WRITING IT REPORT

http://www.monash.edu.au/lls/llonline/writing/information-technology/report/index.xml

Starting the assignment

When you receive an assignment topic, it is important that you understand what you are required to do. Your assignment will be assessed in relation to how well it answers the question. Your first step should therefore be to analyse the question.

This analysis will assist you to:

• determine how you should approach the task

• clarify your thoughts on the topic

• provide a starting point for a preliminary plan

• identify what information is appropriate and relevant to the topic

• provide an answer which is relevant to the topic

Report writing

A report differs from an essay. The typical report is organised logically, structured in sections and subsections with headings, and uses decimal numbering.

1. Where should you obtain information to complete this assignment?

The assignment description states that you should use articles from a range of different journals and internet sites published over the last two years which provide reliable information relevant to one of the four areas of computer technology listed: primary memory, touch screens, hard disk drives, or scanners. As part of the assignment, you are expected to find articles in computer magazines, for example PC World or Computer World, and academic journals, for example publications by the IEEE Computing Society or the Association for Computing Machinery (AMC). Magazine articles will provide you with opinions about individual products in an area of computer technology. In contrast, articles in academic journals will provide you with a more in-depth analysis or overview of an issue such as an area of computer technology, future developments, etc. You may also use textbooks for background information and definitions. You are recommended not to use several articles from the same journal or by the same author.

2. How should you include information you have read in journal articles and internet sites in the assignment?

The assignment requires you to gather current facts and well-informed opinion, and to summarize these ideas. You will therefore need to analyse the ideas and to consider how they relate to each other. It will be easier to do this if you summarize each author's ideas in your own words.

The assignment description emphasises that it is important to always indicate to your reader where the information you have used comes from, that is, acknowledge the source of the information. You are asked to do this by using the Harvard Referencing System.

3. In what format should you present the assignment?

The assignment description states that you are required to present the assignment in the form of a report as opposed to an essay. You will therefore need to become familiar with a typical report format which will involve the division of your assignment into appropriate sections and subsections. These sections should be organised logically and given clear section headings. They may also numbered using a decimal numbering system. You are directed to complete the assignment on a word-processor and to edit the assignment for correct spelling, punctuation, and grammar (see Writing the Assignment for further information).

Structure

Do you know what a report involves?

A typical report investigates, describes, and analyses information in a thorough and logical manner. This information is then presented in a report format.

Some features which typify a report format include: numbered sections with headings, a contents page, data presented in figures, tables, or diagrams, short paragraphs, and objective language.

Before you begin to write your report for Computer Systems, it is important that you are familiar with:

• the structure of a report

• the type of information required in each section of a report

• the style of language used in a report

There are many types of reports, such as technical reports, scientific reports, and business reports. Each type of report has its own structure and conventions, and often these conventions vary between your subjects at university.

Most reports include the following:

• Title page- the first page of an assignment which provides information such as the subject name and code, student name and number, tutorial time, tutor's name, and assignment title.

• Abstract- a brief summary of the contents of the report, including a description of the purpose and conclusions of the report.

• Table of contents- a list of the section and subsection headings and page numbers of a report.

• Introduction- an introduction usually commences with the purpose of the report; that is, the reason for conducting the study and preparing the report.

• Body of report- this is the largest section of a report. It consists of information which is supported by examples and evidence obtained from your readings. This information is presented under appropriate headings and subheadings and is ordered in a logical manner to facilitate the readers' understanding of the report.

• Conclusion- The conclusion section briefly summarises the main ideas that have been established in the body of the report. It is written in a concise manner and should not include any new information or ideas.

• Reference list - a list of all the sources refered to in an assignment. The list is arranged alphabetically by author surname.

• Appendices- the appendices are located at the end of a report and consist of extra supporting evidence that is not possible to incorporate in the main body of the report, such as raw data, detailed tables, questionnaires, interviews, etc. In the case of this assignment, you have been asked to include a copy of three of the most frequently used references in your assignment.

More detailed information about abstracts and introductions:

http://www.monash.edu.au/lls/llonline/writing/information- technology/report/1.3.1.xml

Style

The style of language you use in a report is also important. Your ideas need to be expressed in an objective manner. To do this, most reports are written in third person. For example,

The purpose of this study was to…

rather than

I did this study…

It was found…

rather than

I found…

Using this writing style the pronouns 'I', 'you', and 'we' are replaced by 'it', 'she/he', and 'they', making your position as a writer an impartial observer. An alternative to using the third person is to rephrase the sentences, for example,

This study was conducted for the purposes of…

instead of

The purpose of this study was to…

The findings indicate…

instead of

It was found…

The main purpose of this assignment is to gather current facts and well-informed opinion on the topic on the basis of different sources (minimum 3 different sources), and to summarize these in your own words.

Sources of information Text books may provide you with background information, but they will not be a major source of information for this assignment. You will find that journals and internet sites provide you with more up to date information in the field of computer technology. You should use information from a range of recently published sources: for example, do not use several articles from the same journal or by the same author. You should also consider the reliability of the information you use and make sure it is central to your topic.

Central to your topic - the information used in the assignment needs to be relevant to the topic.

Reliability of the information -reliability refers to the quality of the information you use. If the information is reliable, it will be from an authoritative source and without bias. The author, intended audience, purpose, and bias of information will indicate its reliability.

Referencing - You are being asked to summarize the opinion of experts in the field. This will involve quoting, paraphrasing and acknowledging the sources of these opinions. You should use the Harvard Referencing System. Remember that you must substantiate any claims you make with supporting references and that you should indicate any assumptions you make. Marks will be deducted for poor referencing.

Read in detail about quoting, paraphrasing and acknowledging the sources here:

http://www.monash.edu.au/lls/llonline/writing/information-technology/report/1.1.3.xml

Harvard Referencing System is recommended to use in your report:

http://libweb.anglia.ac.uk/referencing/harvard.htm

Read a sample report: