1

TECHNICAL REPORT WRITING NOTES FOR ENGINEERING STUDENTS UNIT ONE: Technical Report Writing
A report is an account given or an opinion which is expressed formally on the basis of investigation or consideration. They are a way of informing and persuading people as well as initiating change. In Engineering, one of the major forms of communication is the technical report. This is the conventional format for reporting the results of your research, investigations, and design projects.
1.1 What is a Technical Report?

The term "technical" refers to knowledge that is not widespread, that is more the territory of experts and specialists. Technical Report is a document that records the procedures adopted and results obtained from a scientific or technical activity or investigation.

A technical report (also: scientific report) is a document that describes the process, progress, or results of technical or scientific research or the state of a technical or scientific research problem. It might also include recommendations and conclusions of the research.

1.2 Why Write Technical Report?

The primary purposes of technical report are to disseminate the results of scientific and technical research and to recommend action. Technical report is useful to report plans, progress, and problems of an organisation or activity. At university, reports are read by lecturers and tutors in order to assess your mastery of the subjects and your ability to apply your knowledge to a practical task. In the workplace, they will be read by managers, clients, and the construction engineers responsible for building from your designs. Also, as an employee in a company, you will be asked to prepare or contribute to annual, project or progress reports. The ability to produce a clear, concise,

and professionally presented report is ,therefore, a skill you will need to develop in order to succeed both at university and in your future career 1.3.1

General features of technical Writing: Difference between Report and General Writings

General writings can be subjective in nature. They reflect the writers personality. Reports have a highly structured format.

The reader/audience is the most important person in report. The audience for technical writing documentation is very small and specific. Reports are usually preceded by a summary. Summaries give the whole picture, in miniature. Reports can also be oral but essays are only written. 1.4 Audiences of technical Writing: characteristics and level of expertise
Consider your readers

Audience refers to the real and the imagined readers (users) who use texts (products) to do something in their own environment. Audience is the real, flesh-and-blood people that we can interview in their workplace and observe doing their jobs.
Audience is also the imagined interpreters of our products whose

questions we attempt to anticipate when designing/writing report. It must, therefore, be identified as a possible area of difficulty before the writing starts. The identity of the reader will determine not only the approach but also the technical level and the style of the writing.
What is the value of information about audience? Without exposure to audience, we cannot design effective, user-centered products Improving Design : observations of audience can lead to improvements in a specific product design (paper), and also in future designs Building Theories of Audience: Technical communicators need access to usability information to build and test their own theories of audience 1.4 Process of technical report writing

The following stages are involved in writing a report:

1. Planning and preparation/clarifying your terms of a reference / terms of a

reference of a report is a guiding statement used to define the scope of your investigation.

Before you write a single word you must: Set your objective. You must first be absolutely sure of the purpose of your report. An objective is not what you intend to write, it is what you intend to achieve. Assess your readership. In many cases, you know who will be reading your report. In this case, the detailed content, style and structure can then be matched to their level of knowledge and expertise:
Concentrate on points they will care about. Explain things they do not know. Address questions and concerns they would be likely to raise. Are the readers alike or mixed? Are they used to reading and understanding reports? How much time will they spend on this report? What do they already know?
What else will they need to know?

If you do not know your readers, try to find out:

o

Decide what information you will need. For some reports, you will need to collect very little information, while for others you will require a great deal. Prepare your skeletal framework. There are three stages involved in the preparation of a skeletal frame work:
Write a working title. Consider the overall structure of the report. Consider how information will be presented within the main body.

2. Collecting and handling information:

3. writing the first draft 4. Checking and re-drafting and completing the document.

1.6 Style of Technical Writing

REPORT STYLE A good report which makes recommendations must ensure that the persons for whom the report is intended: Read it without unnecessary delay. Understand everything in it without undue effort. Accept the facts, findings, conclusions and recommendations. Decide to take the action recommended. Experts nowadays agree that the factors that most affect readability are: an attractive appearance non-technical subject matter a clear and direct style short sentences

 short and familiar words.

Certainly material which goes outside the writers own company must always conform to a high standard of stylistic propriety. There are numerous ways in which
you can bring individuality to whatever you write, which will not only enable you to communicate more effectively, but also give your writing extra color and impact.

Selectivity/ choice of words: Careful choice of words can enable you to convey many subtleties of meaning. Prefer plain words: Do not be afraid of plain English. Write to express, not to impress. Prefer
words your readers are likely to understand. not but The ready availability of computer-based tutorials associated with applications software has become prevalent since the development of Microsoft Windows. Computer-based tutorials associated with applications soft ware have become readily available since the development of Microsoft Windows.

Avoid overwriting and padding: Weed out any meaningless, excess words.
not but Accounts Receivable is not concerned with the follow-up of any of the items with the exception of delinquent accounts. Accounts Receivable follows up delinquent accounts only.

Avoid redundant words: Repetition of a word can keep the reader aware of the

topic. However, saying the same thing twice over in different words for no good reason is tautology. not But Past history suggests that our future prospects are bright. History suggests that our prospects are bright.

Prefer the positive: Try to use positive statements wherever possible.

not But We do not believe the backup files are adequate. We believe the backup files are inadequate.

Prefer English to foreign words and phrases: Using uncommon foreign-

language terms like inter alia, per se, and sine die may look like showing off. Avoid them unless there are no good English equivalents and unless you are sure that your audience will understand them.

Accuracy: Check that everything you write is factually accurate. The accuracy of a document is the responsibility of its writer. Some guidelines are given below

5 a) Spelling: When the engineer has completed a section of the report, it should be

checked for spelling and typing errors. b) Technical words: Engineers sometimes avoid the spell-check because it highlights too many technical words which are not in the computers dictionary. Such words should be added if they are likely to be used frequently, and a second person should check what is added. C) Sentences: Good style involves variety in sentence length. But many technical writers are led into grammatical confusion because their sentences are so long that by the end both writer and reader have lost sight of the beginning. Short sentences produce a clear, easily-read style for factual material. There are two main ways to shorten a sentence: to replace wordy constructions with simpler ones; second, to break complex and compound sentences into two or more sentences:
Before: We make no specific guarantees with respect to future rate of return on

these investment instruments.

After: We guarantee no specific return on these funds.

d) Paragraphs: Paragraphs have a psychological effect on the reader. Several paragraphs on a page, with the resulting spaces, encourage reading, but a page which is filled by only one paragraph even if it is logically cohesive, its length may discourage and frustrate the reader. To avoid this use the three ways below:
Break Apart Long Paragraphs: The following paragraph (also justified to make it less inviting) is arbitrarily split. Notice the effect.
Before:

Remember that nearly all readers subvocalize, saying words mentally to themselves silently. So, words that are hard to pronounce will as they read slow the reader. This advice is particularly germane in naming products, systems, or companies. Nearly every E2 and E3 has trouble with the th sound (especially unvoiced) and many Asian languages struggle with l and r. When General Instrument of Horsham, Pennsylvania, changed their image in 996, they also adopted the more high-tech sounding name of NextLevel. In 1998, they will restore the original name, mainly because most of their they Asian customers for cable-TV converter boxes have trouble with saying NextLevel. Similarly,

6 the spokes clown for McDonalds restaurants in Japan is called Donald McDonald not Ronald.) After: Remember that nearly all readers subvocalize, saying words mentally to themselves as they read silently. So, words that are hard to pronounce will slow the reader. This advice is particularly germane in naming products, systems, or companies. Nearly every E2 and E3 has trouble with the th sound (especially unvoiced) and many Asian languages struggle with l and r. When General Instrument Corporation of Horsham, Pennsylvania, changed their image in 1996, they also adopted the more high-tech sounding name of NextLevel. In 1998, they will restore the original name, mainly because most of their Asian customers for cable-TV converter boxes have trouble with saying NextLevel. (Similarly, the spokes clown for McDonalds restaurants in Japan is called Donald McDonald not Ronald.) o Convert Some Paragraphs into Lists: Proposals or reports that contain items or steps in a process are far more understandable in list form.
Instead of

In evaluating alternative offerors, please consider that our company has 15 years experience in the construction of oil and gas pipelines. We hold the patents on the most advanced pumping technology. Further, we maintain business offices in all the major Middle Eastern capitals.

Write In evaluating alternative offerors, please consider that our company Has 15 years experience in the construction of oil and gas pipelines Holds the patents on the most advanced pumping technology Maintains business offices in all the major Middle Eastern capitals.

Convert Some Paragraphs into Tables: In most cultures, a simple table will be far easier to follow.
Instead of: New users should open the Maintenance Menu and select Setup. Also, old users may select Setup from the Maintenance Menu if they want to change their Preferences. Old users who dont want to change their setup in any way should go to the File menu and select either New or Open (for existing file). Prefer User New User User wanting to change preferences Other users Menu maintenance maintenance file Select . . . Set up Set up New ( new file ) or open ( existing file)

7 Note: above all, writers must say what they mean. Readers should not be left in

doubt about the meaning of, for instance, an abbreviation, or about the writers intention, or about the information presented. If they cannot understand what is going on, the report will probably end up in the wastepaper basket.

Use of language I. Formality: Reports are formal. Therefore, the language used has to be formal, but
not grandiose (or in a boastful or pretentious way). Formal writing simply means writing in full (it is, not its), avoiding slang or colloquialisms, and using words correctly. It does not mean that simple words are unacceptable. Dispatch is not intrinsically better than send, and finish is not inferior to draw to a conclusion.
II.

Avoid sexist language: The tone of your writing should not reflect a gender bias
or any other bias, such as race, religion, age or disability. not but A good manager will gain the respect of his staff. A good manager will gain the respect of staff.

III. Simplicity: Most written reports should avoid using overly complicated language. If a report is to persuade, brief or justify, its message must be clear. Avoid using unnecessary jargon. This confuses even the most informed reader.
IV. Objectivity: A report should not reflect personal emotions and opinions. You must

look at all sides of a problem with an open mind before stating your conclusions. The role is similar to that of a sports referee or a High Court judge. In these situations, decisions are based on the results, the evidence, or an interpretation of the evidence not on personal opinions and feelings.
Similarly, Technical Report is usually written impersonally, i. e. passive sentences are used quite frequently and personal pronouns like I, we, my, our, you, etc. are

avoided. However, in a summary or critical appreciation it is OK, to speak of we or our, if the own working group or department is meant. Most technicians got used to the impersonal way of writing during their education and professional practice. The customers will probably prefer impersonal writing as well, because they are used to it, too. You have to decide carefully for your Technical Report, whether, how much and where you want to use active sentences instead of the usual passive. You are on

8 the safe side, if you avoid personal pronouns and use the passive voice instead.

Here an example of formulating the same fact once in active and once in passive voice: Active: ... we have evaluated the following alternatives ... Passive: ... the following alternatives have been evaluated ... We is bad writing style in Technical Reports! The tense is present tense. Past tense is only used, if a previously used part, measuring procedure or similar is described.
V. Conciseness: Veni, Vidi, Vici (I came, I saw, I conquered). That is how Julius Caesar reported his visit to our shores. While none of your reports will be as short as this, you

should aim to keep them concise. In doing this, do not mistake brevity for conciseness. A concise report is short but still contains all the essential details. To ensure this, you should not ask: Can this information be included? Rather, you should ask: Is it necessary for this information to be included?

Presentation/layout: The following suggestions will help you to produce an easily read report: Leave wide margins for binding and feedback comments from your tutor.

Paragraphs should be short and concise. Headings should be clear - highlighted in bold or underlined. All diagrams and illustrations should be labeled and numbered. All standard units, measurements and technical terminology should be listed in a
glossary of terms at the back of your report. 1.7 Honesty & Plagiarism Plagiarism is using the work of others and, bailing to reference it, passing it off as your work.
Dont plagiarize under ANY circumstances. (no copying from other sources) Plagiarism could END your academic or professional career in some As ENGINEERS, you must maintain the highest moral and ethical standards

circumstances. breach of this trust may place public lives in jeopardy, hence there is NO LENIANCY

To avoid plagiarism you must comply with the following: 1. If you copy material exactly, enclose it in quotation marks or indent it and reference it in your text. 2. If you summarize or paraphrase material you must still reference the source in your text. The names and details of the author(s)

work you have used MUST be included in your writing AND in your references section. Your supervisor or lecturer will be familiar with publications relating to specific areas of engineering and will be likely to recognize any plagiarized writing. Furthermore, there are some extremely good plagiarism checkers available on the internet, which are able to check, in seconds, if your work is original or not. Copying the work of other students is also plagiarism although this is often referred to as collusion.

1.8 Acknowledging Sources/References

Many different styles of referencing have developed over the years. Currently there are four main styles of referencing for academic articles, as follows: 1 The APA style. This system is also known as the Harvard or, more colloquially, as the name (date) system. This is because an authors surname in the text is followed by the date of the publication in brackets, and entries in the reference list are listed alphabetically, starting with the name and the initials of the author(s) followed by the date of publication for each entry. For example: Sharples, M. (Ed.). (1993). Computer supported collaborative writing. London: Springer-Verlag. Speck, B. W., Johnson, T. R., Dice, C. P., & Heaton, L. B. (1999). Collaborative writing: An annotated bibliography. Westport, Connecticut: Greenwood Press. Zammuner, V. L. (1995). Individual and co-operative computer writing and revising: Who gets the best results? Learning and Instruction, 5 (2), 10124. The Modern Languages Association (MLA) style. In this version the authors surnames (with or without the dates) appear in the text and the first authors surname comes first in the reference list. This is followed by his or her first name, but first names then come first for any additional authors. Dates of the publications are given after journal titles, or at the end of the references for books, etc. The list is ordered alphabetically. For example:

Sharples, Michael (Ed.). Computer Supported Collaborative Writing. London: Springer-Verlag, 1993.

10

Speck, Bruce W., Teresa R. Johnson, Catherine Dice, and Leon B. Heaton. Collaborative Writing:An Annotated Bibliography. Westport, Connecticut: Greenwood Press, 1999. Tang, Catherine. Effects of collaborative learning on the quality of assignments. Teaching and Learning in Higher Education. Eds. Barry Dart and Gillian Boulton-Lewis. Pp. 10323. Melbourne: Australian Council for Educational Research, 1998. Zammuner, Victoria L. Individual and co-operative computer writing and revising: Who gets the best results? Learning and Instruction 5 (1995) 10124. 3
The Institute of Electronic and Electrical Engineers (IEEE) style. Here, the authors in the text are numbered in order of their appearance in the text, sometimes without their names, and the numbers are enclosed in square brackets. The reference list is then numbered sequentially. Names are presented with the initial(s) first, followed by surnames. Dates of the publications are given after journal titles, or at the end of the references for book, etc. Journal titles are sometimes abbreviated. For example:

[1] M. Sharples, Ed., Computer Supported Collaborative Writing. London: Springer-Verlag, 1993. [2] V. L. Zammuner, Individual and co-operative computer writing and revising: Who gets the best results? Learning and Instruction, vol. 5, no.2, pp. 10124, 1995. [3] C. Tang, Effects of collaborative learning on the quality of assignments, in Teaching and Learning in Higher Education, B. Dart and G. Boulton-Lewis, Eds. Melbourne: Australian Council for Educational Research, 1998, pp. 10223. [4] B. W. M. Speck, T. R. Johnson, C. P. Dice and L. B. Heaton, Collaborative Writing: An Annotated Bibliography. Westport, Connecticut: Greenwood Press, 1999.

11

An alternative version is to list (and number) the authors alphabetically in the reference list, and to assign these numbers to the authors in the text as appropriate. The Vancouver style. Here, as with the ISCME (International Steering Committee of Medical Editors) system, the authors are numbered in the text in order of their appearance, and the numbers are enclosed in square brackets. The reference list is numbered sequentially, but the authors are listed surnames first, followed by their initials. Again the dates of publications are given after journal titles, or at the ends of the references for books etc. The key feature of the Vancouver style is its spare typography and punctuation, and the use of abbreviated journal titles. For example:

1 Sharples M, editor. Computer supported collaborative writing. London: Springer-Verlag, 1993. Zammuner VL. Individual and co-operative computer writing and revising: Who gets the best results? Learn Instruction 1995; 5 (Pt 2): 10124. 4 Speck BWM, Johnson TR, Dice CP, Heaton LB. Collaborative writing: an annotated bibliography. Westport, CT: Greenwood Press, 1999.
[Unit Two: Technical Report Types and applications Reports vary in their purpose, and in the type of information they present. However, all of them share similar features and a formal structure and careful planning, presenting the material in a logical manner using clear and concise language.

2.1 Informal reports 2.1.1 Memo

Purpose A memo (short for memorandum) is a very short document, usually up to a page long. In effect, it's an adaptation of a business letter, and is less formal than a letter. How to write it

12

The memo heading: it is quite different from those of a letter. A memo is headed by the word MEMORANDUM and followed by the side headings: To: Cc: From: Date: Subject: MEMORANDUM To: (Name and title of the person to whom you are writing) C: (Names and titles of other people to be sent copies of your memo (if required)) From: (Your name) Date: (In the style 8 October 2001, not 8/10/01) Subject: A clear, informative title, containing the main message of your memo. It is often side-heading in short memo short memo (about half a page) or a centered title in a longer memo. In separate paragraphs (body of the memo) write: purpose of the memo

your conclusion(s) or main point & facts/data to support the conclusion(s). Note that the supporting data are placed after the conclusion(s) or main point. Don't lead up to them and place them at the end.

Recommendation (if necessary) All headings justified to the left-hand margin.

Note. NO salutation or closing, i.e, don't use Yours sincerely/faithfully. Your signature
An example of a very short memo (half page long) MEMORANDUM To: Dr Peter Brown, Department of Mechanical Engineering C: Prof. Jennifer Green, Head of Department, Mechanical Engineering From: Pat Black Date: 8 October 2001 Subject: My visit to Composites Construction Ltd This is to let you know that from 14 to 17 November I shall be visiting the research labs at Composites Construction Ltd in Middletown.

13 As we previously discussed, my main activity will be to discuss the progress of our

joint research program, our proposals for future development and the next round of funding. I look forward to discussing the visit with you on my return. Agendas for Committee Meetings An agenda is a list of items to be discussed during a meeting. It must be drawn up in advance. An agenda may take various forms, according to the requirements and, in some cases, the kind of meeting to which it refers. Be sure you know precisely what is expected of you. Here are two common forms of committee agenda: the standard agenda the discursive agenda. The standard agenda simply lists the subjects to be discussed, and the order in which they will be taken. The discursive agenda is designed to stimulate thought before and comment at the meeting. It is often used for one-off meetings. In deciding what to include on an agenda, bear these points in mind: Talk to the chairperson and other committee members who may have business to include. Refer to the minutes of previous meetings for any business or discussions which were then deferred, and for reminders of routine annual, half-yearly, quarterly or monthly recurring items. Keep a special file of documents which are likely to be required at the next meeting. Sort and arrange them before drafting the agenda.
What would be a suitable format?
Standard agenda

A suitable format for a standard agenda would be as follows: 1. Heading (including where and when the meeting will take place) 2. Apologies for Absence 3. Minutes of the Previous Meeting
4. 5.
6. 7.

Items requiring the attention of the committee

8. Any Other Business (leftovers, not items that should have been discussed within section 47) 9. Date of Next Meeting (also give the time and location) 10. Papers required for the Meeting (in the order that they will be needed). Items 13 and 810 are standard. Between them come all other items requiring the attention of the committee. Discursive agenda

14 A discursive agenda could be structured as follows: 1. Heading (including where and when the meeting will take place) 2. Introduction (what will be discussed, and why keep it fairly general) 3. Scope (what are the boundaries of the discussion?) 4. Discussion points (list the items to be discussed and the reasons for discussing them) 5. Possible action (what options are open to the committee?) 6. Summary (the reason for the meeting; what it hopes to achieve and why members should attend and contribute) 7. Papers required for the meeting (in the order that they will be needed).

2.1. 2 Minute Writing

Minutes are a record of the proceedings of a meeting e.g. who attended and did not, discussion that took place, action to be taken, time the meeting closed. Why do we write Meeting Minutes? To capture the essential information of a meeting decisions and assigned actions. To save and use them for reference or background material for future meetings relating to the same topic. How to write effective minutes: The way the minutes are recorded may differ depending on the type of meeting it is. By this I mean, you may need to record all the discussion as well as the resolutions or you may only need to record the resolution and not worry about the discussion leading up to the resolution. Before the Meeting: If you are recording the minutes, make sure you arent a major participant in the meeting. You cant perform both tasks well. Make sure you leave some blank space to record your notes. Include the following information: Date, time and place of the meeting The purpose of the meeting The meeting lead or chairs name Assigned action items Decisions made

15

During the Meeting: As people enter the room, check off their names on your attendee list. Ask the meeting lead to introduce you to meeting attendees you arent familiar with. This will be helpful later when you are recording assigned tasks or decisions. When youre writing out your notes, use some of the following tips from the International Association of Administrative Professionals (IAAP). Number the pages as you go so you arent confused later. Focus on action items, not discussion. Be objective. Write in the same tense throughout and usually avoid using peoples names except for motions or seconds. This is a business document, not about who said what. Avoid inflammatory or personal observations. The fewer adjectives or adverbs you use, the better. Dull writing is the key to appropriate minutes. If you need to refer to other documents attach them in an appendix or indicate where they may be found. Dont rewrite their intent or try to summarize them. After the Meeting: Review the notes and add additional comments, or clarify what you didnt understand right after the meeting. Who will take the Minutes? : Minutes are usually taken by the Secretary or Minute Clerk. If you are the person nominated to take the minutes, ensure you receive a copy of the agenda when it is distributed so that you are familiar with the matters to be discussed. Sample minute TEACHING COLLEGE MINUTES Minutes of the Health and Safety Committee Meeting held in room G104 at 4pm on 9th July 20XX. PRESENT Erin Smith, Health & Safety Officer (Chairperson) (ES) Ian Jones, Administration Officer (IJ) Aarlif Hussain, Staff Welfare Co-ordinator (AH) Bradley Pitt, Department Representative (BP) George Coney, Estates Manager (GC) etc Jo Smith (Secretary) (JS) ACTION

16

1. APOLOGIES FOR ABSENCE Apologies were received from Brian Jones and Angela Green 2. MINUTES OF PREVIOUS MEETING The minutes of the previous meeting were taken as read, agreed as a true and correct record and signed by the Chairperson MATTERS ARISING George Coney reported that the recent fire drills had been successful and all the issues raised last time had been resolved. NEW BUILDING REGULATIONS These were effective from 1 October 20XX. Members agreed that all staff must be informed of the implications. A copy of the surveyors letter was circulated and will be discussed in a meeting to be arranged for next week. PLANNED IT UPDATES It was proposed that these would be undertaken by Ace Technology during October and November to minimize disruption to operations. George Coney will meet with Ace next week to discuss plans ANY OTHER BUSINESS Aarlif Hussain raised the issue of bank holidays and has asked members to give him their thoughts at the next meeting DATE AND TIME OF NEXT MEETING/Adjournment It was agreed that the next meeting should be held at 4pm on 10 October 20XX Signed .... (Chairperson) Date---------------------

3.

4.

5.

6.

7.

The Structure(elements) of Technical Report

General Format Technical Reports have an organized format because a majority of your audience may not read the entire report in one reading. This specific format allows readers to quickly locate the information they need. Most technical reports include the parts listed below. However, you may be required to include or exclude specific sections. Be sure to check with your instructor before using the format outlined here.

Cover letter( optional) Title Page Transmittal Letter/Letter of submittal (optional) Table of Contents

Acknowledgments

17

List of Illustrations/List of Figures & List of Tables Abstract Executive Summary Report Body References Glossary of terms (optional) Appendices

Transmittal Letter and covering letter: They are business letters

that accompany a document. A covering letter is any letter that is sent together with any document. Purpose (a) To provide the recipient with a specific context within which to place the
document. (b) To give the sender a permanent record of having sent the material. (c) To show willingness to provide further information.

Purpose 1. To adequately describe the contents of your document in the fewest possible words. 2 To give the reader immediate access to the main subject matter.

Cover letter is not bound within the letter, but it is inserted within package, or within front cover. The letter is used when the report is addressed to a person outside of the writers organization. Transmittal letters often inform readers of a report's context. Typically, the letter includes information not found in the report. For example, the letter contains information about the particular project in which the technical report writer: announce the topic and explain who authorized it and the date of authorization. briefly describe the project and preview the conclusions if the reader is supportive. close expressing appreciation for assignment, suggesting follow-up actions, acknowledging the help of others, and offering to answer questions.

18

A Transmittal Letter is a business letter and should be formatted accordingly; that is, you should include the recipient's address, your address, a salutation and closing. Depending on the project, you may also need to include contact information. Letter of submittal immediately follows Title Page. Always check with your instructor to determine whether or not you should attach a transmittal letter to your report. Look at the sample Transmittal Letter below.

December 12, 1996 Dr. Tom Siller Colorado State University Fort Collins, CO 80524 Dear Mr. Siller: We are submitting to you the report, due December 13, 1996, that you requested. The report is entitled CSU Performing Arts Center. The purpose of the report is to inform you of our design decisions for the center. The content of this report concentrates on the structural and acoustical aspects of the CSU Performing Arts Center. This report also discusses cable-stayed technology. If you should have any questions concerning our project and paper please feel free to contact Mike Bridge at 491-5048. Sincerely, Mike Bridge Lead Engineer Title Page The title should tell the reader what the report is about. A technical report should always include a title clearly identifying the report. A title should be descriptive and accurate, but not wordy, verbose or too terse. Here is a Sample title page:

19

20

Abstract
Purpose: The most important purpose of the abstract is to allow somebody to get a quick picture of the report's content and make a judgment. Abstracts are formal summaries writers prepare of their completed work. The Abstract is extremely important because it helps readers decide what to read and what to pass over. Generally, Abstracts define the report's purpose and content. The content may present the: scope of the report major points, including a summary of your research methodology highlights of the conclusions and recommendations This section should give a true, brief description of the report's content. Since an Abstract is a brief summary of your report, its length corresponds with the report's length. So, for example, if your report is eight pages long, you shouldn't use more than 150 words in the Abstract. Generally, Keep your summary/abstract concise (preferably one page). Sample Abstract
MASK Engineering has designed a performing arts center for the CSU campus in order to provide a complex that will better serve the campus and the community. This facility will not only improve the performing arts programs on campus, but will encourage students and community members to attend more cultural events in Fort Collins. The capacity of the new facility will exceed that of existing structures on campus, and the quality of sound and aesthetics will be improved. Some of the features included are a large performing hall, a coffee shop, a banquet hall, and a recording studio. The total area of the complex is 56,500 square feet split into three levels.

Acknowledgments: Briefly thank (e.g., people) who assisted you in compiling and writing up the information in the report. This may be from librarians, technicians or computer centre staff, for example. Here are Sample Acknowledgments:
MASK Engineering would like to thank Dr. Michael Schaff of the CSU Music Department and Ms. Annie Cleveland from the CSU Theater Department for

21 their expertise and input for the CSU Performing Arts Center. We would also

like to thank Dr. Tom Siller for his aid in our research and use of his research materials.

Executive Summary written for readers who do not have time to read the entire technical report. is usually no longer than 10% of the report. It can be anywhere from 1-10 pages long, depending on the report's length. should summarize the key points and conclusions from your report. You might include an executive summary with your report, or the summary can be a separate document. Some reports only include an abstract while others include an executive summary. Always check with your instructor to determine which to include or if you should include both. Sample Executive Summary Introduction
Our main goal was to design a Performing Arts Center for the CSU campus that would blend well with the rest of the campus. To achieve this goal, our group split into two smaller groups; Alice in one and Simon, Mike, and Karen in the other. Alice concentrated on acoustical aspects of the complex. Simon, Mike, and Karen concentrated on the structural plans.

Location
In this section, we specify the exact location of the structure and why we believe it is a prime location.

Cable-stayed Technology
Here, we present our rationale for using cable-stayed technology. We base this technology on several other existing structures.

Main Hall Acoustics

One of the key characteristics of a concert hall that greatly influences sound quality, is its reverberation time (the time before the decay of the reflected sound). In the construction of the main hall for the CSU Performing Arts Center a balance will be determined that will create a reverberation time of two seconds, as independent of audience size as possible.

Materials

22 In this section, we discuss the materials to be used. Retractable banners will be built into the ceiling, and can be lowered to create this effect. Cloth seats will be used as they best assimilate an occupied audience area (Beranek 1962 ). This allows sound within the hall to be independent of audience size. The low sound absorbency of plaster also makes it ideal for the creation of the desired reverberation time of two seconds.

Design Considerations
The intensity of the direct sound should not be too weak, but at the same time, it must not become uncomfortably loud. This problem will be dealt with by limiting the length of the room, and by designing the surfaces above and around the stage to project the sound evenly throughout the concert hall. Another problem arises with the seats placed under a balcony. To prevent a muddiness within the sound, the depth under the balcony should not exceed the height of the opening beneath the balcony.

Floor Plans
The Colorado State University Performing Arts Center consists of three levels. The total area of the complex is 56,500 square feet. The basement and ground floors consist of 20,500 square feet apiece. The second floor has a square footage of 15,500.

Conclusion
During the duration of the project, we accomplished our goal of designing a Performing Arts Center for the CSU campus that would blend well with the rest of the campus. A cable-stayed support system for the roof will allow for a compact facility and an unobstructed view for patrons. In order to achieve the best acoustical results in the main performance hall, we have designed a rectangular hall made of plaster. We have also designed the hall so that the depth under the balcony does not exceed the height of the opening beneath the balcony. The total area of the complex will be 56,500 square feet split into three levels. The main hall will have a seating capacity of 1,200.

Table of Contents Table of Contents is a list of the main sections/headings of the report and the page number on which they first appear. It goes on its own page. Dont give range of pages: e.g., the following entry is wrong:

23

5.1 Experiment setup ........................................................................................... 35-36 Correct is: 5.1 Experiment up................................................................................... 35 Include section heading (exactly as in report) List of Figures/Tables follows contents (usually on their own page)

set-

Figures and tables are embedded within the report body, or placed at the end of the report in their own section (not the same as an Appendix) Sample Table of Contents

List of Figures and List of Tables

List of Figures & List of Tables Like the Table of Contents, you need to present both of these in an organized, appealing format. If you use tables or figures in your report, you must list them in the preliminary pages of your report, immediately after your Table of Contents page. (See page 22 for details) Each list identifies its components by number, title, and page number. Do not list any tables or figures that appear in the appendices. Typically, you can shorten a figure or table's title when you create these lists.

Example List of Figures Example List of Tables

24

Report Body
In a technical report, the body typically presents an Introduction, context for the

report, detail methods and procedures used to generate the report, demonstrate how results were obtained, describes the results, draws conclusions, and, if appropriate, makes recommendations. Throughout the body, you should include text (both your own and research from other sources), graphics, and lists. Whenever you cite information or use graphics from another source, you must credit these sources within your text. Check with your instructor to know which reference style to use. Sample Report Body Introduction
The purpose of designing a performing arts center on the CSU campus is to provide adequate capacity and higher quality of sound and aesthetics as compared to the existing structures in the region. Factors that MASK Engineering considered included accessibility, cost effectiveness, location, and an efficient use of space.

25 Our intent was to preserve the open space of the CSU campus and to design the

complex in such a manner that it will blend well with its surrounding environment. We at MASK Engineering believe that this project will greatly benefit both the CSU campus and the surrounding Fort Collins community. Such a facility will lead to the improvement of the performing arts programs on campus. It will directly affect the students and professors in the music, theater. and dance programs at the university, eventually increasing enrollment in these disciplines. There are approximately 230 students in the performing arts programs at CSU right now. The amount of space that is available to these students is inadequate for their performances. The construction of this complex will not only provide them with the space they need, but will also continue the growth of these programs, making CSU a leader in the education of the performing arts. These changes at the university will result in a heightened cultural awareness in the community. Currently, community events are held at the Lincoln Center, while CSU sponsored events are held at the Lory Student Center theater. A new facility will bring community and university events together and will allow a greater variety of outside events to be brought to Fort Collins. The location of this complex on campus will bring a greater number of students to these events due to the elimination of transportation problems. MASK Engineering has focused on the structural and acoustical aspects of the CSU Performing Arts Center, while hiring other firms to handle the parking, mechanical and electrical operation, and utilities. A cable-stayed support system has been chosen, and a floor plan has been drawn up that will produce the best acoustical results. A. L. handled the acoustical aspects of the complex, while S.C., K.N., and M.B. concentrated on the structural plans. We are planning for the construction of this complex to begin within the next few years. Figure 2.1: Map of campus -circled area represents site where Green Hall currently stands Location The site chosen for the Colorado State University Performing Arts Center is the plot of land upon which Green Hall now stands (Figure 1). This area was chosen primarily for its location on the CSU campus and its proximity to the downtown area. Green Hall is a condemned building and is not currently used for anything beyond university storage. Some office space has been granted to the branch of the CSUPD dealing with parking violations, but this department could easily move

26 back to its old location at Aylesworth Hall. Our firm believes that this space would

be better used as a home for the performing arts than as the site of a crumbling warehouse. We have considered possible disturbances that the construction of the performing arts center on this plot might cause. Due to the close proximity of Green Hall to Allison Hall and Parmelee Hall, we have decided to begin construction early in the summer, after classes have ended. Green Hall will be torn down first, and construction of the performing arts center will begin immediately. This will allow us a good start on the project while students are not living in the nearby residence halls. According to the front desk at Braiden Hall,, which is located near the Morgan Library construction site, residents do not have a problem with noise and there have been no complaints of disturbances. MASK Engineering believes that this will be the case for the residents in Allison and Parmelee when they return in the fall as the performing arts center is finished.

Cable-stayed Technology
A cable-stayed support system was chosen for the design of the CSU Performing Arts Center. One reason for choosing this system was to allow for a more compact facility because the space available on campus was limited. Another reason was to give patrons an unobstructed view of events by eliminating the need for columns. The original use of cable-stayed technology was seen in bridges. German engineers established the design of cable-stayed bridges in the 1950's and 1960's. This technology was eventually adapted to buildings, using cables to support the roof. Each tower is buttressed by two sets of cables, transferring the load into the ground. Without a roof load to support, columns are not needed in the complex and the space can be used in more ways. The concept behind cable-stayed technology is to have the supporting reactions to the load directed in only vertical directions as opposed to vertical and horizontal. It also eliminates any tension and/or compression force (Figures 3.1 and 3.2). For a building, the load of the roof is directed through the cables, to the towers, and down to the ground. The walls do not support the roof as they normally would; only the

27 cables are used to hold up the roof. An example of a cable-stayed building is the Alamodome, a multipurpose stadium in San Antonio, Texas (Figure 3.3). Our model is based on this design.

Figure 3.3
Main Hall Acoustics

Background One of the key characteristics of a concert hall that greatly influences sound quality, is its reverberation time (the time before the decay of the reflected sound). For orchestral or band music, the ideal reverberation time is approximately two seconds. Any times approaching 1.6 seconds will lead toward a dry, dead sound ( Beranek 1962 ). The other extreme is a time that is too long. This causes the music to lose its clarity, an excessive loudness, and the blending of incompatible chords ( Beranek 1962 ). A hall's reverberation time can be affected by such things as the volume of the room or the number of people in the audience. In the construction of the main hall for the CSU Performing Arts Center a balance will be determined that will create a reverberation time of two seconds, as independent of audience size as possible. Sound quality is also greatly determined by the warmth of the sound. Warmth is determined by the fullness of the bass tones. If the middle frequencies of a sound have longer reverberation times than the low tones, then the sound will become brittle (Beranek 1962 1). Materials Table 4.1 gives the absorption coefficients of different frequencies for common surfaces. It shows that materials such as heavy curtains or thick carpet absorb are the ideal choice for decreasing the intensity of higher frequencies. This leads to the production of a more full, warm sound. Retractable banners will be built into the ceiling, and can be lowered to create this effect. Cloth seats will be used as they best assimilate an occupied audience area ( Beranek 1962 ). This allows sound within the hall to be independent of audience size. The low sound absorbance of plaster also makes it ideal for the creation of the desired reverberation time of two seconds. Design considerations

28 The intensity of the direct sound should not be too weak, but at the same time, it must not become uncomfortably loud. This problem will be dealt with by limiting the length of the room, and by designing the surfaces above and around the stage to project the sound evenly throughout the concert hall. Another problem arises with the seats placed under a balcony. To prevent a muddiness within the sound, the depth under the balcony should not exceed the height of the opening beneath the balcony.

Floor Plans The Colorado State University Performing Arts Center consists of three levels. The total area of the complex is 56,500 square feet. The basement and ground floors consist of 20,500 square feet apiece. The second floor has a square footage of 15,500. The basement level of this center (Figure 5.1 ) includes two main dressing rooms with shower facilities as well as four private dressing rooms with individual restrooms for guest performers. The mechanical room for the building will be in the basement, housing such devices as the heating, ventilating, and air conditioning equipment as well as the mechanics for the elevator. A spacious performers' lounge has also been added in to the basement to provide a relaxing environment for the center's performers. The building's main floor (Figure 5.2 ) includes the main performance hall as well as a small rehearsal hall. The main hall is 5,000 square feet and has a seating capacity of 1,200. A coffee shop and art lounge have been included in this plan for the enjoyment and convenience of the patrons. A large classroom is provided for dance classes as well as rehearsals. Sufficient office space is included adjacent to the center's box office. The top floor of the CSU Performing Arts Center (Figure 5.3 ) includes a walk- around balcony overlooking the main lobby as well as a balcony for the main performance hall. An elevator is provided for travel between the first and second floors. A recording studio is also located on this floor as an added bonus. References: Whenever you cite information (this includes graphics) from

another source, you must credit the source in your References. Always check with your instructor to determine which reference style to use.
Appendices: Appendices include information that is too large to fit within your

report, yet information necessary to your report. For example, large graphics, computer print-outs, maps, or sample codes are best placed in Appendices. When making decisions about what to place in an Appendix, consider whether or not the material interrupts the reading flow. For instance, six pages of calculations would obviously cause readers to lose their train of thought. Appendices always appear at the end of a report.

29

List of Illustrations/Diagrams
Diagrams are an essential part of many technical reports, in some circumstances giving a great deal of information more easily than continuous prose could do. Purpose: To list - separate from the Table of Contents - the numbers, titles and
corresponding page numbers of all your tables and figures.

How to write it The term illustrations include tables and figures (graphs, line drawings, photographs, maps, or any other non-verbal illustrative material, etc). Use the title List of Illustrations if your document contains both tables and figures. If it contains only tables, call it List of Tables; if only figures, List of Figures. If you are using List of Illustrations, list all the figures first, and then list all the tables. List the number, title and page of each illustration. Place the List of Illustrations immediately after the Table of Contents. If both of them are brief, put them on the same page with the Table of Contents first. Tables: These are the most common form of diagram in technical reports. Tables
can give a great deal of accurate information if they are effectively presented. It is, as always, the need of the reader which is all-important.

Graphs/Graphics: Graphs are used either to show trends or to give accurate technical information. All graphs must be clearly labelled, and scales identified. They also provide illustrated information to readers. In general, graphics are designed to make it easier for readers to understand your report. Often, graphics are useful when concepts, designs, or processes are too complex or cumbersome to describe in written or oral form.
Space: Sometimes diagrams outgrow their pages, and this is dangerous. Margins

must be sufficient on all sides to allow for clarity, and to carry as appropriate the page number, figure number and title, and to allow for the binding of the document.
Diagram references: Diagrams of all types must be numbered and clearly referenced in the text. Probably the most useful method of numbering is to use first the number of the report section in which the diagram appears, and then, after a decimal point, the sequential number.

30

Positioning: Diagrams/illustrations must be presented when and where the user needs them.

Glossary of Terms and Abbreviations (or List of Symbols, when dealing with only mathematical symbols)
Purpose To define the specialist terms, symbols and abbreviations (including acronyms) that you use in the main text of the document. How to write it Decide the terms that need definition. Remember that a term self-evident to you may not be as generally well known as you think. Even when you are writing a specialist document that will be read only by experts such as a thesis - your referees will appreciate a list of clearly defined terms. Make sure, though, that you don't include terms that are generally very well known; to define them would look silly. Terms that need to be dealt with include: - specific technical terms - Greek or other symbols - abbreviations (usually called acronyms). These are often in the form of the initial letters in capitals of a series of words, e.g. PCR: polymerase chain reaction; PLC: programmable logic controller. For the conventions for also defining these in the text, see Chapter 15: Editorial Conventions. Before you list the terms and abbreviations, it may be appropriate to state: S.I. (Systeme International d'Unit~s) abbreviations for units and standard notations for chemical elements, formulae and chemical abbreviations are used in this work. Other abbreviations are listed below. Where to put it The Glossary of Terms can be placed either at the beginning of the document immediately after the Table of Contents or the List of Illustrations (this is the optimal position for the reader), or at the end, immediately before the Appendices. If the glossary is large and you feel that it needs to be at the end of the document, readers would appreciate a note placed immediately before the Introduction, referring them to the page number of the glossary. Suggested

31

wording: Explanations of terms and abbreviations used in this document are given of Terms and Abbreviations, page x.

2.2 Formal Reports

2.2. 1 Progress report 2.2.1 A project team's progress reports
Purpose: To report at intervals on the progress of a management project undertaken by
several individuals.

Possible structures for a series of progress reports

1. Initial report at the start of the activity

This is likely to be similar to a project proposal, in which you describe how you will approach the task. As with any plan, it will involve intelligent and informed guesswork. Use the principles given in 1. Executive Summary 2 Objectives 3 Initial analysis of the problem 4 A preliminary literature survey 5 A clear statement of how you propose to tackle the first stages of the project, together with a brief description of the methods you will use. 6 If needed, Schedule of Tasks. 7 Allocation of responsibilities individuals in the team 2 Intermediate reports For intermediate progress reports, use the principles given in this section for 'A progress report to the funding body or organization', page 10-11. 3 The final report Again, use the principles given above for A progress report to the funding body or organization, page 10/11, and also take the following into consideration: This report will probably need to be longer than the preceding reports. o o o o It will need to tie up the whole body of work into a logical story. It should concentrate on the results, conclusions and recommendations. If required, a description and possibly a peer review of the tasks undertaken by the various individuals. If appropriate, a description of how the work you have done could be further developed in the future.

2.3 A Consulting/Management Report

32

Purpose: To write a report as though you have been doing consulting work for the
management personnel of another organization.

IMPORTANT: This report should be written so that someone with no technological or scientific knowledge can understand the overview, meaning and implications of it. A management report is likely to be read by non-experts. When writing this report, imagine that the academic staff member who will assess it is a senior manager in a commercial organization. The staff member will, of course, read the whole report and has the background to understand the science or technology behind it. But, in imagining this organization where your report is going, the following points need to be remembered: 1. Senior management may not read a whole report. They rely heavily on the Executive Summary, Recommendations and Conclusions to give various them an overview of the substance of the report. A longer report may also need section summaries. They will expect to understand from these: What your work means. How it will benefit the company's activities. Any further work that needs to be done. Possibly, what it will cost.

2. Senior management of an organization may not be technically or scientifically qualified. They may be accountants or lawyers etc. Moreover, your report may be passed onto other people whom you didn't expect to read it. It may, for instance, be read by financial or local government personnel. This means that: Your report should be able to be understood by non-experts- at least in overview, meaning and implications. It also needs to be written so that everyone can extract from it what they need, without having to read the whole document. Even if they read the whole document, readers will need a pathway to help them navigate through it. The Executive Summary, Recommendations, Conclusions and section summaries are crucial parts of this. Possible structure of a management report Title page Letter of Transmittal (cover letter), if needed Executive Summary Recommendations Table of Contents

33 List of Figures List of Tables Glossary of terms and Abbreviations Acknowledgements

The following four sections may be required in a consulting report: Purpose Statement: state the purpose of the document Scope (or Scoping) Statement: To describe the topics covered in the document. Procedure Statement: To describe the processes you followed in investigating the topic of the document Problem Statement: To describe the problem and its significance. Background or Introduction or both The body of the report: (structured under a series of headings appropriate to your topic) Conclusions (if not placed at the beginning) or Conclusions and Recommendations References (if needed) Appendices

2.3 A Recommendation Report Purpose: To make a recommendation or a series of recommendations,

supported by a reasoned argument, together with appropriate background material, facts and data. A recommendation report is focused towards the future: it should show the

How to write it
ability to objectively assess a set of conditions, and to recommend actions to be taken. Recommendations are your subjective opinions about the required course of action. But this doesn't mean you can go into wild flights of fancy. No recommendation should come out of the blue: your report should contain adequate supporting information for each recommendation.

Possible structure of a recommendation report Title Page

Executive Summary or Summary or Abstract: Summarize the background material and your investigation. Recommendations: List your recommendations. Or instead, uses section called Conclusions and Recommendations and place it at the end of the report (see below). Table of Contents List of Illustrations (if needed)

34

The following four sections may be effective in a recommendation report, either before the Introduction/Background or as be effective in a recommendation report, either before the Introduction/Background or as sections of it: Purpose Statement Scope (or Scoping) Statement Procedure statement Problem statement Introduction or Background Subheadings appropriate to the topic, and covering the methods and results. Conclusions: You may be required to write a section called Conclusions and Recommendations. In this case, place it here at the end of the report and omit the Recommendations section after the Abstract. List of References Appendices 2.5 Engineering Design Report Purpose: design reports are used to communicate your solution of a design problem, usually to your boss or a colleague. Readership: The report should be written for another person of equal or greater competence than yourself. General characteristics of design documentation

1 The report should be self-contained, except for references to other specific documents {contracts, drawings, textbooks, standards etc.). 3 Your report must contain all the information needed for someone to check how you arrived at your recommended solution. While carrying out your design you will have used analysis to demonstrate that your design will actually solve the problem. This needs to be clearly set out in your documentation. The workbook: The workbook is maintained throughout the process of designing your solution. All of your analysis will therefore be documented in your workbook as well as in your final report.

35

Suggested structure of design documentation

1 Summary. 2 Development of a Model. 4Design Calculations. The Summary: Purpose of this section: The Summary should state precisely
what the report is about, and answer the following questions. To make sure you don't solve the wrong problem, write up the first two before you start the design. 1 What problem does the report address? If the problem was defined in writing (assignment, tender or contract document), just refer to this briefly and accurately rather than restate the whole problem. Your reader will already know what you were supposed to be doing. 2 What criteria were set for deciding on an adequate solution? You can only make a sensible design recommendation if you understand the criteria that are to be used in judging the success of your design, and obviously you must know this before you start designing. Again, if these were defined in writing just refer to the original document. Sometimes there are other constraints such as national standards that must be met. These should also be stated.
If the criteria were incomplete or contradictory, for example between the cost

and durability of a new product, you need to decide the relative importance of the criteria to be used in making your decision. You need to explain this in a subsequent section. 3 How did you model the problem? Outline very briefly the factors influencing how you went about your design:

The analysis that was needed. How many different options were considered? The main factors influencing the design.

short.

Note If you are designing something that is routine, this section would be very 4 What did you conclude?
Refer to drawings or other details of your recommended solution.

If you

considered various options, summarize why you chose your particular solution.

36 2. Development of a Model: Purpose of this section

The first step in an engineering design is to be able to conceptualize the problem in a way that allows standard methods of analysis to be used. This section should explain how you went about this.

Design calculations: Purpose of this section

This is the part which proves that your design will work as it should, and will consist mostly of small sketches and steps in solving equations.

Form of this section Use subheadings to make it clear what each section is about, and underline
the important results.
Include details of all components (material and dimensions of parts, electrical

components etc.) plus all the physical properties you have used (strengths, elastic modulus, density, specific heats etc.). Your design report should contain only your final recommended solution.