ASSIGNMENT-4

Soft Skill And Interpersonal Communication(HU-700)

QUESTION 1->What is the difference between progress report and annual

report?
ANSWER->
PROGRESS REPORT-> A progress report is exactly what it sounds like a document that
explains in detail how far you've gone towards the completion of a project. It outlines the activities
you've carried out, the tasks you've completed, and the milestones you've reached vis-à-vis your
project plan.
The main function of a progress report is persuasive: to reassure clients and supervisors that you are
making progress, that the project is going smoothly, and that it will be completed by the expected
date — or to give reasons why any of those might not be the case.
The recipient of a progress report wants to see what you’ve accomplished on the project, what you
are working on now, what you plan to work on next, and how the project is going in general.
ANNUAL REPORT->Annual Progress Report means the report produced by the Accountable
Body that sets out the progress of the Programme for consideration by the Steering Group. Borough
Councils - means Dartford Borough Council and Gravesham Borough Council or either of them (as
the case requires). Forward Delivery Programme - means the annual programme prepared by the
Accountable Body covering the planned expenditure and delivery of the Programme for the
forthcoming years. Funding Agreements
- means the separate but interrelated agreements entered into by the Accountable Body to secure
both the public and private sector funding needed to deliver the Programme. A Funding Agreement
with the Homes & Communities Agency was completed in March 2010. Further agreements are
anticipated with: - the Borough Councils the Department for Transport Kent Thameside Strategic
Transport Programme (the Programme) Programme Investment Fund - means the programme as set
out in Schedule 1 and each subsequent iteration. - means the monies held by the Accountable Body
in an account for the sole use of the Programme Key Stakeholders - means in the first instance: -
Dartford Borough

Name- Ishu Rusia

Rollno.=>MAU19UCS020
BTECH (CSE) 7th semester
1
 Council Department for Transport Gravesham Borough Council Highways Agency Homes &
Communities Agency Version 15 Draft : 28th November 2013 Kent Thameside Strategic Transport
Programme Partnership Agreement Schedule 3, Annex A Kent County Council and other
organisations agreed by the Steering Group as being key to the delivery of the Programme.
Proposed Scheme - means a scheme included within the Programme as currently set out in
Schedule 1 or as amended with the agreement of the key stakeholders. Substitute Scheme - means a
scheme agreed between the key stakeholders that would replace a proposed scheme. Technical
Group - means any subsidiary group set up under the auspices of the Steering Group that would
assist with the management and delivery of the Programme.

QUESTION 2-> What is the format of the report? State the types of
report?
ANSWER->
● Title: A clear and concise report title.
● Table of Contents: A page dedicated to the contents of your report.
● Summary: An overview of your entire report — you'll need to wait until
you've completed the full report to write this section.
● Introduction: Introduce your report topic and what readers will find
throughout the pages.
● Body: The longest section of your report — compile all of your
information and use data visualization to help present it.
● Conclusion: Different from the summary, this concludes the report body and
summarizes all of your findings.
● Recommendations: A set of recommended goals or steps to complete with
the information provided in this report.
● Appendices: A list of your sources used to compile the information in
your report.

Name- Ishu Rusia

Rollno.=>MAU19UCS020
BTECH (CSE) 7th semester
2
 TYPES:-

Type # 1. Formal or Informal Reports: Formal reports are carefully

structured; they stress objectivity and organization, contain much detail, and are
written in a style that tends to eliminate such elements as personal pronouns.
Informal reports are usually short messages with natural, casual use of language.
The internal memorandum can generally be described as an informal report.

Type # 2. Short or Long Reports: This is a confusing classification. A

one-page memorandum is obviously short, and a twenty page report is clearly
long. But where is the dividing line? Bear in mind that as a report becomes
longer (or what you determine as long), it takes on more characteristics of
formal reports.

Type # 3. Informational or Analytical Reports: Informational reports

(annual reports, monthly financial reports, and reports on personnel absenteeism)
carry objective information from one area of an organization to another.
Analytical reports (scientific research, feasibility reports, and real-estate
appraisals) present attempts to solve problems.

Type # 4. Proposal Report: The proposal is a variation of problem-solving

reports. A proposal is a document prepared to describe how one organization can
meet the needs of another. Most governmental agencies advertise their needs by
issuing “requests for proposal” or RFPs. The RFP specifies a need and potential
suppliers prepare proposal reports telling how they can meet that need.

Type # 5. Vertical or Lateral Reports: This classification refers to the

direction a report travels. Reports that are more upward or downward the
hierarchy are referred to as vertical reports; such reports contribute to
management control. Lateral reports, on the other hand, assist in coordination in
the organization. A report traveling between units of the same organization
level(production and finance departments) is lateral.

Type # 6. Internal or External Reports: Internal reports travel within the

organization. External reports, such as annual reports of companies, are
prepared for distribution outside the organization.

Name- Ishu Rusia

Rollno.=>MAU19UCS020
BTECH (CSE) 7th semester
3
 QUESTION 3->How to write a well-structured,informative data analysis
report?
ANSWER->
To ensure the information is valuable and comprehensive, data analysts should-
1. Utilize Digital Dashboards
Traditional methods of tracking data, such as spreadsheets or simple pen and paper, are time-
consuming and often riddled with human errors. Digital dashboards are available through
integrated software and tracking solutions to structure information by combining similar
information.
This ensures that data is accurate and comprehensive while eliminating the need to sift through
countless spreadsheets and software programs looking for specific metrics.
Instead, the digital dashboard streamlines data exchange, simplifying analytical reporting.
2. Be Dynamic
Originally, data reports consisted of a title page, appendix, introduction, methodology,
conclusions, and bibliography, much like a scientific journal. This traditional method requires
extensive time to format and share information. However, modern management software offers
dynamic, interactive reporting that can integrate real-time data into a structured report.
These functions ensure that data is updated and organized while reducing the time it takes to
consolidate relevant information. Therefore, companies should invest in technology that is
able to efficiently gather, consolidate, and report data without the need for extensive
formatting.
3. Choose the Appropriate Charts
Visualizing data is a great way to present information in a digestible way to ensure readers
comprehend the value and impact of the report. Analysts can convert quantitative data into
line graphs, pie charts, tables, and other visuals to show fluctuation over time, giving
context to present performance.
However, the correct chart types must be used to display data, or else it can be
misinterpreted. For example, line graphs are used to display progression over time, while
pie charts best represent the different elements that make up a system.

Name- Ishu Rusia

Rollno.=>MAU19UCS020
BTECH (CSE) 7th semester
4
 4. Prioritize Information & Keep it Concise
While there is a wide range of information that may seem significant, overwhelming readers
with many statistics and references can distract them from the report's focus. Analysts should
also refrain from overusing charts and visuals and only input them where clarification or
emphasis is needed. An analysis should remain concise, impactful, and organized to ensure
the mission and plan of action is clear.
5. Monitor KPIs
Another excellent tool to use in data reports is KPI. Key performance indicators are
quantitative values that show a business's progression towards a goal. For example, if a
company is aiming to increase overall buyer satisfaction, a customer service KPI can assign a
value from submitted surveys that rate customer experience (CX) on a
10-point scale. This insight can be incorporated into a report alongside historical and
forecasted indicators to build an impactful presentation.
6. Make Sure Reports are Available
Once the report is finished and presented, it should remain accessible to all stakeholders in the
company for reference. By utilizing integrated systems, verified users can access reports at any
time, streamlining communication and data exchange throughout the company.
7. Create a Story
Another critical element to data analysis reporting is telling a story. This means the
information should tell a beginning, middle, and end by displaying an issue or topic backed up
with evidence, followed by a proposed solution. An organized narrative captures the audience's
attention and makes the data easier to follow and understand.

Name- Ishu Rusia

Rollno.=>MAU19UCS020
BTECH (CSE) 7th semester
5
 QUESTION 4->What is the structure of the Report?

ANSWER->Reports are formal documents which can include headings, sub-

headings, numbered sections, bullet point text, and graphics such as flow charts,
diagrams or graphs. All of these devices may be used to help the reader navigate the
report and understand its content.

A report is likely to include some or all of these elements, typically ordered as

follows:

● Title page: clearly identifying the subject of the report and the author
Acknowledgements: naming third parties who have helped create the document
● Executive summary: an abbreviated, stand-alone overview of the report.
Similar to the abstract of a journal article Contents page: allowing the reader to
find their way quickly to sections of interest. This may or may not also include a
table of figures or tables
● Introduction: outlining the main context, aims and objectives of the report
● Background information: anything essential to a full understanding of the
report
● Methodology: describing how the report’s objectives were met or how the
research was conducted
● Findings: what the report found
● Analysis: what these findings mean; their relevance and importance
● Conclusion: summarizing the key things the report learned or established
● Recommendations: suggestions for action based on the report’s findings
● Bibliography: a full list of sources used to compile the report
● Appendices: containing supplementary information referred to in the report
● Glossary: definitions of technical terms used in the report

Name- Ishu Rusia

Rollno.=>MAU19UCS020
BTECH (CSE) 7th semester
6