TechnicalReportElements1 of the comp.ppt

Editor's Notes

• #2: In order to be successful, an engineer must be able to write effectively. Poor writing makes the reader question the abilities and dedication of the writer, and can keep an engineer from advancing in his or her career.
• #3: Note: Expository means serving to expound, set forth, or explain. (Random House Webster’s College Dictionary) Reference: Newman, J. M. (2006). Resources for technical and business writing: Glossary. Retrieved August 3, 2006 from http://www.lupinworks.com/roche/pages/glossary.php
• #4: The American National Standards Institute (ANSI) standard that governs the layout and format of a technical report is ANSI/NISO Z39.18-1995. This standard helps the author and the reader by standardizing where information is found (layout) in a technical report, and how the information is presented (format). The ANSI/NISO Z39.18-1995 standard states that the primary purpose of a technical report is to “disseminate the results of scientific and technical research and to recommend action.”
• #5: Unlike a novel, people who read engineering reports almost never read cover to cover. The same is true with a newspaper. Knowing where to go and how to interpret information in any technical document saves time, which is critical in business.
• #6: A technical report is made up of three major parts: Front Matter, Body, and Back Matter
• #7: The front matter provides information that is needed to catalog the report for bibliographic databases.
• #8: The front matter may also contain other optional items which may or may not pertain to a student’s technical report: 6. Forward - an introductory statement that presents background material or that places in context a report that is part of a series. It is written by an authority in the field other than the author of the report. The name and affiliation of the author of the foreword follow the last paragraph. 7. Preface - an introductory statement that announces the purpose and scope of the report and acknowledges the contributions of individuals not identified as authors or editors. Sometimes a preface specifies the audience for whom a report is intended; it may also highlight the relationship of the report to a specific project or program. Material that is necessary for understanding the report belongs in the introduction, not in the Preface. A foreword and a preface are not interchangeable, and the information in them is not redundant. A foreword precedes a preface, if both are included. 8. Acknowledgements - Acknowledgments of technical assistance that contributed to the content of the report are made at an appropriate place in the preface or in the body. However, lengthy acknowledgments are often made in a special optional section titled “Acknowledgments.” This optional section follows the preface, in which case the preface does not contain acknowledgments.
• #9: Note: The front and back covers do not have page numbers. When it is necessary to call attention to certain aspects of a report, such as its security classification, restricted distribution, or proprietary information, appropriate notices appear on the cover.
• #10: *It is suggested that the school and class title be used in place of the publisher for instructional purposes. If a report tracking number is used, it should also appear on the label. Many companies and organizations have their own labeling standards.
• #11: The data contained on the title page is critical to libraries, abstracting services, and other organizations that acquire, store, and provide access to information resources. Title and Subtitle In creating the title of a report, an author should: 1. selects words that distinguish the report from any other on the same general topic rather than writing “Report on . . .” 2. use a distinctive subtitle for clarity. Information about the period covered by the report (for example, month, quarter, or year) is included in the subtitle of reports in series. 3. spell out abbreviations and acronyms. Authorship The authorship of a report is reserved for the person or persons who originated the scientific or technical information or the text of the report, and who can effectively defend the content of the report to a peer group. The primary author is always identified first. An author’s name appears on the cover and title page in identical form. The preferred order is first name, middle name or initial, followed by surname. Academic degrees are not given. However, authors or contributors can identify themselves by their job titles in the organization (Jane R. Doe, Cost Analyst; Jack T. Doe, Head, Research and Development Division). The required data elements of a title page that may not be appropriate for a classroom assignment are: Report Number Each report requires a unique report number that appears in an upper corner on both the cover and title page (and on the spine of a bound report if space permits so that the user will not have to remove the report from a shelf to read the number). A report number is composed of an alphanumeric report code (2-16 characters) and a numeric sequential group (l-14 digits indicating the year and sequence of report issuance). Performing and Sponsoring Organizations The performing organization conducts research; the sponsoring organization funds research and usually controls report publication and distribution. The performing organization and the sponsoring organization may be one and the same. Reports that present the results of research done under contracts or grants identify both a performing and a sponsoring organization. In such cases, the name of the sponsoring organization, the performing organization, or other responsible unit, and the complete address appear on the title page. If there are multiple sponsoring organizations, each is listed, and the functions of each are identified.
• #12: Abstracts are designed for information databases (such as those found in libraries). They are the messages that are compiled and appear when a person conducts a keyword search on a topic through a computer. It is for this reason that an abstract is very short and to the point. Definitions: Purpose - the reason for which something is done or for which something exists. Scope - the extent of the area or subject matter that something deals with or to which it is relevant. Findings - something that is found or ascertained. There are two types of abstracts, descriptive and informative. An informative abstract is the type that is used in a technical report. An informative abstract identifies the issue or need that led to the report, reviews the main points and major findings, and includes condensed conclusions and recommendations. Example: Based on a geometric and material analysis of a commercially available garden hose nozzle, this report concludes that a component within the product needs to be redesigned to provide greater structural integrity against the applied forces that are encountered from other moving components. A descriptive abstract provides a description of the report’s main topic and purpose, along with an overview of its contents. It presents the broadest view, and offers no major facts. This type of abstract is often only a few sentences long, and may be located at the bottom of the title page. Example: This report provides an analysis of design flaws that exist within a commercially available garden hose nozzle, and makes recommendations for correcting those problems. References: Online technical writing: Abstracts URL: http://www.io.com/~hcexres/textbook/abstrax.html (Pg 127-129) Beer, D. & McMurrey D. (2005). A guide to writing as an engineer (2nd ed.). Hoboken, NJ: John Wiley & Sons, Inc. (Pg 216-217) Lannon, J. M. (1994). Technical writing (6th ed.). NY: HarperCollins College Publishers. Abstracts URL: http://www.uwf.edu/writelab/handouts/abstracts.cfm Language notes: 5.0 Report writing URL: http://www.roma.unisa.edu.au/07118/language/reports.htm Executive summaries: Common mistakes URL: http://www.korepetycje.com/summaries-mistakes.html Abstract vs. executive summary URL: http://www.rfp-templates.com/Abstract-vs-Executive-Summary.html ANSI/NISO Z39.18-1985
• #13: *For reports that are more than 50 pages, an abstract may be up to three pages long.
• #14: Not all levels of headings and subheadings have to be in the table of contents. If a sub heading is included in the table of contents then all subheadings which are at the same level have to also be included. Notes on numbering pages: All pages except the front and back covers are numbered. However, on some pages the numbers are not displayed. Pages that occur before the Summary (which is the first page of the text) are numbered with lowercase roman numerals (i, ii, iii, iv, etc.). All other pages use Arabic numerals (1, 2, 3, etc.). The recommended location for page numbers is the bottom center of the page. The Title Page is considered “special pages” and does not show its page number.
• #15: List(s) of Figures and Tables The lists of figures and tables, titled “Figures” and “Tables” respectively, follow the contents page. If the table of contents fills only half a page, the lists of figures and tables may follow the table of contents on the same page. If lists of figures and tables are included in a report, all figures and tables are listed with their corresponding page numbers. A list of figures precedes a list of tables. If a report has many figures and few tables or few figures and many tables, they can be combined into a single list (“Figures and Tables”) with the figures preceding the tables. If the report contains fewer than five figures, five tables, or some combination totaling less than five, then a list of figures and tables is not required.
• #20: The summary clearly states the key points of the report, including the problem under investigation, the principal results, conclusions, and recommends a course of action for decision makers. The summary differs from an abstract in purpose, audience, and length. Because the summary restates key points, material not included in the text does not appear in the summary. Introductory material (purpose, scope, limitations), descriptive material (nature and method of investigation), and the most important results and conclusions are summarized with emphasis on the findings of the research and recommendations. The length of the summary typically does not exceed 2% of the body of the report. Although a summary depends on the text in that it introduces no new information, it is independent of the text from the reader’s point of view; therefore, all symbols, abbreviations, and acronyms are defined and unusual terms are explained. A summary does not contain references. If a report exceeds 50 pages, a separate executive summary is often prepared for a management-level audience. An executive summary is a nontechnical presentation that provides an adequate level of detail for decision makers who need a basic understanding of a research problem and the major findings but who do not plan to read the report in its entirety.
• #25: Results and Discussion Explanation of the results as to their accuracy and significance Data essential to understanding the results may appear in numbered tables or figures as near the discussion as possible Other non-essential data should appear in an appendix in the back material Discussion section indicates the degree of accuracy and the significance of the results of the research described in the report.
• #27: Conclusions No new information is presented Conclusions - deductions made from the findings and results Restatement of Results – statement of factual findings specific to the investigation are given Concluding Remarks - opinions are included in addition to findings and conclusions.
• #30: *Refer to the Introduction to Research presentation in Lesson 1.1 References May also be called “Sources” or “Works Cited.” The “APA” style will be used for technical reports. Refer to the Publication Manual of the American Psychological Association.
• #32: Optional Elements: Appendixes Bibliography A bibliography lists additional sources of information that are not referenced in the report. Glossary A glossary is a place where terms are defined. If more then five unfamiliar terms appear in the report, they should appear with their definitions in a glossary. If five or fewer exist, then they are defined the first time they are used in the report. Index Lists all major topics in alphabetical order Provides references to the pages within the report where the topic appears. Optional for reports under 50 pages Distribution List If included, the distribution list follows the index (or glossary, if no index appears in the back matter). The list indicates the complete mailing address of the individuals and organizations receiving copies of the report and the number of copies received. The Privacy Act of 1974 forbids federal agencies from listing the names and home addresses of individuals, so a distribution list contains business addresses only. Distribution lists provide a permanent record of initial distribution.
• #33: Appendixes Information essential to the understanding and defending of the text appears in the text. Information necessary for the defending the text that would make the text harder to read should be found in an appendix. Each new type of data or procedure/technique should be found in it’s own appendix.
• #34: Technical Drawings would be placed in the Appendixes. Each appendix is referred to in the text. If the report contains more than one appendix, each is identified with a capital letter (i.e., Appendix A, Appendix B, etc.) in the order in which it is mentioned in the report. A single appendix is labeled “Appendix.” In appendixes, figures and tables are oriented vertically (portrait format). Note: The graphic in this slide is missing some dimensions and is not intended to be a complete technical drawing. It is given as an example only.
• #35: If five or fewer symbols, abbreviations, or acronyms exist, then they are to be defined the first time they are used in the report and lists are not required. When they occur in lists, symbols, abbreviations, and acronyms are presented in descending order, as follows: Roman (English) alphabet capital letters Roman (English) alphabet lowercase letters Greek alphabet capital letters Greek alphabet lowercase letters Subscripts Superscripts Special notes