GMI

GERMAN MALAYSIAN INSTITUTE

FINAL YEAR PROJECT

DOCUMENTATION HANDBOOK
Diploma Final Year Project Documentation
Guidelines

Training

for

Ad v a n c e d

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

TABLE OF CONTENTS

Contents
1.0

Page

Sequence of Project Report

1.1

Verification of Project Report

1.2

Title Page

1.3

Oath

1.4

Dedication

1.5

Acknowledgements

1.6

Abstract

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

1.13

Citing Sources of Information

1.14

Appendix

1.15

Bibliography

1.2

Format of Project Report

1.3

Final Year Project Documentation Assessment

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

2. Hard Cover Side Spine

Compulsory

3. Blank A4 size paper

4. Verification of Project
Supervisor

Compulsory

No numbering

5. Title of Project Paper

Compulsory

No numbering, but considered

as (i)

6. Oath

Compulsory

No numbering but considered as

(ii)

7. Dedication

Optional

Small Roman Number (iii)

8. Acknowledgement

Optional

Small Roman Number (iv)

Compulsory

Small Roman Number (v)

Compulsory

Small Roman Number (vi)

Compulsory

Small Roman Number (vii)

Compulsory

Small Roman Number (viii)

Compulsory

Small Roman Number (ix)

Compulsory If
Appendix is
attached

Small Roman Number (x)

Compulsory

Arabic lettering (1)

16. References

Compulsory

Follow CBE system

17. Appendix

Compulsory If
Appendix is
attached

Arabic lettering, continues from

last numbering

9. Abstract
10. Table of Content
11. List of Tables
12. List of Charts or Diagrams
13. List of Symbols,
Abbreviations,
14. List of Appendix

15. Chapters & Sub-chapters

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.
appendices shall be tagged.

All

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 writers 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 authors 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 Writers 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 Writers 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.

6.

Sub chapters

Each sub-chapter should be labelled in Arial, capital, bold, font

size: 12, left, with Numbering, for e.g.

Sub-sub-chapters

2.2

SUB-CHAPTER TITLE or

4.3

SUB-CHAPTER TITLE

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 students 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

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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

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* Please delete or add where applicable.

APPENDIX D

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APPENDIX E

I / We hereby declare that this project paper is authentic and the group members are

Signature

Name of Group Member

Signature

Name of Group Member

Signature

Name of Group Member

Signature

Name of Group Member

Date

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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.

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Left Margin
3.5 cm

Right Margin
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.

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Left Margin
3.5 cm

Right Margin
2.5 cm

Bottom Margin (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 Introduction

1.2 Background Theory

1.3 System Layout

10

CHAPTER 2

Title
2.1 Sub-title 1

13
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2.2 Sub-title 2
Left Margin
3.5 cm

15

2.3 Sub-title 3

17

2.4 Sub-title 4

19

Right Margin
2.5 cm

APPENDIX J

Top Margin (2.5 cm)

2.5 cm

LIST OF TABLES
Bottom Margin (2.5 cm)
4 Spacing
TABLE

TITLE

1.1
1.2

Sequence of Project Report

Format of Project Report

1
2

1.3

Measurement of Torque

Left Margin
3.5 cm

PAGE NUMBER

Right Margin
2.5 cm

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Bottom Margin (2.5 cm)

APPENDIX K

Top Margin (2.5 cm)

2.5 cm

LIST OF DIAGRAMS
4 Spacing

Left Margin
3.5 cm

DIAGRAMS

CONTENT

PAGE NUMBER

1.1

Block Diagram of Closed

Loop Speed Control

1.2

Torque versus Speed

Curve of an Introduction
Motor

1.3

Flow Chart of Step 1

11

Right Margin
2.5 cm

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Bottom Margin (2.5 cm)

APPENDIX L
Top Margin (2.5 cm)
2.5 cm

LIST OF SYMBOLS AND ABBREVIATIONS

4 Spacing

Left Margin
3.5 cm

D,d

Diameter

Gravity

Toque delivered at shaft

P1

Power to be delivered to shaft

P2

Power output

Ra

Armature resistance

Right Margin
2.5 cm

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Bottom Margin (2.5 cm)

APPENDIX M
Top Margin (2.5 cm)
2.5 cm

LIST OF APPENDIX
4 Spacing
APPENDIX

TITLE

Sample Verification of
Project

80

Sample Verification of
Project Supervisor

81

Sample Verification of
Department

82

Sample Title Page of

Project

83

E
Left Margin
3.5 cm F

PAGE NUMBER

Sample of Oath
Right Margin
2.5 cm

P1

Power to be delivered to shaft

P2

Power output

Ra

Armature resistance

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Bottom Margin (2.5 cm)

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
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
2.1.1 SUB-SUB-CHAPTER
1 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
Left Spacing

lines should be 1.5 spacing.

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3.5 cm

2.5 cm

Right Spacing

Bottom Margin (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

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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 :

3.2

Project title

Power supply

Raw input

Output

Production rate

Dimension, etc.

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
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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
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State whether project objectives have been achieved.
achieved,
6.2

If they have not been

provide explanation why.

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

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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 :

3.2

Project title

Material

Machining process and sub-processes

Production rate

Dimension, etc.

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

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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

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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.

achieved,
6.2

If they have not been

provide explanation why.

RECOMMENDATIONS
Provide between 2 to 3 technical recommendations on improvement or upgrading of

the

system.

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