Prepare a Report

How to save up a roam Report 1. Why is the base important? If you wish to secure a neat mark for your stick out, it is absolutely all(a) important(p) that you write a healthy bailiwick. It is the answer for which is marked, non the plat make or anything else you efficacy allow constructed during the see to it period. No press how signifi layaboutt your achievements, if you do non write up your work, and write it up rise up, you ca-ca obtain a poor mark. It is essential to understand that the piece go away be watch and marked by a spell of examiners (normally 2 4), only mavin of whom your executive program volition have any well-known(prenominal)ity with the work which the report expounds.Examiners atomic number 18 not mind- subscribers, and cannot give credit for work which you have d wizard just straight not embarrass in the report. 2. What atomic number 18 the examiners looking for? Each project report is marked initially by two examiners, one o f whom is the supervisor. Each examiner fills in an onlinemark form, giving marks for various aspects of the report and an overall mark. analyze the mark sheet go forth give you a solid stem of what aspects of the report be important. The notes to examiners which accompany the mark sheet use the monetary value perfect, quite p separatelyy, abysmal and so on to describe the attributes of a particular numerical mark (e. . 5 is satisfactory). thither is a divert document which goes into grand detail about what on the button satisfactory core in particular con textual matters, but Im not sure that these definitions are widely used or so examiners believe that they have an perfect and objective understanding of what is satisfactory. Note that supervisors capability specify on the mark sheet that a particular aspect of the project is to be assessed for specimen, a review of the project area even so if that area is not sulked in the project report.Decisions on what is to be assessed are the supervisors responsibility, but you should be aware of the standard headings, study mensurablely about what you stand for (or do not present) under each, and discuss and agree it with your supervisor. Remember that your report is an academic dissertation, not a popular article or commercial message proposal. For employment, rather than describing only a series of events and a final product, discipline to establish criteria, present arguments, derive principles, pose and answer questions, measure success, die alternatives nd so on. W here a project has been under outletn with industrial reward, the significance of that support for the project, and the relevance of the project to the supporting indus picture, should be discussed. 3. The mechanics of composing The conundrum you have to solve is this to transfer your own experiences of doing the project, and the knowledge you have gained, from your drumhead onto paper in a coherent, logical and correct form. in that location are some(prenominal) ways of achieving this. Different authors have divers(prenominal) techniques.My own method acting, which I think is quite common among technical authors, is to write as chop-chop as I can, without regard for coherency, structure or order, until I have written down (or rather, typed in) all the points I can think of. If my mental capacity is running faster than my fingers and a thought pops into my head which belongs in some other part of the document, I skip to the end of the page and insert a few terminology there to remind me to expand that point later, thence resume where I was. The aim is to transfer as oftentimes applicable strong from idea to paper as quickly as practical. This method has been called the brain dump.It is practised, I think, by some writers of fiction as well as by technical authors. After deuce-ace hours of brain discard I qualification have four or cinque pages of disorganized text. I then spend per haps six hours put the text into order and tightening up the prose, by and by which I might have three pages of favourable-quality prose. This method of composition is an iterative process, with periods of brain dumping alternating with periods of tidying-up. At the rate of three pages of polished text all(prenominal) nine hours, a typical 60-page PR3 project report will spud you about four weeks to complete, working full-time.You must allow time to overdress the appendices (e. g. program listings) and illustrations. Good-quality illustrations, in particular, take a long time to prepare. You should accordingly allow at leastsix weeksto write the report. If you kept a note- record during the project period, you will disco really the indite-up process oftentimes easier. 4. How to write well many students appear not to realize how difficult it is to write well. whatsoever type of authorship (except perhaps advertising copy) is difficult, but technical writing is particul arly hard. There are many books which address the subject of expert technical writing.By far the best among those which I have seen isScientists Must Writeby Robert Barrass (1982). Though published over twenty years ago, this superior little book is still in print. There are several copies in the J. B. Morrell library, but since it costs only ? 11. 19 (from theInternet Bookshop), you would be well advised to buy a copy and to read it from report to cover. 4. 1. Precision You must strive prototypical to be absolutely precise. When you write, it is not sufficient thatyouknow what you soaked neither is it sufficient that your writing admits of the message which you intend it must admit of no other meaning.What you write must not be capable of misinterpretation. Take exceptional care to recognize the right word for the occasion. Do not, for example, write optimum if you mean good. Approximate representation c move back, so very approximate means very close which is not what man y people seem to think it means. 4. 2. Vigour Precision in writing is mainly a matter of taking sufficient care. Good writing is not only precise, nevertheless, it isvigorous, and that is much harder to achieve. It helps if you have read widely, specially novels. Here are some hints which might help you to write forcefully and vigorously.Prefer piddling sentences to long sentences. Prefer short words to long words, provided that the short word has the meaning you need. Terseness is a great virtue in technical writing. (But dont go too far come back Horaces observation Brevis esse laboro, obscurus fio. ) Avoid circumlocutions. In almost all sectors of the computing mart can be re rumpd in most contexts by almost everyplace. The question of whether to use the passive voice in technical writing is a thorny one. Most older writers still write a program was written rather than I wrote a program . Many of your examiners might share this p wing for, or prejudice in favour of, the passive voice, but this style is passing out of favour in all technical writing, and I advise you not to use it. whatever you do, do not use the royal we (we wrote a program when you mean I wrote a program). There is general agreement that Latin phrases are best avoided in technical writing (but the occasional Latin quotation might lend a spurious air of recognition ) Nevertheless, many careful writers have their own favourite Latin phrases which find occasional use.The best rule is that a Latin phrase is bankable if it abbreviates a circumlocutionary English phrase. Mutatis mutandis, for example, one of my own favourites, is permissible in place of making the appropriate changes, since any English gloss seems to be unsightly and unwieldy. I. e. (note the roman font and punctuation) is often useful in place of in other words or that is, and is widely understood. Quite often, however, X, i. e. ,Y can be replaced by Y, because the writer realized while writingXthatYsaid the same, only better. E. g. is overused and best used meagerly prefer for instance or for example. 4. 3. Spelling and grammar You must take exceptional care to spell correctly. Poor spelling is a bewitchery to the proficient reader. In most cases there is very little explain nowadays for spelling errors there are many excellent spelling checker programs which prepare a good job of finding the errors for you, and excellent (paper) dictionaries which will tell you what the correct spelling is. Be especially careful with words whose common spell is a correct spelling of a different word, in particular the following pairs lead/led loose/lose affect/effect.It is dangerous to allow the spell-checker to correct a misspelling by itself many such hilarious corrections have been reported, for example recently inNew Scientist. Believe the spell-checker. Very many people, for example, on finding that the spell-checker questions idiosyncracy sic, say to themselves it must be missing from the lex icon file, and leave the word alone. It is for a good reason. If you have a medical condition which makes it difficult for you to spell correctly, make sure that your supervisor knows about it, so that it can be taken into account by the examiners.If poor spelling is a distraction which retards understanding, poor grammar is more than than so. There are so many potential grammatical solecisms that it would be contrary to attempt to list them here. Read FowlersModern English Usagefor guidance. This book has been revised several times since its first publication in 1926. The most recent (1998) magnetic declination is probably the best to use, not because its recommendations are more permissive or up-to-date, but because it draws attention to traps which it would not have occurred to Fowler in 1926 that anyone could fall into.The original 1926 edition is famous for its vigorous, fiery language, which has been successively moire down in later revisions. Take care with apostrophe s. Historically, the apostrophe denoted the thoughtlessness of one or more garners dont = do not, Johns book = John his book. For this reason, careful writers of British English restrict the possessive use of the apostrophe to animate owners. You may write Johns book but not the programs function, since (so the argument goes) one cannot write the program his function you must write the function of the program instead.This rule is being steadily eroded under American influence, and will probably soon be obsolete. I mention the animate possessor rule in order to illustrate and to explain a very common blunder. Neveruse an apostrophe with a possessive pronoun. Its means it is (the letter thats omitted is an i),notit his, which is plain silly. One never sees spurious apostrophes in his, hers, ours, yours, theirs so why does one so often see its in place of its, which is the correct possessive pronoun?The brain of the experienced reader, on sightedness its, performs a lexical-level macro-expansion, replacing its by it is. This then fails to make syntactic nose out in the context, necessitating a backtracking and re-parsing operation, and conscious expenditure of effort. It really does slow down, and wherefore annoy, the reader. This crass and ignorant blunder probably does more to distract and to impede the reader of students reports than any other grammatical solecism. Summary its = it is (needed oldly, if at all, in formal writing). Its is the pronoun (This is my program.Its purpose is to .) You almost certainly mean its. Even if you yourself do not place a strong emphasis on good spelling and good grammar, most of your examiners do, some fanatically. Most examiners will be irritated by poor spelling and poor grammar. It is always price doing whatever you can, short of bribery, to put your examiner in a good mood. Write well and spell well, for this reason if for no other 4. 4. writing When I prepared my own final-year project report, I wrote it with pe n and ink and handed the manuscript to the departmental secretary who typed it for me on an IBM typewriter.Modern practice is different, and now you yourself are responsible for producing a computer-typeset report. This means that you must be familiar both with the formal requirements set out in the Students Handbook (restricting the number of pages, type size, width of margins, and so on) and with the rudiments of typography. You will not be penalized severely, if at all, if you violate typographic conventions, but good typography creates a subliminal impression akin to that of good proportion in a painting, and is desirable for that reason. Since it is a matter of simply learning and following the rules, you should try to do so.You should learn at least enough (for example) to know the difference of opinion between the hyphen, minus, en-dash and em-dash, and when to use each of them. The best and most famous typographical reference book isRules for compositors and readers at the U niversity Press, Oxfordby Horace Hart, known colloquially and universally as Harts Rules. It is a small book which you should probably read from cover to cover, but you may skip the section on Russian orthography if your report contains no Russian words. This book, like Fowler, has been revised continually since its first publication (in 1904, though it was in use at heart the O. U. P. ince 1893). The latest edition is dated 1983. It is still in print, almost a century after its first publication, and at ? 8. 79 (from theInternet Bookshop), well worth buying. 4. 5. Illustrations Your report should generally contain illustrations (figures or diagrams), but they must be relevant. acquire yourself if the illustration helps the reader to understand the text. If the text is readily comprehensible without the illustration, take the illustration. If it is not, it is usually better to make the text clearer than to add a diagram. entirely illustrations should be prepared by an appropria te program, such aspic,xfigorgrap.They should not be hand-drawn. The only common exception to this rule is enlistment diagrams given the current state of the art in schematic-entry packages, a hand-drawn lot diagram is usually preferable to a computer-drawn one. If potential, include figures close to the text which refers to them, rather than all to tickher in an appendix. Circuit diagrams are, again, a possible exception to this rule. It is normal to list dining tables and figures at the beginning of the report, after the table of contents. 5. expression Saepe stilum vertas. Horace 5. 1. Top-level structure At the top level, a typical report is organized in the following way. 1.Abstract. (This is a couple of paragraphs no more which summarizes the content of the report. It must be comprehensible to someone who has not read the rest of the report. ) 2. Introduction. (The scope of the project, setting the scene for the remainder of the report. ) 3. Previous work. (One or more review chapters, describing the research you did at the beginning of the project period. ) 4. several(prenominal) chapters describing what you have done, focusing on the novel aspects of your own work. 5. Further work. (A chapter describing possible ways in which your work could be continued or developed. Be imaginative but realistic. ) 6.Conclusions. (This is similar to the abstract. The difference is that you should assume here that the reader of the conclusions has read the rest of the report. ) 7. References and appendices. 5. 2. References References must be relevant. A typical PR3 project report might contain about one page of disposed(p) references, if the initial research period was well spent. Do not include references which you have not read, no matter how relevant you think they might be. If you refer to standard material which is covered by a hulky number of text-books, choose one or two really good ones and cite those, rather than a long list of mediocre texts.There a re many styles for citing references. Although strict standards (e. g. British Standards) for citing references exist, my advice is not to bother with them instead, find a reputable journal in the library and copy its style. Alternatively, copy the example below. Its important to be consistent, complete and unambiguous beyond that, it doesnt matter much what you do. Example citation style Citations in textMander, in Notes on a system specification method Mander 1983, gives the following as set forth by Briggs 1983a Thimblebys guidelines Thimbleby 1983 suggest that Different methodologies have been examined Tully 1983. Several recent publications in this field Wand 1980d, ACM 1971 have been very influential. List of references at end of report References ACM 1971. Association for Computing Machinery,Second symposium on problems in the optimisation of data communication systems, ACM (1971). Briggs 1983a. J. S. Briggs, The design of AIR and its use in Ada separate compilation, i nSERC workshop on Ada software tools interfaces, ed. P. J. Wallis, University of lavatory (1983). Downes 1982. V. A. Downes, S. J. Goldsack,Programming embedded systems with Ada, Prentice-Hall (1982). Mander 1983. K. C. Mander,Notes on a system specification method, York computing device Science report no. 61, University of York (1983). Thimbleby 1983. H. W. Thimbleby, Guidelines for manipulative text editing,Behaviour and data Technology,2, 127 161 (1983). If you adopt this style, when you cite a reference, you need not repeat the authors give ear or authors names (Jones and Sanderson Jones & Sanderson 1999 have shown ).Write instead Jones and Sanderson 1999 have shown , and list the reference as Jones & Sanderson 1999. Alternatively, a system of numbered references, such as the default dress produced by the Unixrefertool in conjunction withtroff, is acceptable. I myself much prefer numbered citation styles, which I find much less obtrusive and easier on the eye e. g . Jones and Sanderson? have shown or Jones and Sanderson 1 have shown . These forms, which are allowed by the regulations in the Handbook, seem to be the two dominant citation styles in academic journals.You may wish to refer to electronic sources, particularly material found on the World-Wide Web. It is not enough to put found on WWW in place of a citation. The web page bibliographic Formats for Citing Electronic Information gives advice on citing on-line sources. If possible, avoid citing unpublished literature. It is however acceptable to cite university reports, such as this Departments YCS series, and PhD theses (although getting hold of the latter(prenominal) can be almost impossible). References are always cited in the text. separate works youve made use of but not cited should be listed in a section called Bibliography.Note that et al. requires a period after the abbreviation al. (for alia). It means and others, and may be used only to refer to people, typically in lis ts of references. It is the animate form of etc. , which also requires a period. 5. 3. Lower-level structure Structure is a recursive concept. A well-structured report has its top-level sections well ordered, and it is easy to get this right but each section must in itself be well ordered, and that is more difficult. Most paper documents, and many on-line documents, are read linearly from beginning to end.This is certainly true of an examiner interlingual rendition a project report. Consequently, the writer of a well-structured document avoids forward references wheresoever possible. Try to avoid writing as we shall see in chapter 10, , especially if the material in chapter 10 is essential to an understanding of the text at the point where the reference occurs. Occasionally such references are unavoidable, but more often than not they are a sign that the text needfully to be re-ordered. In the old days, re-ordering text entailed cutting and retiring(a)ing with real scissors ho ld and real paste.Nowadays, the word-processor has made these operations so easy that there is no excuse for slovenly structure. Take your time, and keep rearranging words or phrases within sentences, sentences within paragraphs, paragraphs within sections and sections within the whole report until you have got it right. repulse for a logical progression from beginning to end, with each sentence edifice on the previous ones. If the chapters are numbered 1, 2, 3, , then the sections within (say) chapter 1 will be numbered 1. 1, 1. 2, . It is permissible to sub-divide a section the sub-sections within section 1. 1 will be numbered 1. . 1, 1. 1. 2, . Do not however nest sub-sections to more than four levels sub-sub-section 1. 2. 3. 4 is acceptable, but 1. 2. 3. 4. 5 is not. It is quite possible, with care, to write even a large and complex book without using more than three levels. Footnotes are a nuisance to the reader. They interrupt the linear flow of text and necessitate a men tal stack-pushing and stack-popping which demand conscious effort. There are rare occasions when footnotes are acceptable, but they are so rare that it is best to avoid them altogether. To remove a footnote, first try move it in-line, surrounded by parentheses.It is likely that the poor structure which was disguised by the footnote apparatus will then become apparent, and can be improved by cutting and pasting. 6. The role of artefacts in projects Deep down, all students seem to believe that their project is to write a program (or, to number a circuit). They believe that they will be judged by how much their program does. They are amazed when their supervisor is unconcerned about the inclusion body or non-inclusion of a listing in the report. They fear that they will be penalized if their program is small-scale or if they do not make grandiose claims for its power and functionality.This leads to reports heavy with mark and assertions about code, but light on reasoning. Students omit the reasoning because they are short of time and think the code more important, and thereby they lose credit they could have had. It leads also to the omission of testing. Hence there are assertions about the extent of implementation, but no evidence (in the form of records of testing) to back them up. In summary, credit for the implementation is not the whole story you should not feel under pressure to make claims that you cannot support.Your reports should clearly separate specification, design, implementation and testing. The program doesX should more frankly be I wanted the program to doX I designed it to do nearly-X I implemented it to do most-of-X my testing shows that it did some-of-X(and here is the evidence of that). Taking this advice into account can much improve your mark. 7. You and your supervisor Writing is a solitary pursuit. Whereas your supervisor will guide you finished the early stages of your project work, you must write the report on your own.It is a Un iversity assessment, and the rules on plagiarism and collusion (do consult the Students Handbook ), and the conventions which restrict the quantity of help a supervisor can give, apply. Nevertheless, most supervisors will be happy to read and to comment on drafts of sections of your project report in front you hand it in, if you give them enough time to do so. Its also a good idea to ask your supervisor to suggest some high-quality past projects in a similar field to yours, and to look them up in the departmental library.This will give you an idea of what is required. 8. Summary 1. Good writing is difficult, but it is worth taking the trouble to write well. 2. Leonard was trying to form his style on Ruskin he understood him to be the greatest noble of English prose. He read forward steadily, occasionally making a few notes. Let us recollect a little each of these characters in succession, and first (for of the shafts enough has been said already), what is very peculiar to this church service its luminousness. Was there anything to be learnt from this fine sentence?Could he adapt it to the inevitably of daily life? Could he introduce it, with modifications, when he next wrote a letter to his brother, the lay reader? For example Let us consider a little each of these characters in succession, and first (for of the absence of airing enough has been said already), what is very peculiar to this flat its obscurity. Something told him that the modifications would not do and that something, had he known it, was the spirit of English Prose. My flat is dark as well as stuffy. Those were the words for him.