwiek (Qwiek.up)

What they do: Qwiek [33] is a Dutch company that develops mobile projection systems designed for use in healthcare environments, particularly in elderly care and hospitals. The system projects calming visuals, such as nature scenes, onto walls or ceilings to create a more relaxing atmosphere for patients.

Strengths: Mobile and easy to use, allowing the device to be moved between rooms. The system is accessible and requires minimal setup, making it suitable for various healthcare settings.

Weaknesses: The device is a standalone floor unit, which takes up space in already crowded environments. In addition, the level of interactivity is limited, offering mainly passive visual experiences with minimal user engagement.

This solution demonstrates the potential of projection-based environments but lacks immersion and a sense of personal, enclosed space, which our cocoon concept aims to provide.

Indirect Competitors & Substitutes

SyncVR Medical

What they do: SyncVR Medical [34] is a Dutch company that provides Virtual Reality (VR) solutions for healthcare. Their platform offers immersive VR experiences designed to reduce pain, anxiety, and stress during medical procedures, particularly in pediatric and clinical settings.

Strengths: Highly immersive experience that effectively distracts patients from medical procedures. Proven to reduce anxiety and pain perception. The system is relatively portable and can be used across different departments.

Weaknesses: Requires wearable VR headsets, which raises hygiene concerns in shared environments. Some patients may feel uncomfortable or disoriented when using VR. In addition, setup and supervision are often required, making it less practical for continuous or large-scale use.

This highlights the limitations of wearable VR solutions in healthcare, reinforcing the need for immersive, non-wearable environments such as the proposed cocoon concept.

Market Trends

Evidence-Based Design (EBD)

Hospitals are increasingly designed based on scientific evidence showing that the physical environment influences patient recovery, stress levels, and overall well-being. Design elements such as lighting, color, and visual stimuli are used to create more supportive healing environments. An example of this approach can be seen in the Princess Máxima Center for Pediatric Oncology, where the environment is specifically designed to improve patient experience.

Research [35] shows that the physical hospital environment directly influences patient recovery, stress levels, and overall well-being.

Staff Shortages & Efficiency

Healthcare systems are increasingly facing staff shortages, creating a demand for solutions that can support patient care without requiring constant supervision. Technologies that help calm, distract, or engage patients can reduce the workload on healthcare professionals.

Design interventions and environmental solutions can reduce patient stress while simultaneously improving workflow efficiency, helping to relieve pressure on healthcare staff [36].

To determine the most effective solution for reducing anxiety in children, various existing technologies and approaches were analyzed and compared. This comparison focuses on key criteria such as immersion, comfort, hygiene, ease of use, and feasability in healthcare settings.

VR Headsets offer a highly immersive experience by completely blocking out the real world and placing the user in a virtual environment. This can help reduce anxiety and stress, and research [37] shows that VR can be effective in distracting children during medical procedures. However, VR also has a number of disadvantages. In shared environments such as waiting rooms, hygiene is a concern, as the headset must be cleaned after each use. Some children may also feel uncomfortable wearing a headset, especially if they are already anxious. Furthermore, the time required to set up and reset the device makes it less practical for multiple users.

Smart glasses or Augmented Reality (AR) glasses are an innovative solution that combines digital elements with the real world. They are lighter than VR headsets and allow the user to remain aware of their surroundings while still interacting with virtual content. On the other hand, this technology is still relatively expensive and has not yet been widely adopted in healthcare. The level of immersion is also lower than with VR, making this technology less effective as a distraction. Therefore, AR glasses are currently less suitable for these types of applications.

Projection-based environments create immersive images on walls or surfaces without requiring the user to wear a device. This makes them highly accessible, hygienic, and user-friendly for multiple children. However, the experience is less immersive compared to other solutions. Children remain aware of the waiting room, which can reduce the calming effect. Furthermore, there is a lack of a sense of a personal or protected space, which is important for children with anxiety symptoms.

Multisensory cocoon (our solution) combines various sensory elements, such as visuals, sound, scent, and gentle movements, into a single environment. It creates a semi-enclosed space that gives children a sense of security and reduces external stimuli. Compared to other options, the cocoon offers a better balance between immersion and comfort. No wearable devices are required, making it more hygienic and easier to use in shared environments, while the combination of multiple senses promotes relaxation and distraction. The main downsides are that it requires physical installation and that the design is more complex compared to simpler solutions. However, these challenges are acceptable given the benefits the cocoon offers. Furthermore, the cocoon can be designed to be inclusive and accessible to all users, for example by making the seats removable and integrating a small ramp, allowing children in wheelchairs to easily enter and use the system.

To support the comparison, a decision matrix was created using key evaluation criteria. Each solution was scored from 1 (low) to 5 (high). Table 2 provides the result.

Table 2: Comparative table of solutions

Solution	Immersion	Comfort	Hygiene	Practicality	Feasability	Total
VR Headset	5	2	2	2	3	14
AR Glasses	3	2	2	2	2	11
Projection	3	4	5	4	4	20
Cocoon	4	5	4	4	3	20

Although projection systems and the cocoon achieve similar total scores, projection-based solutions lack the ability to create a personal and protected environment. For children experiencing anxiety, a sense of safety and reduced external stimuli is essential.

The cocoon provides a semi-enclosed, multisensory environment that enhances both emotional comfort and immersion. By combining the advantages of projection systems with a protected spatial design, the cocoon addresses the key limitations of existing solutions.

Therefore, the multisensory cocoon is considered the most suitable solution for reducing anxiety in pediatric healthcare environments.

Summary

Based on the state-of-the-art analysis, it can be concluded that existing solutions such as Virtual Reality, Augmented Reality, and projection systems each offer specific advantages in reducing anxiety in healthcare environments. However, none of these solutions fully combine immersion, comfort, hygiene, and practicality.

The selected approach combines projection-based visualization techniques, multisensory stimulation, and a semi-enclosed spatial design to create a controlled and calming environment around the patient.

Key components of the system include a short-throw projector, integrated speakers, a scent diffuser, ambient lighting elements, and a supportive seating structure within an enclosed shell.

This solution was chosen because it provides an optimal balance between immersion, comfort, hygiene, and practicality. Unlike VR systems, it does not require wearable devices,making it more suitable for shared healthcare environments. Compared to projection-only systems, the enclosed structure enhances the sense of safety and reduces external stimuli, which is essential for reducing anxiety in children.

Therefore, the proposed concept is an evidence-based multisensory cocoon that combines the advantages of existing technologies while addressing their limitations.

The next chapter will focus on the project management approach, describing how the project was structured, planned, and executed throughout the development of the cocoon concept.

2026/02/16 21:06 · epsatisep · 0 Comments

In this chapter, we will develop our project management approach by describing several aspects such as the scope, time, project plan and our understanding and use of Jira, particularly with sprints.

Defining the scope of the Healing Cocoon is essential for keeping our multidisciplinary efforts focused on the project's core objectives: reducing children's anxiety and transforming clinical waiting rooms into calming, immersive spaces. The scope of our project focuses on the research and development of a solution up to the proof-of-concept stage. This involves focusing on the structure, design, materials, app, and smart devices. While the final product is intended for specialized pediatric clinics, our current technical focus is on building a working prototype to prove our technology and sensory integration work effectively.

To prevent scope creep and ensure a clear roadmap from conceptualization to final deployment, we have systematically organized our tasks. The Work Breakdown Structure (WBS), Figure 3 presented below illustrates how we have divided the project into manageable phases—Management, Research, Design, Development, Testing, Marketing, and Reporting—and their specific deliverables. This framework ensures that every team member understands their responsibilities and the steps required to deliver a safe, inclusive, and fully functional prototype.

To make sure we finish this project within the 15-week semester, we break our work down into small, weekly goals. We use task-tracking software to organize who is doing what every week. This flexible approach allows us to design the physical pod and write the software at the same time. While our weekly tasks are flexible, we make sure to always pay attention to the major deadlines and closely monitor progress over time.

Here the details of the milestones of our project:

2026-02-28 Choose and share top-3 preferred project proposals via email (epsatisep@gmail.com)
2026-03-11 Upload “black box” System Diagrams & Structural Drafts to Deliverables
2026-03-18 Upload List of Components and Materials (Deliverables)
2026-03-21 Define the Project Backlog (what must be done and key deliverables - every member should preferably participate in every task), Global Sprint Plan, Initial Sprint Plan (which tasks should be included, who does what) and Release Gantt Chart of the project and insert them on the wiki (Report)
2026-03-25 Upload detailed System Schematics & Structural Drawings (Deliverables) and do the cardboard scale model of the structure
2026-04-12 Upload Interim Report and Presentation (Deliverables)
2026-04-16 Interim Presentation, Discussion and Peer, Teacher and Supervisor feedbacks
2026-04-22 Upload 3D model video (Deliverables)
2026-04-29 Upload final List of Materials (local providers & price, including VAT and transportation) to Deliverables
2026-05-02 Upload refined Interim Report (based on Teacher & Supervisor Feedback)
2026-05-13 Packaging solution (Deliverables and Report)
2026-05-27 Results of the Functional Tests (Report)
2026-06-13 Final Report, Presentation, Video, Paper, Poster and Manual (Deliverables)
2026-06-18 Final Presentation, Individual Discussion and Assessment
2026-06-23 Update the wiki, report (suggested corrections), upload refined deliverables in shared section of MS Teams (source and PDF), printed copy of the poster, brochure and leaflet for EPS coordinator
2026-06-25 Submit prototype and user manual, prototype demonstration

We need to clearly separate two different prices: the price of the final product and the budget we have right now. While the final Healing Cocoon will be sold to clinics for about 2000 € to 2500 €, our goal right now is just to build a working test model (prototype) to prove our technology works.

For this first prototype, the EPS program gave us a 100 € budget limit. To make sure we don't spend too much, we are using affordable, easy-to-find materials for the physical frame. For the smart system, we are using low-cost electronic sensors and a basic microcontroller (ESP32).

Table 3: Planned vs. Actual Costs

Required component	Description	Total Budget (€)	Actual Costs (€)
Smart brain & sensors	ESP32 board, and sensors for light, carbon dioxide and humidity	25.00	3.67
Output devices	Scent sprayer, speaker amplifier, and relay switch	25.00	22.98
Power supply	5 V 2 A USB wall plug	25.00	7.26
Building materials	Fiberglass rods, hula hoop, spandex, acoustic foam, PVC	40.00	(Pending purchase) 0.00
Total prototype budget		100.00	53.91

To make sure the Healing Cocoon is safe for children and works perfectly in a real clinic, we set clear quality goals. We constantly check our work through team reviews, teacher feedback, and physical testing.

1. Building & Hardware Quality

Wheelchair access - The opening and inside of the pod must be big enough for a standard child's wheelchair to roll right in without the child needing to stand up.
Cleanliness & Hygiene - All inside surfaces must be easy to wipe down and made of materials that stop germs from spreading. They must also survive standard clinic cleaning sprays without getting damaged. This will be done by checking the manufacturer's safety sheets and testing the materials with cleaning sprays.
Fast Electronics - When the smart system (the ESP32) senses something, the lights, sounds, or scents must react in less than 2 seconds so the experience feels magical and natural. This is going to be tested by running the code and testing the electronics over and over to find any delays.

2. Structure and hardware quality

To make sure the Healing Cocoon is safe, reliable, and effective before being used in clinics or therapy spaces, our company will carry out several types of quality testing during development and before final deployment.

Hardware quality - Every electronic feature of the cocoon will be tested repeatedly to confirm it works correctly. This includes checking the lighting system, sound system, scent diffuser, sensors, and the ESP32 smart controller. Each function must respond correctly without delays, freezing, or unexpected shutdowns. The entire hardware system will be tested by our company before being shipped. The tests performed will be those referenced in the Tests part of our report.
Assembled cocoon quality - The cocoon must conform to the original dimensions and remain stable and safe after long periods of use. To ensure this, our company will conduct various tests detailed in Figure 4.

Figure 4: Tests on the assembled Healing Cocoon

We are also focusing on clear and consistent report for keeping the track of our progress and milestones achieved. We use a final “cross-check checklist” before submission, ensuring all numbers, part names, and deadlines match across every single chapter.

1. Definition of the people and stakeholders of the Healing Cocoon:

To make sure our project runs smoothly, we have clearly defined the roles of our internal team members and identified the external groups (stakeholders) who care about the success of the Healing Cocoon.

The Project Team (Internal) Our team is made up of six international students from different academic backgrounds. Because we have different skills, we divided the project responsibilities to match our strengths:

Ronja Kruse (Dental Technology): Provides medical insights for the clinic environment, helps with B2B marketing, and designs the wheelchair-accessible layout.
Hanna Kaczmarek (Industrial Biotechnology): Focuses on ergonomic dimensions, market analysis, and the business SWOT analysis.
Anouc Goedhart (Industrial Design Engineering): Leads the 3D design models, branding (flyers/leaflets), and the visual identity of the Cocoon.
Daniel Aagaard Pérez (Informatics Engineering): Handles the smart system hardware, projector integration, and the detailed technical schematics.
Julie Bonnet (Packaging Engineering): Manages material selection, eco-efficiency research, and building the physical cardboard scale model.
Kemal Yilmaz (Electronics - ICT): Develops the software app, the user interface (UI), and database management.

Key External Stakeholders These are the people outside our team who are impacted by our project:

EPS Supervisors & Teachers: They guide our academic progress and grade our deliverables. We manage their expectations by meeting all deadlines and updating our Wiki logbook.
Clinic Directors (The Customers): The private dentists and therapists who will buy the Cocoon. We manage them by proving the product is easy to clean and will save their clinic time and money.
Patients & Parents (The Users): The anxious children and their parents. We manage their needs by ensuring the final pod is safe, calming, and inclusive.
Local Suppliers: Companies like F. Marques da Silva and Artnovion who provide our materials.

2. Stakeholder Satisfaction Strategy:

The success of the Healing Cocoon depends on meeting the expectations of all stakeholders involved. To keep stakeholders satisfied, we will maintain regular communication, gather feedback throughout the project, and ensure that their needs are reflected in the final design.

Project Team Members Team satisfaction will be maintained through clear role allocation, weekly meetings, and shared project planning tools. Regular progress reviews will help identify challenges early, distribute workload fairly, and ensure that all team members can contribute according to their expertise.

EPS Supervisors & Teachers We will keep supervisors and teachers satisfied by meeting deadlines, maintaining an up-to-date Wiki logbook, attending scheduled meetings, and actively implementing their feedback. Draft reports and design updates will be shared regularly to ensure the project remains aligned with academic requirements.

Clinic Directors (Customers) Clinic directors are primarily concerned with safety, practicality, and return on investment. We will address these expectations by demonstrating that the Healing Cocoon is easy to clean, reliable, wheelchair-accessible, and capable of improving the patient experience. Feedback from clinic professionals will be incorporated into design decisions whenever possible.

Patients & Parents (End Users) The needs of children and parents are central to the project. Their satisfaction will be supported through a safe, calming, and inclusive design. User feedback sessions, observations, and surveys will be used to evaluate comfort, accessibility, and overall experience. Any concerns regarding safety, hygiene, or usability will be addressed during the design process.

Local Suppliers Strong relationships with suppliers will be maintained through professional communication, clear specifications, and timely requests for materials. Keeping suppliers informed about project requirements and deadlines will help ensure reliable deliveries and consistent material quality.

3. Measuring Stakeholder Satisfaction:

To evaluate whether stakeholder expectations are being met, we will use:

Regular feedback meetings with supervisors and project mentors.
Surveys or interviews with potential users and healthcare professionals.
Progress reviews against project milestones and deadlines.
Testing sessions to collect comments on usability, safety, and comfort.
Documentation of stakeholder feedback and the actions taken in response.

By continuously collecting and acting upon feedback, the project team can ensure that the Healing Cocoon remains aligned with stakeholder expectations and delivers value to all groups involved.

Effective communication is essential for the success of the Healing Cocoon project, particularly given our multidisciplinary and multicultural team composition. To maintain transparency, ensure accountability, and streamline collaboration, we have established a clear communication strategy using a mix of real-time messaging, centralized project management, and formal channels.

Communication channels

WhatsApp for internal team messaging

We utilize WhatsApp for daily, informal communication, quick check-ins, and immediate team coordination. This channel is reserved for urgent updates and fostering team cohesion.

Microsoft teams for document & meeting management

Teams serves as our central repository for all project documentation and deliverables. We use this platform to communicate with our EPS coordinators, store shared files, and manage meeting notes to ensure a persistent record of all collaborative decisions.

Outlook for formal communication

All official correspondence with our EPS coordinators, supervisors, and external project partners is conducted via Outlook. This ensures a professional and searchable audit trail for all high-level project agreements and milestones.

Task Management

Jira for workflow tracking

We use Jira as our primary tool for monitoring project progress against our defined timeline. All daily, weekly, and monthly tasks are tracked here to ensure alignment with our project milestones. Jira allows every team member to see the status of their assigned tasks and provides a transparent view of the project backlog, ensuring we meet our critical deadlines.

Meeting Strategy

Our meeting schedule is designed to balance progress monitoring with collaborative problem-solving:

Weekly Team Meetings

Held to review the status of our tasks in Jira, align on deliverables, and solve technical challenges.

Supervisor Check-ins

Formal meetings scheduled through Outlook or Teams to present our progress, review deliverables, and incorporate supervisor feedback into our design and development process.

This chapter identifies the risks that may arise during the Healing Cocoon project and defines how they will be prevented, monitored, and managed if they occur. Each risk is assessed on two dimensions: likelihood (how probable it is) and severity/impact (how damaging the impact would be). The product of these two gives a risk score, which determines the priority for mitigation.

Risk Classification

Risks are categorized by type to make it easier to assign ownership and response strategies:

Project risks — affect schedule, scope, budget, or team capacity.
Technical risks — affect hardware, firmware, software, or integration.
Operational risks — affect day-to-day execution and infrastructure.
Safety & environmental risks — affect user safety, child health, or clinic hygiene.

Likelihood and Severity Scales

The evaluation follows a 5×5 Risk Matrix based on PMBOK standards, where the exposure score is calculated by multiplying Probability/Likelihood (1–5) and Impact/Severity (1–5).

Level	Likelihood / Probability	Severity / Impact
1	Improbable / Rare	Negligible / Insignificant
2	Remote	Marginal
3	Possible	Moderate
4	Likely / Almost Certain	Critical
5	Frequent	Catastrophic / Severe

Risk score = Likelihood × Severity. Scores are interpreted as Figure 5:

1–4 Low: Acceptable; minimal monitoring.
5–9 Medium / Moderate: Manageable; requires routine control and active mitigation.
10–15 High: Significant; requires a specific mitigation plan before development milestones.
16–25 Extreme / Critical: Must be addressed immediately before the project advances.

Risk Register

The table below lists all identified risks for the Healing Cocoon, their assessment based on our specific project parameters (such as the 100€ EPS budget limit, material properties, and software structure), preventive strategies, and response plans.

ID	Risk Description	Category	Likelihood	Severity	Score	Prevention Strategy	Response Plan	Owner
R01	Tasks not completed on time / Sprint delays	Project	3	3	9	Realistic planning with buffer; strict weekly sprint reviews in Jira; early flagging of blockers.	Replan sprint; reprioritize backlog; reallocate resources.	Project Manager
R02	Budget overrun (Exceeding the 100€ prototype limit)	Project	2	4	8	Component pricing confirmed before purchase; source affordable local materials (e.g., F. Marques da Silva, Artnovion).	Substitute cheaper components; deprioritize non-essential features.	Project Manager
R03	Team synchronicity & communication issues	Project	3	3	9	Weekly standups; shared tools (Jira, Teams, Miro); strict adherence to the final cross-check checklist.	Address in retrospective; adjust communication rhythm; redistribute tasks.	Project Manager
R04	Cross-contamination / Hygiene rejection (Surfaces transmit germs)	Safety & Env.	3	4	12	Explicitly use medical-grade, easily sanitizable antimicrobial textiles (e.g., Monteiro Fabrics MEDIFLEX collection).	Stop session; immediately wipe down with standard clinic sprays; review safety sheets.	Technical Lead
R05	Claustrophobia / Panic inside the Cocoon	Safety & Env.	2	4	8	Keep the structure semi-enclosed (not fully closed) so parents maintain visual contact.	Press the physical or digital Emergency Stop button; immediately move the child out.	Technical Lead
R06	Wheelchair accessibility failure (Inability to enter or fit)	Safety & Env.	2	4	8	Ensure the structural opening and footprint (165 cm x 110 cm) comply with barrier-free dimensions and design layout.	Utilize the removable seat feature and deploy the integrated ramp to facilitate immediate access.	Hardware Lead
R07	Smart system responsiveness lag (ESP32 latency)	Technical	2	3	6	Write clean, non-blocking asynchronous JavaScript/C++ code; minimize data overhead.	Run code profiling; optimize loops; optimize LocalStorage and data structures.	Technical Lead
R08	Power Supply Instability / Overload (High-draw components)	Technical	2	4	8	Dedicate direct power lines from the supply to high-draw components (projector, speakers) instead of drawing current through the ESP32.	Isolate affected unit; check schematics; replace the 5V 2A USB power adapter.	Hardware Lead
R09	Sensor calibration drift / Environmental false readings	Technical	3	2	6	Use high-quality reference digital sensors (BH1750 for lux, DHT22 for air) rather than basic analog options.	Implement tolerance thresholds in firmware; clean sensor housings; replace faulty sensors.	Hardware Lead
R10	Scent diffuser essential oil allergy / Irritation	Safety & Env.	2	3	6	Use strictly certified, organic, pediatric-safe diluted essential oils (lavender/orange); provide low-stimulation mode settings.	Shut down the ultrasonic atomizer immediately via the 5V relay module; activate airflow ventilation.	Technical Lead
R11	Loss of code or UI prototype data	Operational	2	3	6	Continuous Git version control updates; regular backups of HTML/CSS/JS frontend files on cloud drives.	Restore from the most recent GitHub repository backup; document lost sprint items.	Technical Lead
R12	Acoustic foam toxicity / Poor indoor air quality	Safety & Env.	2	3	6	Avoid standard petroleum-based foams; prioritize eco-efficient recycled textile-based acoustic panels or PET felt.	Replace with certified low-VOC alternative panels; test air quality via the integrated MQ-135 sensor.	Hardware Lead

Risk Monitoring and Review

Identifying risks once is not enough — they must be tracked throughout the project development cycle:

Weekly Risk Check during Sprint Reviews: The team reviews the register inside Jira and flags any changes in likelihood, actual costs, or component delivery delays.
Milestone Reassessment: Before major milestones (such as the Interim Presentation, 3D Model delivery, and Final Prototype submission), the complete register is thoroughly re-evaluated.
New Risk Intake: Any team member can propose a new risk (e.g., new constraints found during the cardboard scale model phase or software testing). The Project Manager assesses and adds it to the register.
Closed Risks: Once a phase is fully completed and verified (e.g., R02 after buying all prototype components under the 100€ limit), the risk is marked closed but kept in the register for traceability.

Our procurement management strategy is designed to balance technical performance, strict budgetary limits, and the use of local, sustainable resources. The goal is to maximize the quality of our proof-of-concept prototype while remaining within the €100 project budget.

Make vs. Buy Strategy

- Buy: We adopted a “Buy” strategy for essential electronic and structural components that require professional-grade manufacturing or certification. This includes the ESP32-WROOM-32 microcontroller, high-precision sensors (BH1750, MQ-135, DHT22), the short-throw projector, and raw metal stocks (aluminum and brass). Purchasing these ensures that the core technical functionality is reliable and meets initial safety standards.

Make: We adopted a “Make” strategy for all software logic, user interface development, detailed electronic schematics, and structural assembly. By building the backend with FastAPI and the frontend using HTML/CSS/JavaScript, we avoid costly outsourcing fees and retain full control over the user experience. The structural assembly—including the bent-metal frame and acoustic panel fitting—is performed in-house to reduce labor costs.

2. Materials, Sources, and Acquisition

Our procurement strategy prioritizes reliability and local availability to shorten lead times and reduce environmental impact:

Electronics: Components were sourced through reputable distributors including Farnell (for the ESP32), Botnroll (for sensors and atomizers), and Aquario (for audio components and the projector). These sources were chosen for their technical documentation availability.
Structural & Acoustic: We sourced brass and aluminum from F. Marques da Silva S.A. and acoustic materials from Artnovion. These partnerships ensure that materials meet the performance requirements for clinical environments.
Antimicrobial Textiles: We identified the MEDIFLEX collection from Monteiro Fabrics to ensure our textiles are medical-grade and hygienic.

3. Budgeting and Timings

All acquisitions were managed in strict alignment with our sprint schedule:

Initial Procurement: Electronic components were acquired during the first sprints to allow for early testing and code integration.
Structural Procurement: Raw materials were purchased following the finalization of the structural drawings and SolidWorks modeling.
Cost Monitoring: Procurement costs are strictly monitored using a Bill of Materials (BOM). Currently, our identified costs total approximately €53.91, providing a buffer against unforeseen technical needs or final prototype refinements.

1. Description of the project schedule and its key phases using a Gantt chart

We decided to organize the tasks according to whether they belong to:

the initiating phase of the project (Figure 6)
the development phases of the project (Figure 7)
the deliverables to be submitted (Figure 8)

Figure 6: Tasks from the project initiation phase

Figure 7: Tasks from the development phase

Figure 8: Deliverables and Tasks related to the Wiki

We divided the tasks according to our strengths and areas of expertise, but some compromises had to be made to meet the needs of the project's progress. For example, marketing tasks are primarily managed by Hanna and Ronja, even though their fields of study are unrelated to this topic.

Figure 9 presents the updated Gantt Chart.

Figure 10 contains the semester schedule (before the last update of the Gantt Chart for the interim report): each purple bar represents the planned time for its completion, with the start and end dates set. The gray area indicates the progress of the task, allowing us to see if we are ahead of schedule or if we still need to do more work on the task.

We observed that the beginning of the project was lengthy in terms of identifying the problem and potential solutions. Indeed, we had several different ideas, and we were only recently able to choose and focus on the final topic of our project. This required a great deal of time for reflection, discussion, and research, some of which were successful, others not. We now have to complete numerous tasks within the same timeframe, some with imminent deadlines; these are the tasks we must focus on first.

Figure 10: Gantt chart with, for each task, a bar indicating the task completion time (in purple) and its progress (in grey).

2. Sprint backlog and sprints created in Planner on Jira:

First of all, discovering and using Jira was not easy for our team. Despite the explanations that we thought we understood, some parameters and steps were not completed successfully on time, notably the timely launch of certain sprints.

Figure 11 is one of the first sprint we organized (but forgot to launch it on time).

Figure 12 is the last sprint we launched, which takes place from April 7th to 14th.

Figure 13 is the curent backlog (edited on April 9th) with tasks that still need to be completed.

Figure 13: Last backlog edited on April 9th

3. Prioritization, estimation process and underlying challenges

We tried to prioritize tasks based on the deadlines and deliverables to respect, but it was also based on our estimated workload and the time it would take.

The tricky part was finding compromises based on each person's areas of expertise and the time the tasks could take.

Provide a summary of the sprints that were executed, along with sprint goals.

Include the outcomes of all sprint reviews (what was the sprint backlog, completion status, planned capacity vs. achieved velocity).

Our team took some time to get to grips with Jira properly (especially launching sprints to record them, assigning story points and managing priorities, retrospectives and dailies), so we are detailing the 3 most recent sprints here (8, 9 and 10) since they best correspond to the requests.

Sprint 8: May 21st - 28th 2026

During this sprint, the team focused on uploading the functional tests on wiki (app, smart system, cocoon's structure), start thinking about building the prototype and gathering the materials, and improving the paper. Looking at Figure 14, we can see that all planned tasks were completed, and that the story point estimates were appropriate. The small spike in story points at the end of the diagram (Figure 14) indicates that we added story points to a task at the end of the sprint, and consequently, the velocity report in Figure 17 shows that 16 out of 18 story points were completed, even if all tasks were done.

Sprint 9: May 28th - June 4th 2026

During this sprint, the team focused on finishing the paper, finishing to build the prototype, and continuing to improve the wiki.

Looking at Figure 15, the diagram's appearance is quite satisfactory as it shows the fairly regular completion of tasks; however, we were unable to complete all the story points: our estimate was too high relative to our workload capacity. Having completed all the tasks and story points of the last sprint 8, we wanted to increase the number of committed story points. Having completed 25 out of 55 story points (which is more than in the last sprint, as shown in Figure 17), we now need to try to determine our story point velocity to better plan future sprints.

Sprint 10: June 4th - June 11th 2026

During this sprint, the team focused on continuing the prototype with the 3D piece to do as well. Improving the Wik, finishing the functional tests (Hardware), and finishing to detail the quality control part on Wiki.

Looking at Figure 16, the diagram's appearance is not really satisfactory as it shows, first of all, that we added story points after the sprint had already started, and that we didn't even complete half of the planned story points. This week was packed with tasks and story points. We still managed to complete the most important tasks, although only 13 out of the 31 (as shown in Figure 17).

The velocity report in Figure 17 shows the number of story points planned and completed for each sprint. It indicates an average of 8.38 completed story points, but this doesn't truly represent our actual story point completion rate. We need to average the last three sprints completed successfully. Our average story points completed is then 18 for the last three sprints. We would need to complete more sprints to obtain an average that accurately reflects our true capacity, and thus be able to properly plan task completion during sprints.

Figure 17: Velocity Report and Sprint details

This section provides a retrospective analysis of each sprint, highlighting successes, challenges, and opportunities for improvement. It examines team performance, project progress, and lessons learned, with the objective of continuously improving future sprint planning and execution.

Sprint 5

Looking at Figure 18, the team successfully started the sprint on time and completed the planned tasks. This sprint marked the beginning of the transition toward a more structured Agile approach, as the team recognized the need to introduce story points and improve sprint tracking.

Sprint 6

Looking at Figure 19, the team achieved most of the sprint goals and made progress on key deliverables such as documentation and testing activities. However, the retrospectives identified issues with adding story points after the sprint had already started, which reduced the accuracy of planning and the burndown chart.

Sprint 7

Looking at Figure 20, this sprint showed continued improvement in the use of story points and burndown tracking. The team delivered several planned outputs, but task progress was not always updated during the sprint, making it harder to monitor real-time performance.

Sprint 8

Looking at Figure 21, the team made strong progress on major deliverables, including prototype-related work and communication materials. At the same time, planning accuracy remained a challenge, as the sprint workload was overestimated compared with the team’s actual capacity.

Sprint 9

Looking at Figure 22, the retrospectives highlighted better collaboration and more consistent use of Agile practices. The team continued delivering important technical results, but external dependencies and hardware constraints created delays for some tasks.

Sprint 10

Looking at Figure 23 the team successfully completed several planned tasks, including designing the 3D part in SolidWorks, improving the quality control section of the Wiki, and finalizing the project video. However, the prototype assembly was delayed because we were waiting for validation of the 3D-printed component. We also observed that adding story points after the sprint had started negatively impacted the burndown chart. For future sprints, we aim to improve our planning by using previous sprint velocity to estimate workloads more accurately while continuing to make progress despite technical constraints.

Retrospective Summary

Throughout the project, the team demonstrated a strong ability to achieve sprint objectives and continuously improve both technical deliverables and project documentation. Significant progress was made in prototype development, testing, reporting, and communication materials, while the team also showed resilience in overcoming technical challenges and external constraints.

The team successfully started the sprint on time and completed the planned tasks. This sprint marked the beginning of the transition toward a more structured Agile approach, as the team recognized the need to introduce story points and improve sprint tracking.

Summary

This chapter summarised the project management approach used for developing the Healing Cocoon prototype, a proof-of-concept designed to reduce anxiety in children in clinical waiting environments. The project scope focused on research, design, and development, organised using a Work Breakdown Structure (WBS) to structure tasks and responsibilities.

The project was managed through short, structured development cycles with weekly planning sessions and Jira task tracking, enabling steady progress and flexibility over the 15-week timeline. The project was completed within a €100 budget by prioritising low-cost materials and components while maintaining core functionality.

Quality was ensured through iterative testing, supervisor feedback, and a focus on safety, hygiene, accessibility, and reliability. Key stakeholders, including healthcare professionals, patients, supervisors, and suppliers, were considered throughout development.

Communication was maintained using WhatsApp, Microsoft Teams, Outlook, and Jira to support effective collaboration. Risks were continuously identified and mitigated, while procurement decisions balanced cost, performance, and availability.

Overall, this structured and iterative development process, supported by continuous feedback, allowed the team to deliver a functional prototype within the defined constraints of scope, time, cost, and quality.

2026/02/16 21:07 · epsatisep · 0 Comments

For European Project Semester 2026, our team is developing an idea in the Smart Health and Wellbeing domain. We want to introduce Healing Cocoon – a virtual reality cocoon for waiting rooms and other clinical spaces. Designed for children with stress and anxiety problems related to medical procedures. This marketing plan supports our technical work by proving the product's business value (crucial for commercialization of our idea). It is essential for showing that our solution solves a real market problem, is financially realistic, and can be effectively sold to pediatric healthcare facilities.

Healing Cocoon is an interactive, wheelchair-accessible cocoon equipped with a short-throw projector that transports pediatric patients to a calming, magical fantasy world during dentist, therapy visits. Core Features:

Immersive, projection of animated, child-friendly fantasy worlds or similar surroundings.
Interactive depth sensors that allow children to safely interact with the projections.
Calming scents (e.g., lavender, sweet orange) and soft spatial audio.

Customer Needs Met:

For the End-User (Patients & Parents): Provides emotional comfort, actively distracts from clinical environments, and significantly reduces acute fear and stress before medical treatments.
For the Buyer (Clinics & Hospitals): Transforms a standard waiting room into a premium, family-friendly experience. By calming the child beforehand, it reduces appointment delays, improves patient cooperation during examinations, and builds brand loyalty for the practice.

Using the Value, Velocity, Visibility, Verifiability, Virtuality, Vulnerability (6-V) Value Exchange framework [38], here is how value flows between the key actors in our targeted private clinic market:

The Company (HealingCocoon): We create value by designing and manufacturing the physical Cocoon pods and developing an expanding software library of evidence-based sensory content (visuals, sounds, scents). In exchange, we capture value through a Business-to-Business (B2B) revenue model consisting of a direct sales/installation fee, followed by a recurring monthly subscription for software updates and fresh content carousels.

The Customers (Pediatric Dental, Psychiatric, and Therapy Clinics): Clinic owners exchange financial capital to purchase the Cocoon. In return, they receive a cutting-edge waiting room solution that acts as a strong competitive differentiator. Furthermore, by pre-calming anxious children, clinics reduce appointment delays caused by patient distress, directly increasing their operational efficiency and patient throughput.

The Consumers (Pediatric Patients & Parents): Patients and parents invest their time in the clinic's waiting area. Instead of exchanging that time for mounting stress, dental anxiety, or sensory overload, the Cocoon provides them with a safe, regulated environment, emotional comfort, and a positive association with their healthcare visits.

Collaborators: We exchange value with hardware manufacturers (for short-throw projectors, audio systems, and hygienic materials), software developers, and crucial psychological/pediatric advisors who help us design evidence-based calming environments. Additionally, we collaborate with medical interior fit-out companies to seamlessly integrate the Cocoons into existing private practice floor plans.

To ensure the commercial viability of the HealingSpaces Cocoon, it is essential to analyze the external forces that influence our market success. Following a thorough risk analysis regarding infection control and cross-contamination, we strategically narrowed our target market from general pediatric hospitals to specialized private practices—specifically pediatric dental, psychiatric, and therapeutic clinics. These environments experience high patient anxiety, while involving comparatively lower cross-contamination risks than high-density pediatric hospital settings. [39], [40]

The micro-environment consists of actors close to the company that affect our ability to serve our customers:

Customers (Business Market): Our primary B2B buyers are private pediatric dental offices and child psychology/occupational therapy centers. These clinics seek competitive differentiation and higher operational efficiency by preventing appointment delays caused by distressed children.
Competitors: Direct competitors include traditional waiting room entertainment, e.g., generic TVs, wall-mounted bead mazes, and emerging tech like VR headsets. The Cocoon holds a strategic advantage over VR by eliminating the need for wearable devices, easing hygiene maintenance between patients, and preventing total social isolation.
Suppliers & Intermediaries: Our supply chain relies on manufacturers of short-throw projectors, depth sensors, and medical-grade, easily sanitizable textiles. We will also partner with healthcare interior design firms as intermediaries to facilitate clinic installations.

The macro-environment consists of larger societal forces that shape our business opportunities:

Demographic & Cultural Forces: There is a growing societal awareness of neurodiversity, e.g., Autism, Attention‑Deficit/Hyperactivity Disorder (ADHD), and a strong cultural push by parents to prevent “medical trauma.” Modern parents actively seek out healthcare facilities that prioritize a child’s emotional and sensory safety.
Economic Forces: While public healthcare systems face strict budget constraints, private dental and therapy practices operate in a highly competitive economic landscape. They are willing to invest capital into premium waiting room experiences to attract and retain higher-paying clients.
Political & Legal Forces: By pivoting away from standard hospital waiting rooms, we bypass the strictest medical device and contagious disease regulations. However, the product must still comply with standard fire safety codes, Americans with Disabilities Act (ADA)/wheelchair accessibility standards, and basic clinical sanitation requirements.
Technological Forces: The increasing affordability and miniaturization of short-throw projectors, Internet of Things (IoT) sensors, and directional audio make the production of a smart, interactive cocoon financially and technically feasible today.

PESTEL Factors:

To ensure the commercial viability and successful implementation of the Healing Cocoon, it is essential to understand the macro-environmental forces shaping our market. The following PESTEL analysis in Figure 24 outlines the key Political, Economic, Social, Technological, Environmental, and Legal factors influencing our strategy as we introduce our sensory pod to specialized private pediatric clinics. In strategic management literature, PESTEL analysis is widely recognized as a relevant tool for evaluating the external business environment [41]. This approach can be complemented by Porter’s work [42], which emphasizes the importance of industry structure and competitive dynamics in the development of corporate strategy.

PESTEL Healing Cocoon — Figure 24: PESTEL diagram for Healing Cocoon

The SWOT analysis in Figure 25 reveals that while the Healing Cocoon requires a significant physical footprint and upfront capital investment from clinics (Weaknesses), its ability to increase daily operational efficiency and provide a superior, hygienic experience (Strengths) justifies the cost. Externally, competing against cheaper digital distractions like tablets, alongside potential clinic budget freezes, poses realistic challenges (Threats). However, our strategic pivot to specialized pediatric dentistry and therapy centers perfectly aligns with the surging demand for neurodivergent-friendly healthcare (Opportunities). Overall, by targeting high-anxiety, low-infection environments, we minimize our primary risks and establish a highly defensible B2B market position.

Figure 25: SWOT analysis diagram for Healing Cocoon project

Strategic Objectives

The primary strategic goal is to establish the HealingSpaces Cocoon as the premier, non-pharmacological anxiety-reduction tool for specialized pediatric care-specifically private pediatric dentistry and child therapy centers. Because we are a Business-to-Business (B2B) company, our sales targets focus on clinical adoption rather than mass consumer volume. Our measurable objectives are:

Year 1: Secure 5 to 10 pilot installations in local private clinics to gather clinical case studies and testimonials.
Year 3: Establish the Cocoon as a standard architectural feature in high-end, newly renovated pediatric clinics, achieving 50+ active installations regionally.

Segmentation and Targeting

Because the Cocoon operates more specifically on a Business-to-Business-to-Consumer (B2B2C) model, our targeting strategy must address two distinct groups: the clinics that purchase the product and the patients who use it.

The Customers (The Buyers):

Specialized private practices, such as pediatric dentistry and therapy clinics. They exchange financial capital for a cutting-edge solution that provides a competitive advantage, improves patient satisfaction, and prevents costly appointment delays caused by distressed children.

The Consumers (The End-Users):

The pediatric patients and their parents who invest their time in the waiting room. To clearly illustrate the emotional and physical needs of our target audience, we developed two primary user personas:

Persona 1 (The Dental Patient): A 9-year-old girl waiting in a dentist's office. She is emotional, sensitive, and easily scared by clinical or medical environments. She actively avoids sensory overload and requires a calm, positive, and safe space to regulate her emotions before sitting in the dental chair.
Persona 2 (The Therapy Patient): An 11-year-old boy in a wheelchair waiting to see a therapist. He often feels frustrated and anxious about his upcoming sessions. He needs to be comfortably accommodated without leaving his wheelchair, and he requires engaging, accessible entertainment to distract him and focus his mind on something other than the appointment.

By focusing our B2B sales efforts on the Buyers (the clinics), we directly solve the acute stress and accessibility needs of our Consumers (these patient personas). Our rollout strategy to acquire these clinics is as follows:

Short term (0-12 months): Target 5 to 10 early-adopter pediatric dental and therapy practices in the local urban area to launch pilot programs and gather clinical case studies.
Medium term (1-3 years): Expand market share by acquiring 50+ specialized private practices nationwide, leveraging our pilot testimonials.
Long term (3-5 years): Establish the Cocoon as standard equipment for child-friendly practices through licensing or collaborations with major medical furniture suppliers.

Positioning

Our positioning strategy bridges the gap between delivering a premium emotional experience for our consumers (patients and parents) and providing a tangible return on investment for our customers (the clinics).

Unique Selling Proposition (USP): The Healing Cocoon is the only fully wheelchair-accessible, multisensory waiting room environment that actively transforms pre-appointment anxiety into a calming, immersive experience—preventing emotional meltdowns and saving specialized clinics from costly scheduling delays.
Positioning in the Market: To achieve a competitive advantage, the Cocoon is positioned in the minds of our target customers based on two key dimensions:
Identification: We establish the Cocoon within the category of premium, medical-grade waiting room equipment. Like high-end clinic furniture, it meets strict hygiene, safety, and ADA/accessibility standards.
Differentiation: (i) Versus Traditional Distractions (Toys/Tablets) - Instead of passive, isolated digital distraction, the Cocoon offers “active immersion” and regulates the sensory environment (visuals, sounds, calming scents) to actively soothe emotional patients (like our 9-year-old persona). (ii) Versus Wearable Tech (VR Headsets) - While VR offers high immersion, it is socially isolating, causes hygiene concerns, and is often incompatible with young or highly sensitive children. The Cocoon delivers a shared, highly hygienic 180-degree experience. (iii) Unlike fixed play structures, the Cocoon's physical footprint is explicitly designed for barrier-free entry, ensuring patients in wheelchairs (like our 11-year-old persona) can independently enjoy the full experience without frustration.

Marketing-Mix

To successfully implement our strategy and deliver our Unique Selling Proposition to specialized private clinics, we have aligned the traditional 4Ps with the customer-centric 4Cs framework:

Product & Customer Value

Product: The Healing Cocoon is a multi-sensory, semi-enclosed relaxation pod. It features a 180-degree short-throw projector, spatial audio, and an integrated scent system. The physical design is barrier-free and 100 % wheelchair accessible, ensuring inclusivity.

Customer Value: For the clinic, it provides a functional competitive advantage by preventing appointment delays caused by distressed children. For the consumers (like our personas - the highly sensitive 9-year-old girl and the 11-year-old boy in a wheelchair), it offers emotional safety, distraction, and a fear-free waiting experience.

Price & Cost

Price (The Revenue Model): We utilize a premium, two-tiered “razor and blades” pricing strategy.

Upfront Hardware: A one-time purchase price of 2000 € – 2500 € for the physical pod and installation.

Recurring Subscription: A monthly fee of 9.99 € – 19.99 € for software updates, new interactive environments, and fresh scent cartridges.

Cost (The Customer's Investment): From the clinic's perspective, the “cost” includes the financial purchase and ongoing maintenance. However, this is heavily offset by the perceived Return on Investment (ROI): higher patient throughput, better online reviews from relieved parents, and increased patient loyalty.

Place & Convenience

Place (Distribution): Sales are strictly B2B. We target private pediatric dental practices, child psychology clinics, and occupational therapy centers. Distribution is handled via direct sales and strategic partnerships with medical interior design firms and healthcare equipment suppliers.
Convenience (Ease of Use): The Cocoon is designed for seamless integration into existing waiting rooms with a highly efficient footprint (165 cm x 110 cm). It is “plug-and-play” and self-explanatory for children to use. Crucially, the smooth, projector-based interior is incredibly convenient for clinic staff to sanitize quickly between patients.

Promotion & Communication

Promotion (The Tactics): Our primary B2B marketing channels include presentations at dental and therapeutic trade fairs, highly targeted LinkedIn/online marketing aimed at clinic directors, and leveraging video testimonials from our local pilot installations.
Communication (The Dialogue): Our core message to clinics is: “Transform your waiting room into a calm, efficient, and inclusive experience.” Communication will focus on building clinical trust by highlighting the evidence-based emotional impact on children and the operational stress reduction for medical staff.

Brand

The name of the product is Healing Cocoon. We chose this name because it represents the idea of creating a safe and calming space where children can relax and feel protected. The concept is inspired by a cocoon, where a caterpillar transforms into a butterfly. In the same way, children enter the cocoon feeling anxious or stressed, and leave feeling calmer and more at ease.

Logo

The logo shown in the Figure 26 is based on the idea of a cocoon and a butterfly combined into one shape. It represents both protection and transformation. The soft and flowing lines give a feeling of calmness and safety, while the butterfly shape symbolizes freedom and positive change. In the center, there is a small star-like shape which represents a moment of relief or comfort. This reflects the main goal of the product, which is to reduce anxiety and create a more positive experience.

Figure 26: Healing Cocoon Logo

Color Palette

The color palette shown in the Figure 27 is based on calm and soft colors that support relaxation:

Green represents healing and nature.
Blue represents trust and calmness.
Purple represents imagination and emotional comfort.

The colors are often used in gradients, which helps create a smooth and soft transition between them. This also reflects the idea of going from stress to relaxation.

Programmes

To successfully implement our B2B go-to-market strategy, we have defined four specific, actionable promotional programs:

Direct Sales: Addressing private medical and dental practices via presentations at industry trade fairs, dental congresses, and targeted B2B mailing lists.
Online store & Website: Developing a professional digital presence to host product information, 3D renders, clinical testimonials, and an easy B2B ordering portal.
B2B Collaborations: Establishing strategic distribution partnerships with established medical practice equipment shops and healthcare furniture suppliers.
Pilot Programs: Deploying free test installations in selected local practices (e.g., pediatric dentists) to collect clinical experience reports, usage data, and video testimonials.

Budget

The Healing Cocoon is positioned as a high-end experience for children. Our financial returns are driven by a “razor and blades” revenue model:

One-time purchase: 2000 € – 2500 € for the physical hardware setup (including the pod, projector, spatial audio, and initial scent cartridges).
Subscription model: 9.99 € – 19.99 € per month for ongoing software updates, new digital projection environments, and fresh fragrance carousels.

Control

To ensure our marketing efforts yield a positive Return on Marketing Investment (ROMI), we will monitor the following Key Performance Indicators (KPIs):

Sales figures: Tracking the number of Cocoon systems sold and analyzing quarter-over-quarter sales growth.
Customer satisfaction: Conducting short surveys with clinic staff and parents to evaluate their stress reduction, alongside feedback from doctors.
Cocoon usage metrics: Observing the frequency of use in the waiting room and analyzing software data to determine the most popular projection environments and sounds.
Marketing performance: Tracking website analytics, B2B lead generation (inquiries from practices), and evaluating the success rate of trade fair contacts.
Economic control: Continuously comparing marketing expenditure against generated revenue to calculate overall ROMI.

Summary

Our preliminary marketing analysis suggests that the Healing Cocoon has strong potential to be a viable project based on our Optimal Value Proposition. If our upcoming pilot phase is successful, we anticipate the Cocoon will provide a fear-free experience for the consumer (child and parent), help mitigate costly scheduling delays for the customer (the clinic), and establish a foundation for a recurring revenue stream for the company.

Based on this market and economic analysis, the team decided to create a wheelchair-accessible, multi-sensory waiting room pod intended for private pediatric dentistry and child therapy clinics. We targeted this specific market niche because these environments experience high daily patient anxiety and have a surging demand for neurodivergent-friendly spaces, yet they avoid the strict cross-contamination regulatory barriers found in general hospitals, allowing for faster B2B adoption and high ROI.

Consequently, the team decided to design a solution with the following features added specifically for market reasons: a highly hygienic, wipeable hard-shell interior (as a market advantage over hard-to-clean VR headsets), strict physical dimensions to fit standard clinic waiting rooms, a barrier-free entryway for inclusivity, and a “razor and blades” subscription model for software and scent cartridges to ensure long-term profitability.

While the economic viability of the Healing Cocoon is clear, producing a premium hardware device requires physical manufacturing, electronic components, and material sourcing. To ensure our product is not only economically viable but also environmentally responsible, the next chapter will detail the Eco-efficiency Measures for Sustainability integrated into our structural design and product lifecycle planning.

2026/02/16 21:08 · epsatisep · 0 Comments

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**This is an old revision of the document!**

PlayGround

Introduction

Presentation

Motivation

Problem

Objectives

Requirements

Tests

Hardware Stress Testing

Web Application Stress Testing

Usability Testing

Report Structure

Background and Related Work

Research

Introduction

Concepts

Healing environments in hospitals

Digital distraction therapy

Virtual reality/Smart glasses

Cocoon environments

Products

Key Players

Direct Competitors

Indirect Competitors & Substitutes

Projects

Market Trends

Comparative Analysis

Summary

Project Management

Scope

Time

Cost

Quality

People & Stakeholder Management

Communications

Risk

Risk Classification

Likelihood and Severity Scales

Risk Register

Risk Monitoring and Review

Procurement

Project Plan

Sprint Outcomes

Sprint 8: May 21st - 28th 2026

Sprint 9: May 28th - June 4th 2026

Sprint 10: June 4th - June 11th 2026

Sprint Evaluations

Sprint 5

Sprint 6

Sprint 7

Sprint 8

Sprint 9

Sprint 10

Retrospective Summary

Summary

Marketing Plan

Introduction

Business Idea Formulation

Business Model

Market Analysis

SWOT Analysis

Strategy

Strategic Objectives

Segmentation and Targeting

Positioning

Marketing-Mix

Brand

Logo

Color Palette

Marketing Programmmes

Programmes

Budget

Control

Summary

This is an old revision of the document!