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    EAPP-REPORTING

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    15 views17 pages

    Eapp Reporting

    Uploaded by

    Deither Pitas

    Copyright:

    © All Rights Reserved
    Download as PDF or read online from Scribd
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    of 17
    Objectives and Structures of Various Kinds of Reports Match each word in Columa A with its definition in Column B. Write the letter of the correct answer. Column A 1. Title Page 2, Acknowledgements 3. Body 4. Conclusion 5. References Column B a. This is the main section of the report b. The significance and relevance of study is discussed in this section c. This is a list giving the full details of all the sources to which you have made reference within your text, d. A list of people and or who have helped you in the comp of report and other related work. ©. It should include the title, your name, and the name of the person to whom it is being submitted, date of submission, your course / department. Q What's New A. Write in the fruit of the tree (apple) the word/words associated with the word. “report”, REPORT zs B. Arrange the scrambled words to form the various kinds of report. Ay) What is It Reports are part of our lives—starting from school reports through news reports on TV and Radio to many kinds of reports we are required to submit in the course of our work. From time to time, the Government sets up committees and commissions to report on various issues of social, political, and economic importance ‘There are various Parliamentary committees such es Committee on Human Resources, Committee on Agriculture, Committee on Industry, Committee on Science & Technology, Committee on Environment & Forests, and so on are set up to discuss, analyze, and report on various matters pertaining to the respective Ministries. Such committees meet from time to time, work out a detailed plan to conduct surveys and collect data from various sources, and finally submit their findings and recommendations in the form of a technical report. WHAT IS A REPORT? + It is @ major form of technical/business/professional communication. In writing @ report, a person who possesses certain facts, ideas, or stiggestions useful for courses of action transmits this information to another person who wants to use it + Arreport can be the description of an event by a person who witnessed it to somebocly else who was not actually present on the scene. + Ttcan be the description of the conditions that did exist, that do exist, or that are likely to exist. In short, we can say that a report is usuelly a piece of factual writing, based on evidence, containing organized information on a particular topic and/or analysis of that topic. + Its formal in nature and is written for a specific purpose and audience. It discusses the topic in depth and contains conclusions and recommendations if required. TYPES OF REPORT Informal Report * The informal report functions to inform, analyze, and recommend, + It usually takes the form of a memo, letter or a very short international document like a monthly financial report, monthly activities report, research and development report, etc. ‘+ This report differs from the formal report in length and formality + It is written according to organization style and rules, but usually does not include the preliminary (front) and supplemental (back) material. + The informal report is usually more controversial in tone and typically deals with everyday problems and issues addressed to a narrow readership inside the organization. ‘Types of Informal Report ‘There are many embodiments of the informal report: + Progress report + Sales activity report + Personnelevaluation + Financial report + Feasibility report + Literature review + Credit report Formal Report + The formal report is the collection and interpretation of data and information. «The formal report is complex and used at an official level + Itis often a written account of a major project. + Examples of subject matter include new technologies, the advisability of launching a new project line, results of a study or experiment, an annual report, or a year-old review of developments in the field. ‘Types of Formal Report ‘They can be categorized as: + Informational reports + Analytical reports + Recommendation reports Informational Reports + Informational reports present results so readers can understand a particular problem or situation + Example: Manager of a city's website might prepare an informational report for the city council, the report would provide statistics on the number of people who pay their city water and sewage bills online etc. + Informational reports might: > Present information on the status of current research or of a project. > Present an update of the operation in your division, > Explain how your organization or division docs something. > Present the results of a questionnaire or research. Analytical Reports + This type goes a step beyond presenting results. Analytical reports present results analyze those results, and draw conclusions based on those results. * These reports attempt to describe why or how something happened and then to explain what it means + Like informational reports, analytical reports can be formal or informal, * Explain what cause a problem or situation ~ Present the results of a traffic study showing accidents at an intersection - the report explains what it means. + Explain the potential results of a particular course of action. + Suggest which option, action, or procedure is best. Recommendation Report: + This type advocates a particular course of action. This usually present the results and conclusions that support the recommendations. * This type is identical to analytical report. + For example, your analytical report suggests using treatment X is more efficient than treatments Y and Z, However, that does not mean that you will use treatment X as cost and other considerations might recommend treatment + What should we do about a problem? * Should we or can we do something? + Should we change the method or technology we use to do something? OBJECTIVES OF REPORTS The purposes for which reports are written vary widely. Given below are some important purposes of reports: + To present a record of accomplished work (Project report] + To record an experiment (primary research report/laboratory report) + To record research findings or technical specifications a report on the details of a new product) + To document schedules, timetables, and milestones (a report on a long-term plan) + To document current status (an inspection report) + To record and clarify complex information for future reference fa report on policies and procedures) + To present information to a large number of people (annual report) 10 + To present organized information on a particular topic (a repert describing the working of various divisions of an organization) + To recommend actions that can be considered in solving certain problems. (recommendatory report) STRUCTURE OF REPORTS A key feature of reports is that they are formally structured in sections. The use of sections makes it easy for the reader to jump straight to the information they need Unlike an essay which is written in a single narrative style from start to finish, each section of a report has its own purpose and will need to be written in an appropriate style to suit - for example, the methods and results sections are mainly descriptive, whereas the discussion section needs to be analytical. Understanding the function of each section will help you to structure your information and use the correct writing style. Reports for different briefs require different sections, so always carefully check any instructions you have been given. Title The title needs to concisely state the topic of the report, It needs to be informative and descriptive so that someone just reading the title will understand the main issue of your report. You do not need to include excessive detail in your title but avoid being vague end too general, Abstract (Also called the Summary or Executive Summary) This is the ‘shop window’ for your report. It is the first (and sometimes the only) section to be read and should be the last to be written. It should enable the reader to make an informed decision about whether they want to read the whole report. The length will depend on the extent of the work reported but it is usually a paragraph or two and always less than a page. A good way to write an abstract is to think of it as a series of brief answers to questions. These would probably inchide: > What is the purpose of the work? > What methods did you use for your research? » What were the main findings and conclusions reached as a result of your research? > Did your work lead you to make any recommendations for future actions? What is the purpose of the work? > What methods did you use for your research? ul > What were the main findings and conclusions reached as a result of your research? > Did your work lead you to make any recommendations for future actions? Introduction (Also called Background or Context] In this section you explain the rationale for undertaking the work reported on, including what you have been asked (or chosen) to do, the reasons for doing it and the background to the study. It should be written in an explanatory style. State what the report is about - what is the question you are trying to answer? If it is a brief for a specific reader (e.g. a feasibility report on a construction project for a client), say who they are. Describe your starting point and the background to the subject, for instance: what research has already been done jif you have been asked to include a Literature Survey later in the report, you only need a brief outline of previous research in the Introduction); what are the relevant themes and issues; why are you being asked to investigate it now? Explain how you are going to go about responding to the brief. Ifyou are going to test a hypothesis in your research, include this at the end of your introduction. Include a brief outline of your method of enquiry. State the limits of your research and reasons for them, for example, “Research will focus on native English speakers only, as a proper consideration of the issues arising from speaking English es a second language is beyond the scope of this project”, Literature Survey (Also called Literature Review or Survey/Review of Research} This is a survey of publications (books, journals, authoritative websites, sometimes conference papers) reporting work that has already been done on the topic of your report. It should only include studies that have direct relevance to your research. A literature survey should be written like an essay in a discursive style, with an introduction, main discussion grouped in themes and a conclusion. Introduce your review by explaining how you went about finding your materials, and any clear trends in research that have emerged. Group your texts in themes. Write about each theme as a separate section, giving a critical summary of each piece of work and showing its relevance to your research. Conclude with how the review has informed your research (things you will be building on; gaps you will be filling ete.). 12 Methods {Also called Methodology} You need to write your Methods section in such a way that a reader could replicate the research you have done. There should be no ambiguity here, so you need to write in a very factual informative style. You need to state clearly how you carried out your investigation. Explain why you chose this method (questionnaires, focus group, experimental procedure etc.), include techniques and any equipment you used. If there were participants in your research, who were they? How many? How were they selected? Write this section concisely but thoroughly - go through what you did step by step, including everything that is relevant. You know what you did, but could a reader follow your description? Results (Also called Data or Findings) This section has only one job which is to present the findings of your research as simply and clearly as possible. Use the format that will achieve this most effectively e.g. text, graphs, tables, or diagrams. ‘When deciding on a graphical format to use, think about how the data will look to the reader. Choose just one format - do not repeat the same information in, for instance, a graph and a table. Label your graphs and tables clearly. Give each figure a title and describe in words what the figure demonstrates. Writing in this section should be clear, factual, and informative. Save your interpretation of the results for the Discussion section. Discussion This is probably the longest section and worth spending time on. It brings everything together, showing how your findings respond to the brief you explained in your introduction and the previous research you surveyed in your literature survey It should be written in a discursive style, meaning you need to discuss not only what your findings show but why they show this, using evidence from previous research to back up your explanations This is also the place to mention if there were any problems (for instance, if your results were different from expectations, you couldn’ find important data, or you 13 had to change your method or participants) and how they were or could have been solved. Conclusion Your conclusions should be a short section with no new arguments or evidence, ‘Sum up the main points of your research - how do they answer the original brief for the work reported on? This section may also include: + Recommendations for action + Suggestions for further research References (Also called Reference List or Bibliography) List here are the full details for any works you have referred to in the report, including books, journals, websites, and other materials. You may also need to list works you have used in preparing your report but have not explicitly referred to- check your instructions for this and for the correct style of referencing to use. You can find information about how to reference more unusual materials (television programs, blogs etc.) from various websites including the Learntigher website on referencing, If you are not sure, the rule is to be consistent and to give enough details that a reader can find the same piece of information that you used. Appendices ‘The appendices hold any additional information that may help the reader but is not essential to the report’s main findings: anything that ‘adds value’, That might include (for instance) interview questions, raw data or a glossary of terms used. Label all appendices and refer to them where appropriate in the main text (e.g. ‘Sce Appendix A for an example questionnaire). Which section should I write first? It can be helpful to write up sections as you go along, This means that you write about what you have done while it's still fresh in your mind and you can see more easily if there are any gaps that might need additional research to fill them. In addition, you do not end up with a large piece of writing to do in one go - that can be overwhelming. Here is a suggested order for writing the main sections: 14 |. Methods and Data/Results: As a rough guide, the more factual the section, the earlier you should write it, So sections describing ‘what you did and what you found’ are likely to be written first. 2. Introduction and Literature Survey: Sections that explain or expand on the purpose of the research should be next, What questions are you seeking to answer, how did they arise, why are they worth investigating? These will help you to see how to interpret and analyze your findings. 3. Discussion: Once you have established the questions your research is seeking to answer, you will be able to see how your results contribute to the answers and what kind of answers they point to. Write this early enough that you still have time to fill any gaps you find. 4. Conclusions and Recommendations: These should follow logically from your Discussion. They should state your conclusions and recommendations clearly and simply. 5. Abstract/Executive Summary Once the main body is finished you can write a succinct and accurate summary of the main features. | What’s More \oy Read the questions carefully and choose the letter of the correct answer. 1, Awritten report is more formal than an oral report, a. True . False Which of these is usually written in a form of a memorandum? . Formal Report Informal Report - Analytical Report Recommendation Report Boge 3. Which of these is not a formal report? a. Scientific b. Analytical c. Informational d. Recommendation 4. Which of these reports is usually more controversial in tone and typically deals with everyday problems and issues? a. Formal Report b, Informal Report c. Analytical Report d. Recommendation Report 5. Which of these reports present results, analyze those results and draw conclusion based on those results? a. Formal Report b. Informal Report ©. Analytical Report d. Recommendation Report 16 What I Have Learned Assess your learning progress by completing the following statements. GETTING DEEPER! Lesson: What I want to say about the lesson: ‘What I found out: 7 ct) What I Can Do Read the report below then do the tasks that follow. Fast-food Addiction (1) It is no secret that the US is leading the world in its swelling obesity. The nation is subsisting on a diet of high-calorie convenience food. In fact, Americans have increased their spending on fast-food items from $6 billion to nearly $160 billion annually over the past four decades. What may come as a shock, however, is the accumulation of evidence suggesting that the main ingredients in the typical ‘hamburger, fries, and a cola” ere addictive compounds that keep customers lining = up_—sfor_—sttheir_~=—snext _—_fix. (2) The key culprits are sugar and fat, Empirical studies reveal that the heavy dosage of these substances in today’s super-sized standard of a fast-food ‘meal can trigger brain activity similar to that endured when a person is on hard drugs. A representative individual serving at McDonald's or Burger King can dish out up to 2000 calories, including more than a cup of sugar and 84 grams of fat. Single-handedly, this meal sized portion meets the full caily calorie requirement for the average woman. Moreover, it exceeds the recommended daily allowances of both sugar and fat for any adult, regardless of gender. (3) Whereas heroin is an opiate, both sugar and fat _ stimulate endogenous opioids such as beta-endorphins in the hypothalamus, just above the brain stem. These naturally occurring painkillers activate the release of dopamine, a neurotransmitter, into a small cluster of cells located in the midbrain called the nucleus acumens. Here, dopamine functions to elicit feelings of pleasure or euphoria. What's more, it motivates an individual to proactively repeat any action that originally fueled its production. In the case of sugar and fat, purported addiction is a consequence of the body craving the release of dopamine inherent in their consumption, (4) To validate reports that fat and sugar behave in a druglike fashion, researchers have conducted laboratory studies demonstrating that they induce classic addictive symptoms. For example, eliminating suzar from the nutritional regime of rats that are used to a primarily sweet diet produced anxiety asymptomatic of heroin and nicotine withdrawal. Moreover, increased tolerance to adldictive food substances was noted. In one experiment, rates were fed a chocolate drink containing a high ratio of both fat and sugar. Although the animals were found to ingest increasing amounts of the potent liquid, their total production of resulting brain opiates was, in fact, diminished. This would suggest that the rodents had become progressively more tolerant to the elfects of fat and suger. Furthermore, it is likely they would subsequently require a greater quantity in order to achieve the same high. (5) Likewise in humans, brain-imaging scans of obese and non-obese persons illustrate that the heftier the individual, the fewer dopamine receptors are present. Researchers are uncertain whether this is the basis or the outcome of obesity. However, it is clear that as weight rises, individuals need to consume increasingly larger portions to experience a comparable euphoric effect, 18 Guide Questions 1, What is the main issue in the introductory paragraph? 2, What are the culprits mentioned in paragraph 2? 3. Give two scientific proofs that sugar and fat behave like drugs causing addiction, 4, How does the author conclude the report? Is there any caution suggested in the conclusion? If yes, what are those? 19 Assessment Match the different parts of report with their respective descriptions. wie 10. COLUMN A Title Page Abstract Introduction Literature Survey Methodelogy Results Discussion Conclusion References Appendices » COLUMN B ‘This is the ‘shop window’ for your report It sums up the main points of your research. It is where you clearly carried out your investigation. It presents the findings of your research as simply and clearly as possible It needs to be informative and descriptive so that someone just reading this will understand the main issue of your report. It holds any additional information that may help the reader but is not essential to the report's main findings. List here are the full details for any works you have referred to in the report, including books, journals, websites, and other materials. It brings everything together, showing ‘how your findings respond to the brief you explained in your introduction and the previous research you surveyed in your literature survey, This is a survey of publications (books, journals, authoritative websites, sometimes conference papers} reporting work thet has already been done on the topic of your report. In this section you explain the rationale for undertaking the work reported on, inctudling what you have been asked (or chosen] to do, the reasons for doing it and the background to the study. 20 Additional Activities List at least three important purposes of writing report and explain them. Assessment Rubric Main idea or | izamerwrrmastin | cane sectarwrters | tr matin er oen Organization, | ‘epiire,mekle,and nd | he tepnnng. mila ond | ReEPonse neds ranger Grammar, Usage romana | erercere commas cga| msRene Gene: tare and Punctuation | Pu'

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