how to write up a project1 part 2

How to write up a project 1

How to write up a project

Part 2

http://www.pums.cam.port.ac.uk/projects/index.htm

This week

– Writing your report• First draft to final draft• Writing style

– Logistics• Referencing• Binding and submitting your report

“[The art of] writing is the art of applying the seat of one’s trousers to the seat of one’s chair”

Kingsley Amis


Practical advice on writing

• Set deadlines (time is shorter than you think) – use report structure to identify writing “tasks”

• Write regularly – find best time of day and place for writing

• Create a work rhythm – keep going if you are inspired• Write up sections when they are ready – when they

are fresh in your mind• Stop at a point from which it is easy to restart

(Dawson, 2005)

Writing strategies I – getting started

• Use your report structure• Draw on experience of e.g. courseworks, writing up

scientific experiments• Start with sections about which you are enthused, or

which you have just completed• Start with the chapters about which you have

something concrete to write, e.g. design, implementation, then work outwards to the more abstract chapters, e.g. literature review, conclusions and recommendations

Defeating writer’s block

• From your report structure…• Write about a small aspect of your project• Write in note form• Then short sentences• Don’t go for perfection

first time

Writing strategies II – Maintaining the overview

• Narrative and voice• Connective tissue – introduction and summary elements

to each chapter• NB - Don’t worry about writing too much at this stage – it

can be edited once you have the content


Documenting software in your report

• What does your program do?• Technical solution adopted – was it the best of the alternatives• Design (analysis, human factors, story boards)• Software engineering information (structure, definition

languages)• Problems encountered (bugs, errors, uncompleted sections)• Limitations – e.g. handling files of a certain size, accuracy of

calculation• How well does the program do what it was intended to do?

(Dawson, 2005)

Writing strategies III – first draft to final draft

• Your writing, especially when you are in the grip of inspiration, may take you in directions you hadn’t intended

• Remember what this section should be about• Highlight the ideas and arguments in your writing

for a subsequent draft• Introduce the “connective tissue”• Check the balance between sections


Write with style

• Think of your audience• Check spelling and

grammar; read your work

• Be concise and clear– break down complicated

bits• Use diagrams, pictures,

graphs (but don’t over-use)

• Use numbers/bullet pts• Think up clear chapter

and section headings – get them to sign-post the story

• Link sections together• Be accurate, concise,

interesting, relevant, incisive, discriminating

Features of analytical writing

• Show a clear line of reasoning• Present enough relevant evidence to support reasoning• The “why”s as well as the “how”s• Check your assumptions• Be clear about your conclusions• Avoid: rushing to a conclusion, over-simplification, value

judgements• Read your own writing critically


Descriptive vs Analytical writing

Descriptive Analytical

States what happened Identifies the significance

Explains what a theory says/ method used

Shows why something is relevant or suitable

States options Gives reasons for selecting each option

States links between items Shows relevance of links

Lists details Evaluates relative significance of details

Gives the story so far Weighs one piece of information against another

Gives information Draws conclusions


Editing and proofreading

• Make time to check• “Read aloud” test• Checking for:– Content and relevance– Clarity and coherence– Grammatical correctness– Spelling and punctuation– Presentation

Content check list

• The text answers the central question

• Main line of argument is clear

• Sufficient weight given to most important points

• There is enough evidence to illustrate points

• Information included is relevant

• Ideas are presented in the right order

• The story “adds up”• Technical vocabulary is used

correctly• The text is not repetitive



“Grammar, perfectly understood, enables us, not only to express our meaning fully and clearly,

but so to express it as to enable us to defy the ingenuity of man to give to our words any other meaning than that which we ourselves intend them to express.”

William Cobbett, a Grammar of the English Language (1818).

References – Harvard APA

• Citations in text, e.g. “Reference correctly from the start (Dawson, 2005)” or “Dawson (2005, p97) recommends that material found during the literature search is referenced correctly from the start.”

• List of references contains full bibliographic details of what you have referred to, e.g.(Dawson, 2005) Dawson, C.W. (2005) Projects in Computing and

Information Systems, a Student’s guide, Harlow, Addison Wesley• See “How to cite references and avoid plagiarism”

(http://www.pums.cam.port.ac.uk/projects/docs/projcite.htm) • Referencing guide on Library website

(http://referencing.port.ac.uk)


When to cite a reference

• All direct quotes must be cited (and placed either inside quotation marks or indented paras)

• Preferable to paraphrase (translate author's words into your own) but must still give credit

• If something is “common knowledge” (referred to in many sources), no need to cite

• Everything else is assumed to be your idea• Use reference-checking software to help you – TurnItIn• Use EndNote to record references


Submission to Turnitin

• Compulsory this year – final draft• Register at www.submit.ac.uk , using password: project

and class id:– PJE30 A-M 2008-09: 92186– PJE30 N-Z 2008-09: 92187

• Show results to project supervisor:– 6-12% - OK– 12-20% - look at referencing– Above 20% - get advice, e.g. from ASK, library, supervisor


http://www.submit.ac.uk/

Logistics

– Choosing a report title– Abstract– Appendices– Binding and submitting your report


Choosing a title for your report

• Limited space• Avoid noise phrases (e.g. “A report into”)• What differentiates your project from all

others?• Most important words first• The question you attempted to answer or the

problem you attempted to solve

Examples of titles

“A session-based approach for inter-portlet communications”

“An investigation into the use of ePortfolios in education and recruitment”

“A multimedia solution to the representation of the subject area of information systems”

“How friendly is the IT helpdesk?”


Abstract

• Abstract is a summary (précis) of the entire report • Puts your work in context, how it was carried out and

what its major successes/conclusions were– Not a contents list– Don’t use acronyms unless well-understood

• Must be able to stand entirely on its own• Our regulations require it to be 150-300 words and on

first page


Appendices

• Supporting information or SDLC documentation• Examples:– requirements / design specifications– test case results– data dictionary

• Remember to use them: excerpts in the main report, reference


• Appendix A – Project initiation document• Appendix B – Ethical examination check list• If you don’t have either of these documents,

consult your supervisor!


Regulations for reports – see Project Submission checklist on PUMS

• 10,000-12,000 words(excluding appendices)

• Recommend for text:– 12pt typescript– Times-roman or Arial font– Single-spaced [change]– At least 9pt for diagrams,

etc.

• 3rd person passive• Use Table of Content

tool in word processor• Margins >= 20mm• Number chapters and

sections to <= 3 levels Page numbers at bottom

Project submission

• “How to bind and submit a project” has the details and template for front cover.

• Collect red front covers from CAM office – available 2-3 weeks before deadline

• Print front covers

• Beware printer congestion

• Binding – not available at CAM office – Anglesea or Portland

• Make electronic copy• Everything handed in by 3pm, Fri 1st May 2009


Handing in – NB report won’t be accepted without electronic copy

Two paper copies of

report with artefact CD

attached

One electronic copy of report

Penultimate words

• The only final-year project you’ll ever do!• Make sure your write-up reflects the hard work

you did during development• Think about the problem and how you solved it

(practically)• Present your work in the best possible light

compatible with reality


Last words

• Think about your audience• Be honest and fair in your judgements• Reflect on your learning experience• Be proud of your accomplishment


how to write up a project1 part 2

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