Fall 2006 town meeting  To further explore communication ethics we will hold a town meeting in class. At this meeting, engineers will present to the public a water- quality plan for a proposed new regional airport in east Texas.  Be sure to come to class on Wednesday, November 2, to choose what “character” you want to play in the meeting on 11/9. Five communities will be represented: Engineers, regulators, industry representatives, homeowners, environmental groups. Engineers, regulators, industry representatives, homeowners, environmental groups. A facilitator and the media will also be there. A facilitator and the media will also be there.

Report Structure Finalizing your project and preparing your recommendation report

Project Framework (graded assignments) Define the problem Forecast solutions Identify the research questions Establish selection criteria Establish final research methods Research and interpret information Reach conclusions Arrive at recommendation Memo Proposal Oral Progress report Report draft Final report Presentation

Report Draft Specifications Check Report Draft (under Writing Assignments) for specifications to use when writing the draft of your final report.Report Draft Read the Sample Final Report for ideas about organization of information in your report.Sample Final Report

These are the parts of your final report: some are optional.  Front Matter Cover Cover Letter of transmittal Letter of transmittal Title page Title page Table of contents Table of contents List of figures and tables (optional)List of figures and tables (optional) List of abbreviations and/or symbols (optional)List of abbreviations and/or symbols (optional)  Body  Back Matter List of References or Works Cited List of References or Works Cited Appendices Appendices = needed for draft

Let’s talk about the body parts first.  Includes all narrative sections Executive Summary Executive Summary Introduction Introduction description, analysis, and evaluation sections description, analysis, and evaluation sections Conclusions Conclusions Recommendations Recommendations Drafts should be about 7/8 complete.

Executive Summary  Covers briefly these items: Problem/Need definition Problem/Need definition Purpose of study Purpose of study Purpose of report Purpose of report Methods of study Methods of study Main conclusions Main conclusions Recommendations Recommendations including costs and benefitsincluding costs and benefits

Introduction  Prepares reader for discussion sections  Includes these items: Background: who has the problem or need? Background: who has the problem or need? Problem definition in detail Problem definition in detail Previous work Previous work  Purpose of project Expand on summary Expand on summary  Purpose of report – reiterate

Introduction (con.)  Scope and limitations (if any) Overview of procedure Overview of procedure  Organizational overview of report

Description and analysis sections  Methodology (can be part of Intro. if short) Kinds of research Kinds of research Other activities (testing, calculations, surveys, etc.) Other activities (testing, calculations, surveys, etc.)  Solutions Investigated Thoroughly defined and described Thoroughly defined and described Why others not considered? Why others not considered?  Criteria Thoroughly defined Thoroughly defined Tied to client’s needs Tied to client’s needs

Evaluation section (s)  Evaluation Application of criteria Application of criteria criteria prioritized or weighted?criteria prioritized or weighted? Balanced analysis of alternatives Balanced analysis of alternatives  If you’re presenting lots of data, consider a “Factual Summary” at end of these sections. Sample Report has an example. Sample Report has an example. Sample Report Sample Report

Conclusions  Start on new page!  Summary of evaluation/findings Findings for all solutions based on all criteria Findings for all solutions based on all criteria  Formatted in point or bullet form, preferably Organize by criteria or alternative solutions? Organize by criteria or alternative solutions?  Not a recommendation  No new information

Recommendations  Use active voice: “Firm Ideas recommends that ERC Properties use the Double Stud Wall as the common wall in their new complexes.”  Focus on implementation (could be new info.) manufacturers? manufacturers? contractors? contractors?  Include cost (if possible)  Include benefits

Verb Tenses: when to use present tense  To state theory or established knowledge  To say what your document presents or concludes Use mainly in Introductions and Conclusions. Introduction: “Researchers have long known that these microbes destroy contaminants in soil.” Conclusions: “Of the materials tested, high yield strength steel has the lowest strength to density ratio at 9 psi/kg/m 3.”

Use past tense...  To describe what you did  To describe previous work on your topic  To set up a historical continuum Use in Introduction, Procedure, Methodology, and Background sections. “Researchers have long known that microbes can destroy contaminants in soil. By the 1980s they isolated particular microbes.” “In 1922, Einstein published the final version of his relativity theory.” “The mixture was heated to a temperature of celsius.

Use future tense... Use future tense...  To outline recommendations for future work or action Use mainly in Recommendations. “Adopting this pavement repair method will save TXDoT thousands of dollars annually.” Don’t use this tense to state what your report shows! “This report will present the results of the study.” “This report presents the results of the study.”

Introductions  Use mainly a combination of past and present tense past tense to give background of problem or situation or previous research past tense to give background of problem or situation or previous research present to state general theories and knowledge present to state general theories and knowledge present to say what your document covers present to say what your document covers

Table of Contents  Don’t include more than two levels.  Be sure to check all headings against the report proper.  To add dots between heading and page number, choose a “leader” style in the Tabs box under Format – be sure to set your tabs first.  The TOC will change as your report evolves, but it’s helpful to have this outline right from the beginning.

Report Titles  Sludge Disposal  Environmental Assessment of Sub- Surface Disposal of Municipal Wastewater Treatment Sludge Give specific information about subject of report. Be as brief as possible. Misleads the reader! Better!

How much information is enough in your report’s title?  The Prevalence of Sub-Surface Migration of Arsenic, Selenium, PCBs, Aldicard, and Lead at Selected Municipal, Industrial, and Abandoned Waste Land Disposal Sites  Migration of Hazardous Chemical Substances at Land Disposal Sites Management reader gets the point!

How do you grade a report draft?  Drafts are graded by me.  Drafts are graded as a work-in-progress with the following requirements: 7/8 complete in content 7/8 complete in content correct structure and consistent format correct structure and consistent format second draft, not first second draft, not first in-text citations made in-text citations made holes identified and explained in notes to me: holes identified and explained in notes to me: missing graphics – what will be there?missing graphics – what will be there? missing textmissing text format requirements to come laterformat requirements to come later