Presenting student project in written form:

A guideline

Department of Software Engineering,

Faculty of Information Technology,

Philadelphia University, Jordan.

Aims:

To introduce the skills needed to present a student project effectively in written form.

Learning objectives:

  • Understand how to structure and write professional reports.
  • Write clear and concise abstracts.
  • Understand how to present data and results clearly.
  • Understand how to reference material and avoid plagiarism.
  • Document software, comment programs and write user guides.

***This guideline is inspired from the book “Projects in Computing and Information Systems. A Student’s Guide” of C. Dawson, Pearson Education Limited 2005.

1. Introduction

Dissemination of your ideas and results was identified as an important part of the research process. Quite often the report is the only evidence of the project when it is finished, unless student developed a substantial piece of software (and even then people may only get to read student report rather than use the software). As the report represents student project, remember that the good work you have performed can be ruined by a poor report. There is no point in performing a tremendous amount of valuable and important computing work, research and development, if you cannot present your findings to other people. However, a bad project cannot be turned into a good one by producing a good report. Although you can improve a poor project with a good report, you must remember that your report is a reflection of your project and you cannot disguise sloppy investigation, development, implementation, analyses and method with a few carefully chosen words.

This report focuses on the presentation of written material for your project: structuring reports, writing abstracts, referencing material and presenting data. It also covers topics such as documenting software, commenting programs and writing user guides.

2. Writing and structuring reports

2.1.Consideration

There are two main considerations that you should bear in mind as you begin work on your project’s report:

  1. What is the purpose of the report?
  2. Is it to obtain the best mark you can achieve for your project?
  3. Is it to present your work in the best light?
  4. Is it to disseminate your ideas and results to others?
  5. Is it to provide a thorough literature review of thefield?
  6. Is it to inspire others and to persuade them to get involved with your research?
  7. Is it to fulfill the requirements of your course?
  1. Who is going to read it?
  • What do they already know?
  • What do you want them to learn?
  • What do you want them to gain from your report?
  • How do you want to influence them?
  • Will it be read by people other than your examiners (future employers, other students, academics and experts, for example)?

These considerations will influence what you decide to include in your final report and also the style of writing and presentation that you adopt (for example, technicallyoriented text for experts or more explanations and examples for the more novice reader). You should not include material merely for the sake of it as this might irritate the reader and appear like ‘padding’. Similarly, you should not leave material out of your report if you think it is important for the targeted readership. Try to get the balance right understand what it is you are trying to say, be aware of what the reader already knows, and include material appropriately.

Department of SoftwareEngineering of Philadelphia University has guidelines on how reports should be presented - for example, layout of the title page, word counts (upper and lower limits), font size and type, line spacing, binding, the number of copies of your dissertation/report that you should submit and so on. It is important that you follow these regulations as failure to do so may mean that your report is rejected.

2.2 Approaches to writing

There are two main approaches that people tend to use when they write reports: the top-down approach and the evolutionary delivery. These two approaches are not mutually exclusive and you may well find yourself adopting both of them to one extent or another as you develop your report or dissertation.

The top-down approach is used to identify the structure of the report with a chapter breakdown structure - how many chapters it will have, what each chapter will contain and how each chapter will break down into sub-sections. With sub-headings identified you can then go on to complete these sections at an appropriate point in your project when results are obtained and information is acquired.

Identifying the content of the chapter as a number of component parts makes writing much easier and less daunting as individual sections can be tackled one at a time. Identifying the overall structure of a chapter also allows you to keep an eye on the overall target of that chapter so that you do not discuss extraneous ideas that are out of context with the chapter’s main theme (the chapter breakdown structure will probably help you to identify a more appropriate place to enter the misplaced text). Chapter breakdowns also help with time management in that they provide you with a better understanding of the amount of writing you have to do. This stems from an understanding of the complexity of each section, which will give you an idea of how long those sections will take to complete.

You might try to identify sections and sub-sections early in your project. However, as is often the case, it is not until you finally come to completing your project that you fully understand what you want to include and can identify the specific content of every chapter. Whatever happens, you will find that a report breakdown structure is a useful way of arranging your thoughts and ideas and identifying how they link together within the content of your report.

The other approach is the evolutionary delivery. Many people use this approach but are not conscious that they are doing so. In this approach, you begin to write parts of your report and rewrite these parts as your project progresses. Each part thus evolves and matures over a period of time as new ideas emerge and your understanding increases. You do not sit down at the end of your project and write your report as a one-off. You write it over a much longer period of time throughout your project.

The two approaches introduced above can be combined so that you identify, perhaps at the start of your project, the specific sections of some of your report’s chapters. You can then begin to write these sections but will find that they evolve and change as your project progresses. You might also find that your report breakdown structure itself evolves over time as your understanding increases, your ideas change and develop, and you obtain your results.

2.3. When should I start writing?

Since personal computers became commonplace from the 1980s onwards, students no longer leave the final writing up of their projects to the very end. Before this time, students would spend, say, 80% of their effort working on the project itself (the research, development, experiments, etc) before typing up their report on a typewriter. These days, however, it is possible to start work on your report when you start your project. This does not mean that you should start writing sections of the report during the first week, but you should at least be considering how your report will be structured and laid out using a word processing package. It doesn’t mean that you will not have a final ‘writing up’ stage in your project. It will mean, however, that this stage is no longer a write-up of the entire project, but possibly as little as drawing together existing material that you have produced and the completion of, say, conclusions, an abstract and a contents page.

As you work on your project and produce word processed reports, and documentation (for example, requirements specification, design documents, etc) you should try to incorporate these in your evolving report. At the very least, you should be keeping good notes as your project progresses so that when you come to the final write-up, all the material and information you require are readily available.

2.4. The order to writing

There is a particular order to writing that you should try to follow. This order breaks down into the following ten stages:

1. Identify structure. This relates to the content of your report, using a report breakdown structure. Although a specific content structure might not be entirely clear to you at an early stage, you should attempt to produce as much detail for each chapter’s breakdown as possible. Report breakdown structures were discussed in the previous section.

2. Identify presentational style. You should also try to set standards at this stage on the presentational aspects of your report, for example, its layout, font, numbering conventions, etc. This will save time later when you are trying to collate your chapters and sections and find they are presented inconsistently. Make sure you follow any guidelines that your institution provides.

  • Avoid broad, open spaces or cramped layouts. Try to make sure figures and tables do not force large gaps into your text;
  • Use a clear 11 or 12 point font. Use something that is easy to read such as Times or Geneva font;
  • Use a single, justified column with adequate margins for binding.
  • Use page numbers centered at the foot of each page.

3. Draft the introduction. The introduction gives the reader an idea of the report’s content, so it should also help you to clarify your own ideas. At this stage, however, your introduction will only be a first draft as your ideas are bound to evolve and your emphasis change by the time you have completed your report. Remember that your introduction might include, or consist mainly of, your literature review. As such, it should be tackled early so that your grounding in the subject is complete.

4. Main body. The main body of your report is the next part you should work on. You might include chapters such as methods used, analyses performed, etc. Clearly the content of the main body of your report will depend on the project you have undertaken. You may find that you write parts of the main body of your report as your project progresses and you will not necessarily write each chapter or section in order. Examples of ‘typical’ chapters that form the main body of different project reports are presented in the following section.

5. Conclusions and recommendations. Quite clearly your conclusions and recommendations should be one of the last things that you complete. Only when your project is complete you will fully understand what you have achieved and be able to present your final ideas and recommendations.

6. Complete the introduction. As part of the evolutionary approach to writingyou may well find that your introduction needs some reworking after you have completed the rest of your project’s report. You may want to include some text alluding to your final results or introduce more background on a topic you have since focused on in more detail within your report.

7. Write the abstract. You cannot really write a clear abstract for your report until you know what has been included in it. How to write effective abstracts is covered in detail later in this report.

8. References and appendices. Although you will be collating references and appendices’ material as your project progresses, you should not complete their presentation until the rest of the report has been written. References may be added or deleted and you may decide to include or exclude material from the appendices.

9. Arrange contents list, index. Leave the completion of an index (if one is required) and your contents list until the end. Only then you will know the exact content of your report and all page numbers.

10. Proof-read, check and correct. It is vitally important to proof-read your report after it is completed. Quite often, because you have been so close to your report for so long, reading through your report straightaway might mean that you miss glaring errors or omissions. You know what you meant to write so this is what you read, whether it is written or not. With this in mind it is a good idea to leave your report for a day or two before proof-reading it or, preferably, get someone else to do it for you. Bear in mind that if you do this you will need to complete your report a few days before its deadline to allow yourself time for proof-reading and correcting or changing any points that emerge.

2.5 Structure

Your report should be structured into the following sections:

  • Title page or cover sheet - follow any guidelines provided (your supervisor should advise you on this issue).
  • Abstract
  • Acknowledgements - to people (and organizations/companies) you wish to thank for helping you with your project.
  • Content listing
  • List of figures and tables - this is not compulsory and you should include these lists only if you feel they will add value to your report and will be useful for the reader. Otherwise leave these out as they take time to compile and maintain.
  • The report itself (three main sections):
  • Introduction/literature review. The first chapter of your report should always bean introduction. Quite often introductory chapters serve to present theliterature review. Alternatively, the introduction serves as a brief overview of the project and the report, and the literature review is presented as a chapter in its own right later.
  • Your introduction should set the scene for the project report, include your project’s aims and objectives, introduce the project’s stakeholders and the topic area, and provide an overview of your report. Also suggest that the introduction should include the ‘purpose and situation - why the report was written and what the purpose was’. They go on to suggest that you should also ‘Target the reader’ - ie you should state clearly at whom the report is aimed - ‘who will be interested in the report’.
  • Main body - the content of which depends on the type of project you are undertaking. Some examples are provided below.
  • Conclusions/recommendations - summarizes the contribution of the work and identifies future work, etc. This is discussed in more detail below.
  • References - presented in an appropriate format. Referencing material is discussed in more detail later in this report.
  • Appendices - labeled as Appendix A, Appendix B, Appendix C, etc. These may include program listings, test results, questionnaire results, interviews you have transcribed, extracts from manuals, letters/correspondence you have received and project details such as your initial proposal, your project plan (and other project management documentation) and meeting reports. You may also include a user manual and installation guide and perhaps extracts or examples of data or data sets used. Consult with your supervisor over what should and what should not beincluded in the appendices of your report.
  • Glossary of terms - if required.
  • Index - if required - but avoid if possible.

A typical structure that many of my undergraduate students use for projects that have involved the development of a software system is:

  • Abstract
  • Acknowledgements
  • Content listing
  • Chapter 1 - Introduction
  • Chapter 2 - Literature review
  • Chapter 3 - Requirements
  • Chapter 4 - Design
  • Chapter 5 - Implementation and test
  • Chapter 6 – Evaluation
  • Chapter 7 - Conclusion
  • References
  • Appendices

The department of Software Engineering has its own development structure that is with the supervisor.

Figure 1. The relationship between chapters

Figure 1 provides an indication of how the chapters in this kind of report structure relate to one another (those of you familiar with software engineering may recognize this as an adaptation of the v-process model). For example, the Conclusions chapter evaluates the project overall - how well it achieves its aims and objectives (outlined in the Introduction) and how it fits in and supports existing work in the field (covered in the Literature review); the Evaluation (of the software) chapter appraises the system developed with the original requirements and evaluates whether those requirements were appropriate; the Implementation chapter discusses how the software was implemented and how the implementation follows the design presented in the previous chapter.