REPORT WRITING

Bernard Kumi-Boateng
5 May 2012

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)

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Objectives of Lecture
Present and defend a good research proposal and report;

Present a good reference citation and list; and

Apply the UMaT format for project proposal and report writing.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Why Report Research Findings?

The most brilliant hypothesis, conducted research study, and well designed and

the most striking generalizations and findings are of little value unless they are effectively communicated to others. The purpose of research is not well served unless the findings are made known to others.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Why Report Research Findings?

Writing of report is the last step in a research study and requires a set of skills somewhat different from those called for in respect of the earlier stages of research. This task should be accomplished by the researcher with utmost care;

he may seek the assistance and guidance of experts for the purpose.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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, judge the adequacy of its methods and thus form an opinion of how seriously the findings are to be taken.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Preliminary Pages
In its preliminary pages the report should carry a title and date, followed by acknowledgements in the form of Preface or Foreword. Then there should be a table of contents followed by list of tables and illustrations so that the decisionmaker or anybody interested in reading the report can easily locate the required information in the report.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 following sections:
(i) Introduction; (ii) Statement of findings and recommendations; (iii) The results; (iv) The implications drawn from the results; and (v) The summary.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 under which the study arose and the nature of the results.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Technical Report
A technical report is used whenever a full written report of the study is required whether for record keeping or for public 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 including their limitations and supporting data.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Technical Report
A general outline of a technical report can be as follows: Summary of results: A brief review of the main findings just in two or three pages. Nature of the study: Description of the general objectives of study, formulation of the problem in operational terms, the working hypothesis, the type of analysis and data required, etc. Methods employed: Specific methods used in the study and their limitations. For instance, in sampling studies we should give details of sample design viz., sample size, sample selection, etc.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Technical Report
Data: Discussion of data collected, their sources, characteristics and limitations. If secondary data are used, their suitability to the problem at hand is fully assessed. Analysis of data and presentation of findings: The analysis of data and presentation of the findings of the study with supporting data in the form of tables and charts. Conclusions: A detailed summary of the findings and the policy implications drawn from the results be explained.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Technical Report
Reference/Bibliography: Bibliography of various sources consulted be prepared and attached.

Technical appendices: Appendices be given for all technical matters relating to questionnaire, mathematical derivations, elaboration on particular technique of analysis etc.
Index: Index must be prepared and be given invariably in the report at the end.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 the same in all the technical reports.
This, in other words, means that the presentation may vary in different reports

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 on simplicity and attractiveness.
The simplification should be sought through clear writing, minimization of technical, particularly mathematical, details and liberal use of charts and diagrams.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Popular Report
A general outline of a popular report can be as follows: The findings and their implications: Emphasis in the report is given on the findings of most practical interest and on the implications of these findings. Recommendations for action: Recommendations for action on the basis of the findings of the study is made in this section of the report. Objective of the study: A general review of how the problem arises is presented along with the specific objectives of the project under study.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Popular Report
Methods employed: A brief and non-technical description of the methods and techniques used.

Results: This section constitutes the main body of the report wherein the results of the study are presented in clear and non-technical terms Technical appendices: More detailed information on methods used, forms, etc. is presented in the form of appendices.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Oral Presentation
Oral presentation of the results of a study is considered effective, where policy recommendations are indicated by project results. The merit of this approach is the opportunity for giveand-take decisions which lead to better understanding of the 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 may be circulated before the oral presentation.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Oral Presentation
Oral presentation is effective when supplemented by various visual devices.

Use of slides, wall charts and blackboards is quite helpful in contributing to clarity and in reducing the boredom, if any. Distributing a board outline, with a few important tables and charts concerning the research results, makes the listeners attentive.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 be adhered to, and no deviation permitted.
The criteria of format should be decided as soon as the materials for the research paper are assembled. Size and Physical Footnotes etc Design; Procedure; Layout;

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Precautions in Research Reporting

While determining the length of the report, one should keep in view the fact that it should be long enough to cover the subject but short enough to maintain interest. Readers are often interested in acquiring a quick knowledge of the main findings and as such the report must provide a ready availability of the findings (Abstract). The reports should be free from grammatical mistakes

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Precautions in Research Reporting

Calculated confidence limits must be mentioned and the various constraints experienced in conducting the research study may also be stated in the report. Objective of the study, the nature of the problem, the methods employed and the analysis techniques adopted must all be clearly stated in the beginning of the report in the form of introduction.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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's proposal.

An ill-conceived proposal dooms the project even if it somehow gets through. A high quality proposal, on the other hand, not only promises success for the project, but also impresses your supervisor about your potential as a researcher.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Proposal Writing
A research proposal is intended to convince others that you have a worthwhile research project and that you have the competence and the work-plan to complete it. Regardless of your research area and the methodology you choose

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 the major issues, and your methodology is sound.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 rejection simply because the proposal is poorly written. Therefore, it pays if your writing is coherent, clear and compelling.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

UMaT Proposal Format

NAME: PROJECT SYNOPSIS KUMI-BOATENG BERNARD

DEPARTMENT:
FACULTY: TITLE OF PROGRAM: DURATION: SUBMISSION OF PROJECT:

GEOMATIC ENGINEERING
FMRT BSc (GEOMATIC ENG.) FULL TIME (4-Years) MAY, 2012
UMaT

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

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 (STUDENT) .............. KWADWO PETERS (SUPERVISOR)
UMaT

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

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 10 Answers to Questions 20 Appearance & Courtesy 10 ___________________________________________________ Total Score 100 __________________________________________________
Name of Assessor... Signature of Assessor.Date..
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Project Reporting Format

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

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
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

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

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

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 be avoided. While the title should be as brief as possible it should be accurate, descriptive and comprehensive, clearly indicating the subject of the investigation.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Title and Title Page

Author's name The full forenames followed by the surname are usually given under the title. Project statement submitted in partial fulfillment of the requirements for the award of the degree of Bachelor of Science in Geomatic Engineering' Year when the thesis was completed This lowest line should be no more than 25 mm from the foot of the page, and should include the place and date of completion of the thesis, e.g. Tarkwa, 2012.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Candidate's Declaration
This declaration should appear on a separate page and each copy of the project should be individually signed by the candidate. Example I declare that this project is my own work. It is being submitted for the Degree of Bachelor of Science in Geomatic Engineering in the University of Mines and Technology, Tarkwa. It has not been submitted for any degree or examination in any other University.
. (Signature of Student) Submitted this day of 2009.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Abstract
The abstract is a brief information or summary of not more than 250 words for a project report at UMaT. It outlines the objective of the project, the research methods and procedure employed and the major results and conclusions. The abstract should always start with a topic sentence that is a central statement of the major theme of the project.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Abstract
The abstract should give as concisely as possible the significant facts, especially

anything new, the main conclusions and any recommendations.

The reader can then decide whether or not he/she is interested in reading further.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 the chapter line and does not require a heading

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Dedication
Example This project is dedicated to all people who use Remote Sensing Technology peacefully and my academic mentor Prof D. Mireku-Gyimah

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 a supervisor, financial assistance, permission to publish, as well as special facilities offered by a company, university or research institution.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Acknowledgements
Example
Special thanks go to the father Almighty for the strength and guidance throughout the work. Then, to Mr. KumiBoateng Bernard, my supervisor, who offered me the necessary explanations and pieces of advice to make this project a reality. My sincerest appreciation to Mr. Andrews Djate, Mr. Ansu Gyabour and Mr. Tetteh all of Center for Remote 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. Kojo Nyankoms Cleland, Mum, Comfort Bosomtwe and Uncle, Mr. John Dekyem Attafuah.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

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 the project itself.
The contents should only contain the first three levels of headings in the project. It must also include the relevant page numbers.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Example

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 candidates should consult their supervisors with regard to the correct symbols for their field of research.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 the findings, conclusions, and recommendations of the project.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Introductory Chapter
The first chapter should contain the following items: Statement of the Problem; Objectives of Research; Methods Used; Organisation/Structure of Report.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 present status of the problem through literature review
The elements of Chapters 2 and 3 may be reversed depending on the topic or field of studies Chapter 4 may be statement of the source of data, the method of procedure (experimental techniques) and the treatment of the findings.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

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.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Chapter 5 (Findings)
It suffices to say that the chapters of this portion of the project constitute the candidates contribution to knowledge. 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.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Conclusions & Recommendations

The concluding chapter should be a summary, restating the developments of previous chapters and showing succinctly the more important findings and conclusions of the whole study.

The author may list unanswered questions that have occurred to him/her but which require
research beyond the limits of the undertaking reported. Recommendations may be offered for the solution of the problem.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

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

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Appendices
Appendices are convenient places for recording complicated mathematical or other formulae, descriptions of experiments, and any other specialised or lengthy material such as computer programme listings, other instrumental outputs that would otherwise detract from the readability of the text. Appendices must be numbered or lettered consecutively to facilitate their location in the text.

Each appendix must start on a new page. The appendices should be placed immediately after the list of references.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 and format alone.

For example, the heading 'EVIROMETAL ECOOMICS' is recognisably of higher level than 'Environmental Economics'.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Rules of Numbering
Arabic numerals should be used throughout; First level headings usually chapter headings of a thesis are numbered continuously beginning with 1. In this University, the chapter heading will be centered and written below the chapter number. Each new chapter will start on a new page;

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 level and beyond; Numbering should thus be confined to the first three levels.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 the same line.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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!

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Tables
Tables in project should be numbered as follows: first by the number of the main text division (chapter) in which they occur, and secondly, by Arabic numerals running consecutively through that text division. Thus, the first table in Chapter 2 is Table 2.1, the second table in Chapter 2 is Table 2.2, etc.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

Example

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 should be 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.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Example

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 one side only. When you open a new Microsoft Word document, the default Paper Size is Letter, ensure that you choose the correct Paper Size A4. The main body of the text should be set in one and half spacing.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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 not be indented.

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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.
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Assessment of BSc Project Work

Standard of Presentation (40)
(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)

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

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)

(c) Clarity of tables and figures (10) (i) Headings (ii) Units (iii) Readability (iv) Relevance
(d) Reference (10)

2.5 2.5 2.5 2.5

(i) Correctness of citing references in the text (ii) Correctness of reference list
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

Assessment of BSc Project Work

Content of Project Report (60)
(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 work done/results/analysis/discussion/observations (iii) Extent to which objectives have been addressed
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT

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 all references cited in the text (5)

UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA

UMaT

THANK YOU
UNIVERSITY OF MINES AND TECHNOLOGY, TARKWA UMaT