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EE 399

LECTURE 4

REPORT STRUCTURE AND COMPONENTS

Electrical Engineering DeptKing Saud University

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EE 399Objectives / Contents

Basic Issues:–A Good Report–Audience–Organization: General, Plan–Document Layout: General,

Format Examples 1 & 2

Report Structure:–Titles–Abstracts–Introductions / Backgrounds–Methods–Apparatus & Procedures

–Results–Discussions & Conclusions

Report Preparation–Writing–Placement of Graphics–Figure Captions–References–Proof Readings–Important Issues: In Brief

State of the Course & Training

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EE 399What is a good report?

Meets the audience’s needs Well organised Readable Answers the questions:

– What is the purpose of the document?– What is to be achieved?

Basic Issues

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EE 399Audience

Documents must meet the audience’s needs So:

– Who are the audience– What do they know about the subject– What do they need to know– What will they do with the information

Basic Issues

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EE 399Organisation: General

Most difficult part is getting started Due to difficulties getting organised So,

– Plan the layout of your document– Plan the layout of each section– Start writing

Basic Issues

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EE 399Organization: Why plan?

Easier to start writing Provides a framework for the document Helps you get organised Can be in sentences, words, diagrams

Basic Issues

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EE 399Document Layout:

Beginning– Title– Abstract– Introduction

Middle– Sections and sub-topics, figures, tables, etc.

End– Conclusion &/or summary– References– Appendices

General

Basic Issues

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EE 399

Format Example 1The following outline is good (although a

little simplistic)

– 1.0 Introduction – 2.0 Methods and Apparatus – 3.0 Results – 4.0 Discussion and Conclusions

Document Layout:Basic Issues

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EE 399

– 1.0 Introduction

– 2.0 Methods and Apparatus 2.1 Description of Models Tested 2.2 Apparatus 2.3 Calculations

– 3.0 Results

– 4.0 Discussion and Conclusions

Document Layout:

Format Example 2

Basic Issues

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EE 399Titles

The title is more important than most people think.

Your task in choosing a title is to use as few use as few words as possible (less than 10) to clearly words as possible (less than 10) to clearly describe the content of the reportdescribe the content of the report.

It is also a good idea to read through your title and think about how it might be interpreted.

Report Structure

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EE 399Abstracts

The abstract is the second level at which a potential reader can filter out reports that he is or is not interested in reading.

The abstract is generally limited to 250 words (or so). It must be a self-contained description of the report.

It includes a short summary of the study and the most important results and conclusions of the paper.

Report Structure

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EE 399Introduction / Background

Provide your reader with background information on the topic of your paper.

This section helps to get the reader "up to speed" if necessary.

If your study builds upon work of others or requires the use of accepted formulae, this information should be provided in the introductory section of your paper.

Report Structure

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EE 399Methods

The methods section is used to discuss the specific approach (methods) used.

Discussion of an experimental apparatus is often included in this section

If the apparatus is sufficiently complex, a separate section is devoted to the apparatus.

You might have section headings such as "Experimental Methods" and "Computational Methods".

Report Structure

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EE 399Apparatus and Procedures

While the discussion of the apparatus and procedure are sometimes lumped together, this is not a necessity.

Rule of thumb for level of detail: provide sufficient details so that a competent researcher could reproduce the significant aspects of your results.

Report Structure

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EE 399Results Take time to investigate trends in your results

and to look at many ways of presenting them

Limit presenting the results in the "Results" section, and reserve comments and insights for the Discussion section.

If you have few data to present then you may combine the Results, Discussion, and Conclusions sections.

Likewise, if you have a great deal of data, you may choose to create subheadings.

Report Structure

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EE 399Discussion and Conclusions

You must present your results with providing any insights useful to the reader

You must interpret the results. How do the results compare with expectations (past research, literature, common sense...)?

Are there any limitations in your apparatus?

What are the implications of your findings?

Report Structure

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EE 399Writing

Write a draft first Only the writer needs to be able to

understand the draft Edit it later

(leave for a day or two, if possible) Correcting:

– Logic & Organisation– Style & Clarity– Spelling

Report Preparation

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EE 399Placement of Graphics

As close as possible to the text which refers to it Conventionally at the top or bottom of the page

(unless very small) Do not wrap text around graphic If only included for accuracy, may be put in an

appendix instead

Report Preparation

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EE 399Figure Captions

ALWAYS include a figure caption and number

Simple explanation of what the figure (or table) shows

If the figure (or table) is not yours, put the reference number at the end of the caption

Give the source of data (e.g., data from [5])

Report Preparation

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EE 399References

Use a unified system

Always cite sources

– Be careful of web sources

Plagiarism = cheating

– DO NOT cut-and-paste

– Give references

Report Preparation

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EE 399Proof Reading

Re-read your document, preferably aloud Check sentence length, structure, and clarity Use spell checker (do not ignore wiggly red

lines!) Use grammar checker (carefully, with

“technical” setting) Often good to ask someone else to read it (if

time permits)

Report Preparation

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EE 399Important Issues: In Brief

1. Do the experiment

2. Plot the raw data

3. Investigate trends and various data

presentations

4. Write an appropriate outline

5. Write the report fairly quickly

6. Let the report sit for at least ONE DAY!

7. Read the report with a critical eye and edit.

Report Preparation

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EE 399State of the Course: 1 / 2

Lecture 1Introduction & GuidelinesConversation & ice breaking

Lecture 2Guidelines to Good Writing & Grammar:Assignment 1

Correcting paragraphs with errors

Lecture 3Searching, Compiling, Referencing & Ethics:Assignment 2

Searching Internet & library

Lecture 4Report Structure & Components

Reviewing a sample report to write the abstract & conclusion

Lecture 5

Guidelines for Good Presentation:Assignment 3 / 1st Oral Presentation: Literature Review

Practicing converting text into attractive slides.

Peer to peer evaluation of presentation

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EE 399State of the Course: 2 / 2

Lecture 6Writing CVs & Guidelines to Successful Interviews:Assignment 4 / Assignment 5

Practicing interviews.

Lecture 7

Group Dynamics & Management Skills:

2nd Oral Presentation: 1st Draft of Final Paper

Practicing preparing: agenda, and minutes; running meetings.

Peer to peer evaluation of presentation

Lecture 8Guidelines for Writing and Evaluating Proposals:Assignment 6

Discussing sample of RFP and sample proposal

Lecture 9

Taking Notes & Writing Letters and Memos: Guest Speaker / Assignment 7, Discussion Session / 3rd Oral Presentation: Final

Listening to a speech and taking notes.

Discussion.

Report, slides, & CV.

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EE 399Training

Assignment 1Punctuations & Grammar

Assignment 2Searching for a Final Paper

Assignment 3Literature Review for Final Paper

Assignment 4Presentation Of First Draft of

Final Paper Report

Assignment 5First Draft of Final Paper Report

Assignment 6Writing Proposal with CV

Assignment 7Peer Evaluation of Proposal

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EE 399

QUESTIONS ?