UPM / FK / BP / FYP

A GUIDE TO STUDENT PROJECT

BAHAGIAN AKADEMIK, HAL EHWAL PELAJAR, ALUMNI DAN JARINGAN INDUSTRI & MASYARAKAT FAKULTI KEJURUTERAAN UNIVERSITI PUTRA MALAYSIA

UPM / FK / BP / FYP

TABLES OF CONTENTS CONTENTS 1.0 INTRODUCTION 2.0 REQUIREMENTS AND PROCEDURES

2.1 Carrying out the project 2.1.1 Responsibilities of the student 2.1.2 Responsibilities of the supervisor / coordinator 2.2 Final Report 2.3 Evaluation 2.3.1 First Semester Evaluation 2.3.2 Second Semester Evaluation 3 3 3 3 4 4 4

3.0 PREPARATION OF THE REPORT

3.1 Physical Requirement of the Report 3.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.1.6 3.1.7 3.1.8 Paper Margins Font Type and Size Spacing Pagination Mathematical Text Illustration Type-written Copy 4 4 4 4 5 5 5 5 5 6 6 6 7 7 8 8 8 8 8 8 8 8 8 9 9 9 9 9

3.2 Format of the Report 3.2.1 3.2.2 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.2.9 3.2.10 3.2.11 3.2.12 3.2.13 3.2.14 3.2.15 3.2.16 3.2.17 3.2.18 Arrangement of Contents Cover Inside Cover Page Approval Sheet Acknowledgements (if any) Table of Contents List of Tables List of Figures List of Symbols Abstract Introduction Literature Review Methodology Results and Discussion Conclusions References Appendices Biographical Sketch(Optional)

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4.0 5.0

PROJECT WORK SCHEDULE THE USE OF ACADEMIC AND CAMPUS SERVICES IN STUDENTS PROJECT WORK
5.1 5.2 5.3 5.4 5.5 Ordering Equipment Manufacture of Equipment (if applicable) Visual Aids Facilities Correspondence Supervisors Responsibilities

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6.0

THE USE OF REFERENCES IN TECHNICAL WRITING

6.1 6.2 6.3 6.4 Reference in the text References at the end of the text The essential elements of a good reference are Volume Works

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1.0

INTRODUCTION
The preparation of a report forms an important part of the students work in this Faculty. The final year student project is a partial fulfillment of the requirements for all the Bachelor of Engineering programs. This guide has been prepared to help the final year student with the selection, implementation, and presentation of an acceptable project work and report. It is also a useful reference for the project supervisor in guiding the student in meeting the necessary requirements set by the Faculty. The project work is intended to provide the students with the opportunity to apply theoretical knowledge to solve engineering problems. It is also aimed at helping students to develop initiative and to gain experience in research methods and procedures, collection, analysis and presentation of engineering data with the necessary observations and conclusions. The main objective is to help the student develop initiative in tackling a problem by himself / herself. Student should follow closely to what has been outlined in this guide and observe the time schedules and datelines, which will be acknowledged from time to time by the project coordinator.

2.0

REQUIREMENTS AND PROCEDURES

2.1 2.1.1 CARRYING OUT THE PROJECT Responsibilities of the students It is the responsibilities of the students to ensure that the project work is carried out to meet the necessary requirements set by the Faculty. A lot of initiative and hard work are expected from every student. Students are expected to meet the supervisor and discuss the project work as often as possible. As soon as a project is approved by the Faculty Project Coordinator, the student should start working on it immediately by further detailed planning, preparation of equipment and the pursuit of experimental work. 2.1.2 Responsibilities of the supervisor / coordinator The supervisor is expected to meet the student from time to time to advise and monitor the progress of the project work. It is also the responsibility of the supervisor to see that students follow closely all the datelines set by the Faculty Project Coordinator. The supervisor is also expected to advise the student to follow the guideline in this book in preparing the project report. The Coordinator/Head of Department is required to identify examiners upon consultation with the supervisor. He is expected to assist the student in making arrangements for use of facilities, editing the reports, visits or attendance at colloquia if these are deemed necessary as part of the program of work. 2.2 FINAL REPORT The final report is to be typewritten in Bahasa Malaysia or English and preferably should not exceed 100 pages. Two hardbound copies of the final report must be submitted to the respective department clerk before the appropriate dateline. The Faculty has the right to reject reports that do not satisfy any of the requirements or down grade the result.

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2.3

EVALUATION

2.3.1 First Semester Evaluation For the first semester, project work will be evaluated based on the following: i) Presentation of Project Proposal 5% (by supervisor and/or examiners) ii) Report of Project Proposal 5% (by supervisor) iii) Project Work 20% (by supervisor) The evaluation criteria for each of the items above are based on the expected Program Outcomes (PO). The marks will be filled in FK3/Q/PROPEL3. Each student should submit a typewritten copy of his / her project proposal and present a short seminar on the proposed project. It is the responsibility of the student, not the Faculty, to arrange for the typing of the report and for its completion within the dateline set. KKA and those department adopting KKA s format, need to refer to A Guide To Final Year Plant Design Project for evaluation. 2.3.2 Second Semester Evaluation For the second semester, the project work will be evaluated based on the following: i) Project Work ii) Project Report iii) Oral Exam 30% (by the supervisor) 30% (by the examiners and supervisors) 10% (by the examiners and supervisors)

The evaluation criteria for each of the items above are based on the expected Program Outcomes (PO). The marks will be filled in FK3/Q/PROPEL3. An oral examination will be held within a week immediately after the final examination week when the student presents his / her report. The project report must be submitted to the supervisor and examiner through the respective department clerk at the latest, one week before the oral examination. A panel of 3 members is recommended to give the oral examination. External observers from other educational institutions may be invited to attend the oral presentation. Failure to submit the final report in hardbound copies in the specified time may result in an F grade for the project report.

3.0

PRPEPARATION OF THE REPORT

3.1 PHYSICAL REQUIREMENT OF THE REPORT

3.1.1 Paper An 80 gm White Simili paper or paper of equivalent quality should be used. The paper should be of A4 size (210 x 297 mm). 3.1.2 Margins The text is re commended to be typed on one side of the paper only with margins of not less than 40mm on the left and 25mm on the top, bottom and right. 3.1.3 Font Type and Size The report should be typed by using Times New Roman font with 12 in size.

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UPM / FK / BP / FYP 3.1.4 Spacing The report should be typed preferably in double spacing. The following, however, should be single spaced in the text of the report: a) b) c) d) e) f) Foot notes Quotations longer than 3 lines Reference Tables Computer Programs Appendices

Major sections should begin on a new page on the fifth double space from the top of. Avoid having a single line of a paragraph. 3.1.5 Pagination Pages are numbered consecutively from introduction to the end of the report, including pages of figure, tables, computer programs and appendices. Page numbers appear by themselves and are not to be enclosed in parenthesis, hyphens or other decorative symbols. Pages preceding the introduction may carry page numbers in small roman numerals (i, ii, iii). The title page should not be numbered though it is counted as page i. 3.1.6 Mathematical Text Mathematical text must be spaced out; superscript must be clearly shown as such. 3.1.7 Illustration Photographs, drawings, graphs and other illustrations which are not incorporated in the text must be reproduced on A4 size card or paper leaving a margin of not less than 2cm all around. Where large-scale engineering drawings or maps are used, copies reduced to A4 size must be included in the report where appropriate. In any case a complete set of the original drawings or maps should be handed in with the report. Diskettes of the programs and negatives should also be included where required. 3.1.8 Type-written Copy The first copy must be the original copy. Second and third copies should be photo copies of the original. Carbon copies will not be accepted.

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3.2
3.2.1

FORMAT OF THE REPORT

Arrangement of Contents A report consists of many parts arranged in a certain order. It is recommended that the following occur in the following order, although not every report will include all the items listed. Blank Leaf Title Page Approval Acknowledgement Abstract Table of Contents List of Tables List of Figures or Illustrations List of Symbols Introduction Other Chapters as Necessary Probably including Introduction Literature Review Materials and Method Results and Discussion Conclusions Summary Reference Appendices Biographical Sketch (Optional) Blank Leaf

3.2.2

Cover

NAME OF THE AUTHOR

TITLE

MATRIC NO. PROGRAM HARD COVER (Navy Blue) YEAR

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FONT TYPE Times New Roman Font Size: 14

MATRIC NO.

3.2.3 Inside Cover Page This page includes the following information: Title of Project Full name of Author The degree for which the report is presented The month and year in which the degree is granted

3.2.4 Approval Sheet This sheet bears the signatures of the Supervisor and two other members of the panel certifying approval of the report.

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3.2.5

Acknowledgement (if any) Acknowledgements may be given to those who help in the supervision of the project. It may be found necessary to seek information and special assistance, particularly from outside the Faculty or University, which should be acknowledged. Students should judge as to whether the quality and quantity of the assistance requires acknowledgements. The wording should be simple, concise, tactful and modest. Table of Contents This page is self-explanatory. It serves as a synopsis of the structural pattern of the report. As far as possible, subdivision of headings should be limited to three levels. All materials following the table of contents are listed in it. No preceding material is listed. The headings as listed in the table of contents must be worded exactly as they appear in the body of the report. List of Tables If the report contains a lot of tables, a separate page should be allocated to a list of them, giving the table number, the exact title and the page where it may be found. List of Figures If the report contains a lot of tables, a separate page should be allocated to a list of them, giving the table number, the exact title and the page where it may be found. List of Symbols All symbols and abbreviations for scientific terms as used in the report should be listed on this page and their full interpretation given, along with their units where necessary.

3.2.6

3.2.7

3.2.8

3.2.9

3.2.10 Abstract The abstract covers briefly the whole of the work in the report. It is presented so that any other reader, who is attracted by the title of the project. Can know a little more without having to read the whole report. Any reference to the literature is not made in the abstract but if such references are necessary, they should be footnoted. Abstract should not normally exceed 250 words and must be written in standard Bahasa Malaysia or English. 3.2.11 Introduction This is an introduction to the project work as a whole, the problem, social, economic and technical reasons why the project is of importance, its significance on a limited front or its possible application to a wider field. 3.2.12 Literature Review It is important that a student doing a certain project work should know what has already been done related to his project. Having done this reading, it is important that the main outlines be recorded and the reference to the work be made (Refer 3.2.15) 3.2.13 Methodology This should contain an accurate description of the equipment used and the experiments carried out. It should be sufficiently detailed for the reader to be able to repeat the work if necessary and know exactly the circumstances under which it was done. While only representative successful experiments need to be described in detail, it is often described in detail, it is often desirable to mention briefly the unsuccessful experiments and wrong turnings which occur for the benefit of the reader.

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UPM / FK / BP / FYP 3.2.14 Results and Discussion This is the heart of the project work and distinguishes a project report from references or description. This is the place where the results of experimentation are reported and appraisal of what has been written before. A place where comparisons are made, argusions reached. 3.2.15 Conclusions Conclusions are the natural outcome of the results and discussions. These are essential parts of all reports even if the only possible conclusion that can be reached is no conclusion can be drawn from the project and that further work is necessary in a certain direction. There is a clear distinction between conclusions and comments. The student has really learnt from his project work if he can separate out the conclusions from the comments. 3.2.16 References Nearly all projects will involve the reading of a number of reference. The list of reference forms a very valuable part of the work since it enables the reader to seek more work consulted and also protect writes in matters of copyright. Information from the source. It is a common courtesy to quote the authors of the work consulted and also protect writes in matters of copyright 3.2.17 Appendices Any information, which may contain the following, should be included under Appendices: a) Original data that are lengthy and or lesser importance b) Long quotations or descriptions c) Other relevant information that are not readily available to the reader 3.2.18 Biographical Sketch (Optional) This section is optional. It is a brief background of the author. It may include information like age, occupational experience, academic qualification, or even marital status. The purpose of this section is to introduce the author to readers.

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4.0 PROJECT WORK SCHEDULE

This schedule is a guide to students and supervisors involved in final-year projects. SEMESTER I Briefing of projects by supervisors / coordinator / head of department Registration of chosen projects by students Preparation of project proposals Identification of examiners Presentation of project proposal in a seminar Students mark for semester I is due at the Coordinator / Head of Department Office SEMESTER II Copies of final corrected report for oral presentation Are due to supervisor and examiners Oral presentation of report Hardbound copies of report and final grade are due at the Head of Department Office WEEK 1-2 1-2 3-4 4 5-6 19 WEEK 17 19 20

5.0

THE USE OF ACADEMIC AND CAMPUS SERVICES IN STUDENT PROJECT WORK

These notes are intended as a guide to students and for the information of technical, academic and office staff on the procedures to be adopted when service facilities are required. In preparing the Project Proposal form the student consultation with his/her supervisor will have outlined his / her requirements for the various facilities involved. Upon approval the students should inform the appropriate senior technician of his/her intended assistance, instrumentation and workshop staff needs. Give relevant dates e.g.: when drawings will be available, when equipment is required etc. Update this information frequently and keep the senior technician informed of changes. 5.1 Ordering Equipment On the Project Proposal form, costs (approximately RM 500 per student) will have been estimated for equipment and materials to be ordered. The supervisor and/or the relevant senior technician will help to prepare orders, but it is the student responsibility to ensure that his/her equipment is accurately stated. 5.2 Manufacture of Equipment (if applicable) 5.2.1 Full information is required for all equipment to be made in the workshop. This must include: a) General arrangement drawing b) Fully dimensional detail drawings of all components to be manufactured c) Complete materials list of all components whether ex-stock or to be bought out including material specifications and size of all raw materials. 5.2.2 A project number will be allocated which must appear on all drawings, parts list and other paperwork associated with the project. All drawing must be to the ISOA series of sizes (eg. A1) with at least a 20mm margin. All dimensions to be in millimeters. The drawing number will appear in the lower right hand corner of the sheet, below the title block. The project supervisors name and the desired date for completion of manufacture should be stated. Throughout the design and draught stage, the student should consult both his/her supervisor and Drawing office staff. This will ensure that drawings are presented
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5.2.3
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UPM / FK / BP / FYP in accordance with certain standards and that no serious design or other errors are present at the time of completion. It is recommended that the Design Draughtman be consulted during the design stage, as he will be able to comment on the practicability and economy of manufacture in the workshop. 5.2.4 A set of drawings must include a parts list. On completion the set of drawings is submitted to the Project Supervisor for approval. Prints are taken from the drawings and any errors or changes found necessary are marked on the prints and the students make corrections. The corrected drawings and prints are then checked and signed. The original drawings are filed in the Drawing Office together with the original parts list. The prints are submitted to the workshop for manufacture. Proposed revisions to an approved and finally checked drawing must first be discussed with the supervisor and Drawing Office staff. If prints have been submitted to the workshop and manufacture commenced, a representative from the workshop should be included in any discussions.

5.2.5

5.2.6

5.3 Visual Aids Facilities

Requests for visual aids service required should be made at the facultys store. Any requests for visual aids and work to be charged require the approval of the project supervisor. Approval is at his/her discretion and subject to Faculty work having priority.

5.4 Correspondence
Any correspondence addressed to individuals or organizations outside the Faculty must: a) Include under the signature of the writer, the writers name in black capitals or typescript. b) Clarify that the reply should be addressed personally to the writer. c) Clarify that the enquiry is in connection with a study project. Letters should normally be written or typed by the student. In exceptional cases only supervisors may authorize Faculty typing facilities to be used subject to Faculty work having priority.

5.5 Supervisors Responsibilities

The supervisor is responsible for general guidance in the arrangements of the students project. He/she should check orders and work required to ensure that Faculty resources of money, labor and materials are not used wastefully and that costs are correctly allocated to the students project or personal account in accordance with the arrangement outlined above.

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6.0

THE USE OF REFERENCES IN TECHNICAL WRITING

The objective of giving references is to let the reader: i) Know what sources the writer drew on. ii) Know which information comes from which source. iii) Find the original information to check it or obtain more information.

6.1

Reference in the text: The practice is to give a note after the quoted material, either in the form of a number which refers to numbered references quoted in full at the end, or by giving the authors name and year of publication for example: i) ii) Fiber reinforced concrete is a composite material consisting of concrete with fibers (17). Fiber reinforced concrete is a composite material consisting of concrete with fibers (Shirley, 1975)

6.2

References at the end of the text: In example (i) number lists the reference, while in example (ii). The reference is not numbered but listed in the authors name. Listing references may be presented in either way (as mentioned in example (i) and (ii) in the previous paragraph). It should be noted here that the value of the references would be reduced if it is poorly presented. The test of a well-prepared reference is whether a reader, here or elsewhere can readily identify and locate the material that has been cited. Regardless of style therefore, completeness and accuracy are essential.

6.3

The essential elements of a good reference are 1) Authorship 2) Year of publication 3) Title of publication 4) Medium of publication and 5) Number of pages in the publication Examples given below are presented in section according to the type of publications. This is done to illustrate how to handle various kinds of materials referred to and does not mean that the reference section should be similarly presented.

6.4

Volume Works: If the source is a textbook, monograph, pamphlet or report the following information should be given in the order stated: i) ii) iii) iv) v) vi) Author (or Editor, Compiler, Translator) Year of Publication (in parentheses) Title of Article/Chapter/part of section Title of Book/Monograph/Pamphlet/Report Edition No. Publisher Page number referred to

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UPM / FK / BP / FYP Example: DESCH, H.E. (1973). Timber, Its Structure and Properties 5th Ed. London, Macmillan, 424p. NEVILLE, A.M. (1973). Properties of Concrete. 2nd Ed. London Pittman, 687p. WHITMORE, J.G (1973). Palms of Malaya, Kuala Lumpur. Oxford Univ. Press. 129p. Periodicals: When the reference is an article in a technical journal the following should be given: i) Author ii) Year of Publication (in parenthesis) iii) Title of Article iv) Name of Periodical (abbreviated, underlined and followed by a comma) v) Volume number vi) Issue number vii) Page numbers referred to

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