UPM / FK / BP / FYP

A GUIDE TO
STUDENT PROJECT

BAHAGIAN AKADEMIK, HAL EHWAL PELAJAR, ALUMNI DAN

JARINGAN INDUSTRI & MASYARAKAT
FAKULTI KEJURUTERAAN
UNIVERSITI PUTRA MALAYSIA
 UPM / FK / BP / FYP

TABLES OF CONTENTS

CONTENTS

1.0 INTRODUCTION 3

2.0 REQUIREMENTS AND PROCEDURES

2.1 Carrying out the project 3

2.1.1 Responsibilities of the student 3

2.1.2 Responsibilities of the supervisor / coordinator 3

2.2 Final Report 3

2.3 Evaluation 4

2.3.1 First Semester Evaluation 4

2.3.2 Second Semester Evaluation 4

3.0 PREPARATION OF THE REPORT

3.1 Physical Requirement of the Report 4

3.1.1 Paper 4
3.1.2 Margins 4
3.1.3 Font Type and Size 4
3.1.4 Spacing 5
3.1.5 Pagination 5
3.1.6 Mathematical Text 5
3.1.7 Illustration 5
3.1.8 Type-written Copy 5

3.2 Format of the Report 6

3.2.1 Arrangement of Contents 6

3.2.2 Cover 6
3.2.3 Inside Cover Page 7
3.2.4 Approval Sheet 7
3.2.5 Acknowledgements (if any) 8
3.2.6 Table of Contents 8
3.2.7 List of Tables 8
3.2.8 List of Figures 8
3.2.9 List of Symbols 8
3.2.10 Abstract 8
3.2.11 Introduction 8
3.2.12 Literature Review 8
3.2.13 Methodology 8
3.2.14 Results and Discussion 9
3.2.15 Conclusions 9
3.2.16 References 9
3.2.17 Appendices 9
3.2.18 Biographical Sketch(Optional) 9

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4.0 PROJECT WORK SCHEDULE 10

5.0 THE USE OF ACADEMIC AND CAMPUS SERVICES IN STUDENTS 10

PROJECT WORK

5.1 Ordering Equipment 10

5.2 Manufacture of Equipment (if applicable) 10
5.3 Visual Aids Facilities 11
5.4 Correspondence 11
5.5 Supervisor’s Responsibilities 11

6.0 THE USE OF REFERENCES IN TECHNICAL WRITING 12

6.1 Reference in the text 12

6.2 References at the end of the text 12
6.3 The essential elements of a good reference are 12
6.4 Volume Works 12

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1.0 INTRODUCTION

The preparation of a report forms an important part of the students work in this Faculty. The final
year student project is a partial fulfillment of the requirements for all the Bachelor of Engineering
programs. This guide has been prepared to help the final year student with the selection,
implementation, and presentation of an acceptable project work and report. It is also a useful
reference for the project supervisor in guiding the student in meeting the necessary requirements
set by the Faculty.

The project work is intended to provide the students with the opportunity to apply theoretical
knowledge to solve engineering problems. It is also aimed at helping students to develop initiative
and to gain experience in research methods and procedures, collection, analysis and presentation
of engineering data with the necessary observations and conclusions. The main objective is to help
the student develop initiative in tackling a problem by himself / herself.

Student should follow closely to what has been outlined in this guide and observe the time
schedules and datelines, which will be acknowledged from time to time by the project coordinator.

2.0 REQUIREMENTS AND PROCEDURES

2.1 CARRYING OUT THE PROJECT

2.1.1 Responsibilities of the students

It is the responsibilities of the students to ensure that the project work is carried out to meet
the necessary requirements set by the Faculty. A lot of initiative and hard work are expected
from every student. Students are expected to meet the supervisor and discuss the project
work as often as possible.

As soon as a project is approved by the Faculty Project Coordinator, the student should
start working on it immediately by further detailed planning, preparation of equipment and
the pursuit of experimental work.

2.1.2 Responsibilities of the supervisor / coordinator

The supervisor is expected to meet the student from time to time to advise and monitor the
progress of the project work. It is also the responsibility of the supervisor to see that
students follow closely all the datelines set by the Faculty Project Coordinator. The
supervisor is also expected to advise the student to follow the guideline in this book in
preparing the project report. The Coordinator/Head of Department is required to identify
examiners upon consultation with the supervisor. He is expected to assist the student in
making arrangements for use of facilities, editing the reports, visits or attendance at
colloquia if these are deemed necessary as part of the program of work.

2.2 FINAL REPORT

The final report is to be typewritten in Bahasa Malaysia or English and preferably should not
exceed 100 pages. Two hardbound copies of the final report must be submitted to the
respective department clerk before the appropriate dateline. The Faculty has the right to
reject reports that do not satisfy any of the requirements or down grade the result.

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2.3 EVALUATION

2.3.1 First Semester Evaluation

For the first semester, project work will be evaluated based on the following:

i) Presentation of Project Proposal 5% (by supervisor and/or examiners)

ii) Report of Project Proposal 5% (by supervisor)
iii) Project Work 20% (by supervisor)

The evaluation criteria for each of the items above are based on the expected Program
Outcomes (PO). The marks will be filled in FK3/Q/PROPEL3.

Each student should submit a typewritten copy of his / her project proposal and present a
short seminar on the proposed project. It is the responsibility of the student, not the Faculty,
to arrange for the typing of the report and for its completion within the dateline set. KKA and
those department adopting KKA’ s format, need to refer to A Guide To Final Year Plant
Design Project for evaluation.

2.3.2 Second Semester Evaluation

For the second semester, the project work will be evaluated based on the following:

i) Project Work 30% (by the supervisor)

ii) Project Report 30% (by the examiners and supervisors)
iii) Oral Exam 10% (by the examiners and supervisors)

The evaluation criteria for each of the items above are based on the expected Program
Outcomes (PO). The marks will be filled in FK3/Q/PROPEL3.

An oral examination will be held within a week immediately after the final examination week
when the student presents his / her report. The project report must be submitted to the
supervisor and examiner through the respective department clerk at the latest, one week
before the oral examination.

A panel of 3 members is recommended to give the oral examination. External observers

from other educational institutions may be invited to attend the oral presentation. Failure to
submit the final report in hardbound copies in the specified time may result in an F grade for
the project report.

3.0 PRPEPARATION OF THE REPORT

3.1 PHYSICAL REQUIREMENT OF THE REPORT

3.1.1 Paper
An 80 gm White Simili paper or paper of equivalent quality should be used. The paper
should be of A4 size (210 x 297 mm).

3.1.2 Margins
The text is re commended to be typed on one side of the paper only with margins of not less
than 40mm on the left and 25mm on the top, bottom and right.

3.1.3 Font Type and Size

The report should be typed by using Times New Roman font with “12” in size.

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3.1.4 Spacing
The report should be typed preferably in double spacing. The following, however, should be
single spaced in the text of the report:

a) Foot notes
b) Quotations longer than 3 lines
c) Reference
d) Tables
e) Computer Programs
f) Appendices

Major sections should begin on a new page on the fifth double space from the top of.

Avoid having a single line of a paragraph.

3.1.5 Pagination
Pages are numbered consecutively from introduction to the end of the report, including
pages of figure, tables, computer programs and appendices. Page numbers appear by
themselves and are not to be enclosed in parenthesis, hyphens or other decorative
symbols. Pages preceding the introduction may carry page numbers in small roman
numerals (i, ii, iii…). The title page should not be numbered though it is counted as page i.

3.1.6 Mathematical Text

Mathematical text must be spaced out; superscript must be clearly shown as such.

3.1.7 Illustration
Photographs, drawings, graphs and other illustrations which are not incorporated in the text
must be reproduced on A4 size card or paper leaving a margin of not less than 2cm all
around. Where large-scale engineering drawings or maps are used, copies reduced to A4
size must be included in the report where appropriate. In any case a complete set of the
original drawings or maps should be handed in with the report. Diskettes of the programs
and negatives should also be included where required.

3.1.8 Type-written Copy

The first copy must be the original copy. Second and third copies should be photo copies of
the original. Carbon copies will not be accepted.

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3.2 FORMAT OF THE REPORT

3.2.1 Arrangement of Contents

A report consists of many parts arranged in a certain order. It is recommended that the
following occur in the following order, although not every report will include all the items
listed.

Blank Leaf
Title Page
Approval
Acknowledgement
Abstract
Table of Contents
List of Tables
List of Figures or Illustrations
List of Symbols
Introduction
Other Chapters as Necessary
Probably including
Introduction
Literature Review
Materials and Method
Results and Discussion
Conclusions
Summary
Reference
Appendices
Biographical Sketch (Optional)
Blank Leaf

3.2.2 Cover

NAME OF THE TITLE

AUTHOR

MATRIC NO.
PROGRAM
HARD COVER
(Navy Blue)
YEAR

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FONT TYPE
Times New
Roman
Font Size: 14

MATRIC NO.

3.2.3 Inside Cover Page

This page includes the following
information:
Title of Project Full name of
Author The degree for which the
report is presented
The month and year in which the
degree is granted

3.2.4 Approval Sheet

This sheet bears the signatures
of the Supervisor and two other
members of the panel certifying
approval of the report.

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3.2.5 Acknowledgement (if any)

Acknowledgements may be given to those who help in the supervision of the project. It
may be found necessary to seek information and special assistance, particularly from
outside the Faculty or University, which should be acknowledged. Students should judge
as to whether the quality and quantity of the assistance requires acknowledgements. The
wording should be simple, concise, tactful and modest.

3.2.6 Table of Contents

This page is self-explanatory. It serves as a synopsis of the structural pattern of the
report. As far as possible, subdivision of headings should be limited to three levels. All
materials following the table of contents are listed in it. No preceding material is listed.
The headings as listed in the table of contents must be worded exactly as they appear in
the body of the report.

3.2.7 List of Tables

If the report contains a lot of tables, a separate page should be allocated to a list of them,
giving the table number, the exact title and the page where it may be found.

3.2.8 List of Figures

If the report contains a lot of tables, a separate page should be allocated to a list of them,
giving the table number, the exact title and the page where it may be found.

3.2.9 List of Symbols

All symbols and abbreviations for scientific terms as used in the report should be listed on
this page and their full interpretation given, along with their units where necessary.

3.2.10 Abstract
The abstract covers briefly the whole of the work in the report. It is presented so that any
other reader, who is attracted by the title of the project. Can know a little more without
having to read the whole report. Any reference to the literature is not made in the abstract
but if such references are necessary, they should be footnoted. Abstract should not
normally exceed 250 words and must be written in standard Bahasa Malaysia or English.

3.2.11 Introduction
This is an introduction to the project work as a whole, the problem, social, economic and
technical reasons why the project is of importance, its significance on a limited front or its
possible application to a wider field.

3.2.12 Literature Review

It is important that a student doing a certain project work should know what has already
been done related to his project. Having done this reading, it is important that the main
outlines be recorded and the reference to the work be made (Refer 3.2.15)

3.2.13 Methodology
This should contain an accurate description of the equipment used and the experiments
carried out. It should be sufficiently detailed for the reader to be able to repeat the work if
necessary and know exactly the circumstances under which it was done. While only
representative successful experiments need to be described in detail, it is often described
in detail, it is often desirable to mention briefly the unsuccessful experiments and wrong
turnings which occur for the benefit of the reader.

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3.2.14 Results and Discussion

This is the heart of the project work and distinguishes a project report from references or
description. This is the place where the results of experimentation are reported and
appraisal of what has been written before. A place where comparisons are made,
argusions reached.

3.2.15 Conclusions
Conclusions are the natural outcome of the results and discussions. These are essential
parts of all reports even if the only possible conclusion that can be reached is no
conclusion can be drawn from the project and that further work is necessary in a certain
direction. There is a clear distinction between conclusions and comments. The student
has really learnt from his project work if he can separate out the conclusions from the
comments.

3.2.16 References
Nearly all projects will involve the reading of a number of reference. The list of reference
forms a very valuable part of the work since it enables the reader to seek more work
consulted and also protect writes in matters of copyright.

Information from the source. It is a common courtesy to quote the authors of the work
consulted and also protect writes in matters of copyright

3.2.17 Appendices
Any information, which may contain the following, should be included under Appendices:

a) Original data that are lengthy and or lesser importance

b) Long quotations or descriptions

c) Other relevant information that are not readily available to the reader

3.2.18 Biographical Sketch (Optional)

This section is optional. It is a brief background of the author. It may include information
like age, occupational experience, academic qualification, or even marital status. The
purpose of this section is to introduce the author to readers.

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4.0 PROJECT WORK SCHEDULE

This schedule is a guide to students and supervisors involved in final-year projects.

SEMESTER I WEEK
Briefing of projects by supervisors / coordinator / head of department 1-2
Registration of chosen projects by students 1-2
Preparation of project proposals 3-4
Identification of examiners 4
Presentation of project proposal in a seminar 5-6
Student’s mark for semester I is due at the 19
Coordinator / Head of Department Office

SEMESTER II WEEK
Copies of final corrected report for oral presentation 17
Are due to supervisor and examiners
Oral presentation of report 19
Hardbound copies of report and final grade are due at the Head 20
of Department Office

5.0 THE USE OF ACADEMIC AND CAMPUS SERVICES IN STUDENT PROJECT WORK

These notes are intended as a guide to students and for the information of technical, academic
and office staff on the procedures to be adopted when service facilities are required.

In preparing the Project Proposal form the student consultation with his/her supervisor will have
outlined his / her requirements for the various facilities involved. Upon approval the students
should inform the appropriate senior technician of his/her intended assistance, instrumentation
and workshop staff needs. Give relevant dates e.g.: when drawings will be available, when
equipment is required etc. Update this information frequently and keep the senior technician
informed of changes.

5.1 Ordering Equipment

On the Project Proposal form, costs (approximately RM 500 per student) will have been
estimated for equipment and materials to be ordered. The supervisor and/or the relevant
senior technician will help to prepare orders, but it is the student responsibility to ensure
that his/her equipment is accurately stated.

5.2 Manufacture of Equipment (if applicable)

5.2.1 Full information is required for all equipment to be made in the workshop. This
must include:
a) General arrangement drawing
b) Fully dimensional detail drawings of all components to be manufactured
c) Complete materials list of all components whether ex-stock or to be bought
out including material specifications and size of all raw materials.

5.2.2 A project number will be allocated which must appear on all drawings, parts list
and other paperwork associated with the project. All drawing must be to the
ISO’A’ series of sizes (eg. A1) with at least a 20mm margin. All dimensions to
be in millimeters. The drawing number will appear in the lower right hand corner
of the sheet, below the title block. The project supervisor’s name and the desired
date for completion of manufacture should be stated.

5.2.3 Throughout the design and draught stage, the student should consult both his/her
supervisor and Drawing office staff. This will ensure that drawings are presented
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in accordance with certain standards and that no serious design or other errors
are present at the time of completion. It is recommended that the Design
Draughtman be consulted during the design stage, as he will be able to comment
on the practicability and economy of manufacture in the workshop.

5.2.4 A set of drawings must include a parts list. On completion the set of drawings is
submitted to the Project Supervisor for approval. Prints are taken from the
drawings and any errors or changes found necessary are marked on the prints
and the students make corrections.

5.2.5 The corrected drawings and prints are then checked and signed. The original
drawings are filed in the Drawing Office together with the original parts list. The
prints are submitted to the workshop for manufacture.

5.2.6 Proposed revisions to an approved and finally checked drawing must first be
discussed with the supervisor and Drawing Office staff. If prints have been
submitted to the workshop and manufacture commenced, a representative from
the workshop should be included in any discussions.

5.3 Visual Aids Facilities

Requests for visual aids service required should be made at the faculty’s store. Any
requests for visual aids and work to be charged require the approval of the project
supervisor. Approval is at his/her discretion and subject to Faculty work having priority.

5.4 Correspondence
Any correspondence addressed to individuals or organizations outside the Faculty must:
a) Include under the signature of the writer, the writer’s name in black capitals or
typescript.
b) Clarify that the reply should be addressed personally to the writer.
c) Clarify that the enquiry is in connection with a study project.

Letters should normally be written or typed by the student. In exceptional cases only
supervisors may authorize Faculty typing facilities to be used subject to Faculty work
having priority.

5.5 Supervisor’s Responsibilities

The supervisor is responsible for general guidance in the arrangements of the student’s
project. He/she should check orders and work required to ensure that Faculty resources
of money, labor and materials are not used wastefully and that costs are correctly
allocated to the student’s project or personal account in accordance with the arrangement
outlined above.

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6.0 THE USE OF REFERENCES IN TECHNICAL WRITING

The objective of giving references is to let the reader:

i) Know what sources the writer drew on.

ii) Know which information comes from which source.
iii) Find the original information to check it or obtain more information.

6.1 Reference in the text:

The practice is to give a note after the quoted material, either in the form of a number
which refers to numbered references quoted in full at the end, or by giving the author’s
name and year of publication for example:

i) Fiber reinforced concrete is a composite material consisting of concrete with fibers

(17).
ii) Fiber reinforced concrete is a composite material consisting of concrete with fibers
(Shirley, 1975)

6.2 References at the end of the text:

In example (i) number lists the reference, while in example (ii). The reference is not
numbered but listed in the author’s name.

Listing references may be presented in either way (as mentioned in example (i) and (ii) in
the previous paragraph). It should be noted here that the value of the references would be
reduced if it is poorly presented. The test of a well-prepared reference is whether a
reader, here or elsewhere can readily identify and locate the material that has been cited.
Regardless of style therefore, completeness and accuracy are essential.

6.3 The essential elements of a good reference are

1) Authorship
2) Year of publication
3) Title of publication
4) Medium of publication and
5) Number of pages in the publication

Examples given below are presented in section according to the type of publications. This is
done to illustrate how to handle various kinds of materials referred to and does not mean
that the reference section should be similarly presented.

6.4 Volume Works:

If the source is a textbook, monograph, pamphlet or report the following information should
be given in the order stated:

i) Author (or Editor, Compiler, Translator)

ii) Year of Publication (in parentheses)
iii) Title of Article/Chapter/part of section
iv) Title of Book/Monograph/Pamphlet/Report Edition
v) No. Publisher
vi) Page number referred to

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Example:

DESCH, H.E. (1973). Timber, Its Structure and Properties 5th Ed. London, Macmillan, 424p.

NEVILLE, A.M. (1973). Properties of Concrete. 2nd Ed. London Pittman, 687p.

WHITMORE, J.G (1973). Palms of Malaya, Kuala Lumpur. Oxford Univ. Press. 129p.

Periodicals:
When the reference is an article in a technical journal the following should be given:
i) Author
ii) Year of Publication (in parenthesis)
iii) Title of Article
iv) Name of Periodical (abbreviated, underlined and followed by a comma)
v) Volume number
vi) Issue number
vii) Page numbers referred to

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