ENGG*3100 Project Documentation

ENGG*3100Project Documentation January 10, 2007 School of Engineering University of Guelph

Overview • Class Logistics • ENGG*3100 Deliverables • Written Deliverables • Proposals, Reports and Papers • Technical Writing • Presentations • Conclusion

Class Logistics • Groups • Group assignments posted on WebCT • Note your Group Number; include on all deliverables • TA meeting times posted on WebCT • Meetings start today • Proposal due Wed. Jan. 17 at noon. • One week from today

ENGG*3100 Deliverables • Each group must submit a series of project deliverables throughout the semester • 4 Written Reports • 2 Presentations • Gantt chart at each TA or instructor meeting

Due Dates

Written Deliverables

Written Deliverables • Proposals • Detail the purpose of the proposed project and identify the method, schedule and budget. • Reports • Present the findings or design with supporting information. • Documents the facts and circumstances used to arrive at the conclusions and recommendations. • Papers • Concisely document the design for publication. • Presentations • Outline the salient facts and findings for an audience.

Format for Deliverables • Follow the formats given in “ENGG*3100 Project Reporting and Documentation” (on WebCT) • Basic format: • Line spacing: 1.5 for reports and proposals* 1.0 for proceedings paper • Margins: 1.0 inch (top, bottom and sides) • Font: 12 pt. Times New Roman or Ariel • Page Numbers: Bottom center of each page, starting with “1” • Figures/Tables: Include in main text after first reference Number consecutively (e.g. “Fig. 1”, “Fig. 2”…) Include captions below figures, above tables *Single spacing permissible for letters of transmittal, references and nomenclature

Page Limits • Engineering writing must be concise. • Page limits will be enforced to encourage efficient writing. • Page limits below do not include letters of transmittal.

Engineering Proposal • Literally, a “proposal” to perform work for a client. • Proposal should contain all the relevant information the client needs to decide whether to retain your services: • Letter of transmittal (i.e., “cover letter”) • Executive Summary • Introduction and Background • Proposed Work • Milestone • Schedule and Budget • Terms and Conditions • “Sell your services”

Milestone • The proposal must describe a project “milestone” that will be delivered at the end of the semester. • Purpose: to produce a “product” separate from the report that shows the group’s technical design skills. • Examples: • Operating software or code • Analysis results for a key part of the design • Prototype of a component • Engineering drawings

Schedule and Budget • Proposals include project timing and costs. • Include “person-hours” required for the project • In ENGG*3100, you won’t be getting paid… • Include major deadlines • Dates when reports will be submitted • Dates (approximate) when results will be presented • Don’t need a Gantt chart in proposal • Primary purpose of Gantt chart is for group to track their own progress.

Terms and Conditions • Terms and conditions spell out the particulars of • payment • responsibility and liability • penalties if a party doesn’t fulfill obligations • ownership of intellectual property • legal considerations • anything else pertinent to the contract • In ENGG*3100, this will be short • Essentially, terms and conditions are the course rules • In industry, this is often a detailed document reviewed by legal council.

Engineering Reports • Engineering reports communicate the process and results of engineering work. • Reports are an important component of engineering work. • Before writing, the writer should consider • What is the purpose of the report? • Who will read the report? • Why will they read the report? • What is the readers technical level? • What background information does the reader(s) have?

Proceedings Paper • A concise two page paper that documents the design process and final design. • The paper should: • be self-contained and readable by a broad audience. • highlight the most important findings and design innovations. • be “information dense.” • Include: • an abstract/executive summary • the project background • conclusions • a list of references

Components of a Report • Letter of transmittal • Matches the form of the request you received. • Title Page • Executive Summary • Provides a concise summary of the project. • Table of contents • Refer to page numbers of entire document (including appendices). Also include lists of figures and tables. • Introduction • States purpose and scope of the work (i.e., problem statement). Indicates the technical content to follow, but does not give results. Written in lay-person terms.

Components of a Report • Background • Presents background information, including relevant criteria, constraints, and assumptions. Presents literature information as required. • Method • A description of the approach used to complete the project. • Results • Details findings from the project. Includes formulae, graphs, tables, and sample calculations. It is important to give equations and the assumptions made to use those equations. For a design study, include detailed specifications and drawings.

Components of a Report • Discussion • An explanation of the design proposed and of any results presented. • Conclusion(s) and Recommendation(s) • Summarizes the entire report. Suggests future actions. • References • List of cited materials. • Nomenclature • Complete list of symbols used in the report. • Appendices • Supplemental material, e.g., raw data, spreadsheets, copy of original letter or memo of request. All appendices should be referred to in the main text.

Letter of Transmittal: Example Address January 25, 1995 Ref. No.: 95-03 Subject: Soil Sampling at XYZ Inc. Our Town Facility Dear Mr. Doe: It was a pleasure talking to you on January 22, 1995. As per your request, ABC Ltd. will conduct a soil sampling program at the XYZ Inc. facility in Our Town. Representative samples will be collected from the six pits on XYZ's property and analyzed for relevant contaminants according to Ontario Regulation 347. ABC's specific recommendations on disposal options and the associated costs will be included in our report. Our investigation and report should be completed by February 19, 1995. The total cost of the sampling program and report preparation will be $6,000. For our accounting purposes, we need authorization in the form of a purchase order or a signed copy of the letter. The terms and conditions incorporated in this proposal are enclosed in Attachment I. We look forward to working with you on this project. Sincerely,

Title Page: Example ENGG*3100 PROJECT REPORTING AND DOCUMENTATION Prepared for: ENGG*3100 Engineering and Design III School of Engineering University of Guelph Prepared by: Prof. W. D. Lubitz University of Guelph. School of Engineering Guelph, ON, Canada. N1G 2W1 January 4, 2007

Executive Summary: Example XYZ Inc. retained ABC Ltd. on January 19, 2005 to conduct a subsurface investigation at t he XYZ facility in Our Town, Ont. and recommend a soil remediation option. ABC's investigation consisted of collecting three grab samples from the six pits identified by XYZ and submitting the samples for a Regulation 347 analysis. The Regulation analysis showed that the soil is a registrable non-hazardous material. This soil can be excavated and disposed of at a municipal landfill as cover for a cost of $60,000.

Table of Contents: Example ACKNOWLEDGMENTS………………………........……...i TABLE OF CONTENT………………………………........iii LIST OF TABLES………………………………………….v LIST OF FIGURES…………………………………...……vi 1. INTRODUCTION …………………………………….….7 2. DESCRIPTION OF BIOVENTING TECHNOLOGY…..11 2.1 General Discussion ……………………………….….………13 2.1.1 Major Features …………………………………….25 2.1.2 Bioventing features …………………...…………..17 2.2 Volatilization ………………………………………….……...23

Introduction and Background • The Introduction • describes the motivation for project. • explains the underlying principles governing the project. • gives general information about the project • The Background • reviews the “state of the art” for the project • typically includes a “literature review” • states the design criteria

Methods and Results • Main purpose of the report • The details of the project design process and resulting design(s) are documented here • Includes • The activities undertaken during the project • Documentation of design alternatives • Documentation of design decisions and defense of those decisions • Details of analysis and simulations performed and the resulting findings • Thorough documentation of the final design(s)

Discussion, Conclusions and Recommendations • Discussion is for commentary on results and methods. • Evaluation of design decisions and outcomes • Conclusion summarizes the report • Emphasis placed on most important findings • Should be self-contained • No new technical information is presented here • Recommendations are presented for design implementation and future work

References • All materials “cited” in the text should be listed in the References (Andrews and Ratz, 1997). References : : Andrews, G. C. and Ratz, H. C. 1997. Introduction to Professional Engineering. Fifth Edition. University of Waterloo, 286p. Waterloo, ON, Canada. :

Example References Book: Streeter, V.L. and Wylie, E.B. 1985, Fluid Mechanics. 8th Edition, Toronto, ON, Mc-Graw-Hill, 586p. Conference Presentation: Lubitz, W. D., White, B. R. Atmospheric Boundary Layer Wind Tunnel Applications in Wind Turbine Siting. Proceedings of World Wind Energy Conference, 2004. Beijing, China, Oct. 31 - Nov. 4, 2004. Journal: Zytner, R.G., Biswas, N. and Bewtra, J.K. 1989, PCE Volatilized From Stagnant Water and Soil, J. of Environmental Engineering, ASCE, Vol. 115(6), pp. 1199-1212. Personal Communication: Stiver, W. Personal Communication. Guelph, ON, Canada. Dec. 16, 2006. Report: Kingsbury, G.L. and Bingham, T.H. 1992, Reclamation and Redevelopment of Contaminated Land: Volume II. European Case Studies. Washington, DC, EPA/600/R-92-031, 285p. World Wide Web: Beasley, D., Webster, G. Durable Mars Rover Sent Into Third Overtime Period. NASA. Apr. 5, 2005. <http://nssdc.gsfc.nasa.gov/planetary/text/ mer_pr_20050405.txt> Accessed Jan. 7, 2007.

Nomenclature • A list of variables used in the report DOL = overall diffusion constant, m2/h hf = headloss in pipe, m j2 = mass flux rate, kg/m3h L = length of pipe, m S = energy slope of pipe, m/m Dw = density of water, kg/m3 • = dynamic viscosity of fluid, Ns/m2 • Each variable should also be defined in the text immediately after first use • If many abbreviations are used, a glossary of abbreviations is also recommended.

Appendices • At end of document • Place “larger” materials here that do not fit well in main text. • Code • Secondary drawings and diagrams • Analysis • Original Request For Proposals (RFP) • Everything in the appendices should be referred to in the text. • e.g. “…a program listing is given in Appendix B.”

Technical Writing

Writing: General • Technical writing involves communicating information and ideas, not feelings. • When editing, put yourself in the reader’s place. • “Play dumb” and read literally to uncover grammar problems or ideas that need better explanation. • Ask: “would this make sense to someone who didn’t work on the project?” • Writing should be succinct. • Eliminate unneeded words and phrases. • Use short, direct sentences. • Use common words whenever possible. • Edit ruthlessly and repeatedly.

Writing: Style • Most technical documents are written in third person and are non-personal. • Specific reasons or actions are given whenever possible. • “It was found that the client needed a lower cost solution.” …instead of… • “We figured out that you didn’t like doing it this way.”

Writing: Proofreading Aoccdrnig to a rscheearch at CmabrigdeUinervtisy, it deosn't mttaer inwaht oredr the ltteers in a wrod are, the olny iprmoatnt tihng is taht the frist and lsat ltteer be in the rghit pclae.The rset can be a taotl mses and you can sitll raed it wouthit a porbelm. Tihs is bcuseae the huamn mnid deos not raed ervey lteter by istlef, but the wrod as a wlohe. Amzanig huh? yaeh and I awlyas thought slpeling was ipmorantt!

Writing: Numbers • General rules for numbers in reports: • Use correct number of significant figures. • Include commas in long numbers • Use scientific notation or unit prefixes to improve legibility • Always include units on measurements • Example • “The pressure was 101425.”

Writing: Numbers • General rules for numbers in reports: • Use correct number of significant figures. • Include commas in long numbers • Use scientific notation or unit prefixes to improve legibility • Always include units on measurements • Example • Wrong: “The pressure was 101425.” • Not as bad: “The pressure was 101,000 Pa.” • Better: “The pressure was 1.01105 Pa.” • Best: “The pressure was 101 kPa.”

Writing: Abbreviations • Abbreviating long, frequently-used words can improve readability if done well. • “The mean absolute error (MAE) of the wind forecasts was too high to be useful for the Independent System Operator (ISO). It is believed MAE can be reduced using neural networks. The ISO will implement forecasting if MAE is reduced below 10%.” • Abbreviate carefully: readers cannot remember too many abbreviations at once. • “The DOE/NREL study of OSL WECP found that anemometer RMSE and ME exceeded MEASNET and IEA standards.”

Microsoft Word: Miscellaneous • Keyboard shortcuts: • Superscript e.g. m2 Ctrl-Shift-= • Subscript e.g. J1 Ctrl-= • Copy formats Ctrl-Shift-C • Paste formats Ctrl-Shift-V • Track changes • Allows tracking of modifications to text • Click: Tools  Track Changes… • File names • Include version numbers/dates in file names. • Keep organized back-up copies. • Don’t wait until 11:50 on due date to print…

Microsoft Word: Table of Contents • Auto-generate a Table of Contents, List of Figures or List of Tables. • While writing the document, consistently • Select “Style” instead of “Font” • Assign all headings: Heading1, Heading2 or Heading3

Microsoft Word: Table of Contents • Apply captions  Right-click on the Figure or Table, click Caption… • After document is written, click: • Insert  Indexes and Tables…Table of Contents OR Figures

Presentations

Advice on Public Speaking • Practice your talk • Especially for groups giving time-constrained presentations • Don’t try to “say too much” • Speak loudly and slowly • Some people speak very quickly when nervous: take it one step at a time. • Focus on one person in the audience at a time • Refer to your slides as you speak • Present the same talk as outlined on your slides • But don’t read the slides to the audience.

Slides: General Advice • Keep slides “clean” • Only one idea per slide • Plan on one to two minutes per slide • Leave time at the end for questions • Plan for problems • Bring multiple copies of electronic presentations, in various formats. • Check that the presentation displays properly at the venue before the audience arrives.

Slides: Order of Presentation • Overview • First tell the audience what to expect • Introduction • Give background information needed to understand presentation • Core of presentation • Conclusion • Sum up the presentation • Restate the most important points • Questions

Slides: Style • A common mistake is to try to put too much information on one slide. This can occur (for example, on this slide) when the authour uses large blocks of text in an attempt to “fit” a complicated idea, or many ideas, on a single slide. This slide could be improved by editing unnecessary words and presenting the same ideas in a more succinct form. Remember that the slide is only visual material for an oral presentation. It is not to be used as a cue card by the speaker, but rather to communicate and reinforce the ideas being discussed for the audience. Often it is better to use lists, tables or short written passages to accomplish this. If possible, figures usually work even better for an audience – a picture really is “worth a thousand words.” If you’ve read all the way to this point, raise your right hand. Look around and see how many other hands get raised. Also, notice that this slide is so hard to follow that the speaker probably hasn’t managed to communicate all the ideas in this text either.

Slides: Style • Slides are supporting material • Don’t use slides as cue cards when speaking • Don’t try to “cram” too much text onto a slide • Information should usually be presented as lists, tables or figures. • Slides tell the audience the structure of the talk. • The speaker explains and “fills in” information on the slides. • Use figures liberally on slides to communicate anything that is hard to say in words.

Slides: Layout • Foreground and background colours should contrast sharply. • Similar colours are hard to read • Contrasting colours are easiest to read • Use a simple “style” • Too many graphics can distract the audience • Ensure the background doesn’t interfere with the slide text. • Photo backgrounds are especially bad for “hiding” text.

Slides: Graphs • Text on graphs and tables needs to be legible.

Conclusion Questions? • Groups and meeting times on WebCT • TA meetings have begun • There will be class on Friday

ENGG*3100 Project Documentation