UNIT – V syllabus 1] Technical report writing 2] Business reporting 3] Types of reports 4] Progress reports
5] Routine reports 6] Annual reports 7] Formal 8] Analysis of sample reports from industry 9] Synopsis 10] Thesis
V UNIT QUESTIONS PAPERS SOLVED
1] JANUARY 2009 2] AUGUST 2009 3] FEBRUARY 2010 4] JULY 2010
1] JANUARY 2009
1] The results of the University have been declining for the last two years. So Vice Chancellor commissions a group to find out the reasons and write a report. You are the students’ council president. You have to write a report on the activities that took place in your college during the academic year.
For example:
ACTIVITIES REPORTS
The Royal Australasian College of Surgeons provides educational training, professional development and support activities for surgeons and surgical Trainees. The College regularly provides research documents regarding the surgical workforce and surgical training in Australia and New Zealand.
The activities report is a document provided for Government departments of health, related agencies and the wider community.
These reports detail statistics on the College's activities in education, assessment and the surgical workforce.
They include policies, procedures and summary statistics on the College's activities for the year ending on 31 December.
Activities reports are published as both annual reports and two interim reports.
EDITORIAL
This is our first report. It represents a significant evidence that the College of Management has achieved its first construction phase, after integrating the ODYSSEA building in 2003, starting officially as a College at EPFL in 2004 and growing by steps to the 10 chairs that now structures its research and teaching force. During those four years, CDM has made optimal use of time and resources to develop and enrich its activity and competence portfolio, in all key academic areas: research, teaching, relationships with the economic sector and internal and external services.
MISSION AND STRATEGY
Technology is both a major source of opportunity and a threat for companies confronted with the globalization of their markets. Their competitive success is based on the effective management of technological potential, the installation of innovative organizations, the effective control of the innovation process and of the management of their supply chain.
Our College gains its consistency from the cross-disciplinary nature of our research and educational activities; envisaged altogether as systemic knowledge but focused on three things. They are academic / educational / research fields. They are
Entrepreneurship Innovation, Financial engineering, Next generation infrastructures.
Financial Engineering Finance Next generation infrastructures Economics Entrepreneurship Innovation Management Executive education Core competences
Some fundamental issues remain:
• The Master’s program stays accessible, as option course in the SHS program or as minor in certain other Master, with 30 credits, or as a complement in a technological master. Each student in an EPFL Master, whatever is curses, should be forced to follow a minimum amount of courses in management and economics delivered by CDM.
• It is also possible to raise the question of the relevance of the type of educational program at bachelor’s level, to students who may not have all the necessary knowledge nor the maturity for that.
• Just the same, it is worth stressing the ambiguous and problematic position of the Human and Social Science program in the other Masters, with practical and occupational vocation. Constraints imposed by technological Schools convey the risk of producing an all around but also unfocused CDM, which should be avoided.
• It is important to give to the CDM the human resources to cope with its very rapid development (otherwise: risk of asphyxia due to students’ enthusiasm and heavy implication in continuing education).
2] FEBRUARY 2010
3. Write a report to be submitted to the Chief Executive officer, Corporation of Hyderabad on the enhancement and development of parks in Hyderabad.
PARKS MAY BE 1] IT PARKS 2]AMUSEMENT PARKS 3] INDUSTRIAL PARKS 4] GARDEN PARKS
5] PARKING PARKS and so on.
Hyderabad is slowly developing and evolving into cosmopolitan city. So the urgency of building parks is mandatory.
Software exports from Andhra Pradesh have been growing and in 2003-04 crossed the U.S. $1 billion mark. A number of Major National and International Players have established their development /service centers in the State over recent years. The Government of Andhra Pradesh considers that IT/ ITES will continue to be a major growth opportunity in the future. The Government of Andhra Pradesh is keen to significantly increase the levels of income and employment being generated in the IT/ITES Sector, by attracting reputed National & International Companies to invest in the State.
Andhra Pradesh Industrial Infrastructure Corporation (APIIC), a dynamic growth engine, has translated the vision into reality at a remarkable pace. Towering testimonies, of international class, include, 272 Industrial Estates, Hitec City, Mindspace Cyberabad Project, Apparel Export Park, IIIT and an ever increasing portfolio of prestigious accomplishments.
The interested developer/firms in India & Overseas shall possess the following criteria.
At least annual average turnover (gross sales net of excise) of Rs.100 crores per year in the last three years in relevant business.
Must have a net worth of Rs.75 crores on the basis of latest audited report
Developed and marketed an individual unit of 0.5 Million Sft. and an aggregate of 2 Million Sft. during last 5 years.
Developers who are confident enough to develop and market the IT Parks in 5 years only need apply
Documentary Proof
Audited Annual reports showing turnover during last 3 years
A brief Company profile and list of IT related projects successfully completed, with proof of customer satisfaction.
How to apply
Interested developer/firms are requested to furnish their proposals in a sealed cover strictly as per the format available at www.ap-it.com along with Rs. 25,000/- (Rupees twenty five thousand only) towards processing fee (non-refundable) in the form of a demand draft drawn in favour of APIIC Limited payable at Hyderabad to:-
The Vice-Chairman & Managing Director,
APIIC Limited, 6th Floor, Parisramabhavan,
5-9-58/B, Basheerbagh, HYDERABAD-500 004.
Phone: 040-23230234 / 23233596
EXPRESSION OF INTEREST CUM REQUEST FOR QUALIFICATION APPLICATION FOR
DEVELOPMENT OF NEW IT PARKS AROUND HYDERABAD & VIZAG
To,
The Vice-Chairman & Managing Director,
APIIC Limited
6th Floor, Parisramabhavan
5-9-58/B, Basheerbagh
Hyderabad – 500 004.
Dear Sir,
Having examined the Expression of Interest and Pre-qualification document including scope of work and time frame of construction, we hereby submit all the necessary information and relevant documents for pre-qualifying us for bidding for the above mentioned work. We have given our Expression of Interest in the site mentioned as assessed by us.
Being duly Authorized to represent and act on behalf of _______________________________________ ___________________( hereinafter the bidder') and having reviewed and fully understood all the information provided in the Expression of Interest-cum-Request for Qualification Document, the undersigned hereby submits the proposal for short-listing for issue of Tender Document for " Development and Marketing of at Administrative office Mushirabad Hyderabad around Hyderabad & Visakhapatnam". The information submitted herewith is true and correct.
APIIC and its authorized representatives are hereby authorized to conduct any enquiries or investigations to verify the statements, documents and information submitted in connection with this proposal and to seek clarification from our bankers and client regarding any financial and technical aspects. This letter of application will also serve as authorization to any individual or authorized representative of any institution referred to in the supporting information, to provide such information deemed necessary and requested by you to verify statements and information provided in this applications or with regard to the resources, experience and competence of the Bidder.
We understand that short-listing of bidders by APIIC shall not be construed as right for award of the project(s) till the bid process is completed and a decision to award is finalized by APIIC.
We understand that any omission, commission, misstatement and in factual statement by us will make our bid invalid at any time during the course of bid process and also after award of the project and APIIC reserves the right to take appropriate action accordingly.
We, understand that APIIC reserves the right to accept or reject any or all the offers and reserves the right to postpone and/or cancel, or short list the bidders for issue of Tender Documents without assigning any reason whatsoever.
Signature of Authorized Signatory
Encl: 1. Schedule filled in the prescribed form.
2. Evidence of authority to sign.
3. Latest brochures.
3] JULY 2010
4. What is meant by an inter office memorandum? What is its importance in an organisation?
A memorandum or memo is a document or other communication that helps the memory by recording events or observations on a topic, used in a business office. The plural form is either memoranda or memorandums.
A memorandum may have any format, or it may have a format specific to an office or institution. In law specifically, a memorandum is a record of the terms of a transaction or contract, such as a policy memo, memorandum of understanding, memorandum of agreement, or memorandum of association.
Alternative formats include memos, briefing notes, reports, letters or binders. They could be one page long or many. If the user is a cabinet minister or a senior executive, the format might be rigidly defined and limited to one or two pages. If the user is a colleague, the format is usually much more flexible. At its most basic level, a memorandum can be a handwritten note to one's supervisor.
In an organisation the superior sends it to the needed person/persons for getting some work to be done.
MEMORANDUM FOR: XXXXXXXXXXX [ Name of the faculty ]
FROM: The Principal
Bomma Institute of Technology & Science
SUBJECT: [Instructions for Requesting Ratifications] A determination has been made that an unauthorized commitment has occurred regarding (description of supplies/services received).
When an unauthorized procurement action has occurred, the Responsible Program Official is required to submit to the Head of the Office a memorandum of all the facts concerning the unauthorized procurement action, including all pertinent records and documents. This acquisition office defines Responsible Program Official as Regional Director/Center Director, Laboratory Directors or equivalent.
The memorandum shall include:
(1) A statement regarding the nature of the unauthorized procurement action and the individuals involved, including all managers who knew of the action and allowed it to take place;
(2) A discussion of the program requirements and an explanation of how the unauthorized procurement action occurred, and why it was considered valid and necessary to meet program requirements;
(3) Explain whether or not competition was sought. Provide an explanation of the initial selection of the proposed contractor, (i.e., market research or sole source justification) include names, addresses, phone numbers, and provide quotes received from any other sources that were considered;
(4) A description of the work performed or products furnished, date inspected and accepted, including the date work started for services;
(5) A copy of the most current invoice;
(6) A description of what has been done to prevent recurrence, including any disciplinary action taken against parties involved;
(7) A description of any attempts made to involve properly authorized procurement personnel before any commitment was made to the contractor (include any factors which prevented such involvement); and
(8) Provide a statement addressing whether or not funds were available at the time of commitment and whether or not they are still available to date.
(9) Any other pertinent information regarding the unauthorized procurement action or the ratification request.
Eg.
It is to inform you that ours college has come to send its first batch of B.Tech. students into the world. The university wants to verify and ratify the academic qualifications of our faculty members. The management put a margin of 30 days to faculty to submit their originals. It is going to be 31 January 2011. Serious action will taken against those who fail to submit the certificates.
Sd/- [principal]
5. Draft a memo asking the employees to use water sparingly during summer as there is likely to be a scarcity.
MEMORANDUM FOR: to all the faculty members
FROM: The Principal
Bomma Institute of Technology & Science
SUBJECT: use of water It is observed that some of the faculty members are not careful about usage of water in our college. The summer started scorching the soil. The depth of underground water is sinking further down. There may come a scarcity of water shortly. So all are advised to use water sparingly and also guide students in using water sparingly. You can use but not waste. Signed /- [Principal]6. What are the chief characterizes of a technical report?
1] Clarity 2] Accuracy 3] Comprehensiveness 4] Accessibility 5] Conciseness 6] Correctness
7. What are the different types and sources of information for writing a report?
The different sources of information are 1] news papers 2] web site 3] books 4] reference books 5] people 6] court 7] research papers 8] historical analyses, 9] information gatherers 10] Journals etc.
8. What is an Affidavit?
AFFIDAVIT
I, the undersigned, do hereby certify that all the statements made in the required attachments are true and correct to the best of my belief and knowledge.
The undersigned hereby authorize(s) and request(s) any bank, person, firm or corporation to furnish pertinent information deemed necessary and to verify this statement or regarding my (our) competence and general reputation.
The undersigned understand and agrees that further qualifying information may be requested and agreeds to furnish any such information at the request.
(Signed by an authorized signatory)
(Title of the Signatory)
(Name of the Organization)
(Date)
To be taken on a Rs. 100- non-Judicial Stamp Paper, duly Notarised.
9. What are points to be remembered while writing a technical report?
Guidelines for report writing
1. Title Page. First page of the report. Try to find a title that clearly describes the work you have done and be as precise as possible. Mention your name, role number, guide’s (and co-guide’s) name, name of the department (i.e. Energy Systems Engineering), name of the institute, place and month and year of the report.
2. Abstract. On a separate page, immediately following the title page, summarize the main points of the report. Persons getting interested in the report after reading the title, should be able to judge from the abstract whether the report is really interesting for them. So, briefly formulate the problem that has been investigated, the solutions derived, the results that have been achieved, and your conclusions. The abstract should not occupy more than one page (about 150 to 200 words). This page should precede the content page.
3. Table of Contents (TOC). Should list only those items that follow it appearing in the following order.
- List of tables (1.1, 1.2, 1.3.., 2.1, 2.2, .. etc.)
- List of figures (1.1, 1.2, 1.3.., 2.1, 2.2, .. etc.)
4. The Chapters. The number of chapters you need and their contents strongly depend on the topic selected and the subject matter to be presented. Roughly the following chapters may be included. However, it is your own report and you have to structure it according to the flow of overall logic and organization. Introduction. In this chapter you formulate the problem that you want to address, the initial goals you had, etc. without going into details. Here you also describe the structure of the rest of your report, indicating which chapter will address which issue.
ESE : Seminar instructions 2
Literature Survey. The discussion on the literature may be organized under a separate chapter & titled suitably. Summarize the literature that you have read. Rather than literally copying the texts that you have read, you should present your own interpretation of the theory. This will help you in developing your own thinking discipline and technical language. Theory-Oriented Chapters. The basic theory necessary to formulate the subject matter may be presented under a separate chapter & titled suitably.
Practice-Oriented Chapters. Depending on the work that you have done, it might be important to write about the system specifications, practical details, system behaviour and characteristics and cross links of the selected topic.
Conclusions. This is one of the most important chapters and should be carefully written. Here you evaluate your study, state which of the initial goals were reached and which not, mention the strong and weak points of your work, etc. You may point out the issues recommended for future research.
5. Equations. Each equation should be numbered using a two-level scheme, (chapter no).(eq no).
6. Acronyms. Avoid acronyms (short forms) in the report except the following standard ones. Equation(s) : Eq(s), Figure(s) : Fig(s).
7. Tables and figures. Tables and figures should be numbered and captioned. Each table or figure should be numbered using a two-level scheme,
8. References. Each entry in the reference has a label. Any reference from the main text to the entry should use this label. All references cited in the text-body should be there in the Reference list
9. The Appendices. Appendices are useful for those things that you consider important, but that do not fit in the main presentation of your work. There could be several reasons for using appendices:
1] you have formulated a theorem, the proof of which is too long for the main text, you want to include a user manual for the software that you have come across
2] you want to present the schematics of a hardware design, experimental set-up, etc. Appendices tend to occupy many pages. Think carefully on what you want to include.
