16 Proposals and Formal Reports

Prof. Srikanta Patnaik, Professor

Department of Computer Science and Engineering
SOA University, Bhubaneswar, Odisha, India

Email: patnaik_srikanta@yahoo.co.in
Learning Objectives

 Identify and explain the parts of informal and formal

proposals.
 Describe the preparatory steps for writing a formal report.

 Collect data from both primary and secondary sources,

including company data, library resources, and on-line data.
 Learning Objectives
 Distinguish among five organizational strategies for reports.

 Outline topics and use appropriate heading format.

 Illustrate data using tables, charts, and graphs.

 Sequence 13 parts of a formal report.

Preparing to Write Formal Reports
Limit the Scope of the Report.
 How much time do you have to prepare the report?

 How long can you make it?

 How accessible is the data?

 How thorough should your research be?

 Preparing to Write Formal Reports
Write the Statement of Purpose.
 Describe the goal, significance, and limitations of the
report.
The purpose of this report is to present recommendations for meeting
basic education training needs of employers in the immediate city
area. The report will identify basic skills lacking in entry-level
workers and will rank the importance of those basic skills. This
research is important because employers have expressed
dissatisfaction with the skills of entry-level workers; however, those
skills have not been identified. This report will not identify specific
job requirement skills, which represents a different training need.
Collecting Data

Primary Sources Secondary Sources

Collecting Data

Primary Sources

Observations
Collecting Data

Primary Sources

Observations Interviews
Collecting Data

Primary Sources

Observations Interviews Surveys

Collecting Data

Primary Sources

Observations Interviews Surveys Experiments

Collecting Data

Secondary Sources

Company
Collecting Data

Secondary Sources

Company Library
Collecting Data

Secondary Sources

Company Library On-line

Collecting Data

Secondary Sources

Company Library On-line

Proprietary
Databases
Collecting Data

Secondary Sources

Company Library On-line

Proprietary CD-ROMs
Databases
Collecting Data

Secondary Sources

Company Library On-line

CD-ROM or
Printed Indexes
to Periodicals
Collecting Data
Secondary Sources

Company Library On-line

CD-ROM or
Printed Indexes
to Periodicals

Journals, Maga-
zines, Newspapers,
Trade Publications
Collecting Data
Secondary Sources

Company Library On-line

CD-ROM or On-line or
Printed Indexes Printed Catalogues
to Periodicals of Holdings

Journals, Maga-
zines, Newspapers,
Trade Publications
Collecting Data
Secondary Sources

Company Library On-line

CD-ROM or On-line or
Printed Indexes Printed Catalogues
to Periodicals of Holdings

Journals, Maga- Books, Govern-

zines, Newspapers, ment Publications,
Trade Publications Microfilm, etc.
Collecting Data

Secondary Sources

Company Library On-line

Internet (World
Wide Web, Gopher,
Newsnet,etc.)
 Collecting Data
Secondary Sources

Company Library On-line

Internet (World
Wide Web, Gopher,
Newsnet,etc.)

Web Search Gopher Search National and World Government Commercial

Engines (Canada.com, Tools (Archie, Newspapers and Publications and Information
Yahoo, etc.) Veronica) Magazine Archives Databases (Northern Light,
Lexis-Nexis, etc.)
 Collecting Data
Secondary Sources

Company Library On-line

Internet (World Commercial

Wide Web, Gopher, On-line Services
Newsnet,etc.) (Sympatico,
AOL Canada, etc.)

Web Search Gopher Search National and World Government Commercial

Engines (Canada.com, Tools (Archie, Newspapers and Publications and Information
Yahoo, etc.) Veronica) Magazine Archives Databases (Northern Light,
Lexis-Nexis, etc.)
Searching Strategies
 Become acquainted with library’s resources.
 Learn to use a computer to conduct research.
 Don’t allow yourself to become a victim of information
overload.
 Be resourceful and persevering when searching for data.
 Keep excellent notes.
Organizing Data
 Deductive:

Proposals, recommendations, findings first.

For readers who are supportive and knowledgeable.
 Inductive:

Facts and discussion first, conclusions last.

For readers who need to be educated.
Organizing Data

 Chronological:

Information sequenced along time line.

Useful in presenting historical data or in describing a
procedure.
 Geographical or spatial:

Data organized by physical location.

Organizing Data
 Topical or functional:

Data arranged by topic or function.

Organizing Data
 Data may be arranged in order of importance.

 Some reports may combine more than one organizational

strategy.
Outlining
Title of Topic
I. First main topic
A. Major subdivision No. 1
1. First subdivision of Topic A
2. Second subdivision of Topic A
B. Major subdivision No. 2
1. First subdivision of Topic B
2. Second subdivision of Topic B
Outlining
II. Second main topic
A. Major subdivision No. 1
1. First subdivision of Topic A
2. Second subdivision of Topic A
B. Major subdivision No. 2
1. First subdivision of Topic B
2. Second subdivision of Topic B
Illustrating Data
General tips
 Clearly identify the contents of the visual aid with meaningful
titles and headings.
 Refer the reader to the visual aid by discussing it in the text
and mentioning its location and figure number.
 Illustrating Data

 Locate the table close to its reference in the text.

 Strive for vertical placement of visual aids.

 Give credit to the source if appropriate.

Tables
 Most frequently used visual aid in reports.
 Summarizes substantial data in readable, concise form.

 Uses systematic columns and rows.

 Table
Table 1
POST SECONDARY GOALS
OF HIGH SCHOOL GRADUATES

Post Secondary Goals Planning to Attend Attending

Employment 4% 3%
2-year trade school 7% 8%
2-year comprehensive college 28% 33%
4-year college or university 58% 54%
Military 3% 2%
_____________________________________ _______ _____ ______
Source: Saskatoon Star Phoenix
 Charts and Graphs
 Bar charts and other graphs show relationships
between variables.
 Spreadsheet and presentation software programs
produce quality graphics.
1. Assemble data.
2. Choose pie chart, bar chart, organization chart, or other form.
3. Key in data.
4. Print hard copy or import into report file.
Bar Chart
16
14
12
10
8
6
4
2
0
OBJECTIVE:
To compare one item with others.
 Sample Vertical Bar Chart
Figure number FIGURE 1
Figure title 1995 MPM Income by Division

Scale value 40
Millions of Dollars
$32.3
30 $24.3
$22.0
20

10
Scale captions Theme Motion Videos
0
Parks Pictures
Source note Source:AET Predictors Research (Toronto:CompDat, 1999).225
 Line Chart
16
14
12
10
8
6
4
2
0

OBJECTIVE:
To demonstrate changes in quantitative data over time.
 Pie chart

OBJECTIVE:
To visualize a whole unit and the proportion of its components
Sample Pie Chart

Theme Parks

Motion Pictures
$22.0
Videos $32.3

$24.3
Organization Chart
I. M. Bossie
President

H. E. Soldit Penny Worth U. R. Wright

Sales Accounting Marketing

Sales Product Advertising

Staff Design Staff

OBJECTIVE:
To define a hierarchy of elements
 Introduction
 Explain the problem motivating the report.
 Describe the background and significance of the
problem.
 Clarify the scope and limitations of the report.
 Consider reviewing relevant literature.
 Consider describing data sources, methods, and key
terms.
 Close by previewing the report's organization.
Body
 Discuss, analyze, and interpret the research findings or
proposed solution to the problem.
 Arrange the findings in logical segments that follow your
outline.
 Use clear, descriptive headings.
Conclusions and
Recommendations
 Explain what the findings mean in relation to the problem.
 Make enumerated recommendations, if requested.
 Suggest actions for solving the problem.
References and Bibliography
 If footnotes are not provided, list all references in a section
called "Notes," "Works Cited," or "References."
 Optionally, include a bibliography showing all the works
cited (and perhaps consulted) arranged alphabetically.