Engineering Technology Senior Project 2/9/2006

Introduction

Technical Report Writing • Types of Technical Reports

• Project Report
• Research
Assoc. Prof. John Hackworth
Director, Electrical Engineering Technology
• Design
• Feasibility, Evaluation, Recommendation
• Equipment Specifications Manual
• Product Brief
• Operation and Repair Manual
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Parts of a Technical Report Cover Page

• Cover Page • Cover page contents vary.
• For your senior project report, the cover page must
• Abstract include these minimum items
• Introduction • Report title
• Your name
• Discussion • Your ODU email address
• Course number
• Summary and Conclusion • Date it is submitted
• References • Center everything on the page both horizontally
and vertically
• Appendices
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Abstract Abstract
ab’·stract,[n], an abbreviated summary of a • There Are Two Types of Abstracts
research article, review, or any in-depth • Descriptive (Preliminary) Abstract
analysis of a particular subject or discipline, • Lengthy, sometimes more than one page
• Used to present an idea for journal article or conference paper
often used to help the reader quickly
• A stand-alone document
ascertain the paper’s purpose. When used,
• Informative Abstract
an abstract always appears at the beginning • Short – a few sentences
of a manuscript, acting as the point-of-entry • Used to tell someone searching for information what is
for any given scientific paper or patent contained in the paper
application. • Extremely concise

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Engineering Technology Senior Project 2/9/2006

Abstract Abstract
• The report abstract tells • The abstract must be concise
• The subject of the paper • Avoid using wordy phrases such as, “In this
paper the reader will find details of a unique
• 1-2 sentences describing the project pier construction method.”
• What results are given in the paper • Instead use, “A unique pier construction
method is detailed.”
• Avoid trying to include too much detail
• If you need more than 3-8 sentences, you are
trying to include too much in the abstract.
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Horizontally Single spaced

2”
Centered Introduction
Abstract
• Explains the purpose of the project
A new method for extracting crude oil • The reason for its undertaking
2” from bedrock is described. The method
utilizes super heated steam pumped into 2” • Historical background
bedrock at high pressures which lowers • Briefly how it was done
the viscosity of the oil, thus allowing for
easy removal. The process, analytical • The results that were expected
methods, potential problems, and rate of
extraction for various types of rock are • Typically ½ to 2 pages
shown.

Left Justified 2” 9 10

Discussion (or Body) Summary and Conclusions

• The bulk of the report • A brief wrap-up of the paper

• Preliminary analysis • A “bookend” to the introduction
• Equations
• Typically ½ to 2 pages
• Design approach
• Description of the project • This is not the place to disclose all the
• Theory of operation results. The results are disclosed at the end
• Measurements of the discussion.
• Unforeseen problems and solutions

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Engineering Technology Senior Project 2/9/2006

References
• Use the standard APA bibliographical format.
Info and examples are available at
http://owl.english.purdue.edu/handouts/research/r_
apa.html#General%20Format
• 1. Calfee, R. C., & Valencia, R. R. (1991). APA
guide to preparing manuscripts for journal
publication. Washington, DC: American
Psychological Association.
• There is also a standard citation form when using
web sites as references.
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References
• Sequentially number the references in your
bibliography.
• When you refer to one of your references in the
text of your paper, use brackets to indicate which
reference.
• For example, within your paper, if you want to
refer to reference number 3, the sentence could be:
• “In this case, the pressure on the outside of the
vessel has been proven to be insignificant [3].”
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Appendices Technical Report Formatting

• The location for all bulky items that would • Abstract

otherwise clutter the discussion • Single spaced
• 2” margins on all sides
• Data sheets
• Codes & standards • Remainder of report
• Double spaced
• Program source code • 1” margins on all sides
• Drawings and figures (if not embedded in the • Font
discussion section) • Use a formal font such as Courier, Times New Roman, Sans
• If more than one group of items is included, break Serif, or Arial, 12 point.
them into several appendices with headings • Avoid fancy fonts.
“Appendix A - Title”, “Appendix B - Title”, and • Number each page after the cover page (i.e., the abstract is
so forth. page 1).

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Technical Report Formatting Common Errors

• Skip a line between paragraphs.
• You may optionally indent paragraphs.
• Each section should have a heading.
• Make the headings different from the text by using bold
or a larger text size.
• You may use outline style numbering (Roman
numerals-letters-numbers or decimal fraction
numbering).
• If you include a table of contents, locate it
between the cover page and the abstract.
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• Slang – “The results were pretty close.” If you
must use slang, put it in quotations.
• Modifiers that have no precise meaning – “very
close”, “approximately”, “not far”.
• Don’
Don’t use contractions.
• Using pronouns (I, you, he, she, we, they, …).
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Engineering Technology Senior Project 2/9/2006

Common Errors Common Graphics Errors

• Using “etcetera” (etc.). In technical reports, you
do not want the reader to “fill in the blanks” (there
shouldn’t be any blanks). Use ellipses if the
remainder is obvious (e.g., Instead of “2, 4, 6,
etc.”, use “2, 4, 6, …”)
• Printing on the back of the page.
• Using fancy fonts.
• Failing to number each page after the cover page.
• Changing tense. It is best to write in present tense.
• Run-on sentences
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• Drawing graphs on lined notebook paper.
• The report binder covers up part of a graph (anything
hidden under the binding is considered missing when
graded).
• Failure to label each axis of a graph and give the unit of
measure.
• Failure to use both a horizontal and vertical grid (Be
careful: Excel defaults to horizontal grid only).
• If the graph is landscape, it must be rotated 90 degrees
counterclockwise (it should be readable when the bound
edge is at the top).
• Failure to give the graph a figure number and a name.
• Use of strange axis scales (a step value of 0.25 is ok, but a
step value of 0.2935 is not). 20

Writing the Paper Writing the Paper

Begin with an outline of the required parts, Next, break each of the sections into sub-
excluding the cover page and abstract. sections.

I. Introduction
I. Introduction
II. Discussion
A. Problem Statement
III. Summary and Conclusion
B. Brief History
IV. References
C. Preliminary Project Description
V. Appendices
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Writing the Paper Writing the Paper

Continue, by breaking sub-sections into • Make sure that the outline makes sense and flows
smoothly before you begin writing.
smaller parts, as needed.
• Write in first person implied. For example, instead of,
“I constructed the mechanism from copper.”, say, “The
mechanism was constructed of copper.”
I. Introduction
• Once the outline looks good, begin writing, starting
A. Problem Statement with the parts you are most familiar with.
B. Brief History • As the paper takes form, you may decide to add or
C. Preliminary Project Description delete subordinate sections.
1. Keyboard input system • Utilizing this method allows you to begin writing the
2. Microcontroller paper even before completing the project by writing
3. Display the parts that you know and leaving the unknown parts
for later.
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Engineering Technology Senior Project 2/9/2006

Points to Remember
• For those who do not know you, the first
impression you make may be through a technical
Technical Report Writing
paper you have written.
• This impression will, for the most part, be formed
Assoc. Prof. John Hackworth
Director, Electrical Engineering Technology
by their judgment of your writing skills.
• A high quality, well-written paper shows the
readers that your are well-educated, and
demonstrates your dedication to invest the time
and effort to produce a quality product.
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