Lecture 6: Explanation

Report
 Learning Objectives

BY THE END OF THIS UNIT, IDENTIFY THE STRUCTURE OF PRACTICE THE LANGUAGE PRODUCE AN EXPLANATION
YOU SHOULD BE ABLE TO: AN EXPLANATION REPORT FEATURES OF AN REPORT WITH PROPER
EXPLANATION REPORT CITATION AND REFERENCING
 PART 1:
Purpose of Explanation Report
• An Explanation Report serves to give an account of how something works or the reasons for some
phenomenon. While an Information Report talks about the way things are and asks questions like “what is
it?”, an Explanation report, on the other hand, asks questions such as “how does it work? or “why is it so?”.
Explanations are therefore part of the characteristics of scientific texts.

• An Explanation Report is usually written based on a diagram (flow chart) that illustrates a process in
sequence or order. Thus, the sequence of the process is marked with arrows in the diagram.

• The skill of writing good explanations is very useful when you are writing the method chapter of the final
year project report. As the data collection and analysis procedures have been done, past tense is used.
However, for review of articles explaining the current state of knowledge in a particular field, the present
tense is used. In this unit, you will be taught to use the present tense to explain general universal
phenomenon.

• In short, explanation report is useful when you are required to write about processes or a flow of
developments. However, it is not similar to procedural writing (as found in instructional manual or recipes).
 Types Explaining how Explaining Why

Examples Mechanical explanation (Explaining why by

(How does a pump work?) focusing on the
processes and not

Types of Technological explanation

(How does a computer
merely listing the
reasons/causes)
work?)
Explanation Natural explanation
Why do some things
float and others sink?
Reports (How are mountains
formed?) Why do living things
need food?
System explanation
(How does the brain Why does iron go rusty?
work?)
Why does it rain?
 PART 2:
Structure/Organisation of
Explanation Report
• An Explanation usually focuses on a “process”
rather on a “thing”.
• Logical sequence is important in an Explanation.
• Unlike information report, an Explanation report
emphasises largely on explaining each process
that takes place rather than merely providing
facts about it.
 Components in an explanation report
• Title
• Introduction
1. General statement
2. Statement of types
• Body consisting of paragraphs on different steps/processes
1. Topic sentence
2. Elaboration and example
• There is no conclusion for explanation report
 Components Function Example
Title (appears Announces the The process of
on the cover phenomenon project
page of the (topic). management
assignment)
 Components Function Example
Introduction containing the You begin by stating the topic and Many organisations require their employees to work on
statement of phenomenon capturing the interest of the reader specified projects as part of their job. A project enables
(topic) to locate the topic in the general employees of an organisation to collaborate in order to
class of things (General participant) plan and implement ideas to deliver the required goods
From General
and service. Kanda (2011) observed that a project is a
temporary endeavour to accomplish a need or desire.
Projects often involve time, money, and energy, and
handling multiple projects at one time has become a
norm in the industry. Every project has its beginning,
middle period where the project is at its climax and an
ending to either the whole project is successful or
A statement that briefly indicates otherwise (Amiryar, 2012). A key determining factor for
To Specific the steps/processes/stages involved. the successful completion of a project is the way it is
If possible, cite the managed (Kwak & Ibbs, 2002). The process of project
steps/processes/stages involved. management involves six important phases as described
This will train you to appreciate and by Westland (2006), which are initiating, planning,
use existing framework for your executing, monitoring, controlling, and closing (refer to
research paper. Figure 1 in Appendix 1).
 Components Function Example

Body consisting of paragraphs on different
steps/processes
State the step / process / stages clearly in
your topic sentence.
A series of factual explanation for each step
/ process.
Factual information uses the timeless
present tense.
Use separate paragraphs when explaining
the major steps/processes according to
sequence.
Use sufficient elaborations to explain each
step/process/stage in detail.
Note: Do not give your opinion on the
steps/processes
The first phase in the process of
project management is the initiation.
It is the process where the project
begins. At the start of this process, the
team assigned to the project begins to
plan it carefully by first identifying the
objectives and then setting the dates
and times. During this initial process,
Westland (2006) emphasises the need
for team members meet for a number
of times to anticipate and manage any
challenges that arise at the onset. As
soon as the planning is determined
and the challenges are addressed, the
project is defined and established
(Kanda, 2011).
 Components
Body consisting of paragraphs on
different steps/processes
Functi on
State the step / process / stages clearly in
your topic sentence.
A series of factual explanation for each
step / process.
Factual information uses the timeless
present tense.
Use separate paragraphs when explaining
the major steps/processes according to
sequence.
Use sufficient elaborations to explain
each step/process/stage in detail.
Note: Do not give your opinion on the
steps/processes
Exa mple
The next step in the initiation involves producing a
detailed scheduled, followed by the creation of a
financial budget. The team then presents the
plans, schedule, and budget to the head of the
organisation for approval. According to Westland
(2007), when the project is approved, a project
manager is immediately appointed either from
among the team members who initiated the
project or any personnel identified by the head of
the organisation. Atkinson (1999) argues that at
this point, it important for this project manager to
organise a series of meetings with the members of
the team to further discuss and refine the
contents and direction of the project. Once the
project contents are finalised and the direction is
determined, the project proceeds to the detailed
planning process.
 Components
Body consisting of paragraphs on
different steps/processes
Functi on
State the step / process / stages clearly in
your topic sentence.
A series of factual explanation for each step
/ process.
Factual information uses the timeless
present tense.
Use separate paragraphs when explaining
the major steps/processes according to
sequence.
Use sufficient elaborations to explain each
step/process/stage in detail.
Note: Do not give your opinion on the
steps/processes
Exa mple
During this planning phase in the process of project
management, the Time, Cost, Quality, Scope framework
(Sylvester, Rani, & Shaikh, 2011) is applied. This
framework requires that team members conduct
constant reviews related to time, cost, quality and scope
of the project. Constant reviews are necessary due to
inflation which affects the final cost of the project, thus
requiring more or less time to implement (Sylvester et
al., 2011). Reviews often result in a change in scope
which is necessary to avoid compromise in quality
particularly as quality is “the overriding criteria”
(Atkinson, 1999, p. 339). Kwak and Ibbs (2002) believe
that continuous reviews are essential to enhance the
reputation of the organisation and boost the confidence
of the organisation’s stakeholders and investors. A time
line that is achievable and reasonable is then drawn for
this review. At this point, the governing authority’s
approval is received and when this happens, the project
management moves into the next process which is the
execution.
 Components
Body consisting of paragraphs on
different steps/processes
Function
State the step / process / stages clearly
in your topic sentence.
A series of factual explanation for each
step / process.
Factual information uses the timeless
present tense.
Use separate paragraphs when
explaining the major steps/processes
according to sequence.
Use sufficient elaborations to explain
each step/process/stage in detail.
Note: Do not give your opinion on the
steps/processes
Example
The execution, which is the third phase in the
process, involves getting the team to complete
the project. The team works together to
complete the work carefully and thoroughly as
planned. During this process, team members
need to be focussed on the target so as to
complete the work competently and
successfully (Westland, 2007). As the workload
increases, smaller teams are formed at this
stage (Amiryar, 2012). Before such teams are
formed, the members of the main team are
asked to submit their recommendations of
suitable personnel from within or outside the
organisation who are familiar with the contents
of the project (Altay & Kayakutlu, 2012; Amiryar,
2012; Kwak & Ibbs, 2002). The project manager
then shortlists the names of recommended
personnel and submits the list to the head of
the organisation who makes the final decision.
Upon approval, the selected personnel are
assigned to be part of any one of the smaller
teams based on their expertise and experience.
 Components
Body consisting of paragraphs on
different steps/processes
Function
State the step / process / stages clearly
in your topic sentence.
A series of factual explanation for each
step / process.
Factual information uses the timeless
present tense.
Use separate paragraphs when
explaining the major steps/processes
according to sequence.
Use sufficient elaborations to explain
each step/process/stage in detail.
Note: Do not give your opinion on the
steps/processes
Exa mple
Work on the project continues and
during this process of execution,
Tampieri, (2013) cautions that several
conflicts tend to surface which needs
to be dealt with tactfully. The project
manager plays a key role at this point
to ensure that conflicts are either
eliminated or reduced. Managing
challenges require that members of
the main team as well as the smaller
team work together to support one
another (Kwak & Ibbs, 2002; Tampieri,
2013). This process requires clear
communication and the consideration
of all views by the project manager
(Continue until all steps/processes are
explained)
 Components Function Example

Conclusion An Explanation
(No report does not
conclusion) require a
conclusion. It
ends with the
final
step/process.
 *References and
Appendix 1 must each
be on a new page.
 References
Altay, A., & Kayakutlu, G. (2012, August). Collective intelligence for evaluating synergy in collaborative

Make sure innovation. Paper presented at the International Workshop on Artificial Intelligence for Knowledge
Management, Montpellier, France.
Amiryar, H. (2012). Project management life cycle. Retrieved from http://www.pmdocuments.com/project-

you arrange execution-documents-and-templates

Atkinson, R. (1999). Project management: Cost, time and quality, two best guesses and a phenomenon, it’s
time to accept other success criteria. International Journal of Project Management, 17(6), 337-342.

your Kanda, A. (2011). Project management: A life cycle approach. New Delhi, India: Asoke K Ghosh.
Kwak, Y. H., & Ibbs, C. W. (2002). Project management process maturity (PM) 2 model. Journal of
Management in Engineering, 18(3), 150-155.

references
Sylvester, D. C., Rani, N. S. A., & Shaikh, J. M. (2011). Comparison between oil and gas companies and
contractors against cost, time, quality and scope for project success in Miri, Sarawak,
Malaysia. African Journal of Business Management, 5(11), 4337.
Tampieri, L. (2013). The governance of synergies and conflicts in project management: The case of IPA

properly Project RecoURB. Journal of the Knowledge Economy, 4(4), 370-386.

Westland, J. (2007). The project management life cycle. London, England. Kogan Page.
 Appendix 1

Figure 1. The process of project management

 Appendix 1

Figure 1. The process of project management

 PART 3:
Language Features of Explanation Report
• Conjunctions and Sequential terms
These are markers/signals used to show different types of relationships within
sentences or between different sentences.
e.g. firstly, then, following, because, finally.
• Circumstances/adverbs
Adverbs are used in Explanation when the circumstance of the action is necessary
to be explained. They are used to describe verbs.
e.g. The water flows slowly into the tank. (slowly is used to describe the speed of
the water “flow”)
• Factual and precise language
May involve technical vocabulary or jargons for precision in explaining. Jargons are
specialized words used in specific professions or expertise (e.g. intramuscular,
water hammer)
Language must be formal and objective
• Generalised participants
Generalised participants refer to the general class of things (e.g. wind, cars, computers) or subject rather than the
specific ones (e.g. typhoons, Toyota Camry, Apple MacPro).
• Timeless present tense
Explanation contains facts which should remain true all the time. It does not focus on recounting historical facts but
indicate an action that occurs regularly or repeatedly or a state that has no end. Verbs used are usually their basic form
(e.g. for singular - “it happens, grows, is, has; for plural – they happen, grow, are, have).
• Passives
Passives are used in Explanation when the emphasis is on the process/step rather than the subject or the person who
is doing the action. It takes the form of “to be + verb + ed or en (+ by)”
e.g. The phone is used as a communication tool. (Active: People use the phone)
The rat was eaten (by the cat). (Active: The cat ate the rat)
• Action verbs
These are verbs which describe behaviour, actions and happenings.
e.g. Singular - The rain washes away the dirt on the roads. Plural – The cars travel at high speeds.
• - no expression of personal feelings and attitudes (e.g. I feel, I think). Hence, avoid use of personal pronouns (e.g., I,
you, we).