Guidelines For Final Year Projects (University of Guyana - Faculty of Engineering, 2010)

University of Guyana
Faculty of Technology
Guidelines for Final Year Projects
T
AF
September 2, 2010
DR
Guidelines for Final Year Projects CONTENTS
Contents
1 Introduction 3
2 Purpose of Course 3
3 Selection of Projects 4
4 Project Proposals 4
5 Progress during the year 5
T
6 Evaluation 6
6.1 Proposal and Oral Presentation . . . . . . . . . . . . . . . . . . . . . . . . . 6

AF
6.2 Progress Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
6.3 Final Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
6.4 Final Oral Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

DR
7 Course Schedule 8
A Log Notebook 9
B Project Proposal Format 10
B.1 Proposal Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
C Final Report Format 18
D Referencing and Bibliography 24
September 2, 2010 1
Guidelines for Final Year Projects CONTENTS
D.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
D.2 Why do we reference? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
D.3 Citation management software . . . . . . . . . . . . . . . . . . . . . . . . . . 25
D.4 How do you reference? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
D.4.1 In-text reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
D.4.2 Reference List in IEEE Style . . . . . . . . . . . . . . . . . . . . . . . 26
D.4.3 Basic Referencing Formats . . . . . . . . . . . . . . . . . . . . . . . . 26
D.4.4 Unusual reference forms . . . . . . . . . . . . . . . . . . . . . . . . . 27
T
D.4.5 References and Resources . . . . . . . . . . . . . . . . . . . . . . . .
AF 28
DR
September 2, 2010 2
1 Introduction
This document contains the official guidelines for students engaged in the final year project
course. It attempts to offer guidance on the entire process from the procedures for choosing
project topics to the final presentation.
The preceding years of the degree program within the Faculty of Technology are very pre-
scriptive. The contents of lecture courses and laboratory experiments follow a rigid set of
guidelines. A key skill that will be developed within this course is that of undertaking an
independent programme of study where both the task and process are loosely defined. Thus,
as well as deciding what the project is about, you are responsible for obtaining the necessary
laboratory equipment, software and analytical models. Your project is completely your re-
T
sponsibility, your supervisor acts as an expert advisor and is there to monitor the progress
of your project.
AF
2 Purpose of Course
This course aims to develop competence in the conceptualisation, design and implementation
of the solution to engineering problems of medium to high complexity and in the analysis and
DR
enquiry into problems of this level. It is hoped that this course will assist student development
through the application of their technical knowledge to the solution of practical problems in
engineering processes and systems.
By the end of this course students should be able to:
• Clearly formulate a problem specification which embodies the original definition of the
project.
• Demonstrate an acceptable level of expertise in planning and managing a project.
• Demonstrate an acceptable level of capability in devising and implementing creative
September 2, 2010 3
solutions.
• Demonstrate an acceptable level of competence in technical writing and oral presenta-

tion.
3 Selection of Projects
At the beginning of the academic year your department will produce a list of recommended
projects along with the academic staff named as project supervisor. Once you have decided
on a list of preferential project, you should start consultations with the respective supervisors
to find out more about these projects. These formal consultations take place during the first
T
two weeks of the semester, and at this stage projects can be assigned to students at the
discretion of the supervisors. If a project is assigned directly to you, the listed supervisor
must sign your project selection form . Only one project must be on this selection form.
AF
An alternative option is bidding for an unassigned project by writing up a maximum of four
project selection forms without supervisor signatures. The project selection form must be
submitted to the project coordinator as soon as a project choice is made. Final decisions on
project assignments are made by the end of the second week of the first semester.
DR
4 Project Proposals
The project proposal is the first document you will produce for this course. Two copies of
the project proposal must be submitted to the department on or before the stated deadline,
usually week 6 of the first semester (See Section 7).
Your project proposal should include both front matter (title page, summary/abstract, table
of contents, list of figures, and list of tables) and the main body of the proposal. The first
three parts of the main body (introduction, scope of work, and plan of implementation)
demand the most writing effort(Guidelines in Appendix B).
September 2, 2010 4
Note that each section of the proposal has a specific purpose. You should understand the
purpose of each section and put material in the right section. Make sure that the readers
can tell the purpose of each section from cues in the writing.
The text itself should read like an argument with an easy-to-follow structure complete with
transitions, a clearly stated point for each paragraph, and appropriate details supporting each
point. Headings and subheadings are there only for the reader’s quick visual orientation. The
document should read smoothly and clearly with all the section headings removed. Try to
imagine writing the proposal without any headings whatsoever so that you are forced to
include sufficient transitions. Then add the headings back in.
All figures and tables must be clearly referenced in the text and explained in detail. Imagine
T
each figure projected on a screen during an oral presentation. Typically you would talk your
listeners through the figure using a pointer. The text of your proposal should serve the same
purpose. Figures and tables are not self-explanatory. You must tell your readers what you
AF
want them to see or understand.
5 Progress during the year
Your project should be viewed as a special course, one which should be viewed with the same
DR
level of seriousness as all other courses. The success of this course will be determined by the
level of effort made by you. Typically, students spend an overwhelmingly high percentage of
their effort in the second semester. This approach is characteristic of poor project manage-
ment and is not at all advised. Instead, you are advised and should work towards the project
goal throughout the year. In addition, your efforts should be guided and charted with the
aid of the usual project management tools.
To ensure that you maintain a continuous pace during the progress of your project, and to
promote meaningful consultation with your supervisor you must maintain a log notebook(See
Appendix A). All relevant information is to be recorded in this book; each page must be
September 2, 2010 5
dated and signed. This information recorded includes, but is not limited to, designs, data,
graphs, calculations, references, research results, flow charts and communications. The log
notebook is signed and dated by your supervisor during each meeting.
6 Evaluation
A team of two examiners will evaluate the project looking for its key elements. The project
supervisor will be automatically appointed the first examiner while the second examiner will
be appointed by the Project Coordinator. The second examiner is usually a member of the
Department’s academic staff but qualified persons from outside the department may also
T
be appointed to this role. Second examiners external to the University shall be approved by
Academic Board or the Vice-Chancellor on behalf of Academic Board. The evaluation is
based upon the final report as well as all other submissions:
AF
• Proposal and oral presentations
• Progress reports
• Final written report

DR
• Final oral presentation
Your application to the project will be apprised by your supervisor throughout the academic
year. This appraisal will be based on punctuality at meetings, diligence in carrying out back-
ground research, rate of progress and discipline in the use of project management techniques.
Most of these elements must be recorded in log book.
6.1 Proposal and Oral Presentation
The submission of the project proposal and subsequent oral presentation will allow you to
be evaluated on your understanding of the problem, general requirements of the problem
September 2, 2010 6
Guidelines for Final Year Projects 6.2 Progress Reports
solution, project management procedures and any preliminary observations. The format of
the oral session involves presentation by you of no more than 10 minutes in duration followed
by a brief question and answer session to assert your understanding of what is required of
you.
6.2 Progress Reports
During the first and second semester you will be required to submit to your department
reports detailing your rate of progress(See section 7). These reports must present a clear
description of the progress made since the previous report and should detail:
T
• Introduction- a brief summary of the project
• Purpose- detail the objectives of the project

AF
• Approach- describe the work that has been performed
• Results- the actual accomplishments to date
• Evaluation- Provide an executive summary of your evaluation and the results. The full
evaluation results, including tools and methods should be included in your evaluation
report.
DR
• Changes/Problems Encountered- outline any problems or programmatic changes that

have been made to the project
The report should be no more than 5-10 pages length and two printed copies must be sub-
mitted to the department.
6.3 Final Report
The final written report must be submitted at the deadline printed in this document (See
section 7). You must submit three(3) copies of this report to the department. Guidelines for
September 2, 2010 7
Guidelines for Final Year Projects 6.4 Final Oral Presentation
writing up the final report are presented in the appendix of this document, further information
and guidance could be sought from your assigned project supervisor. You must sign a form
indicating that your report does not involve any plagiarism or collusion (Appendix ??).
Failing to comply with the deadline for final submission will result in zero marks being
allocated for the entire project. There may be a consideration for late submission of final
reports granted by the Project Coordinator under the advice of your project supervisor.
Guidance on the composition of your final report can be found in Appendix C.
6.4 Final Oral Presentation
You are required to present a dissertation of your project. The duration of this examination
T
will no exceed 40 minutes with your presentation lasting for no more than 15 minutes. The
remaining time will allow for an oral examination of various aspects of the project work. This
presentation is open to public attendance and attempts will be made to field questions from
AF
the audience.
7 Course Schedule
DR
Posting of project titles XX

Deadline for project selection XX
Deadline for project assignment XX
Deadline for project proposal submission XX
Presentation of project proposal xx
Deadline for first progress report XX
Deadline for second progress report XX
Deadline for final report submission XX
Final presentation XX
September 2, 2010 8
A Log Notebook
All students must keep a log notebook; the following are stipulations for the maintenance of
your log notebooks:
• The log notebook must be a bound 8.5h x 11h notebook. Three ring binders may not
be used.
• No pages are to be torn out. Cross out a page if it contains an error but leave the
contents legible.
• The contents should read like a diary and should be clear to any technical reader, not
T
just the author.
• Before you start working, it’s often good to write a brief statement indicating what you
are trying to accomplish with the task. Write a summary describing what went right
AF
and what went wrong with the task.
• Sign and date EACH page when you are through with that page. Draw a diagonal line
through any portion of the page which remains blank.
• All communication relevant to your study, whether via phone, in person or by written
DR
means should be kept in the log notebook.
• Calculations, sketches, theories, short software listings, lists of ”Things to Do”, and
actual data belong in the notebook.
• Component data sheets, application notes, viewgraphs, handouts, reports, emails, and
petty cash receipts (to name a few) are best kept in an indexed three ring binder. They
do not belong in the log notebook.
• The log notebook must be signed by your supervisor at each meeting.
September 2, 2010 9
B Project Proposal Format
B.1 Proposal Guidelines
The following template is based upon typical proposals in technical fields. The template
describes a generic proposal; the peculiarities of an individual problem may require modifi-
cations. The important consideration is to keep your reader on track. Your proposal should
contain the following parts or sections:
Research
T
• Title Page: The title page for your proposal should contain the title of proposed
research, followed by ’A Proposal Submitted by’, your name, department, supervisor
and date, all of which should be centered in the page.
AF
• Abstract: This includes an outline of your proposal, what your research will involve,
research questions or hypothesis, research methods and how you will analyse the data.
• Table of Contents, List of Figures, List of Tables: Any proposal of more than
five pages should have a Table of Contents. The Table of Contents should include all
DR
the main headings in the proposal, showing page numbers. You should make sure that
headings in the Table of Contents are worded exactly as they are worded in the proposal
itself. Following the Table of Contents is a List of Figures and a List of Tables (the
figures and tables themselves are embedded in the text). Include only necessary figures
and tables that contribute to the reader’s rapid comprehension of material.
• Background : This sets out why you choose your topic what prompted your interest
in the topic; the links with previous research; ways your thesis is different or unique;
and states the research objectives, questions or hypothesis.
• Theoretical framework : A review of the relevant literature you have read so far sets
your research in context. It identifies the direction you will take from among the possible
September 2, 2010 10
Guidelines for Final Year Projects B.1 Proposal Guidelines
theoretical directions. It demonstrates to the expert reader that the researcher is aware
of the breadth and diversity of literature that relates to the research question. It is
important that you are able to provide an integrated overview of your field of study.
This means that you show awareness of the most important and relevant theories,
models, studies and methodologies. Include a bibliography at the end of your proposal.
• Research methodology : This section identify the methodology that underpins your
research and give a rationale for your approach. You may need to identify the research
paradigm and epistemologies that underpin your research. Show how you have used
your review of the literature to construct your own research methodology.
• Research design and methods: This section outlines how you are going to get your
T
data. By reading widely you will be familiar with methodologies followed by previous
researchers and have explored possible research methods. You will be aware of problems
others have encountered and be able to design your research and adapt methods for
AF
your research. Outline the methods you will use and problems you anticipate. Outline
whether your research is qualitative or quantitative, whether you are using triangula-
tion, statistics, interviewing, questionnaires, experiments, observations etc. If humans
or animals are to be used, outline the ethical considerations and your application to
the university ethics committee.
DR
• Analysis and discussion: This section suggests what you are going to do with the
data. Outline the aims of your research again and ideas you have on how you are going
to analyse the data. Include any tools for analysis you intend using or trying out.
• Format: Outline the format of your thesis. Suggest how many chapters you will have,
chapter headings and the order of presentation.
• Timeline: Include a timeline to guide you and keep you on track. For example
estimate the time needed for tasks and assign tasks for each month.
• Budget and resources: Outline the resources you need and propose a budget.
• Bibliography
Design
• Title Page: The title page for your proposal should contain the title of proposed
project, followed by ’A Proposal Submitted by’, your name, and date, all of which
should be centered in the page.
• Summary or Abstract: A summary or abstract typically accompanies proposals

that are reviewed at several levels in the client organization. A busy executive may not
have time to read the total proposal. A summary, therefore, is a brief condensation
of the proposal identifying the project problem, describing the proposed solution, and
T
indicating that the design approach meets all specifications and criteria.
• Table of Contents, List of Figures, List of Tables: Any proposal of more than
AF
five pages should have a Table of Contents. The Table of Contents should include
all the main headings in the proposal, showing page numbers. You should make sure
that headings in the Table of Contents are worded exactly as they are worded in the
proposal itself. Following the Table of Contents is a List of Figures and a List of
Tables (the figures and tables themselves are embedded in the text). Include only
DR
necessary figures and tables that contribute to the reader’s rapid comprehension of
material. Several figures common to most proposals would be an organization chart
and a project schedule. Proposals that evaluate various alternative solutions would
include a decision matrix.
• Introduction: The Introduction is the first section in the main body of the paper.
As such, it is headed with a First Level Heading (e.g., I. INTRODUCTION). At the
very start of the Introduction, provide an overview of the whole proposal in one or two
sentences. The Introduction includes a Statement of the Problem along with necessary
background information. Describing the problem to be solved is important in both
solicited and unsolicited proposals, even though the writer knows that the recipients
understand their own problem. In solicited proposals, the problem statement shows
that the writer, too, understands the problem and has the readers’ concerns in mind
when setting forth a solution. In unsolicited proposals the writer often needs to convince
the reader that the problem exists. In some proposals the background information and
statement of the problem have their own subheads. In other proposals, the background
information is woven smoothly into the statement of the problem.
– Background: To provide a context for the reader, the writer often needs to supply
background information about the company and the history of the problem to be
solved. Organisationally this section is headed with a Second Level Heading, e.g.,
A. Background (Continue to follow these style guidelines for the remainder of your
T
proposal.) In the background section the conditions leading up to the problem
are described, indicating why the problem is now being considered and why it is
important to the company. If previous attempts at solution have been made, they
AF
are described along with their results and shortcomings. A brief review of the
literature is sometimes given at this point. Often a better place to put literature
review is in the Scope of Work section as an introduction to Alternative Solutions.
What the writer needs to show is an understanding of the total context of the
problem and an awareness of previous work in the area.
DR
– Statement of the Problem: You will spend a paragraph to several pages defining
the problem, its significance, its ramifications, and its relation to larger problems
or issues. In this section you must also identify the specifications, criteria, and
constraints described by the client in the RFP. By the end of the introduction
the reader knows what the problem is, why it is important to the client, why it
is problematic technically, and what specifications and criteria a suitable solution
must meet.
• Scope of Work : This section summarises what the you actually propose to do.
Usually the Scope of Work involves several stages with different goals for each stage and
ends in some kind of final product. This section differs from the Plan of Implementation
in that the Plan of Implementation section focuses more on the ”how we will do it”
rather than ”what will we do.”
– Overview: The Overview section of the Scope of Work should summarise what
the team will do for the project and specify deliverables. Often work will be
divided into several stages such as a research stage, a design stage, a construction
stage, and a final testing/calibration stage. These stages should be specified and
described briefly in the Overview section to provide a clear statement of all the
work to be done. You will need to work cooperatively with your faculty project
advisor and client, who must approve your design plan.
– Literature Review: To keep from re-inventing the wheel and to be professionally
T
aware of the state-of-the-art on any design question, effective engineers and com-
puter scientists search and review the available literature before tackling a design
problem. What has been published in the professional literature that has bearing
AF
on your design problem? In this section, briefly review the relevant literature by
summarising findings that may advance your project. An alternative approach is
to work references to the literature into the body of your proposal where they are
most relevant.
– Alternative Solutions In this section, you explain different approaches you could
DR
take toward solving the client’s problem. Devote one subsection of ”Alternative
Solutions” to each possible design approach. First describe the approach. Then
analyze its strengths and weaknesses in terms of technical and economic feasibil-
ity. In some cases, depending on the nature of the project and the needs and
specifications of the client, a detailed section on alternative solutions is not nec-
essary. Of course, all designs require some consideration of alternative solutions,
such as selection of types of materials. You will also need to leave yourself open
to modifying your design if subsequent work reveals new problems or better solu-
tions. This section presents numerous organisational difficulties that the writers
need to solve. Typically you would describe two or more alternative solutions and
to compare and contrast their respective strengths and weaknesses. Good transi-
tions, topic sentences, and mapping statements are crucial. Often the strengths
and weaknesses of each approach are displayed in bulleted lists. Good technical
writing demands that all listed items are grammatically parallel.
– Evaluation: In this section you describe the criteria you used to evaluate the design
approaches and justify the weights you give to each. Discuss external constraints
including economic, environmental, sustainability (e.g., long term availability of
parts, equipment, or staff to continue the processes), manufacturability, ethical,
health and safety, social, and political constraints. Often this section will refer to
a decision-matrix figure that displays each of your criteria, assigns relative weights
to them, and scores each alternative against each criterion in turn. This section
T
talks your reader through the decision matrix.
– Decision: In this section you show how the evaluation process identifies the
AF
strongest alternative solution. Your decision governs the rest of your project
because it determines the design approach you will pursue from here on out.
Convincing your client that this approach is superior to alternatives is crucial to
your proposal argument.
• Plan of Implementation: Because this section explains how the work is to be

DR
accomplished, it is crucial for ”selling” your proposal to a prospective client. The

reader wants to know that the methods used will, in fact, produce the results promised.
Because a project is often a single and non-repetitive enterprise, its achievement must
be based on careful planning within a time limit and a cost budget. If the Scope of
Work section explains what your team promises to do, the Plan of Implementation
section convinces your reader that you can in fact do it. A Plan of Implementation
describes how you will accomplish your objectives in the face of problems that may
be encountered on the way. Success depends largely on carrying out the constituent
tasks in a sensible sequence and deploying resources to best advantage. In preparing a
Plan of Implementation, you should break the project into as many definable tasks as
possible. Planning is crucial because it will affect both the budget and schedule. Both
are based largely on the estimated time to complete each of the tasks. When clients
compare competing proposals with similar costs, they often choose the one offering the
most comprehensive and convincing Plan of Implementation. For these reasons, the
methods used to solve the problem or do the job are always given in detail. When
the methods are unusually innovative, they are described step-by-step, with reasons for
each step included in sufficient detail to convince the reader that they will work. In
short, this section explains how you will accomplish the tasks described in the Scope
of Work. How do you propose to divide up and sequence the work? Who will do what
when?
T
• Facilities: Often a section describing the facilities to be used follows and amplifies the
Plan of Implementation. You can’t promise work in sterile conditions, for instance, if
the proper laboratories are not available. Equipment to be used is frequently described
AF
in this section, although sometimes it is listed separately. Equipment might range from
special computer capabilities to normal laboratory equipment, but it must clearly be
capable of doing the job. In major proposals, one further reason for this section is that
it explains what the client will be getting for the overhead charges, which often range
from 50 to 100 percent above the cost of actually doing the work.
DR
• Personnel/Organisation Chart 1 : The people who will be doing the work, or at

least the major discipline leaders, are shown in the Personnel section. A diagram is
used in most cases to show the major groupings of tasks and the group leader for each
group of tasks. The diagram shows both the organizational structure of the team and
the relationship of the team to the client organisation, the client liaison or project
manager, and the faculty advisor. It is typical in this section to make brief comments
about the special capabilities of each group leader and to amplify these comments in
the appendix with a fully developed one or two-page resume of all persons shown in
the organization chart.
1
May not apply to your current project but should be kept in mind for future reference
• Schedule: This section places all of the tasks which were developed through planning
the project from beginning to end into a time flow diagram. This diagram can be
as simple as a Gantt chart, or more complex in the form of a CPM (Critical Path
Method) schedule or a PERT (Programme Evaluation and Review Technique) schedule.
The time flow diagram shows the dates on which various deliverables, representing
ongoing phases of the project, are submitted to the sponsor. A discussion of the project
management techniques in ensuring that the deliverable schedule can be met should
be included in this section. The items noted in the schedule should repeat exactly the
items discussed in Scope of Work and Plan of Implementation.
• Budget: The section on the costs of the proposed project is crucial. In a well-written
T
proposal, the reader should be convinced that the expense is justified. Sometimes
costs are detailed in a section separate from the proposal so that they will not influence
other deliberations; sometimes they are presented first on a special budget sheet. In any
AF
case, all costs should be itemised under headings such as salaries, capital equipment,
expendable equipment, miscellany, and overhead. Often only estimates are possible, but
they obviously should be made with the greatest care. In industry, at least, expensive
cost overruns are rarely tolerated.
• References: This section cites any material which was utilised in providing informa-
DR
tion for the proposal. It could include technical journals, texts, newspaper articles, or
other such sources of material.
• Appendices: As in all written documents, Appendices should contain supplemental

material that cannot easily and concisely be placed in the body of the document. In the
case of proposals, Appendices would include the original statement of work, sometimes
called the request for proposal (RFP), resumes, and information on the team and
previous work that the team or company has done in areas similar to those covered by
the proposal.
C Final Report Format
Project reports generally follow the typical structure of scientific and technical research re-
ports: Introduction, Methods, Results, Conclusions, and Recommendations. Although other
formats are acceptable, most readers anticipate this format and get their bearings most
quickly when it is followed. The following templates adopts the standard organizational
structure for research and design projects. The headings are those recommended for your
own Project Report, but you may have to make occasional deviations from these templates
to adapt to the needs of your own project.
Thesis
T
• Title Page
• Acknowledgements
AF
• Abstract: The abstract should be no more than 200 words in length. It must contain
the main ideas contained in the report, the objectives, the methodology and the signif-
icant results and conclusions. The abstract is not meant to be a condensed version of
the report.
DR
• Table of Contents
• List of Abbreviations
• List of Symbols
• List of Figures
• List of Tables
• Introduction: The introduction provides an overview of the project. It should also

contain strong and precise statements about the objectives, scope and significance of
the study. The introduction should also include a brief description of each chapter.
• Literature Review : This is a review of established knowledge which is relevant to

the topic of study. It may include a historical review, a critical account of more recent
work, an exposition of theory and the technique used for practical works. The writer
should bear in mind the overall objectives of the report in mind while writing this
section and eliminate any material not directly relevant.
• Methodology : This section of the report should contain a precise statement of the
logic and rationale for the study. It should also include an explanation of why ‘this’
approach rather than ‘that’ approach was taken, and the implications of such decisions
on the outcome and design of the study.
• Results and Analysis: The results section of the report should be used to present
T
the finding of the study. Each finding should be described, highlighting the most
relevant observations. The description of a finding should be done in the context of the
particular objective it addresses.
AF
• Discussion: This section of the report provides an opportunity of highlight how
your study differs from and extends current knowledge of within the chosen area. This
section must demonstrate knowledge of the topic by interpreting the finding and clearly
outlining what they mean. By the end of this section all results must be explained.
DR
• Conclusion: The conclusion contains short concise statements about the main find-
ings of the study. It should be organised in short numbered paragraphs ranging from
the the most important to the least important. There should also be a section within
this chapter that examines the possible areas for future study. These statements should
also be short and concise.
• References: This is a list of external material referred to in the text. It is a very

important section of your report since the credibility of the authors cited impacts on the
credibility of your work. The particular style of this section is usually one of personal
preference.
• Appendices: This contains any ancillary information which is a necessary part of the
report but is too lengthy or detailed to be included in the main text. The appendices
would appear in the order in which they are introduced in the text. Each should have
a a clear descriptive title and associated letter.
Technical Report
• Title Page
• Executive Summary : The executive summary is a one page section which summa-
rizes in bullet form the essential conclusions and recommendations of your work. It
is non-technical in nature and is intended for reading by management who wants to
T
know what was accomplished, not how. Explain the purpose and scope of your project
report very briefly in this section.
AF
• Abstract: The Abstract is a succinct statement that comprises the essential content of
the project report. It will be technical in nature, intended for reading by an engineer or
computer scientist. The Abstract summarizes the results of the design project without
explaining why design decisions were made, and or justifying the findings.
• Acknowledgments: The Acknowledgments should recognise the assistance given by

DR
anyone associated with your project. The liaison at the sponsoring company(if any),
the project faculty supervisor, the institutional support, and any other individuals who
rendered significant assistance.
• Table of Contents
• List of Abbreviations
• List of Symbols
• List of Figures
• List of Tables
• Introduction The introduction section of your project report should state the prob-
lem, give some background to the project and state the purpose and give an overview
of the project report.
– Statement of the Problem: The purpose of this section is to listen to the needs of
the client and to show that you understand the problem from their perspective.
Since the conclusions section of your report will evaluate your solution in light
of the needs expressed in the original ???RFP???, this section is crucial to your
entire document.
– Background :
– Purpose of Project and Overview of Project Report: This section should summarise
T
the purpose of your project in one or two sentences: “The purpose of this project
was to develop an effective means of solving problem ABC by designing device
XYZ.” Your purpose statement is simply an expansion of your title into sentence
AF
format. Following your purpose statement, give a statement which describes the
shape or structure of the rest of the project report. When readers can anticipate
the shape of what is coming they can devote full attention to the content.
• Methods and Design Approach: Your purpose in this section is to show the logic
in the way that you attacked the problem. Your goal here is to explain the sequence
DR
of problem-solving steps that you went through. Show your clear engineering think-
ing when describing your methods. Most design projects require similar sequence of
problem solving steps, which can be explained to the reader using the following organ-
isational frame:
– The criteria for a successful solution must be established. Be sure to describe your
criteria and provide clear rationale for selecting them.
– A detail examination of several alternative solutions must follow.
– Explain the rationale for choosing your solution and rejecting the other alterna-
tives. All technical data leading to the rejection of alternatives must be contained
in an appendix.
– Explain the essential features of design and detail the testing procedures of any
prototype built.
• Results: The purpose of this section is to describe in detail the actual device or product
you produced. The number of subheadings of this section depends on the complexity
of your product and on the kinds of information that you think your client will need
to know. Group your explanations by category and give each category a clarifying
heading. Here are some typical headings that will fit most projects.
– Technical Description of (name of your device or product): Give a technical de-

scription of whatever you produced. Reference all figures related to schematics,
T
etc.
– Specifications: Tell what your device does at what levels of precision.

AF
– Construction Methods: Explain how your device is made, what its materials are,
etc.
– Operation: Explain how your device works; make your instructions clear to a new
user.
– Testing and Calibration: How did you test your device and how did you calibrate
DR
it?
– External Constraints: The report must address economic, environmental, sus-

tainability, manufacturability, ethical, health and safety, social, and political con-
straints of the project.
• Conclusions: From a managerial standpoint, this is probably the most important

section of your report. Technical and business managers frequently read this section of
the report first even though it comes near the end of the document. Your goal here is
to evaluate your original criteria. How well does your product actually work? Does it
solve the problem that the client wanted solved? Be candid and honest here. What are
the weaknesses and limitations of your product? What parts of the original problem
were more difficult than anticipated? What hopes for your solution didn’t turn out?
In short, this section may say, “We solved part of your problem but not other parts”,
or “Our solution finally didn’t work, and we didn’t solve your problem at all.”
• Recommendations: The people who read the conclusions and recommendations sec-
tions of your report are usually the decision makers of your client. In light of your
conclusions, what recommendations do you have for the client? Should they begin
immediate production of your prototype? Should they do further testing of your pro-
totype? Should they put out an ???RFP??? for further research? Should they do a
market study? Should they look for more cost effective ways of building a device similar
T
to your prototype? Much of your future reputation as a designer rests on recommen-
dations.
• References: This is a list of external material referred to in the text. It is a very

AF
important section of your report since the credibility of the authors cited impacts on the
credibility of your work. The particular style of this section is usually one of personal
preference.
• Appendices: This contains any ancillary information which is a necessary part of the
DR
report but is too lengthy or detailed to be included in the main text. The appendices
would appear in the order in which they are introduced in the text. Each should have
a a clear descriptive title and associated letter.
D Referencing and Bibliography
D.1 Introduction
As a student, it is important that you identify in your assessment when you are using the
words or ideas of another author. The most accepted way of acknowledging the work of
another author is to use a referencing system. Within the Faculty of Technology it is rec-
ommended that the IEEE referencing system be used. The following guide tells you why
you need to use a referencing system, shows you how to insert references in the text of your
assignments, and shows you how to compile a reference list. This guide does not represent
an exhaustive list of all the referencing conventions that you will require in your academic
T
life. AF
D.2 Why do we reference?
As a part of an academic community, it is important that you show the reader where you
have used someone else’s ideas or words. Failure to properly reference may make the reader
think that you are cheating by claiming someone else’s work as your own. In the academic
environment, this is called plagiarism and it is seen as a very serious offence. Please remember
DR
that plagiarism is not just when you directly copy words from another student’s or expert’s
work. Plagiarism also occurs when you re-word someone else’s ideas in your own work and
you do not give credit to the original source.
Plagiarism can have disastrous consequences for students. If you are suspected of plagiarism
you may find that your assignment receives a grade of zero.
On a more positive note, referencing is important for reasons other than avoiding plagiarism.
When you reference correctly you are demonstrating that you have read widely on a topic.
You are also supporting your hypothesis with comments from expert authors. This lends
credibility to your own work. Also, by correctly referencing, you allow the marker or reader
Guidelines for Final Year Projects D.3 Citation management software
to follow-up your references and to check the validity of your arguments for themselves. This
is an important part of the academic process as it leads to student accountability.
D.3 Citation management software
Citation management software such as RefWorks and EndNote enables you to establish
your own database of references, store and transfer them from the database to your own
documents (e.g. an assignment). Further information about these software products could
be found online at https://www.refworks.com/ (RefWorks)and http://www.endnote.com/
(EndNote).
T
D.4 How do you reference?
D.4.1 In-text reference

AF
Every time you use someone elses ideas or information an in-text reference must be included
(this is sometimes called a citation). For example when you:
• paraphrase (express someone elses idea in your own words)

DR
• summarise (express someone elses idea concisely in your own words)
• quote (express someone elses idea in their exact words)
• copy (reproduce a diagram, table or any other graphic).
The in-text reference is shown each time you refer to an idea or information and is denoted
by a square bracketed number. For example: James and Sigmund [3] contradict Murrays
[4] theories on photography. Square-bracketed numbers in the body of the paper direct the
reader to a bibliographic entry of the same number in the reference list. The numbers appear
in numerical order in both the text and the reference list: the first reference will be [1], the
Guidelines for Final Year Projects D.4 How do you reference?
second [2] and so on. If references are repeated, they take the same number as before. If
James and Sigmunds research is referenced with [3], it will be referenced by that number for
the rest of the document.
D.4.2 Reference List in IEEE Style
General Information
• The entries are listed in the same numerical order as in the text.
• Use the initials of the authors first names and their full last names. E.g. A. Riter.
T
• Space between entries but not within them.
• Capitalize only the first word of the article or chapter title but every word of the book
or periodical title.
AF
• Titles of articles or chapters are in quotation marks; titles of books, journals, and
websites are italicized.
• Hanging indents: the first line of each entry is not indented, but every line following
must be indented.
DR
• Any information that is unavailable can be left out of the entry, but you must provide
as much information as possible to identify the source.
D.4.3 Basic Referencing Formats
Entire Book
[reference number] Author(s) , Book Title , Edition number. Place of Publication : Publisher , Year .
[4] A. Iosevich, A View From the Top: Analysis, Combinatorics and Number Theory, Rhode
Island: American Mathematical Society, 2007.
Part of a Book
[reference number] Author(s) , Chapter or article title, Book Title , Edition number. Place of Publication : Publisher , Year ,
[12] P.S. Meszaros, S. Lee and A. Laughlin, Information processing and information tech-
nology career interest and choice amoung high school students, Reconfiguring the Firewall:
Recruiting Women to Information Technology Across Cultures and Continents, Wellesley: A
K Peters, 2007, 77-95.
Print Periodical
[reference number] Author(s) , Article title, Periodical Title , vol.# , no.# , Pages , Date of issue .
[8] J.J. OReilly, P.M. Lane, J. Attard and R. Griffin, Broadband wireless systems and net-
works: an enabling role for radio-over-fibre, Philosophical Transactions: Mathematical, Phys-
T
ical and Engineering Sciences, vol. 358, no. 1773, 2297-2308, Aug. 15, 2000.
Electronic Periodical
AF
[reference number] Author(s) , Date Published , Title , Periodical Title , [Online] Volume (Issue) , Pages , Available:
[6] M. Workman, June 2009, Innovation through people, Professional Safety. [Online] 54 (6),
22-25, Available: http://web.ebscohost.com.
Web Document
DR
[reference number] Author(s) , Title of document, Website Title or Owner , Date of Publication. [Online]. Available: URL [Accessed
[20] B. Paynter, Robodinos: what could possibly go wrong? Wired, July 20, 2009, [Online].
Availible: http://www.wired.com/entertainment/hollywood/magazine/1708/st robotdinos [Ac-
cessed: July 2009].
D.4.4 Unusual reference forms
The source you are using might not match any of the forms presented in IEEE Editorial Style
Manual. Information can be missing, or sometimes the source is in an unusual format. In
such a situation, provide as much information as possible, and try to stay as close as possible
to the most similar reference form in the manual. You may consult notes and bibliographies
of others in your field. Ultimately, you must use your discretion.
D.4.5 References and Resources
This is the style manual for IEEE. The document on which this handout is based. IEEE, IEEE
Editorial Style Manual, IEEE Standards, http://www.ieee.org/portal/cms docs iportals/iportals/public
(accessed July 15, 2009).
An excellent website on IEEE and style. The basis of the Web Document citation. Murdoch
University, How to cite references IEEE Style, Murdoch University. Feburary 2008, [Online].
http://wwwlib.murdoch.edu.au/find/citation/vancouver.html.[Accessed July 2009].
T
This is a useful book for anyone writing in the sciences or engineering. It has a section on
IEEE. Northey, M, Jewinski, J, Making Sense: Engineering and the Technical Sciences, 2nd
AF
Ed. Toronto: Oxford, Year.
DR

Guidelines For Final Year Projects (University of Guyana - Faculty of Engineering, 2010)

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Guidelines For Final Year Projects (University of Guyana - Faculty of Engineering, 2010)

Uploaded by

Copyright:

Available Formats

University of Guyana

Guidelines for Final Year Projects

5 Progress during the year 5

6.1 Proposal and Oral Presentation . . . . . . . . . . . . . . . . . . . . . . . . . 6

6.3 Final Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

6.4 Final Oral Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

B Project Proposal Format 10

B.1 Proposal Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

C Final Report Format 18

D Referencing and Bibliography 24

D.2 Why do we reference? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

D.3 Citation management software . . . . . . . . . . . . . . . . . . . . . . . . . . 25

D.4 How do you reference? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

D.4.1 In-text reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

D.4.2 Reference List in IEEE Style . . . . . . . . . . . . . . . . . . . . . . . 26

D.4.3 Basic Referencing Formats . . . . . . . . . . . . . . . . . . . . . . . . 26

D.4.4 Unusual reference forms . . . . . . . . . . . . . . . . . . . . . . . . . 27

By the end of this course students should be able to:

• Demonstrate an acceptable level of expertise in planning and managing a project.

• Demonstrate an acceptable level of capability in devising and implementing creative

• Demonstrate an acceptable level of competence in technical writing and oral presenta-

5 Progress during the year

• Final written report

• Final oral presentation

6.1 Proposal and Oral Presentation

6.2 Progress Reports

• Purpose- detail the objectives of the project

• Results- the actual accomplishments to date

• Changes/Problems Encountered- outline any problems or programmatic changes that

6.3 Final Report

6.4 Final Oral Presentation

Posting of project titles XX

means should be kept in the log notebook.

• The log notebook must be signed by your supervisor at each meeting.

B Project Proposal Format

B.1 Proposal Guidelines

• Summary or Abstract: A summary or abstract typically accompanies proposals

– Literature Review: To keep from re-inventing the wheel and to be professionally

• Plan of Implementation: Because this section explains how the work is to be

accomplished, it is crucial for ”selling” your proposal to a prospective client. The

• Personnel/Organisation Chart 1 : The people who will be doing the work, or at

• Appendices: As in all written documents, Appendices should contain supplemental

C Final Report Format

• Introduction: The introduction provides an overview of the project. It should also

• Literature Review : This is a review of established knowledge which is relevant to

• References: This is a list of external material referred to in the text. It is a very

• Acknowledgments: The Acknowledgments should recognise the assistance given by

– A detail examination of several alternative solutions must follow.

– Technical Description of (name of your device or product): Give a technical de-

– Specifications: Tell what your device does at what levels of precision.

– External Constraints: The report must address economic, environmental, sus-

• Conclusions: From a managerial standpoint, this is probably the most important

• References: This is a list of external material referred to in the text. It is a very

D Referencing and Bibliography

D.3 Citation management software

D.4.1 In-text reference

• paraphrase (express someone elses idea in your own words)

• summarise (express someone elses idea concisely in your own words)

• quote (express someone elses idea in their exact words)

• copy (reproduce a diagram, table or any other graphic).

D.4.2 Reference List in IEEE Style

D.4.3 Basic Referencing Formats

D.4.4 Unusual reference forms