1. HU113: Technical Report Writing Prof. Dr. Abdelsamie Moet Fall 2012/13 Pharos University in Alexandria Faculty of Engineering Lecture 4: Elements of a Technical Report

2. HU113_Lecture4_Elements2 Outline Types of technical writing Specs Report Layout –Front Matter –Text –Back Matter

3. HU113_Lecture4_Elements3 Engineers spend between 1/3 and 1/2 of their work time engaged in technical writing. Examples include: 1.proposals 2.regulations 3.manuals 4.procedures 5.requests 6.technical reports 7.progress reports 8.Emails 9.Memos 10. Accident Report* Types of Engineering Writing

4. HU113_Lecture4_Elements4 Significance Upper Management Project Engineer Engineers write technical reports to communicate pertinent information that is needed by upper management to make intelligent decisions that will affect the company. Detailed Knowledge Decision Control

5. HU113_Lecture4_Elements5 Specs of Technical Reports A technical report follows a specific layout and format as specified by the American National Standards Institute (ANSI): ANSI/NISO Z39.18-1995

6. HU113_Lecture4_Elements6 Technical Report Layout Front Matter Text Back Matters

7. HU113_Lecture4_Elements7 Technical Report

8. HU113_Lecture4_Elements8 Front Matter The front matter is used to help potential readers find the report. Once found, the front matter will help the reader to quickly decide whether or not the material contained within the report pertains to what they are investigating.

9. HU113_Lecture4_Elements9 1.Cover 2.Title Page 3.Abstract 4.Table of Contents 5.Lists of Figures and Tables Front Matter May be an optional element

10. HU113_Lecture4_Elements10 A cover is used if the report is more than 10 pages long. The cover (front and back) provides physical protection for the printed report. Cover* *May be an optional element

11. HU113_Lecture4_Elements11 The title page provides descriptive information that is used by organizations that provide access to information resources (i.e., library). A title page duplicates the information found on the front cover (if one is used). Title Page

12. HU113_Lecture4_Elements12 Title and Subtitle In creating the title of a report, the author should: 1. selects words that distinguish the report from any other on the same general topic. 2. use a distinctive subtitle for clarity. Information about the period covered by the report (for example, month, quarter, or year). 3. spell out abbreviations and acronyms.

13. HU113_Lecture4_Elements13 An abstract is a short summary that provides an overview of the purpose, scope, and findings contained in the report. Purpose-identifies the issue, need, or reason for the investigation Scope-reviews the main points, extent and limits of the investigation Findings-includes condensed conclusions and recommendations Abstract

14. HU113_Lecture4_Elements14 no more than 200 words* provides an “in a nut shell” description without providing underlying details contains no undefined symbols, abbreviations, or acronyms makes no reference by number to any references or illustrative material Abstract ii

15. HU113_Lecture4_Elements15 The table of contents lists the title and beginning page number of each major section within the report (excluding the title page and the table of contents). Table of Contents iii Pages that occur before the Summary (which is the first page of the text) are numbered with lowercase roman numerals (i, ii, iii, iv, etc.). All other pages use Arabic numerals (1, 2, 3, etc.).

16. HU113_Lecture4_Elements16 A list of figures and tables helps the reader to locate illustrations, drawings, photographs, graphs, charts, and tables of information contained in the report. *May be an optional element Front Matter: List of Figures and Tables* iv

17. HU113_Lecture4_Elements17 List of Figures and Tables* A figure is any drawing, photograph, graph, or chart that is used to explain and support the technical information in the text. The figure number and title will appear below the image. Refer to a figure or table within the text, and place them close to their mention. *May be an optional element

18. HU113_Lecture4_Elements18 Technical Report

19. HU113_Lecture4_Elements19 I.Introduction II.Methods, Assumptions, and Procedures III.Results and Discussion IV.Conclusions V.Recommendations VI.References Text optional element

20. HU113_Lecture4_Elements20 The Introduction prepares the reader to the main body of the report. This section focuses on the background of the subject, purpose, and scope (indicates the extent and limits of the investigation). I. Introduction 3

21. HU113_Lecture4_Elements21 2. Methods, Assumptions, and Procedures The methods, assumptions, and procedures used in the investigation are described so the reader could duplicate the procedures of the investigation. Information in this section includes: System of measurement Types of equipment used and accuracy Test methods used

22. HU113_Lecture4_Elements22 III. Results and Discussion The results and discussion section describes what you learned about the problem as a result of your research, identifies the degree of accuracy related to your findings, and gives the reader your view of the significance of your findings.

23. HU113_Lecture4_Elements23 IV. Conclusions No new information is presented Conclusions - deductions made from the findings and results Concluding Remarks (optional) - opinions are included in addition to findings and conclusions. 9

24. HU113_Lecture4_Elements24 V. Recommendations* A section called recommendations is often included in reports that are the result of tests and experiments, field trials, specific design problems, and feasibility studies. The author may recommend additional areas of study and suggest a course of action, such as pursuing an alternate design approach. *May be an optional element

25. HU113_Lecture4_Elements25 VI. References The references section is the place where the author cites all of the sources that were used to… develop an understanding of the problem support the information contained in the report 14

26. HU113_Lecture4_Elements26 Technical Report

27. HU113_Lecture4_Elements27 The back matter supplements and clarifies the body of the report, makes the body easier to understand, and shows where additional information can be found.

28. HU113_Lecture4_Elements28 Appendixes* Bibliography* List of Symbols, Abbreviations, and Acronyms Distribution List* Back Matter *May be an optional element

29. HU113_Lecture4_Elements29 Anything that cannot be left out of a report, but is too large for the main part of the report and would serve to distract or interrupt the flow belongs in the appendixes. Examples include: Large tables of data Flowcharts Mathematical analysis Large illustrations Detailed explanations and descriptions of test techniques and apparatus Technical drawings *May be an optional element Appendixes*

30. HU113_Lecture4_Elements30 List of Symbols, Abbreviations, and Acronyms* If more than five symbols, abbreviations, or acronyms are used in the report, they are to be listed with their explanation. *May be an optional element

31. HU113_Lecture4_Elements31 Create an outline of your report before you write it. Write the body of the report first. Then write the front and back matter. Consider voluntary peer review. Have someone proofread your report.

32. HU113_Lecture4_Elements32