Technical report writing

in computer science
Mr. Mezgebe A.
Mezgebe.samara03@gmail.com

02/04/2023 1
 CHAPTER THREE

Chapter Outline
•Style of writing:-

layout

Presentation

Style of writing.

Plagiarism and references.

Spelling, Grammar and punctuation

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 layout

• A plan or design of something that is laid out.

• Layout in this context is a design or a plan to write an
effective reports
• We can designed as:
Front matter(Preliminary part)
Text(Body part)
Back matter(Reference materials) 02/04/2023 3
Text
Front Cover

Title Page

Back Matter
Front Matter
Abstract

Table of Contents

List of Tables and Figures

Introduction

Methods, Assumptions, and

Procedures

Results and Discussion

Conclusion

References
Technical Report Layout

Appendixes

List of Symbols, Abbreviations,

and Acronyms

Back Cover
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4
 Front Matter
The front matter is used to help potential
readers find the report.
Once found, the front matter will help the reader
to quickly decide whether or not the material
contained within the report pertains to what they
are investigating.

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 Front Matter
1. Cover*
2. Label*
3. Title Page
4. Abstract
5. Table of Contents
6. Lists of Figures and Tables 02/04/2023 6

*May be an optional element

 Front Matter: Cover*
A cover and label are used if
the report is over 10 pages
long.
The cover (front and back)
provides physical protection
for the printed report. Plastic
spiral bindings and thick,
card-stock paper are
recommended. 02/04/2023 7

*May be an optional element

 Front Matter: Label*
A label is placed on the cover to identify:

• Report title and subtitle

(if a subtitle is
appropriate)
• Author’s name
• Publisher*
• Date of publication
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*May be an optional element

 Front Matter: Title Page

The title page provides

descriptive information that
is used by organizations
that provide access to
information resources (i.e.,
library).
A title page duplicates the
information found on the
front cover (if one is used). 02/04/2023 9
 Front Matter: Abstract

An abstract (informative style) is a short summary

that provides an overview of the purpose, scope,
and findings contained in the report.

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 Front Matter: Abstract
• no more than 200 words*
• provides an “in a nut shell”
description without providing
underlying details
• contains no undefined
symbols, abbreviations, or
acronyms
• makes no reference by
number to any references or
illustrative material
ii
02/04/2023 11
 Front Matter: Table of Contents

The table of contents

lists the title and
beginning page
number of each major
section within the
report (excluding the
title page and the
table of contents).
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iii
 Front Matter: List of Figures and
Tables*

A list of figures and

tables helps the
reader to locate
illustrations, drawings,
photographs, graphs,
charts, and tables of
information contained
in the report.
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iv

*May be an optional element

 Front Matter: List of Figures and
Tables*

• A figure is any drawing, photograph, graph, or chart that

is used to explain and support the technical information
in the text.
• The figure number and title will appear below the image.
Refer to a figure or table within the text, and place the
image close to the reference.

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*May be an optional element

 Front Matter: List of Figures and
Tables*

A table is an arrangement
of detailed facts or
statistics that are
arranged in a row-and-
column format.
The table number and title
appear above the table.
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*May be an optional element

 Text
The text is the part of a technical report in
which the author describes the methods,
assumptions, and procedures; presents
and discusses the results; draws
conclusions, and recommends actions
based on the results.

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 Text

• Introduction
• Methods, Assumptions, and Procedures
• Results and Discussion
• Conclusions
• Recommendations
• References
02/04/2023 17

*May be an optional element

 Text: Introduction

The Introduction
prepares the reader to
read the main body of
the report.
This page focuses on
the subject, purpose,
and scope of the report.
02/04/2023 18

3
 Text: Introduction

Subject - defines the topic and associated

terminology; may include theory,
historical background, and its
significance
Purpose - indicates the reason for the
investigation
Scope - indicates the extent and limits of the
investigation 02/04/2023 19
 Text: Methods, Assumptions, and
Procedures

The methods, assumptions, and procedures used

in the investigation are described so the reader
could duplicate the procedures of the investigation.
Information in this section includes:

• System of measurement
• Types of equipment used and accuracy
• Test methods used 02/04/2023 20
 Text: Methods, Assumptions, and
Procedures

 Methods
How did you discover the problem? What measuring tools were
used? What measurement system was used?
 Assumptions
What do you think, but cannot substantiate as fact?
 Procedures
How did you gain a better understanding of the problem?

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4
 Text: Results and Discussion

The results and discussion section describes what

you learned about the problem as a result of your
research, identifies the degree of accuracy related
to your findings, and gives the reader your view of
the significance of your findings.

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 Text: Results and Discussion

Results
What did you learn about the problem through your research?
Discussion
How accurate are your findings? What is the significance of the
results of the research?

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6
 Text: Conclusion

Restatement of Results
What are the factual findings that resulted from your research?
What are you implying as a result of these findings?
Concluding Remarks
What are your opinions based on the findings and results?

02/04/2023 24
9
 Text: Recommendations*

A section called recommendations is often

included in reports that are the result of tests and
experiments, field trials, specific design problems,
and feasibility studies.
The author may recommend additional areas of
study and suggest a course of action, such as
pursuing an alternate design approach. 02/04/2023 25

*May be an optional element

 Text: Recommendations*

Additional Studies
Is there information that still needs to be learned?

Suggested Actions
What does the author want the reader to do with the
information?

12
02/04/2023 26

*May be an optional element

 Text: References

The references section is the place where the author

cites all of the secondary research sources* that were
used to…

• develop an understanding of the problem

• support the information contained in the report
14
02/04/2023 27
 Back Matter

The back matter supplements and clarifies the

body of the report, makes the body easier to
understand, and shows where additional
information can be found.

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 Back Matter
• Appendixes*
• Bibliography*
• List of Symbols, Abbreviations, and
Acronyms
• Glossary*
• Index*
• Distribution List* 02/04/2023 29

*May be an optional element

 Back Matter: Appendixes*
Anything that cannot be left out of a report, but is
too large for the main part of the report and would
serve to distract or interrupt the flow belongs in the
appendixes. Examples include:
• Large tables of data • Detailed explanations
• Flowcharts and descriptions of test
techniques and
• Mathematical analysis
apparatus
• Large illustrations • Technical drawings
02/04/2023 30

*May be an optional element

 Back Matter: List of Symbols,
Abbreviations, and
Acronyms*
If more than five
symbols, abbreviations,
or acronyms are used in
the report, they are to be
listed with their
explanation.

02/04/2023 31

*May be an optional element

 Tips for Writing
• Create an outline of your report before you
write it.
• Write the body of the report first. Then
write the front and back matter.
• Have someone proofread your report.

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 Presentation Content
Beginning: tell about the problem and why your
experiment is an important one - provide context

Middle: describe how you did your experiments and

what was found

End: summarize it all, tell what it means, did you meet

goals, what are your recommendations for future 02/04/2023 33

work in this area?

 Final Project Report Format
• Introduction (20%)
• Put your project into context
• Why your project is important?
• What problems are you trying to solve?
• An overview of your system/solution
• Related work (10%)
• Summarize other similar projects
• Point out the differences between yours and
02/04/2023 34

others
 Cont..
• Technical details (30%)
• How did you tackle the problems?
• What methods did you use to reach the goal of
your project?
• Result (20%)
• Show some tables or figures to support your
claims
• Conclusion (10%)
• Future work and conclusion
• References (10%)
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 Style of Writing
• Depends on the audience
• More Lively Writing (usually preferred)
• First Person, Active Voice, Past/Present Tense
• More Formal Writing
• Third Person, Passive Voice, Past/Present Tense
• Never use slang
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 Writing Mechanisms
• Check Spelling
• Check Grammar
• Minimize the use of Acronyms
• If Acronyms are necessary, always define them at the
first use
• Number all equations, tables, and figures
• All tables and figures must have captions.
• All figures must have captioned below the figure.
•
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All tables must have captioned above the table.
 Plagiarism
• Plagiarism is the use or close imitation of the
language and ideas of another author and
representation of them as one's own original work.
• The intentional plagiarism refers to using someone’s
ideas or results without citing the source, using
someone’s ideas or results without using quotation
marks.
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Why Plagiarism should be avoided?

• Plagiarism intentional or accidental is considered

academic misconduct.
• Plagiarized work can result in a failing course grade
expulsion, rejection of a paper submitted for
publication, denial of an advanced degree, or loss of
job.
• Every year – thousands of research scholars and
students are disqualified for committing plagiarism.
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 How Plagiarism can be avoided?
• As you take notes, put quotation marks around any
wording that you copy directly from the source so
that later you can put it into your own words and
won’t accidentally plagiarize.
• If you copy something word for word, put quotation
marks around it and cite it, if you cannot remember
the source, you don’t have the right to use that
information. 02/04/2023 40
 Cont.
• If you paraphrase by putting ideas into your own
words, cite the source of the ideas.
• Put the complete bibliographic reference for all
citations in the Bibliography (or Works Cited).
• Use plagiarism detection software on your own text
and make necessary correction.

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 How to Detect Plagiarism?
• Nowadays there are a number of software packages
available in the market to detect plagiarism.
• http://www.plagtracker.com/
• http://plagiarism-detect.com/
• Plagiarism Checker (
http://www.plagiarismchecker.com/)
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 Spelling, Grammar and punctuation

• Reading Assignment

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THANK YOU !!!

? 02/04/2023 44