TYPES OF TECHNICAL REPORTS

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Sidra Khan
2014-EE-474
Amber
Rasheed
2014-EE-406
Farwa Jafar
2014-EE-408
Syeda
Farwa
Fatima
2014-EE438
2

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Technical
Report
Background of Technical reports
Introduction to technical reports
Purpose of technical reports
Initials of technical reports
“nuts” and “bolts” of technical report
Types of
Technical
Reports
Structural report
Features of my Presentations

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A technical report is a
formal report designed
to convey technical
information.
Technical Report

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• Technical reports first appeared in the early part of the 20th
century;
• The U.S. Geological Survey published a series of Professional
papers beginning in 1902
• National Advisory Committee for Aeronautics (NACA) issued its
first technical report in 1915
• Technical report seems to be the preferred designation.
Background of Technical Report

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• Majority of engineering tasks include the writing of technical
reports
• Objectives
1. help students to present the reports in a professional format.
2. prepare students for the writing of technical reports and
papers in engineering practice.
• How to produce High quality technical report
• an important skill regardless of the means of communication
Brief Introduction to Technical Reports

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Why write reports?
How to write reports in a fashion acceptable to a journal in your
field?
The main purpose of a technical report is fact findings and
prepares the base for making decision.
Purpose of Technical Report

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ask yourself the following questions
Who are your readers
How is the technical report organized
Where are technical reports written
who are your stake holders
Why is the report written
Before you write………………

“Nuts” and “Bolts” of the report
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Structural report
Analytical report
Periodic report
Feasibility report
Progressive report
Informational report
Evaluation Report
Different types of reports

14
• Structural Reports are often referred to as
“Engineers Reports” or “Structural
Engineers Reports” or “Structural Survey”.
• Structural report will specify which items
were inspected and the observations and
conclusions found during the inspection.
• It will state whether or not there is a
structural concern and if so, what needs
to be done to rectify the problem or what
further investigations may be necessary.
What is Structural Report

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Specific
Structural
Report (SSR)
General
Structural
Report (GSR)
Types of Structural Report

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• primary planning document for decision-making about mapping
and construction treatments
• Documentation to help establish significant dates or periods of
construction
• basis for design of recommended work
• summary of information known and conditions observed at the
time of the survey
structural report facilitates

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• title of the structural report
• name of submitting engineer
• name of department
• name of receiving commitee
title page of a structural report

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Sample title Page of a Structural Report
Title of the report
Department + author
name
date of submission
Submitted to

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Road map of Structural Report
STRUCTURAL
INFORMATION
• Executive Summary
• Structural Plans
BODY OF THE
STRUCTURAL REPORT
• Structural Problems
• Recommendations and
department response
CONCLUSIONS

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Sample road map of a structural report

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Structural information
Recommendations and
actions
Identify
structural issues
+
concerns
Full
structural
survey

sample structural information of a
structural report
Full Structural Survey
structural
issues
Resolving
issues

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• thorough overview of the existing conditions of the structural
system
• detailed descriptions of the components that contribute to the
strength of the structure
• Challenges surrounding the project
Executive Summary

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Executive summary of structural report
existing
conditions
Strengthen
components
Challenges

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Structural Plans
A key plan is generally used when only a
part of a plan is being shown, there will be a
smaller version of the entire document,
showing which part that particular page is
showing
Site plan is
a plan of a construction site showing the
position and dimensions of the building
A Location plan will show the Lot in
question with the surrounding streets,
major highways, places that are around it so
that somebody can orientate themselves as
to where the site is.

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Key Plans
plans showing primary architectural elements of each
building. They graphically represent walls, doors,
windows, room numbers, and other features.
wall door
Room number

28
Site plan
Travel ways
garden elements
building footprint
Water pool

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• assessment of structural problem concentrated in a specific area
of the property.
• parts of the property not related to the specific problem may not
be inspected or mentioned in the written report.
Structural Problems

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• Recommendations should be focused on decisions or actions to
be taken (or not taken) as a result of the analysis
• Department’s response will focus on the recommendations.
Recommendations and Department
Response

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• represent the need for more urgent action
Priority Recommendations
Urgently
needed

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• represent the need for lateral action
Other recommendations
need to be
considered

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Conclusion
The property was generally found to be in a condition commensurate with a property
of its age.
Many of the defects noted are issues of general fabric repairs and not significant structural
defects. From a structural aspect there are however areas of concern:
• The condition of the floor in the kitchen.
• The deflections in the main bedroom ceiling joists.
• The structural tie of the walls at wall plate level, in localized areas.
• The water tank supports.
• The cracking in the garden wall which abuts the main dwelling.
• The condition of the garage roof surface coverings.
• The bow in the garage wall below dpc level.
• The cracking in the garage pier and the condition of steel bearings.
Conclusion of general structural survey
report
Main outcome
Relation
to
theory
+ main
ideas

Feasibility report
examines the practicality
of a proposed project
Feasibility reports are
created to help the
decision makers to
choose between
available options.
A feasibility report also determines
whether or not the investigated task
can be done with the amount of
resources available
What is a Feasibility Report?

• The feasibility report answers the question "Should we
implement Plan X?
• Not only does it give a recommendation, it also provides the
data and the reasoning behind that recommendation.
Purpose of feasibility report

Structural fundamental principle
The structural fundamental principle to this type of report is:
• you provide not only your recommendation, choice, or judgment, but
also the data and the conclusions leading up to it.

Important Features of a Basic Feasibility Report
Below are the seven elements of a feasibility report:
1. Introduction
2. Criteria/Constraints
3. Methods of obtaining facts
4. Overview of Alternative Options
5. Evaluation
6. Conclusions
7. Recommendations

Introduction
• The introductory part of the report of the report should:
• Provide the reason why you conducted this study.
• provide background information.
• identify the alternatives you investigated.
• persuade readers to use this study as a valid document.

Example of introduction section

Criteria/constraints
• This part should identify the standards by which the action or
alternatives were evaluated?
• It is also very important to map out the constraints of your
suggested solutions.
• Sources of criteria

• This part of your paper demonstrates to the reader what you
discovered through your research, actually matters and has
reliability.
• With strong methods for finding out your facts, your readers
will then feel comfortable and confident to make the necessary
changes.
Methods of obtaining facts

• You must underline the key features of each possible option.
• Make sure they are easy to understand and presented in a friendly
layout.
• Keep in mind that the goal is to allow your audience to make the
best decision.
Overview of Alternative Options

• This should be the bulk of your report, you must evaluate the
options using the criteria you created.
• Add graphs, charts, etc. to show that you have studied your
options, and have come up with statistics that back up your
reasons as to why your alternative beats the competition.
Evaluation

Conclusion
• You need to state the conclusion you have came up with.
• How did you evaluate the alternatives?
• And then from there, which alternative best fit your
organization.

You need to use
your experience
and knowledge in
order to state
which option you
think should be
adopted.
Recommendations

Example of recommendation section

• what sub-goals have been
accomplished,
• what resources have been expended,
• what problems have been encountered,
• whether the project or process is
expected to be completed on time and
within budget.
An assessment
that takes
place during a
project or
process, that
conveys details
such as
Definition of progress report

Purpose of the progress report
Main purpose:
• Project monitoring
• accountability

Reassure recipients that you
are making progress, that the
project is going smoothly,
and that it will be complete
by the expected date.
Provide their recipients
with a brief look at some
of the findings or some of
the work of the project.
Give their recipients a
chance to evaluate your
work on the project and
to request changes.
Give you a chance to
discuss problems in the
project and thus to
forewarn recipients.
Force you to establish a
work schedule so that
you'll complete the
project on time.
Progress reports have several important functions:

Points to be covered in progress report
• How much of the work is complete
• What part of the work is currently in progress
• What work remains to be done
• What problems or unexpected things
• How the project is going in general
In the
progress
report, you
explain any
or all of the
following:

Contents of progress report
1. Introduction
2. Project description
3. Work status
4. Problems encountered
5. Summary & conclusion

It should include
Topic and purpose of the report:
• Very briefly explain the project and what this progress report is
for
Time period covered:
• The date from the commencement of the project to the present
date
Introduction

Example introduction to a progress report

• In most progress reports, include a project description to review
the details of your project for the recipients
Project description

Example project description from a
report

Work status
• It describes
• Work completed before this report
• Work completed during this time period-present work
• Work you need to complete before you finish the project –future work

• Describe problems encountered during the report period and
solutions adopted.
• Describe problems not solved and propose solutions.
Problems encountered

• Give an overall assessment of the work progress on site and
highlighting the issues to be brought to the attention.
• Give an estimate for the completion date for the project.
Summary and Conclusions

Overall appraisal used as conclusion to a
progress report

• This type provides an opinion or judgment rather than a yes-no-
maybe answer or a recommendation.
• It provides a studied opinion on the value or worth of
something.
• This type of report compares a thing to a set of requirements (or
criteria) and determines how well it meets those requirements.
What is an evaluation report?

• The purpose of the evaluation report can be twofold;
to:
• assist in decision-making; and
• to provide a better understanding of the project's achievements
(and areas for improvement).
Purpose of evaluation report

It includes
• Title of evaluation report
• Executive summary
• Background of project
• Purpose, intent and design of the evaluation study
• Results
• Discussion
• Conclusions, recommendations and options
Contents of evaluation report

• Choose a title that is descriptive of your project keeping your
main audience in mind.
Title of evaluation report

This might cover:
• origins of the project (e.g. in response to some perceived need)
• project goals and objectives
• staff and resources involved
• funding sources
Background of project

This is a critical opening to the report. It should provide:
• an overview of the evaluation (the 'what' and 'why');
• the major sources of data and methods of data collection and
analysis
• general results of the evaluation
• summary of recommendations
• any major limitations or constraints placed on the evaluation.
Executive summary

Items here include:
• aims/objectives of the evaluation (refer to Practice Note)
• evaluation criteria chosen (performance measures, standards in
this case we require the set key competencies)
• key questions explored
• other design parameters — data collection and analysis
methods, data sources
• composition of evaluation team (rank, level etc).
Purpose, intent and design of the
evaluation study

• This section provides a description of the evaluation findings.
• Use graphs, tables, diagrams etc. to aid understanding and
interpretation where necessary.
Results

This should include:
• interpretations of the findings
• any limitations or weaknesses in the findings, methods, data,
etc.
• judgments against the evaluation criteria
• comment on the generalizability of the findings
• any 'unexpected' findings.
Discussion

This section should encapsulate the outcomes of the evaluation
and clearly point to appropriate actions that stem from the
findings.
It should include:
• overall judgment
• comment on the validity and reliability of the findings on which
the conclusions are made
• any recommendations for change/improvement.
Conclusions, recommendations and options

What is an information report?
• Information report provide data, facts, feedback, and other
types of information without analysis or recommendations
• Recommendations is the biggest difference between
informational and analytical reporting.

The purpose of an
information report is to
classify and describe
general classes of
phenomenon by
organizing and
recording factual
information.
Purpose of information report

uses facts
to explain
something
gives
details
about a
topic
does not
contain
personal
views
An information report :

Information report structure typically includes an opening
statement (often a classification of definition), a series of
paragraphs describing various aspects and features of the topic, a
summary paragraph and conclusion i.e
• Title
• Introduction
• Body (Paragraphs)
• Conclusion
Structure of information report

Title
The first part of an information
report is the title, or heading, of
the report. This will tell the
reader what topic is covered in
the report.

• The first introductory
paragraph, known as the
classification, explains the
aspects of the topic that
will be covered in the
report.
Introduction

• The following information is
contained in the body
paragraphs.
• This is where the topic of the
report is covered in more
detail.
• These paragraphs use factual
information to give the
reader a better
understanding of the topic.
• Sometimes, these
paragraphs are broken up by
sub-headings to help
organise the information
Main body (paragraphs)

• The conclusion of an
information report
gives any final details
or facts about the
topic. It may also be
used to review what
the report was
about.
Conclusion

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Contents
• Analytical
Report
• Periodic
Report
• Checklist
&
Overview

• An analytical report examines a problem or issue and
recommends an action.
• These reports attempt to describe why or how something
happened and then to explain what it means.
• An analytical report is professional document written mostly for
business uses.
What is an analytical report

Goals of an analytical report
Assesses
Opportunities
Solves Problems
Supports Decisions

Title page.
Table of contents.
Introduction.
Executive summary.
Conclusions and
recommendations.
Appendices.
Elements of an analytical report

The title of the report should
• Be long enough to describe the report's contents.
• Incorporate the key words from the report.
Title page

• An outline for the report.
• The table of contents allows your reader to easily find the
information.
• The table of contents is usually constructed using chapter or
section titles.
Table of Contents

• Concise version of your report.
• The purpose of the analytical report.
• Research design.
• General conclusions.
• Any recommendations.
Executive summary

• The introduction should establish the context of your work and
explain the problem being researched.
• It includes
1. A “resources” section.
2. A “scope” section.
3. A “limitations” section.
Introduction

Tables of figures are necessary
only when the report has a
number of charts, graphs, or
line drawings and the readers
will be accessing them non-
sequentially.
Glossaries are necessary only
in those rare cases when the
report will use a number of
terms that are not familiar to
the reader.
Table of Figures & Glossary of Terms

• Conclusions are a natural extension of the
report and complete its logic.Conclusions
• Recommendations typically look to the future.
Recommendations
Conclusion and Recommendations

• Appendices are supplementary materials you include at the end
of your report.
• Each of your appendix should be numbered or lettered
consecutively and given a title.
• Appendix should be referenced in the table of contents and in
the body of text.
Appendices

The key term is
ANALYZE
Use simple, clear
language .
Every point
you make in your
report must be
supported by
factual data from
your research.
Tips for writing an analytical report

• It is one which is submitted at regular intervals for the purpose
of recording information.
• It can take almost any form depending on the project and the
frequency of reports required.
• It serves to show comparison and tendencies.
What is a periodic report?

• Consider all the activities of the organization for the specific time
period.
• Begin by noting the time period.
• Are you sharing information about the last two weeks,the past
month or the fiscal year?
• The information or data may include performance, current
status, challenges faced during the period, activities undertaken.
How to write a periodic report?

• Organize task so you can report them logically.
• Once lists are completed categories of tasks becomes
subheadings under a major heading.
• Organize so the reader can find important information easily.
How to write a periodic report?

When written for an internal
reader a short periodic report
may be formatted as memo.
For an external reader, the
report may be formatted as a
letter.
Format For The Audience

• For the introduction, develops an overview that briefly presents
the highlights of the report.
• Mention each idea included in a major heading.
• Also state the reporting period, the times of which the
document describes activities or progress.
Introduction

• Tasks proposed to be completed in the upcoming period.
• Problems encountered.
• List of submitted reports.
• Copy of submitted reports.
• Response to questions and comments on previous report.
• Methods and materials.
• Data and analysis.
• Significant findings.
Status Summary & Technical Summary

• In the conclusion,
highlight any key
ideas and refer to
the next report.
Conclusion

Checklist for effective technical report
• Are the purpose and aims clear?
• Are the main points included?
• Are the points supported by evidence?
• Is all the information relevant to the purpose?
• Is the information presented clearly?

Checklist for effective technical report
• Is the language clear and easy to understand?
• Is the style formal?
• Is the grammar and punctuation correct?
• Is the spelling ok?
• Are the conclusions and recommendations clearly
linked to the purpose and based on findings?

125
The Structural report will specify
which items were inspected and the
observations and conclusions found
during the inspection.
Overview

Overview
A feasibility report is a
document that assesses
potential solutions to the
business problem or
opportunity, and determines
which of these are viable for
further analysis.
A progress report is a
written record of what has
been done and what is left
to do on a project.

Overview
Evaluation report provides
an opinion or judgment
rather than a yes-no-maybe
answer or a
recommendation.
Periodic report is one which
is submitted at regular
intervals for the purpose of
recording information.

Overview
Information report provide
data, facts, feedback, and
other types of information
without analysis or
recommendations.
An analytical report
examines a problem or issue
and recommends an action.

129
• https://www.tu-
chemnitz.de/phil/english/sections/linguist/independent/kursmaterialien/TechComm/acch
tml/feas.html
• https://www.slideshare.net/mobile/lisachiang1209/progress-report-12696365
• http://evaluationtoolbox.net.au/index.php?option=com_content&view=article&id=48&Ite
mid=60
• http://surveyorsreports.co.uk/structural_engineer_report.htm
• https://www.youtube.com/watch?v=u9djIwXfM3Q
• http://www.tasbuildinginspections.com.au/wp-content/uploads/2014/04/Sample-
Structural-Building-Inspection-Report.pdf
• https://www.youtube.com/watch?v=MrljzRy6HVc
• https://www.youtube.com/watch?v=OSVEsZjGf30
• https://prezi.com/il20fla4ks4i/periodic-report/
Refrences

TYPES OF TECHNICAL REPORTS

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