MOD-2.8

Module 2.8: Project Report Preparation
Contents
1.0 Introduction .......................................................................................1 2.0 Anatomy of Report .............................................................................3 2.1 Cover Page .......................................................................................3 2.2 Title Page .........................................................................................4 2.3 Acknowledgement..............................................................................4 2.4 Table of Contents...............................................................................6 2.5 List of Illustrations .............................................................................8 2.6 Executive Summary ...........................................................................9 2.7 The Main Body...................................................................................9 2.7.1 Introduction ................................................................................9 2.7.2 The Project Area and the Need for a Project ................................... 10 2.7.3 Existing Situation and its Analysis ................................................. 11 2.7.4 Identified Issues / Problems......................................................... 11 2.7.5 Recommendations ...................................................................... 12 2.7.6 Financial Estimate ...................................................................... 12 2.7.7 Proposed Management Structure .................................................. 13 2.8 Appendices or Annexes ..................................................................... 13 3.0 Content Formation ........................................................................... 16 3.1 Writing Sequence............................................................................. 16 3.2 Justification and rationale.................................................................. 16 3.3 A Logical Structure........................................................................... 16 3.3.1 Introduction ............................................................................. 17 3.3.2 Background & Context ............................................................... 17 3.3.3 Technical Details ........................................................................ 17 3.3.4 Results, Proposal & Future Work .................................................. 17 3.3.5 Discussions and Conclusions ....................................................... 17 3.4 Multimedia and Visual Balance ........................................................... 18 3.5 Referencing..................................................................................... 21 4.0 Formatting the Report ...................................................................... 21 4.1 Paper Size & Orientation ................................................................... 21 4.2 Margins .......................................................................................... 22

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4.3 Header and Footer ........................................................................... 23 4.4 Page Numbering .............................................................................. 25 4.5 Headings ........................................................................................ 26 4.5.1 Hierarchy of Headings:............................................................... 26 4.5.2 Font Size: ................................................................................. 26 4.5.3 Heading Fonts: .......................................................................... 26 4.5.4 Formatting text using Styles: ...................................................... 26 4.6 Table of Contents............................................................................. 28 4.7 Inserting a Table ............................................................................. 29 4.8 Inserting a Picture ........................................................................... 30 4.9 Numbering of Illustrations................................................................. 31 4.10 Formatting of Text ......................................................................... 32 4.11 Editing and Fine-tuning the Report ................................................... 32 4.11.1 Spelling................................................................................... 32 4.11.2 Grammar................................................................................. 33 4.11.3 The capital dilemma ................................................................. 33 5.0 Styles of Referencing........................................................................ 34 6.0 Dos and Don’ts of Report Writing ..................................................... 40 6.1 Acknowledgement............................................................................ 40 6.2 Illustrations .................................................................................... 40 6.3 Writing ........................................................................................... 41 6.4 Header & Footer ............................................................................. 41

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1.0 Introduction
A good report should be readable, interesting and well presented. Naturally the treatment will vary greatly according to the nature of the work done; nevertheless certain standards are generally applicable. Five Important Steps to Report Writing • • • • • Define the problem Gather the necessary information Analyze the information Organize the information Write the report

The cover page and Acknowledgement are the starters of the report. Next in line come the Contents. For most people, the contents list is a summary of the chapter and section headings, together with a page index, and is normally written when the document is already complete. However, the contents list is the one place in the document where overall structure can be examined. The Executive Summary should be concisely written and should present the proposed project clearly. The main body of the report should be organized into logical parts or sections that follow along in an orderly manner. Care must be taken while choosing the illustrations (form, quality & size). Just as a good image can strengthen an issue or point a wrong comparison graph or a poor quality (resolution) image can reduce its impact. Each figure and table must be numbered and given a brief caption that adequately explains the information displayed without unnecessary duplication. Your conclusion is your chance to have the last word on the subject. The conclusion allows you to have the final word on the issues you have raised in your paper, to summarize your thoughts and to demonstrate the importance of your ideas. It is also your opportunity to make a good final impression and to end on a positive note. Your conclusion can go beyond the confines of the assignment. Synthesize, don't summarize: Include a brief summary of the paper's main points, but don't simply repeat things. Propose a course of action and a solution to the issue. Distribution of responsibilities and functions during the execution and later (for operation & maintenance) is very important for the project to be called actually successful. Thus calls for the importance of a proposed management structure.
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Module 2.8: Project Report Preparation

Appendices are useful for presenting raw data, questionnaire forms, theoretical background or any material that is necessary for the reader but does not fit appropriately in the main body of the report. It may help to decide very early on in your project about the major sections (main headings) to be used. Then systematically build up the contents of each section (using sub-sections) as your work progresses. Check that your presentation is in a logical sequence and the sections are coherent. With a technical document, it is often beneficial to write the technical chapters first i.e., the core material, leaving the introduction, discussion and conclusions & Proposals for the end. Critical assessment should be made of your results giving proper rationale to all the assumptions taken. As for format, reports range from a simpler format with headings to indicate topics, to more complex formats including charts, tables, figures, pictures, tables of contents, abstracts, summaries, appendices, footnotes and references. A report can contain information in a variety of forms. These include text, figures, tables and pictures. In cases where several options are available for representing a particular piece of information, the author can choose appropriately to make the document a less daunting prospect to the reader through visual balance. In most cases, however, the appropriate choice of medium is dictated by the type of information to be communicated. Text is the `filler' and provides the bridge between the figures, tables, pictures and references. Having completed the major chore of writing the document, you may consider that your work is complete. It is worth taking that extra small amount of time to ensure that your document is professional and is free from grammatical and spelling mistakes.

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2.0 Anatomy of Report
2.1 Cover Page
The cover page is the first impression and it should be the best. The cover page should have the following features: • • • Name of the Project / Title Name of the Organisation / ULB who has made the report Date (Month, Year)

A typical format of the cover page is shown in figure 8.1. Figures 8.2 & 8.3 show sample cover pages.

Figure 8.2: Sample Cover page 1

Project Title Date (Month, Year)

Graphic

Submitted by:

Figure 8.1: Typical Cover page Format

Figure 8.3: Sample Coverpage 2

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2.2 Title Page
The Title Page is the Cover Page without graphics. In addition to the cover page the report may have the title page. It provides the same set of information but without graphics. The major differences with respect to the cover page are: • • • No Graphics Details on the report ‘submitted to’ * Details on the report ‘submitted by’ *

(* in case these are not provided on the cover page) The figure 8.4 shows the typical layout of the Title Page.

Project Title Date (Month, Year)

Submitted to:

Submitted by:

Figure 8.4: Typical Title Page Format

2.3 Acknowledgement
Acknowledgements are made to remember all the support obtained from other departments, organizations and individuals. It is a way of establishing a relationship with them. This section is used to thank and acknowledge the support and help provided by various departments, officials and independents. The name of the people is mentioned as per their seniority in department and position. Figure 8.5 shows a sample acknowledgement page.

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Example: “We sincerely acknowledge the valuable inputs and support rendered by the following individuals during the course of this exercise: Name Mr. XXXX Designation General Manager Organisation XXX “

ACKNOWLEDGEMENT

We sincerely acknowledge the valuable inputs and support rendered by the following individuals: Shri D. Rajagopalan, IAS, Principal Secretary, Industries & Mines, GoG

Ms. Gairi Kumar, IAS, Industries Commissioner, IC, GoG Shri. Arvind Aggarwal, IAS, Ex. Industries Commissioner, IC, GoG Shri P.K.Pujari, IAS, VC & MD, Gujarat Industrial Development Corporation (GIDC) Smt D. Thara , IAS District Collector, Ahmedabad. Shri R. J. Shah, Principal Chief Industrial advisor, Industries Commissionerate, Gandhinagar Smt Shobhna Ben Desai, D S, Industries & Mines department Shri G. I. Desai, Dy. Commissioner of Industries (Infra), Industries Commissionerate Shri C. B. Desadia, Joint Industries Commissioner, DIC, Ahmedabad

We would also like to thank the following individuals for extending their full support and co-operation: Shri Sunil Parikh, Chief Corporate Affairs , Zydus Cadila

Shri Nandlal J Khanchandani, Vice President, CCCI

Shri Kirit Jani, Secretary, CCCI Smt. Mamta Sojitra, Mamlatdar & Executive Magistrate, City Taluka, Ahmedabad Shri. S. K. Patel, Mamlatdar & Executive Magistrate, Dascroi Taluka, Ahmedabad Shri Rajubhai, Chitnish Branch, Collector Office, Ahmedabad Shri. C. V. Shah, Ass. Engineer, Naroda Sub Division Shri. B. K. Patel, Ass. Engineer, Kujad Sub Division Shri. Bharat P. Thakor, Talati, Kathawada Village

Last but not the least; we extend our deepest gratitude to all the village people for their support and enthusiasm during the field studies. CEPT Project Team

Figure 8.5 Sample Acknowledgement

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2.4 Table of Contents
Contents page gives a list of all sections of the report, with major and minor headings and the number of the page on which each section begins.

For most people, the contents list is a summary of the chapter and section headings, together with a page index, and is normally written when the document is already complete. However, the contents list is the one place in the document where overall structure can be examined. Early organisation of the contents list is certainly not a trivial problem and may take up to a few days to draft. The level of detail should go down to (probably) sub-subsections, where the final level contains one key idea and takes up, at most, two to three paragraphs of text. It may even be useful to title each paragraph, though this may not appear in the final contents list as a formal heading. Again, it is important to stress that laying out the contents list is not easy. However, some hard work at this stage will save a lot of grief later on and is proactive in ensuring good structure. A badly structured document inherits its own inertia and will be very difficult (and laborious) to correct at a later stage. The table of Contents can be automatically generated in Microsoft word (explained later in section…). However, if one finds it difficult the table of contents can be prepared manually also. Care should be taken while formulating the Contents page: 1. After the chapter name up to two levels of headings are sufficient (giving more sub-subsections in the contents page will make it loose 2. Page numbers should be written on the right side of each heading. However, this should be done at the end after the report is complete (as this may change during editing). 3. Alternatively, one can even write the range of page numbers against the chapter name e. g. 11-35 (Refer Figure 8.6 and Figure 8.7)

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Figure 8.6: Contents Page Sample 1

Figure 8.7: Contents Page Sample 2

Note: There is no header on Contents Page

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2.5 List of Illustrations (Tables / Figures / Maps)
“Actions speak louder than words”. In a report the tables/ figures/ Maps and any form of illustrations play the role of actions. Care must be taken while choosing the illustrations (form, quality & size). Just as a good image can strengthen an issue or point a wrong comparison graph or a poor quality (resolution) image can reduce its impact. (see Figure 8.8 for a sample of List of Tables and Figures) Each figure and table must be numbered and given a brief caption that adequately explains the information displayed without unnecessary duplication. A reference to each figure or table must be made in the main body of the report, e.g. The results of the survey (see Table 7.1) show that ..... The layout in Figure 7.3 indicates ..... For the convenience of the reader, you should put each graph and table as close as possible to the relevant text in the report.

Figure Tables Sample

8.8: &

List

of

Figures

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2.6 Executive Summary
The most important results and recommendations of the Project should be summarized for the convenience of the readers in the form of an Executive Summary.

Executive summary of the report should be about 500 to 1000 words long including the purpose of the study; the methodology used; and a summary of the major findings, conclusions and recommendations. The summary should be concisely written and should present the proposed project clearly. Following outline can help one formulate a concise and good executive summary: • • • • • • • • Introduction to the project area Need of the Project Main objectives Brief of Methodology and various analysis done Existing Situation Issues of concern and identified problems Recommendations & Proposals Concluding Remarks (if any) and the road ahead

2.7 The Main Body
The main body of the report consists of existing situation, analysis, issues identified, recommendations & proposals, cost estimates and implementing structure. The main body of the report should be organized into logical parts or sections that follow along in an orderly manner. The sections ahead outline the various parts of this main body of the report.

2.7.1 Introduction
Project Objective, Purpose and Scope/ Limitations, Assumptions, and Methods This chapter should describe the history of the proposed project and explain how it fits into the national sector strategy and the long-term development program. Plus municipal responsibilities and roles of stakeholders involved. This chapter briefly explains the reasons for the report and how it was prepared. Preferably, the introductory chapter will contain information about: - The Project Origin A description of how the proposed project idea was developed.

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- The Organization and Management of the Study An explanation on the how the whole analysis (methodology/ framework etc) was carried out. - Scope and Status of this Report An explanation of how this report fits in the overall process of project implementation.

2.7.2 The Project Area and the Need for a Project
The Project Area, Background/History of the Problem, Need of the Project Why? This chapter explains why a project is needed. The following sections should be dealt with in this chapter: - The project Area Description of the project area in terms of its location, District, Taluka and the project area. Maps / Figures explaining the relationship of the project area with surrounding important areas is important. - The issue of Concern & The need for the project This explains the need of the project. It is like an introduction to why the project is important and needs to be taken up e.g.. a DPR on construction of an STP will talk about the increasing sewage in the city and the existing inefficient treatment system. This is the key section of this chapter. In this section conclusions are drawn about the need for a project in light of existing situations, standards and issues of concern. Basically in this section it is summarized why the existing systems cannot cope with present (and projected) demands for services. - Objectives Objectives that the project should achieve should be expressed both as general development objectives and operational objectives. General development objectives include aspects such as expected improvements, improved living standards, institutional improvements etc. Operational objectives for the project concern improvements in existing systems and coverage. Each objective should be quantified (to the extent possible), and a schedule for achieving these objectives should be presented.

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2.7.3 Existing Situation and its Analysis
Existing Situation & its Analysis, Projections & Demand Assessment, Surveys & Investigations, methodologies of survey, the results & conclusions How it exists? What it will be? This chapter forms the backbone of whole report with the existing and past population patterns and projections, existing service levels and standards, various relevant analysis and prospects for improving and expanding existing systems. It can be broadly divided into the following sections. - Population Patterns This section gives an outline of the existing and past demographic trends including total population, Growth rates, density, sex ratio, literacy rate and any other relevant parameters. The distribution of all the parameters should be shown in graphs / tables / maps as they exist in the project area. - Economic and Social Conditions This section gives a general description of present living conditions for people of different socio-economic and ethnic groups. It can cover themes like religion, income group distributions, caste distribution pattern etc depending upon its relevance with respect to the project. - Existing Situation Analysis This section elaborates the existing situation in terms of various relevant parameters as per the requirement of the project e.g. A DPR on Road alignment, strengthening and widening will explain segments like traffic surveys, Road sections, street furniture etc. Here the results of various surveys and investigations are also explained like the O&D survey, trip generation analysis for road project. Also it explains what the scale of these problems will be in the future (explained through projections of Solid waste generated, sewage generated, traffic bottlenecks etc.)

2.7.4 Identified Issues / Problems
Issues of Concern, and problems related to the subject of the report What is the problem? The results of all the analysis, conclusions drawn and the identified problems are elaborated under this chapter. The issues listed here should be supported by relevant illustrations like graphs, tables and pictures.

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2.7.5 Recommendations
Proposals, suggestions, recommendations What needs to be done? The final suggestions and recommendations are put together to form this chapter. This is the chapter what everyone (who looks at the report) is interested in. Introductions and conclusions can be the most difficult parts of report to write. While the body is often easier to write, it needs a frame around it. An introduction and conclusion frame your thoughts and bridge your ideas for the reader. Your conclusion is your chance to have the last word on the subject. The conclusion allows you to have the final word on the issues you have raised in your paper, to summarize your thoughts and to demonstrate the importance of your ideas. It is also your opportunity to make a good final impression and to end on a positive note. Your conclusion can go beyond the confines of the assignment. Synthesize, don't summarize: Include a brief summary of the paper's main points, but don't simply repeat things that were in your paper. Propose a course of action and a solution to the issue. Here the proposals given should also be phased out over time e.g. which roads should be widened and strengthened in the first 2 years, 5 years, 10 years so on and so forth.

2.7.6 Financial Estimate
How much? The block cost estimates of the proposals made in the earlier chapter are compiled in this chapter. The estimates made here are approximate and bound to change with specific site conditions and change in market rates through the completion of the project. This is very important as the ULB needs to pre-plan its budget for the year and thus make effective use of its grants and other funds available. Also more expenses and less funds can help the ULB to scale the grant it needs to demand from the government for the execution of the project.

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2.7.7 Proposed Management Structure
Who will do what? Distribution of responsibilities and functions during the execution and later (for operation & maintenance) is very important for the project to be called actually successful. Thus calls for the importance of a proposed management structure. Making an STP (Sewage Treatment Plant), through the process of projections, analysis, suggesting new and innovative systems, cost effectiveness, all can go down the drain if there is nobody stipulated to take charge of its operation and maintenance. Here the existing organization structure should be explained in relation to the proposed structure modifications and additions. This can be explained very well through help of a flowchart. Which can be made easily in Microsoft word.

2.8 Appendix or Annex
References, Datasheets, Forms, Principals Appendices or Annex are useful for presenting raw data, questionnaire forms, theoretical background or any material that is necessary for the reader but does not fit appropriately in the main body of the report. Each appendix should be given a number and a title, included in your list of contents, and referred to in the text, e.g. Example: The Estimate is based on the Schedule of Rates (Refer Appendix 2) ....... Or The Estimate is based on the Schedule of Rates (Refer Annex 2) ....... In case the annex is linked to each other e.g two annex giving some information of the same parameters can be numbered as: Annex 2A: Table showing Vehicle count on National Highway 8 Annex 2B: Table showing Modal split on National Highway 8 Generally, appendices should contain relatively standard derivations and perhaps lists of parameter values, which would interfere with the continuity of the main body of the document. In particular, the appendix section should not contain: • All the figures corresponding to the document. Ideally these should appear alongside the appropriate text, or else after the references in a separate section.

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• •

Photocopies of data sheets, or other easily-accessible material. Any material which is crucial to the continuity or flow of the `story' in the main technical sections.

As with the main document sections, the appendices should reference all material which is not the authors original work. All appendices should be numbered consecutively, for example Appendix 1, Appendix 2, etc., in order to allow crossreferencing from the text. Figure 8.9 and 8.10 portrays sample Appendices.

Figure 8.9: Appendix Sample 1

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Figure 8.10: Appendix Sample 2

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3.0 Content Formation
It may help to decide very early on your project about the major sections (main headings) to be used. Then systematically build up the contents of each section (using sub-sections) as your work progresses. Check that your presentation is in a logical sequence and the sections are coherent.

3.1 Writing Sequence
With a technical document, it is often beneficial to write the technical chapters first i.e., the core material, leaving the introduction, discussion and conclusions & Proposals for the end. This is especially important when some results are still not available and the time has come to begin writing your document. Even in cases where all results are available, leaving the introduction until the end allows a better perspective to be had on the document as a whole.

3.2 Justification and rationale
For each idea presented, you should establish some rationale or motivation for its undertaking and any assumptions made must be justified. Remember to mention the source of all information used in the report. Also the standards & guidelines relevant to the project and project area should be mentioned and rationally used for giving the proposals. Similarly, critical assessment should be made of your results giving proper rationale to all the assumptions taken.

3.3 A Logical Structure
Logical structure means the natural unfolding of a story as the reader progresses general to through the the document. with the the This is achieved by going from the specific, background material preceding

technical expose, which should lead logically to the conclusions. Everything them. typical should support this has the when list. A the
Figure 8.9: Report structure

conclusions and naturally lead up to Remember your technical constructing contents report

progression as shown in Figure 8.9. If some of the detail is standard, but

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possibly difficult to obtain, it can be included as an appendix. More information on appendices is given in Section 8.1.8. The generic organization in terms of chapters of the report is as follows. (Note these are only guidelines)

3.3.1 Introduction
What is the problem you are trying to solve? What is the approach (your methodology) you are taking? What is important about this work? Basically you want to motivate what you are doing and why you are doing it.

3.3.2 Background & Context
Describe related work and background on the subject / area / project you are doing your work in.

3.3.3 Technical Details
- System in Action (existing Situation) An actual demonstration of the system in action with examples is good if appropriate for your work. - Issues Identified What are the issues identified after the analysis?

3.3.4 Results, Proposal & Future Work
What is the overall design of what you are doing? Why did you take this approach? What alternatives did you consider? What issues came up during the development of the project design? Did you have to make any changes in your design? How do you plan to implement the project? Based on the results and evaluations what work can be done in the future? This section is often included as a separate chapter.

3.3.5 Discussions and Conclusions
What is important about your project? What summary statements can you make? What did you learn in this project? The last section of each project report should be “Summary'' and a sumup of the conclusions of the project.

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3.4 Multimedia and Visual Balance
A report can contain information in a variety of forms. These include text, figures, tables and pictures. The following subsections contain some information regarding the appropriate use of each. However, choosing different means of representation can also be used to give visual balance to the document, for example by breaking up long sections of text with equations, tables or figures. In cases where several options are available for representing a particular piece of information, the author can choose appropriately to make the document a less daunting prospect to the reader through visual balance. In most cases, however, the appropriate choice of medium is dictated by the type of information to be communicated. The example here shows the same set of information in a Table, Chart and a Map. (Refer Table 8.10, Map 8.1 and Figure 8.11)
DENSITY GROWTH PERSON / RATE FAMILY SQ.KM (%)1991-2001 SIZE

NAME KUDATHINI THIMMALAPURA BUVVANAHALLI DHARAMSAGAR GADIGANUR UPPARAHALLI KOTTIGINAHAL CHIKKANTAPUR KURREKUPPA NAGALAPUR DAROJI S.BASAPUR TALUR TORANGAL VADDU Y.HALLI KODALU BELLARY DISTRICT KARNATAKA

AREA IN SQ TOTAL KM POPULATION

LITERACY

SEX RATIO

WPR

78.3 15.8 3.0 13.2 14.6 15.2 10.5 14.7 21.7 4.5 39.7 8.8 13.6 25.1 13.0 12.5 21.4 8450 1,91,487

12247 1958 1147 1554 4513 1776 425 1094 10817 1538 8851 1371 3371 6324 5652 488 1616 1320290 34889033

156 124 384 118 310 117 41 74 499 339 223 156 248 252 435 39 76 240 276

23.3 35.6 34.2 19.1 23.5 26.6 25.4 25.6 27.8 31.1 14.9 17.0 36.4 43.9 121.0 9.4 18.9 22.41 17.52

5.6 5.6 5.9 5.5 5.8 6.9 6.9 5.9 5.3 5.4 5.6 6.0 5.8 5.4 5.4 6.6 6.1 5.4

55.1 46 50.1 48.7 39.8 44.4 59.9 59.4 56.6 47.1 41.5 51.7 42.3 62 67.3 59.5 45.3 45.28 56.87

933.8 998.0 662.5 153.7 136.2 991.0 200.8 1033.5 911.8 912.9 991.2 1004.4 938.5 865.5 819.1 983.7 970.7 969 965

42.5 51.7 47.9 54.0 49.0 55.4 54.3 56.2 53.9 52.3 39.8 48.0 48.0 41.6 43.8 50.2 55.4 45.4 44.5

Table 8.10: Demographic Profile of Selected Villages of Vijaynagar Master Plan Area

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Map 8.1: Growth Rate (1991-2001) across villages of Vijaynagar Master Plan Area

GROWTH RATE (%)1991-2001 140 120 100 80 60 40 20
KOTTIGINAHAL THIMMALAPURA CHIKKANTAPUR KURREKUPPA KUDATHINI GADIGANUR DAROJI UPPARAHALLI TORANGAL TALUR DHARAMSAGAR NAGALAPUR S.BASAPUR BUVVANAHALLI KODALU VADDU Y.HALLI

0

Figure 8.11: Growth Rate (1991-2001) across villages of Vijaynagar Master Plan Area

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The example here shows the table, Map and a Bar Graph showing the Growth rate in various villages across Bellary district of Karnataka. While the table only gives figures and lists data with respect to the village name, the graph helps us compare the information across the villages. Looking at the graph one can easily tell that “Vaddu” has the highest growth rate, while “Y.halli” has the lowest. The map on the other hand not only helps us identify the village with the highest growth rate but also helps us put the information spatially. The map clearly shows that “Vaddu” with the highest growth rate is one of the villages falling under the impact of the industrial unit and thus its growth is justified. Thus we can compare values and parameters in the same representation. Thus attempt should be made to put maximum information in the form of maps and atleast graphs / charts, so as to make analysis and interpretation easier.

A. Figures Charts or Graphs
A chart or graph is a type of information graphic or graphic organizer that represents tabular numeric data and/or functions. Charts are often used to make it easier to understand large quantities of data and the relationship between different parts of the data. Charts can usually be read more quickly than the raw data that they come from. ``A picture tells a thousand words''? There is great substance in this statement, and nowhere more obvious than in Detailed Project Reports. Use figures liberally to communicate specific results (graphs) and show an overview of the system being described through block diagrams, etc. Where possible, put multiple plots on the same axes, so that comparative conclusions can be drawn (e.g. comparison of growth rate in past few decades) (See Figure…). Ensure that each figure has a number and a title, so that it can be referenced from the text. Certain types of charts are more useful for presenting a given data set than others. For example, data that presents percentages in different groups (such as Existing Land Use Distribution) are often best explained in a pie chart. On the other hand, data that represents numbers that change over a period of time (such as "Population Growth from 1990 to 2000") might be best shown as a line chart or a Bar Graph.

B. Tables
A table is a set of data elements (values) that is organized using a model of horizontal rows and vertical columns. The columns are identified by name, and the rows are identified by the values appearing in a particular column subset

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which has been identified as a candidate key. Tables are an excellent means of giving an overview of numerical results or providing information in a form which lends itself to comparison. Again, ensure that each table has a number and a title, so that it can be referenced from the text.

C. Pictures / Images/ Diagrams/ Flowcharts
The text that is written in the report should be supported by relevant pictures. This is especially important to put across the existing situation and to highlight the issues of concern. Also, existing organization structure of system followed can be well explained with the help of a diagram or flowcharts. Such flowcharts can also help illustrate the proposed systems and structures for better and faster understanding.

3.5 Referencing
Reference citations in the text should be in brackets giving the author(s) surname(s) and year of publication. If the name of the author occurs in the text, the year should be in brackets. Refer Section 5.0 for style of referencing.

4.0 Formatting the Report
As for format, reports range from a simpler format with headings to indicate topics, to more complex formats including charts, tables, figures, pictures, tables of contents, abstracts, summaries, appendices, footnotes and references. This section outlines the basic features and procedures of formatting. It also outlines some very basic procedures of the software Microsoft work (which is most frequently used for report making).

4.1 Paper Size & Orientation
The steps below show how to Set the Paper size in Microsoft Word (Refer Figure 8.12). In order to select paper size, follow the following steps: 1. On the File menu, click Page Setup, and then click the Paper tab. 2. Click a paper size. Note: To change the paper size for part of a document, select the pages and then change the paper size as usual. In the Apply to box, click selected text.

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Figure 8.12: Setting Paper Size and Page Orientation

The steps below show how to set the Paper Orientation in Microsoft Word. To change Paper Orientation: 1. On the File menu, click Page Setup, and then click the Margins tab. 2. Under Orientation, click Portrait or Landscape.

4.2 Margins
Page margins are the blank space around the edges of the page. In general, you insert text and graphics in the printable area inside the margins. However, you can position some items in the margins — for example, headers, footers, and page numbers. Microsoft • • Word offers several page margin

options. You can: Use the default page margins or specify your own. Add margins for binding. Use a gutter margin to add extra space to the side or
Figure 8.14: Setting up Margins
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top margin of a document you plan to bind. A gutter margin ensures that text isn't obscured by the binding. Figure 8.13 shows the type of margins in a document.

• •

Gutter margins Mirror margins

The steps below show how to change the Page Margins in Microsoft Word (Also Refer Figure 8.14). To Change Page margins follow these steps: • On tab. • Under Margins, select the options you want. the File menu, click Page Setup, and then click the Margins

Figure 8.13: Margins

4.3 Header and Footer
Headers and footers are areas in the top and bottom margins of each page in a document. (See figure 8.15) Generally the Header and Footer contain the data like, Chapter number, name of the Chapter, Name of the Project, Name of the Organisation, Month & Year and page number. Though there is no set format of the header and footer and can be made to look as per the writers perception, the following format shows general outline of the features, their formatting and placement. (See Figure 8.16 & 8.17)
Figure 8.15: Header & Footer in a document

Figure 8.16: Header & Footer Toolbar

Header & Footer Toolbar

Switch between Header & Footer

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Figure 8.17: Adding Header & Footer

Header & Footer On the View menu, click Header and Footer to open the header or footer area on a page. • • • •
Note:

To create a header, enter text or graphics in the header area. To create a footer, click Switch Between Header and Footer on the Header and Footer toolbar to move to the footer area, and then enter text or graphics. If necessary, format text by using buttons on the Formatting toolbar. When you finish, click Close on the Header and Footer toolbar.
To change the paper size for part of a document, select the pages and then change the

paper size as usual. In the Apply to box, click Selected text. Microsoft Word automatically inserts section breaks before and after the pages with the new paper size. If your document is already divided into sections, you can click in a section or select multiple sections, and then change the paper size. based on that template automatically uses the new margin settings.

Change page margins
1. On the File menu, click Page Setup, and then click the Margins tab. 2. Under Margins, select the options you want.
Note: To change the default margins, click Default after you select new margin settings. The

new default settings are saved in the template on which the document is based. Each new document based on that template automatically uses the new margin settings.

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4.4 Page Numbering
Normally the Page numbers are provided on the bottom right corner of the page as a part of the footer. Microsoft Word provides two ways to add page numbers. In either case, the page numbers appear in the header or footer at the top or bottom of the page. The steps below show how to add Page Numbers in Microsoft Word (Also Refer Figure 8.18). To add basic page numbers to headers or footers: On the Insert menu, click Page Numbers. In the Position box, specify whether to print page numbers in the header at the top of the page or in the footer at the bottom of the page. In the Alignment box, specify whether to align page numbers left, center, or right relative to the left and right margins, or inside or outside relative to the inside and outside edges of pages that will be bound. If you don't want a number on the first page, clear the Show number on first page check box. Select any other options you want.

Figure 8.18: Inserting Page Numbers

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4.5 Headings
The following things should be kept in mind when forming headings of the document:

4.5.1 Hierarchy of Headings:
There should be hierarchy of headings in any documents and accordingly their formatting should be done e.g. Heading 1 can be the chapter, heading 2 the sections and heading 3 the sub sections. Care should be taken to avoid excessive use of minor headings.

4.5.2 Font Size:
The size of font selected for the headings should be in their order of hierarchy from largest to smallest for heading 1 to further. Care should be taken that no heading font size should be smallest than the body text.

4.5.3 Heading Fonts:
One should be careful while choosing the font for a heading. It should be legible and not contrasting to the other fonts used in the document. Also care should be taken not to use more that 5 fonts in one document.

4.5.4 Formatting text using Styles:
A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. When you apply a style, you apply a whole group of formats in one simple task. For example, instead of taking three separate steps to format your title as 16 pt, Arial, and centre-aligned, you can achieve the same result in one step by applying the Title style. The following are the types of styles you can create and apply: • A paragraph style controls all aspects of a paragraph's appearance, such as text alignment, tab stops, line spacing, and borders, and can include character formatting. • • • • A character style affects selected text within a paragraph, such as the font and size of text, and bold and italic formats. A table style provides a consistent look to borders, shading, alignment and fonts in tables. A list style applies similar alignment, numbering or bullet characters, and fonts to lists. You can create, view, and reapply styles from the Styles and Formatting task pane. Direct formatting that you apply is also stored in this pane, so that you can quickly reapply it.

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The following steps explain the process of setting styles in Microsoft Word (also refer 8.19) 1. Modifying the styles and formatting 2. If the Styles and Formatting task pane is not open, click Styles and Formatting on the Formatting toolbar. 3. Right-click the style you want to modify, and then click Modify. 4. Select any options you want. 5. To see more options, click Format, and then click the attribute— such as Font or Numbering— you want to change. 6. Click OK after you've changed each attribute, and then repeat for any additional attributes you want to change.

Figure 8.19: Setting up Text Styles

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4.6 Table of Contents
A table of contents is a list of the headings in a document. You can use a table of contents to get an overview of the topics discussed in a document. You can create a table of contents using the built-in heading styles and outlinelevel formats in Microsoft Word. After you've specified the headings to include, you can choose a design and build the finished table of contents. When you build a table of contents, Word searches for the specified headings, sorts them by heading level, and displays the table of contents in the document.

The easiest way to create a table of contents is to use the built-in outline-level formats or heading styles. If you are already using outline-level formats or built-in heading styles, follow these steps: (Refer Figure 8.20) • • • • • Click where you want to insert the table of contents. On the Insert menu, point to Reference, and click Index and Tables. Click the Table of Contents tab. To use one of the available designs, click a design in the Formats box. Select any other table of contents options you want.

Figure 8.20: Inserting Table of Contents

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4.7 Inserting a Table
The section below gives the steps to form a table in Microsoft Word (Refer Figure 8.21). Microsoft Word offers a number of ways to make a table. The best way depends on how you like to work, and on how simple or complex the table needs to be. Click where you want to create a table. Click Insert Table on the Standard toolbar. Drag to select the number of rows and columns you want. You can also use the Insert Table command: Use this procedure to make choices about the table dimensions and format before the table is inserted into a document.

Figure 8.21: Inserting a Table

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4.8 Inserting a Picture
The steps below show how to insert a picture in Microsoft Word (also refer figure 8.22).

To insert a picture from a file: 1. Click where you want to insert the picture. 2. On the Insert menu, point to Picture, and then click From File. 3. Locate the picture you want to insert. 4. Double-click the picture you want to insert.

Figure 8.22: Inserting Picture in Microsoft Word

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4.9 Numbering of Illustrations
A number of times people get confused when numbering tables, figures & maps. One should be careful while doing so. Few things should be kept in mind while doing so: 1. The Tables, Figures and Maps should be numbered separately, i.e. should have their own numbering sequence. Though at times when tables and figures relate with each other they can fall in the same sequence. Annexure 8.1 explains the sequencing. 2. The numbering of all illustrations should start with the chapter number they fall under, e.g. the tables & figures of chapter 2 will have the following sequence: Table 2.1, Table 2.2, Table 2.3, Table 2.4…….so on and so forth Figure 2.1, Figure 2.2, Figure 2.3, Figure 2.4…….so on and so forth (in case the tables and figures follow separate sequences) Similarly for Map sequence for chapter 4 will be: Map 4.1, Map 4.2, Map 4.3, Map 4.4…….so on and so forth Table 2.1, Table 2.2, Figure 2.3, Table 2.4…… so on and so forth (in case the tables and figures follow the same sequence) 3. Note that the numbering is in the format: <Chapter no.> . <Sequence no.> i.e. 2.1, 2.2, 2.3 and so on. The Chapter number stays constant for all the illustrations falling in that chapter and the sequence number changes as per their appearance and reference in the chapter. 4. Preferably, the illustration should come on the same page (or the next page) where it is referenced to (in the text), unless there is space constraint. 5. All maps should be (preferably) shown in the same scale. 6. All maps should have a graphical scale, sheet title, legend and north direction market in the format. (See Annexure 8.2) 7. The Map no. should come as a part of the format.

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4.10 Formatting of Text
Text is the `filler' and provides the bridge between the figures, tables, pictures and references. Basic formatting of the text can be done under the Styles and Formatting tab as explained earlier in the headings sub section. However, along with the style the fine tuning of the text should be taken with care as explained in the next section.

4.11 Editing and Fine-tuning the Report
Having completed the major chore of writing the document, you may consider that your work is complete. It is worth taking that extra small amount of time to ensure that your document is professional and is free from grammatical and spelling mistakes.

4.11.1 Spelling
This may seem a small an unimportant point for engineering text, but poor spelling makes a document seem sloppy and may convey an impression that the report content is as loose as the general appearance. There are spelling checkers in virtually every word processor now. (See Figure 8.23).

Figure 8.23: Spell Check in Microsoft Word

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4.11.2 Grammar
Same here as for spelling. Many word processors now have grammar checkers as well as spell checkers, but the usefulness of these is debatable, so don't rely on them. If in doubt, keep your sentences short and don't be afraid to ask somebody how to use punctuation correctly (Refer Figure 8.24).

Figure 8.24: Grammer Correcting in Microsoft Word

4.11.3 The capital dilemma
Avoid excessive use of capital letters. One recommendation is to only use capitals for proper nouns (such as place names, company names, etc) and in places where acronyms are being defined, e.g., Urban Local Body (ULB). Acronyms should be defined at the first point of usage and the acronym can then be used freely. Try to avoid the use of capitals for emphasis, use boldfacing or italics instead. Capitals can be used effectively to differentiate between different section heading levels, such as in this document i.e., the next level up uses capitals to start each word in the subsection title. However, if you wish to do this, or differentiate between different heading levels in a different way, make sure you are consistent in the way you do this.

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5.0 Styles of Referencing
• Article: Periodical- Journal has a volume number and an issue number

Author,(Date), “Title of Artie”, Title of Journal .volume of journal (number of issue) : date of issue, page reference. a) DATTA, J.P.(1988), “Television Advertising”, Communicare, 7(3): March 11, p(12-15). b) KOTHARI,R.& PATEL,S. (1993) “ The ADA and the Hiring Process in NGO’s”, Consulting Psychology Journal: practice and research,45(2),p(3437) • Article: Periodical- Journal has a seasonal Date

Author (Date), “Title of Journal”, volume or number of issue: Season, ( page reference) Ghosh, S.T. (1986), “The Semantics of Mind Reading,” Psychology

Today,19:Fall,p(34-37). • Article: Magazine ( Magazine= Popular Literature)

Author (Date), ‘title of article’ Title of journal, volume or number of issue : date, (page reference). Goswami, M.T. (1988), ‘Should privatisation proposer ? SAA in the year 1990.’ The Argus : May 17, pp3 • Article : Newspaper – Anonymous (no name of reporter/ author)

Unknown, ‘Title of article,’ (Date) Title of newspaper, Month and day,page reference. Unknown, New drug appers to sharply cut the risk of death from heart failure « (1993). The Washington post : July 30, pp A12 • Book : Corporate author

Author (Date), Title : subtitle. Publisher : Place a) SANLAM. (1998), Annual report : 1998. Sanlam : Bellville. b) Employee Benfit Research Institute. (1992, February). Source of health insurance and characteristics of the uninsured, (Issue Brief No. 123), Washington, DC. Note 1. When an organisation ‘writes’ a book it is known as the corporate

author.

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•

Book : Single Author

Authors (Date), Title : subtitle, Publisher : Place a) Das, R.S., SMITH, P.G., ROSSITER, I. & KING, P.Q. (1987), The tenets of moral phylosophy, Van Nostrand : New York. • Book : No Author

Unknown, Title. Date. Place : Publisher Unknown, Advertising in the Western Cape (1990), ABC Publishers : Cape Town. Note • When no author is known, write unknown and start with the title.

Book : Chapter from a book with different contributors

Authors, (Date) ‘Title: subtitle of the chapter,’ (In Editors of book (eds.)), Title of book, Publisher : Place, (Page references.) a) Gupta, R.A. (1981), ‘Retrieval inhibition as an adaptive mechanism in human memory,’ (In Roediger H.L. III & Craik, F.I.M. (eds.)), Variety of memory & consiousness, Erlbaum : Hillsdale, NJ., p (309-330). b) Banerjee, R.A. (1981), ‘The place of values in a world of facts,’ (In Duff, A.& Smithon, W.O., (eds)), The nature of the physical universe, PrenticeHall : Englewood Cliffs, N.J., p (124-139). • Book : Editors (or compilers)

Authors (eds) (Date), Title : subtitle, Publisher : Place. Joshi, B.P. & Patel, G.(eds.) (1984), Child psychology :an introductory guide for parents and teachers, Penguin : Harmondsworth. • Book : Edited

Author (Date), Book Section Title, name of the editors (eds.), Book Title (city : Publisher). Eg : Joshi, J.O. (1989), ‘Development Alternatives for Tropical Rain Forests,’ In : Leonard, H.J. (ed), Environment and Poor : Development Strategy for common Agenda, New Jersey, USA. • Book : Particular Edition

Author (Date), Book Title, nth edition, City : Publisher.

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•

Book : Review – Anonymous (no author)

Anonymous (Date), ‘Title of the book being reviewed’, By Author of the book, Reviewed in : Title of journal review is published in, Issue : Date of issue, Page references. Anonymous (1997), ‘The beach,’ by Alex Garland, Reviewed in : Publishers weekly, 243 : December 2, pp 39. • Book : Review – Author of review indicated

Author of the review (Date), ‘Title of the book being reviewed,’ Author of book, Reviewed in : Title of journal review is published in, Issue : Date of issue, Page reference. Patel, M. (1997), ‘The beach,’ by Alex Garland, Reviewed in : Village voice, 42 : March 11, pp 56. • Book : Two items by same author in the same year

Authors (Date a), Title, Place : Publisher, (qualification). Desai, Gillian S. (1982a). The allegorical novels of J.M. Coetzee, Rhodes University : Grahams town, (PhD thesis). Amrutya, Gillian S. (1982b). Aspects of style in the novels of J.M. Coetzee, College English, 35(6) : September, (p 34-41) • Book : Unpublished

Author (Date), Title, Institute Name (Unpublished) Durani, S. (1993), Chemical and Pollution Studies of Some Springs an lakes of Jammu and Kashmir States, Unpublished Ph.D. Thesis, Jammu University : Jammu, (pp 122). • Book : Trnslation

Author (Date), Title, Institute Name, Translated by, Publisher : Place. Desai, A.I. (1957), Mathematical Foundations of Information Theory, Translated by Silverman, R.A. and Friedman, M.D., Dover : New York. • Book : Pseudonymous Publication

Patel, N. [O’grady J.] (1957). They are a Weird Mob, Ure Smith : Sydney.

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•

Book : Scared, Classic

Eg. Mahabharata. Gita. The Bhagawad Gita, with an introductory essay, Sanskrit Text, English Translation and notes by S. Radhakrishnan. • Working Paper :

Author (Date), Title, Working paper No., University name, City. • Essay : (City :

Author (Date), ‘Title of the essay’, Published in book/journal/magazine, Publisher). • Brochures

Name of organisation that produced that produced the brochure (Date), Title of brochure, edition. [Brochure], Author. Research and Training Centre on independent Living (1993), Guidelines for reporting and writing about people with disabilities. 4th ed. [Brochure], Lawrence, KS : Author. • Conference Proceedings

Author (Date), ‘Title paper of paper,’ Title of published document Place and date of conference, page reference(s), publisher : place (of publication).

Sreenivas, Mavis.(1994), « The role of the court interpreter in the new South Africa, » Proceedings of the 1994 Conference of the South African Institute of Translators, Bolemfontein, 18-23 June 1994, (pp. 46-59), The institute : Johannesburg. • Correspondence

Author of the letter (Date), Description of the type of the correspondence, Date of correspondence. [Note of location of the origional document] banerjee, C. (1997), Letter to the town Clerk of Stellenbosch, 5 May 2002, [original copy in records of the town council of Stellenbosch.] • Course Notes Author (Date), Title : sub-title, Name of Institute : Place, [indicate that these are course notes] Dey, E.S.(2002), English Literature : from Beowulf to Virginia Woolf, The Cape Technnikon : Cape Town, [Course notes.]

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•

Database Abstract (Date) «Title of Journal, volume (number of issue) ; page reference

Author

[name of data base and reference number of abstract] UNDERWOOD, M.(1998), « The role of anti-oxidants in cancer of the colon, »The lancet, 135(3) : pp 34-45, [Abstract in the MEDLINE database, ref. no 98453765.] • Dictionary

Title, subtitle, Edition, (Date), Publisher : Place a) b) • Merriam-Webster’s collegiate dictionary, 10th ed, (1993) MarriemWebster : Springfield, MA. Shorter Oxford dictionary, 9th ed. (1993), OUP : Oxford Encyclopedia – Author indicated volume of encyclopedia,

Author (Date), « title article, « Title of encyclopedia, page reference.

Gupta, B.P.(1985), « Nuclear energy, « McGraw-Hill encyclopedia of science and technology, 12 : pp 127-129 • Encyclopedia – Author indicated

Anon. (Date), Title article. Title of encyclopedia volume of encyclopedia, page reference. Hirway. (1983), « Medieval manuscripts, » Encyclopedia Americana, 14 : pp 346347

•
•

GOVERNMENT PUBLICATIONS :
Departments

Correct name of country, Name of department, (Date), Title, Publisher : Place. India, Department of Home Affairs, (1980), Guidelines for chairmen of

publications committees, Government Printer : New Delhi. • Laws

Name of the country (jurisdiction) (Date), Title of act, Place : Publisher. [Laws] India (1982). Atomic Energy Act, No 92 of 1982, Government Printer : New Delhi, [Laws.]

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•

Internet (Date), »Title » Title of website, [Online], Available :URL (Internet

Author

address), [Date you accessed the site]. Roy, G. (1996), « Project Aristotle(sm) : automated caterogization of Web resources, » [Online]. Available : http://www.public.iastate.edu/~CYBERSTAKS/Aristotle.htm [4 September 1996]. • Interview

Name of person interviewed (Date), Description of interview with day, month and year. [format] a) Patel, Dene. (1987), Interview with the author on 4 August 1987. Cape Town [Cassette recording in possession of author] b) Basu, K.W. (1993) April 18 [Personal communication]. • Publisher : Society

Author (Date), Title : sub-title, Publisher : Place Datta, K., (ed.)(1985), The libertine’s guide to the use of AACR2, Library Association : London. • Secondry Source (one source cited in another source)

Author (Date), « Title : Sub-title, » Journal Title, Volume : Page references. Bandyopadhyay, B., ATKINS, P., & HALLER, M. (1993), « Models of reading aloud : Dual-route and parallel-distributed-processing approaches, » Psycological Review, 100 : pp 589-608 • Telephonic Conversation

Goswami, S, (personal communication. April 18, 1993).

•

Telivision Broadcast

Name of the producer, (Title of the producer). (Date), Title of the programme. Broadcast service : Place, Month and day. The Yashraj, Gharana, (1993), Public Broadcasting Service : New Delhi, India, Oct 11. • Thesis and dissertations (Date), Title of article. Title : subtitle, Place : Academic

Author

institution. (Degree). [format if other than print]s

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Patel, P, (1990), Father’s participation of family work : consequences for father’s stress and father-child relations, University of Victoria : British Columbia, Canada (MA-thesis.) • Video

Title : Subtitle (Date), Publisher : Place. [format] a) The interview game (1985), BBC : London. [Video recording] b) Silent hunter (1986), Producer, John Varty ; director, Duncan McLachlan. S.l. Londolozi Productions. 1 videocassette (VHS) (49 mins). [Viseo recording] • Motion Pictures / Films

E.g. The earth (motion pictures) Bombay, Min. of information, Government of India (1998), 40 min.sd.color 16mm. • Maps E.g. Indian Summer, Rainfall and winds, Delhi, Suresh and co. (1965), Col map 75 x 15 cm.

6.0 Dos and Don’ts of Report Writing
This section is intended to provide practical advice on writing guidelines that followed when writing a report. These guidelines are common errors of English that people make.

6.1 Acknowledgement
While writing the acknowledgement, name the people in hierarchy of position and department i.e. • • General Manager, Deputy General Manager, Project In-charge, so on and so forth, and Central Government Department, State Government Departments, District level Departments, so on and so forth.

6.2 Illustrations
Tables and figures are good additions to any report. A useful writing methodology is to determine the set of tables and figures you plan to use first then ``talk around'' them in your text. Each table and figure you use should have a caption. Captions for tables always go above the table and captions for figures always go below the figure. A simple rule to remember is “table at top, figure at foot.''

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6.3 Writing
Re-check any sentence in which you repeat the same word more than once. This situation is often an indication that one of the repeated words can be dropped or the sentence should be rewritten.

6.4 Header & Footer
There should be no Header on: • • The Preamble/ Preface The First page of every Chapter (1, 2, 3 … and so on), Contents, List of Tables/ Figures/ Maps There should be no header & Footer on: • • • • The Cover Page The Title Page Acknowledgement Page Project Team Page

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