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UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT
REPORT WRITING
Bernard Kumi-Boateng5 May 2012
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UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT
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)
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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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
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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
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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.
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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.
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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
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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.
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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.
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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.
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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
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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)
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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..
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ProjectReportingFormat
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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
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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
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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.
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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.
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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.
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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.
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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.
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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
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Dedication
Example
This project is dedicated to all people who use Remote
Sensing Technology peacefully and my academic mentor
Prof D. Mireku-Gyimah
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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.
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A k l d
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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.
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T bl f C
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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.
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Example
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Li t f Fi & T bl
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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.
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B d f th P j t R t
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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.
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I t d t Ch t
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Introductory Chapter
The first chapter should contain the following items:
Statement of the Problem;
Objectives of Research;
Methods Used;
Organisation/Structure of Report.
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C t l Ch t
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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.
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Ch t 5 (Fi di )
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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.
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Ch t 5 (Fi di )
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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.
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C l i & R d ti
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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.
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R f d Bibli g h
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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
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Appendices
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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.
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Headings & Numbering
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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'.
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Rules of Numbering
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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;
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Rules of Numbering
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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.
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Rules of Numbering
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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.
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Note the following:
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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!
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Tables
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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.
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Example
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Example
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Illustrations/Figures/Graphs
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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.
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Example
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Example
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Word Processing
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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.
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Word Processing
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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.
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Word Processing
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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.
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Assessment of BSc Project Work
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Assessment of BSc Project Work
Standard of Presentation (40)
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(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)
Assessment of BSc Project Work
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8/3/2019 Report Writing(Chp 7)
69/72
Assessment of BSc Project Work
(b) Clarity of text and standard of English (8)
(i) Spelling (2)
(ii) Sentences (2)
(iii) Paragraphing (1)
(iv) Itemisation (1)
(v) Reasoning (2)
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT
(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
Assessment of BSc Project Work
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8/3/2019 Report Writing(Chp 7)
70/72
Assessment of BSc Project Work
Content of Project Report (60)
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT
(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
Assessment of BSc Project Work
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8/3/2019 Report Writing(Chp 7)
71/72
Assessment of BSc Project Work
(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)
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT
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8/3/2019 Report Writing(Chp 7)
72/72
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