| Subject Code : | AGRI5503 |
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Assessment Task:
All the material is necessary for the document to fulfil the goals of informing or convincing the reader, establishing trust, and documenting actions or procedures. Typical sections are:
Introduction
Lead your readers into your paper and give them an idea of what to expect. It should not be simply a restatement of the Executive Summary, even though it will contain some of the same material. It should do the following: State clearly the subject of your document; Define the problem, your approach to it, and why this problem is important; State the purpose of your document; Define the scope of your document; Provide necessary and relevant background information.
Try to begin with a general statement about the topic (‘big picture’) before moving on to specific issues. This strategy will make the topic accessible to your readers, especially those who are not specialists in the field.
Background
In short documents, background information can be included in the Introduction. In longer documents, putting some or all of the background information in a separate section with a heading may be more effective. The aim is to provide enough information to allow your reader to understand the specific problem being addressed and to provide a context for your document. You may include a historical summary of the problem, a brief summary of previous work on it (including, if appropriate, relevant theory), and the specific reasons the document is being written. Long and complex reports often include a separate theory section.
Theory
In long and fairly complex reports and articles, especially theoretical and experimental reports where the purpose of the document is to apply, verify, or illustrate one or more theories, it is best to include a separate section presenting relevant theoretical formulae and the techniques by which any experimental results are predicted. When presenting equations, define all the symbols.
Design and Decision Criteria
Design criteria are the explicit goals that a project must achieve in order to be successful. In recommendation and feasibility reports, especially, the design and decision criteria determine the document's final recommendation for action. Managers use these criteria as their basic tool in evaluating a project's potential for success and how well it fits into the goals of the organization. Design Criteria can be: Primary criteria that constitute a successful project, implying that the project is unsuccessful if it does not meet these goals; Secondary criteria that are highly desirable but not absolutely essential. Separating primary and secondary criteria establishes a clear hierarchy in design choices. Often, implementing one criterion makes the implementation of another infeasible, or a secondary criterion may be sacrificed in favour of a primary criterion. Make your Design Criteria short and specific, and avoid vague language. List primary criteria first, then secondary criteria. It is often best to use a bulleted list, with short titles preceding the explanation (the titles may then be used later in the document as specific criteria are discussed).
Procedure
Describe methods of collecting data. This section allows a reader to reproduce the process, so it should be written in narrative form with illustrations of all test setups and procedures included
within the text. As in all narratives, organize the material to follow the actual sequence of events. Separate each group of actions into one or more paragraphs, and describe each discrete action in one or more sentences.
Results
Describe all appropriate information produced by the research procedures. Simply present data and estimates of their accuracy. Save the explanation and interpretation of these findings for the Discussion section that follows. This section makes extensive use of figures to present data. Order information by its importance to your audience. State all significant findings in the text, referring to the tables and graphs. If there is a large amount of raw data, include it in an Appendix, and refer to it within your text. In short documents, the Results and Discussion sections may be combined into a single section.
Discussion
Explain the information presented in the Results section, commenting on significant data produced by the study. Consider the following points: Are there significant patterns in the data and relationships among variables? Offer possible explanations for these patterns and relationships; Compare the actual data produced with any predictions or questions posed in your Introduction (or Theory section); If any results are surprising, offer possible explanations; Consider how well the data answer any questions posed in your Introduction; do the results answer the questions completely? If not, explain what questions still need to be addressed and give possible explanations why the results may be inconclusive; Qualify the scope of your explanations; discuss situations where your explanations apply or not; Organize your material in order of importance to your reader's purpose in using the document.
Recommendations
Consultant Reports usually point to further action. Recommendations should always be specific and appropriate to the document's audience. Separate each recommendation in bulleted or numbered lists, organized in either in order of importance or order of development.
Conclusion
Because some readers of documents, particularly managers, will sometimes not read the entire document but, instead, focus on the Conclusion, this part of the document should summarize all essential information necessary for your audience's purpose. In your conclusion: Relate your findings to the general problem and any specific objectives posed in your introduction; Summarize clearly what the report does and does not demonstrate; Include major recommendations for action.
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