Roof Cooling Project Report

Engineering Report Writing Guidelines

This document describes the required format for reports in ME310/332/333

Spring 2018 (last revised)

Contents of ME Upper Level Engineering Reports

All reports must include the following sections:

• Cover Page

• Objective

• Background (may include experimental procedure)

• Results and Discussion

• Conclusions

• References (when needed)

• Appendix (usually needed)

#A Raw Data (must provided)

#B Sample Calculations

#C Uncertainty Analysis

Page Format of ME Engineering Reports

The report must contain several sections, each clearly labeled with section titles.

It should be a total of approximately three pages of written text, but extend well

beyond that with the inclusion of figures and/or tables (figures must be interlaced

within the text as appropriate). Except for the cover page, the reports must be:

• Text should be in Times New Roman, 12-point font • Lines should be single spaced • Page margins set at 1.25 inch • Paragraphs separated by a double space

The section format and content should contain a logical structure, similar to that

which is found in a professional engineering report/paper or scientific study.

Some details are explained on later slides.

As a rule of thumb, past tense is used with a third person voice. “Writing in third

person is writing from the third-person point of view, or outsider looking in, and

uses pronouns like he, she, it, or they. It differs from the first person, which uses

pronouns such as I and me, and from the second person, which uses pronouns

such as you and yours.” (http://examples.yourdictionary.com/examples-of-writing-in-third-person.html)

Title of Report

by

Name of Person submitting Professional Title

Company working for

Street address, State Zip Code

Phone number

Email address

Submitted to:

Jane Smith

John Doe

Organization they work for Street address, State Zip Code

Phone number

Email address

Date of Report

Cover Page

• This represents a typical cover page with no logo or other labels which many organizations typically utilize as a standard format

• It must include: • title of report

• name(s) of submitter(s) and who they work for

• Report date

• Person(s) and company submitted to

• If desired it could also contain your company logo, notice of contents classification (proprietary, internal use only, for client only, etc.).

• Does not include results

Objective • Concisely tells all that that is in the report in one or two paragraphs, i.e. who,

what, why, when, where, how, results, recommendations.

• This is usually the most important part of a report.

• Be quantitative in providing only the most significant results for the sake of brevity.

• It is slightly different than an abstract typically found in an academic communication such as a scientific paper or research report.

• Describe:

(1) what was done - objective

(2) how it was done - Method

(3) what the significant results were - results

(4) conclusions & recommendations

• Does not:

(1) provide general information

(3) refer to diagrams or figures or references

• Remember this is NOT AN INTRODUCTION

Sample Objective (academic/science based)

Stated the objective(s) of

the experiment

Specified the method (how it was done)

Included quantitative results

and their uncertainties

Discussed uncertainties

Showed future direction of the experiment

Background

This is section is designed to provide the following:

• Background Information: by providing some background you introduce the reader to the problem under study

• Provides the motivation: reasons you are conducting the present work

• Provides your Objectives: i.e. what you hope to learn from this work.

• Briefly discuss your approach: how you conduct your study and any reasons for choosing this method. Include reference to standard test methods (for example; ASTM E8, methods for tensile testing of metallic materials)

• Describe the analytical model development; give the major equations, but leave detailed development to an appendix or references if such information is warranted.

• This part could be written as a mixture of figures, equations, and sentences but not just a list of information.

Clearly express the problem/task that is being addressed, and how the project originated.

Gives appropriate technical background to provide reader with understanding of the techniques and

theories involved in the work. But do not go into technical detail when audience is familiar with the

topic. Assume the reader is technically literate.

When your testing is routine, and audience familiar with the methods, include brief

experimental description in background. Briefly describe experimental set-up so that someone could

accurately repeat your work. Could include equipment make, model, lab certifications, or other

pertinent information so the audience can ascertain the work was carefully conducted.

Sample Background (academic/science-based)

[1]

Provided theory or background Provided motivation

to people to read on

Governing

equations

included Equations are numbered and explained in the text

Each terms in the

equations are

explained

Mentioned the purpose

Results & Discussion

• In this section, you present all the results of your experiment/test

• explain and interpret your results

• compare qualitatively and quantitatively the theoretical predictions and the experimental results

• quantify and describe the suspected sources of error and uncertainty

• evaluate differences between theory and experiment and provide reasons for those

• Tables, graphs, and equations are used to summarize the results

• Describe all tables and figures in the text

• Raw data can often be put in an appendix, but its description and interpretation should be given here

• Detailed calculations should be included in the appendices. If there are large tables, or a large number of tables and figures, put them into an appendix and provide a summary in this section to indicate the overall results

• All data, except the original raw values, must be converted to consistent units. Use proper significant digits.

Gives the results of your work as it is described and analyzed. In this section you

develop/analyze information from the results that leads to overall conclusions. This is

often the easiest part to write and also gets you to learn more about your data than you did

initially. Consider writing this part first. Be certain to refer to the figures presenting your

data as you discuss the results.

Sample Results & Discussion (academic/science-based)

Table 2: Experimental data

(2)

(3)

(4)

(5)

(6)

Began immediately stating

results (in narrative form)

Used Tables & Visuals (symbols)

Tables have headings for each column & proper title

Balance tables in white space. They should look neat

Confidence levels shown for uncertainty work

Equations were discussed after they presented

Figures have descriptive title showing

findings

Axes were labeled with units

Every figure was discussed

List your assumptions as you make them

Figure 3: Regression Analysis

(7)

(8)

(9)

(9)

[3]

Show the steps you performed in order

Lines always indicate a regression was performed. Do not

show if you didn’t do one.

Show equation and R-squared values for regression lines

Show Units

Discuss the

quality of your

results

Does your answer

make sense?

All the variables presented in the discussion

should be defined

Conclusions

• This section is a brief summary of the results and discussion from the report, but does not include new data or analysis. Use it to drive home your message and lay the foundation for future work.

• It is still discussion, where you concisely bring together results, and perhaps insert your opinion of the results (degree of success of failure of the study)

• Pronounce your judgement as:

What are the key findings of the testing/experiment?

How good is the analytical model being used?

Does it show upper/lower bound of the results?

• Implications of your conclusions: how your results would apply to your original objective?

• Present recommendations for what further work is needed, if applicable.

• The conclusion section has much in common with the executive summary

Sample Conclusions (academic/science-based)

s:

Give concise, meaningful

statements in conclusionsShow key results

List errors you

discovered during

experimentation

Future ideas

References (Citation)

• The reference section shows where you got information that was not your own

• List all references used, in alphabetical order using the author’s last name. If information off the web is used the website is an appropriate reference.

• You need to use citations in your writing when:

1. you incorporate information from other sources:

− factual material

− graphs and tables of data

− pictures and diagrams

2. you quote word-for-word from another work

• For example, in a report if you present the theory in the Background you must include citations which provide the source of this theory

Example:

The fluid force (lift and drag) occurs on the surface of a moving or a stationary object placed in a fluid stream (Cengel et al. 2014).

Sample References Format

Sample for Textbooks:

1. Cengel and Boles (2016), Thermodynamics – An Engineering Approach, 8th Edition, McGraw Hill, New York, pp. 225 – 242.

Sample for Lab Handouts:

2. Mechanical Engineering Program (2017), ME347 Lab Material, Western Kentucky University, Bowling Green, KY.

Sample for Article/publications:

3. Beer and McMurray (1997), A Guide to Writing as an Engineer, John Wiley & Sons, Inc., New York, pp. 1 – 126.

Sample for Weblink:

4. The Engineering Toolbox

http://www.engineeringtoolbox.com/water-properties.html

Appendix

• The appendix includes details, which are too lengthy to be included in the main text but may be of interest to someone who really wants to know all the details of the project being reported

• When calculations are important to the effort, it must include sample calculations even if you use MathCAD or spreadsheets to do your calculations

• It must contain all raw data taken at the time of the experiment

• The multiple appendices are normally labeled in sequential letters (Appendix A, Appendix B, etc.) and each appendix begins on a new page.

Sample Appendix

Appendix – A: Raw Data Appendix – B: Sample Calculations

Page I Page II

General Comments

• Each report must be typed using a word processor and stapled.

• Use tables, graphs, sketches, pictures and whatever is necessary to make your point clearly. Also, you must label with captions your tables and figures, etc. Example Label: Descriptive word, symbol, (units).

• ALL figures presented must be referenced by number and discussed in the text. Any figure or table presented that is not discussed in the text will be treated as if it was left out altogether.

• Always clearly show your units. Points will be deducted if you don’t.

• Be aware of the significant digits in reporting your results. If the accuracy of one of the measured parameters is only 3 significant digits then any variable, which contains that parameter, cannot have more significant digits!

• The reports must be neat and grammatically correct.

• Proper placement of figures in your results/discussion section. Do not leave blank space in the middle of write up (before or after figures/tables).

• Use page numbers

• If you need assistance in any aspect of this report see the instructor. Likewise, if you want a draft review stop by and seek it out.