Computing Projects

Report Writing

• Being able to communicate effectively in a written form is an ESSENTIAL requirement

• Simply being able to do the work is not enough.

• A good project can be ruined by a poor report.

• A bad project cannot be turned in to a good project by simply writing a good report– It can show what has been done in the best light

Citing References

• Avoid Plagiarism

• Identify Context

• Support and Validate

• Identify Sources

• Use Harvard Reference System– http://www.wlv.ac.uk/lib/systems/gt-harvard.htmuk/lib/systems/gt-harvard.htm

Report Structure• Title Page including Copyright declaration • Abstract• Acknowledgements• Contents Page(s)• Chapter 1 (Introduction)• MAIN BODY OF REPORT (i.e. several chapters)• Chapter n (Conclusion)• References• Bibliography• Appendices

Report Appearance

• Front Cover - see noticeboard after Easter• The report should be word processed on plain

white paper. • Left margin 30mm.• Right margin 20mm.• Top margin 25mm.• Bottom margin 30mm.• One and a half times spacing (except for Abstract)

Page Numbering

• Page numbering should start with Chapter 1. • Pages numbered consecutively through the main text

including diagrams etc. • Page numbers shown centrally at the bottom of the page

in the bottom margin.• Pagination of appendices should be continuous but

distinct from the main text, e.g. A1, A2, A3,..., B1,B2,B3,....

• There should be no Chapter or Report headings at the top of each page.

• New chapters should start on a new page.• The text should be organised as a sequence of numbered

chapters. • Within each chapter, the material should be broken down

into sub- sections with their own sub-heading.• A hierarchical system of numbering of chapters,

Headings• Avoid having a sub heading near the bottom of a page.• A hierarchical system of numbering of chapters,• Headings and titles should be printed in bold

characters. • Underlining/underscoring should not be used for

headings – and should be used in the rest of the body of the text

with considerable restraint.

WARNING

• ANY REPORT WHICH COPIES SUBSTANTIAL AMOUNTS OF MATERIAL FROM BOOKS, ARTICLES, PAPERS, ETC. IS CERTAIN TO BE FAILED.

Abstracts• This will be one page only of single spacing. • It should be between 250 and 400 words in length. • It can only be written after the report has been finished. • It should highlight to the intended reader the main

features of the project and any conclusions reached. • It should be self contained and self explanatory.

– What the project is about.– main techniques and methodologies used.– What the main results/conclusions were.

Chapter One - Introduction• Introduction to your PROJECT not the topic

– How the problem arose.

– The work of previous projects you are building on.

– The follow on of a problem encountered during your industrial year.

– The solution of a problem for your employer.

– The aims and objectives of your project.

– Also the approach you intend to adopt.

– The scope and limitations of the project.

• Framework of the report. – The purpose of each chapter and its main features should be

stated. • The evaluation and discussion of results should await the

main body of the report.

Main Body • The number and nature of the chapters will vary from

project to project. • There must be a survey/literature review chapter.

– See handout on literature survey/review

• There should be a chapter giving background to the project. – It will :-

• describe the specific problem being tackled,

• state the objectives of the project (if they changed during the project the justification must be given)

• the methods being used to achieve them. The choice of method used should consider what the alternatives were and why the one you chose was selected.

– Whether this chapter precedes or follows literature survey depends on the nature of the project.

Other Chapters• Developmental projects will have chapters dealing

with:-– Design

– Development

– Testing

• There should also be chapters which involves a theoretical discussion and critical evaluation of the project.

• The critical evaluation should include not only the product, but also the process you went through in your project work.

Critical Evaluation

• The essence of critical evaluation is drawing attention to strengths and weaknesses in a given context.

• Critical evaluation involves not accepting views at face value but looking for the evidence that back them up and evaluating how strong and relevant the evidence is.

• Illustration of critical evaluation was provided in appendix D when dealing with evaluation of literature.

Conclusion• The conclusion to a paper should summarise and assess the work:

what has been achieved, emphasise the main points. point out any limitations. make recommendations for further work.

• The conclusion should not raise any new issues (other than suggestions for further work).

• In addition to the above a conclusion to a project must reflect on your own personal learning experience.

What have you learnt about doing a computer project? What would you do differently if starting the project afresh?

References and Bibliography• References- Alphabetical listing of references to the

format given above for all sources cited in the report.• Bibliography-This is a further list of references that you

have read and found to be of assistance in your project. – This section should contain books that have been used

extensively as part of your project but have not been explicitly quoted or paraphrased in the report.

– The references in this section should be followed by additional comments of your own explaining the relevance of the reference.

Appendices• Contains further supporting detail that is of a more

technical nature than required for the main body of the report

• Appendix A must be a photocopy of your approved PRO2 form.

• Appendix B should deal with project management.• Other Appendices - Screen Designs, questionnaires,

summary results of surveys, program designs etc.• Do not include program listings• Hand programs in on disks or technical documentation

to supervisor.

Advice on Writing• Start early

• Draft the structure in terms of chapter and section headings before starting to write (cf writing a program).

• Print out copies of draft do not edit on screen.

• Always always keep backup copies of report

Draft Report

• Draft report must be submitted directly to your supervisor by the end of week 7

Advice on writing• Size is important! • between 9000 and 11000 words in main report is the

norm ( see supervisor if you feel essential to write more)• Too much means:-

– argument is lost because it is too verbose

– writer does not demonstrate they can differentiate important from the ordinary.

– Indicates lack of understanding as they cannot distil essence of an argument.

• Too little– Not done sufficient work

– Work not explained in sufficient detail

Style of Writing• The report should be aimed at the professional computer literate

reader who will not necessarily know much about the subject area of your project.

• The report is a formal document and your style of writing should be formal (i.e. do not write as if talking to a friend).

• Avoid emotive language (e.g. fabulous, great, super), contractions (e.g. don't instead of do not).

• You should write the report in the third person passive.• Use short words rather than long.

Style continued• Give clear definitions of words which have a special

meaning or are new in the field. • Words are meant to inform the reader and not impress them.• Keep sentences short, but not excessively so. • Long sentences can be difficult to structure in order to

convey a clear meaning. • Clarity is the overriding consideration.• Paragraphs should discuss single topics.• Care should be taken over spelling, punctuation and

grammar. • If you are preparing your own report use a spelling checker,

but do not rely on it.

Viva/Demonstration• 40 minutes

• 20 minutes for you to demonstrate software or describe your project and its findings

• 20 minutes of questioning from reader and supervisor where you defend approach and methods taken

• Supervisor and Reader may play Devils Advocate