Advanced Technical Writing Lecture 14 Progress report 13/7/2008

Advanced Technical Advanced Technical WritingWriting

Lecture 14Lecture 14

Progress reportProgress report

13/7/200813/7/2008

Islamic UniversityIslamic University Dr. Basil HamedDr. Basil Hamed 22

Goal of Progress ReportGoal of Progress Report

Progress reports are written to provide Progress reports are written to provide information about the way a project is information about the way a project is developing developing

to convince your audience that you are making to convince your audience that you are making progress, that it's the proper progress, and that progress, that it's the proper progress, and that you will finish on time, or you will finish on time, or

to explain problems and to request assistance to explain problems and to request assistance or guidanceor guidance

Force you to establish a work schedule so Force you to establish a work schedule so that you'll complete the project on time. that you'll complete the project on time.


Progress ReportProgress Report

You write a progress report to inform a You write a progress report to inform a supervisor, associate, supervisor, associate, Instructor Instructor or customer or customer about progress you've made on a project about progress you've made on a project over a certain period of time. over a certain period of time.

The project can be the design, construction, The project can be the design, construction, or repair of something, the study or research or repair of something, the study or research of a problem or question, or the gathering of of a problem or question, or the gathering of information on a technical subject. information on a technical subject.

You write progress reports when it takes You write progress reports when it takes well over three or four months to complete a well over three or four months to complete a project project


AudienceAudience

InstructorsInstructors SupervisorSupervisor Associates Associates Customers Customers


What Should progress What Should progress Report IncludeReport Include

Successful progress reports answer the following Successful progress reports answer the following questions questions

How much has been accomplished since the last How much has been accomplished since the last report? report?

Is the project on schedule? Is the project on schedule? If not, what went wrong? How has the problem If not, what went wrong? How has the problem

been corrected? How long will it take to get back on been corrected? How long will it take to get back on schedule? schedule?

Are there any unexpected problems (other than Are there any unexpected problems (other than schedule problems)? schedule problems)?

When do you anticipate completion?When do you anticipate completion?


Basic layoutBasic layout

2 – 3 pages2 – 3 pagesSingle spacedSingle spaced


Format of Progress Report Format of Progress Report Depending on the size of the progress report, the Depending on the size of the progress report, the length and importance of the project, and the length and importance of the project, and the recipient, the progress report can take the following recipient, the progress report can take the following forms:forms:

MemoMemo--A short, informal report to someone within --A short, informal report to someone within your organization your organization

LetterLetter--A short, informal report sent to someone --A short, informal report sent to someone outside your organization outside your organization

Formal reportFormal report--A long, formal report sent to --A long, formal report sent to someone outside your organizationsomeone outside your organization


Organization of the Progress Organization of the Progress ReportReport

HeadingsHeadings BodyBody

I. IntroductionI. Introduction

II. DiscussionII. Discussion

III. Conclusion III. Conclusion References References


HeadingHeading

To:To: Name of your advisor Name of your advisor

From:From: Your name Your name

Subject:Subject: The subject of your proposal The subject of your proposal

Date:Date: date of submission date of submission


BodyBodyI. Introduction I. Introduction

Purpose of the project Purpose of the project Specific objectives of the project Specific objectives of the project Scope, or limits, of the project Scope, or limits, of the project Date the project began; date the project is Date the project began; date the project is

scheduled to be completed scheduled to be completed People or organization working on the project People or organization working on the project People or organization for whom the project is People or organization for whom the project is

being done being done Overview of the contents of the progress Overview of the contents of the progress

report report


II. Discussion ( Project description )II. Discussion ( Project description )

2 possibilities for subheadings in this 2 possibilities for subheadings in this sectionsection

Option #1-Chronological organizationOption #1-Chronological organization– Work CompletedWork Completed – Work in ProgressWork in Progress – Work RemainingWork Remaining

Option #2-Topical organizationOption #2-Topical organization– Task #1 Task #1 – Task #2Task #2 – Task #3Task #3

Whichever organization you choose, Whichever organization you choose, provide a detailed discussion of your provide a detailed discussion of your progress. progress.


III. Conclusion III. Conclusion

Briefly summarize your progress. Briefly summarize your progress. Relate back to the originally proposed Relate back to the originally proposed

schedule and deadline. schedule and deadline. Reassure the reader that you are Reassure the reader that you are

adhering to the schedule and that the adhering to the schedule and that the project will be completed on time. project will be completed on time.

Emphasize the benefits of the final Emphasize the benefits of the final report. report.


ReferencesReferencesList all the references you List all the references you

usedused


Formal Report ExampleFormal Report Example

Look at your textbook p. 538-539Look at your textbook p. 538-539

Progress_Human_Transportation.docProgress_Human_Transportation.doc

Progress_Thermocouples.docProgress_Thermocouples.doc

progresssample.pdfprogresssample.pdf


Assignment # 8Assignment # 8

Write a progress report for your Write a progress report for your formal reportformal report

Due Sunday 20/7/2008 at class Due Sunday 20/7/2008 at class timetime

Documents

Advanced Technical Writing Lecture 14 Progress report 13/7/2008