GUIDELINES FOR THE

IMPLEMENTATION OF
FINAL YEAR PROJECT

FACULTY OF ELECTRICAL ENGINEERING

2008

Sept 2013 - Version 3.1

PSM Committee

TABLE OF CONTENTS

NO

TITLE

PAGE

Definition

Aim

Objectives

Types of Project

Common Process in Conducting FYP

2-

5.1

Problem Statement

5.2

Objective

5.3

Scope

5.4

Literature Review

5.5

Methodology

5.6

Result, Analysis and Discussion

Implementation Method & Guideline

6.1

The Duty of PSM Committee

6.2

The Duty of Project Supervisors

Supervisory System

7.1

Project Title Registration

7.2

Project Proposal

7.3

Student Declaration

7.4

Logbook

7.5

First Seminar Proposal Presentation

7.6

Submission of Logbook

7.7

Second Seminar - Project Presentation

7.8

Final Draft Report

7.9

Submission of Logbook

7.10

Final Report

ii

10

Related Issues to FYP

8.1

Component Claim

8.2

Component Request

8.3

Facultys Equipment

10

Evaluation Scheme
9.1

Supervisor Evaluation

9.2

Panel Evaluation

9.3

Evaluation Distributions

11

FYP Activities Calendar

12

10.1 FYP 1 Calendar

10.2 FYP 2 Calendar
11

Website / Email

13

12

Pre-requisite for Project Completion

13

iii

1.0

Definition
Final Year Project (FYP) is the individual project, which takes place over the two
semesters. It is a mandatory subject for students to be awarded with Ijazah Sarjana
Muda (Bachelor Degree). In the FYP, students are expected to undergo research
studies which relate to the major course offered in the faculty.

The final year project consists of two parts; the first part FYP 1 is a prerequisite to
the second part, FYP 2. These two parts of FYP are under subject code BEKU 4792
and BEKU 4894 respectively.

2.0

Aim
The aim of the FYP is to enhance the students knowledge and skills in solving
problem through structured project research in order to produce a competent and
productive engineer.

3.0

Objectives
Upon completion of Final Year Project, student should be able to
a.

identify and describe the problem and scope of project clearly

b.

collect, analyze and present data into meaningful information using

relevant tools

4.0

c.

select, plan and execute a proper methodology in problem solving

d.

work independently and ethically

e.

present the results in written and oral format effectively

f.

identify basic entrepreneurship skills in project management

Types of Project
Basic features of the project are listed below.
a.

A project focuses on the design of gadgets, instruments or equipments

which complies with the standard and technical needy. However, prior
simulations for this type of project are expected. As an outcome, detail
analysis of the project is required.

b.

A project focuses on the simulation, software or algorithm development

for technical and engineering application which complies with the standard
and technical needy. As an outcome, detail analysis of the project is
required. Plus, a critical hypothesis on the outcome of the project is highly
expected.

c.

A project focuses on the case studies about a specific topic. Research in this
project must be detail as at the end of the project, a hypothesis about the
topic must be revealed, plus all problems about the topic under studies
must be unleashed. The end product will be in the form of data,
observations and interpretations, which can upgrade the students
knowledge with regards to the subject of research being studied. A
conclusion of finding in this kind of project is critical which contributes
credit to the project grade.

5.0

Common Process in Conducting FYP

The main objective of the FYP is to learn and experience the process of conducting a
good research project. The following points serve as a guideline of activities that take
place in the process.
5.1

Problem Statement
A problem statement is a concise statement of the problems which
initiate/spark the research questions or design ideas. Some of the points that
could be highlighted are:

5.2

a.

What is the issue that we want to address (problem or question)?

b.

Why need to address the issues?

c.

How the project can solve the issues?

d.

Who get benefits from the project?

Objective
Objective sets a clear goal of what we want to accomplish by doing the
research work. It SHOULD NOT INCLUDE the objective of doing the Final Year
Project (e.g. to learn how to manage a project etc.). Student should only state
the technical objective of the project (e.g. to evaluate the performance of the
2

design, to test a hypotheses, to study the relationship between variable x and

variable y etc.). Use measurable action verbs when defining an objective (e.g.
define, design, identify, describe, analyze, evaluate etc).

5.3

Scope
Scope sets a clear boundary (time, geography, environment, function etc.) of
our work to provide a common understanding of the project among
stakeholders (in FYP the stakeholders are students, lecturer, panels etc.).
Scope makes our project achievable and realistic by defining the limits and
constrains of the study. Some examples of the scope of a project are: the
data is collected only in Hospital Melaka, the robot moves only on flat
surface, the design is meant for outdoor use only, the performance is
discussed in terms of accuracy and sensitivity.

5.4

Literature review
A literature review discussed published information in a particular subject
area. The purpose of a literature review is to summarize and synthesize the
ideas of others. When we write a literature review, it usually consists of 3
main sections:
a.

Introduction section that describe the topic of the review.

b.

Body section which contain the discussion of sources.

c.

Conclusions from the discussion of sources and recommendations (if

any). The main point in the conclusion of the literature review would
be the clarification and emphasis of the gaps (unexplored/unsolved
problem in the field) and the contribution of the students project.

The discussion of the sources could be arranged chronologically, thematically

or methodologically or in combination of any of them. In the discussion,
students should:
a.

Be clear of the items that need to be discussed. It can be a variable or

a technique or different design decisions.

b.

Make comparisons and give technical comments. Summary of the

comparison could be tabulated or shown in graphs to clarify the
differences.

c.

For engineering design, discuss on the tradeoff of a particular design

decision

5.5

Methodology
Methodology is the part where we design and execute our research. We
design our research methodology by asking the following questions:
a.

What is the objective of the study? (e.g. given a new design idea, we
want to evaluate the performance of the new design in terms of its
sensitivity, accuracy, processing time etc.)

b.

What do we want to measure? (e.g. time, storage size, current, cost,

sensitivity, accuracy etc.)

c.

How do we perform the measurement? (e.g. built prototype then

measure directly or indirectly the sensitivity of the system

by

following the equation suggested by person X in paper/book Y).

d.

What are the tools (e.g. simulation software) or equipment (e.g.

oscilloscope, robot prototype etc.) required for the experiment?

e.

How are the measurements going to be recorded? What is the

procedure of the experiment?

f.

What error, situations, or part of the procedure that we design that

could interfere with the measurements and how we could overcome
them?

g.

How do we analyze the result of the experiment? What kind of

statistical tools/calculations/graphs/tables/figures could we used in
order to make the data meaningful?

Research methodology describes how we conduct our experiment and NOT

how we conduct our project. Its description should not include non technical
activities such as discussion with supervisor, submission of proposal, report
writing etc.
4

5.6

Result, Analysis and Discussion

By answering point (e) in methodology section, we should now have the
results of the study/experiments in the forms of graphs or tables that
summarize our measurements (data). At this stage of the research process,
we are expected to discuss the results. Examples of points of discussion are:
a.

Statement of how the variable of interest changes with the change of

another variable and whether the trend is expected.

b.

Academic interpretation of the result (i.e. with proof, comparison

with other works, intelligent guess).

6.0

c.

Significance (its impact to the world) and implication of findings.

d.

Possible applications.

Implementation Method and Guideline

A PSM committee comprise of a selected academician are responsible for the
implementation of FYP in the faculty.
6.1

The Duty of PSM Committee

a.

Compile a suitable project title. Upon compilation, the committee has

the right to give approval to selected projects in line with the need of
facultys research activities.

b.

Publish the selected projects title to students.

c.

Ensure all students have project title and supervisor.

d.

Coordinate FYP briefing, seminar and workshop for students and

lecturers.

6.2

e.

Compile and manage students mark at the end of semester.

f.

Execute any related tasks given.

The Duty of Project Supervisors

Projects supervisors are the lecturers of the faculty approved by the PSM
Committee. The duties of projects supervisors include:
a.

Supervise project implementation and progress.

b.

Provide guide for continual improvement.

5

c.

Verify students logbook in each meeting.

d.

Evaluate student works and outcomes.

e.

Ensure that the title given to students as well as projects objectives

remain unchanged without prior approval from PSM Committee and
individual supervisors.

f.

Verify any related FYP forms.

g.

Commit to FYP implementation.

h.

Execute any related tasks given by PSM Committee.

Any supervisors who tend to change project title and project scope after week 4
must seek approval from PSM committee by submitting FYP Title/ Supervisor
Amendment Form as attached in Appendix A-4.

7.0

Supervisory Systems
Data gathering and analyzing as well as information reporting in logbook, progress
report preparation and projects presentation are must to ensure smooth progress of
the projects.
7.1

Project Title Registration

Prior to the project registration, a list of project titles will be disclosed by the
committee. Student may choose a project from the list or propose a new
project. It is advised for student to discuss with the respective supervisor and
obtain mutual agreement. Student must fill the FYP Title Registration Form
and to be signed by supervisor. The committee will allocate a supervisor for
student who fails to reserve a title and supervisor.

7.2

Project Proposal

Project Proposal Form submitted by student to his/her supervisor prior to

the commencement of the projects. The form must include a title, an
abstract to the project, objectives /aim (or goal) and scope of the project,
literature review and proposed methodology. The first proposal is submitted
before the proposal presentation (seminar) for panel assessment. Then after
6

presentation, student must resubmit the proposal after correction complying

the panel comments. The final proposal will be evaluated by both supervisor
and panel.

7.3

Student Declaration

By signing the Student Declaration Form, it is agreed that all result, design or
patent from the student project is under the Universiti Teknikal Malaysia
Melaka (UTeM) copyright. However, UTeM may consider sharing the right
with third parties.

7.4

Logbook

Students use logbook to record all findings, data and factual information
worthwhile to their project such as:
a.

Project title, project scope, project plan (or Gantt chart). These have
to be put in the first page of the logbook.

b.

Project progress to date.

c.

Problem statements and suggesting a solution.

d.

Reference from journals, magazines, text books as well as web-based

references.

e.

A detail about the apparatus and components used for the projects.

f.

Safety precautions.

g.

Suggestion, comment and outcome acquired from supervisor.

h.

A brief conclusion of any work done.

i.

Supervisor verification. All tasks done must be endorsed by individual

supervisor. This may include any comment to the project progress.

In the logbook assessment, student is evaluated based on the effectiveness

of meetings with supervisor and also the relevance of contents in logbook.

Preparation of Logbook!
Student may used any appropriate book or file folder as working logbook.
The front pages of your logbook MUST have i) Logbook Cover Page, ii)
7

Guidelines for the Implementation of Final Year Project (ver 3.1) i.e. this
guidelines, iii) FYP Student Calendar and iv) Supervision Record for FYP1 and
FYP2. Any other PSM documents or forms can also be attached in the
logbook if necessary. All the documents and forms can be printed from the
PSM Website.

7.5

First Seminar - Proposal Presentation

At the end of FYP 1, students will be required to make a brief (5 minutes)
presentation about the project proposal and preliminary results. However, to
ensure that they are entitled to present their findings, they need approval
from their supervisor by filling up Seminar Approval Form. The verified form
must be submitted to the panels during the presentation.

The presentation slideshow should cover the following:

a.

Introduction and overview of the project.

b.

Problem statement.

c.

Project objectives and scope.

d.

Literature survey and theory.

e.

Methodology.

f.

References.

During the presentation, students are evaluated in various aspects of

knowledge. These may include communication skill, presentation contents,
ability to answer any question, readiness of facing critics and comment, as
well as ability to interact with audience. Students are advised to wear formal
attire during the presentation.

7.6

Submission of Logbook
Logbook must be submitted to supervisor along with the final proposal at the
end of FYP1. Students need to collect their logbook after evaluation to
continue their FYP 2.

7.7

Second Seminar - Project Presentation

At the end of FYP 2, students will be required to make a brief (13 minutes)
presentation on their project. Once again, to ensure that they are entitled to
present their findings, they need approval from their supervisor by filling up
Seminar Approval Form. The verified form must be submitted to the panels
during the presentation.

The presentation slideshow should cover the following:

a.

Introduction and overview of the project. This may include project

objectives and scopes.

b.

Methodology.

c.

Result and discussion.

d.

Conclusion and recommendation.

e.

List of References.

During the presentation, students are evaluated in various aspects of

knowledge. These may include communication skill, presentation contents,
ability to answer any question, readiness of facing critic and comment, as
well as ability to interact with audience. Students are advised to wear formal
attire during the presentation.

The project demonstration (if any) takes place right after the presentation on
the same day of presentation schedule. However, the panel may arrange
suitable time for demonstration.

7.8

Final Draft Report

Upon completing the project, a draft report should be submitted to the panel
and supervisor for evaluation. The report must contain an updated progress
report, and all information as pre-determined by the faculty. As such,
instructions for completing the project final report are contained in
Guidelines for Preparation of Final Year Project Report.

7.9

Submission of Logbook
Logbook must be submitted to supervisor along with the draft of final report
at the of FYP2.

7.10

Final Report
Complete report (2 copies with CDs) must be submitted to the faculty after
the draft report has been evaluated and corrected by the panel and
supervisor. This report is a corrected form (if any) of draft report which sent
to the panel or supervisor beforehand. It must be a press-bind with standard
front cover purchased from the faculty.

Bibliography Form and Report Submission Form must be enclosed with the
submitted reports. These forms can be downloaded from the PSM website.

Softcopy of final report in PDF format should be submitted through email to

fke_psm@utem.edu.my. The file should be named in the form of
course__semester_session_matrix number.
(Example: bekc_sem2_0910_b010600001)

8.0

Related Issues to FYP

8.1

Component Claim
Student has the right to claim a maximum of RM200 from the University for
any component purchases throughout the one year project. The procedure is
as in PSM Claim Procedures. The Claim Form must be enclosed with original
receipts and approved by the supervisor.

8.2

Component Request
Student may request basic components such as resistors, diodes, etc. from
the facultys store through online system, EMAS (inventory). The EMAS
system can be accessed at room Stor Komponen (Blok D, Ground Floor). The
application will be considered based on the availability of the components.
10

8.3

Facultys Equipments
Student who needs to use special equipments outside a laboratory must
obtain approval from the supervisor and technician by filling up the Borang
Pinjaman Peralatan. Student is responsible for the lost or broken
equipments. All equipments borrowed must be returned to the lab one week
before the Final Exam.

9.0

Evaluation Scheme
Students undertake final year project must go through seminar (project
presentation) and produce proposal/report for each part of the project. Students are
evaluated by their supervisor and also by panels.
9.1

Supervisor Evaluation
Individual supervisor evaluates students based on peer-to-peer meeting and
weekly progress. Logbook as an evidence to a student task may also
contribute a portion of marks. Mark also allocated to a final proposal in FYP 1
as well as draft of final report in FYP 2.

9.2

Panel Evaluation
Panels evaluate the project presentations, final proposal in FYP 1 as well as
draft of final report in FYP 2.

9.3

Evaluation Distributions
Table 1 and Table 2 show the evaluation distributions for FYP 1 (BEKU 4792)
and FYP 2 (BEKU 4894) respectively.

Table 1: FYP 1 evaluation distribution

No.
1
2
3

Item
First Seminar
Project Proposal
Project Implementation
TOTAL

Percentage
20%
60%
20%
100%

11

Table 2: FYP 2 evaluation distribution

No.
1
2
3
4

9.0

Item
Seminar
Project Report (Technical)
Project Report (Skill)
Project Implementation
TOTAL

Percentage
20%
60%
10%
10%
100%

FYP Activities Calendar

Committee produced an activity calendar to help students plan and execute their
project within the semester. The followings are general activities for FYP 1 and FYP 2.
The exact dates shall be informed at the beginning of each semester. However the
dates are subject to change depends on the current Academic Calendar.

9.1

FYP 1 Calendar Semester 1

ACADEMIC
ACTIVITY
WEEK*
1
Briefing by FYP Committee
Submit Title Registration Form and Student Declaration
2
Form
8
FYP 1 Seminar Timetable disclose
9
Submit FYP Project Proposal to Panels
10
FYP 1 Seminar
12
Last week to drop FYP 1
Submit Final Proposal to Panel and Supervisor
14
Submit Logbook to Supervisor

9.2

FYP 2 Calendar Semester 2

ACADEMIC
WEEK*
2
6
12
14
14
15

ACTIVITY
Briefing by FYP Committee
Submit FYP Component Claim Form (if any)
Last week to drop FYP 2
Submit FYP Component Claim Form (if any)
Submit first draft of Final Report to Supervisor for review
FYP 2 Seminar Timetable disclose
12

16
17
19

20

FYP 2 Seminar & Demonstration

Submit final draft of Final Report to Panel and Supervisor for
evaluation
Submit Logbook to Supervisor
Collect final draft of Final Report from Panel and Supervisor for
correction
Submit softcopy of report in PDF format to
fke_psm@utem.edu.my
Submit the followings to FKE administration office:
a. 2 copies of press-bind Final Report
b. 2 copies of report (CD) in PDF format
c. 1 copy of Bibliography Form (passport size photo)
d. 1 copy of Final Report Submission Form

* Subject to change by the PSM Committee

10.0

Website/Email
All information about FYP will be posted in the FKE website. All the forms may also
be downloaded from the link. Students are advised to check the website regularly
because instructions and information might change from time to time.
FYP website: http://www.utem.edu.my/fke
FYP email: fke_psm@utem.edu.my

11.0

Pre-requisite for Project Completion

9.1

FYP 1 will be the prerequisite to FYP 2.

9.2

Student who fails FYP 1 (with an E grade) must repeat the subject. The
student may retain the topic of the project, or if the student chooses to work
on a new topic, he/she may do so with prior approval from the PSM
Committee.

9.3

FYP 1 and FYP 2 should each be consecutively completed within one normal
semester.

9.4

Extension will only be allowed for student who fails, drops, and had medical
reasons or any other unforeseen circumstances.

9.5

Student seeking an extension must formally apply to the PSM Committee,

through his/her respective supervisor. Student should apply for the extension
prior to the dateline (to be informed by faculty). The PSM Committee will
13

only allow project extension upon satisfaction of student justification/reason.

However, extension procedures for FYP adhere to the facultys procedures.
9.6

Supervisor has the right to pass or fail the student under his/her supervision
FKE-FYP-E1.0

based on his/her assessment.

It is essential that the deadlines for submission of report are adhered to. Fail to adhere the
dateline may result in students not being able to pass the final project.

14