Final Year Project Documentation Guidelines Edited 130515

GMI
GERMAN MALAYSIAN INSTITUTE
FINAL YEAR PROJECT

DOCUMENTATION HANDBOOK
Diploma Final Year Project Documentation Guidelines
Training for Advanced T e c h n o l o gy

[FINAL YEAR PROJECT DOCUMENTATION HANDBOOK]
GMI
GERMAN MALAYSIAN INSTITUTE
GMI has the right to change the Final Year Project Documentation Handbook if it deems
necessary.
5th Edition, September 2014

Updated May 2015
All rights reserved.

No part of this book may be reproduced in any form or any means without written permission
from
German-Malaysian Institute.
GERMAN-MALAYSIAN INSTITUTE 1
TABLE OF CONTENTS
Contents Page
1.0 Sequence of Project Report 3
1.1 Verification of Project Report 4
1.2 Title Page 4
1.3 Oath 4
1.4 Dedication 4
1.5 Acknowledgements 4
1.6 Abstract 4
1.7 Table of Contents 4
1.8 List of Tables 4
1.9 List of Figures 4
1.10 List of Symbols / Abbreviation 4
1.11 List of Appendix 5
1.12 Chapters and Sub-chapters 5
1.13 Citing Sources of Information 6
1.14 Appendix 7
1.15 Bibliography 7
1.2 Format of Project Report 8
1.3 Final Year Project Documentation Assessment 9
Appendix A - P 10 - 27
1.0 Sequence of project report

The sequence of Project report documentation is shown as in table 1.1.
Table 1.1
Sequence of Diploma Final Year Project Report
Subject Status Remarks Appendix
(Sample)
1. Hard Cover Compulsory - A
2. Hard Cover Side Spine Compulsory - B
3. Blank A4 size paper - - -
4. Verification of Project Compulsory No numbering C

Supervisor
5. Title of Project Paper Compulsory D

No numbering, but considered
as (i)
6. Oath Compulsory E
No numbering but considered as
(ii)
Small Roman Number (iii)

7. Dedication Optional F
8. Acknowledgement Optional Small Roman Number (iv) G
9. Abstract Compulsory Small Roman Number (v) H
10. Table of Content Compulsory Small Roman Number (vi) I
11. List of Tables Compulsory Small Roman Number (vii) J
12. List of Charts or Compulsory Small Roman Number (viii) K

Diagrams
13. List of Symbols,

Compulsory Small Roman Number (ix) L
Abbreviations,
14. List of Appendix Compulsory If Small Roman Number (x) M
Appendix is
attached
15. Chapters & Sub-chapters
Compulsory Arabic lettering (1) N
16. References Compulsory Follow CBE system
17. Appendix Compulsory If Arabic lettering, continues from

Appendix is last numbering
attached
18. Bibliography Compulsory Follow CBE system
1.1 Verification of Project Paper

The project report has to be verified by your supervisor upon completion.
1.2 Title Page

The title page serves several purposes. It should include:
Title of your final year project.
Name of group members submitting the report.
Date on which the project and report were completed.
Name of your project supervisor/s.
1.3 Oath
The oath statement is an affirmation of your project authenticity/genuineness.
1.4 Dedication
Dedication statement should be simple and in a paragraph only. Dedication should not
consist of numbers, charts or pictures.
1.5 Acknowledgements
The purpose of this page is to acknowledge the people who have assisted you in
finding the sources for your project / report.
1.6 Abstract
An abstract allows the reader something that can be read rather quickly. The
descriptive abstract provides an introduction, purpose of study, approach and design,
results and analysis and highlight the findings achievement. The abstract shall be
precise, simple, written in one paragraph and not more than 300 words.
1.7 Table of Contents

The table of contents is designed to help readers find the sections of the report, which
interest them. It should be a complete and accurate listing of the main and minor
topics covered in the proposal
1.8 List of Tables

A list of tables is needed when a report contains several tables. It must be clear and
informative.
1.9 List of Figures

This is needed when a report contains several figures. It must be clear and
informative.
1.10 List of Symbols / Abbreviation

All the symbols and abbreviation used shall be listed for list of symbols.
1.11 List of Appendix

The table of content of all appendices in the report shall be placed here. All
appendices shall be tagged.
1.12 Chapters and Sub-chapters

The project report should have the following chapters as follows:
Chapter 1: Introduction
Chapter 2: Feasibility Studies
Chapter 3: Project Methodology
Chapter 4: Project Implementation
Chapter 5: Findings and Analysis
Chapter 6: Conclusion
Details of what is expected in each chapter are in:
Appendix O : Industrial Electronics
Appendix P : Production Technology
1.13 Citing sources of information

When a student refers to, or quotes from, another writer’s work, he / she must
acknowledge them. Failure to document your sources is called plagiarism.
For the sciences the CBE system is used for documenting sources.
The CBE system recognizes two different systems for citing sources as shown below.
You must be consistent and only use ONE system in your report.
System 1
Superscript numbers are used in the body of the report to identify and designate
entries on the bibliography page. Entries on the bibliography page are listed
according to the order in which they appear in the body of the report and not in
alphabetical order.
“ .. this confusion is only due to the practical method of measuring mass 1…”
System 2
The author’s name and year of publication are given in brackets following the
information being cited and the entries in the bibliography page are alphabetized
according to the last name of the author.
“... this confusion is only due to the practical method of measuring mass..(Majumdar
2002) “
Students are advised to refer to “ The Writer’s Guide to Research and

Documentation” by Kirk Rasmussen for further information on citing sources.
1.14 Appendix
Under this section, the student should enhance his /her explanation with additional
information without disturbing the flow of the reader. The additional information
includes tables, figures, charts, programming codes etc.
For Industrial Electronics, the following should be placed in this section:

Gantt chart (containing both planned and actual task duration)
Task List according to weeks (this is embedded in the Gantt chart)
Reviewed Task Lists (this is embedded in the Gantt chart)
Project Progress Report
Measurement data
Troubleshooting procedures (this part of the Quality Plan in Chapter 4)
Vendor data
List of standards and codes of practice (this part of the Quality Plan in
Chapter 4)
Other relevant information
For Production Technology, the following should be placed in this section:
Detailed drawings (this is part of Chapter 3)

Measurement data (this is part of Chapter 3)
Tasks lists
Project progress report
Vendor data
Cost data (this is part of Chapter 3)
Lists of standards and codes of practice (this part of the Quality Plan in
Chapter 4)
Other relevant information
1.15 Bibliography
A bibliography is a separate page at the end of the document. This page consists of
the list of all the references used in writing the report.
The CBE system uses the following format:
Authors(s). Year. Title. Place of Publication: publisher name.
Example:
1. Majumdar S R . 2002 . Oil Hydraulic Systems . New Delhi : Tata Press
2. Aquino M and Oates F. 1995. Positive Communication Rules. Brisbane:

Independent Press.
Students are advised to refer to “ The Writer’s Guide to Research and

Documentation” by Kirk Rasmussen for further information on citing sources.
1.2 Format of Project Report

The format of project report is summarized in Table 1.4.
Table 1.4
Format of Project Report
No. Subject Remark
1. Paper White A4 size paper weighing 80 grams each
2. Borders Left = 3.5cm, Right = 2.5 cm, Bottom = 2.5cm, Top =2.5cm
3. Normal Text Font Set to Arial, font size: 11
4. Chapters
Each chapter should be labelled in Arial, capital, bold, font size:
14, centre,
For e.g. CHAPTER II or CHAPTER IV
5. Sub chapters
Each sub-chapter should be labelled in Arial, capital, bold, font
size: 12, left, with Numbering, for e.g.
2.2 SUB-CHAPTER TITLE or
4.3 SUB-CHAPTER TITLE
6. Sub-sub-chapters
Same as sub-chapters
2.2.2 SUB-SUB-CHAPTER TITLE or
4.3.1 SUB-SUB-CHAPTER TITLE
7. Page Right page only being used.
8. Header By default 1.27 cm
9. Footer By default 1.27 cm
10. Page Number On the header, top right with normal text font.
11. Spacing 1.5 spacing between text
12. Distance between paragraphs 2 spacing.
13. Distance between text Charts, or diagram or pictures or illustrations is 2 spacing.
14. Maximum pages excluding
50 pages (Diploma Programme)
references and appendices
15. * Binding Colour Code

Industrial Electronics : Maroon 550
Production Technology : Blue 562
16. Type of Cover Hard-Cover
17. Cover / Side-Spine font colour Gold
* Kindly refer to Librarian for colour code
1.3 Final Year Project Documentation (FYP) Assessment
Students are required to submit one soft copy FYP Report one week before the
internal presentation date for assessment and correction purposes. Upon return,
students are expected to make the required amendments as per comments and
resubmit 2 copies of a hard cover FYP report as the official document.
The hard cover FYP report must be submitted to the respective training departments
not more than 2 weeks after the FYP External Presentation date.
Together with the hard cover FYP reports, students must submit 2 CDs containing the
complete final FYP report inclusive of all drawings etc. and the External Verification
presentation slides.
Note:
GMI reserves the right to withhold student’s result until the two hard cover
copies of the FYP report and two CDs are submitted.
Failure to submit according to the deadline will also jeopardise your graduation
date
APPENDIX A
[FINAL YEAR PROJECT DOCUMENTATION HANDBOOK
APPENDIX B
APPENDIX C
I / We * hereby declare that the project paper or thesis has been read and
I / we * have the opinion that the project paper is appropriate in terms of scope coverage
and quality for awarding an Industrial Diploma in ……………………….
Signature :
Name of Supervisor I :
Date :
Signature :
Name of Supervisor II :
Date :
* Please delete or add where applicable.
APPENDIX D
APPENDIX E
I / We hereby declare that this project paper is authentic and the group members are
Signature :
Name of Group Member :
Signature :
Signature :
Signature :
Date :
APPENDIX F
DEDICATION
I would like to dedicate this project report to ……………………( student to write their
own dedication ).
APPENDIX G
Top Margin (2.5 cm)
2.5 cm
ACKNOWLEDGEMENT
4 Spacing
1.27 cm
Start writing your acknowledgement here.
Left Margin Right Margin

3.5 cm 2.5 cm
Bottom Margin (2.5 cm)
APPENDIX H
Top Margin (2.5 cm)
2.5 cm
ABSTRACT
4 Spacing
1.27 cm
Start writing your abstract here.

3.5 cm 2.5 cm
APPENDIX I
Top Margin (2.5 cm)
2.5 cm
TABLE OF CONTENT
4 Spacing
CHAPTER CONTENT PAGE NUMBER
CHAPTER 1 Introduction 1
1.1 Introduction 1
1.2 Background Theory 2
1.3 System Layout 10
CHAPTER 2 Title
2.1 Sub-title 1 13
2.2 Sub-title 2 15
3.5 cm 2.3 Sub-title 3 17 2.5 cm
2.4 Sub-title 4 19
APPENDIX J
Top Margin (2.5 cm)
2.5 cm
LIST OF TABLES
4 Spacing
TABLE TITLE PAGE NUMBER
1.1 Sequence of Project Report 1
1.2 Format of Project Report 2
1.3 Measurement of Torque 5

3.5 cm 2.5 cm
APPENDIX K
Top Margin (2.5 cm)
2.5 cm
LIST OF DIAGRAMS
4 Spacing
DIAGRAMS CONTENT PAGE NUMBER
1.1 Block Diagram of Closed 1

Loop Speed Control
1.2 Torque versus Speed 6

Curve of an Introduction
Motor
1.3 Flow Chart of Step 1 11

3.5 cm 2.5 cm

APPENDIX L
Top Margin (2.5 cm)
2.5 cm
LIST OF SYMBOLS AND ABBREVIATIONS
4 Spacing
D,d - Diameter
g - Gravity
M - Toque delivered at shaft
P1 - Power to be delivered to shaft
P2 - Power output
Ra - Armature resistance

3.5 cm 2.5 cm
APPENDIX M
Top Margin (2.5 cm)
2.5 cm
LIST OF APPENDIX
4 Spacing
APPENDIX TITLE PAGE NUMBER
A Sample Verification of 80
Project
B Sample Verification of 81
Project Supervisor
C Sample Verification of 82
Department
D Sample Title Page of 83

Project
E Sample of Oath
3.5 cm F 2.5 cm
P1 - Power to be delivered to shaft
P2 - Power output
Ra - Armature resistance
APPENDIX N
Top Margin (2.5 cm)
2.5 cm
CHAPTER II
2 spacing
Title of Chapter II
2 spacing
The start of the text begins here. Paragraph format should be

First Line Indent of 1.27 cm (by default using MS Word). The spacing
between the text lines should be 1.5 spacing.
2 spacing
2.1 SUB-CHAPTER
1 spacing
2 spacing
2.1.1 SUB-SUB-CHAPTER
1 spacing
Left Spacing Right Spacing

3.5 cm 2.5 cm

APPENDIX O
Industrial Electronics: Details for Project Report.
Student is encouraged to enhance his/her explanation with tables, figures or charts for clarity.
CHAPTER 1: INTRODUCTION
1.1 PROJECT BACKGROUND
The project background must comprise of related information/data obtained from reliable
sources, eg. website, and must be re-written (paraphrased) from it being a general idea
to narrowing it down thus, deriving to the corresponding problem statement.
1.2 PROBLEM STATEMENT

The problem statement, usually one or a maximum of two only, must be a continuation
of the general statement derived/constructed from the previous project background.
1.3 PROJECT OBJECTIVES

The project objectives must answer the problem statement(s) by tagging each objective
with a specialization niche. The number of objectives should be approximately between
4 to 6; depending on the complexity of the project.
Upon completion of this project, students should be able :

 To design and construct an automated system of the xxx machine using (a
technology related to the programme)
 To monitor and control the process with the implementation of PLC
CHAPTER 2: FEASIBILITY STUDIES

Feasibility Studies to include both primary and secondary sources. The former must
include at least one interview with an SME or industrialist; and an observation at
industry/an experiment or a market research. The latter must include reliable sources
from print and electronic media. All sources of information must be correctly referenced,
eg. using the APA 6th edition of reference guide from Curtin University of Technology,
Australia.
CHAPTER 3: PROJECT METHODOLOGY

3.1 PROJECT SPECIFICATION
This section covers the project as a whole and is presented in a table. Topics to be
included are :
 Project title
 Power supply
 Raw input
 Output
 Production rate
 Dimension, etc.
3.2 PROJECT FEATURES

State and explain the extra features, functions, capabilities, application, etc. of the
project as compared to a normal/existing machine eg. WinCC etc.
3.3 CONTROL STRATEGIES (PIC & Mecha only) + SIGNAL FLOW DIAGRAM (PIC only)
and DATA FLOW DIAGRAM (EIT & NWS only)
3.4 SYSTEM LAYOUT (all other specialized areas) / NETWORK LAYOUT (NWS only)
This section includes :
 Piping & Instrument Diagram or Machine Layout Diagram (assembly
drawing, isometric and orthographic views in 1st angle perspective)
 Electronics/Electrical/Pneumatics, PLC, and Instrument Loop Diagram
 Hook-up Diagram (how the instrument or component is being installed)
with standard format template
3.5 PROJECT COSTING

This section includes costing for the entire project comprising material, fabrication,
standard parts, etc. Product cost should be inclusive of material, labour, machine rental,
secondary process, delivery costs, etc.
3.6 SAFETY
This comprises various safety requirements and safety features. Security features for
NWS only.
CHAPTER 4: PROJECT IMPLEMENTATION

4.1 PROCESS PLAN
Explain the operation of the system and project sequence supported by related block
diagrams/flowcharts. All explanations should be made with reference to the P&ID or
machine assembly.
4.2 QUALITY PLAN

Present a quality plan detailing how quality is to be checked and maintained during your
project implementation.
4.3 PROJECT SCHEDULE

This section includes explanation on main tasks phases, milestones and justified delays
(if any) while meeting the deadline. Provide contingency plans in ensuring that the
project runs smoothly.
CHAPTER 5: FINDINGS AND ANALYSIS

5.1 COMMISSIONING AND TESTING
This section should include procedures and problems encountered and
countermeasures (only technical problems and countermeasures are allowed).
5.2 RESULT AND DISCUSSION

Present results of testing (at least 5 trial-runs) using tables, graphs, etc.
CHAPTER 6: CONCLUSION
6.1 CONCLUSION
State whether project objectives have been achieved. If they have not been achieved,
provide explanation why.
6.2 RECOMMENDATIONS
Provide between 2 to 3 technical recommendations on improvement or upgrading of the
system.
APPENDIX P
Production Technology: Details for Project Report.
CHAPTER 1: INTRODUCTION
1.1 PROJECT BACKGROUND
The project background must comprise of related information/data obtained from reliable
sources, eg. website, and must be re-written (paraphrased) from it being a general idea
to narrowing it down thus, deriving to the corresponding problem statement.
1.2 PROBLEM STATEMENT

The problem statement, usually one or a maximum of two only, must be a continuation
of the general statement derived/constructed from the previous project background.
1.3 PROJECT OBJECTIVES

The project objectives must answer the problem statement(s) by tagging each objective
with a specialization niche. The number of objectives should be approximately between
4 to 6; depending on the complexity of the project.
Upon completion of this project, students should be able :

 To design and construct an automated system of the xxx machine using (a
technology related to the programme)
 To monitor and control the process with the implementation of PLC
CHAPTER 2: FEASIBILITY STUDIES

Feasibility Studies to include both primary and secondary sources. The former must
include at least one interview with an SME or industrialist; and an observation at
industry/an experiment or a market research. The latter must include reliable sources
from print and electronic media. All sources of information must be correctly referenced,
eg. using the APA 6th edition of reference guide from Curtin University of Technology,
Australia.
CHAPTER 3: PROJECT METHODOLOGY

3.1 PROJECT SPECIFICATION
This section covers the project as a whole and is presented in a table. Topics to be
included are :
 Project title
 Material
 Machining process and sub-processes
 Production rate
 Dimension, etc.
3.2 PROJECT FEATURES

State and explain the extra features, functions, capabilities, application, etc. of the
project as compared to a normal/existing die, mould, machining process, product design
specifications (PDS) and analysis, eg. new machining pathway, new material, etc.
3.3 STRIP LAYOUT (TDT only) / MOULD CONCEPT (MoT only) / JIGS & FIXTURES (CPT
only) / SKETCHES + ERGONOMICS TABLE (PDM only)
This section should include drawings (orthographic, isometric, 3D, sectional, etc.) based
on the respective industrial standards. Product explanation comprising product function,
advantages and reasons for choosing this design must also be included with reference
to similar findings in Feasibility Studies.
3.4 CALCULATIONS / TECHNICAL DRAWINGS

For Die – calculations include cutting and bending forces, spring selection, etc.
For Mould – calculations include shot capacity, shrinkage, clamp force, runner and gate
size, etc.
This section includes :
 Piping & Instrument Diagram or Machine Layout Diagram (assembly
drawing, isometric and orthographic views in 1st angle perspective)
 Electronics/Electrical/Pneumatics, PLC, and Instrument Loop Diagram
 Hook-up Diagram (how the instrument or component is being installed)
with standard format template
3.5 PROJECT COSTING

This section includes costing for the entire project comprising material, fabrication,
standard parts, etc. Product cost should be inclusive of material, labour, machine rental,
secondary process, delivery costs, etc.
Product Manufacturing Cost (CPT only)
3.6 SAFETY
This comprises various safety requirements and safety features.
CHAPTER 4: PROJECT IMPLEMENTATION

4.1 PROCESS PLAN
Explain the overall process plan for the project and for each of the component
fabricated. Include individual process plan sheet in the Appendix.
4.2 QUALITY PLAN & CHECKING

Present a quality plan detailing how quality is to be checked and maintained during your
project implementation. Provide records of measurement checks done, specifically for
critical assembly components.
4.3 PROJECT SCHEDULE

This section includes explanation on main tasks phases, milestones and justified delays
(if any) while meeting the deadline. Provide contingency plans in ensuring that the
project runs smoothly.
CHAPTER 5: FINDINGS AND ANALYSIS

5.1 COMMISSIONING AND TESTING
This section should include procedures and problems encountered and
countermeasures (only technical problems and countermeasures are allowed).
5.2 RESULT AND DISCUSSION

Present results of testing (at least 100 pieces produced – TDT and MOT only; from at
least 5 trial-runs – PDM only; and one piece produced – CPT only) using tables, graphs,
etc.
CHAPTER 6: CONCLUSION
6.1 CONCLUSION
State whether project objectives have been achieved. If they have not been achieved,
provide explanation why.
6.2 RECOMMENDATIONS
Provide between 2 to 3 technical recommendations on improvement or upgrading of the
system.

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GMI

GERMAN MALAYSIAN INSTITUTE

FINAL YEAR PROJECT

Training for Advanced T e c h n o l o gy

5th Edition, September 2014

All rights reserved.

1.0 Sequence of Project Report 3

1.1 Verification of Project Report 4

1.2 Title Page 4

1.7 Table of Contents 4

1.8 List of Tables 4

1.9 List of Figures 4

1.10 List of Symbols / Abbreviation 4

1.11 List of Appendix 5

1.12 Chapters and Sub-chapters 5

1.13 Citing Sources of Information 6

1.2 Format of Project Report 8

1.3 Final Year Project Documentation Assessment 9

1.0 Sequence of project report

1. Hard Cover Compulsory - A

2. Hard Cover Side Spine Compulsory - B

3. Blank A4 size paper - - -

4. Verification of Project Compulsory No numbering C

5. Title of Project Paper Compulsory D

Small Roman Number (iii)

8. Acknowledgement Optional Small Roman Number (iv) G

9. Abstract Compulsory Small Roman Number (v) H

10. Table of Content Compulsory Small Roman Number (vi) I

11. List of Tables Compulsory Small Roman Number (vii) J

12. List of Charts or Compulsory Small Roman Number (viii) K

13. List of Symbols,

16. References Compulsory Follow CBE system

17. Appendix Compulsory If Arabic lettering, continues from

18. Bibliography Compulsory Follow CBE system

1.1 Verification of Project Paper

1.2 Title Page

1.7 Table of Contents

1.8 List of Tables

1.9 List of Figures

1.10 List of Symbols / Abbreviation

1.11 List of Appendix

1.12 Chapters and Sub-chapters

Details of what is expected in each chapter are in:

Appendix O : Industrial Electronics

1.13 Citing sources of information

Students are advised to refer to “ The Writer’s Guide to Research and

For Industrial Electronics, the following should be placed in this section:

For Production Technology, the following should be placed in this section:

Detailed drawings (this is part of Chapter 3)

2. Aquino M and Oates F. 1995. Positive Communication Rules. Brisbane:

Students are advised to refer to “ The Writer’s Guide to Research and

1.2 Format of Project Report

No. Subject Remark

1. Paper White A4 size paper weighing 80 grams each

3. Normal Text Font Set to Arial, font size: 11

7. Page Right page only being used.

8. Header By default 1.27 cm

9. Footer By default 1.27 cm

11. Spacing 1.5 spacing between text

12. Distance between paragraphs 2 spacing.

13. Distance between text Charts, or diagram or pictures or illustrations is 2 spacing.

15. * Binding Colour Code

16. Type of Cover Hard-Cover

17. Cover / Side-Spine font colour Gold