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ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

KHAIRUL SHAMSI
MANDATORY AND NON-MANDATORY COURSE
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ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

COURSES PURPOSE

To Learn How To Write A Good Technical Report

COURSES TARGET

TNBs Staffs In Grade TT11 or TT12

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COURSE OFFERS

General Guidelines On Writing Technical Report;
Explanation On Common Accepted Format For Technical
Report;
Focusing On Standard Model & Short Technical Report;
Explanation On Purposes Of Individual Sections; &
Gives Hints On How To Go About Drafting & Refining A
Report In Order To Produce An Accurate, Professional
Document
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COURSE CONTENTS
1.0 INTRODUCTION
2.0 PURPOSE IN WRITING TECHNICAL REPORT
3.0 AUDIENCES OF TECHNICAL REPORT
4.0 TECHNICAL REPORTS
5.0 TYPE OF TECHNICAL REPORT
6.0 TYPICAL COMPONENT OR CONTENT OF
TECHNICAL REPORTS
7.0 GENERAL FORMAT OF TECHNICAL REPORT
8.0 TECHNICAL REPORTS CONTENTS
9.0 REPORTS LAYOUT
10.0 SHORT REPORTS - ROUTINE TECHNICAL
DOCUMENTS
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TIME

08.30

10.00

10.00

10.30

10.30

13.00

13.00

14.00

14.00

15.30

15.30

15.45

15.45

17.00

ACTIVITY

Topic 89

Morning
Tea
Break

Topic 10
Exercise 3

Lunch
Break

Topic 10

Evening
Tea
Break

TEST

DAY 1
DAY 2
TIME

08.30

10.00

10.00

10.30

10.30

13.00

13.00

14.00

14.00

15.30

15.30

15.45

15.45

17.00

ACTIVITY

Pre-Test
Topic 1

Morning
Tea
Break

Topic 23
Exercise 1

Lunch
Break

Topic 45

Evening
Tea
Break

Topic 67
Exercise 2

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Before You Write, Consider Your Audience By
Matching Your Report Content To Your Audiences
Knowledge

FIRST THING BEFORE START WRITING, THINK ABOUT
Who Will Read?
What Their Needs?

Their Decisions May Base On The Report!
(To Be Continued)
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AUDIENCE
An Audience Is A Group Of Readers Who Reads A
Particular Piece Of Writing

EXAMPLES OF AUDIENCE
Your Superior, Colleague,
Station Superintendent, President Of An
Organization,
A Management Staff, Or Any Others
(To Be Continued)
DEFINITION OF AUDIENCE
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TYPES OF AUDIENCE
Some Writer Categories Audience As
1. Technical
2. Non-Technical
Other Writer Categories Audience As
1. Lay Audience
2. Managerial Audience
3. Experts Audience
TYPES OF AUDIENCE (Continue)
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BEFORE START WRITING, THINK ABOUT YOUR
AUDIENCE BY CONSIDERING;

Who They Are (Age, Sex, Education)
Level Of Information About Subject (Novice,
General Reader, Specialist Or Expert)
Context In Which They find For Info (Newspaper,
Textbook, Journal, On Internet)
EVALUATION ON AUDIENCE
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HOW TO MAKE AUDIENCE UNDERSTAND (Continue)
MAKE YOUR AUDIENCE UNDERSTAND YOUR
TERMINOLOGY USED BY;
Aiming For Simpler Approach, Concise Writing
Style And Easy To Read.
Explaining All Terminology used
WHEN YOU WRITE TO DIFFERENT AUDIENCES,
ADJUST;
How We Say To
The Included Information
(To Be Continued)
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SECOND THING BEFORE START WRITING,
THINK ABOUT
Why Am I Writing?
What Is My Goal Or My Purpose For
Writing?

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PURPOSE
Aim Or Goal Of The Writer Or Written Product
Reason Why You Are Writing

OVERALL OR LONG-RANGE PURPOSE
To Convey Information Successfully To A Particular
Audience Or Reader

(To Be Continued)
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TYPES OF PURPOSE
1. Informational Purpose - Frequently Used To Make
Decisions
Example : Technical Information Letter (TIL)

2. Instructional Purpose - Frequently Used As A
Guidelines
Example : Instruction Manuals
(To Be Continued)
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EXAMPLES
To List Down What Need To Buy Or Activities
To Describe A Chemistry Experiment Or Project
To List To Explore, Inform Or Explain An Idea
To Argue For Or Against An Idea In Evaluating
Problems
To discuss In Problem Solving

(To Be Continued)
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FOCUSING IN PURPOSES YOU WRITE WILL HELP YOU
IN TERMS OF;
What Form To Choose
How To Organize The Writing
What Kinds Of Facts To Refer To
How Formal Or Informal The Style Should Be
How Much Details To Write

(To Be Continued)
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WRITING STRATEGY Is A Means Of Achieving The
Purpose In Writing.
YOUR PURPOSES IN WRITING WILL BE MUCH
CLEARER BY USING RIGHT
Writing Form (List, Report etc)
Style And Types Of Data
Format; Using Definitions, Examples, Descriptions,
Analysis
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REPORTS
Many Report Types Categories As Technical Reports
Which Include Various Types Of "Technical" Information;
Information Need To Convey To Audience

EXAMPLES

If You Want To Inform Your Supervisor Why A Design Or
Piece Of Equipment Failed; You Can Write A Failure
Analysis Report.
If You Want To Propose About Design You Create; You
Can Write A Design Report Proposal.
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Technical Report Is Strict Formatted Report
Which Presents Facts & Conclusions About
Designs Or Other Projects Using Research About
Technical Concepts As Well As Graphical
Depictions Of Designs And Data
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REPORT TYPES
1. Research Findings / Primary Research
2. Technical Background / Technical Information
3. Technical Specifications
4. Technical Evaluation / Feasibility
5. Technical Recommendation
6. Evaluation, Feasibility And Recommendation
(Combination)

(To Be Continued)
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REPORT TYPES
7. Report-Length Proposal / Documentation Proposal
8. Technical Manuals And Instructions
9. Organizational Policies And Procedures.
10. Business Prospectus
11. Business Plan

(To Be Continued)
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1. RESEARCH FINDINGS / PRIMARY RESEARCH
Refers Actual Work Done To Gather Information In
Lab Or At Site
Presents Simple / Detail Recording / Collected
Data, Draw Implications And Conclusions, Method /
Methodology Explanation, Equipment / Facilities
Description, Background On Problems / Issues,
Findings And Interpretation, Research / Survey

(To Be Continued)
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TECHNICAL BACKGROUND / INFORMATION
Focuses / Provides Technically On Topic And
Background For Specific Set Of Audiences For
Specific Needs
Can Be So Complicated, Detail Or Just Simple
Technical Report For Information

(To Be Continued)
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TECHNICAL SPECIFICATION
Consist Of Descriptions & Discussion Of
Construction, Materials, Functions, Features, Uses
And Workings (Operational Details) Of New
Product Such As Tool Or Equipment Being Design
In Or Recommended To Be Bought
Not Much In Writing But Can Be Written A More
High-Level Version
Concentrate On Graphics, Data In Tables & Lists,
Illustrations.
(To Be Continued)
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TECHNICAL EVALUATION / FEASIBILITY REPORTS
Presents / Studies Technical Information Whether
Project / Equipment Practically & Technologically
Possible In Terms Of Its Worth Or Value

(To Be Continued)
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TECHNICAL RECOMMENDATION
Compares Two Or More Alternatives &
Recommends One (Or, If Necessary, None).
Builds On Evaluation & Feasibility Reports & Comes
To Specific Recommendations To Help Decision-
Maker Adopt The Best Solution

(To Be Continued)
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EVALUATION, FEASIBILITY & RECOMMENDATION
(COMBINATION)
Combines Evaluation, Feasibility &
Recommendation Report
Compare Several Options Against Set Of
Requirements & Recommend One; Considers An
Idea (Plan, Project) In Terms Of "Feasibility," In
Terms Of Combination Of Technical, Economical,
Social Practicality Or Possibility; Passes Judgment
On The Worth Or Value Of Something
(To Be Continued)
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DOCUMENTATION PROPOSAL
A Proposal With Most Of Characteristics Of A
Proposal, With Additional Characteristics That
Enable To Achieve Primary Objective - Getting
Contract Or Getting Approval To Do Project
Internal - Within Company, To Write Proposals To
Establish The Need For New Equipments / Tools
External - External Company, To write proposals to get
contracts For Service / Supply
(To Be Continued)
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TECHNICAL MANUALS & INSTRUCTIONS
How-To Documents - Step-By-Step Procedures,
Understandable To Follow
Emphasis On Using Appliances, Equipment /
Programs (Disassembling, Assembling /
Reassembling, Operating, & Repairing Things)
Can Use Few Smaller Segment Rather than Long
Paragraph


(To Be Continued)
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1. RESEARCH FINDINGS / PRIMARY RESEARCH

1. Introduction
2. Problem, Background
3. Purpose, Objectives, Scope
4. Review Of Literature
5. Materials, Equipment, Facilities
6. Theory, Methods, Procedures
7. Results, Findings, Data
8. Discussion, Conclusions, Recommendations
9. Bibliography
(To Be Continued)
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2. TECHNICAL BACKGROUND / TECHNICAL INFORMATION
(To Be Continued)
1. Definitions 8. Comparisons
2. Causes 9. Applications
3. Effects 10. Advantages & Disadvantages
4. Types 11. Economic Considerations
5. Historical Background 12. Social, Political, Legal, Ethical Implications
6. Processes 13. Problems, Questions
7. Descriptions 14. Solutions, Answers
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Institut Latihan TNB
(ILSAS)
(Continue)
3. TECHNICAL SPECIFICATIONS

1. General Description
2. Part-By-Part Description
3. General-To-Specific Order
4. Graphics, Tables (Or Lists)


(To Be Continued)
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4. DOCUMENTATION PROPOSALS
(To Be Continued)
1. Introduction 7. Development And Media Tools
2. Project Description And
Scope
8. Physical Details Of The Proposed
Documentation
3. Documentation Objectives 9. Development Process And Schedule
4. Audience Description 10. Documentation Team Members
5. Task Description 11. Projected Costs
6. Documentation Outline 12. Conclusion
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WHY USE FORMAT?
Majority Of Audience May Not Read Entire Report In One
Reading. Therefore;
Specific Format Allows Readers To Quickly Locate
Information Needed By Sections / Headings
Requirement On Specific Sections Is Easy To Use
(Either To Include If Necessary Or Exclude If Not
Necessary)
(To Be Continued)
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Reports Must Have A Logical Structure. Logical
Structure;
Means Natural Unfolding Of Story As Reader
Progresses Through Document, i.e. From General
To Specific Background Material Preceeding
Technical Expose, Which Should Lead Logically To
Conclusions.

(To Be Continued)
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LOGICAL STRUCTURE

INTRODUCTION
BACKGROUND AND CONTEXT
TECHNICAL DETAIL
RESULTS
DISCUSSION AND CONCLUSIONS
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STANDARD MODEL

The Standard Model Of Report Writing Is A Style And
Structure That Has Been Widely Used




(To Be Continued)
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1
st
Major Section Is An Introduction; Last Is A
Conclusion. Conclusion Answers Questions Posed --
Explicitly Or Otherwise -- In Introduction
Factual Material & Measurements Kept Separate
From Opinion & Interpretation, In Different
Chapters Or Sections
Use Formal & Rather Impersonal Language
Refers Extensively To Work Of Other Individuals
Sections Of Report Numbered
(To Be Continued)
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Standard Model Reports May Contain;
Abstract Or Summary
Acknowledgements
Introduction
Objectives
Theory
Method Or Methodology Or Procedures
Results
Discussion Or Interpretation
(To Be Continued)
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9. Conclusion
10. Recommendations
11. References And/Or Bibliography
12. Appendices

Standard Model Report May Also Contain;
Table Of Contents,
List Of Abbreviations & Technical Terms, An Index
In Lengthy Document
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WHEN TO USE STANDARD MODEL?
Always Use Standard Model Unless It Will Be
Barrier Rather Than Help

WHY?
1. Reader Will Know What To Expect Each Section,
Quick Referring
2. Find Clear Section Divisions Useful In Understanding
3. Help New Writer Thoughts When Writing
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ALTERNATIVES TO STANDARD MODEL
A Few Suggestions Of Other Ways To Organize A
Technical Report;

1. The `Segmented' Standard Model
2. The `Assertion' Model
3. The `Conclusion First' Model
4. The `Topic' Model
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TECHNICAL REPORTS
TECHNICAL REPORT CONTAINS OF
1. Transmittal Letter
2. Title Page
3. Abstract Or Summary
4. Executive Summary
5. Table Of Contents
6. Reports Body
7. References And Bibliography
8. Acknowledgement
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TECHNICAL REPORTS
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REPORT
TITLE PAGE

Title Page - Identifying Report; Consisting Only
Words That Contribute Directly To Paper's Subject
Should Be Descriptive, Accurate & Concrete Clear
No Filler & Includes Few Abbreviations / Acronyms;
Surely Complete But Not Excessive

(To Be Continued)

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REPORT (Continue)
ABSTRACT OR SUMMARY

Good Abstracts Have
Introduction
Summarize Specific Nature Of Investigation
Identify Rationale Behind Investigation
Present Important Findings & Most Significant Overall
Data
Briefly Interpret Pertinent Findings
Brief Conclusion & Recommendation
(To Be Continued)
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REPORT (Continue)
EXECUTIVE SUMMARY
A Short Version & Guide To Report That Written For
Readers Who Do Not Have Time To Read Entire Report
Should Provide Information Such As Indicate Scope &
Main Results & Conclusions, Not Just Description Of
Report
Must Be Clear, Logic & Understandable Without The Rest
Of Report
Some Reports Only Include An Abstract While Others
Include An Executive Summary
(To Be Continued)
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REPORT (Continue)
TABLE OF CONTENTS - CONTENTS LIST

Place In Document Where Overall Structure Can Be
Examined
Level Of Detail Should Go Down To Sub Subsections,
Where Final Level Contains One Key Idea
Good Table Of Contents Distinguishes Headings From
Subheadings & Aligns These With Appropriate Page
Numbers
Pay Attention To Capitalization, Spacing & Indentation
(To Be Continued)
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REPORT (Continue)
REPORTS BODY

Presents An Introduction, Various Other Sections,
Depending On Topic & Conclusion, Including Text,
Graphics & Lists

(To Be Continued)
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REPORT (Continue)
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REPORTS
REPORTS BODY CONTAINS OF
1. Introduction
2. Theoretical Background
3. Objective
4. Theory Including Equation (If Any)
5. Experimental, Methods Or Procedures
6. Results And Findings
7. Discussions
8. Conclusion
9. Recommendations
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REPORTS (Continue)
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DETAILS OF REPORTS BODY (Continue)
INTRODUCTION
Presents About Context, Sets Out What Report Is About &
What Its Role Related To Other Work In Field
In Experiments, - Summarize Other Related Experiments &
Show How Work To Be Described, Extends Or Supersedes
Earlier Studies
In Development - Set Out What Purpose Of Development,
Who Will Benefit & How Will Be Used
In Review - State Scope Of Report
In Investigation - State Clearly What Investigators Set Out
To Find
(To Be Continued)
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DETAILS OF REPORTS BODY (Continue)
THEORETICAL BACKGROUND
Refer To Type Of Technical Report - Technical
Background Report Or Technical Information Report
OBJECTIVE
States What Work Being Reported Was Expected To
Achieve, Why It Was Undertaken & At Whose
Initiation Usually Preferably At End Of Introduction

(To Be Continued)
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DETAILS OF REPORTS BODY (Continue)
THEORY / EQUATION
Describes Any Background Theory Needed For The
Reader To Understand The Report
Usually Found Only In Reports That Use
Mathematics Such As Equations That The Typical
Reader Cannot Be Expected To Know In Advance




(To Be Continued)
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DETAILS OF REPORTS BODY (Continue)
EXPERIMENTAL / METHOD / PROCEDURE

To Summarize WHAT, HOW & WHY Behind Specific
Experiment Or Inspection, With Particular Emphasis
On WHAT & HOW So That Others Can Follow
Includes A Description Of Relevant Apparatus &
Materials Used, Any Particular Problems That Had
To Be Overcome, Photographs & Diagrams Could
Be Used To Clarify

(To Be Continued)
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DETAILS OF REPORTS BODY (Continue)
RESULTS OR FINDINGS

Must Easily To Find In Order To Interpret Them
Directly Present Results Or Findings Of Experiment
Or Inspections, Usually With Minimal Discussion
Enlightening With Use Of Tables, Graphs & Figures
Usually Given As Plainly As Possible & Without Any
Comment

(To Be Continued)
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DETAILS OF REPORTS BODY (Continue)
DISCUSSION
Combined With "Results Or Findings" Into One
"Results/Findings & Discussion" Section
Provides Interpretation Of Results Or Findings, Compares
With Other Published Findings Or Manuals & Points Out Any
Potential Shortcomings In Work
Place Where Writer Allows To Be Less Objective Than Usual -
Acceptable To Mention Opinions, & Speculate Slightly About
Significance Of Work
If Findings Are Unusual Or Odds With Other People's
Conclusions - Explain Why This Might Be

(To Be Continued)
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DETAILS OF REPORTS BODY (Continue)
CONCLUSIONS
Conclusions Must Conclude!

Presents Exact Conclusions Related To Objectives,
Gives Overall Findings Of Study & Not Summary
Question Do The Conclusions Follow From The Body
Of The Report?
Going Back To Big Picture Provided By Introduction,
Put Conclusions Into That Picture, Even Suggesting
Where More Work Is Needed

(To Be Continued)
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DETAILS OF REPORTS BODY (Continue)
RECOMMENDATIONS

Includes Any Advice Wishes To Offer Or
Suggestions Of Further Work Which Seems
Reasonable





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REPORT (Continue)
REFERENCES AND BIBLIOGRAPHY

To Allow Reader To Follow Up The Work Or
Checking That Drawn Conclusions Really Follow The
Source
Give Enough Detail For Reader Be Able To Follow
Up The References


(To Be Continued)
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REPORT (Continue)
REFERENCES VS BIBLIOGRAPHY

BIBLIOGRAPHY - Set Of Publications (Not Be Cited
Explicitly In Text)That Writers Referred To In A
General Sense In Writing Report Or Carrying Out
Described Work

REFERENCES - Given In Support Of Some Specific
Assertion & Always Mentioned Explicitly In The Text
(To Be Continued)
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REPORT (Continue)
ACKNOWLEDGEMENTS

Brief Note Of Thanks (If Appropriate) To Those
Individual People Or Institution Who Have
Contributed Or Helped Directly In The Work /
Report Through Financial Support, Technical
Assistance Or Critique

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ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

LAYOUT Refers To The Presentation Format That The
Report Should Follow, Usually Dictated By Company
Guidelines Or Regulations

WHY ADOPT STANDARD LAY-OUT?

Ensures A Consistent "Look & Feel" & Maintains
Corporate Identity
Ensures That Contents Are Not Destroyed
(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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TIPS - Recommended Guidelines & Layout Of Page
Margin: All Margins At Least 2.54 cm
Text Font: 12 Point Times-Roman Or Times-New-Roman.
Use Of Different Font Sizes, Bold, Italic And Underline
Where Appropriate
Line Spacing: 1.5 Lines Or Double-Spaced
Script : Single Sided, White A4 Paper, Should Be Typed,
Hand Written Or Dot-Matrix Printed Reports Not Acceptable
Page Numbers : Title, Summary & Contents Pages Not
Numbered. Number All Other Pages Starting 1
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

10.0 TECHNICAL REPORT WRITING
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

Used & Demanded By Business & Industry
May Be Proposals, Progress Reports, Trip Reports,
Completion Reports, Investigation Reports,
Feasibility Studies, Or Evaluation Reports
Diverse In Focus, Aim & Differ In Structure
Same Goal - To Communicate To An Audience


(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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EXAMPLE OF SHORT TECHNICAL REPORTS

1. Purchase Recommendation
2. Recommendation And Feasibility Reports
3. Mechanism Description
4. Process Description
5. Progress Report

(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

To Inform A Supervisor, Associate, Or Customer
About Progress Made On Project Over Certain
Period Of Time
Project Can Be Design, Construction, Or Repair Of
Something, Study Or Research Of Problem Or
Question, Or Gathering Of Information On Technical
Subject

(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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EXPLANATION IN PROGRESS REPORTS

How Much Of The Work Is Complete
What Part Of The Work Is Currently In Progress
What Work Remains To Be Done
What Problems Or Unexpected Things, If Any, Have
Arisen
How The Project Is Going In General

(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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IMPORTANT FUNCTIONS IN PROGRESS REPORTS
Reassure Recipients That Work Progressing Smoothly &
Will Be Completed By The Expected Date
Provide Recipients With Brief Look At Some Of Findings Or
Some Of Work Of Project
Give Recipients Chance To Evaluate Work On Project & To
Request Changes
Give Chance To Discuss Problems In The Project & Thus To
Forewarn Recipients
Force To Establish Work Schedule So That Project
Completed On Time
(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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TIMING AND FORMAT OF PROGRESS REPORTS

Timing Depending On Project Duration
May Be 3 Long Progress Reports, 1 After 3, 6 & 9 Months For
Long Duration Project Or Everyday For Short Duration Project

Forms Of Progress Report
Memo - Short, Informal Report To Someone Within Organization
Letter - Short, Informal Report Sent To Someone Outside
Organization
Formal Report - Long, Formal Report Sent To Someone Outside
Organization
(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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TIME PERIODS

A Progress Report Usually Summarizes Work Within Each
Of The Following;
Work Accomplished In The Preceding Period(s)
Work Currently Being Performed
Work Planned For The Next Period(s)

(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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PROJECT TASKS
Practically Every Project Breaks Down Into Individual
Tasks, Example:
(To Be Continued)
Project

Individual Tasks

Writing A Report Studying The Assignment


Selecting A Topic



Identifying The Audience Of The Report



Narrowing The Topic



Developing A Rough Outline

ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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REPORT TOPICS
Progress Report Can Also Be Organized According To Work
Done On Sections Of Final Report.

For Each Of These Topics, Explain;
1. The Work You Have Done
2. The Work You Are Currently Doing
3. The Work You Have Planned

(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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ORGANIZATIONAL PATTERNS
To Report Information In Progress Report, Combine
Two Of These Organizational Strategies; Time
Periods, Project Tasks & Report Topics



(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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ORGANIZATIONAL PATTERNS

Example 1
(To Be Continued)
Progress report A

Task 1

Work completed



Current work



Planned work

Task 2

Work completed



Current work



Planned work

Task 3

Work completed



Current work



Planned work

ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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ORGANIZATIONAL PATTERNS

Example 2
(To Be Continued)
Progress report B

Work completed

Task 1



Task 2



Task 3

Current work

Task 1



Task 2



Task 3

Planned work

Task 1



Task 2



Task 3

ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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ORGANIZATIONAL PATTERNS

Example 3
(To Be Continued)
Progress report C

Topic 1

Work completed



Current work



Planned work

Topic 2

Work completed



Current work



Planned work

Topic 3

Work completed



Current work



Planned work

ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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OTHER PARTS OF PROGRESS REPORTS

Progress Report Also Need
1. An Introduction That Reviews The History Of The
Project's Beginnings As Well As The Purpose And
Scope Of The Work,
2. A Detailed Description Of Your Project, And
3. An Overall Appraisal Of The Project To Date, Which
Usually Acts As The Conclusion.
(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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INTRODUCTION

The Introduction Can Contain The Following:
Purpose Of The Project
Specific Objectives Of The Project
Scope, Or Limits, Of The Project
Date Project Began; Date Project Scheduled To Be Completed
People Or Organization Working On Project
People Or Organization For Whom Project Is Being Done
Overview Of Contents Of The Progress Report
(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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PROJECT DESCRIPTION

In Most Progress Reports, Include A Project Description
To Review The Details Of Your Project For The
Recipients



(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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CONCLUSION

The Final Paragraph Or Section Usually Reassures
Audiences That All Is Going Well And On Schedule. It
Can Also Alert Recipients To Unexpected Changes Or
Problems In The Project



(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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REVISION CHECKLIST FOR PROGRESS REPORTS

Reread And Revise Progress Report, Watch Out For
Problems Such As;
1. Make Sure Use The Right Format
2. Write A Good Introduction
3. Make Sure To Include Description Of Final Report
Project

(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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REVISION CHECKLIST FOR PROGRESS REPORTS

4. Use One Or A Combination Of Organizational
Patterns In Discussion Of Work On Final Report
5. Use Headings To Mark Off Different Parts Of
Progress Report, Particularly Different Parts Of
Summary Of Work Done On Project
6. Use Lists As Appropriate.
7. Provide Specific Data & Text
(To Be Continued)
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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REVISION CHECKLIST FOR PROGRESS REPORTS

8. Be Sure & Address Progress Report To The Real Or
Realistic Audience
9. Assume There Will Non-Specialist Reading Progress
Report. But Don't Avoid Discussion Of Technical
Aspects Of The Project-Just Bring Them Down To A
Level That Non-Specialists Can Understand.

ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

TECHNICAL REPORT WRITING
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

TECHNICAL REPORT WRITING
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

TECHNICAL REPORT WRITING
ENGINEERING & MAINTENANCE SERVICES, PGET - MAY 2005 KHAIRUL SHAMSI BIN ROBIKI

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