06_writing common engineering documents-b (ch5)

7/31/2019 06_Writing Common Engineering Documents-B (Ch5)

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Ch5-B 2

These reports summarize theprogress in your project, what has

been accomplished, what still needto be done, what resources havebeen used, what problems havearisen

This report could be weekly,monthly, every three or six months,and yearly

Writing Common Engineering Documents(Progress Reports)


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Ch5-B 3

Introduction: Indicate purpose of the reportand provide a brief overview of its contents

Project Description: Give a short description

of the project, the purpose of the project,starting and completion dates, names of thecompanies involved in the project

Problems Encountered: Discuss theproblems you encountered and the expectedproblems which may jeopardize the quality,cost or schedule of the project

Writing Common Engineering Documents(Content and Organization of Progress Reports)


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Ch5-B 4

Progress Summary: Summarize workcompleted in the previous period, workunderway in the current period, and workplanned for future periods, this is called(Timeperiods approach). Summarize whichtasks in the project have been completed,which tasks are currently underway, andwhich tasks are planned for future work

(Project-task approach) Overall Assessment of the project: General

opinion on how the project is going



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Ch5-B 5

Changes in Requirements: Include anychanges in the work such as time schedule,changing design, changes in equipments

Format

For large projects, the progress report couldbe very long which means that it should be in

formal format (with title page, table ofcontents, abstract, and appendices)bounded, and attached with covering letter



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Ch5-B 7

Inspection Reports

Laboratory and Field Reports

Specifications Reports

Proposals

Progress Reports

Instructions

Recommendation Reports

Writing Common Engineering Documents(Informal Reports)


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Ch5-B 8

This kind of writing include stepbystepinstructions and procedures for employees,colleagues, customers, or clients.

Instructions explain how to assemble,operate, or troubleshoot some new product

The critical issue in instructions writing is toput yourself in your readers place, making

no unwarranted assumptions about theirbackground or knowledge, and providingthem everything they need to successfullycomplete the procedure or instruction

Writing Common Engineering Documents(Instructions)


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Ch5-B 9

Introduction: Include some combination ofthe following:

1. Subject: Indicate the procedure youllexplain

2. Product: If you are providing instructionsfor a product, identify it

3. Audience: Indicate the knowledge orbackground your readers need in order tounderstand your instructions. If no specialbackground is needed, indicate that as well

4. Overview:

Writing Common Engineering Documents(Content and Organization of Instructions)


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Ch5-B 10

Special Notices

Most instructions contain special formatted

notices for warnings, cautions, and dangers Often these comments appear in the

introduction as well as in the body of theinstructions at those points where they apply

If you neglect to include these specialnotices, You may find yourself in a lawsuit ifreaders injure themselves



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Ch5-B 11

Special Notices Style and Format

Note: To emphasize special points orexceptions that might otherwise be

overlooked Caution: To alert readers to the possibilities

of minor injury because of some existingcondition as well as possibilities of

developed dangerous situation because ofsome unsafe practice (see Figure 5.8)

Attention: To alert readers to a potential forruining the outcome of the procedure ordamaging the equipment (see Figure 5.9)



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Ch5-B 12

Special Notices Style and Format

Danger: To call attention to a situation that ispotentially lethal or extremely hazardous to

people (exposed high voltage wires as aresult of removing a computer side panel)

Use this notice with discretion, reserving it

for situations where irreparable injury or lossof life could occur unless extreme care isused



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Ch5-B 13

Writing Common Engineering Documents(InstructionsSpecial Notices)


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Ch5-B 14

Writing Common Engineering Documents(InstructionsSpecial Notices)


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Ch5-B 15

A recommendation report evaluates orpromotes an idea (an endorsement oftelecommuting for fellow employees)

The context can vary: Management mightdirect you to study the feasibility oftelecommuting

To make recommendations, managementmight direct you to compare telecommutingproducts and then recommend one

Writing Common Engineering Documents(Recommendation Reports)


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Ch5-B 16

A recommendation report, as its nameindicates, makes a recommendation aboutplans, products, or people

In its simplest form, it establishes certainrequirements (often called criteria),compares two or more options, andrecommends one

Other elements may be involved(background on the technology; descriptionsof the options; an explanation of how thefield was narrowed)



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Ch5-B 17

Introduction: Indicate the purpose of thereport which is to recommend something fora certain situation. Also, indicate briefly the

content of the report. Background on the Situation: You may

discuss the circumstance that led to theneed of such a report

Requirements: Indicate the requirementsneeded (cost, capabilities, operationalfeatures, software-specifications, ease ofuse, file transfer capabilityetc)

Writing Common Engineering Documents(Content and Organization of Recommendation

Reports)


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Ch5-B 18

Technical Background:

For certain situations, you may need to do abrief technical discussion on certain items,or components especially if new technologyis involved

Description:You may need to describe the options thatyou are comparing (without evaluation orshowing any advantages of any option, doNOT be biased)


Reports)


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Ch5-B 19

Point-by-Point Comparison: You focus oncomparison between the options byconsidering specific items (performance,

cost, ease of use, warranties, service,capabilities). You also need conclude whichitem is the best among the options

Conclusions and Summary: You summarize

each item for each option and provideranking for each one

Recommendations: Which option yourecommend based on the above summary


Reports)


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Ch5-B 20



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Ch5-B 21



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Ch5-B 22



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Ch5-B 23

Recommendation Reports:

Compare two or more options against eachother (and against certain requirements) andthen make a recommendation.

Evaluation Reports:Compare an idea, program, or thing againstcriteria or requirements as means ofdetermining its value.This type may end with a recommendation;however, the essential part is the statementof the value of the idea, program, or thing

Writing Common Engineering Documents(Terms)


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Ch5-B 24

Feasibility Reports:Compare a project against requirementsrelating to is economic, technical, or socialpracticality, and then recommend whetherthe project should be initiated

Proposals:

Make a bid or seek approval to do a projectand then supply supporting information onthe proposers qualifications. The primarytask is to land a contract or get approval

Writing Common Engineering Documents(Terms)