1. Lecture 3: Writing the Project Documentation Part I
Graduation Projects
Lecture 3: Writing the Project Documentation
Part I

2. Topics that will be covered
Structuring Reports
Writing Abstracts
Referencing Material
Presenting Data
Documenting Software
Commenting Programs
Writing User Guides

3. Why to document your project? And why it is important?
Sometimes, a graduation project is not accompanied with a software, then the documentation would be the evidence of the project.
Dissemination of ideas and results
Good work (software for example) could be ruined by a poor report, that doesn’t justify your practical work right.

4. Writing and Structuring Reports
Considerations
What is the purpose of the report?
Best Mark
Work Dissemination
Provide Literature Review
Inspiring others
Fulfill Requirements of your course
Who is going to read it?
Examiners, Future Employees, Academics and Experts?
What do they already know?
What do you want them to learn, gain, and be influenced?

5. Writing and Structuring Reports
It is important to take these two considerations into your mind, before starting writing your document. In this case, you will know exactly the type of information you will include in your report.
Detailed description for students, or go directly to conclusions for experts?
Try not to write so much detailed, just for the sake of writing
On the other hand, try not to miss any important information that should support your project.

6. Writing and Structuring Reports
Approaches to Writing
Top-Down Approach
Evolutionary Delivery
Note: You can adopt one of them, and you can use both!

7. Writing and Structuring Reports
Approaches to Writing
Top-Down Approach
Use Chapter Breakdown Structure to identify the structure of the report
Identify all chapter names, sections and sub-sections
Identifying the contents of each chapter, makes writing much easier
You concentrate on a certain target in each chapter, and you don’t misdirect to another target
Helps in time management

8. Writing and Structuring Reports
Approaches to Writing
Evolutionary Delivery
You write separate parts of your reports as the thoughts come by.
You can re-write these parts as your project proceeds, and your information increase.
So, each part evolves and matures over a period of time as new ideas immerge.

9. Writing and Structuring Reports
Approaches to Writing
These two approaches (Top-Down and Evolutionary Delivery) can be combined by:
Specifying the chapters, sections and sub-sections heading and contents.
By, taking the previous point as your road-map, you can start writing these parts, taking into consideration any probability of re-writing that might be needed while the project in progress.

10. Writing and Structuring Reports
When Should I Start Writing?
You can start right away 
You don’t have to leave the writing to the end of the project.
In the current phase, you decide the structure of your report, and the chapters and sections that should be included.
Then, whenever you enter a new phase (e.g. Analysis, Design, implementation, …etc) you can write down your findings in the corresponding chapters directly.
This what we intend to do in this course

11. Writing and Structuring Reports
The Order to Writing
Identify Structure: Use Report Breakdown Structure to identify the content. Even if not enough information is available in this stage, use as much information as you can.
Identify Presentational Style: Use the style described in the Graduation Project Guide.
Draft the Introduction:
Introduction presents the idea of the project to the reader
It also makes the idea clearer to you
At this stage it will be a draft introduction
It should include literature review
Description of the coming chapters.

12. Writing and Structuring Reports
The Order to Writing
Main Body:
It includes chapters like (used methods, analysis, design,…etc.)
Its content depends on the undertaken project
No need to write chapters or sections in order, you can write them as your project progresses.
Write the Abstract
ALWAYS, write your abstract after the document is almost finished
Details about writing abstracts are coming later.
References and Appendices
You may not use all the references you have collated.

13. Writing and Structuring Reports
The Order to Writing
Arrange Contents list and the index (if required)
Proof-reading, check and correct:
All group members should re-read the written documents as a whole, and suggest any corrections or modifications.
It is ok to get someone else to read it for you, as an additional proof reading.

14. Writing and Structuring Reports
Structure
Title Page or Cover Sheet
Abstract
Acknowledgements
Content Listing
List of Figures and Tables
Chapter 1 – Introduction
Chapter 2 – Literature Review
Chapter 3 –Requirements / Analysis
Chapter 4 – Design
Chapter 5 – Implementation and test
Chapter 6 – Evaluation
Chapter 7 – Conclusion

15. Writing and Structuring Reports
Structure – The relationship between chapters

16. Writing and Structuring Reports
The Introduction Chapter
This chapter should contain the following
Overview
Problem Statement
Goal and Objectives
Scope of the Project
Outcomes and Benefits
Facilities and Resources
Procedure and Methodology
Dissertation Outline

17. Writing and Structuring Reports
The Conclusion Chapter
This chapter should contain the following
Project Achievement
To how extent has the project met its objectives
The contribution
Evaluation of the following:
The development process model
The Programming language
Problems faced, and how it have been overcome
Enhancements
Lessons Learnt
Recommendations and Future Work

18. Writing and Structuring Reports
Writing Style
Use the layout, font style, ..etc. as described in the Project guide
Grammar Style: Good reports can be ruined by poor grammar!! So pay attention to the grammar you use.
A good writing style comes with practice, the more you write the easier it becomes
Reading also helps you to improve your own writing skills.

19. Writing and Structuring Reports
Writing Style
Tips for a professional writing style:
Try to write in the third person. Avoid using pronouns like, I, you, we, my and so on.
Example:
Don’t write: I interviewed seven people to see what they thought of the system
and write: Seven people were interviewed to determine their thoughts on the system
or write: The author interviewed seven people to see what they thought of the system
Avoid complex and long sentences
Avoid making several points within the same sentence.
Avoid abbreviations and Jargons (المصطلحات العامية، اللغة الغامضة)
Use “s/he” or “they” instead of he.

20. Writing and Structuring Reports
Writing Style
Tips for a professional writing style:
It is common to use the past tense, since the report is describing a project that you have already completed.
Avoid jokes and personal views
Avoid shortened forms: use “is not” instead of “isn’t”, use “cannot” instead of “can’t”
USE SPELL CHECKER
Avoid terms like “clearly” or “obviously”, since you may know the point you are talking about so clearly, but your idea might not reach the user that “Clearly”
Avoid red flags. These are claims that your personal opinion rather than facts from literature.
Example: “Requirements capture is the longest stage of the software development processes”

21. Writing and Structuring Reports
Writing Style
Tips for a professional writing style:
Avoid red flags. These are claims that your personal opinion rather than facts from literature.
Example: “Requirements capture is the longest stage of the software development processes”
you either add a reference to this sentence, or make it uncertain by using words like “often” or “sometimes”
“Requirements capture is often the longest stage of the software development processes”