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Writing a

Project Report

for CE 489

Prepared by the

NDSU Center for Writers

2011

Agenda

Need for Effective Communication

Goal

Writing Process

Rhetorical Considerations

Elements of Report for CE 489

oDesign oLanguage oRevision

The Need

Clear information necessary for efficient

and effective communication (failure can cause legal liability issues)

Amount of recorded scientific and

technical information doubles every 5 ½ years Source: Beer & McMurrey, Guide to Writing as an Engineer, p. 2

The Need

Volume: all documents related to the

B-1B bomber project weighed as much

as bomber itself

Time spent on writing:

»5% in engineering curriculum

»2040% in profession

Source: Beer & McMurrey, Guide to Writing as an Engineer, p. 2

The Need

are definitely held back --Richard C. Levine

Manager of hardware planning

Bell Northern Research

Source: Beer & McMurrey, Guide to Writing as an Engineer, p. 5

The Goal

Effective communication must be:

Physically accessible(easily read, heard,

Comprehensible(easily understood)

Usable(applied easily)

Source: Burnett, Rebecca E.Technical Communication

The Writing Process

Prewriting/

brainstorming

Drafting

Revising

(content, coherence)

ResearchingProofreading

(mechanics)

Editing

(sentence clarity) Visit the Center for Writers at any stage of the writing process!

Rhetorical Considerations

1.Purpose: Why am I writing?

2.Audience:Who will read my report?

3.Genre:Which type of document best addresses

my purpose?

4.Content: What information do I include? Omit?

Describe/define in detail?

5.Organization: What order best fits my purpose?

6.Style:What are the norms in my field? What

language and tone are valued in my field? Source: Burnett, Rebecca E.Technical Communication

Purpose for Writing

Informconvey information

Requestobtain permission, information,

funding

Instructprovide directions, procedures

Proposepresent plan of action

Recommendsuggest alternatives

Persuadeconvince, change

behaviors/attitudes

Recorddocument research, progress

Source: Beer & McMurrey, Guide to Writing as an Engineer

Audience

Who will read my document?

Identify all readers who have

identifiable needs:

Primary Audience

Secondary Audience

Primary Audience

People for whom the document is

intended

People who will usethe information

oDecision-makers oSupervisors oClients oCustomers oResearchers oTechnicians

Secondary Audience

People affected by the information or

decisions oTechnicians oLawyers oManagers oPublic oCustomers & customer staff

Analyze Each Audience

Interest in matter

Expertise in area

Position in organization

Time available

Attitudes, motivations, expectations

Education, reading levels

Experiences

Address Audience

Differences

Provide different content

Use different language & presentation

(visuals, lists, calculations, charts)

Define technical terms

Use different sections for different audiences

(e.g., executive summary, appendices)

Make document easy to scan visually

Pre-Writing

For this CE 489 class project:

1.Who is the primary audience?

2.Who is the secondary audience?

3.What is your purpose?

Source: Beer & McMurrey, Guide to Writing as an Engineer

Genre Variations

-and- tremendous variation in format and organization use of nearly one hundred [different] components lack of consistency in the terms used for components lack of consistency in the location of components Source: Burnett, Rebecca E.Technical Communication, p.746

Proposal Example

Introduction

Background

Proposal/project statement

Description of work product

Benefits and feasibility of project

Method or approach

Qualifications and references

Schedule

Costs

Conclusion

Source: Beer & McMurrey, Guide to Writing as an Engineer

Progress Report Example

Introduction

Project description

Progress summary

Problems encountered

Changes in requirements

Overall assessment of project

Source: Beer & McMurrey, Guide to Writing as an Engineer

Recommendation Report

Introduction

Background on the situation

Requirements

Technical background

Description

Point-by-point comparisons

Conclusions (summary)

Source: Beer & McMurrey, Guide to Writing as an Engineer

General Report Structure

Generally, complex formal reports

include three parts:

Front Matter

Body

End Matter

Front Matter: CE 489

Letter of Transmittal (cover letter)

Executive Summary

Title Page

Table of Contents

List of Tables (can be separate page)

List of Figures (can be separate page)

Letter of Transmittal

Uses Business letter/block

format on company letterhead

Directly addresses the client

Reminds readers of the overall

purpose of the project

Identifies and explains the

project documents

Conveys cordial tone

Letter of Transmittal

Your Company

Your 3-line (or more) address

Date

Re: Subject line

Dear Ms. Smith:

I am pleased to . . .

Sincerely,

Executive Summary

?? 1-page or less (often ~200 words)

Compose AFTER the report is written

Provide concise summary of the report

without the details

Include important facts, conclusions,

recommendations from the body of the report

Written for executives, not technicians

Can include subheadings, bulleted lists

(ask instructor for models)

Table of Contents

Visit Technology Learning & Media

Center (TLMC) in IACC for computer

formatting advice

Report Body: CE 489

Project statement

Introduction/Background

Project Text/Narrative

Project Statement

Brief description of the problem and the

project

Explains how the proposal addresses the

problem, questions, activities

Provides a clear focus to control the

content and the organization of the document

Ask instructor for sample projects to judge

the length and level of detail

Introduction/Background

Explains foundational knowledge

Incorporates research

Builds your credibility

Project Text/Narrative

Provides step-by-step explanation of

project activitiesvery detailed

Create section w/subtitle for each task

Include materials, costs, etc.

Include summary tables, figures, etc.,

Number titles sequentially by type

(Table 1, Table 2; Figure 1, Figure 2)

Place titles abovetables, but below

figures

Project Text/Narrative

Follow each section with appendices

appendix

Discuss all appendices in the narrative

Place largetables and figures in

appendices

Reference/cite all outside source

material, including appendices, tables, and figures

Chronological order for CE 489??

Deductive order states a position and then

establishes its validity (for neutral or receptive audience) oOverview/problem statement oSummary of recommendation/solution oEvidence/support in descending order (most important first)

Organization

Inductive order states convincing information

first and builds to recommendations (negative or oppositional audience) oProblem/Introduction/Background oMethods/Project Description oResults/Data oAnalysis oDiscussion oRecommendations

Think of Audience (cont.)

Remember:

Accessibility

Comprehensibility

(logically organized, easily understood)

Usability(applied easily)

Design Elements

Graphic Design Principles

The Non-by Robin Williams:

20Visual%20Design%20Principles.pdf

C.R.A.P. or C.A.R.P.

Contrast

Repetition

Alignment

Proximity

attention oCan be used to keep track of various parts of project.

Headings/subheadings should be:

oSpecific and helpful o o

Design: Headings

Source: owl.english.purdue.edu

Example of vague heading:

o

Example of specific heading:

oMatlabin the Freshman engineering

Design: Headings

Source: owl.english.purdue.edu

Design: Visuals

Sources: owl.english.purdue.edu

its communication success

Visual Design includes:

oUse of font features (size, italics, bold) oUse of white space oUse of subtitles oUse of graphics

Integrating Graphics

Source: Dr. Mary Purugganan, Rice University

Refer to graphics in the text

o o o

Incorporate graphics correctly

oPlace graphics close to text reference oPlace titles and captions abovetables belowfigures

Design: Graphics

Graphics should

be used to illustrate specific points be incorporated in a way that is natural to be explained fully in text using references be cited if taken from a source http://www.ee.uconn.edu/

Design: Graphics

REMEMBER:

Graphics do not speak for themselves!

http://www.ee.uconn.edu/

Integrating Graphics

Number and title (caption) each graphic

oTable 1. Xxxxxxx oFigure 3. Xxxxxxx

Identify graphics correctly

o oEverything else (graph, illustration, photo, http://www.ee.uconn.edu/

Tips for Graphics

Source: Dr. Mary Purugganan, Rice University

Design graphics for black-and-white

printers and photocopies

Figure and table captions can be long

and informative

Remember audience

What do they need to know?

What type of representation is most

easily understood?

Diagrams and Drawings

Source: Dr. Mary Purugganan, Rice University

Leuptow, R.M. (June

2004) NASA Tech Briefs.

Function

oShow parts and relationships oFocus audience on what is essential

Design

oUse color/shading to show relationships & draw eye (make compatible for bl/wh printer). oAvoid changes in proportion and scale

Beware Using Graphics

Source: Dr. Mary Purugganan, Rice University

Rate of seedling growth at three different

temperatures 0 5 10 15 20 25
30
35
40
45

081624

Days of growth

Mean seedling height (mm)

20 C 25 C
30 C
30oC
25oC
20oC 0 5 10 15 20 25
30
35
40
45

081624

Days of growth

Mean seedling height (mm)

data-

Too much non-data inkEmphasis on data

(better to use dotted lines)

Beware Using Graphics

Source: Dr. Mary Purugganan, Rice University

Gridlines

oRarely necessary oBetter when thin, gray 0 1 2 3 4 5 6 7 8 9 10

Series1

Series2

Series3

Series4

‡Fill patterns

oAvoid moiré/wavy effects oGray shading is preferable to patterns

Beware Using Graphics

Source: Dr. Mary Purugganan, Rice University

3-dimensional

graphs may fool the eye 0 10 20 30
40
50
60
70
80
90
ABC

Series1

Source: Dr. Mary Purugganan, Rice University

Look out for

consistency of scalesquotesdbs_dbs14.pdfusesText_20