Lecture 3: Writing the Project Documentation
Part I
Topics that will be covered
 Structuring Reports
 Writing Abstracts
 Referencing Material
 Presenting Data
 Documenting Software
 Commenting Programs
 Writing User Guides
Why to document your project?
And why it is important?
 Sometimes, a graduation project is not accompanied
with a software, then the documentation would be the
evidence of the project.
 Dissemination of ideas and results
 Good work (software for example) could be ruined by a
poor report, that doesn’t justify your practical work
right.
Writing and Structuring Reports
 Considerations
 What is the purpose of the report?
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Best Mark
Work Dissemination
Provide Literature Review
Inspiring others
Fulfill Requirements of your course
 Who is going to read it?
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Examiners, Future Employees, Academics and Experts?
What do they already know?
What do you want them to learn, gain, and be influenced?
Writing and Structuring Reports
 It is important to take these two considerations into
your mind, before starting writing your document. In
this case, you will know exactly the type of information
you will include in your report.
 Detailed description for students, or go directly to
conclusions for experts?
 Try not to write so much detailed, just for the sake of
writing
 On the other hand, try not to miss any important
information that should support your project.
Writing and Structuring Reports
 Approaches to Writing
 Top-Down Approach
 Evolutionary Delivery
Note: You can adopt one of them, and you can use both!
Writing and Structuring Reports
 Approaches to Writing
 Top-Down Approach
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Use Chapter Breakdown Structure to identify the structure of
the report
 Identify all chapter names, sections and sub-sections
Identifying the contents of each chapter, makes writing much
easier
You concentrate on a certain target in each chapter, and you
don’t misdirect to another target
Helps in time management
Writing and Structuring Reports
 Approaches to Writing
 Evolutionary Delivery
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You write separate parts of your reports as the thoughts come
by.
You can re-write these parts as your project proceeds, and your
information increase.
So, each part evolves and matures over a period of time as new
ideas immerge.
Writing and Structuring Reports
 Approaches to Writing
 These two approaches (Top-Down and Evolutionary
Delivery) can be combined by:
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Specifying the chapters, sections and sub-sections heading
and contents.
By, taking the previous point as your road-map, you can start
writing these parts, taking into consideration any probability
of re-writing that might be needed while the project in
progress.
Writing and Structuring Reports
 When Should I Start Writing?
 You can start right away 
 You don’t have to leave the writing to the end of the
project.
 In the current phase, you decide the structure of your
report, and the chapters and sections that should be
included.
 Then, whenever you enter a new phase (e.g. Analysis,
Design, implementation, …etc) you can write down your
findings in the corresponding chapters directly.
 This what we intend to do in this course
Writing and Structuring Reports
 The Order to Writing
 Identify Structure: Use Report Breakdown Structure to identify
the content. Even if not enough information is available in this
stage, use as much information as you can.
 Identify Presentational Style: Use the style described in the
Graduation Project Guide.
 Draft the Introduction:
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Introduction presents the idea of the project to the reader
It also makes the idea clearer to you
At this stage it will be a draft introduction
It should include literature review
Description of the coming chapters.
Writing and Structuring Reports
 The Order to Writing
 Main Body:
 It includes chapters like (used methods, analysis, design,…etc.)
 Its content depends on the undertaken project
 No need to write chapters or sections in order, you can write them as
your project progresses.
 Write the Abstract
 ALWAYS, write your abstract after the document is almost finished
 Details about writing abstracts are coming later.
 References and Appendices
 You may not use all the references you have collated.
Writing and Structuring Reports
 The Order to Writing
 Arrange Contents list and the index (if required)
 Proof-reading, check and correct:
 All group members should re-read the written documents as a whole,
and suggest any corrections or modifications.
 It is ok to get someone else to read it for you, as an additional proof
reading.
Writing and Structuring Reports
 Structure
 Title Page or Cover Sheet
 Abstract
 Acknowledgements
 Content Listing
 List of Figures and Tables
 Chapter 1 – Introduction
 Chapter 2 – Literature Review
 Chapter 3 –Requirements / Analysis
 Chapter 4 – Design
 Chapter 5 – Implementation and test
 Chapter 6 – Evaluation
 Chapter 7 – Conclusion
Writing and Structuring Reports
 Structure – The relationship between chapters
Writing and Structuring Reports
 The Introduction Chapter
 This chapter should contain the following
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Overview
Problem Statement
Goal and Objectives
Scope of the Project
Outcomes and Benefits
Facilities and Resources
Procedure and Methodology
Dissertation Outline
Writing and Structuring Reports
 The Conclusion Chapter
 This chapter should contain the following
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Project Achievement
To how extent has the project met its objectives
The contribution
Evaluation of the following:
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The development process model
The Programming language
Problems faced, and how it have been overcome
Enhancements
Lessons Learnt
Recommendations and Future Work
Writing and Structuring Reports
 Writing Style
 Use the layout, font style, ..etc. as described in the Project guide
 Grammar Style: Good reports can be ruined by poor grammar!! So
pay attention to the grammar you use.
 A good writing style comes with practice, the more you write the
easier it becomes
 Reading also helps you to improve your own writing skills.
Writing and Structuring Reports
 Writing Style
 Tips for a professional writing style:
 Try to write in the third person. Avoid using pronouns like, I, you,
we, my and so on.
Example:
Don’t write: I interviewed seven people to see what they thought of the system
and write: Seven people were interviewed to determine their thoughts on the
system
or write: The author interviewed seven people to see what they thought of the
system
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Avoid complex and long sentences
Avoid making several points within the same sentence.
Avoid abbreviations and Jargons (‫ اللغة الغامضة‬،‫)المصطلحات العامية‬
Use “s/he” or “they” instead of he.
Writing and Structuring Reports
 Writing Style
 Tips for a professional writing style:
 It is common to use the past tense, since the report is describing a
project that you have already completed.
 Avoid jokes and personal views
 Avoid shortened forms: use “is not” instead of “isn’t”, use “cannot”
instead of “can’t”
 USE SPELL CHECKER
 Avoid terms like “clearly” or “obviously”, since you may know the
point you are talking about so clearly, but your idea might not
reach the user that “Clearly”
 Avoid red flags. These are claims that your personal opinion rather
than facts from literature.
 Example: “Requirements capture is the longest stage of the
software development processes”
Writing and Structuring Reports
 Writing Style
 Tips for a professional writing style:
 Avoid red flags. These are claims that your personal opinion rather
than facts from literature.
 Example: “Requirements capture is the longest stage of the
software development processes”
you either add a reference to this sentence, or make it uncertain by
using words like “often” or “sometimes”
“Requirements capture is often the longest stage of the software
development processes”