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Writing Common Engineering Documents (Informal Reports)

Inspection Reports Laboratory and Field Reports Specifications Reports Proposals Progress Reports Instructions Recommendation Reports
Ch5-B

Writing Common Engineering Documents (Progress Reports)

These reports summarize the progress in your project, what has been accomplished, what still need to be done, what resources have been used, what problems have arisen This report could be weekly, monthly, every three or six months, and yearly
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Writing Common Engineering Documents


(Content and Organization of Progress Reports) Introduction: Indicate purpose of the report and provide a brief overview of its contents Project Description: Give a short description of the project, the purpose of the project, starting and completion dates, names of the companies involved in the project Problems Encountered: Discuss the problems you encountered and the expected problems which may jeopardize the quality, cost or schedule of the project
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Writing Common Engineering Documents


(Content and Organization of Progress Reports) Progress Summary: Summarize work completed in the previous period, work underway in the current period, and work planned for future periods, this is called (Timeperiods approach). Summarize which tasks in the project have been completed, which tasks are currently underway, and which tasks are planned for future work (Project-task approach) Overall Assessment of the project: General opinion on how the project is going
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Writing Common Engineering Documents


(Content and Organization of Progress Reports) Changes in Requirements: Include any changes in the work such as time schedule, changing design, changes in equipments Format For large projects, the progress report could be very long which means that it should be in formal format (with title page, table of contents, abstract, and appendices) bounded, and attached with covering letter
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Writing Common Engineering Documents (Progress Reports)

Ch5-B

Writing Common Engineering Documents (Informal Reports)


Inspection Reports Laboratory and Field Reports Specifications Reports Proposals Progress Reports Instructions Recommendation Reports
Ch5-B

Writing Common Engineering Documents (Instructions)


This kind of writing include stepbystep instructions and procedures for employees, colleagues, customers, or clients. Instructions explain how to assemble, operate, or troubleshoot some new product The critical issue in instructions writing is to put yourself in your readers place, making no unwarranted assumptions about their background or knowledge, and providing them everything they need to successfully complete the procedure or instruction
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Writing Common Engineering Documents


(Content and Organization of Instructions) Introduction: Include some combination of the following: 1. Subject: Indicate the procedure youll explain 2. Product: If you are providing instructions for a product, identify it 3. Audience: Indicate the knowledge or background your readers need in order to understand your instructions. If no special background is needed, indicate that as well 4. Overview:
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Writing Common Engineering Documents


(Content and Organization of Instructions) Special Notices Most instructions contain special formatted notices for warnings, cautions, and dangers Often these comments appear in the introduction as well as in the body of the instructions at those points where they apply If you neglect to include these special notices, You may find yourself in a lawsuit if readers injure themselves
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Writing Common Engineering Documents


(Content and Organization of Instructions) Special Notices Style and Format Note: To emphasize special points or exceptions that might otherwise be overlooked Caution: To alert readers to the possibilities of minor injury because of some existing condition as well as possibilities of developed dangerous situation because of some unsafe practice (see Figure 5.8) Attention: To alert readers to a potential for ruining the outcome of the procedure or damaging the equipment (see Figure 5.9)
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Writing Common Engineering Documents


(Content and Organization of Instructions) Special Notices Style and Format Danger: To call attention to a situation that is potentially lethal or extremely hazardous to people (exposed high voltage wires as a result of removing a computer side panel) Use this notice with discretion, reserving it for situations where irreparable injury or loss of life could occur unless extreme care is used
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Writing Common Engineering Documents (Instructions Special Notices)

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Writing Common Engineering Documents (Instructions Special Notices)

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Writing Common Engineering Documents (Recommendation Reports)


A recommendation report evaluates or promotes an idea (an endorsement of telecommuting for fellow employees) The context can vary: Management might direct you to study the feasibility of telecommuting To make recommendations, management might direct you to compare telecommuting products and then recommend one
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Writing Common Engineering Documents (Recommendation Reports)


A recommendation report, as its name indicates, makes a recommendation about plans, products, or people In its simplest form, it establishes certain requirements (often called criteria), compares two or more options, and recommends one Other elements may be involved (background on the technology; descriptions of the options; an explanation of how the field was narrowed)
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Writing Common Engineering Documents


(Content and Organization of Recommendation Reports)

Introduction: Indicate the purpose of the report which is to recommend something for a certain situation. Also, indicate briefly the content of the report. Background on the Situation: You may discuss the circumstance that led to the need of such a report Requirements: Indicate the requirements needed (cost, capabilities, operational features, software-specifications, ease of use, file transfer capabilityetc)
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Writing Common Engineering Documents


(Content and Organization of Recommendation Reports)

Technical Background: For certain situations, you may need to do a brief technical discussion on certain items, or components especially if new technology is involved Description: You may need to describe the options that you are comparing (without evaluation or showing any advantages of any option, do NOT be biased)
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Writing Common Engineering Documents


(Content and Organization of Recommendation Reports)

Point-by-Point Comparison: You focus on comparison between the options by considering specific items (performance, cost, ease of use, warranties, service, capabilities). You also need conclude which item is the best among the options Conclusions and Summary: You summarize each item for each option and provide ranking for each one Recommendations: Which option you recommend based on the above summary
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Writing Common Engineering Documents


(Recommendation Reports)

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Writing Common Engineering Documents


(Recommendation Reports)

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Writing Common Engineering Documents


(Recommendation Reports)

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Writing Common Engineering Documents (Terms)


Recommendation Reports: Compare two or more options against each other (and against certain requirements) and then make a recommendation. Evaluation Reports: Compare an idea, program, or thing against criteria or requirements as means of determining its value. This type may end with a recommendation; however, the essential part is the statement of the value of the idea, program, or thing
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Writing Common Engineering Documents (Terms)


Feasibility Reports: Compare a project against requirements relating to is economic, technical, or social practicality, and then recommend whether the project should be initiated Proposals: Make a bid or seek approval to do a project and then supply supporting information on the proposers qualifications. The primary task is to land a contract or get approval
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