CDB 4612 FINAL YEAR PROJECT I

TECHNICAL WRITING AND

FORMATTING

Dr. Kiki Adi Kurnia

(Coordinator)
Email: adi.kurnia@utp.edu.my

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LEARNING OUTCOME
By end of this lecture, students should be able to

1 Write extended proposal and interim report

according to the FYP guideline

2 Format the extended proposal and interim report

according to University Rule and Regulation

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DID YOU KNOW?

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DID YOU KNOW?

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TECHNICAL WRITING
DEFINITION Technical writing is the delivery of technical information to readers in a
manner that is adapted to their needs, level of understanding, and
background.

Technical writing is intended to communicate to a specific audience, for a

OBJECTIVE

specific purpose.
Its function is to clearly explain the steps to accomplishing a task so
anyone can do it.

You are challenged to write about highly technical

FINAL YEAR subjects but in a way that a beginnera non-specialist
could understand.
PROJECT Extended Proposal and Interim Report

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TECHNICAL WRITING (CONT.)
Define the unfamiliar
CLARITY
If you must abbreviate, define the term in its first occurrence, and put
abbreviations in parentheses
Ex 1:
Chemical Oxygen Demand (COD) is an indicative measure of the amount of
oxygen that can be consumed by reactions in a measured solution. A COD test
can be used to easily quantify the amount of organics in water.

Italicize first occurrence of unfamiliar terms and define them right away
Ex 2:
Retina is a light-sensitive tissue, found at the back of the eye, that converts
light impulses to nerve impulses.

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TECHNICAL WRITING (CONT.)
State the value
CLARITY
Technical report relates to the number, thus you should give value instead of
qualitative measurement.

Ex. 3:
The synthesized catalyst has low toxicity.

Ex. 4:
The synthesized catalyst has toxicity of 50 mg/L toward microorganism.

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TECHNICAL WRITING (CONT.)
Use the word efficiently
Brevity
Never use two words when one word will do.

Ex. 5:
The relationship between the nature of salt water to fresh water in the Pangkor
beach that fluctuates often is extremely important to everyone including
scientists, residents, and environmentalists on Pangkors area.

Ex. 6:
The fluctuating salinity in Pangkor beach concerns many environmentalists,
scientists, and residents.

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TECHNICAL WRITING (CONT.)
Most Important First
Brevity
Place key information in the main clause

Ex. 7:
Despite making several error in first few attempt, the synthesis of catalyst is
successful.

Ex. 8:
The synthesis of catalyst is successful, despite making several error in first few
attempt.

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TECHNICAL WRITING (CONT.)
Remove redundancy
Brevity
Combine overlapping sentences when possible

Ex. 9:
Water quality in UTP lake declined in March. This decline occurred because of
the heavy rainfall that month. All the extra water overloaded UTPs water
treatment plant.

Ex. 10:
Water quality in UTP lake declined in March because heavy rainfalls
overloaded UTPs water treatment plant.

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TECHNICAL WRITING (CONT.)
Use Detail Wisely
Simplicity
Specific details are desirable, but be careful to balance detail with audience
needs for claritysignificance is more important.

Ex. 11:
The average house in the area has a radon level of 0.4 picocuries per litre.

Ex. 12:
The average house in the area has a radon level of 0.4 picocuries per litre,
which is considered low by the EPA [Lafavore, 1987].

Ex. 13:
The average house in the area has a radon level of 0.4 picocuries per litre,
which is considered low by the EPA [Lafavore, 1987]. Levels between 20 and
200 picocuries per liter are considered high, and levels above 200 picocuries
per liter are considered dangerous. For reference, the average radon level in
outdoor air is about 0.2 picocuries per litre.

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TECHNICAL WRITING (CONT.)
Use Detail Wisely
Simplicity
Many engineers want to provide as much specific detail as possible, but this
can come at the expense of readers understanding and their main point

Ex. 14:
The number of particular hydrocarbon combinations in our study is enormous.
For example, the number of possible C20H42 is 366,319 and the number of
C40H82 is 62,491,178,805,831.

Ex. 15:
The number of hydrocarbon combinations in our study is enormous. For
example, the number of possible C40H82 is over 60 trillion.

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TECHNICAL WRITING (CONT.)
Ambiguity
Language
Do not overuse pronounsparticularly itand thisbecause it is often
difficult to identify the antecedent

Ex 16:
Because the receiver presented the radiometer with a high-flux environment, it
was mounted in a silver-plated stainless steel container.

Ex 17:
Because the receiver presented the radiometer with a high-flux environment,
the former was mounted in a silver-plated stainless steel container.

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TECHNICAL WRITING (CONT.)
Writing Is A Process
Good writing doesnt happen overnight; it requires planning, drafting,
re-reading, revising, and editing.
Learning and improvement requires self-review, peer-review, subject-
matter expert feedback, and practice.
There are no shortcuts; practice makes perfect!

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Extended Proposal and
Interim Report

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 A well thought
proposal would help a
student to go through
his/her research

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PURPOSE OF RESEARCH PROPOSAL
To make the examiner to understand :
What you are going to do.
Rational of the research.
Objectives of the research
Methodology
Expected output

A good proposal should consists of the first three chapters of the thesis
It should :-
Begin with a statement of the problem/background information (Chapter 1)
A review of the literature (Chapter 2)
Defining of the research methodology (Chapter 3)

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CONTENT
Table 1 shows the content that should be available for both extended proposal and
interim report.

Table 1

Extended Proposal Interim Report

Cover Page Yes Yes
Abstract Yes Yes
Table of Content Not necessary Yes
List of Figure Not necessary Yes
List of Table Not necessary Yes
List of Abbreviation Not necessary Yes
Chapter 1: Introduction Yes Yes
1.1 Background of Study Yes Yes
1.2 Problem Statement Yes Yes
1.3 Research Objectives Yes Yes
1.4 Scope of Research Yes Yes

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CONTENT (CONT.)
Table 1 (Cont.)

Extended Proposal Interim Report

Chapter 2: Literature Review Yes Yes
(minimum 10 (minimum 20
References) References)
Chapter 3: Research Methodology Yes Yes
(in future tense)
Chapter 4: Results and Discussions Not necessary Must have
preliminary result
Chapter 5: Conclusions and Yes Yes
Recommendations
References Yes Yes
(using ENDNOTE) (using ENDNOTE)
Appendices Not necessary Not necessary
Number of Page 10 20

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ABSTRACT

DONT
Write abstract more than one page.
Write the reference in the abstract.

DO
Good abstract MUST contain at least 3 of the following
1. The importance of the research (between 2-5 lines)
2. The proposed research
3. Research Methodology
4. (Expected) Results
5. Conclusion

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ABSTRACT (CONT.)
Ex. 18:
A novel class of anion-exchange polymers based on cation cross-linked ionic liquids
(CCLIL) with anion-exchange capabilities has been reported. The development of
sorbents for these anions is very important for their effective removal from
contaminated sites. Anion-exchangeable CCLIL were prepared by introducing 0.5 g
of a particular TSIL into an alumina crucible placed within a quartz tube furnace.
Energy-dispersive X-ray analysis (EDAX) results for CCLILs derived at 400 C reveal a
significant retention of anions in the corresponding cross-linked polymers. The new
method relies on the synergistic properties of negligible vapor pressure and
incorporation of cross-linkable functional groups into our TSIL starting materials. The
structural morphology such as porosity and surface area and adsorption capacity of
these porous materials are highly dependent on the structural motif of the
corresponding TSIL precursor.

Source:
Lee, J. S., et al. (2009). "Cation cross-linked ionic liquids as anion-exchange
materials." Chemistry of Materials 21(20): 4756-4758.

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CHAPTER 1: INTRODUCTION
Chapter I - Introduction addresses why the proposed work is important in the
field, and answers the question, so what?
In this section, provide the status quo of the relevant work field and identify a
gap in knowledge or activities that must be filled to move the field forward.

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CHAPTER 1: INTRODUCTION (CONT.)
Background of Project
A Background of Project is a formal document containing a common description
of (1) what is expected to be done within the project, (2) what prerequisites for
the project are, and (3) how to produce the expected amount of work.

How?
When you develop a background document for your project initiative, you need to
regard the following information:
Primary focus (what is to be addressed by the project).
A list of prerequisites and key reasons for launch.
A very common description of how to perform the project.
A plain explanation of the desired outcome.

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CHAPTER 1: INTRODUCTION (CONT.)
A good problem statement is a testable, focused,
Problem clear, declarative statement of relationships
between variables based on previous
Statement observations.

Start with a general statement of the problem or issues

How?

Make sure the problem is restricted in scope
Make sure the context of the problem is clear
Cite the references from which the problem was stated
previously.
Provide justification for the research to be conducted
Motivates to conduct the proposed research
Highlight the problems/demerits of the available techniques

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CHAPTER 1: INTRODUCTION (CONT.)
Research Objectives
Research Objectives SHOULD be the answer for your problem statement.
For undergraduate research, the research objectives SHOULD NOT be more
than THREE (3).
When writing research objectives, use active, measurable terms, e.g., to
identify, to characterize vs. to study.
Use bloom taxonomy to help you to create research objectives.

Table 2. Mapping between problem statement and research objectives

Problems Statement
a b c
Objectives

1
Research

2
3

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RESEARCH OBJECTIVES (CONT.)
Bloom Taxonomy

Figure 1. Bloom Taxonomy Chart

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CHAPTER 1: INTRODUCTION (CONT.)
Scope of Research
Provide the area/scope that will be considered in the proposed research and
justification why it is being considered.

YOUR RESEARCH

GLOBAL RESEARCH

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CHAPTER 1: INTRODUCTION (CONT.)

Problem Research Research

Conclusion
Statement Objectives Methodologies
Research Methodology 1.1
Objectives 1

Answer to

objectives
Methodology 1.2

research
Problem
Methodology 1.3
Statement
Research Methodology 2.1
Objectives 2 Methodology 2.2

Figure 2. Connection between each chapter in the research proposal and interim report

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LITERATURE REVIEW
A literature review is description of the literature relevant to
DEFINITION a particular field or topic

A whole paper, which annotates and/or critiques the literature in a

particular subject area.
It can be

Part of thesis or dissertation, forming an early context-setting chapter.

A useful background outlining a piece of research, or putting forward a
hypothesis.
It gives overview of

What has Key writer Prevailing Question Appropriate

been said theories and being asked and useful
hypothesis methods and
methodologist

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LITERATURE REVIEW
Literature reviews should be selective and critical.
Examiners DO NOT want to read through a voluminous working bibliography;
they want to know the pertinent works and your evaluation of them.
Discussions of work done by others should therefore lead the reader to a clear
impression of how you will be building upon what has already been done and
how your work differs from theirs.
It is important to establish what is original in your approach (innovative), what
circumstances have changed since related work was done, or what is unique
about the time and place of the proposed research.

Selecting Sources
Select literature that is relevant or closely related to the problem and purpose
Emphasize the primary sources
Use secondary sources selectively
Concentrate on scholarly research articles
Discuss your criteria for inclusion of articles

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LITERATURE REVIEW (CONT.)
Purely descriptive as in an annotated bibliography. A descriptive
It may take two forms
review should not just list and paraphrase, but should add comment and
bring out themes and trends.
A critical assessment of the literature in particular field, stating where
the weaknesses and gaps are, contrasting the views of particular
authors, or raising questions. It will evaluate and show relationship, so
that key themes emerge.

DO DONT
Look at the relationship Just write a list of
between the view and quote authors
draw out themes without citing them

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LITERATURE REVIEW (CONT.)
The literature should have an introduction, body and conclusion.
The introduction defines the framework of the review, the body that evaluates
the literature and the conclusion summarizes the current state of knowledge on
the problem.
Organize the review by topics or ideas, not by author.
Organize the review logically (least to most relevant evolution of topic by key
variables).
Discuss major studies/theories individually and minor studies with similar results
or limitation as a group.
Adequately criticize the design and methodology of important studies so readers
can draw their own conclusions
Compare and contrast studies.
Note for conflicting and inconclusive results.
Explicitly show the relevance of each to the problem statement.

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LITERATURE REVIEW (CONT.)
THREE STEPS ON DEVELOPING LITERATURE REVIEW

Identify
Your Title
#1 This is starting place
from where you
Refine by develop literature
Searching review

(1) What has already

been done and (2)
#2
what are the issue Refine by
surrounding the Narrowing
topic

#AskGoogle #sciencedirect
#ACS #RSC #SCOPUS
#3 Be more specific.
Breakdown your
project title

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RESEARCH METHODOLOGY
A research method is a systematic plan for conducting research.
It consists of THREE (3) sub chapters.

A flowchart is a type of diagram that represents an algorithm,

Flow workflow or process, showing the steps as boxes of various
kinds, and their order by connecting them with arrows.
CHART This diagrammatic representation illustrates a solution model
to a given problem.

EXPERIMENT or MODELLING DESCRIPTION

A Gantt chart is a type of bar chart that illustrates a

GANTT project schedule: the start and finish dates of the
terminal elements and summary elements of a project.
CHART Gantt chart MUST contain research activity and
milestone (Including milestone from FYP coordinator).

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RESEARCH METHODOLOGY (CONT.)
The following is NOT a flowchart!

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RESEARCH METHODOLOGY (CONT.)
A graphical representation of a computer program in relation to its sequence of functions (as
distinct from the data it processes).

Figure 2. Example of Flowchart

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RESEARCH METHODOLOGY
A research method is a systematic plan for conducting research.
Research methodology is step by step approach to achieve your research
objectives.
Must related to the research objectives (see Table 2). One research objectives
may be mapped with more than one research methodology / research activity.

Table 3. Mapping between problem statement and research objectives

Research Methodology
a b c
Objectives

1
Research

2
3

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RESEARCH METHODOLOGY (CONT.)
Highlight the breadth and depth of research
Identify variables
Research design it would be good to put it into a flow chart
Data collection plan
Give a detailed sampling plan the target population characteristics, specific
sampling plan, target sample size.
Be realistic in designing the research methodology. Overly optimistic notions of
what the project can accomplish in one, two, or three years, or of its effects on
the world, will only detract from the proposal's chances of being approved.
A frequent comment made by examiners to FYP student is the work is too
ambitious.
Research plans should be scaled down to a more specific and manageable project
that will permit the approach to be evaluated and, if successful, will form a sound
basis for further work.

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RESEARCH METHODOLOGY (CONT.)
Procedure
Describe how the study will be conducted
When, how, where and by whom the data will be collected
Describe the design of the test will be conducted or statistical test will be
selected in this section.

Instrument
Describe the instruments will be used to gather data (tests, techniques, surveys,
etc).
Provide reliability and validity information to show techniques are valid for the
study.
Describe how the variables will be measured.
Provide justification for selection of instruments based on theory, research
question, subject characteristics, etc.
Provide published reliability of instrument and plan to establish reliability

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RESEARCH METHODOLOGY (CONT.)
Table 4. Example of Gantt Chart
Week
Research Activity
1 2 3 4 5 6 7 8 9 10 11 12 13 14
Literature Review
Submission of Extended
Proposal
Research Activity 1
Research Activity 2
Extended Proposal Defends
Research Activity 3
Research Activity 4
Research Activity 5
Completion of Research
Objectives 1
Submission of Interim
Report

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RESULT AND DISCUSSIONS
Describe your anticipated results based on the literature review and theory
based

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CONCLUSIONS
Write your conclusions if your research questions would be supported
Write your tentative conclusions if your research questions would not be
supported

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REFERENCES
Write the references to support your extended proposal/research methodology
approaches.

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TO CLOSE

A strong research idea should pass the

so what test.
Think about the potential impact of the
research you are proposing.
What is the benefit of answering your research
question? Who will it help (and how)?

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 Question
and Answer

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