Subtitle

Title Layout

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• Click to edit Master text styles• Second level

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Title and Content Layout with List

Sidra Khan 2014-EE-474

Amber Rasheed

2014-EE-406

Farwa Jafar2014-EE-408

Syeda Farwa Fatima

2014-EE438

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Types of

Technical

Reports

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Technical ReportB ackgro u nd o f Tech n ical rep or ts

In tro d uctio n to tech nical repo rts

P urp o se of tech nical rep o rt s

In itials of tech nical rep o rts

“nu ts” and “bo lts” o f t echn ical r ep or t

Types of Technical Reports Structural report

Features of my Presentations

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“All you have to do is write one true

sentence. Write the truest sentence

that you know.”

― Ernest Hemingway

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A technical report is a formal report designed to convey technical information.

Technical Report

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• Technical reports first appeared in the early part of the 20th century;

• The U.S. Geological Survey published a series of Professional papers beginning in 1902

• National Advisory Committee for Aeronautics (NACA) issued its first technical report in 1915

• Technical report seems to be the preferred designation.

Background of Technical Report

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• Majority of engineering tasks include the writing of technical reports

• Objectives 1. help students to present the reports in a professional format.2. prepare students for the writing of technical reports and

papers in engineering practice. • How to produce High quality technical report • an important skill regardless of the means of communication

Brief Introduction to Technical Reports

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Why write reports?How to write reports in a fashion acceptable to a journal in your field?The main purpose of a technical report is fact findings and prepares the base for making decision.

Purpose of Technical Report

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ask yourself the following questionsWho are your readersHow is the technical report organized

Where are technical reports written

who are your stake holders

Why is the report written

Before you write………………

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“Nuts” and “Bolts” of the report

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Structural report

Analytical report

Periodic report

Feasibility report

Progressive report

Informational report

Evaluation Report

Different types of reports

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Structuralreport

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• Structural Reports are often referred to as “Engineers Reports” or “Structural Engineers Reports” or “Structural Survey”.

• Structural report will specify which items were inspected and the observations and conclusions found during the inspection.

• It will state whether or not there is a structural concern and if so, what needs to be done to rectify the problem or what further investigations may be necessary.

What is Structural Report

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Specific Structural

Report (SSR)General Structural

Report (GSR)

Types of Structural Report

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• primary planning document for decision-making about mapping and construction treatments

• Documentation to help establish significant dates or periods of construction

• basis for design of recommended work• summary of information known and conditions observed at the

time of the survey

structural report facilitates

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• title of the structural report• name of submitting engineer• name of department • name of receiving commitee

title page of a structural report

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Sample title Page of a Structural Report

Title of the report

Department + author name

date of submission

Submitted to

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Road map of Structural Report

STRUCTURAL INFORMATION • Executive Summary• Structural Plans

BODY OF THE STRUCTURAL REPORT• Structural Problems• Recommendations

and department response

CONCLUSIONS

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Sample road map of a structural report

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Structural information

Recommendations and actions

Identify structural issues

+concern

s

Full structural

survey

sample structural information of a structural report

Full Structural Survey

structural issues

Resolving issues

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• thorough overview of the existing conditions of the structural system

• detailed descriptions of the components that contribute to the strength of the structure

• Challenges surrounding the project

Executive Summary

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Executive summary of structural report

existing conditions

Strengthen components

Challenges

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Structural Plans

A key plan is generally used when only a part of a plan is being shown, there will be a

smaller version of the entire document, showing which part that particular page is

showing

Site plan is a plan of a construction site showing the

 position and  dimensions of the building

A Location plan will show the Lot in question with the surrounding streets, major highways, places that are around

it so that somebody can orientate themselves as to where the site is.

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Key Plansplans showing primary architectural elements of each building. They graphically represent walls, doors, windows, room numbers, and other features.

wall doorRoom number

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surroundings

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Site plan

Travel ways

garden elements

building footprint

Water pool

29Body of the report

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• assessment of structural problem concentrated in a specific area of the property.

• parts of the property not related to the specific problem may not be inspected or mentioned in the written report.

Structural Problems

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• Recommendations should be focused on decisions or actions to be taken (or not taken) as a result of the analysis

• Department’s response will focus on the recommendations.

Recommendations and Department Response

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• represent the need for more urgent action

Priority Recommendations

Urgently needed

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Department Response

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• represent the need for lateral action

Other recommendations

need to be considered

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Department Response

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Conclusions

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ConclusionThe property was generally found to be in a condition commensurate with a propertyof its age.Many of the defects noted are issues of general fabric repairs and not significant structural defects. From a structural aspect there are however areas of concern:• The condition of the floor in the kitchen.• The deflections in the main bedroom ceiling joists.• The structural tie of the walls at wall plate level, in localized areas.• The water tank supports.• The cracking in the garden wall which abuts the main dwelling.• The condition of the garage roof surface coverings.• The bow in the garage wall below dpc level.• The cracking in the garage pier and the condition of steel bearings.

Conclusion of general structural survey report

Main outcome

Relation to theory + main ideas

feasibility report

Feasibility report examines the practicality of a proposed project

Feasibility reports are created to help the decision makers to choose between available

options.

A feasibility report also determines whether or not the investigated task can be done with the amount of resources

available

What is a Feasibility Report?

• The feasibility report answers the question "Should we implement Plan X?

• Not only does it give a recommendation, it also provides the data and the reasoning behind that recommendation.

Purpose of feasibility report

Structural fundamental principle

The structural fundamental principle to this type of report is:

• you provide not only your recommendation, choice, or judgment, but also the data and the conclusions leading up to it.

Important Features of a Basic Feasibility Report

Below are the seven elements of a feasibility report:

1. Introduction2. Criteria/Constraints3. Methods of obtaining facts4. Overview of Alternative Options5. Evaluation6. Conclusions 7. Recommendations

Introduction

• The introductory part of the report of the report should:• Provide the reason why you conducted this study.• provide background information.• identify the alternatives you investigated.• persuade readers to use this study as a valid document.

Example of introduction section

Example of introduction section

Criteria/constraints

• This part should identify the standards by which the action or alternatives were evaluated?

• It is also very important to map out the constraints of your suggested solutions.

• Sources of criteria

Example of criteria section

• This part of your paper demonstrates to the reader what you discovered through your research, actually matters and has reliability.

• With strong methods for finding out your facts, your readers will then feel comfortable and confident to make the necessary changes.

Methods of obtaining facts

Example of Methods section

• You must underline the key features of each possible option. • Make sure they are easy to understand and presented in a friendly

layout. • Keep in mind that the goal is to allow your audience to make the

best decision.

Overview of Alternative Options

• This should be the bulk of your report, you must evaluate the options using the criteria you created.

• Add graphs, charts, etc. to show that you have studied your options, and have come up with statistics that back up your reasons as to why your alternative beats the competition.

Evaluation

Conclusion

• You need to state the conclusion you have came up with. • How did you evaluate the alternatives? • And then from there, which alternative best fit your

organization.

Example of conclusion section

You need to use your experience and knowledge in order to state which option

you think should be adopted.

Recommendations

Example of recommendation section

Progress report

•what sub-goals have been accomplished, •what resources have been expended, •what problems have been encountered, •whether the project or process is expected to be completed on time and within budget.

An assessment that takes place during a project or process, that conveys details

such as

Definition of progress report

Purpose of the progress report

Main purpose: • Project monitoring • accountability

Reassure recipients that you are making progress, that the project is going smoothly, and that it will

be complete by the expected date.

Provide their recipients with a brief look at some of the

findings or some of the work of the project.

Give their recipients a chance to evaluate your

work on the project and to request changes.

Give you a chance to discuss problems in the project and thus to forewarn recipients.

Force you to establish a work schedule so that you'll

complete the project on time.

Progress reports have several important functions:

Points to be covered in progress report

• How much of the work is complete • What part of the work is currently in progress • What work remains to be done • What problems or unexpected things• How the project is going in general

In the progress report, you explain any or all of the following:

Contents of progress report

1. Introduction2. Project description3. Work status4. Problems encountered5. Summary & conclusion

It should includeTopic and purpose of the report:• Very briefly explain the project and what this progress report is

forTime period covered:• The date from the commencement of the project to the present

date

Introduction

Example introduction to a progress report

• In most progress reports, include a project description to review the details of your project for the recipients

Project description

Example project description from a report

Work status

• It describes• Work completed before this report• Work completed during this time period-present work• Work you need to complete before you finish the project –future work

• Describe problems encountered during the report period and solutions adopted.

• Describe problems not solved and propose solutions.

Problems encountered

• Give an overall assessment of the work progress on site and highlighting the issues to be brought to the attention.

• Give an estimate for the completion date for the project.

Summary and Conclusions

Overall appraisal used as conclusion to a progress report

Evaluation report

• This type provides an opinion or judgment rather than a yes-no-maybe answer or a recommendation.

• It provides a studied opinion on the value or worth of something.

• This type of report compares a thing to a set of requirements (or criteria) and determines how well it meets those requirements.

What is an evaluation report?

• The purpose of the evaluation report can be twofold; to:• assist in decision-making; and • to provide a better understanding of the project's achievements

(and areas for improvement).

Purpose of evaluation report

It includes• Title of evaluation report• Executive summary• Background of project• Purpose, intent and design of the evaluation study • Results• Discussion• Conclusions, recommendations and options

Contents of evaluation report

• Choose a title that is descriptive of your project keeping your main audience in mind.

Title of evaluation report

This might cover:• origins of the project (e.g. in response to some perceived need) • project goals and objectives• staff and resources involved• funding sources

 Background of project

This is a critical opening to the report. It should provide: • an overview of the evaluation (the 'what' and 'why'); • the major sources of data and methods of data collection and

analysis• general results of the evaluation • summary of recommendations• any major limitations or constraints placed on the evaluation.

Executive summary

Items here include:• aims/objectives of the evaluation (refer to Practice Note)• evaluation criteria chosen (performance measures, standards in

this case we require the set key competencies)• key questions explored• other design parameters — data collection and analysis

methods, data sources • composition of evaluation team (rank, level etc).

Purpose, intent and design of the evaluation study

• This section provides a description of the evaluation findings.• Use graphs, tables, diagrams etc. to aid understanding and

interpretation where necessary.

Results

This should include: • interpretations of the findings • any limitations or weaknesses in the findings, methods, data, etc.• judgments against the evaluation criteria• comment on the generalizability of the findings• any 'unexpected' findings.

Discussion

This section should encapsulate the outcomes of the evaluation and clearly point to appropriate actions that stem from the findings. It should include:• overall judgment• comment on the validity and reliability of the findings on which

the conclusions are made• any recommendations for change/improvement.

Conclusions, recommendations and options

SubtitleInformation report

What is an information report?

• Information report provide data, facts, feedback, and other types of information without analysis or recommendations

• Recommendations is the biggest difference between informational and analytical reporting.

The purpose of an information report is to classify and

describe general classes of phenomenon by organizing

and recording factual information.

Purpose of information report

uses facts to explain

something

An information report :

Information report structure typically includes an opening statement (often a classification of definition), a series of paragraphs describing various aspects and features of the topic, a summary paragraph and conclusion i.e

• Title • Introduction• Body (Paragraphs)• Conclusion

Structure of information report

Title

The first part of an information report is the title, or heading, of the report. This will tell the reader what topic is covered in the report.

• The first introductory paragraph, known as the classification, explains the aspects of the topic that will be covered in the report.

Introduction

• The following information is contained in the body paragraphs.

• This is where the topic of the report is covered in more detail.

• These paragraphs use factual information to give the reader a better understanding of the topic.

• Sometimes, these paragraphs are broken up by sub-headings to help organise the information

Main body (paragraphs)

• The conclusion of an information report gives any final details or facts about the topic. It may also be used to review what the report was about.

Conclusion

Analytical report

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Contents

• Analytical Report

• Periodic Report

• Checklist & Overview

• An analytical report examines a problem or issue and recommends an action.

• These reports attempt to describe why or how something happened and then to explain what it means.

• An analytical report is professional document written mostly for business uses.

What is an analytical report

Goals of an analytical report

Assesses Opportunities

Solves Problems

Supports Decisions

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Questions to be answered

Title page.

Table of contents.

Introduction.

Executive summary.

Conclusions and recommendations.

Appendices.

Elements of an analytical report

The title of the report should

• Be long enough to describe the report's contents.• Incorporate the key words from the report.

Title page

• An outline for the report.• The table of contents allows your reader to easily find the

information.• The table of contents is usually constructed using chapter or

section titles.

Table of Contents

• Concise version of your report.• The purpose of the analytical report.• Research design.• General conclusions.• Any recommendations.

Executive summary

• The introduction should establish the context of your work and explain the problem being researched.

• It includes 1. A “resources” section.2. A “scope” section.3. A “limitations” section.

Introduction

Tables of figures are necessary only when the report has a number of charts, graphs, or line drawings and the readers will be accessing them non-sequentially.

Glossaries are necessary only in those rare cases when the report will use a number of terms that are not familiar to the reader.

Table of Figures & Glossary of Terms

• Conclusions are a natural extension of the report and complete its logic. Conclusions

• Recommendations typically look to the future.Recommendations

Conclusion and Recommendations

• Appendices are supplementary materials you include at the end of your report.

• Each of your appendix should be numbered or lettered consecutively and given a title.

• Appendix should be referenced in the table of contents and in the body of text.

Appendices

The key term is ANALYZE

Use simple, clear language .

Every point you make in your report must be supported by

factual data from your research.

Tips for writing an analytical report

Periodic report

• It is one which is submitted at regular intervals for the purpose of recording information.

• It can take almost any form depending on the project and the frequency of reports required.

• It serves to show comparison and tendencies.

What is a periodic report?

• Consider all the activities of the organization for the specific time period.

• Begin by noting the time period.• Are you sharing information about the last two weeks,the past

month or the fiscal year?• The information or data may include performance, current

status, challenges faced during the period, activities undertaken.

How to write a periodic report?

• Organize task so you can report them logically.• Once lists are completed categories of tasks becomes

subheadings under a major heading.• Organize so the reader can find important information easily.

How to write a periodic report?

When written for an internal reader a short periodic report may be formatted as memo.

For an external reader, the report may be formatted as a letter.

Format For The Audience

• For the introduction, develops an overview that briefly presents the highlights of the report.

• Mention each idea included in a major heading.• Also state the reporting period, the times of which the document

describes activities or progress.

Introduction

• Tasks proposed to be completed in the upcoming period.• Problems encountered.• List of submitted reports.• Copy of submitted reports.• Response to questions and comments on previous report.

• Methods and materials. • Data and analysis. • Significant findings.

Status Summary & Technical Summary

• In the conclusion, highlight any key ideas and refer to the next report.

Conclusion

Checklist for effective technical report

• Are the purpose and aims clear?• Are the main points included? • Are the points supported by evidence?• Is all the information relevant to the purpose? • Is the information presented clearly?

Checklist for effective technical report

• Is the language clear and easy to understand?• Is the style formal?• Is the grammar and punctuation correct? • Is the spelling ok? • Are the conclusions and recommendations clearly linked to the purpose and based on findings?

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The Structural report will specify which items were inspected and the observations and conclusions found during the inspection.

Overview

OverviewA feasibility report is a document that assesses potential solutions to the business problem or opportunity, and determines which of these are viable for further analysis.

A progress report is a written record of what has been done and what is left to do on a project.

Overview

Evaluation report provides an opinion or judgment rather than a yes-no-maybe answer or a recommendation.

Periodic report is one which is submitted at regular intervals for the purpose of recording information.

Overview

Information report provide data, facts, feedback, and other types of information without analysis or recommendations.

An analytical report examines a problem or issue and recommends an action.

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• https://www.tu-chemnitz.de/phil/english/sections/linguist/independent/kursmaterialien/TechComm/acchtml/feas.html

• https://www.slideshare.net/mobile/lisachiang1209/progress-report-12696365• http://

evaluationtoolbox.net.au/index.php?option=com_content&view=article&id=48&Itemid=60

• http://surveyorsreports.co.uk/structural_engineer_report.htm• https://www.youtube.com/watch?v=u9djIwXfM3Q• http://

www.tasbuildinginspections.com.au/wp-content/uploads/2014/04/Sample-Structural-Building-Inspection-Report.pdf

• https://www.youtube.com/watch?v=MrljzRy6HVc• https://www.youtube.com/watch?v=OSVEsZjGf30• https://prezi.com/il20fla4ks4i/periodic-report/

Refrences