EASTERN MEDITERRANEAN UNIVERSITY ELECTRICAL AND

ELECTRONIC ENGINEERING DEPARTMENT

EENG405 GRADUATION DESIGN

PROJECT PROPOSAL
PROJECT PROPOSAL WRITING GUIDELINES:
TIPS, HINTS, ELEMENTS, STRUCTURE AND
EVALUATION
Prepared by

Graduation Design Project Committee

(ERHAN INCE, HASAN DEMIREL, RASIME UYGUROGLU, SENER UYSAL)
13/11/2012

ABSTRACT

The EEE Department has undergone a major laboratory equipment and software upgrading exercise in
Summer 2010. This was followed by the ABET accreditation visit in October 2010. The official ABET
accreditation of the EEE Program was announced in August 2011. Face to face discussions with the ABET
evaluator Prof. Cruz suggested that there is room for improvement regarding open-ended design projects in the
department. It was further emphasized that the students must be introduced to design processes to meet desired
needs within realistic constraints. They should also be able to identify, formulate and solve engineering
problems. Furthermore, students should be able to use standards, identify elements in project planning, budget
preparation and management. They should also understand the impact of engineering solutions on a wider
societal context and conformability to environmental issues and ethical values. It was agreed at the meetings
with Prof. Cruz that these issues can be partially met by designing /introducing open-ended laboratory
experiments which may last a few weeks instead of a fixed laboratory session for the respective experiment
which is currently the case. However, the main avenue that should be followed to achieve these and other
ABET criteria is to amend the existing senior design project EENG405 and EENG406, as suggested by Prof.
Cruz. He proposed to re-structure the FYP starting with EENG405 in which students are asked to prepare a
project proposal which is then evaluated for its contents based on pre-defined evaluation criteria.
This document is prepared as a guideline on the preparation and evaluation of a project proposal for the
EENG405 Graduate Design Project. The introduction part contains tips and hints for the students to prepare

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and write an effective project proposal. The second part summarizes the major elements of a successful
proposal that can be used by students as a template when preparing their proposals. The last part is an annex
which explains the evaluation processes. Students are very strongly advised to refer to the evaluation criteria
when preparing their project proposal using the proposal template.
TABLE OF CONTENTS

ABSTRACT

PREFACE

A. INTRODUCTION

A.1 General contents of a proposal

A.2 The keys to effective writing

A.3 Tips and hints

A.4 Definitions of goals v.s. objectives v.s. tasks

B. ELEMENTS OF AN UNDERGRADUATE PROJECT PROPOSAL

B.1. Scientific and Technological Quality

B.2. Implementation

ANNEX: EVALUATION

ANNEX1.1 EVALUATION CRITERIA FOR EENG405 GRADUATE DESIGN PROJECT

PROPOSAL

ANNEX 1.2 GUIDELINES FOR EVALUATORS

PREFACE

The EEE Department has five options in which students are asked to take certain field courses to
specialize in an area as shown in the following table:

OPTIONS Field 1 (*) Field 2 (*)

COMMUNICATIONS ENGINEERING Communications (2) Electromagnetics (2)
COMPUTERS Computer (3) Any option elective
INFORMATION ENGINEERING Computer (2) Communications (2)
INTEGRATED CIRCUITS Integrated Circuits (3) Any option elective
POWER/CONTROL ENGINEERING Power (2) Control (2)

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 For further details students should see: http://www.ee.emu.edu.tr/eeeundergra/options.htm

Students studying towards any one of these options are usually asked to choose a supervisor from the
respective disciplines. However, it is still possible for students to seek supervision from any faculty
member in the department. Here is a mini guide to help students when choosing a project field and a
supervisor:

If you have some ideas:

Step 1 Discuss your ideas with the prospective supervisor(s) to clarify breadth and depth of the
project that you have in your mind. Ask about the availability of tools and equipment for the
successful completion of the project. If you are satisfied with the discussion go to Step 2.

If you are undecided in choosing a specific project/topic:

Step 1 Make a list of prospective supervisors that you want to work with. Ask for some sample
projects to get some insight about the requirements and the project contents to see if there is a good
match between you and the proposed area of work.

Step 2 Discuss the feasibility and credibility of the project; if you are not satisfied ask for a revised
version to be provided for you in a few days before proceeding to the next step.

Step 3 Complete all the necessary paperwork and get ready to start working on the proposal.

A.INTRODUCTION

A.1 General Contents of a Proposal

Proposals are informative and persuasive writing because they attempt to educate the reader. In persuasive
proposal writing, the case is built by the demonstration of logic and reason in the appropriateness of the
project approach/methodology taken in the solution. The effectiveness of your proposal will depend on your
ability to explain the nature, context and scope of your project.

It is always a good idea to start drafting your proposal early in the semester. The major points that you should
include in your proposal are briefly explained below. Having some prior ideas early in your project proposal
preparation will help you to dig further and explore both the breadth and depth of your project. Your proposal
should consist of the following:
1. Problem Stament Very clearly state what you will be studying. Be sure that this is understandable to
someone who doesnt know much about your field of study. If needed, define terms. To test your explanation
give this to a friend not in your major. If he/she doesnt understand, try again!

2. Project Objectives Goals and Objectives are often confused with each other. They both describe things that a
person may want to achieve or attain but in relative terms may mean different things. Both are desired
outcomes of work done by a person but what sets them apart is the time frame, attributes they're set for and the
effect they inflict. Both the terms imply the target that one's efforts is desired to accomplish. Example:
Goal: EENG405 course will guide students to embark on a more structured project program.

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 Objective: EENG405 course will establish a powerful knowledge/know-how of writing a
successful project proposal.
NOTE: Articles 1 and 2 are very important, actually the most important part of your proposal. The rest
of your proposal supports these statements. They dont need to be long one short paragraph should
be enough but it is the most critical. The rest of your proposal will explain why you want to explore
this question, how you will do it, and what it means to you.

3. Background Survey/Literature Survey Clearly support your statement with documentation and references,
and include a review of the literature that supports the need for your project, a discussion of present
understanding and/or state of knowledge concerning the question/problem or a discussion of the context of the
scholarly or creative work. This section presents and summarizes the problem you intend to solve and your
solution to that problem. What is the question that you want to explore in your project and why this is an
interesting and important question? In thinking about the significance, try to take the position of an educated
newspaper reader. If she or he were to see an article about your project in the paper, how would you explain
the importance of your project? For most proposals, this section will have references.

If your project is a portion of a larger project, the background should describe the project in general,
on a large scale, but the Project Description should be all about what you are going to do. This section
should also include how your part benefits or impacts the project as a whole and what knowledge is
gained from your piece of the project.

4. Methodology/Engineering Design with Realistic Constraints Design and describe a work plan consistent
with your academic discipline. This may include scientific project in the options listed in the preface section or
a combination of fields or of a more multidisciplinary teamwork. The work plan may include an initial phase,
a development phase and a design and measurement phase. This section of the proposal should explain the
details of the proposed plan. How will you go about exploring your project question? What will be your
methods? If you are not the only person working on the project, who else will be involved? Be specific on
what you will be doing. The reasoning behind the project opportunity is to make sure that you have a
meaningful experience. If the reviewer cant tell what part of a project you will be doing, he/she cant evaluate
your experience.
5. Engineering Standards The design should conform to available engineering standards. Special emphasis
should be given to IEEE, IET and EU standards. Keep in mind that engineering code of conduct should be
followed.
6. Time Plan Give an overview of when you are going to do specific steps of your project. This does not need
to be a day to day list but depending on the length of your project it may give an overview biweekly or
monthly. Be sure to include time to review/synthesize your data or to reflect on the experience. You should
include time to write the final report/paper.
7. Cost Analysis - Your list of budget items and the calculations you have done to arrive at a cost figure for each
item should be summarized on the Budget form. You should keep these to remind yourself how the numbers
were developed. Budget Narrative - A narrative portion of the budget is used to explain the line items in the
budget. Projects that include travel should be specific about benefit/reasons and locations.

8. Report Writing
Please refer to A.2 and A.3 on page 6.

9. Report Format
Please refer to the EENG406 report writing format on http://faraday.ee.emu.edu.tr/eeng406/

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A.2 The keys to effective writing
Getting Started - Begin by brainstorming topics, collecting information, taking a lot of notes, and asking a lot
of questions. Keep your notes and sources organized as you go. This data-gathering process makes the actual
writing much easier. When developing your topic, look for patterns and relationships. See what conclusions
you can draw. Try discussing your ideas with classmates or your teacher. A new perspective can help shake
up your thinking, and keep your momentum going.

Organize Your Writing - Develop an outline to help you stay on track as you write, identifying your main
points and what you want to conclude. Keep in mind basic essay and paper structure:
The introduction should give your reader an idea of the essay's intent, including a basic statement of what the
essay will discuss. The body presents the evidence that supports your idea. Use concrete examples whenever
and avoid generalities. The conclusion should summarize and make sense of the evidence you presented in the
body.

The Rough Draft - You may find as you write that you end up with a different idea than the one you began
with. If your first topic or conclusion doesn't hold water, be open to changing it. If necessary, re-write your
outline to get yourself back on track.

A.3 Tips and hints

Leave enough time to show your draft to others. A fresh perspective can help you polish your paper, and catch
inconsistencies and mistakes.
Describe a problem that is about the same size as your solution. Dont exaggerate the unknowns, instead focus
on the methodology and remember that your definition of the problem is half of the solution.
Dont describe the absence of your project as the problem. "We dont have enough components and
equipment" is not the problem. The problem is increased levels of complexity with incomplete definitions.
Become familiar with the vocabulary of your subject. For example, when writing about fiction, drama, and
poetry, critical writers use words such as: syntax, tone, attitude, voice, speaker, and thesis. Scientific and
technical work require the knowledge of computers (computed, simulated, optimized, layout generated, CAD,
CAE. PIC, software), mathematics (matrix, algebra, calculus, curve fitting, modeling), science (neural
networks, toxic, molecular, chemical, physical, optics, fiber, heat, insulation), technology (size, speed,
functionality, durability, weight, look, repeatability) and applications and cost (health vs. cost, defense vs. cost,
entertainment vs. cost, use and advantage vs. cost, size vs. cost, functionality vs. cost, education vs. cost,
industry vs. cost).
Refine and Proofread: When you're done, take a break so you can come back to your writing with fresh eyes.
Ask yourself: Is the writing clear? Do the ideas make sense? Are all of my requirements fulfilled? Did I avoid
repetition? Have I used proper grammar and spelling? How does it sound read out loud?
Remember the title and first paragraph are going to form a strong impression in the mind of the reviewer. Facts
must lead logically and inevitably to the conclusion and/or the solution presented.
Remember that proposal reviewers may come from a variety of disciplines and may not be fully familiar with
your field of study. Reviewers may also have to compare proposals across disciplines and methodological
lines. Keep this in mind when writing. Proposals should be directed toward a general audience (unless
otherwise specified) and avoid excessive use of jargon!

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 A.4 Definitions of goals vs. objectives vs. tasks
The words Goal and Objective are often confused with each other. They both describe things that a person may
want to achieve or attain but in relative terms may mean different things. Both are desired outcomes of work
done by a person but what sets them apart is the time frame, attributes they're set for and the effect they inflict.
Both the terms imply the target that one's efforts is desired to accomplish.

Goals are generically for an achievement or accomplishment for which certain efforts are put. Goals are the
vision of the project

Objectives are specifically for targets within the general goal. Objectives are time related to achieve a certain
task. Objectives are measurable activities to achieve goals; the end points envisioned for the proposed project.
These objectives might be, for example, development of a specified measurement capability that meets a
prescribed accuracy, data rate, instrument packaging characteristics (size, weight, etc.), and other possible
requirements. Analogies would be the goal line in a football game, and the mountain peak a climber plans to
ascend. Objectives are achieved, or they are not. They are not performed or carried out. They do not yield
results or data.

Tasks in a work (or project) plan are steps taken to achieve the stated objectives for the project. They are, for
example, a sequence of experiments, analyses, field trials, etc., that together lead to attainment of the project
"objectives." In the football game analogy, the tasks are a sequence of plays that culminate in getting the ball
over the goal ("objective") line. To the mountain climber, the tasks are a series of actions (hiking up trails,
crossing streams, climbing rocks, etc.) that bring the climber to the targeted mountain peak.
Goal Objective
Meaning The purpose toward which an endeavor is Something that one's efforts or actions are
directed intended to attain or accomplish; purpose;
target
Time frame Long term Short term
Measure Cannot be measured Can be measured
Example I want to achieve success in the field of I want to give you the thesis on genetic
genetic research and do what no one has research within this month
ever done
Type Intangible Tangible
Action Generic action Specific action
Plan Broad plan Narrow plan

B.ELEMENTS OF AN UNDERGRADUATE PROJECT PROPOSAL

Give a brief introduction on this section and then move to the sub-items
(recommended length 10 pages max)

B.1. Scientific and Technological Quality

Scientific and technological Quality, including any interdisciplinary and multidisciplinary
aspects of the proposal:
- State your project objectives by outlining them against the background of the state-of-the-art and the expected
results

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 - Give a detailed analysis of the state-of-the-art of the project topic clearly indicating the key
applications/findings to date (you must conduct a literature survey using Internet, library etc)
- Describe the scientific, technological or socio-economic reasons for carrying out further work in the field
(covered by the project).
- Provide all the information describing the interdisciplinary/multidisciplinary and/or inter-sectoral aspects of
the proposal. For this part you should try to get help from other faculty members as well.

Appropriateness of Project methodology and approach:

- You must provide a methodological approach, which will be employed in the project, explained for each
objective. A general methodology may not be appropriate for all the objectives. You must clearly explain even
the minor deviations that you plan to employ in your approach.
- Give a justification for the chosen methodological approach for the project objectives.
- Explain the advantages and disadvantages of the novel methods or techniques that are proposed.

Originality and innovative nature of the project, and relationship to the state-of-theart of the
project field:
- Explain the contribution that the project is expected to make.
- The novel concepts, approaches or methods, that will be employed, must be clearly described in the proposal.

Timeless and relevance of the project:

- Explain why you have chosen this project with respect to its appropriateness and relevance.

B.2. Implementation

Give a brief introduction on this section and then move to the sub-items
(recommended length 8 pages max)

Practical arrangements for the implementation and management of the project:

- You must provide adequate information on how the implementation and management of the
project will be achieved. Make a list of the available facilities and indicate how you intend to use
them. You may also wish to comment on how the available facilities have used by others in the
past. You should indicate how and when you will acquire the missing items that are needed for the
implementation of your project.
- Explain the extend of impact that the presented practical arrangements will have on the feasibility
and credibility of the project.

Feasibility and credibility of the project, including work plan:

- Provide a work plan, including the goals to help assess the progress of the project. The plan must
cover the entire semester and it may include biweekly work. You must indicate the expected
outcome at the end of each planned schedule. A Gantt or similar chart is strongly recommended
for this section.

Practical and administrative arrangements:

- Provide detailed timing of meetings planned. Explain the availability of your supervisor when you
need him/her. You may need to get approval from your supervisor for borrowing a lab equipment

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 or using a specific lab, explain the arrangements that you plan to have in case your supervisor is
not available. If there are delays foreseen in executing part(s) of the project explain how you will
overcome them. Provide a risk analysis and contingency plan for your project.

ANNEX: EVALUATION

Annex 1.1: Evaluation Criteria and Points

EENG 405: Graduation Design Project Proposal (GDPP) Evaluation

Form
Student Name :

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Student Number:

Project Title:

Evaluator's Name and Signature:

Date:

EENG 405: Graduation Design Project Proposal (GDPP) Evaluation

Criteria and Points
Criteria
Marks( MarksAwar
%) ded
#
1 Problem Statement 5

2 Project Objectives 5

3 Background Survey / Literature Review 10

4 Methodology 15

5 Engineering Design with Realistic Constraints 20

6 Engineering Standards 5

7 Time Plan 5

8 Cost Analysis 5

a Report Writing 10

b Report Forma 20
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Total: /
100
Letter Grade

Please refer to Grade Scale on page 11.

GRADE SCALE

MARK 85-100 80-84 75-79 70-74 67-69 64-66 60-63 57-59 54-56 50-53 45-49 0-44
Letter
A A- B+ B B- C+ C C- D+ D D- F
Grade

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Table A1: Program outcomes of the Electrical and Electronic Engineering Program in ABET
SelfStudy Questionnaire.
a. An ability to apply knowledge of mathematics, science, and engineering
b. An ability to design and conduct experiments, as well as to analyze and interpret data,
c. An ability to design a system, component , or process to meet desired needs within
realistic constraints
d. An ability to function on multidisciplinary teams
e. An ability to identify , formulate and solve engineering problems
f. An understanding of professional and ethical responsibility
g. An ability to communicate effectively
h. The broad education necessary to understand the impact of engineering solutions in a
global, economic, environmental and societal context
i. A recognition of the need for, and an ability to engage in life-long learning,
j. A knowledge of contemporary issues,
k. An ability to use the techniques, skills, and modern engineering tools necessary for
engineering practice.
l. An ability to communicate in bilingual environments.

Table A2: Mapping of the Evaluation Criteria on GDPP Evaluation form to the program outcomes in
Table A1.
# GDPP Evaluation Criteria Mapping to
program
outcomes (a-
k)
1 Problem Statement e

2 Project Objectives e

3 Background Survey / Literature f,h,i,j

Review

4 Methodology a,b,c,e,k

5 Engineering Design with Realistic a,b,c,e,k

Constraints
6 Engineering Standards c,e,f,j
7 Time Plan c,e

8 Cost Analysis c,e,h

9 a Report Writing g,h

b Report Format g

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 Annex 1.2: GUIDELINES FOR EVALUATORS

Scientific and Technological Quality:

Literature review, State of the art in the field:
- Is a separate Literature Review in a chapter/section included in the report?
- Is the state-of-the-art in the field clearly described?
- Are the general problems mentioned and advantages/disadvantages discussed? - Are proper references
included?

Originality and innovative aspects

- Is the contribution of the project significant/original?
- Are there innovative aspects in the project?
- Are the concepts, approaches or methods, that will be employed, described in the proposal?

Interdisciplinary and/or multidisciplinary

- Is there information describing the interdisciplinary/multidisciplinary and/or inter-sectorial aspects of the

proposal?

Appropriateness of Project methodology and approach:

- Is the methodological approach, which will be employed in the project, explained for each objective?
- Is the methodological approach justified in relation to the overall project objectives? - If novel methods or
techniques are proposed,

Timeliness of the project:

- Is there any Timeline Frame included?

Quality and Clarity of Project Objectives:

- Are the project objectives clearly stated and significant?

Implementation:
Practical arrangements for the implementation and management of the project:
- Has the student provided information on how the implementation and management of the project will be
achieved?
- Do the described practical arrangements have an impact on the feasibility and credibility of the project?

Feasibility and credibility of the project, including work plan:

- Is a work plan, including the goals to help assess the progress of the project, provided?

System/Circuit Modeling:
- Does the report contain full System Block Diagram or a full Circuit Diagram?

Algorithmic/Systematic Project Description:

- Are the sub components/blocks separately described in a systematic/algorithmic manner?
-

Design Specifications and Relevant Engineering Standards:

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- Are the design specifications clearly explained and engineering standards included in relevance to the
specifications?

Report:

Format
- Is the format of the report according to the Departmental Format Guidelines? -
Abstract, Introduction and Future Work:
- Is the abstract concise and informative? Does it reflect the contents of the proposal? Is the Introduction
adequate? Does the Future Work indicate the right direction?

Figures and Tables

- Are the Figures/Tables referred in the text and with proper caption?

Technical English with Proper Terminology:

- Are the English Grammar and Technical Terminology properly and comprehensively used?

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