Report Writing(Chp 7)

8/3/2019 Report Writing(Chp 7)

1/72

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

REPORT WRITING

Bernard Kumi-Boateng5 May 2012


2/72


Presentation Outline

Objectives of Lecture The Need for Report Writing

Steps in Writing Reports

Types of Report Writing

Precautions & Mechanics of Report Writing

Proposal & Project Report Writing (UMaT Format)


3/72

Objectives of Lecture

Present and defend a good research proposal andreport;

Present a good reference citation and list; and

Apply the UMaT format for project proposal andreport writing.



4/72


Why Report Research Findings?

The most brilliant hypothesis, well designed and

conducted research study, and

the most striking generalizations and findings are of littlevalue unless they are effectively communicated toothers.

The purpose of research is not well served unless thefindings are made known to others.


5/72

Why Report Research Findings?

Writing of report is the last step in a research study and

requires a set of skills somewhat different from thosecalled for in respect of the earlier stages of research.

This task should be accomplished by the researcher withutmost care;

he may seek the assistance and guidance of experts forthe purpose.



6/72

Steps in Writing Report

The usual steps involved in writing report are:

(a) logical analysis of the subject-matter;

(b) preparation of the final outline;

(c) preparation of the rough draft;

(d) rewriting and polishing;

(e) preparation of the final bibliography or reference list; and

(f) writing the final draft.



7/72

Layout of the Research Report

A comprehensive layout of the research report should

comprise

(A) preliminary pages;

(B) the main text; and

(C) the end matter.

This is to place it in its general scientific context, judgethe adequacy of its methods and

thus form an opinion of how seriously the findings are to

be taken.UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT


8/72

Preliminary Pages

In its preliminary pages the report should carry a title

and date, followed by acknowledgements in the form ofPreface or Foreword.

Then there should be a table of contents followed bylist oftables and illustrations so that the decision-maker or

anybody interested in reading the report can easily

locate the required information in the report.



9/72

Main Text

The main text provides the complete outline of the

research report along with all details.

The main text of the report should have the followingsections:

(i) Introduction;

(ii) Statement of findings and recommendations;

(iii) The results; (iv) The implications drawn from the results; and

(v) The summary.



10/72

Types of Reports

The results of a research investigation can be presented

in a number of ways:

a technical report,

a popular report,

an article,

a monograph or

at times even in the form of oral presentation.

Which method(s) depends on the circumstances underwhich the study arose and the nature of the results.



11/72

Technical Report

A technical report is used whenever a full written report

of the study is required whether for record keeping or forpublic dissemination.

In the technical report the main emphasis is on

(i) the methods employed,

(ii) assumptions made in the course of the study,

(iii) the detailed presentation of the findings includingtheir limitations and supporting data.



12/72

Technical Report

A general outline of a technical report can be as follows:

Summary of results:A brief review of the main findingsjust in two or three pages.

Nature of the study: Description of the generalobjectives of study, formulation of the problem inoperational terms, the working hypothesis, the type ofanalysis and data required, etc.

Methods employed:Specific methods used in the studyand their limitations. For instance, in sampling studieswe should give details of sample design viz., sample size,sample selection, etc.



13/72

Technical Report

Data: Discussion of data collected, their sources,

characteristics and limitations. If secondary data areused, their suitability to the problem at hand is fullyassessed.

Analysis of data and presentation of findings: Theanalysis of data and presentation of the findings of thestudy with supporting data in the form of tables andcharts.

Conclusions:A detailed summary of the findings and thepolicy implications drawn from the results be explained.



14/72

Technical Report

Reference/Bibliography:Bibliography of various sources

consulted be prepared and attached.

Technical appendices: Appendices be given for alltechnical matters relating to questionnaire,

mathematical derivations, elaboration on particulartechnique of analysis etc.

Index:Index must be prepared and be given invariably in

the report at the end.



15/72

Technical Report

The order presented above only gives a general idea of

the nature of a technical report;

the order of presentation may not necessarily be thesame in all the technical reports.

This, in other words, means that the presentation mayvary in different reports



16/72

Popular Report

A popular report is used if the research results have

practical aspects and policy implications.

The popular report is one which gives emphasis onsimplicity and attractiveness.

The simplification should be sought through clearwriting, minimization of technical,

particularly mathematical, details and liberal use ofcharts and diagrams.



17/72

Popular Report

A general outline of a popular report can be as follows:

The findings and their implications:Emphasis in thereport is given on the findings of most practical interestand on the implications of these findings.

Recommendations for action:Recommendations foraction on the basis of the findings of the study is made inthis section of the report.

Objective of the study:A general review of how theproblem arises is presented along with the specificobjectives of the project under study.



18/72

Popular Report

Methods employed: A brief and non-technical

description of the methods and techniques used.

Results: This section constitutes the main body of thereport wherein the results of the study are presented in

clear and non-technical terms

Technical appendices: More detailed information onmethods used, forms, etc. is presented in the form of

appendices.



19/72

Oral Presentation

Oral presentation of the results of a study is considered

effective, where policy recommendations are indicatedby project results.

The merit of this approach is the opportunity for give-

and-take decisions which lead to better understanding ofthe findings and their implications.

The main demerit is the lack of permanent record

concerning the research details.

In order to overcome this difficulty, a written report maybe circulated before the oral presentation.



20/72

Oral Presentation

Oral presentation is effective when supplemented by

various visual devices.

Use of slides, wall charts and blackboards is quitehelpful in contributing to clarity and in reducing the

boredom, if any.

Distributing a board outline, with a few important tablesand charts concerning the research results, makes the

listeners attentive.



21/72

Mechanics of Research Reporting

There are rules which should be followed in the actual

preparation of the research report or paper.

Once the techniques are finally decided, they should beadhered to, and no deviation permitted.

The criteria of format should be decided as soon as thematerials for the research paper are assembled.

Size and Physical Design; Procedure; Layout;Footnotesetc



22/72

Precautions in Research Reporting

While determining the length of the report, one should

keep in view the fact that it should be long enough tocover the subject but short enough to maintaininterest.

Readers are often interested in acquiring a quickknowledge of the main findings and as such the reportmust provide a ready availability of the findings(Abstract).

The reports should be free from grammatical mistakes



23/72

Precautions in Research Reporting

Calculated confidence limits must be mentioned and the

various constraints experienced in conducting theresearch study may also be stated in the report.

Objective of the study, the nature of the problem, the

methods employed and the analysis techniquesadopted must all be clearly stated in the beginning of thereport in the form of introduction.



24/72

Proposal Writing

Most students do not fully understand what a research

proposal means, nor do they understand its importance.

To put it bluntly, one's research is only as a good as one'sproposal.

An ill-conceived proposal dooms the project even if itsomehow gets through.

A high quality proposal, on the other hand, not onlypromises success for the project, but also impresses yoursupervisor about your potential as a researcher.



25/72

Proposal Writing

A research proposal is intended to convince others thatyou have a worthwhile research project and

that you have the competence and the work-plan tocomplete it.

Regardless of your research area and the methodologyyou choose



26/72

Proposal Writing

all research proposals must address the following

questions:

What you plan to accomplish,

why you want to do it and

how you are going to do it.



27/72

Proposal Writing

The proposal should have sufficient information to

convince your readers that you:

have an important research idea,

have a good grasp of the relevant literature and themajor issues, and

your methodology is sound.



28/72

Proposal Writing

The quality of your research proposal depends not only

on the quality of your proposed project,

but also on the quality of your proposal writing.

A good research project may run the risk of rejectionsimply because the proposal is poorly written.

Therefore, it pays if your writing is coherent,

clear and

compelling.



29/72

UMaT Proposal FormatPROJECT SYNOPSIS

NAME: KUMI-BOATENG BERNARD

DEPARTMENT: GEOMATIC ENGINEERING

FACULTY: FMRT

TITLE OF PROGRAM: BSc (GEOMATIC ENG.)

DURATION: FULL TIME (4-Years)

SUBMISSION OF PROJECT: MAY, 2012



30/72

UMaT Proposal Format A. PROJECT TITLE

B. STATEMENT OF PROBLEM

C. PROJECT OBJECTIVES

D. METHODS TO BE USED

E. EXPECTED OUTCOMES

F. FACILITIES REQUIRED

... ..............

BERNARD KUMI-BOATENG KWADWO PETERS

(STUDENT) (SUPERVISOR)



31/72

BSc Seminar Assessment Form

Areas Maximum Score

In depth Treatment of Subject 30

General Presentation (Organisation & Clarity) 20

Presentation of Illustration/Figures 10

Relevance of Information 10Answers to Questions 20

Appearance & Courtesy 10

___________________________________________________

Total Score 100__________________________________________________Name of Assessor...

Signature of Assessor.Date..



32/72

ProjectReportingFormat



33/72

Structure & Form of BSc Project -Preliminaries

The following essential elements are presented in the

order in which they should normally appear:

Title and Title page

Candidate's Declaration

Abstract

Dedication (Optional)

Acknowledgements

Table of Contents



34/72

Structure & Form of BSc Project -Preliminaries

List of Figures

List of Tables

List of Symbols (Optional)

Nomenclature (Optional)

Introductory Chapter

Central Chapters

Concluding Chapter

References & Appendices



35/72

Title and Title Page

The title should indicate the contents and scope of the

project in as few words as possible.

Phrases like 'a report on investigations into' and'observations on some aspects of'

add nothing significant to the title and should beavoided.

While the title should be as brief as possible it should beaccurate, descriptive and comprehensive, clearlyindicating the subject of the investigation.



36/72

Title and Title PageAuthor's name

The full forenames followed by the surname are usuallygiven under the title.

Project statement

submitted in partial fulfillment of the requirements for theaward of the degree of Bachelor of Science in GeomaticEngineering'

Year when the thesis was completedThis lowest line should be no more than 25 mm from thefoot of the page, and should include the place and date ofcompletion of the thesis, e.g.Tarkwa, 2012.



37/72



38/72

Candidate's Declaration

This declaration should appear on a separate page and

each copy of the project should be individually signed bythe candidate.

Example

I declare that this project is my own work. It is being

submitted for the Degree of Bachelor of Science inGeomatic Engineering in the University of Mines andTechnology, Tarkwa. It has not been submitted for anydegree or examination in any other University.

.

(Signature of Student)

Submitted this day of 2009.



39/72

Abstract

The abstract is a brief information or summary of not

more than 250 words for a project report at UMaT. Itoutlines

the objective of the project,

the research methods and procedure employedand

the major results and conclusions.

The abstract should always start with a topic sentencethat is a central statement of the major theme of theproject.



40/72

Abstract

The abstract should give as concisely as possible the

significant facts, especially

anything new, the main conclusions and anyrecommendations.

The reader can then decide whether or not he/she isinterested in reading further.



41/72

Dedication

This is a brief, optional statement paying tribute to the

writer's:

spouse,

family, or

other associated person.

It is typed centrally on a separate page starting on thechapter line and does not require a heading


d


42/72

Dedication

Example

This project is dedicated to all people who use Remote

Sensing Technology peacefully and my academic mentor

Prof D. Mireku-Gyimah


k l d


43/72

Acknowledgements

Assistance received in carrying out the work in preparing

the project should be acknowledged,

although it is not usual to acknowledge routine checking,minor assistance or general advice.

It is, however, usual to acknowledge the assistance of asupervisor, financial assistance, permission to publish,

as well as special facilities offered by a company,university or research institution.


A k l d


44/72

Acknowledgements

Example

Special thanks go to the father Almighty for the strengthand guidance throughout the work. Then, to Mr. Kumi-Boateng Bernard, my supervisor, who offered me the

necessary explanations and pieces of advice to make thisproject a reality. My sincerest appreciation to Mr. AndrewsDjate, Mr. Ansu Gyabour and Mr. Tetteh all of Center forRemote Sensing and Geographic Information Systems,CERGIS, University of Ghana,legon for making the

acquisition of data possible. To my ever encouraging,patient and supportive family, especially my Dad, Mr. KojoNyankoms Cleland, Mum, Comfort Bosomtwe and Uncle, Mr.John Dekyem Attafuah.


T bl f C


45/72

Table of Contents

The contents should be given on separate sheets and

follow the plan of

the structure of the project and the headings in theproject itself.

The contents should only contain the first three levels ofheadings in the project.

It must also include the relevant page numbers.


E l


46/72

Example


Li t f Fi & T bl


47/72

List of Figures & Tables

A list of figures follows the contents on a new page

A list of tables follows the list of figures on a new page

List of Symbols A list detailing the symbols for physical quantities used

may be provided when necessary and may be optional.

Symbols vary from discipline to discipline and candidatesshould consult their supervisors with regard to thecorrect symbols for their field of research.


B d f th P j t R t


48/72

Body of the Project Report

In most project the chapters may readily be divided into

three categories: the introductory chapter;

the central chapters comprising the major report of the

study, divided into logical chapter divisions;

and

the concluding chapter, which should contain thefindings, conclusions, and recommendations of theproject.


I t d t Ch t


49/72

Introductory Chapter

The first chapter should contain the following items:

Statement of the Problem;

Objectives of Research;

Methods Used;

Organisation/Structure of Report.


C t l Ch t


50/72

Central Chapters

Chapter 2 may be relevant information about the study

area if you are dealing with a case study

Chapter 3 may be rsum of the history and presentstatus of the problem through literature review

The elements of Chapters 2 and 3 may be reverseddepending on the topic or field of studies

Chapter 4 may be statement of the source of data, themethod of procedure (experimental techniques) and thetreatment of the findings.


Ch t 5 (Fi di )


51/72

Chapter 5 (Findings)

It is impossible to give specific directions for organising

all the studies and findings, because of:

the wide variety of topics investigated,

techniques employed, and

kinds of data accumulated.


Ch t 5 (Fi di )


52/72

Chapter 5 (Findings)

It suffices to say that the chapters of this portion of the

project constitute the candidates contribution toknowledge.

The candidate should, therefore, take great pains to

present his/her material in a clear and orderly fashion,in terms that will be readily understood.


C l i & R d ti


53/72

Conclusions & Recommendations

The concluding chapter should be a summary, restating

the developments of previous chapters and

showing succinctly the more important findings andconclusions of the whole study.

The author may list unanswered questions that haveoccurred to him/her but which require

research beyond the limits of the undertaking reported.

Recommendations may be offered for the solution of theproblem.


R f d Bibli g h


54/72

References and Bibliography

References should be chosen and cited to:

indicate the source of the writer's statements;

acknowledge another person's work;

provide a source of additional information.

Weve covered these extensively in lecture 2


Appendices


55/72

Appendices

Appendices are convenient places for recording complicated

mathematical or other formulae, descriptions of experiments,and

any other specialised or lengthy material such as computerprogramme listings, other instrumental outputs that wouldotherwise detract from the readability of the text.

Appendices must be numbered or lettered consecutively tofacilitate their location in the text.

Each appendix must start on a new page. The appendicesshould be placed immediately after the list of references.


Headings & Numbering


56/72

Headings & Numbering

The arrangement of headings of various levels reflects

the organisation of the contents of the thesis.

The levels of headings may be indicated by typeface andformat alone.

For example, the heading

'EVIROMETAL ECOOMICS'

is recognisably of higher level than

'Environmental Economics'.


Rules of Numbering


57/72

Rules of Numbering

Arabic numerals should be used throughout;

First level headings usually chapter headings of a thesisare numbered continuously beginning with 1.

In this University, the chapter heading will be centeredand written below the chapter number.

Each new chapter will start on a new page;


Rules of Numbering


58/72

Rules of Numbering

Each main division of text (chapter) may be divided into

any reasonable number of sub-divisions.

This method of division and numbering can, in principle,be continuous to any level, but

tends to become clumsy and confusing at the fourth leveland beyond;

Numbering should thus be confined to the first threelevels.


Rules of Numbering


59/72

Rules of Numbering

Examples of Systems of Headings:

1 FIRST LEVEL HEADING

1.1 Second Level Heading

1.1.1 Third Level Heading

Fourth level heading

Fifth level heading: Which leads into the text on thesame line.


Note the following:


60/72

Note the following:

Reports of work done are usually written in the past

tense

Avoid the usage of I or my supervisor instructed

Headers and Footers are not allowed.

Leave a space between the numerical value and the unit(80 cm);

Students are advised to consult the UMaT format!


Tables


61/72

Tables

Tables in project should be numbered as follows:

first by the number of the main text division (chapter) inwhich they occur, and

secondly, by Arabic numerals running consecutivelythrough that text division.

Thus, the first table in Chapter 2 is Table 2.1, thesecond table in Chapter 2 is Table 2.2, etc.


Example


62/72

Example


Illustrations/Figures/Graphs


63/72

Illustrations/Figures/Graphs

All illustrations (graphs, photographic plates, drawings

and diagrams) are referred to as Figures (or Figs.).

Each has a number and a descriptive title which shouldbe placed below the illustration. Thus, the first figure in

Chapter 2 is

Figure 2.1 (or Fig. 2.1),

the second

Figure 2.2 (or Fig. 2.2), etc.


Example


64/72

Example


Word Processing


65/72

Word Processing

A good quality white bond paper of A4 (8.27 in 11.29

in) size should be used and text must be printed on oneside only.

When you open a new Microsoft Word document, the

default Paper Size is Letter, ensure that you choose thecorrect Paper Size A4.

The main body of the text should be set in one and half

spacing.


Word Processing


66/72

Word Processing

The following are suggested dimensions of margins:

Top, bottom and right: 2.54 cm or 1

Left: 3.05 cm or 1.2 (to allow for binding)

Gutter: 0 cm or 0

Header: 0.0 cm

Footer: 0.0 cm

All work should be justified to the margin and should notbe indented.


Word Processing


67/72

Word Processing

Use a clear font type such as:

Times New Roman, CG Times,

Arial,

Tahoma or

Courier

A font size of 12 pt is recommended for main text.

Chapter Number should be given 14 pt and

Chapter headings should be given a font size of 12 pt.


Assessment of BSc Project Work


68/72


Standard of Presentation (40)


(a) Compliance with prescribed format (12)

(i) Correctness of preliminaries (3)

(ii) Heading levels and their numbering (3)

(iii) Text layout (3)

(iv) Number of pages (3)



69/72


(b) Clarity of text and standard of English (8)

(i) Spelling (2)

(ii) Sentences (2)

(iii) Paragraphing (1)

(iv) Itemisation (1)

(v) Reasoning (2)


(c) Clarity of tables and figures (10)(i) Headings 2.5(ii) Units 2.5(iii) Readability 2.5(iv) Relevance 2.5

(d) Reference (10)

(i) Correctness of citing references in the text

(ii) Correctness of reference list



70/72


Content of Project Report (60)


(a) Abstract - Extent to which it reflects the content of the project report

(b) Introduction (10)

(i) Extent to which the introduction explains the work

(ii) Clarity of problem definition, objectives and methods used

(c) Main Chapters (25)

(i) Relevance of literature review and information about work

(ii) Soundness of workdone/results/analysis/discussion/observations

(iii) Extent to which objectives have been addressed



71/72


(d) Conclusions and Recommendations (10)

(i) Clarity and soundness of conclusions

(ii) Usefulness of recommendation(s)

(e) References - Authenticity of references and listing and listing of allreferences cited in the text (5)



72/72

THANKYOU

Report Writing(Chp 7)

Documents

Transcript of Report Writing(Chp 7)