Types Of Technical Report h6x55

Types of Technical Report 1. Informal Reports - The term informal report denotes short reports. - Typical informal report doesn’t have the following: o Cover page o Letter of transmittal o Title page o Table of contents o List of illustrations - Common format:  The title  Author’s name  Abstract, if any  Text - Informal reports: reports designed for circulation only within an organization. a. Memorandum Report Features: i. To, From, Subject, Dateline ii. Sometimes letter head is omitted iii. sometimes indicate the identification line/label of the department responsible for the report iv. complimentary close or signature, not required (but memoranda are signed/initialled either at the end or beside the name on the “From” line v. headings are typed at the top of the page. b. Letter Report - physical properties are the same as typical business letter - formality can vary according to: purpose, type of reader, subject discussed - written to convey information between organizations whose know each other well (opposite: formal letter report) - mostly, simple, dignified business letters that convey business/technical information from one company to another. c. Bulletins

- used for both internal and external communications - present information of more permanent value than memoranda - distributed to a significant number of readers to warrant their reproduction in quantity; thus, they are not addressed to any particular form - commonly used to inform readers about personnel changes and policies. d. Booklets - serve to inform - not longer than 3 pages - resembling books, they contain: covers, title pages, table of contents, covering letters of transmittal (optional). - should be attractive and interesting e. Short Reports - Informal short report (1-3 pages) - Formal short report (10 pages) - Long report (10+ pages) f. Abstract - purpose: to give the reader enough information for him to decide whether or not to read the whole report. - includes: title, summary of the report (statement of the purpose of project, general methods/procedures used, principal findings and conclusions) - Descriptive abstract – tells what things are taken up in the report itself but not mentioning what the reports say about these things; contains little information; short - Informal Abstract – gives the essence of the report; more information than the descriptive abstract, longer; better type of abstract - In industrial reports, an abstract rarely exceeds one page. g. Oral report h. Field report

i. Periodic report

2. Formal Reports a. Proposal - a written offer to solve a technical problem in a particular way under a specified plan of management for a certain sum of money. - a report which aims to convince a “customer” that the company or person presenting it is better qualified to give the product or service needed than all the other companies or persons submitting the proposals - defines problems and the means to solve it (the solution of the problem is the “meat” of the proposal) - to be effective, a proposal must contain the essential elements of a good study. - Also considered a sales tool (it is a communication that attempts to sell an idea, concept, pieces of equipment, a complex system or a service)

Characteristics of a proposal (a) It is a written offer to solve a technical problem. It describes in minute detail the design or plan proposed together with some alternative designs or plans. This is called the technical proposal. (b) It is a specified plan of management. It explains (to the prospective client) how the entire project will be managed, tells who will manage it, and suggests a time schedule for the completion of the different phases of the project. This is called the management proposal. One important purpose: to assure the customer that his problem will be worked on by competent personnel during every stage from phototype design through manufacturing and that the lines of responsibility for quality and reliability will be firm and clear. (c) It suggests a certain sum of money. This is the cost proposal. It gives the cost of labor, materials, etc. Types of Proposal 1. Solicited proposal - Written in response to a direct invitation to bid - Sometimes called a: “big request”; “purchase request”; or a request for proposal. - Published in business journals, official government publications or in the newspaper classified ads.

2. Unsolicited proposal - Sent to a prospective customer in the hope that the excellence of the idea or plan proposed will result in a contract. - Sometimes made by a company in the hope that idea or plan is excellent enough to attract a potential client to buy the service or product being offered.

Guidelines in Preparing a Proposal 1. Making a preliminary study a. Detailed study of the invitation to bid. Proponent should clearly indicate what he proposes to undertake, the materials and specifications needed, scientific or technical work involved and the products/services to be rendered. Proponent should also consider any related papers or information (i.e. briefing, conference result or exchange of letter with the prospective) b. Study the background information (i.e. reports of field representatives who have visited the prospective client company c. Critically analyse probable competition d. Thorough evaluation of the technical design or program should be presented, including the proponents capabilities and personnel with their biographical data, facilities and expertise. e. Prepare a plan, write the outline of the proposal f. Write the rough draft and determine the illustrations, graphic aids and layout. g. Review and revise h. Critically evaluate the proposal Plan of Organization for Proposals (Mosura and Tenorio, 1999) 1. 2. 3. 4. 5. 6. 7.

Statement of the problem Recommendation or proposal solutions The scope or approach Funding Time and schedule involved The experience and expertise of the personnel or company involved A final justification of the report.

[photocopy material/sample] 2. The management proposal explains to the client how crucial activities will be carried out, who will manage the project and suggest a time-table for its completion.

3. The cost proposal gives the detailed breakdown of costs in of labor and materials 4. The proposal must contain the essential elements of a good study although unlike the research proposal, the sequences of the parts are not fixed.

b. Progress report - written for those who need to keep in touch with what is going on. - Main objective: to present information about a work done on a particular project during a particular period of time. - It traces the development of a project over a limited period, from the date of beginning until the date of writing. - Considered the most important link in overall communications system since it keeps technical activities and their result continually before the management or istrative group. - an interim report which may serve only to inform the one in charge of the work that satisfactory progress is being made, that the workers are earning their keep. - Another important function: its value as a record for future reference. - Generally narrative in style and follows the chronological order - May be a letter report or formal report. Parts of a progress report 1. most recent plans for the project 2. new developments, what has been accomplished to date, special situations encountered, problems net and other similar information 3. future plans -

The reader wants the information given in which he can readily understand and he expects it to be accurate, complete and brief. Great emphasis must be placed on brevity.

Organization of a progress report: (Parts) 1. a transitional introduction In this part, the reporter must identify the nature and scope of the subject matter of his report, and he must relate it to the previous one. He may summarize earlier progress as a background for the present . If circumstances warrant, he may present a brief statement of the conclusions reached in the present unit of work and if possible offer some recommendations. The transitional introduction gives the readers an

opportunity to recall the substance of the previous reports so that he can read the present one intelligently. 2. a section which is giving complete details of progress made during the current period. (the Body) This part contains the detailed of the current progress. It is necessary that this part of the progress report must be complete, accurate and clear. that this part of the progress report must be complete, accurate, and clear. that the report is not a personal record for the writer but an information for some particular reader and readers about the work done. The important thing is that the development of the main section should grow logically out of this subject matter itself and the requirements of those who want to read the report. The detailed of work done may require the presentation of a mass of data. The reporter should analyse these data. Highly numerical data cannot be presented in the conventional sentence-paragraph pattern. They become unreadable. These data can easily be understood if they are presented in tables. (But do not interrupt discussion with too many tables, to make it readable.) It is better to put the table in an appendix at the end of the report and just confine yourself in the body of the report with your evaluation and interpretation and remarks about the data in the table. Although the tables are of great convenience and sometimes a necessity, that they should not be allowed to stand alone without comment.

3. a conclusion You must tell the reader approximately what he may expect the next report to be about and what is its coverage or scope will be. Along with this forecast, it may be advisable to estimate the time necessary for the completion of the entire project.

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c. Recommendations report

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Any report that contains a recommendation (and almost any report may contain recommendations) Primary function: to persuade the reader to take a certain course of action The bulk of the content of a recommendation report is most interoceptive, but it is not uncommon to find more description than interpretation.

Parts of a recommendation report: 1. Statement of the Problem 2. Recommendation and advantage 3. Conclusion Guide in writing a recommendation report: a. Analyze the problem given to you b. Decide upon a proper course of action c. Make a forthright recommendation Be sure also to consider the following situations: a. That you are given definite instructions to prepare a recommendation report. b. That in which you volunteer recommendation - In volunteering recommendations, observe the following: o Your recommendation is sound and that you have shown clearly that it is sound. Your supervisor will not be pleased with mere opinions. (Base your recommendations on facts; give proofs, etc.) o Be careful not to give the impression that you are trying to “muscle in” on something. Determine precisely what course of action or what decision is best justified by evidence. This difficulty can be met by avoiding the kind of phrasing used in a formal recommendation and by presenting your recommendation in a form of conclusion. Instead of saying, “It is recommended that the temperature of the kiln be lowered 15 degrees and the drying time prolonged to 84 hours”. You could say, “Better result would evidently be obtained by lowering the temperature of the kiln 15 degrees and prolonging the drying time to 84 hours.” o Prepare a report that will be effectively organized to make clear the logic of your recommendations to the specific reader or readers you expect to have. o Estimate your reader’s probable attitude toward your recommendations. o Finally, prepare a good and clear introduction, state your conclusion and give your basis of proof. [photocopy material/sample]

d. Annual report e. Feasibility study - a technical proposal although much more detailed than the ordinary proposal - offers recommendations - when it is written to solve a technical problem it is called a technical proposal. - Describes the design or plan proposed, sometimes including alternate plans and designs - A management proposal when it explains to the prospective client precisely how the entire project will be managed, tells who will manage it, and suggests a time schedule for the completion of the phases of the project. - Cost proposal – part of the project study which gives a detailed breakdown of costs in of labor and materials. - must show accurately that the proposed project would be financially, economically, and technically obtainable, significant, as well as beneficial. - The objective must be attainable and must be clearly stated. - Presenting information about similar studies conducted before will confirm the fact that the report can be done now because it was done before and wa successful. - The present study may be compared with previous studies, clearly defining the points of similarities as well as differences. The reporter can stress that the present project is much better than the previous ones. - To be able to produce the target feasibility study, the technical writer must possess not only the technical expertise on the project involved but also the correct, analytical, interpretative and writing skills. He must also be familiar with the different rules and regulations that govern the project he is to work on such as banking rules and government regulations. - If the technical writer does not possess the sufficient knowledge about the project, he must get the services of qualified experts to help him especially in the sensitive aspects of the project. Parts: 1. objectives of the project 2. analysis of the progress if similar studies conducted elsewhere 3. comparisons of the project with previous ones. 4. plans – initial, actual, future 5. schedule of activities

Rules in preparing a good project study: a. Know the nature of the proposed project thoroughly. Obtain technical assistance from qualified experts. b. Research properly. Be equipped with statistics, data, documents and all information needed for the study. Exhaust all available sources. c. Be analytical. Know how to analyze, evaluate, interpret, use and discard unnecessary data. d. Be accurate. Make estimates and projections as close to realities as possible. Avoid statistical improbabilities. e. Organize your study properly. f. Write the report observing the principles of unity, coherence and emphasis.

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f. Research report - Presents the findings of an investigation of a problem which developed from an unresolved conflict or situation. - Makes use of one or two of the research methods like the descriptive, historical, experimental with observation and interview. - The body of the report contains six main parts: Introduction, Research Method and Procedures, Results and Findings, Summary, Conclusions and Recommendations.

Introduction 1. Background of the study – presents the source of the problem and a description of the situation or condition that justifies the research. 2. Statement of the problem – the problem should be stated clearly and accurately. It is expressed in one main problem and a series of specific questions. 3. Significance of the study – explains why the problem/study is important. In technical and engineering reports, this portion includes the relevance of the study to the felt need and the potential contribution of the research to new knowledge, policy implications and other possible uses for the results of the study. 4. Scope and delimitation of the study – the scope should state the number of the respondents/subjects, instruments used like survey and interview and the research design

such as descriptive or historical or experimental. It should limit the specific aspect of the topic of the research. 5. Hypothesis – an “educated guess” of the result of the study between two or more variables. Ordinarily, the null hypothesis is used, which may be accepted or rejected as a result of the study.

Research Methodology - Includes the description of the research population, instruments used, data gathering procedure and statistical treatment used. Parts: 1. Research population – refers to the respondents or subjects used in the study, how many they are and how they were selected. If all respondents are considered, the total population sampling is used. If selected respondents are included, they may be randomly sampled only. 2. Instruments used – refers to the istrative instruments in gathering the data for the report. The instrument may include the use of questionnaire for the survey and the interview of respondents. For technical research, apparatuses, devices, photograph or drawings of equipment used in the study should be described. 3. Data-gathering procedure – includes how the data for the study were collected and from what sources. The primary source of data may be gathered from observation and survey as well as interviews and the secondary data are taken from books, magazines and other printed materials. a. Survey – another method of gathering data for a specific purpose. It is a research investigation of a problem affecting a certain group of persons or clientele. i. Questionnaire form – most common format ii. Mail questionnaire – another method of survey where the questionnaire is sent through the mail to the respondents who send it back after accomplishing it. Advantage: it has a wide geographic coverage and you incur little cost comparatively. Disadvantage: there is a possibility of a biased or nonrepresentative of the sample, not all who received the questionnaires will return them therefore sampling may not be realized. iii. – refers to a series of group interviews conducted over a period of time. 4. Statistical treatment – a statistical technique used should be included in tallying the results of the survey. The frequency percentage is considered the simplest with this formula: P = ______Ef_____ x 100 n

Other statistical like the weighted mean and the chi-square may be used for a more complicated study.

Findings of the Study - Presents the summary of the collated data from the survey conducted and the statistical treatment applied to them. The data collected should be the answer to the questions in the statement of the problem and should be the answer to the questions in the statement of the problem and should indicate whether the null hypothesis is accepted or rejected. The analysis of data should be objective and logical. - The discussion of the findings, should include the following: o Statement of inferences drawn from the findings, in other words implications of the result should be considered. o Applications and meaning of the findings o Suggestions for the improvement of research o Reasons for the differences with other researches - There should be a synthesis at the end of the findings. Summary, Conclusions and Recommendations - Gives the summary of the findings or results of the survey or investigation and from the findings, the conclusion can be drawn. The recommendations may be expressed in the form of suggestions for possible changes in policy or existing conditions to strengthen the solution of the problem under study.

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