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UW-Madison CEE 578 Capstone Design 3 - Preparing a Preliminary Design Report October 2, 2012 Michael D. Doran, P.E. DEE Professor of Practice

Today we will discuss  Project Milestones  Preliminary Design Report Aliases  End Users of Report  Orientation and Needs of End Users  Appropriate Outline Formats  Writing and Formatting Content

Project Milestones A Preliminary Design Report is a key milestone of a project Needs Defined Alternatives Conceived/ Developed Alternatives Evaluated Design Criteria/ Program Prepared Contract Documents Prepared Bidding and Construction Commissioning Prelim Design Report Tasks

Report name may be discipline or agency specific Common Names Conceptual Design Report Cost-Effective Analysis Facility Plan Concept Plan Concept Report Preliminary Planning Report Feasibility Report …etc.

Report names may be different but goals are the same What are the existing conditions? What is proposed? Why; what needs exist; what are goals? How big? What capacity? Where located? What does it look like? Common Names

Report names may be different but goals are the same Common Names What are the benefits? Why is this approach the best? What are the materials of construction; design criteria? What will it cost; how will it be paid for? What is the schedule? What needs to happen next?

From “Standard Scope of Services” Standard Scope of Services 1.Constraints Document realistic economic, environmental, social, political, ethical, health and safety, constructability, and sustainability constraints for the project. Evaluate past practice and contemporary issues.

From “Standard Scope of Services” Standard Scope of Services 2. Importance of Sustainability Factors: Economic Affordability (Life-Cycle Cost) Environmental Impacts Cultural, Social, Political Consideration of factors on a client, local, regional, national, global scale How did these factors play into recommendations?

From “Standard Scope of Services” Standard Scope of Services 3. Explain how Uncertainty Managed: Design data, projections, needs, etc? Factors of safety, Reserve and Standby Capacity, Expandability, etc.

From “Standard Scope of Services” Standard Scope of Services 4.Explain use of: Administrative Codes and Design Standards Modern Design Software

From “Standard Scope of Services” Standard Scope of Services 5. Computations Appendix, show team has: Used knowledge of Differential Equations to solve a portion of the design challenge Solved Calculus-based Physics problem Solved applied Chemistry problem Solved at least one other applied science problem

From “Standard Scope of Services” Standard Scope of Services 6. Show Project Analysis: Break down into component parts for better understanding Provide multi-disciplinary analysis (e.g., geotechnical, hydraulics/hydrology, environmental, construction, transportation

From “Standard Scope of Services” Standard Scope of Services 7. Effective Written Document: Clear, compelling, audience-specific Integrated supporting graphics Emphasis and summary of key points Appropriate Outline and Effective Writing Prepare with ‘Browser’ in mind Include Transmittal and Executive Summary

Many end users; each need specific information End Users Mayor or Client Executive Photo: Dirk Johnson

Many end users; each need specific information End Users Public Works Director; Client Manager

Many end users; each need specific information End Users Treasurer; Comptroller

Many end users; each need specific information End Users Facility Operators and Maintainers

Many end users; each need specific information End Users Regulatory Agency Reviewer

Many end users; each need specific information End Users Your boss

Many end users; each need specific information End Users Design Team

Many end users; each need specific information End Users Environmental Group

Many end users; each need specific information End Users General Public

Orientation and information needs of end users Class Exercise End Users

Outline format should enhance readability; facilitate finding info Format Preliminary Design Report Contract /02/12 Cover Transmittal Letter Table of Contents List of Figures List of Tables Executive Summary Technical Sections Conclusions and Recommendations Appendix Material

Cover can draw reader to open and read Format Tasteful color scheme Images key to project area, challenges solutions

Sample report page format Format 1-2 Section heading Section 1Introduction Gutter area for highlight notes. Text Page number Logo and corporate information

Gutter notes can interest reader Format

Outline format should enhance readability; facilitate finding info Format Section 1Introduction 1.01Background and Scope of Report 1.02Abbreviations ASub-Subsection aSub-sub-subsection i) Sub-sub-sub-subsection Figures and Tables can be consecutively numbered within subsections, eg. Table Figure

Outline should be clear as to where relevant information is Format Table of Contents List of Tables Lit of Figures Executive Summary Section 1Introduction Section 2Existing Conditions and Needs Section 3Future Design Conditions Section 4Site Alternatives and Site Constraints Section 5Development and Comparison of Alternatives Section 6Recommendations for Selected Alternative Section 7Project Cost and Financing Section 8Proposed Project Implementation Schedule Section 9Summary of Public Input Section 10Conclusions and Recommendations Appendix ATechnical Exhibits Appendix BPreliminary Layouts and Renderings

Outline should be clear as to where relevant information is Format Table of Contents List of Tables Lit of Figures Executive Summary Section 1Introduction Section 2Existing Conditions and Needs Section 3Future Design Conditions Section 4Site Alternatives and Site Constraints Section 5Development and Comparison of Alternatives Section 6Recommendations for Selected Alternative Section 7Project Cost and Financing Section 8Proposed Project Implementation Schedule Section 9Summary of Public Input Section 10Conclusions and Recommendations Appendix ATechnical Exhibits Appendix BPreliminary Layouts and Renderings

Outline should be clear as to where relevant information is Format Table of Contents List of Tables Lit of Figures Executive Summary Section 1Introduction Section 2Existing Conditions and Needs Section 3Future Design Conditions Section 4Site Alternatives and Site Constraints Section 5Development and Comparison of Alternatives Section 6Recommendations for Selected Alternative Section 7Project Cost and Financing Section 8Proposed Project Implementation Schedule Section 9Summary of Public Input Section 10Conclusions and Recommendations Appendix ATechnical Exhibits Appendix BPreliminary Layouts and Renderings

Outline should be clear as to where relevant information is Format Table of Contents List of Tables Lit of Figures Executive Summary Section 1Introduction Section 2Existing Conditions and Needs Section 3Future Design Conditions Section 4Site Alternatives and Site Constraints Section 5Development and Comparison of Alternatives Section 6Recommendations for Selected Alternative Section 7Project Cost and Financing Section 8Proposed Project Implementation Schedule Section 9Summary of Public Input Section 10Conclusions and Recommendations Appendix ATechnical Exhibits Appendix BPreliminary Layouts and Renderings

Outline should be clear as to where relevant information is Format Table of Contents List of Tables Lit of Figures Executive Summary Section 1Introduction Section 2Existing Conditions and Needs Section 3Future Design Conditions Section 4Site Alternatives and Site Constraints Section 5Development and Comparison of Alternatives Section 6Recommendations for Selected Alternative Section 7Project Cost and Financing Section 8Proposed Project Implementation Schedule Section 9Summary of Public Input Section 10Conclusions and Recommendations Appendix ATechnical Exhibits Appendix BPreliminary Layouts and Renderings

Professional format and style is essential Format and Writing Professional and consistent look Use logo; coordinate with stationery and business cards Numbered pages, figures, tables Leave whitespace Clear and spare narrative

Professional format and style is essential Complex information should be in appendices Important information in Tables or Figures Bring out important points as bullets Simple font Faultless grammar and spelling Reference sources of information Format and Writing

Readers’ interests vary Format and Writing Rule 1: 90% of readers will read Transmittal Letter Rule 2: 50% of readers will read Executive Summary Rule 3: 33% or readers will read select sections of report Rule 4: Less than 10% of readers will read entire report It is really obvious that the Transmittal Letter and Executive Summary need to focus on the important results and conclusions and present them well.

Readers’ interests vary Format and Writing Rule 1: 90% of readers will read Transmittal Letter Rule 2: 50% of readers will read Executive Summary Rule 3: 33% or readers will read select sections of report Rule 4: Less than 10% of readers will read entire report Doran’s Law – ALWAYS prepare and include an excellent transmittal letter.

Some writing resources Engineering Reports: An Introduction to Style and Organization David B. Thompson, Texas Tech. University Writing Engineering Reports, Purdue Writing Lab, Purdue Univ. Writing Guide: Writing Engineering Technical Reports Colorado State University Format and Writing

Some report examples are on the class eCOW2 pages Judge Doyle Square Development (Parking Garage) City of Madison by Fall 2011 Student Team Port of Milwaukee Ballast Water treatment by Brown & Caldwell Format and Writing

In summary  The Preliminary Engineering Report contains vital information for all project stakeholders  Format and write document so that stakeholders can locate important information easily  Write in a clear and spare style Summary

In Summary  Put important information in Tables and Figures  Provide professional appearance  Faultless grammar and spelling  Feature important findings and recommendations in Transmittal Letter and Executive Summary Summary

Questions and discussion