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Module 2.8: Project Report PreparationContents

1.0 Introduct ion .......................................................................................1

2.0 Anatomy of Repor t .............................................................................3

2.1 Cover Page .......................................................................................3

2.2 Title Page .........................................................................................4

2.3 Acknowledgement..............................................................................4

2.4 Table of Contents...............................................................................6

2.5 List of Illustrations .............................................................................8

2.6 Executive Summary ...........................................................................9

2.7 The Main Body...................................................................................9

2.7.1 Introduction ................................................................................9

2.7.2 The Project Area and the Need for a Project ...................................10

2.7.3 Existing Situation and its Analysis ................................................. 11

2.7.4 Identified Issues / Problems......................................................... 11

2.7.5 Recommendations ......................................................................12

2.7.6 Financial Estimate ......................................................................12

2.7.7 Proposed Management Structure .................................................. 13

2.8 Appendices or Annexes..................................................................... 13

3.0 Content Formation ...........................................................................16

3.1 Writing Sequence.............................................................................16

3.2 Justification and rationale.................................................................. 16

3.3 A Logical Structure...........................................................................16

3.3.1 Introduction ............................................................................. 17

3.3.2 Background & Context ...............................................................17

3.3.3 Technical Details ........................................................................ 17

3.3.4 Results, Proposal & Future Work .................................................. 17

3.3.5 Discussions and Conclusions ....................................................... 17

3.4 Multimedia and Visual Balance...........................................................18

3.5 Referencing.....................................................................................21

4.0 Formatting the Repor t ......................................................................21

4.1 Paper Size & Orientation...................................................................21

4.2 Margins ..........................................................................................22

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4.3 Header and Footer ........................................................................... 23

4.4 Page Numbering .............................................................................. 25

4.5 Headings ........................................................................................26

4.5.1 Hierarchy of Headings:...............................................................264.5.2 Font Size: .................................................................................26

4.5.3 Heading Fonts: .......................................................................... 26

4.5.4 Formatting text using Styles: ...................................................... 26

4.6 Table of Contents.............................................................................28

4.7 Inserting a Table ............................................................................. 29

4.8 Inserting a Picture ........................................................................... 30

4.9 Numbering of Illustrations................................................................. 31

4.10 Formatting of Text ......................................................................... 32

4.11 Editing and Fine-tuning the Report ................................................... 32

4.11.1 Spelling...................................................................................32

4.11.2 Grammar.................................................................................33

4.11.3 The capital dilemma.................................................................33

5.0 Styles of Referencing........................................................................ 34

6.0 Dos and Donts of Report Writing .....................................................40

6.1 Acknowledgement............................................................................406.2 Illustrations ....................................................................................40

6.3 Writing...........................................................................................41

6.4 Header & Footer ............................................................................. 41

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1

1.0 IntroductionA good report should be readable, interesting and well presented. Naturally the

treatment will vary greatly according to the nature of the work done;

nevertheless certain standards are generally applicable.

Five Important Steps to Report W riting

Define the problem

Gather the necessary information

Analyze the information

Organize the information

Write the report

The cover page and Acknowledgement are the starters of the report. Next in line

come the Contents. For most people, the contents list is a summary of thechapter and section headings, together with a page index, and is normally written

when the document is already complete. However, the contents list is the one

place in the document where overall structure can be examined.

The Executive Summary should be concisely written and should present the

proposed project clearly. The main body of the report should be organized into

logical parts or sections that follow along in an orderly manner. Care must be

taken while choosing the illustrations (form, quality & size). Just as a good image

can strengthen an issue or point a wrong comparison graph or a poor quality

(resolution) image can reduce its impact.

Each figure and table must be numbered and given a brief caption that

adequately explains the information displayed without unnecessary duplication.

Your conclusion is your chance to have the last word on the subject. The

conclusion allows you to have the final word on the issues you have raised in your

paper, to summarize your thoughts and to demonstrate the importance of your

ideas. It is also your opportunity to make a good final impression and to end on a

positive note.

Your conclusion can go beyond the confines of the assignment. Synthesize, don't

summarize: Include a brief summary of the paper's main points, but don't simply

repeat things. Propose a course of action and a solution to the issue.

Distribution of responsibilities and functions during the execution and later (for

operation & maintenance) is very important for the project to be called actually

successful. Thus calls for the importance of a proposed management structure.

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Module 2.8: Project Report Preparation

Appendices are useful for presenting raw data, questionnaire forms, theoretical

background or any material that is necessary for the reader but does not fit

appropriately in the main body of the report.

It may help to decide very early on in your project about the major sections

(main headings) to be used. Then systematically build up the contents of each

section (using sub-sections) as your work progresses. Check that your

presentation is in a logical sequence and the sections are coherent.

With a technical document, it is often beneficial to write the technical chapters

first i.e., the core material, leaving the introduction, discussion and conclusions &

Proposals for the end. Critical assessment should be made of your results giving

proper rationale to all the assumptions taken.

As for format, reports range from a simpler format with headings to indicate

topics, to more complex formats including charts, tables, figures, pictures, tables

of contents, abstracts, summaries, appendices, footnotes and references.

A report can contain information in a variety of forms. These include text, figures,

tables and pictures. In cases where several options are available for representing

a particular piece of information, the author can choose appropriately to make the

document a less daunting prospect to the reader through visual balance. In most

cases, however, the appropriate choice of medium is dictated by the type ofinformation to be communicated.

Text is the `filler' and provides the bridge between the figures, tables, pictures

and references. Having completed the major chore of writing the document, you

may consider that your work is complete. It is worth taking that extra small

amount of time to ensure that your document is professional and is free from

grammatical and spelling mistakes.

JnNURM - Rapid Training Programme

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2.0 Anatomy of Report

2.1 Cover Page

The cover page is the first impression and it

should be the best.

The cover page should have the following features:

Name of the Project / Title

Name of the Organisation / ULB who has

made the report

Date (Month, Year)

A typical format of the cover page is shown in

figure 8.1. Figures 8.2 & 8.3 show sample cover

pages.

Figure 8.2: Sample Cover page 1

Project Title

Date (Month, Year)

Graphic

Submitted by:

Figure 8.1: Typical Cover page Format

Figure 8.3: Sample Coverpage 2


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2.2 Title Page

The Title Page is the Cover Page w ithout graphics.

In addition to the cover page the report may have the title page. It provides the

same set of information but without graphics. The major differences with respect

to the cover page are:

No Graphics

Details on the report submitted to *

Details on the report submitted by *

(* in case these are not provided on the cover page)

The figure 8.4 shows the typical layout of the Title Page.

Project Title

Date (Month, Year)

Submitted to:

Submitted by:

Figure 8.4: Typical Title Page Format

2.3 AcknowledgementAcknowledgements are made to remember all the support obtained from

other departments, organizations and individuals. It is a way of

establishing a relationship w ith them.

This section is used to thank and acknowledge the support and help provided by

various departments, officials and independents. The name of the people is

mentioned as per their seniority in department and position. Figure 8.5 shows a

sample acknowledgement page.


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Example:

We sincerely acknowledge the valuable inputs and support rendered by the

following individuals during the course of this exercise:

Name Designation Organisation

Mr. XXXX General Manager XXX

ACKNOWLEDGEMENT

We sincerely acknowledge the valuable inputs and support rendered by the following individuals:

Shri D. Rajagopalan, IAS, Principal Secretary, Industries & Mines, GoG

Ms. Gairi Kumar, IAS, Industries Commissioner, IC, GoG

Shri. Arvind Aggarwal, IAS, Ex. Industries Commissioner, IC, GoG

Shri P.K.Pujari, IAS, VC & MD, Gujarat Industrial Development Corporation (GIDC)

Smt D. Thara , IAS District Collector, Ahmedabad.

Shri R. J. Shah, Principal Chief Industrial advisor, Industries Commissionerate, Gandhinagar

Smt Shobhna Ben Desai, D S, Industries & Mines department

Shri G. I. Desai, Dy. Commissioner of Industries (Infra), Industries Commissionerate

Shri C. B. Desadia, Joint Industries Commissioner, DIC, Ahmedabad

We would also like to thank the following individuals for extending their full support and co-operation:

Shri Sunil Parikh, Chief Corporate Affairs , Zydus Cadila

Shri Nandlal J Khanchandani, Vice President, CCCI

Shri Kirit Jani, Secretary, CCCI

Smt. Mamta Sojitra, Mamlatdar & Executive Magistrate, City Taluka, Ahmedabad

Shri. S. K. Patel, Mamlatdar & Executive Magistrate, Dascroi Taluka, Ahmedabad

Shri Rajubhai, Chitnish Branch, Collector Office, Ahmedabad

Shri. C. V. Shah, Ass. Engineer, Naroda Sub Division

Shri. B. K. Patel, Ass. Engineer, Kujad Sub Division

Shri. Bharat P. Thakor, Talati, Kathawada Village

Last but not the least; we extend our deepest gratitude to all the village people for their support and

enthusiasm during the field studies.

CEPT Project Team

Figure 8.5 Sample Acknowledgement


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2.4 Table of Contents

Contents page gives a list of all sections of the report, with major and

minor headings and the number of the page on which each section

begins.

For most people, the contents list is a summary of the chapter and section

headings, together with a page index, and is normally written when the document

is already complete. However, the contents list is the one place in the document

where overall structure can be examined.

Early organisation of the contents list is certainly not a trivial problem and may

take up to a few days to draft. The level of detail should go down to (probably)

sub-subsections, where the final level contains one key idea and takes up, at

most, two to three paragraphs of text. It may even be useful to title each

paragraph, though this may not appear in the final contents list as a formal

heading.

Again, it is important to stress that laying out the contents list is not easy.

However, some hard work at this stage will save a lot of grief later on and is pro-

active in ensuring good structure. A badly structured document inherits its own

inertia and will be very difficult (and laborious) to correct at a later stage.

The table of Contents can be automatically generated in Microsoft word

(explained later in section).

However, if one finds it difficult the table of contents can be prepared manually

also. Care should be taken while formulating the Contents page:

1. After the chapter name up to two levels of headings are sufficient (giving more

sub-subsections in the contents page will make it loose

2. Page numbers should be written on the right side of each heading. However,

this should be done at the end after the report is complete (as this may change

during editing).

3. Alternatively, one can even write the range of page numbers against the

chapter name e. g. 11-35 (Refer Figure 8.6 and Figure 8.7)


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Figure 8.6: Contents Page Sample 1

Note: There is no header on

Contents Page

Figure 8.7: Contents Page Sample 2


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2.5 List of Illustrations (Tables / Figures / Maps)

Actions speak louder than words. In a report the tables/ figures/ Maps

and any form of illustrations play the role of actions.

Care must be taken while choosing the illustrations (form, quality & size). Just as

a good image can strengthen an issue or point a wrong comparison graph or a

poor quality (resolution) image can reduce its impact. (see Figure 8.8 for a

sample of List of Tables and Figures)

Each figure and table must be numbered and given a brief caption that

adequately explains the information displayed without unnecessary duplication.

A reference to each figure or table must be made in the main body of the report,

e.g.

The results of the survey (see Table 7.1) show that .....

The layout in Figure 7.3 indicates .....

For the convenience of the

reader, you should put each

graph and table as close as

possible to the relevant text

in the report.

Figure 8.8: List of

Tables & Figures

Sample


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2.6 Executive Summary

The most important results and recommendations of the P roject should

be summarized for the convenience of the readers in the form of an

Executive Summary.

Executive summary of the report should be about 500 to 1000 words long

including the purpose of the study; the methodology used; and a summary of the

major findings, conclusions and recommendations. The summary should be

concisely written and should present the proposed project clearly.

Following outline can help one formulate a concise and good executive summary:

Introduction to the project area

Need of the Project

Main objectives

Brief of Methodology and various analysis done

Existing Situation

Issues of concern and identified problems

Recommendations & Proposals

Concluding Remarks (if any) and the road ahead

2.7 The Main Body

The main body of the report consists of existing situation, analysis,

issues identified, recommendations & proposals, cost estimates and

implementing structure.

The main body of the report should be organized into logical parts or sections that

follow along in an orderly manner. The sections ahead outline the various parts of

this main body of the report.

2.7.1 Introduction

Pro ject Objective, Purpose and Scope/ Limitations, Assumptions, and

Methods

This chapter should describe the history of the proposed project and explain how

it fits into the national sector strategy and the long-term development program.

Plus municipal responsibilities and roles of stakeholders involved.

This chapter briefly explains the reasons for the report and how it was prepared.

Preferably, the introductory chapter will contain information about:

- The Project Origin

A description of how the proposed project idea was developed.


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- The Organization and Management of the Study

An explanation on the how the whole analysis (methodology/ framework etc)

was carried out.

- Scope and Status of this Report

An explanation of how this report fits in the overall process of project

implementation.

2.7.2 The Project Area and the Need for a Project

The Project Area, Background/ History of the Problem, Need of the

Project Why?

This chapter explains why a project is needed. The following sections should be

dealt with in this chapter:

- The project Area

Description of the project area in terms of its location, District, Taluka and the

project area. Maps / Figures explaining the relationship of the project area with

surrounding important areas is important.

- The issue of Concern & The need for the project

This explains the need of the project. It is like an introduction to why the project

is important and needs to be taken up e.g.. a DPR on construction of an STP will

talk about the increasing sewage in the city and the existing inefficient treatment

system.

This is the key section of this chapter. In this section conclusions are drawn about

the need for a project in light of existing situations, standards and issues of

concern. Basically in this section it is summarized why the existing systems

cannot cope with present (and projected) demands for services.

- Objectives

Objectives that the project should achieve should be expressed both as general

development objectives and operational objectives.

General development objectives include aspects such as expected improvements,improved living standards, institutional improvements etc.

Operational objectives for the project concern improvements in existing systems

and coverage. Each objective should be quantified (to the extent possible), and a

schedule for achieving these objectives should be presented.


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2.7.3 Existing Situation and its Analysis

Existing Situation & its Analysis, Projections & Demand Assessment,

Surveys & Investigations, methodologies of survey, the results &

conclusions

How it exists? What it w ill be?

This chapter forms the backbone of whole report with the existing and past

population patterns and projections, existing service levels and standards, various

relevant analysis and prospects for improving and expanding existing systems.

It can be broadly divided into the following sections.

- Population Patterns

This section gives an outline of the existing and past demographic trendsincluding total population, Growth rates, density, sex ratio, literacy rate and any

other relevant parameters. The distribution of all the parameters should be shown

in graphs / tables / maps as they exist in the project area.

- Economic and Social Conditions

This section gives a general description of present living conditions for people of

different socio-economic and ethnic groups. It can cover themes like religion,

income group distributions, caste distribution pattern etc depending upon its

relevance with respect to the project.

- Existing Situation Analysis

This section elaborates the existing situation in terms of various relevant

parameters as per the requirement of the project e.g. A DPR on Road alignment,

strengthening and widening will explain segments like traffic surveys, Road

sections, street furniture etc.

Here the results of various surveys and investigations are also explained like the

O&D survey, trip generation analysis for road project. Also it explains what the

scale of these problems will be in the future (explained through projections of

Solid waste generated, sewage generated, traffic bottlenecks etc.)

2.7.4 Identified Issues / Problems

Issues of Concern, and problems related to the subject of the report

What is the problem?

The results of all the analysis, conclusions drawn and the identified problems are

elaborated under this chapter. The issues listed here should be supported by

relevant illustrations like graphs, tables and pictures.


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2.7.5 Recommendations

Proposals, suggestions, recommendations

What needs to be done?

The final suggestions and recommendations are put together to form this chapter.

This is the chapter what everyone (who looks at the report) is interested in.

Introductions and conclusions can be the most difficult parts of report to write.

While the body is often easier to write, it needs a frame around it. An introduction

and conclusion frame your thoughts and bridge your ideas for the reader.

Your conclusion is your chance to have the last word on the subject. The

conclusion allows you to have the final word on the issues you have raised in your

paper, to summarize your thoughts and to demonstrate the importance of your

ideas. It is also your opportunity to make a good final impression and to end on apositive note.

Your conclusion can go beyond the confines of the assignment. Synthesize, don't

summarize: Include a brief summary of the paper's main points, but don't simply

repeat things that were in your paper. Propose a course of action and a solution

to the issue.

Here the proposals given should also be phased out over time e.g. which roads

should be widened and strengthened in the first 2 years, 5 years, 10 years so on

and so forth.

2.7.6 Financial Estimate

How much?

The block cost estimates of the proposals made in the earlier chapter are

compiled in this chapter. The estimates made here are approximate and bound to

change with specific site conditions and change in market rates through the

completion of the project.

This is very important as the ULB needs to pre-plan its budget for the year and

thus make effective use of its grants and other funds available. Also more

expenses and less funds can help the ULB to scale the grant it needs to demand

from the government for the execution of the project.


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2.7.7 Proposed Management Structure

Who w ill do what?

Distribution of responsibilities and functions during the execution and later (for

operation & maintenance) is very important for the project to be called actuallysuccessful. Thus calls for the importance of a proposed management structure.

Making an STP (Sewage Treatment Plant), through the process of projections,

analysis, suggesting new and innovative systems, cost effectiveness, all can go

down the drain if there is nobody stipulated to take charge of its operation and

maintenance.

Here the existing organization structure should be explained in relation to the

proposed structure modifications and additions. This can be explained very well

through help of a flowchart. Which can be made easily in Microsoft word.

2.8 Appendix or Annex

References, Datasheets, Forms, Pr incipals

Appendices or Annex are useful for presenting raw data, questionnaire forms,

theoretical background or any material that is necessary for the reader but does

not fit appropriately in the main body of the report. Each appendix should be

given a number and a title, included in your list of contents, and referred to in the

text, e.g.

Example:

The Estimate is based on the Schedule of Rates (Refer Appendix 2) .......

Or

The Estimate is based on the Schedule of Rates (Refer Annex 2) .......

In case the annex is linked to each other e.g two annex giving some information

of the same parameters can be numbered as:

Annex 2A: Table showing Vehicle count on NationalHighway 8

Annex 2B: Table showing Modal split on National

Highway 8

Generally, appendices should contain relatively standard derivations and perhaps

lists of parameter values, which would interfere with the continuity of the main

body of the document. In particular, the appendix section should not contain:

All the figures corresponding to the document. Ideally these should appear

alongside the appropriate text, or else after the references in a separate

section.


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Photocopies of data sheets, or other easily-accessible material.

Any material which is crucial to the continuity or flow of the `story' in the

main technical sections.

As with the main document sections, the appendices should reference all material

which is not the authors original work. All appendices should be numbered

consecutively, for example Appendix 1, Appendix 2, etc., in order to allow cross-

referencing from the text. Figure 8.9 and 8.10 portrays sample Appendices.

Figure 8.9: Appendix Sample 1


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Figure 8.10: Appendix Sample 2


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3.0 Content FormationIt may help to decide very early on your project about the major sections (main

headings) to be used. Then systematically build up the contents of each section

(using sub-sections) as your work progresses. Check that your presentation is in

a logical sequence and the sections are coherent.

3.1 Writing Sequence

With a technical document, it is often beneficial to write the technical chapters

first i.e., the core material, leaving the introduction, discussion and conclusions &

Proposals for the end. This is especially important when some results are still not

available and the time has come to begin writing your document. Even in cases

where all results are available, leaving the introduction until the end allows a

better perspective to be had on the document as a whole.

3.2 Justification and rationale

For each idea presented, you should establish some rationale or motivation for its

undertaking and any assumptions made must bejustified.

Remember to mention the source of all information used in the report. Also the

standards & guidelines relevant to the project and project area should be

mentioned and rationally used for giving the proposals.

Similarly, critical assessment should be made of your results giving properrationale to all the assumptions taken.

3.3 A Logical Structure

Logical structure means the natural

unfolding of a story as the reader

progresses through the document.

This is achieved by going from the

general to the specific, with the

background material preceding the

technical expose, which should leadlogically to the conclusions.

Everything should support the

conclusions and naturally lead up to

them. Remember this when

constructing your contents list. A

typical technical report has the

progression as shown in Figure 8.9.Figure 8.9: Report structure

If some of the detail is standard, but


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possibly difficult to obtain, it can be included as an appendix. More information on

appendices is given in Section 8.1.8.

The generic organization in terms of chapters of the report is as follows. (Note

these are only guidelines)

3.3.1 Introduction

What is the problem you are trying to solve? What is the approach (your

methodology) you are taking? What is important about this work? Basically you

want to motivate what you are doing and why you are doing it.

3.3.2 Background & Context

Describe related work and background on the subject / area / project you are

doing your work in.

3.3.3 Technical Details

- System in Action (existing Situation)

An actual demonstration of the system in action with examples is good if

appropriate for your work.

- Issues Identified

What are the issues identified after the analysis?

3.3.4 Results, Proposal & Future Work

What is the overall design of what you are doing? Why did you take this

approach? What alternatives did you consider? What issues came up during the

development of the project design? Did you have to make any changes in your

design? How do you plan to implement the project? Based on the results and

evaluations what work can be done in the future? This section is often included as

a separate chapter.

3.3.5 Discussions and ConclusionsWhat is important about your project? What summary statements can you make?

What did you learn in this project?

The last section of each project report should be Summary'' and a sumup of the

conclusions of the project.


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3.4 Multimedia and Visual Balance

A report can contain information in a variety of forms. These include text, figures,

tables and pictures. The following subsections contain some information regarding

the appropriate use of each. However, choosing different means of representation

can also be used to give visual balance to the document, for example by breakingup long sections of text with equations, tables or figures. In cases where several

options are available for representing a particular piece of information, the author

can choose appropriately to make the document a less daunting prospect to the

reader through visual balance. In most cases, however, the appropriate choice of

medium is dictated by the type of information to be communicated.

The example here shows the same set of information in a Table, Chart and a Map.

(Refer Table 8.10, Map 8.1 and Figure 8.11)

NAME

AREA IN SQ

KM

TOTAL

POPULATION

DENSITY

PERSON /

SQ.KM

GROWTH

RATE

(%)1991-2001

FAMILY

SIZE LITERACY

SEX

RATIO WPR

KUDATHINI 78.3 12247 156 23.3 5.6 55.1 933.8 42.5

THIMMALAPURA 15.8 1958 124 35.6 5.6 46 998.0 51.7

BUVVANAHALLI 3.0 1147 384 34.2 5.9 50.1 662.5 47.9

DHARAMSAGAR 13.2 1554 118 19.1 5.5 48.7 153.7 54.0

GADIGANUR 14.6 4513 310 23.5 5.8 39.8 136.2 49.0

UPPARAHALLI 15.2 1776 117 26.6 6.9 44.4 991.0 55.4

KOTTIGINAHAL 10.5 425 41 25.4 6.9 59.9 200.8 54.3

CHIKKANTAPUR 14.7 1094 74 25.6 5.9 59.4 1033.5 56.2

KURREKUPPA 21.7 10817 499 27.8 5.3 56.6 911.8 53.9

NAGALAPUR 4.5 1538 339 31.1 5.4 47.1 912.9 52.3

DAROJI 39.7 8851 223 14.9 5.6 41.5 991.2 39.8

S.BASAPUR 8.8 1371 156 17.0 6.0 51.7 1004.4 48.0

TALUR 13.6 3371 248 36.4 5.8 42.3 938.5 48.0

TORANGAL 25.1 6324 252 43.9 5.4 62 865.5 41.6

VADDU 13.0 5652 435 121.0 5.4 67.3 819.1 43.8

Y.HALLI 12.5 488 39 9.4 6.6 59.5 983.7 50.2

KODALU 21.4 1616 76 18.9 6.1 45.3 970.7 55.4

BELLARY DISTRICT 8450 1320290 240 22.41 5.4 45.28 969 45.4

KARNATAKA 1,91,487 34889033 276 17.52 56.87 965 44.5

Table 8.10: Demographic Profile of Selected Villages of Vijaynagar Master Plan Area


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Map 8.1: Growth Rate (1991-2001) across villages of Vijaynagar Master Plan Area

Figure 8.11: Growth Rate (1991-2001) across villages of Vijaynagar Master Plan Area

0

20

40

60

80

100

120140

KUDATHINI

THIMMALAPURA

BUVVANAHALLI

DHARAMSAGAR

GADIGANUR

UPPARAHALLI

KOTTIGINAHAL

CHIKKANTAPUR

KURREKUPPA

NAGALAPUR

DAROJI

S.BASAPUR

TALUR

TORANGAL

VADDU

Y.HALLI

KODALU

GROWTH RATE (%)1991-2001


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The example here shows the table, Map and a Bar Graph showing the Growth rate

in various villages across Bellary district of Karnataka.

While the table only gives figures and lists data with respect to the village name,

the graph helps us compare the information across the villages. Looking at the

graph one can easily tell that Vaddu has the highest growth rate, while Y.halli

has the lowest.

The map on the other hand not only helps us identify the village with the highest

growth rate but also helps us put the information spatially. The map clearly shows

that Vaddu with the highest growth rate is one of the villages falling under the

impact of the industrial unit and thus its growth is justified. Thus we can compare

values and parameters in the same representation.

Thus attempt should be made to put maximum information in the form of maps

and atleast graphs / charts, so as to make analysis and interpretation easier.

A. Figur es Char t s o r Graph s

A chart or graph is a type of information graphic or graphic organizer that

represents tabular numeric data and/or functions. Charts are often used to make

it easier to understand large quantities of data and the relationship between

different parts of the data. Charts can usually be read more quickly than the raw

data that they come from.

``A picture tells a thousand words''? There is great substance in this statement,

and nowhere more obvious than in Detailed Project Reports. Use figures liberally

to communicate specific results (graphs) and show an overview of the system

being described through block diagrams, etc. Where possible, put multiple plots

on the same axes, so that comparative conclusions can be drawn (e.g.

comparison of growth rate in past few decades) (See Figure). Ensure that each

figure has a number and a title, so that it can be referenced from the text.

Certain types of charts are more useful for presenting a given data set than

others. For example, data that presents percentages in different groups (such as

Existing Land Use Distribution) are often best explained in a pie chart. On the

other hand, data that represents numbers that change over a period of time

(such as "Population Growth from 1990 to 2000") might be best shown as a line

chart or a Bar Graph.

B. Table s

A table is a set of data elements (values) that is organized using a model of

horizontal rows and vertical columns. The columns are identified by name, and

the rows are identified by the values appearing in a particular column subset


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which has been identified as a candidate key. Tables are an excellent means of

giving an overview of numerical results or providing information in a form which

lends itself to comparison. Again, ensure that each table has a number and a

title, so that it can be referenced from the text.

C. Pi ct u r e s / I m a g es / D ia g r am s / Fl o w c h a r t s

The text that is written in the report should be supported by relevant pictures.

This is especially important to put across the existing situation and to highlight

the issues of concern.

Also, existing organization structure of system followed can be well explained with

the help of a diagram or flowcharts. Such flowcharts can also help illustrate the

proposed systems and structures for better and faster understanding.

3.5 Referencing

Reference citations in the text should be in brackets giving the author(s)

surname(s) and year of publication. If the name of the author occurs in the text,

the year should be in brackets. Refer Section 5.0 for style of referencing.

4.0 Formatting the ReportAs for format, reports range from a simpler format with headings to indicate

topics, to more complex formats including charts, tables, figures, pictures, tables

of contents, abstracts, summaries, appendices, footnotes and references.

This section outlines the basic features and procedures of formatting. It also

outlines some very basic procedures of the software Microsoft work (which is

most frequently used for report making).

4.1 Paper Size & Orientation

The steps below show how to Set the Paper size in Microsoft Word (Refer Figure

8.12).

In order to select paper size, follow the following steps:

1. On the File menu, click Page Setup, and then click the Paper tab.

2. Click a paper size.

Note: To change the paper size for part of a document, select the pages and

then change the paper size as usual. In the Apply to box, click selectedtext.


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Figure 8.12: Setting Paper Size and Page

Orientation

The steps below show how to set the Paper Orientation in Microsoft Word.

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To change Paper Orientation:

1. On the File menu, click PageSetup, and then click the Margins tab.

2. Under Orientation, click Portrait or Landscape.

4.2 Margins

Page margins are the blank space around the

edges of the page. In general, you insert text and

graphics in the printable area inside the margins.However, you can position some items in the

margins for example, headers, footers, and

page numbers.

Microsoft Word offers several page margin

options. You can:

Use the default page margins or specify

your own.

Add margins for binding. Use a gutter

margin to add extra space to the side or

Figure 8.14: Setting up Margins


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top margin of a document you plan to bind. A gutter margin ensures that

text isn't obscured by the binding.

Figure 8.13 shows the type of margins in a document.

Gu t t e r m a r g i n s

Figure 8.13: Margins

M i r r o r m a r g i n s The steps below show how to change the Page

Margins in Microsoft Word (Also Refer Figure

8.14).

To Change Page margins follow these

steps:

On the File menu, click Page

Setup, and then click the Margins

tab.

Under Margins, select the optionsyou want.

4.3 Header and Footer

Headers and footers are areas in the top and

bottom margins of each page in a document.

(See figure 8.15)

Generally the Header and Footer contain the

data like, Chapter number, name of the

Chapter, Name of the Project, Name of the

Organisation, Month & Year and page number.

Figure 8.15: Header & Footer in a

document

Though there is no set format of the header

and footer and can be made to look as per the

writers perception, the following format shows

general outline of the features, their formatting

and placement. (See Figure 8.16 & 8.17)

Figure 8.16: Header & Footer Toolbar

Header & Footer Toolbar Switch between Header & Footer


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Figure 8.17: Adding Header & Footer

Header & Footer

On the View menu, click Header and Footer to open the header or footer area on a

page. To create a header, enter text or graphics in the header area.

To create a footer, click Switch Between Header and Footer on the Header

and Footer toolbar to move to the footer area, and then enter text or graphics.

If necessary, format text by using buttons on the Formatting toolbar.

When you finish, click Close on the Header and Footer toolbar.

Note: To change the paper size for part of a document, select the pages and then change the

paper size as usual. In the Apply to box, click Selected text. Microsoft Word automatically

inserts section breaks before and after the pages with the new paper size. If your document is

already divided into sections, you can click in a section or select multiple sections, and then

change the paper size.

based on that template automatically uses the new margin settings.

Change page m arg ins

1. On the File menu, click Page Setup, and then click the Margins tab.

2. Under Margins, select the options you want.

Note: To change the default margins, click Default after you select new margin settings. The

new default settings are saved in the template on which the document is based. Each new

document based on that tem late automaticall uses the new mar in settin s.


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4.4 Page Numbering

Normally the Page numbers are provided on the bottom right corner of the page

as a part of the footer. Microsoft Word provides two ways to add page numbers.

In either case, the page numbers appear in the header or footer at the top or

bottom of the page. The steps below show how to add Page Numbers in MicrosoftWord (Also Refer Figure 8.18).

To add basic page numbers to headers or footers:

On the Insert menu, click PageNumbers.

In the Position box, specify whether to print page numbers in the header at

the top of the page or in the footer at the bottom of the page.

In the Alignment box, specify whether to align page numbers left, center, or

right relative to the left and right margins, or inside or outside relative to the

inside and outside edges of pages that will be bound.

If you don't want a number on the first page, clear the Show number on first

page check box.

Select any other options you want.

Figure 8.18: Inserting Page Numbers


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4.5 Headings

The following things should be kept in mind when forming headings of the

document:

4.5.1 Hierarchy of Headings:

There should be hierarchy of headings in any documents and accordingly their

formatting should be done e.g. Heading 1 can be the chapter, heading 2 the

sections and heading 3 the sub sections. Care should be taken to avoid excessive

use of minor headings.

4.5.2 Font Size:

The size of font selected for the headings should be in their order of hierarchy

from largest to smallest for heading 1 to further. Care should be taken that no

heading font size should be smallest than the body text.

4.5.3 Heading Fonts:

One should be careful while choosing the font for a heading. It should be legible

and not contrasting to the other fonts used in the document. Also care should be

taken not to use more that 5 fonts in one document.

4.5.4 Formatting text using Styles:

A style is a set of formatting characteristics that you can apply to text, tables,

and lists in your document to quickly change their appearance. When you apply a

style, you apply a whole group of formats in one simple task.

For example, instead of taking three separate steps to format your title as 16 pt,

Arial, and centre-aligned, you can achieve the same result in one step by

applying the Title style.

The following are the types of styles you can create and apply:

A paragraph style controls all aspects of a paragraph's appearance,

such as text alignment, tab stops, line spacing, and borders, and can

include character formatting. A character style affects selected text within a paragraph, such as the

font and size of text, and bold and italic formats.

A table style provides a consistent look to borders, shading, alignment

and fonts in tables.

A list style applies similar alignment, numbering or bullet characters,

and fonts to lists.

You can create, view, and reapply styles from the Styles and

Formatting task pane. Direct formatting that you apply is also stored

in this pane, so that you can quickly reapply it.


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The following steps explain the process of setting styles in Microsoft Word (also

refer 8.19)

1. Modifying the styles and formatting

2. If the Styles and Formatting task pane is not open, click Styles and

Formatting on the Formattingtoolbar.

3. Right-click the style you want to modify, and then click Modify.

4. Select any options you want.

5. To see more options, click Format, and then click the attribute such as

Font or Numbering you want to change.

6. Click OK after you've changed each attribute, and then repeat for any

additional attributes you want to change.

Figure 8.19: Setting up Text Styles


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4.6 Table of Contents

A table of contents is a list of the headings in a document. You can use a table of

contents to get an overview of the topics discussed in a document.

You can create a table of contents using the built-in heading styles and outline-level formats in Microsoft Word. After you've specified the headings to include,

you can choose a design and build the finished table of contents. When you build

a table of contents, Word searches for the specified headings, sorts them by

heading level, and displays the table of contents in the document.

The easiest way to create a table of contents is to use the built-in outline-level

formats or heading styles. If you are already using outline-level formats or

built-in heading styles, follow these steps: (Refer Figure 8.20)

Click where you want to insert the table of contents.

On the Insert menu, point to Reference, and click Index and Tables.

Click the Table of Contents tab.

To use one of the available designs, click a design in the Formats box.

Select any other table of contents options you want.

Figure 8.20: Inserting Table of Contents


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4.7 Inserting a Table

The section below gives the steps to form a table in Microsoft Word (Refer Figure

8.21).

Microsoft Word offers a number of ways to make a table. The best waydepends on how you like to work, and on how simple or complex the table

needs to be.

Click where you want to create a table.

Click Insert Table on the Standard toolbar.

Drag to select the number of rows and columns you want.

You can also use the Insert Table command: Use this procedure to make

choices about the table dimensions and format before the table is inserted into

a document.

Figure 8.21: Inserting a Table


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4.8 Inserting a Picture

The steps below show how to insert a picture in Microsoft Word (also refer figure

8.22).

To insert a picture from a file:

1. Click where you want to insert the picture.

2. On the Insert menu, point to Picture, and then click From File.

3. Locate the picture you want to insert.

4. Double-click the picture you want to insert.

Figure 8.22: Inserting Picture in Microsoft Word


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4.9 Numbering of Illustrations

A number of times people get confused when numbering tables, figures & maps.

One should be careful while doing so.

Few things should be kept in mind while doing so:1. The Tables, Figures and Maps should be numbered separately, i.e. should have

their own numbering sequence. Though at times when tables and figures relate

with each other they can fall in the same sequence. Annexure 8.1 explains the

sequencing.

2. The numbering of all illustrations should start with the chapter number they

fall under, e.g. the tables & figures of chapter 2 will have the following sequence:

Table 2.1, Table 2.2, Table 2.3, Table 2.4.so on and so forth

Figure 2.1, Figure 2.2, Figure 2.3, Figure 2.4.so on and so forth (in case the

tables and figures follow separate sequences)

Similarly for Map sequence for chapter 4 will be:

Map 4.1, Map 4.2, Map 4.3, Map 4.4.so on and so forth

Table 2.1, Table 2.2, Figure 2.3, Table 2.4 so on and so forth (in case the

tables and figures follow the same sequence)

3. Note that the numbering is in the format:

.

i.e. 2.1, 2.2, 2.3 and so on.

The Chapter number stays constant for all the illustrations falling in that chapter

and the sequence number changes as per their appearance and reference in the

chapter.

4. Preferably, the illustration should come on the same page (or the next page)

where it is referenced to (in the text), unless there is space constraint.

5. All maps should be (preferably) shown in the same scale.

6. All maps should have a graphical scale, sheet title, legend and north direction

market in the format. (See Annexure 8.2)

7. The Map no. should come as a part of the format.


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4.10 Formatting of Text

Text is the `filler' and provides the bridge between the figures, tables, pictures

and references. Basic formatting of the text can be done under the Styles and

Formatting tab as explained earlier in the headings sub section. However, along

with the style the fine tuning of the text should be taken with care as explained inthe next section.

4.11 Editing and Fine-tuning the Report

Having completed the major chore of writing the document, you may consider

that your work is complete. It is worth taking that extra small amount of time to

ensure that your document is professional and is free from grammatical and

spelling mistakes.

4.11.1 SpellingThis may seem a small an unimportant point for engineering text, but poor

spelling makes a document seem sloppy and may convey an impression that the

report content is as loose as the general appearance. There are spelling checkers

in virtually every word processor now. (See Figure 8.23).

Figure 8.23: Spell Check in Microsoft Word


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4.11.2 Grammar

Same here as for spelling. Many word processors now have grammar checkers as

well as spell checkers, but the usefulness of these is debatable, so don't rely on

them. If in doubt, keep your sentences short and don't be afraid to ask somebody

how to use punctuation correctly (Refer Figure 8.24).

Figure 8.24: Grammer Correcting in Microsoft Word

4.11.3 The capital dilemma

Avoid excessive use of capital letters. One recommendation is to only use capitals

for proper nouns (such as place names, company names, etc) and in places

where acronyms are being defined, e.g., Urban Local Body (ULB). Acronyms

should be defined at the first point of usage and the acronym can then be used

freely. Try to avoid the use of capitals for emphasis, use boldfacing or italics

instead. Capitals can be used effectively to differentiate between different section

heading levels, such as in this document i.e., the next level up uses capitals to

start each word in the subsection title. However, if you wish to do this, or

differentiate between different heading levels in a different way, make sure you

are consistent in the way you do this.


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5.0 Styles of Referencing

Article: Per iodical- Journal has a volume number and an issue number

Author,(Date), Title of Artie, Title of Journal .volume of journal (number of

issue) : date of issue, page reference.

a) DATTA, J.P.(1988), Television Advertising, Communicare, 7(3): March11, p(12-15).

b) KOTHARI,R.& PATEL,S. (1993) The ADA and the Hiring Process inNGOs, Consulting Psychology Journal: practice and research,45(2),p(34-37)

Article: Per iodical- Journal has a seasonal Date

Author (Date), Title of Journal, volume or number of issue: Season, ( page

reference)

Ghosh, S.T. (1986), The Semantics of Mind Reading, Psychology

Today,19:Fall,p(34-37).

Article: Magazine ( Magazine= Popular Literature)

Author (Date), title of article Title of journal, volume or number of issue : date,

(page reference).

Goswami, M.T. (1988), Should privatisation proposer ? SAA in the year 1990.

The Argus : May 17, pp3

Article : Newspaper Anonymous (no name of reporter/ author)

Unknown, Title of article, (Date) Title of newspaper, Month and day,page

reference.

Unknown, New drug appers to sharply cut the risk of death from heart failure

(1993). The Washington post : July 30, pp A12

Book : Corporate author

Author (Date), Title : subtitle. Publisher : Place

a) SANLAM. (1998), Annual report : 1998. Sanlam : Bellville.b) Employee Benfit Research Institute. (1992, February). Source of health

insurance and characteristics of the uninsured, (Issue Brief No. 123),Washington, DC.

Note 1. When an organisation writes a book it is known as the corporate

author.


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Book : Single Author

Authors (Date), Title : subtitle, Publisher : Place

a) Das, R.S., SMITH, P.G., ROSSITER, I. & KING, P.Q. (1987), The tenets ofmoral phylosophy, Van Nostrand : New York.

Book : No Author

Unknown, Title. Date. Place : Publisher

Unknown, Advertising in the Western Cape (1990), ABC Publishers : Cape Town.

Note When no author is known, write unknown and start with the title.

Book : Chapter from a book w ith different contributors

Authors, (Date) Title: subtitle of the chapter, (In Editors of book (eds.)), Title ofbook, Publisher : Place, (Page references.)

a) Gupta, R.A. (1981), Retrieval inhibition as an adaptive mechanism inhuman memory, (In Roediger H.L. III & Craik, F.I.M. (eds.)), Variety ofmemory & consiousness, Erlbaum : Hillsdale, NJ., p (309-330).

b) Banerjee, R.A. (1981), The place of values in a world of facts, (In Duff,A.& Smithon, W.O., (eds)), The nature of the physical universe, Prentice-Hall : Englewood Cliffs, N.J., p (124-139).

Book : Editors (or compilers)

Authors (eds) (Date), Title : subtitle, Publisher : Place.

Joshi, B.P. & Patel, G.(eds.) (1984), Child psychology :an introductory guide for

parents and teachers, Penguin : Harmondsworth.

Book : Edited

Author (Date), Book Section Title, name of the editors (eds.), Book Title (city :

Publisher).

Eg : Joshi, J.O. (1989), Development Alternatives for Tropical Rain Forests, In :

Leonard, H.J. (ed), Environment and Poor : Development Strategy for common

Agenda, New Jersey, USA.

Book : Particular Edition

Author (Date), Book Title, nth edition, City : Publisher.


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Book : Review Anonymous (no author)

Anonymous (Date), Title of the book being reviewed, By Author of the book,

Reviewed in : Title of journal review is published in, Issue : Date of issue, Page

references.

Anonymous (1997), The beach, by Alex Garland, Reviewed in : Publishers

weekly, 243 : December 2, pp 39.

Book : Review Author of review indicated

Author of the review (Date), Title of the book being reviewed, Author of book,

Reviewed in : Title of journal review is published in, Issue : Date of issue, Page

reference.

Patel, M. (1997), The beach, by Alex Garland, Reviewed in : Village voice, 42 :

March 11, pp 56.

Book : Two items by same author in the same year

Authors (Date a), Title, Place : Publisher, (qualification).

Desai, Gillian S. (1982a). The allegorical novels of J.M. Coetzee, Rhodes

University : Grahams town, (PhD thesis).

Amrutya, Gillian S. (1982b). Aspects of style in the novels of J.M. Coetzee,

College English, 35(6) : September, (p 34-41)

Book : Unpublished

Author (Date), Title, Institute Name (Unpublished)

Durani, S. (1993), Chemical and Pollution Studies of Some Springs an lakes of

Jammu and Kashmir States, Unpublished Ph.D. Thesis, Jammu University :

Jammu, (pp 122).

Book : Trnslation

Author (Date), Title, Institute Name, Translated by, Publisher : Place.

Desai, A.I. (1957), Mathematical Foundations of Information Theory, Translated

by Silverman, R.A. and Friedman, M.D., Dover : New York.

Book : Pseudonymous Publication

Patel, N. [Ogrady J.] (1957). They are a Weird Mob, Ure Smith : Sydney.


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Book : Scared, Classic

Eg. Mahabharata. Gita. The Bhagawad Gita, with an introductory essay, Sanskrit

Text, English Translation and notes by S. Radhakrishnan.

Working Paper :Author (Date), Title, Working paper No., University name, City.

Essay :

Author (Date), Title of the essay, Published in book/journal/magazine, (City :

Publisher).

Brochures

Name of organisation that produced that produced the brochure (Date), Title of

brochure, edition. [Brochure], Author.

Research and Training Centre on independent Living (1993), Guidelines for

reporting and writing about people with disabilities. 4th ed. [Brochure], Lawrence,

KS : Author.

Conference Proceedings

Author (Date), Title paper of paper, Title of published document Place and date

of conference, page reference(s), publisher : place (of publication).

Sreenivas, Mavis.(1994), The role of the court interpreter in the new South

Africa, Proceedings of the 1994 Conference of the South African Institute of

Translators, Bolemfontein, 18-23 June 1994, (pp. 46-59), The institute :

Johannesburg.

Correspondence

Author of the letter (Date), Description of the type of the correspondence, Date of

correspondence. [Note of location of the origional document]

banerjee, C. (1997), Letter to the town Clerk of Stellenbosch, 5 May 2002,

[original copy in records of the town council of Stellenbosch.]

Course Notes

Author (Date), Title : sub-title, Name of Institute : Place, [indicate that these are

course notes]

Dey, E.S.(2002), English Literature : from Beowulf to Virginia Woolf, The

Cape Technnikon : Cape Town, [Course notes.]


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Database Abstract

Author (Date) Title of Journal, volume (number of issue) ; page reference

[name of data base and reference number of abstract]

UNDERWOOD, M.(1998), The role of anti-oxidants in cancer of the colon, Thelancet, 135(3) : pp 34-45, [Abstract in the MEDLINE database, ref. no

98453765.]

Dictionary

Title, subtitle, Edition, (Date), Publisher : Place

a) Merriam-Websters collegiate dictionary, 10th ed, (1993) Marriem-Webster : Springfield, MA.

b) Shorter Oxford dictionary, 9th ed. (1993), OUP : Oxford

Encyclopedia Author indicated

Author (Date), title article, Title of encyclopedia, volume of encyclopedia,

page reference.

Gupta, B.P.(1985), Nuclear energy, McGraw-Hill encyclopedia of science and

technology, 12 : pp 127-129

Encyclopedia Author indicated

Anon. (Date), Title article. Title of encyclopedia volume of encyclopedia, page

reference.

Hirway. (1983), Medieval manuscripts, Encyclopedia Americana, 14 : pp 346-

347

GOVERNMENT PUBLI CATI ONS :

De p a r t m e n t s

Correct name of country, Name of department, (Date), Title, Publisher : Place.

India, Department of Home Affairs, (1980), Guidelines for chairmen of

publications committees, Government Printer : New Delhi.

L a ws

Name of the country (jurisdiction) (Date), Title of act, Place : Publisher. [Laws]

India (1982). Atomic Energy Act, No 92 of 1982, Government Printer : New Delhi,

[Laws.]


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I n t e r n e t

Author (Date), Title Title of website, [Online], Available :URL (Internet

address), [Date you accessed the site].

Roy, G. (1996), Project Aristotle(sm) : automated caterogization of Webresources, [Online]. Available :

http://www.public.iastate.edu/~CYBERSTAKS/Aristotle.htm [4 September 1996].

I n t e r v i e w

Name of person interviewed (Date), Description of interview with day, month and

year. [format]

a) Patel, Dene. (1987), Interview with the author on 4 August 1987. CapeTown [Cassette recording in possession of author]

b) Basu, K.W. (1993) April 18 [Personal communication].

Pub l isher : Soc ie ty

Author (Date), Title : sub-title, Publisher : Place

Datta, K., (ed.)(1985), The libertines guide to the use of AACR2, Library

Association : London.

Secondry Source (on e source c ited in ano th er source)

Author (Date), Title : Sub-title, Journal Title, Volume : Page references.

Bandyopadhyay, B., ATKINS, P., & HALLER, M. (1993), Models of reading

aloud : Dual-route and parallel-distributed-processing approaches, Psycological

Review, 100 : pp 589-608

Telephon ic Conversa t ion

Goswami, S, (personal communication. April 18, 1993).

Tel iv is ion Broadcast

Name of the producer, (Title of the producer). (Date), Title of the programme.

Broadcast service : Place, Month and day.

The Yashraj, Gharana, (1993), Public Broadcasting Service : New Delhi, India, Oct

11.

Thesis and d isser ta t ions

Author (Date), Title of article. Title : subtitle, Place : Academic

institution. (Degree). [format if other than print]s


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Patel, P, (1990), Fathers participation of family work : consequences for fathers

stress and father-child relations, University of Victoria : British Columbia, Canada

(MA-thesis.)

VideoTitle : Subtitle (Date), Publisher : Place. [format]

a) The interview game (1985), BBC : London. [Video recording]b) Silent hunter (1986), Producer, John Varty ; director, Duncan McLachlan.

S.l. Londolozi Productions. 1 videocassette (VHS) (49 mins). [Viseorecording]

Mot ion Pic tu res / Fi lms

E.g. The earth (motion pictures) Bombay, Min. of information, Government of

India (1998), 40 min.sd.color 16mm.

Maps

E.g. Indian Summer, Rainfall and winds, Delhi, Suresh and co. (1965), Col map

75 x 15 cm.

6.0 Dos and Donts of Report WritingThis section is intended to provide practical advice on writing guidelines that

followed when writing a report. These guidelines are common errors of English

that people make.

6.1 Acknowledgement

While writing the acknowledgement, name the people in hierarchy of position and

department i.e.

General Manager, Deputy General Manager, Project In-charge, so on and

so forth, and

Central Government Department, State Government Departments, District

level Departments, so on and so forth.

6.2 IllustrationsTables and figures are good additions to any report. A useful writing methodology

is to determine the set of tables and figures you plan to use first then ``talk

around'' them in your text.

Each table and figure you use should have a caption. Captions for tables always

go above the table and captions for figures always go below the figure. A simple

rule to remember is table at top, figure at foot.''


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6.3 Writing

Re-check any sentence in which you repeat the same word more than once. This

situation is often an indication that one of the repeated words can be dropped or

the sentence should be rewritten.

6.4 Header & Footer

There should be no Header on:

The Preamble/ Preface

The First page of every Chapter (1, 2, 3 and so on), Contents, List of

Tables/ Figures/ Maps

There should be no header & Footer on:

The Cover Page

The Title Page

Acknowledgement Page

Project Team Page

MOD-2.8

Documents

Transcript of MOD-2.8