LECTURE 24 SHORT REPORTS CONT Short Report Formats

LECTURE 24 SHORT REPORTS CONT………

Short Report Formats • • • Title page Introduction/Executive Summary Sections with headings/sub headings Discussion (progress) Cost analysis (graphs, figures) Recurring / non recurring expenses Conclusions References Signature Block

• Sample: • • (Signature of the final authority) ( signature of the presenter) Name-----Name/s---------Designation----------Designation/s--------Date----------

Planning a Long Report • • 1: Define its Purpose 2: Consider the reader 3: Determine what issues are involved 4: Collect information 5: Sort and Evaluate your information 6: Organize your material 7: Prepare the Outline

Sequence of steps: • 1: Create an Outline including the major Headings and Subheadings. • 2: Write the Purpose Statement and introductory section. • 3: Write the Main Text. • 4: Draw the Conclusion from the information you have gathered. • 5: Write the Conclusion and your Recommendations.

• 6: Prepare the Preface, Abstract, Synopses or Executive Summary after presenting facts and findings. • 7: Construct a list of References (bibliography) as you research, plan and write the report. • 8: Construct the Table of Contents and table of graphics. Place each item in the order they appear. • 9: Write the letter of Transmittal. • 10: Prepare the Title Page.

Shaping the Long Report • • • Title Page Letter of Transmittal Dedication/Terms of Reference Acknowledgments Table of Contents List of figures or tables (optional) Executive Summary/Purpose Statement Introductory section of the report Center section of the report

• • Conclusion References Recommendations Signature Block Bibliography Glossary of terms Appendices and Attachments

Editing the Long Report • Eliminate obscure or gender biased language. • Correct spellings and punctuations. • Clearly identify the introduction and the scope of your report. • Check for any unsupported opinions. • Remove any extra information that is not vital. • Edit the lay out or format of the report (font, double space)

• Table of Contents The convenience of the reader is the guiding consideration of producing a table of contents. Proposals should list all major parts and divisions including lists of illustrations, tables and appendices.

• Introduction The introduction sets the tone of the proposal. The introduction outlines the goals of the project, how long it will take, and give enough background to enable the reviewers (who might not be experts in your field) of a particular project in a context of common knowledge.

• Project Goals and Objectives Goals and objectives are different and are clearly separated in the proposal. The goal of the project is what one hopes to accomplish as a result of the project. Objectives are statements of precise outcomes that can be measured in support of the goals. Objectives are SMART (specific, measurable, allocable, reasonable and time sensitive).

• Review of Literature Discussions of work done by others gives the reviewers the impression of how this project will build upon what has already been done by others. The literature will also highlight how the proposed project is different and unique from other projects. This is more prevalent in public proposals.

• Description of Proposed Project The project description is the heart of the proposal and is the primary concern of the technical reviewers. • Establish the need for the project and the benefits derived • Be realistic. Distinguish between long-range goals and the short-range objectives for which funding is being sought. Our eyes are often bigger than our stomachs and we take on more than is possible within the time or funding constraints.

FEASIBILITY REPORTS • The Feasibility Reports discuss the practicality, and possibly the suitability and compatibility of a given project, both in physical and economic terms. They also discuss the desirability of the proposed project from the viewpoint of those who would be affected by it. • Report writers must come to a Conclusion, and must Recommend that some action is taken or is not taken and/or that some choice is adopted or is rejected.

• Reports are not read from cover-to-cover by one person. For example, a manager may read only the synopsis or abstract and act on the advice it contains while a technical officer may read only the section that explains how things work. On the other hand, a personnel officer may look at only the conclusions and recommendations that directly affect his/her working area.

A Formal/Feasibility Report includes: (at least 8 double-spaced typed or printed pages using one inch margins) • • • Letter of Transmittal Title Page Dedication (optional) Abstract/Synopses/Executive summary Table of Contents

• • 1: Introduction 1. 1: Aim 1. 2: Scope 1. 3: Background

• 2: Procedure • 2. 1: Data Collection Method • 2. 2: Literature Review • ( reports, research papers, journals, articles, books)

• • 3: Analysis of Data 3. 1: Water flow of Blue River 3. 2: Sediment Level 3. 3: Fish stock numbers 3. 4: Weed infiltration rates 3. 5: Salinity level 3. 6: Likely areas to be flooded

• 4: Conclusion • 5: Recommendations • References (details of sources used/in alphabetical order) • Bibliography (mentioning all the references in detail) • Glossary of Technical Terms/Index (alphabetical order) • Appendices: A, B, C (diagrams, charts, graphs, maps)

Types of Technical Reports: • Feasibility: whether a project is feasible or not. • Recommendation: compares two or more alternatives and recommends one • Evaluation : studies something in terms of its worth or value • Primary Research Report: work done in a laboratory • Technical Specifications: discusses a new product design in terms of its construction, material, functions, features and market potential.

Proposals • Write about the “Brilliant Idea” and provide a “Rationale” for it. A proposal is a method of persuading the reader to agree to the writer’s view point or accept his suggestion. It is a systematic, factual, formal and persuasive description of a course of action or a set of recommendations/suggestions.

Parts of a Formal Proposal • • Title page Table of contents List of figures Abstract or Summary Introduction Methodology Statement of the Problem Proposed Budget (Non Recurring/Recurring)

• • • Proposed Plan and Schedule Advantages/Disadvantages Recommendations References Conclusion Appendices ********************