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How to Write Technical Reports: Understandable Structure, Good

1. No shape law is active There is no special structure Law of spatial neighborhood Neighbored elements form a group Law of similarity Equal or similar elements form a group Law of closeness Lines are connected to a closed shape m N m 7 N ES EN Mer lt ER Law of good continuation The most simple flow of the curve is assumed Sa Law of common area Framed elements form a group 0 00 0000 Law of connection Connected elements form a group Figure 3 15 Shape laws apply during the apperception of figures developed by WERTHEIMER 1922 You can influence the order and intensity of the apperception of objects in the figure if you apply the shape rules and a few other measures These measures help to accentuate parts of the figure and to influence the reading sequence Checklist 3 6 Checklist 3 6 Measures to accentuate parts of the figure and to influence the reading sequence 3 4 Instructional figures 77 Color Colors can be memorized much better than section lining different line thickness or different line styles Most favored and striking is the color red But use color sparing Otherwise the control effect is lost Arrows There are many graphic design variants available for arrows Arrows can point out important details Arrows can also have other functions see Checklist 3 5 rule 11 Oversize Details which are not eye catching but important are displayed larger and unimportan
2. 91 secondary citation eee 117 Section drawing e 106 Section lining oo eee 107 sentence level understandability of text 150 sentence Structure esee 151 SETITE S oi rata EA E 157 set of drawings ceene 22 shape laws esceeseeeeseseneeeeeeeees 77 simplified technical drawing 102 single part drawing 107 sketch figure subheading 103 illustration of computation 101 labeling nu 22 103 reduced technical drawing 101 simplified drawing 101 302 slides basic layout 175 236 fo ters unnnasesne 239 including text and images 238 readability check 237 readability test 176 slide master 175 236 structure on the left 239 transparency assurance 237 small Caps senesi ierat 157 soft hyphen o eee 161 source from the internet bibliographical data 128 space non breaking space 160 space characcter typography eeene 161 space character Usage nenne 161 speech forms vissiin 218 spelling consistent Usage 27 spiral binding with plastic spiral comb 197 with wire spirals_ 198 spring binder oe 196 SPYING Strip oo eects 196 Staple ices ductal Aue it 195 staple binding 198 stapling what to
3. Latin and others e no author Dictionary of librarianship title words e standards ISO 4762 e company publications Bosch Rexroth Corp e institutional bodies in second column BBC London IEEE New York BMBau Berlin etc and in third column ed Ministry for regional planning building and urban development commission for municipal gardens Checklists 3 9 and 3 10 show examples and the data structure of the biblio graphical data for the most common publication types When specifying authors editors and institutions as well as other information abbreviations may occur Here the standards ISO 4 Documentation Rules for the abbreviation of title words and titles of publications and ISO 832 Documentation Bibliographic ref erences Abbreviations of typical words give more information and rules how words should be abbreviated Table 3 6 shows a few examples The typography of the bibliographical data is partly optional and partly mandatory It is optional whether you want to write author s names always in small caps and titles in italic print But a common system should be used consis tently For the punctuation there are common rules e At the end of the author name s and first names there is always a full stop e At the end of a title there is always a full stop e After the location of the publisher there is a space character and a colon e The next item is the publisher but the word publisher
4. Review is clever to learn from every failure and success this is the only way to improvement and routine Sayings can be integrated very well if they fit to the topic Especially you can tell or show the first half of a saying at the beginning of the presentation and the second half at the end to create tension Sentence structure should be simple and easy to understand should not con tain nested sentences see formulation Slip ups can happen anticipate them slip of the tongue malfunction of the projection technology mismatch of images Do not exaggerate small slip ups but address bigger ones and beg for apology Smiling should spice the whole presentation where it fits without appearing too sweet Technical and serious facts come across better with a friendly face When there are disturbances you should always stay friendly sympathetic even if you are very very upset Speech style It should be oriented towards the middle of the society there are the decision makers Spoken language does not mean small talk or chitchat not the speech style of a user s manual a law or a government declaration but a selected generally un derstandable everyday speech Stage freight see inhibitions 270 5 Presenting the Technical Report Standing shows the condition of the speaker You should stand in a natural po sition neither stark and stiff nor changing all the time Then it disturbs the least from your prese
5. e both superordinated concepts of header and introductory column e only the superordinated concept of the introductory column e no entry empty If both superordinated concepts are short this cell may be separated by a di agonal line from the upper left to the lower right corner However if the terms are longer you should use arrows to indicate which term belongs to the header and the introductory column Figure 3 9 Diagonal line and arrows can be created as graphical elements In smaller tables the impression overweighs that information can be dis played very systematically well arranged and structured in tables However larger tables are often confusing due to their poor amount of visualisation If the table displays words this is less problematic than if it displays figures 10N 20N 30N Voltage gt 50V 150 V Potentiometer position 2mm 4mm 6mm Position 1 imm 3mm 7mm Position 2 2mm 5mm 9mm Position 3 Figure 3 9 Different ways to structure the upper left table cell 54 3 Writing and creating the Technical Report For readers who read a figures table it is often difficult to estimate relations of numbers and to compare sizes Therefore it is often required to visualize fig ures tables by means of diagrams charts Yet you still have to proof calculations statistic analyses and experiment re sults with exact figures in your Technical Report Therefore you should consider the following compromise Bulky
6. That s ok ask him for help but during your presentation you are responsible The preparation of the contents prior to the presentation consists of distributing the structure or documentation and evtl showing an introductory slide like slide 3 of the example presentation or a slide signaling a break or a welcome slide 5 5 Giving the presentation 259 5 4 6 Step 8 Lecture presentation This step means actually presenting your slides and keeping all rules and hints in mind In the next subchapter 5 5 it will be further divided into the phases contact preparations and contacting the audience creating a relationship with the audi ence appropriate pointing and dealing with intermediate questions 5 5 Giving the presentation Finally there is the start The nearly unbearable tension can relax But how can you reach that How do you warm up How do you survive the first critical five minutes Read and try out the following experiences rules and tips 5 5 1 Contact preparations and contacting the audience Your presentation starts with contact preparations and contacting the audience Contact The speaker goes to the desk well dressed well rested firm preparations self confident She starts the stop watch on the desk is often forgotten Do not use a wristwatch with real time display because you would often have to compute the speaking time which disturbs you The speaker looks around to the audi ence once
7. e Reduce backlight by covering the sun e Backlight plus automatic exposure without backlight correction results in black objects or people in front of a colored background only silhouettes That can be a desired result e Backlight and a flashlight for the front part of the image result in a harmonic light distribution e Emphasis of the front part of the image provides depth a plastic impression This is especially nice if the sides and the top part of the image are emphasized view through an archway e Accentuations with colors make the image more vivid Use complementary colors red green blue orange yellow violet but depending on the target group not too colorful e Shaking hands and similar situations should be photographed from the head to the mid of the thigh above the knee e Take enough time wait for better light conditions search other standpoints e In interior rooms covering light sources with bright cloth or transparent paper and reflecting light with white areas can improve the light distribution The flashlight shall not be directly reflected back from the object or person to the camera 3 4 Instructional figures 85 There are a few rules for modifications of photocopies and scanned or copied figures in your Technical Report Sometimes these figures are a little overloaded Cover not so important details with white rectangles or lines and accentuate important details e g with arrows or
8. is left out for well known publishers You may even leave out words from the name if the publi sher is still identifiable Then you just write Wiley instead of John Wiley amp Sons This item is closed with a comma e After the comma you specify the edition and year To specify the first edition is unusual e After the year there is a full stop If the information listed above is ambiguous you may add notes to be more precise Examples Cambridge UK or Cambridge Mass Available from NTIS AD 683428 126 3 Writing and creating the Technical Report Table 3 6 Usual abbreviations of terms in bibliographical data of publications book catalogue catalog collaboration collection document editor edition ed manuscript ms page p pages pp privately printed priv print supplement suppl volume vol Checklist 3 9 shows a referencing style of a publisher as an example Checklist 3 9 Examples for the bibliographical data of common publication types in Springer format Journal article printed Smith J Jones M Jr Houghton L et al 1999 Future of health insurance N Engl J Med 965 325 329 Journal article online only by DOD Slifka MK Whitton JL 2000 Clinical implications of dysregulated cytokine pro duction J Mol Med doi 10 1007 s001090000086 Journal article online no DOI available Marshall TG Marshall FE 2003 New treatments emerge as sarcoidosis yields up its secrets ClinMed NetPr
9. Alt 0183 x Alt 0180 Alt 0187 lt Alt 0163 Alt 0064 gt Alt 0179 Alt 0185 Alt 0212 dash Ctrl Minus in the numeral keyboard This completes the planning of your Technical Report Now the most extensive part of the work steps on your Technical Report will be described i e the practic al realization of your plans This contains literature research and reading writing text creating figures and tables as well as the continuous adoption of your struc ture to the current state of your project and development of your Technical Report 3 Writing and creating the T echnical Report In this chapter you will get many tips and see many examples for the appropri ate creation of the Technical Report Hints for working with word processor sys tems are mainly collected in sections 3 7 1 3 7 4 and 3 7 5 However before showing the details of chapter 3 we want to present some general and summariz ing thoughts We have already discussed that creating the structure of the Technical Report is the difficult and creative part of the whole task The structure determines whether the Technical Report has a comprehensible inner logic Despite the fact that many beginners in Technical Writing find it difficult creating the complete Technical Report is more or less a craft It includes keeping the rules which are introduced and explained in detail in this book Often you can see it in Technical Reports from when on the time pressure in
10. In step 3 the most important most difficult and most exciting phase on your way to a successful presentation takes place e Gaining distance to the contents gaining an overview from the perspective of the target group audience and e finding creating a structure which represents the relevant contents and meets the expectations of the audience That is no easy trick In spite of the fact that you are an expert in your topic and that you have worked out and documented it in your mind you step next to yourself and imagine the situation of your listeners Meeting their expectations you develop a concept for your presentation a basic outline of what you want 230 5 Presenting the Technical Report to describe maybe with a special gag and with a dramaturgy as much science as needed as much clearness as possible How far you may deviate from your Technical Report and its structure only depends on the targets and purpose of your presentation or lecture This may result in a completely new structure of the information which strongly influences the lecture and makes it successful This creative phase may last 2 to 3 days it makes your lecture special Let us look again at the speaker in the example Burner integrated suction when weld ing The Technical Report on the student research project has the following struc ture 1 Introduction 2 pages 2 Fundamentals Welding methods pollutants and their removal 29 pa
11. Test execution Test results Conclusions If you integrate the task of your project into your Technical Report as an inde pendent chapter then the chapter Task and the various chapters about fulfil ling the task general draft detailed design computation of loads or testing rig design test execution test results etc are each an individual chapter 3 Step Subdivision into 8 to 10 main items 10 point structure Possible structuring principles for the 3 4 and 5 step are e by time sequence or e by starting point conditions e by project targets e by possible alternatives e by components or part groups e by improvement steps e by related topics or in the special case depending on the task 4 Step Further subdivision of extensive main items Possible structuring principles have already been mentioned in the 3 step We recommend that before writing the text for a chapter you should create a tem porary structure of this chapter into subchapters In the same way before writ ing the text for a subchapter you should create a temporary structure of this subchapter into sections or consciously decide that no further subdivision is necessary etc This recommendation corresponds to the sequence of work steps to create a temporary 4 point and 10 point structure of the Technical Report before you start at all with writing text searching for literature and collecting other materials To reach your target group you should
12. The pupils and students may only read the documents during their classes not from home in spare time etc copy protection must be provided Usage of school books is never allowed without permission of the publisher not even if only one image shall be used e Electronic materials of libraries and information providers may only be sent to users as graphic files Sending digital copies to external users is only allowed if the publisher has no obvious own online offer pay per view for appropriate conditions Many parties want to influence the copyright law The interests of manufactur ers of copying and storage devices publishers authors translators readers as well as libraries museums archives and information providers differ very much A fair agreement will be hard to find 3 6 The text of the Technical Report In Technical Reports written or as a presentation the technical terminology is written or spoken taking the target group s into consideration This technical terminology does not differ from the general language as much as it is often the case e g in psychological and sociological medical and legal texts 140 3 Writing and creating the Technical Report The following sections provide you with hints how to write good style in gen eral and in Technical Reports which peculiarities occur in the context of formulas and computations and how you can improve the understandability of your texts 3 6 1 Good writing styl
13. Volume 1 and Con tents Volume 2 Now some remarks regarding special appendices that if they exist must al ways be separate appendices following the other appendices or the list of refer ences They are listed in consecutive order A Glossary contains technical terms and explanations of these terms It is help ful if the Technical Report deals with a specific field and the readers may not completely know the relevant terminology of this field If the Technical Report is written in English but published in a country with an official language other than English you should think of adding the technical terms in the official language of the country after the English term You can add it in brackets or with a dash To combine the technical terms in the official language with the technical terms in 3 2 Collecting and ordering the material 51 English facilitates the exchange of ideas in the scientific community because much of the literature is written in English and many conferences are held in Eng lish The technical terms in the glossary are accentuated by bold or italic type They are ordered along a common building line The explanations start either on the right side of the terms at another common building line or in the next line in dented by approx one or two centimetres Even more space saving is the version in this book Appendix B An Index contains keywords in alphabetical order It is only useful for larger Tech
14. pression without losses it supports different color depths and transparency The image compression rate of the PNG format is normally higher than the compres sion rate of GIF files However PNG has the following disadvantages more com plex than GIF no animation not as high compression rate as JPG but without losses no support of the CMYK color model which is required for four colour printing therefore no substitution of TIF files No matter which format you use please make sure that your images are not dis torted Distortion happens if you use a different scaling factor in x and y direc tion You can best avoid these problems if you do not rescale your images with the mouse but via numeric entry of a scaling factor This factor should result from a multiplication or division by 2 25 50 200 etc Please make sure that the option proportional scaling or maintain proportions is switched on The different word processors and graphics programs call this a bit different but the sense of the function is always the same When taking photos no matter whether on classic film or with the digital camera make sure that the flashlight does not cause undesired reflections Fig ure 3 19 Figure 3 19 Undesired reflection on a photo Try out the required work steps for colored and or halftone images early enough test printouts and black and white copies of your printouts so that you can modify the image creation proce
15. ures and statements for each item in the structure Restrict yourself to the es sential information and leave out all excurses as interesting as they are for you Parallel with this selection you create more visualizations the text slides and the manuscript Step 5 If you have turned back the pages you have probably noticed the discrepancy between the exact detailed backbone of the example student research project the sis and the short nearly superficial structure of the presentation That is desired the speaker has planned to show a lot but she does not show all her cards and thus remains more independent and flexible The preparation of the presentation contains the important Step 5 Visualiza tion and manuscript whose special properties will be described in the next section 5 4 3 Step 5 Visualization and manuscript Technical presentations and lectures cannot be presented without images visuali zations This statement is not only true for presentations but also for the Techni cal Report whose visualization is described in detail in subchapter 3 4 However for presentations there are a few more rules and recommendations which will now be introduced In contrast with readers of a report who can look at each visualization under individually selected conditions look at them as long intensive and detailed as they like and study the explaining texts an audience can only consume what is shown by the speaker during the
16. 166 168 information definition 218 information from data networks bibliographical data 130 UNMET COVET naneennennnennennnesnnenennnenen 31 instructions for operation 25 instructions for Use 25 intellectual properties 136 intellectual property rights bibliographical data 128 internet bibliographical data 128 Internet Explorer export favorites 211 introduction oo ee eee 45 introductory column of a table 53 introductory sentence 140 isometric projection s es 104 J joining chamfers 106 jotter project notebook 26 298 journal bibliographical data 127 129 JPG files 22 84 L LATEX oiden us henis 145 layout 27 153 document part heading 155 figure subheading 156 IOLO AAEE PEE eee dese 155 headers simrer scana 155 line br ake cs esiak cies cis 228 160 page make up eee 159 page Margins oo 153 page numbers 154 table heading 156 leading dots in lists and indexes 38 in table of contents 38 lecture 219 see presentation lecture definition 218 left and right justified 156 left justified 156 legend eniyisi 57 66 library Work oo 204 check copies sessen 205 COM box nie 204 COPY Card nei 204 order of work step
17. 3 7 Using word processing and desktop publishing DTP systems 155 pages is used The page numbers can be placed in the middle of the top margin on the right side of the top margin or on the right side of the bottom margin If the right and left pages shall be used the page number must always appear on the outer edge of the pages and you need just and injust headers in Word use option Just injust differ in menu File Page setup Page layout or tab Page margins In Open Office Writer you use different formatting pages to achieve this On the right side there are always the odd page numbers 1 3 5 7 etc The design of headers and footers shall be decent Headers which expand across more than one line evtl even with a logo often appear to be overloaded In the header you can show the chapter heading and the page number A thin line underlining an appropriate distance to the normal text or a different font style e g italic as well as a smaller font size can be used to distinguish the header and footer from the ordinary text If you use a thin line it should start at the left edge of the printing area and end at the right edge of the printing area i e the thin line is exactly as long as the printing area is wide If the front and back sides of the pages shall be used and in the header there is the chapter heading on the left and the subchapter heading on the right page this is called column titles The headings in
18. 90 Position of physical values in diagrams at the axis ends or at own arrows parallel with the axes u uenseesneesnessesnneennenn 91 Vertical and horizontal physical value texts at the vertical axis in general horizontal text is better readable 92 Diagram with physical values measuring units and measures 93 Example of a diagram with ruled lines to read off exact values Source Table appendix for the textbook ROLOFF MATEK 94 Two variants to show that a scale or coordinate axis 18 1ntertupted arena Reese 94 Different clearly distinguishable measured point symbols 95 Marking of the measured values and the limits of an error tolerance zone within the true value lies the two left variants give the best contrast au u eneisestelenkn ann 95 Diagram with measured values and compensation curves 96 Example for a curve diagram that shows only the qualitative relationship of two physical values stress strain diagram of a tensile test u a kennen a Runen 97 Change of the optical impression of a curve by change Of the scale density rosenia 2 0 IE 97 Bill of materials part list with one example entry and title block in the lower right corner of an assembly drawing 108 Bill of materials part list with several example entries presented as a separate sheet in a series with assembly drawing and single part drawings 0 0 0 0 eee 108 Example of a mind
19. However if the spiral comb is much thicker than the Technical Report then the report does not stand well on the shelves The plastic spirals combs are often sharp edged at the corners You should round off sharp corners with a pair of scissors before using the comb If you do not have a machine for creating the binding i e punching and opening and clos ing the combs you can only make copies by manually turning the pages and put ting the report onto the copier 198 3 Writing and creating the Technical Report Wire O binding spiral binding with wire spirals Advantages The wire O binding is even more compact than the comb binding and about equal in price but the sheets do not bend so easily when turning the pages because the binding holes are round With this binding type books can be turned around completely Therefore this binding type is well suited for manuals With this binding type you can bind up to about 350 sheets Disadvantages Putting a sticky label with the name of the report and evtl the author is not possible The information regarding a transparent plastic cover sheet given under comb binding is valid here as well For wire O binding it is also true that you can hurt yourself here at the wire at the upper and lower edge of the re port Chamfer sharp edges with a file Copies can only be made by manually turning the pages and putting the report onto the copier Staple binding Advantages This binding type is
20. Korrekturzeichen 01 66 Lehr und Heimprojektion f r Steh und Laufbild mehrere Teile Grafische Symbole Registrierung Bezeichnung 11 85 sehr viele Beibl tter mit nach Technikbereichen sortierten genormten Bildzeichen Sicherheitsgerechtes Gestalten technischer Erzeugnisse Schutzeinrichtungen Begriffe Sicherheitsabst nde f r Erwachsene und Kinder 04 83 Grundlagen der Instandhaltung Basics of maintenance 06 03 Teil 1 Indexierung zur inhaltlichen Erschlie ung von Dokumenten Begriffe Grundlagen 09 88 Grafische Symbole f r die Schwei technik mehrere Teile Betreiben von Maschinen und vergleichbaren technischen Arbeitsmitteln Begriffe f r T tigkeiten Running machines and comparable teechnical devices terms for work steps 05 77 Grafische Symbole Gestaltungsregeln f r grafische Symbole an Einrichtungen Teil 1 aus 01 92 und weitere Teile Gestaltung statistischer Tabellen 09 78 Informationsverarbeitung Sinnbilder und ihre Anwendung 12 83 Sinnbilder f r Struktogramme 11 85 Erstellen von Anleitungen Gliederung Inhalt und Darstellung Preparation of Instructions Structuring Content and Presentation IEC 62079 2001 Technische Zeichnungen Allgemeine Grundlagen der Darstellung mehrere Teile u a Teil 20 Linien Grundregeln 12 02 Teil 50 Grundregeln fiir Flachen in Schnitten und Schnittansichten 05 02 Beiblatt 1 Technische Zeichnungen Form und Lagetolerierung Tolerierte Eigensch
21. Planning of the new network structure Preparing work steps Realization of the network enhancements in the customer company Inspection Billing and payment Conclusions 4 Step Further subdivision of extensive main items Chapter 2 can be subdivided into the steps status quo analysis and target situa tion analysis Chapters 3 4 and 5 and 9 Appendices have also been subdivided further in the original work 5 Step Further subdivision into the final detailed structure parallel with the further elaboration of the Technical Report 3 Planning of the new network structure 3 1 Collection of offers from hardware suppliers 3 2 Benefit analysis and decision of suppliers for the hardware to be used 3 3 Planning the wiring 3 4 Planning of external services AANANDNKRWNK 18 2 Planning the Technical Report Example 2 Design report Title of the report Redesign of a production plant for Magnesium Lithium Hydrogen alloys 1 Step Formulate main topic main target of the Technical Report Weaknesses of the existing founding plant shall be improved by the redesign 2 Step Subdivision into 3 to 4 main items 4 point structure e State of the art e Description of the existing weaknesses e Description of the modifications 3 Step Subdivision into 8 to 10 main items 10 point structure 1 Introduction State of the art Necessary modifications of the existing plant Requirements the new plant shall fulfill Redesign and reconstruction of the
22. See disadvantages of cold adhesive binding Hardcover binding Advantages This binding type is the most valuable binding type It is stable the sheets of the book remain opened when the book is lying on a table and they do not fall out of the book The pages are sheared and the cover can be printed or embossed as you like Disadvantages This binding type is very expensive Therefore it is usually out of choice for Technical Reports The only exception might be that one copy of a bachelor master diploma or doctorate thesis is produced with hardcover binding e g with black cover and golden letters 4 Useful behavior for working on your project and writing the Technical Report In this chapter we will introduce some useful information and procedures to im prove your working effectivity In this context we would like to recommend read ing chapter B Glossary terms of printing technology It does not only contain explanations of technical terms used in this book but also many definitions of technical terms in printing technology which may come across when you are working together with copy shops computer stores printers as well as journal and book publishers In addition here are some interesting links to the internet which are probably useful for you when you are writing Technical Reports www leo org German English dictionary and www systranbox com systran box translation of short texts in various directions
23. changes The third mode reminds of the Mark changes function in Word If after you have inserted a figure you want to enter a figure subheading click the figure with the right mouse button and insert a label category Illustration The two objects are automatically kept together during page break 174 3 Writing and creating the Technical Report You can influence the numbering under Special Options On the left side you have to select OpenOfficeOrg Writer and Auto Labeling On the right side you have to tick OpenOfficeOrg Writer Image and to change the settings If the label shall be Figure instead of Illustration you can overwrite the existing text Decorative elements like colored bars bullets and backgrounds are avail able under Special Gallery Just draw the desired decorative element with the mouse from the gallery to your document Writer has a different philosophy than Word for inserting cross references At first you have to define a named target with Insert Cross reference Define reference then you can refer to it with Insert Cross reference Insert reference An interesting option is Above Below Writer automatically sets the option to above or below depending on where the reference target is i e you can enter a cross reference see above below and when you edit your text it is automati cally updated Inserting hyperlinks is similar as in Word If the website shall be opened in
24. cimal tab for columns of rational figures e Texts within cells are mostly left justified A centered text justification often results in a too unsteady layout especially if the words or texts listed in one column have a very different length e Sometimes tables are so wide that you want to rotate them to the left so that they can only be read in landscape paper orientation Then the readers have to rotate the bound Technical Report to read the table If you succeed to keep portrait orientation by using a smaller font size or by exchanging table head er and introductory column this is nearly always better readable and the han dling is facilitated because you must not rotate the document However this must not result in a too small font size We recommend to use 9 pt as the smal lest font size for every font type Often there is a legend below a table that explains the meaning of abbrevia tions symbols line types evaluation categories to be calculated as plus or minus values etc To assign these explanations to the table you should use the heading Legend This connects the information under or next to the heading with the ta ble without doubt and distinguishes it from the normal text and the table heading Another option to explain the table entries is to use table footnotes The refer ence in the table is often a superscript number as for normal footnotes However VDE the German association of engineers specialized in elec
25. e g in manuals and textbooks but it is rather unusual for Technical Reports e The indentations are smaller than the widest document part number This caus es less document part headings to stretch across more than one line If such problems in the table of contents occur the author should discuss with his supervisor or customer which variant is to be used In doubt the classical solution with an overall table of contents in the front of the Technical Report showing all numbered document part headings should be preferred Since the options to format an automatically created table of contents after its creation are partly not so well known in practice the tables of contents are either created with the default layout settings which looks ugly and is not very clearly arranged or typed as normal text and layouted accordingly If they are manually typed mistakes can creep in You should especially look at these points e All document part numbers and document part headings in the table of con tents must be exactly consistent with those in the text Each document part heading gets its own begin page number in the table of contents Violations of this simple rule can be found in many reports e During the end check prior to the final printout you should check whether all numbered document part headings are listed in the table of contents with the right document part number the right wording and the right page number If you let the c
26. eee 125 Usual abbreviations of terms in bibliographical data of public ti ns un 2 2 er i ee 126 Example of a three column list of references 0 132 Type of publication in the list of references in three column layout ueessessesnessnessnesnnennnennnennennnennnennnn nn 134 Example of a space saving list of references 134 Usage of space characters brackets calculation symbols values physical units etc 02200220ssnernnennnennnenneenennnennnn nn 162 Common abbreviations and notations uursesseenneennennnennnennn 164 Typographic means for text accentuations with examples of their usage nneesessnesnessnennnennnennnenneennennnennnnnnn 165 Presentation types es 219 Advantages and disadvantages of written and oral communication uurssessnessesneennernnennennnn nn 221 Third rule trisection to design a presentation 0 ee 231 Design of a technical presentation ursersessenneenneennennnnnnn 233 Trisection and assignment of contents in the example presentation 0 0 eee eeeeseeeseeeeetseeeseeeeeeees 235 282 A Lists of figures tables and checklists A 3 Checklists Checklist 2 1 Required work steps to create Technical Reports 5 Checklist 2 2 Analysis of the task to write a Technical Report 6 Checklist 2 3 Requirements of the title of the Technical Report 9 Checklist 2 4
27. graphics as well as CAD programs during your study course or in an autodidactic approach Therefore the time you invest in learning to use these programs is not lost Disadvantages e The time and effort you have to invest in learning complex graphics programs and for drawing PC graphics is quite high depending on the program The user interface is sometimes confusing and the time to get first results is so long that drawing the figures with a simpler program is the better solution for the moment Pixel graphics programs as well have different concepts for the user interface If you have to work a lot with pixel graphics e g with images from digital cameras or with GIF and JPG files for the internet intranet learn the creation and editing of these files early enough e Especially scanned figures sometimes can have different scaling factors in x and y direction And if you do not mention it circles are no longer round It is better to assign the scaling factors numerically 88 3 Writing and creating the Technical Report e If after scaling your figure there are Moir effects checkered or striped pattern undo the scaling and test scaling factors which are a multiple or a fraction of the original size by the factor 2 factors 25 50 200 etc e If after scanning a figure with a scanner there are Moir effects check that with the zoom function of your graphics program Perhaps it is just a screen display problem Also it helps
28. lel Summary last slide of the example presentation Nothing New Hint on the design of the last slide In the summary all profound results or key statements of the presentation should be listed and spoken about without introducing essentially new aspects or informa 254 5 Presenting the Technical Report tion With these points the general understanding of the contents of the presenta tion shall be assured and a smooth transition to the further in depth discussion shall be facilitated These examples of visualizations show you a small insight from the huge amount of possibilities All decisions you make are a question of your personal preferences your software and the conditions of your presentation task Presentation manuscript This will be a short section because you should not have a manuscript and speak out free best impression But not everybody succeeds in that at least at the beginning of the career Select the form of presentation manuscript you need as a guide for your thoughts The following options are available Checklist 5 4 Checklist 5 4 Forms of a presentation manuscript Formulated text This should be avoided because it is a speech barrier Exception 1 You read everything literally that would be a pity for your presentation Exception 2 You use a formulated text only for opening and closing your presentation in case of being in poor shape on that day and for literal citations Key sentenc
29. ller submitted by Dipl Ing Carl Whitfield Klagenfurt May 2009 Figure 3 2 Four handwritten drafts of the title leaf of a dissertation the placement of in formation varies between centred left justified along a line and right justified lt continued gt Department of mechanical engineering Fachhochschule Hannover Design of a test plant to examine the static strength of valves Diploma Thesis Bart Wayne Thomas Miller Department of mechanical engineering Fachhochschule Hannover Design of a test plant to examine the static strength of valves Diploma Thesis submitted by Bart Wayne 945672 Thomas Miller 942388 1 Supervisor Prof L Heinrich gn Supervisor Prof F Grambach Start 20 3 2009 End 20 6 2009 Figure 3 3 Front cover sheet and title leaf of a diploma thesis 3 1 Parts of the Technical Report and their layout Department of mechanical engineering Fachhochschule Hannover Design of a lifting platform for maintenance and repair of small aircrafts Development Report Michael Bloom Carl Remblovsky Thomas Smith Lewis Vandenburgh 35 Department of mechanical engineering Fachhochschule Hannover Design of a lifting platform for maintenance and repair of small aircrafts Development Report SS 09 supervised by written by Prof L Holz Michael Bloom 935648 Carl Remblovsky 945561 Thomas Smith 948823 Lewis Vandenburgh 936712 Figu
30. p 155 167 Publications by companies institutions and other corporate bodies Short name of the company or institution Title Edited by name of the editing company or institution location of their head office Publication number or similar data Location s year of publication 128 3 Writing and creating the Technical Report Standards Standard type and number part number year of publication Title Location publisher See Chapter 7 of this book Intellectual property rights e g patents trademarks etc Surname s and first name s of author s inventor s or company name Title Others involved Note Intellectual property right country code document number document type date of publication Evtl patent trademark holder s CARL ZEISS JENA VEB Anordnung zur lichtelektrischen Erfassung der Mitte eines Lichtfeldes Inventors W FEIST C WAHNERT E FEISTAUER Intellectual property right Int Cl G 02 B 27 14 Schweiz 608 626 Patent 1979 01 15 Larsen CE Trip R Johnson CR inventors Novoste Corporation assignee Methods for procedures related to the electrophysiology of the heart US patent 5 529 067 1995 Jun 25 European patent EP 2013 B1 1980 08 06 German patent DE 27 51 782 1977 11 19 Electronic monograph data base or computer program Surname s and first name s of author s Title Type of medium database monograph computer program bulletin board electronic mail storage of me
31. 1 Introduction ueeeeeeenseenennennnnnnnnnnnnennnnnennennnnnennnnnnnnn 1 2 System requirements eneeeennnnnnnn 3 ZAM Hardware nat itibe E E etek 3 2 2 Software 3 3 Installation arsine tiie 2 Bean 4 3 1 Files on the installation disk 2222202u0ssnnneneeneneeeennennnen 4 3 2 Command sequence for the installation 5 4 Program USAGE nnennenenenenenennenenennenenann 4 1 Submenu File Aid ui ut 1 11 T SRSRERIERRERSARERFARERRPERFEREFEEFFEREEFEEFELEFESRFEREEPRNGERRSER EERSE 7 A212 File Opensuse 7 4 1 3 File or Window Close 2s044u044nn nen nnnn anne anne nnnn nennen 8 4 1 4 File Save nme ati 8 41 5 Files SAVE as titten enetgtearsneerkt een aE 8 4 1 6 File Change directory ccccccceceeeeeeceeeeeeeeeeseeeeeeeeeeeees 9 447 File Print a leise 9 A218 Pile Exit 22 se Ne dct cscs ses Mae ctcten ccdeee seed AT 9 4 2 Submenu Edit u0442424440anannnnnnnnnnnnnnnnnnnnnnnn nenn 10 4 2 1 Edit UNdo an eine 10 2 320 A Edit 011 BBERSFEPFENERFERFAFEPPREPPEEFEMFEERFERFEFTERERRAFSHFERESERFLFEFESFESEER 11 4 2 3 Edit COpY areaeeeenemnnnnennnnnnnnnnnnnnnnennennnnnnnnnnnnnnnennnnnan 12 Figure 3 7 More typographic accentuations make the structure of the table of contents even clearer If a document part heading does not fit on one line any more because it is too
32. 129 Additional data for personal messages and e mails Title of the contribution or e mail Type of medium or location Others involved ist of addressees event date of e mail delivery or event t General rule in ISO 690 First names can be abbreviated by initial letters Miller William Thomas will then be listed as Miller WT To distinguish the elements in the bibliographical data you should apply a consistent system of typography and punctuation e g that every element is finished with a pe riod It does not matter which system you apply The main point is to use it consistently t Other recommendations in ISO 690 A subtitle is distinguished from the title with a colon Several publisher s locations are separated with a semicolon The year or date of publication is specified as in ISO 2014 or as in the source of reference Country province and state names which specify the names of cities more precisely can be abbreviated according to ISO 3166 Title words can be abbreviated according to ISO 4 tS Not all listed data is mandatory If in doubt please refer to the standard One source for both parts is http openpdf com ebook iso 690 1 pdf html Now we want to give you some hints and information regarding special cases Special cases If you cite from a brochure or manufacturer document and bind this docu ment together with your Technical Report please add a note in your list of refer ences like s
33. 4 A different resolution may occur if you use your im ages with 300 dpi for printing them in a journal with 150 dpi for printing and binding the Technical Report and with 72 or 75 dpi screen resolution in a Po werPoint presentation to get a reduced file size tS The graphic files should always be archived and passed on to co workers and publishers in all used file formats image sizes and resolutions This is the best way to guarantee that you and others can still edit the graphic files later In case of vector files this is even the only possible way to be able to properly edit the files later Create back up copies of all your data quite frequently So you save the re sults of your own intellectual work In addition to the files on your hard disk you should at least create two or three copies of all files belonging to your project on different storage media like USB flash drive CD DVD exchangeable disk tape etc Update the back up copies of your files quite frequently once or twice a day To pack your data and to compress uncompress your files under Windows you can use e g WinZip Mark the files to be stored and click them with the right mouse button then select Send to zip compressed folder in the context menu and specify a file name Older Windows versions did not contain WinZip Instead the programs pkzip and pkunzip were popular For these pograms you could create a batch file in txt format using an editor e g t
34. 4 5 Organizing your file structure and back up copies 207 Moreover text paragraphs can be re ordered much better on paper than on screen if there is an illogical sequence of thoughts Corrections should best be marked in red even in your own drafts Corrections and editing remarks in this color are much better readable when you enter them into the computer as compared with corrections marked with pencil or blue or black ball pen Analogously to the project notebook jotter described in section 2 5 for the practical work steps in your project you should create a to do list for writing your Technical Report and note all items like jobs that still need to be done literature that needs to be bought or borrowed in the library etc as soon as the items occur This holds also true for corrections which you have recognized but which you cannot or do not want to do at the moment Prior to the final printout you should look again through the to do list and process all left open items For design and draft design reports it has proven to be practical to insert the part list bill of materials and drawings into the appendix if the documents are not too bulky In the appendix appendices the first item is the part list The next item is the assembly drawing The next items are the single part drawings if there are any DIN A4 drawings can be integrated into the report without problems Al so DIN A3 drawings can be integrated easily if you fold them
35. Berne Convention are obliged to accept many of its conditions and regulations The copyright laws in the English speaking world regulate that an author can publish his independent works or let them print by a publisher The author has to get royalties if someone else publishes his work This legal right cannot be inher ited And the copyright laws in the English speaking countries are less strict than in Europe namely in Germany in other details as well Therefore we want to describe the German legal situation and recommend that you arrange yourself with that situation to be always on the safe side In Germany the copyright law Urheberrechtsgesetz UrhG is the independent right of authors and creators of cultural and scientific works on any usage and liquidation of their works and the protection against improper use of their works This law protects works created in the fields science literature music dancing fine arts architecture arts and crafts photography and cinema In the context of science and technology the copyright law mainly protects books and contributions to books articles in newspapers and journals figures computer programs publi cations in the internet video films etc In opposition to the fact that technical ideas are a part of our modern culture as well technical ideas are no cultural works in the sense of the copyright law They can only be protected as patent trademark or design patent Software cannot be
36. CV 51 CULVE FLOW ne nern 93 cutaway drawing s es 105 D data networks citing information 130 declaration in lieu of an oath 46 design description 23 142 design methodology 61 diasram u 2 200 ee 91 change of the optical impression 99 choosing the scale density 99 compensation curve s s s 97 complete labeling 92 295 error tolerance zone 97 interrupted axes wee 96 qualitative relationship 99 quantitative relationship 95 ruled lines oo eee 95 scaling of ruled lines 95 tolerances oo eee eters 97 trend line 97 types and fields of application wee 100 diagram axes complete labeling 93 SCAG u en 94 specifying the measuring unit 94 didactic reduction 87 didactic typographic visualisation 69 112 digital image distortion oe eee eters 85 format ee seine 84 resolution ienen 84 digital photo eee 83 emphasis and accentuation 87 rules for the design 85 simplifications sses 87 undesired reflection of flashlight 85 digital printing 154 dimetric projection 104 document layout 0 153 document part heading 12 13 design and layout rules 15 formatting style 15
37. DOI 10 1007 978 3 540 69929 3_4 Springer Verlag Berlin Heidelberg 2010 202 4 Useful behavior for working on your project and writing the Technical Report When collecting items for the checklist you should also regard required pro jectors and boards like beamer for the presentation of files overhead projector slide projector flipchart poster hanging clips or magnetic bar to fix plans or drawings etc You should prepare the meeting in such a way that all required equipment is available in time If you want to project pictures make sure that the meeting room can be shaded Try out the projection conditions prior to the meet ing Can everybody see the images well You should also think about whether a more comprehensive presentation of the results developed so far is necessary If yes you should plan this part according to the information provided in chapter 5 Presenting the Technical Report During discussions with your supervisor you should always use the yes but approach That means even if you have a different opinion you should agree at first so that there does not occur any sharpness or denial in the talk After two or three additional sentences you can carefully change to no and wait for the reac tion of your supervisor tse Do not make compromises Even if your supervisor does not look into every detail at once you should stick to this rule Items where you are doubtful yourself are nearly always a source f
38. Figure and table titles always begin with a capital letter e Adjectives in tables and lists of requirements should consistently begin with small letters possible exceptions table header and introductory column Technical drawings e Is the title block filled in completely e Single part drawings Can the part be manufactured Are all measures avai lable which are needed for manufacturing e Assembly drawings Can all parts be mounted Are all required assembly di mensions given 3 9 Completion of the Technical Report 181 Literature work e Bibliographical data for cited literature and information where to find the lite rature in the library should be noted on the first page of the copied sheets di rectly after you have copied the pages e Check these data again before you give back the literature to the library e Check bibliographical data in the list of references for completeness Line breaks e Are the results of the automatic hyphenation correct e If there are too wide gaps between words when text is left and right justified or if the line width differs too much when text is left justified insert hyphena tion proposals Ctrl Minus e If possible after hyphenation there should not be one syllable alone in a line Page breaks e Document part heading alone at the bottom of a page and appertaining text on the next page is a no go e One line standing alone at the end or beginning of a page should be avoid
39. N N Intensivkurs Neue Rechtschreibung K ln Serges Medien 1998 Nordemann W Vinck K Hertin P W Urheberrecht Kommentar zum Urheberrechtsgesetz und zum Urheberrechtswahrnehnungsgesetz 8 Aufl Stuttgart Kohlhammer 1994 Rehbinder M Hubmann H Urheberrecht 14 Aufl M nchen Beck 2005 Reichert G W Kompendium f r Technische Anleitungen 6 Aufl Leinfelden Echterdingen Konradin 1989 Reichert G W Kompendium f r Technische Dokumentationen 2 Aufl Leinfelden Echterdingen Konradin 1993 Roloff H Matek R Maschinenelemente 18 Aufl Wiesbaden Vieweg 2007 Scholze Stubenrecht W Wermke M Der Duden Das Standardwerk zur deutschen Sprache Hrsg v wissenschaftlichen Rat der Dudenredaktion Band 1 Die deutsche Rechtschreibung Hrsg v der Dudenredaktion auf der Grundlage der neuen amtlichen Rechtschreibregeln 23 Aufl Mannheim Dudenverlag 2004 Seifert J W Visualisieren Pr sentieren Moderieren 21 Aufl Offenbach Gabal 2004 Theisen M Wissenschaftliches Arbeiten 12 Aufl M nchen Vahlen 2005 Thiele A berzeugend Pr sentieren D sseldorf VDI Verlag 1991 7 References 275 Computer literature Engel R Microsoft Outlook 2000 auf einen Blick Unterschlei heim Microsoft Press 1999 Feig M UNIX von Anfang an Frankfurt Fischer 1993 Gretschmann M Zankl M Das gro e Buch PDF mit Acrobat amp Co D sseldorf Data Becker 2004 Herdt Seminarunterlagen
40. People communicate in their spare time and in the professional area They com municate either in oral or in written form If they communicate about technical topics this process is called technical communication If they communicate in written form they write or read Technical Reports If the Technical Report is communicated in oral form it is a presentation to an audience ISO 5966 Documentation Presentation of scientific and technical reports defines that a scientific or Technical Report describes a research process or research and development results or the current state of the art in a certain field of science or technology Therefore all documents in the following list are Technical Reports if they deal with a technical subject reports about laboratory experiments construction and design reports reports about testing and measurements various theses written at the end of study courses doctorate theses articles or reports about research works in scientific journals project reports etc A Technical Report can be defined as follows Technical Report report about technical subjects e written in the language of science and technology special terms and phrases display rules etc In general Technical Reports must comply with the following request Technical Reports must have a high level of systematic order inner logic con sistency etc The Technical Report shall bring clarity to the reader Thi
41. Rules for document part numbers and headings _ 15 Checklist 2 5 Work steps to create a Structure ueesersersersersensnsnenennnenne nennen 16 Checklist 2 6 Rules and tips for creating the structure cenenseesennennn 21 Checklist 2 7 Example entries in a Style Guide for a Technical Report 27 Checklist 3 1 Parts of a Technical Report or a thesis according to ISO 7144 30 Checklist 3 2 Minimum information on front cover sheet and title leaf 35 Checklist 3 3 Placement of information on front cover sheet and title leaf 36 Checklist 3 4 Introduction and Summary u unessensersersersersernnsnenennenenensen 45 Checklist 3 5 Basic rules for information effective design of figures 74 Checklist 3 6 Measures to accentuate parts of the figure and to influence the reading sequence u en Supatkssesen 76 Checklist 3 7 Rules for the design of impressive photographs 84 Checklist 3 8 Advantages and disadvantages of graphics and CAD programs 87 Checklist 3 9 Examples for the bibliographical data of common publication types in Springer format 2 0 0 0 lee eee seeecseeeeeeeeeneeeeeeeseeens 126 Checklist 3 10 Data structure for bibliographical data of common publication types according to ISO 690 ISO 690 2 and example entries 127 Checklist 3 11 Dealing with information from data networks 130 Checklist 3 12 General rules for a better understandability of tex
42. Statistics Canada Communications equipment manufacturers Manufacturing and Primary Industries Division Statistics Canada Preliminary Edition 1970 Ottawa Statistics Canada 1971 Annual census of manufacturers Text in English and French ISSN 0700 0758 14 WEAVER W The collectors command performances Photography by RE BRIGHT Architectural Digest December 1985 Vol 42 no 12 pp 126 133 15 HERING L and How to write Technical Reports Seminar documentation HERING H 1998 16 BURGI F Scope and usage of multimedia in training and education In MELEZINEK A ed The engineer in the joined Europe Reflections and perspectives 20 years IGIP Presentations of the 21 International Symposium Engineering Paedagogics 92 Leuchtturm Schriftenreihe Vol 30 1992 Alsbach Bergstra e Leuchtturm Verlag pp 221 226 17 BS 188 Specifications for viscometers 1977 Next comes an analysis of the three column list of references above by type of the cited literature Table 3 8 If you collect the list of references for your Techni cal Report and you are uncertain how to enter the bibliographical data you can look up the type of publication and the appertaining literature numbers in Table 3 8 Then you go to the example list of references Table 3 7 and enter the data You have to decide whether your publication is a book as monograph a book from a series an article in a journal or an article as a contributio
43. Technical Report and Index remain separate chapters in any case see appen dices B and C in this book The page numbers for the Glossary and Index may be just Arabic numbers as in this book or a combination of a letter for the chapter and 48 3 Writing and creating the Technical Report a number e g page numbers C 1 to C 10 or a combination of the chapter name and a number e g page numbers Index 1 to Index 10 The following two examples demonstrate that an appendix can be organized as one chapter with subchapters or as several chapters A ppendix as several chapters Appendix as one chapter 1 Introduction 1 Introduction 2 to 7 other chapters 2 to 7 other chapters Summary and Conclusions Summary and Conclusions 65 References References Abbreviations Appendix A l Abbreviations Tables A 2 Figures Important Standards A 3 Tables Bibliography A 4 Important Standards A 65 A 5 Bibliography The variant Appendix as one chapter has the advantage that the document part numbers remain smaller and clearer Besides the text chapters are normally subdivided so that the chapter heading is the superordinated concept It is more logic in itself to apply this approach in the appendix as well Therefore the struc ture on the right is recommended Naturally speaking all document part headings in the table of contents get page numbers Now we want to give you hints for the design of the different parts of the ap
44. The algorithm contains the logic the mere intelli gence of a computer program or function The ANSI American National Standards Institute deals with standardization and has e g developed the gt ASCII Code The ASCII Code American Standard Code for Information Interchange is a standard to store letters figures and symbols as decimal number in Byte in txt files It can only code the European languages B BW is sometimes used as an abbreviation for black and white A Blog Web Log internet notes is a digital diary or topic page published in the internet Bookmarks are used in the internet browser favorite internet addresses and in PDF files navigation through the document on the left side Bullets mark the different items in unstructured lists People either use the common sym bols etc or more pictorial symbols from fonts like Symbol Webdings Wingdings Zapf Dingbats etc C A cache is a fast intermediate storage for web pages it contains a copy of already down loaded data on your computer for reuse If there are display problems it often helps to emp ty this storage Special Internet options Delete browser history In word processing DTP and spreadsheet programs cell is the name of a field in a table that the user can fill with data CMYK stands for the colors cyan turquoise magenta pink yellow and black Printers need all color information based on this color s
45. Zeichen und Begriffe 03 87 DIN 1304 Formelzeichen mehrere Teile u a Teil 1 Allgemeine Formelzeichen 03 94 DIN 1338 Formelschreibweise und Formelsatz 08 96 DIN 1421 Gliederung und Benummerung in Texten 01 83 DIN 1422 Ver ffentlichungen aus Wissenschaft Technik Wirtschaft und Verwaltung Teil 1 Gestaltung von Manuskripten und Typo skripten 02 83 Teil 2 Gestaltung von Reinschriften f r reprografische Verfahren 04 84 Teil 3 Typografische Gestal tung 04 84 Teil 4 Gestaltung von Forschungsberichten 08 86 DIN 1426 Inhaltsangaben von Dokumenten Kurzreferate Literaturberichte 10 88 DIN 1505 Titelangaben von Dokumenten mehrere Teile u a Teil 1 Titelaufnahme von Schrifttum 05 84 und Teil 2 Zitierregeln 01 84 DIN 5007 Ordnen von Schriftzeichenfolgen ABC Regeln 08 05 DIN 5008 Schreib und Gestaltungsregeln f r die Textverarbeitung 05 05 DIN 5473 Logik und Mengenlehre Zeichen und Begriffe 07 92 DIN 5483 Zeitabh ngige Gr en mehrere Teile 7 References DIN 6774 4 DIN 6780 DIN 16511 DIN 19 045 DIN 30 600 DIN 31 001 DIN 31 051 DIN 31 623 DIN 32 520 DIN 32 541 DIN 32 830 DIN 55 301 DIN 66 001 DIN 66 261 DIN EN 62079 DIN ISO DIN ISO 1101 DIN ISO 2768 DIN ISO 5456 277 Technisches Zeichnen Ausf hrungsregeln Gezeichnete Vorlagen f r Druckzwecke Teil 4 04 82 Technische Zeichnungen Vereinfachte Darstellung und Bema ung von L chern 10 00
46. a W is dimensionless It depends on the geometry of the specimen and the crack Values for f a W are tabulated in standards e g in BS 5447 Crack extension occurs if the factor z a reaches a critical value the so called critical stress intensity factor K 0 Ja a f alW 0 Va Y 2 16 where is the fracture stress The factor Y is introduced for simplifi cation It is computed as Y rz f alW 2 17 The critical stress intensity factor K is obtained out of the experimen tal data very easily since K is given by the slope of a straight line of of against 1 a see equation 2 16 The stress intensity factor refers to a specific load state It is expressed via indices I stands for normal stress II for shear stress perpendicular to the crack tip and III for shear stress parallel with the crack tip The critical stress intensity factor for normal stress Kye is also called fracture tough ness If the plastically deformed zone at the crack tip is small compared with the geometry of the specimen this value is independent of the speci men shape and size and therefore a material constant 3 6 The text of the Technical Report 147 In such computations the formulas the computed values and the text are con nected with each other by signal words like With lt physical value gt and lt physi cal value gt the result is lt formula gt and Taking into consideration lt fact gt and lt formula gt lt formula value
47. a digital copy via internet is equivalent to a public performance or transmission and thus not allowed An essentially complete graphical copy of sheet music or an essentially complete copy of books or jour nals and computer programs may only be made with the permission of the au thor tS It belongs to scientific working to use other works i e to co use the findings and intellectual creations of others together with one s own findings and crea tions This co use can be pure reading to get an inspiration or copying small portions of the other work and citing the source As a rule of thumb lt 5 of the text or the images of the original source are a small portion If a work produced by someone else is cited in major parts and only slightly modified the agreement and permission of the other author is required and if the author wants to use the work by the other author completely or nearly completely he has to pay the other author appropriate royalties according to 54 UrhG t Citing is allowed without charge A literature citation is copying another work as a whole or in parts without changing the sense and using it in an in dependent new scientific work and correctly specifying the source Literatu re citations may only be made in independent works which again are protected by copyright law This new work must be a personal intellectual creation of the 138 3 Writing and creating the Technical Report citing author i e
48. a new window you have to select the option _blank under Frame If the link shall appear as a button you have to select Button instead of Text under the option Form When you insert a hard page break you have to define which page template the new page shall use and which page number it shall have Inserting footnotes is similar as in Word Creating a table of contents and list of figures is as easy as it is in Word Please select carefully whether you want to allow manual editing after the crea tion of the lists to optimize the line and page break or not Please read the online help for details One strength of Open Office Writer is the management of sources of reference in a literature data base Then you can insert cross references to literature sources in an elegant way and create a list of references in different output formats for a journal the institute or a diploma thesis Please read the online help for de tails The data exchange with Word does not always work smoothly If you save documents in Open Office Writer in Word format and open them in Word and you do not get the desired result please try the data exchange via the RTF format or copy the text to the clipboard and insert it into a new empty document created by Word In most cases you have to insert the figures again Exporting your file in PDF format works without problems Using the option Tagged PDF results in preview pages and a table of contents on th
49. acknowledgements abstract What is the re sult foreword or preface table of contents list of figures list of tables list of abbreviations and symbols glossary e Body text chapters with required figures tables formulas list of references e Appendix Appendices annex material like figures tables bibliography list of standards evtl accompanying material evtl glossary index es End matter curriculum vitae of the author inside and outside back cover cover pages 3 and 4 evtl accompanying material Accompanying material like the bill of materials technical drawings measur ing protocols slides models leaflets brochures etc can be presented as indepen dent appendix chapters or as subchapters in an appendix They can be bound in the Technical Report or delivered in an external container like a second volume a drawing roll a folder or a box To place figures tables and measuring protocols into the appendix appendices is only useful if placing them in the body would disturb smooth reading of the text chapters too much The appendix appendices in the list above can be independent chapters Then they get consecutively numbered appendix chapter numbers If the number of ap pendix chapters becomes too large the annex materials lists and accompanying materials can be combined in one common chapter Appendix see Appendix A in this book The Glossary if in opposition to ISO 7144 it is put at the end of the
50. an abbreviated title and last name It creates a fixed word gap which may be smaller than between ordinary words in case of left and right justified text and it prevents an automatic word wrap or line break resp at that position so that the ab breviations and names like i e e g Dr Minor stay together either on the old line or on the new one A non breaking hyphen NBH is a hyphen where the word processing program will not change the lines under no circumstances This prevents that in words which are combined with an abbreviation the abbreviation stands alone on the old line Example X ray 288 B Glossary terms of printing technology O OCR Optical Character Recognition is a function when scanning A software reads the scanned pages and converts the pixels to editable characters P PDF Portable Document Format is a page description language which has been defined by the company Adobe The line and page break remains unchanged i e the reader sees the pages on his computer in exactly the same way as the author has created them Acro bat Reader A pictogram is a pictorial symbol icon If an image is saved in a pixel graphics format the image information contains single im age points pixels For each pixel it is saved where it is and which color it has Therefore the file size quickly rises if the image area rises opposite vector graphics PostScript PS is a page description l
51. appear below the appertaining figure Besides it should be placed near the appertaining figure Thus the placement of the figure subheading in Figure 3 16 is not very clear The reader asks himself Where does the figure title of Figure 12 belong to the upper or lower figure The placement in Figure 3 17 is much better There are two up to three blank lines between text and figure The distance between figure and figure subheading is a half or one blank line Below the figure subheading there are again two up to three blank lines Due to the larger vertical distance above the figure and below the figure subheading the reader can easily recognize that figure and figure sub heading are a unit blank line blank line blank line Figure 12 Testing equipment schematic blank line blank line blank line Figure 13 Impeller anemometer for measuring the suction field blank line blank line Figure 3 17_ Good vertical placement of the figure subheading If a figure subheading spreads across more than one line the second and all subsequent lines start at the building line of the figure title Figure 3 18 You can also layout figure subheadings which belong to several small figures like this The small figures which belong together are placed in a row and marked with small letter and closing bracket 80 3 Writing and creating the Technical Report Figure 10 Overview of different methods of welding smoke suction which is
52. are created if you mark and indent them with the right arrow key Please note All features described in this paragraph work only for the text fields with the bullet lists on the standard slide layouts they do not work for the text fields which you can insert via the Drawing tool bar Inserting text fields If you click into a text field it is marked and surrounded by a hatched border Click on the border and the hatching is changed to many small dots Now you can position your text field with the arrow keys A more pre cise positioning is possible if you press the Ctrl key keep it pressed and then use the arrow keys If the text field is marked with the many small dots you can copy a text field on a slide with Ctrl C and insert it at the same position on the next slide with Ctrl V Moreover you can delete it with the Del key Please note All features described in this paragraph work for the text fields with the bullet lists on the standard slide layouts as well as for the text fields which you can insert via the Drawing tool bar There are many optional ways to insert figures which can be described here only rudimentary For example click on a slide with the right mouse key and in the context menu select slide layouts Choose the layout Title Text and ClipArt enter the title your text on the left side and use the menu Insert Picture ClipArt or Insert Picture From file to insert a graphic on the right side If you want to i
53. areas of technology e g also in civil engineering and electrical engineering Now some examples as an illustration Company or working group internal names are probably unknown to the read ers Therefore select neutral names If an assembly drawing and part list or a sketch of the described appliance be long to the Technical Report it makes sense to add the position number in brackets after the part name That is to say for example The fixation of the cover plate 23 was accomplished by groove pins to save costs Here 23 is the position number and cover plate the name from the part list This correlation of 3 6 The text of the Technical Report 143 number and name in report and drawing as well as part list helps the reader to find his way in the different documents Quite frequently you can read the following or similar formulations in Techni cal Reports The design has a high mechanical strength and a very good wear re sistance In this case it is better to substitute the general term design with the actual name of the complete sub assembly or plant An application of this rule to the example above could be The oil mill has Often a value range is specified with two physical values Then it is wrong to write measure and measuring unit extension sign or to and again measure and measuring unit correct is to write the dimension only once after the two meas ures An example for illustrat
54. as exactly as possible with your cus tomer or boss or chairperson of a conference or organizing staff of a fair This in cludes a written definition of e title subtitle e audience knowledge level interests expectations e exact timeframe without with discussion e topic and presenter of the previous and next lecture e presentation type room size equipment desks chairs boards devices projec tors flipchart For your career it is very important to arrange things with e your boss e your supervisor professor or customer or the organizing staff of a cong ress conference or fair e your own sales and marketing team leader Why should you speak with the sales team leader and the marketing team in any case An example Your company a well known car manufacturer has developed a super fast sport coupe and wants to introduce this marvel with an expensive PR show at the next fair 14 days before the fair you being a young enthusiastic develop ment engineer present the most important motor and chassis details on a con ference Among the experts in the audience is a representative of the press who launches your insider knowledge big on the next day Which consequences would that have for your company for you and your job But now let us go back to the presentation framework that needs to be clari fied What kind of lecture will I present presentation type Is a pure technical presentation or a special persuasive p
55. brightness gradients halftone images on a black and white copi er You should definitely use the photo key If there are still quality problems even with the photo key you have to rasterize your figures To achieve that you can use rasterizing film The film is laid on top of the original during the copying process The film should only cover the figure so that the text does not lose its contours and contrast The rasterizing film dissemi nates the halftone image to individual pixels If prepared like this the copy of the page can be used as original for the further reproduction Rasterizing film for pho tocopiers is quite expensive but the copy quality of the black and white copies is high The halftone images can be copied without problems Beside rasterizing film for the photocopier you can also get rasterizing film which is used during the manual enlargement of negatives These rasterizing films are exposed together with the negative a little longer exposure time The light creates an already rasterized enlargement of the negative on the photo paper The rasterized pixels in the photo process are finer than the rasterized pixels in the copy process However rasterizing film for the photo process is only useful if you can enlarge negatives manually i e if you have a photo laboratory at your dis posal If you scan images or create digital photos you should plan early with which resolution you want to work For a simple screen displa
56. can be a proportional or a fixed spacing font Here are some recommendations regarding fonts in tables e Filling in tables is sometimes easier if you use fixed spacing fonts because you do not have to work with tabs and indentations all the time When using fixed spacing fonts indentations and column alignment can be realised by add ing or deleting space characters However these fonts need much space e Tables with proportional fonts are the state of the art if you use an up to date word processor They fit better with the normal text font and appear typo graphically smoother e Sans serif fonts like Arial and Helvetica are better suited for figures tables than serif fonts because without serifs you can recognize the outline of the di gits faster e Large figures can be identified easier if they are formatted with a fixed spac ing font like Courier Sans Serif Letter Gothic Monospaced Lucida Console etc if the digits before the decimal point are arranged in groups of three digits If possible the decimal groups shall be divided by space characters only not by commas e g 3 155 698 e Decimal points must be listed one below the other even if the figures have a different number of digits after the decimal point e Due to safety reasons amounts of money are written without space characters or they get commas to identify the decimal groups e If you use proportional fonts use a right tab for columns of integers and a de
57. click the graphic select the menu item Format graphic and change to the Size tab If you want to cut an image you can use the cutting tool in the toolbar Graph ics This makes parts of the image invisible but they still exist You can change the image size with menu items Format Graphics Size tab Entering the structure at the left margin of the slides The structure at the left margin of the slide can best be created as a text field toolbar Drawing Insert the field enter your structure format the text as desired and move the object to the desired position If you click into the text field it is se lected and surrounded by a thick section lined border If you click on the border the section lining disappears and the border becomes dotted Now you can posi tion your text field with the arrow keys An even more exact positioning is possi ble if you press the Ctrl key keep it pressed and then use the arrow keys If the text field border is dotted you can copy a text field on one slide with Ctrl C and insert it into the next slide at the same position with Ctrl V Also you can delete it with the Del key Footers You can often see that presentations have footers containing the presentation title the speaker s name and a page numbering like 8 or in extreme cases Slide 8 of 23 Your audience has to re read that on every slide This reading of irrele vant information uses up a part of the brain s capacity which is
58. complex term in communication sciences Whether a text is understood by the target group depends in general on two groups of properties These are the text properties and the reader properties Reader properties cannot be influenced by the author since they depend only on the planned or random readers of the text They are e general prior knowledge of the readers e their ability to concentrate on reading and their routine in reading e their motivation for or inner aversion against the topic s of the text e their command of the language in which the text is written e their knowledge of technical terms and e their expertise in the described field of knowledge The text properties are specified by the author beside a few exceptions like layout rules according to a corporate identity Typical checklist questions referring to text properties are e Is the title descriptive and does it create interest e Is there a structure and is it logical backbone Paragraph length e Sentence length e Nested sentences e Are unknown words explained when they are used for the first time e Are unknown abbreviations explained when they are used for the first time 3 6 The text of the Technical Report 149 e Are there too many foreign words e Has the reader all information available in all sections of the Technical Report which he she needs for following the contents This bullet list shows clearly that the underst
59. dable for the experts improvement for the speaker 1 3 New Scientific and or technical Raise of knowledge for the ma information on an appro jority evtl even for people priate knowledge level who are not acquainted with understandable for the the subject area majority The third rule may look a little tricky but it is the best way to find the clue a very inhomogeneous audience needs It has often proven to be practical find your own judgment try it out To realize the third rule you cannot just present the parts one after the other according to the fractions it is a little more differentiated A presentation should not be split into three exact thirds but it has three parts Realizing and using the trisection This trisection can be found in the biology of daily life and in technology as the following examples show Figures 5 3 and 5 4 This trisection is realized in a technical presentation by smartly varying the knowledge level to meet the individual expectations of as many people in the au dience as possible Table 5 4 Admitted the exact distribution of the main part seems to be a little artificial and farfetched but it makes sense as an orientation and recommendation espe cially due to the section into thirds or sixths resp according to the third rule What is the secret 232 5 Presenting the Technical Report A Biological processes The biology of human beings needs a certain optimum sequence for a
60. describe the current state of the art e they support the author s opinion e they emphasize the scientific character of the Technical Report e they exculpate the author from the responsibility for the contents of the citation but not from the responsibility for the selection of the citation e they point out the author s accuracy and intellectual honesty e they underline the author s authority and credibility and e they permit that the readers can check the facts statements values in computa tions etc and by studying the literature from several authors to get a higher level of expertise in the current field of science Presenting the bibliographical data of cited literature helps the readers to bor row the literature from a library or buy it from a book shop Therefore there must be sufficient information for each publication If every author would use his or her own systematic to present the citations and the required bibliographical data there would be a chaos Therefore there are two standards that define how literature citations must look like ISO 690 Documen tation Bibliographic references Content form and structure and ISO 690 2 Information and documentation Bibliographic references Part 2 Electronic documents or parts thereof 3 5 Literature citations 113 3 5 2 Reasons for literature citations Correct citations are a proof that the author knows the rules of scientific working The se
61. displayed with a thicker border If you select another master page it will be applied to the whole slide presentation To look at the slide master and change the basic settings for font type and size bullets indention values etc open the menu View Master Slide Master To assign a user defined animation you have to select an object which you want to animate in the working area e g a text field the whole text should be marked On the right side in the task area in the menu User defined Animations click on Add and select an animation e g Appear By default the whole text is shown at the same time To let the menu items appear one after the other click the objects one after the other on the right side in the task area in the list and change the option Start from With Previous to On Click In the list there are symbols which are similar to those in PowerPoint Assigning slide transitions works in the same way as in PowerPoint If you have created graphic objects with the functions in the Drawing tool bar you can modify their look in menu Format in the submenus Area and Line You can duplicate graphic and text objects as well as layout areas in the menu Edit Duplicate 3 9 Completion of the Technical Report The phase completion of the Technical Report consists of the tasks proof reading entering the corrections creating the master printouts end check as well as copying binding and distributing the
62. dividers differently in the future This can be done easily if you use a soft pencil and a rubber The report binder may for example get the following structure e cover sheet title leaf and structure versions the latest version is at the top other parts of the front matter e g list of figures and list of tables evtl with manual additions since the last printout e printout of all chapters of the Technical Report including the appendices e material collection text drafts notes and photocopies ordered by chapter e notes and other material which can not yet be assigned to a chapter e cover sheet title leaf versions the latest version is at the top e style guide e report checklist e to do list with action items buy or do something list of open corrections ts A copy of the current structure is also always visible lying on or hanging next to your desk If you prepare a larger Technical Report and the report binder gets too full it is better to store the preliminary printouts and the material collection in different binders All documents in the material collection which cannot be punched easily but which shall be cited text books reference books figure tables manufacturer catalogues etc are stored on a separate book pile for each chapter subchapter or section depending on the amount of documents In case of single copied pages and thin brochures which will remain in your personal archive you have to de cide
63. do before 193 statement definition 218 structure nen 10 10 point structure 0 16 4 point structure we 16 backbone 3 5 5352 10 check for completeness 16 check for correctness 16 design report eee 18 detailed structure 16 distinction from table of contents 0 00 0 11 report about a computer network enhancement 17 C Index report about executed measurements oseese 19 report about the development Of software oo 20 rough design description one concept variant 23 rough design description several concept variants 22 structure patterns 22 structuring principles 21 structuring principles of instructions for use 25 worksteps to create it 21 structure pattern 22 experimental work 24 instructions for operation 25 instructions for use s 25 Manual isdn 25 rough design description one concept variant 23 rough design description several concept variants 22 style guide 26 subchapter number n 0 13 subheadings een 42 SUMMATY near 45 support of shafts oe 106 swing out ereation evs eta eee 189 glueing and binding 193 symbols designating a fit 106 T table heading formatting style 60 layout soanen ee 156 mor
64. do not find the correct entry of bibliographi cal data The block format according to ISO 690 is even more compact The fol lowing examples show the layout classic three column form in Technical Reports 23 Koller R Engineering design Basics of design methodology 2nd ed Berlin Heidelberg Springer 1985 220 3 building line space saving two column form in journals and books 3 Koller R Engineering design Basics of design methodology 2nd ed erlin Heidelberg Springer 1985 1 2 building line 3 5 Literature citations 123 Block format according to DIN 1505 Koller 1985 KOLLER Richard Konstruktionslehre fiir den Maschinenbau Grundlagen des methodischen Konstruierens 2 Auflage Berlin Heidel berg Springer 1985 Riehle Simmichen 1997 RIEHLE Manfred SIMMICHEN Elke Grundlagen der Werkstofftechnik Stuttgart Deutscher Verlag fiir Grundstoffindustrie 1997 Block format according to ISO 690 Graham Sheila College of one New York Viking 1967 The real F Scott Fitzgerald thirty five years later New York Grosset amp Dunlap 1976 Basically the bibliographical data shall allow the readers of your Technical Report that they can find the literature which you cited in libraries order it from publishing companies industrial companies and institutional bodies or buy it in a book shop It is a matter of fairness that all required data is provided cor rectly and completely
65. engagingly Analogies me taphors and comparisons create associations in readers minds So readers can recognize similarities with and deviations from their existing knowledge more easily One part of these general rules which improve the understandability of texts is the eS already introduced in 3 1 3 Text with figures tables and literature cita tions eS stands for introductory sentence You should avoid that after a document part heading there are figures tables or bullet lists directly following the heading without a connecting or introductory text It is much better if you use an eS at the beginning and end of each document part Such introductory and connecting sentences tie in with the prior knowledge of your readers and struc ture the written information All details are sorted under consideration of the 3 6 The text of the Technical Report 141 backbone The readers are not left alone but guided with words The fre quent use of introductory and connecting sentences is a prerequisite that the read ers understand your text without questions in the sense you want them to Re ferring to the rule Use descriptive formulations here are three examples e Analogy the orbit of an electron flying around the atom s nucleus is similar with the orbit of a planet travelling around its central star e Metaphor imaginary expression in the figurative sense a figure of the pl
66. existing plant Practical testing of the new plant Evaluation of the tests with the new founding plant Conclusions and outlook 4 Step Further subdivision of extensive main items Chapter 3 can be subdivided into the necessary modifications possible usage of the plant for other technological processes facilitated usage and handling facilitated cleaning improved safety while working with hydrogen etc Chapter 5 can be subdivided into basic design principles applied for the rede sign of the founding plant and design details 5 Step Further subdivision into the final detailed structure parallel with the further elaboration of the Technical Report 5 Redesign of the new plant 5 1 Basic design principles and principle drawing 5 2 Design details to realize the required modifications 5 2 1 Basic design of the founding plant 5 2 2 Temperature flow in the plant components 5 2 3 Gas flow of inert gas and alloy gas 5 2 4 Modifications of the casting device 5 2 5 Flexible structure of the cast container via plugging system 5 2 6 Inert gas container for the die cast 5 2 7 Central plant control via the control panel oOo NaN DARAN 2 4 The structure as the backbone of the Technical Report 19 Example 3 Report about executed measurements Title of the report Damage detection with holographic interferometry 1 Step Formulate main topic main target of the Technical Report The deformation of a steel container under inner pressur
67. file structure and back up copies neneseesensensenneneenernennennn 207 4 6 Personal working methodology oo eeseseeseeseseeeeeseeseeeceeeseesesseeseeeesetseeaeeas 210 VII Contents 5 Presenting the Technical Report ssssussessennennennenensennennennennnennennennnn 215 Sil Introduction secara rear Brise Seen ea eta 215 5 1 1 Target areas university and industrial practice eeneenenee 215 5 1 2 What is it all about uesesessesnennennenensennennennenennennennennennenennennennennen 216 3 1 3 Whatismy beneflit euer ara mean 216 5 1 4 How do proceed zaini aR EE R RA 217 52 Why piesentati onst f ac tc2ecayer 22228 vee R E EER 218 52T Demons 2 20 22 E E eae A AAA e 218 5 2 2 Presentation types and presentation targets eueesennenneneeneenennennennenenen 219 5 2 3 Risks and side effects of presentations and lectures eee 220 3 3 Planning the presentation sescesesssssedsieevessuecvseh cyanepesteetosestieeestebesceseeuteseutesuests 222 5 3 1 Required work steps and their time consumption cee 222 5 3 2 Step 1 Defining the presentation framework and target 224 5 3 3 Step 2 Material collection ureseneseenessennennennenennennennennennnenennen 229 5 3 4 Step 3 The creative phase uceucnnesnenesessennennennennenennennennennennenennennen 229 5 4 Creating the presentation vonnia narn ana REEE E A A e 235 5 4 1 General recommendation
68. following parts of the Technical Report have been created e exact title with design of the title leaf and e structure detailed up to 10 point structure or finer These parts give orientation for collecting the material They help to answer the following questions e What is needed overall e What is already available e What is still needed Collecting the required material and information must be oriented towards the information target and the target group 52 3 Writing and creating the Technical Report e Which knowledge and experiences do I want to impart how e Is there a visualisation figure table formula for each important statement or at least a bullet list In most cases to collect order and write something the reader does not need is unnecessary work Now we want to describe how the material collection can be done in practice All spontaneous thoughts and ideas regarding the contents of the Technical Report should be collected on one or more sheets of paper regardless of their se quence and their assignment to already existing items in the structure Evtl you want to note each idea separately on note sheets writing paper or file cards e g in DIN A5 landscape format Then you should write on the front sides only so that you can spread the sheets or cards on the desk or floor to sort and order them The material collection should include information in which section of the own Technical Report which internet sour
69. for a Technical Report Bullet lists and ordered lists always start at the left document margin e the first list mark is a small thick bullet Alt 0149 while Num Lock key is pressed the second list mark is a dash Ctrl Minus in the numeral keyboard Behaviour guidelines you form the hand symbol is not italic indentation 0 5 cm Write down Spelling use do not use Words and phrases design report design report PowerPoint Powerpoint 28 Self defined formatting patterns 2 Planning the Technical Report Element Formatting pattern Keywords above list ListAbove 2 pt empty line below list ListBelow 6 pt empty line figure heading HeadingFigure 9 pt distance above 24 pt below 12 pt formula Formula 10 pt indentation 1 cm handwriting Handwriting Segoe Script 9 pt bold indentation 0 5 cm standard paragraphs Standard 10 pt distance below 4 pt table heading HeadingTable 9 pt distance above 12 pt below 12 pt Double line pt document part Heading 1 16 pt bold distance below 30 pt headings Heading 2 13 pt bold distance above 18 pt below 9 pt level 1 to 3 Heading 3 11 pt bold distance above 12 pt below 4 pt Entering symbols via numeral keyboard switched on with FN NumLock or FN F11 Standard font Alt Ctrl C Alt 0169 Alt Ctrl R Alt 0174 Alt 0126 Alt 0177 Alt 0150 e Alt 0149 Alt 0183 Alt 0171 Alt 0187 soft line break Ctrl Minus Symbol font gt Alt 0222 e
70. formulate the greetings and read them literally in case of start problems You should always write down the names and titles of the important persons to greet and literally read them from your note 5 5 2 Creating a relationship with the audience In the human communication also when presenting the most boring technical con tents it is inevitable to create a positive relationship between speaker and au dience If there is nothing going on between both parties the presentation does not come across well This experience is often disregarded by technicians because they are so con vinced of the quality of their subject and qualification that they do not care enough for these manners But these manners are more than a container for the technical contents The manners the art of human interaction in the widest sense are the key to introduce technology to people and to influence the deci 5 5 Giving the presentation 261 sion makers in a positive way Therefore engineers should know a little bit of psy chology The more important teams become in our professional life the more im portant are key competences like these How can you build up such a relationship at the beginning of your presenta tion There is no patent medicine but a recommendation Friendliness open mindedness and interest for the audience create sympathy and in response open mindedness and acceptance for your person and your presentation cont
71. frequent mistakes 105 identification number 108 optional field 108 position numbers 108 responsible dept 108 TeyiSION sense een 109 303 sheet number 0 0 0 0 eee 109 technical reference 108 title block wo eee 107 technical presentation 219 Technical Report DINJIN S 45 8 crete 191 COPYING na 191 creating HTML and PDF 189 Creation niert 29 digital printing 154 179 parts according to ISO 7144 30 publishing in data networks 189 191 StaplIN 4 ee 191 LAA o o E ES 1 technical terms 152 TENSE are eaae nak he 142 terminology consistent spelling and usage 27 problems in cited figures 87 text added graphical elements 69 112 didactic typographic visualisation 69 112 sentence structure nee 151 understandability on sentence level 150 understandability on text level 149 understandability on word level 152 writing style 140 text accentuation une 157 text accentuations nenn 165 text charts 69 112 text justification oe 156 text level hcs ieibihieivsiedeaceecds 149 text figure relationship 72 text table need 54 three plane projection 103 TIP les 84 time estimation anne 210 304 title 7 data base search
72. functions horizontally with numbers and the sub functions vertically with capital letters You should not use both letters I and J but only I to avoid con fusions That means the sequence is G H I K L This has the following advantages If you address cell 3 2 it is not clear whether this is the second cell in the third row or the third cell in the second row But if you apply the recommendation above C2 is the second solution of sub function C This unique name can e g be used in the verbal evaluation of the solutions of the sub functions 3 3 Creating good tables 65 If a sub function has several subgroups or characteristics you can subdi vide this sub function in the morphological box The subgroups are then numbered with small letters For example sub function C store water in a water purification plant shall be subdivided in container number type shape and size In the morphological box this has to be noted as follows Sub functions Solutions of the sub functions 1 2 3 store water number I ae ten type barrel canister bottle cylinder with lid cuboid with handle cylinder with neck ca size leooi iooi 501 The solutions of the sub functions are addressed with a combination of capital letter small letter and number e g Cb2 canister If the solution of a sub function needs to be subdivided into several sub groups or characteristics this is not marked with another number or le
73. give your readers a timely cross reference to figures and tables The easiest method to give such a cross reference to a figure is to formulate any statement and add the cross reference at the end with a comma Example The force flow in the press runs from the plunger via the frame to the press table Figure 12 If you give such a cross reference and the figure is not on the same side the reader will turn the page and expect the figure there With this very simple hint Figure 12 the text figure relationship is assured and the understandability of the Technical Report is improved very much You should draw or scan your figures as early as possible parallel with wri ting the text If you start too late with creating the figures you might be forced to work very fast quick amp dirty Every reader can see this in the final product The positive influence of figures in Technical Reports can only unfold well if certain general rules are kept These rules aim at good readability 72 3 Writing and creating the Technical Report According to DIN 19045 an illustration shall be simple and well structured If possible the illustration shall show only one process item or thought in one figure so that the reader can understand it fast and easy The width to height ratio shall be the same as the width to height ratio of DIN formats 1 V2 or 1 1 41 resp Originals of figures which shall be projected must be e
74. gt can be computed as lt formula gt According to ISO 5966 Documentation Presentation of scientific and tech nical reports and ISO 7144 Documentation Presentation of theses and similar documents formulas which are written in continuous text shall be written on one line use 14 2 or 2 instead of solidus Important formulas which play a central role for your Technical Report can also have a legend where the influencing factors are explained Here an example m g 0 d r f d IV 3 5 mass of the drop and its satellites accelearation of gravity volume of the detached drop orifice diameter Qa tm 8 surface tension of the liquid F d RV empirical correction function equals 1 for an ideal drop with no satellites and no material left on the tip 23 26 Formula and legend form an optical unit which the reader can find again easily when he reads the report the second time or later All required explanations to the formula including the citation are listed in the legend The reader can but does not need to read the connecting text Reference to formulas From the text you can refer to a formula by writing its number The brackets are omitted see equation 4 5 Another example In equation 3 16 it shown that Computations of loads differ from the computations described so far because there is nearly no text Computations of load have outcomes like Cy
75. h Hannover University lel Suction methods Slide 6 of the example presentation New Hints on the design of slide 6 in PowerPoint If you define an animation for a two column text the first item in the left col umn Method is displayed first after pressing the space bar the second to fourth item will appear and then the four suction volume values in the right column If the right column the right text field is displayed first change the text fields Alternative Use a one column text field and a tab before the suction volume val ues Another slide not shown here Slide 7 of the example presentation shows the conventional suction methods hall workplace collector which must be positioned by the welder in coarse sketches 5 4 Creating the presentation 251 Burner integrated suction Burner integrated suction when welding Health vs seam quality Suction of welding pollutants burner integrated optimized design verified quality Summary and outlook Burner integrated suction when welding Health vs seam quality Suction of welding pollutants burner integrated optimized design verified quality Summary and outlook weld smoke Hannover University lel Optimized suction nozzle Slide 9 of the example presentation New Hint on the design of slides 8 and 9 The section drawings of the burner with the original and optimized nozzle cannot be large and clear en
76. http www google de language_tools hl en translation of short texts in various directions In the next sections you will get some hints for working together with your su pervisor or customer for working together in a team of authors or a project team advice for working in a library for organizing your file structure and creating back ups of your data as well as hints for your personal working methodology while writing your Technical Report 4 1 Working together with the supervisor or customer You should always try to prepare and to plan ahead the meetings with your super visor as well as you can This includes first of all that you will always take with you the current version of the text and the current structure of your Technical Report when you go to a meeting with your supervisor This helps him her to im prove the supervision and support very much because he she can then overview the current stage of your Technical Report or project better and faster Before your meeting you should write down questions and tick off those ques tions which have already been treated during your talk This helps to avoid that you forget something If you want to take with you many documents and parts for the meeting with your supervisor a checklist might be helpful where you list all necessary documents parts and pathnames to files which you want to discuss with your supervisor on screen L Hering H Hering How to Write Technical Reports
77. introduced which results in a larger cell height In the other cells of the current line of a Word table the text remains top justified If this is not the case you should reformat the cells to be top justified In Excel and the spreadsheet program Microsoft Works the default setting is bottom justified You may change the horizontal and vertical justification of the table en tries in Works with Format Alignment and in Excel with Format Cells Alignment Equivalent to figures text tables shall be readable from the normal reading distance of 30 to 40 cm without any problems This requires a sufficient font size especially for indices and exponents If you copy them parts of these small letters and or digits may become unreadable If you are uncertain you should create a master copy of the page in question and make a copy from it If there are problems you should use a larger font size or a larger magnification scale if the table is copied from a book or article or integrated as a pixel graphic file The entries in the cells of a table can be figures words sketches or a combi nation of these elements For text entries the normal rules of case sensitivity are valid especially adjectives start with small letters If you like you can go to the menu Special AutoCorrect options tab AutoCorrect and change the setting Be gin every table cell with a capital letter 3 3 Creating good tables 57 The font type used in the table
78. italic style while the measuring unit is printed in standard style There are different variants to specify the measuring unit In former times they used this method U V The letter in angular brackets is the measuring unit However this method is no longer standardized Instead DIN 461 proposes three other options e The first variant is to write the physical value at the end of the coordinate axis and the measuring unit is written between the last and the second last measure as labeling of the scale Figure 3 26 but this often provides a conflict between font size and available space e The second variant is to write physical value and measuring unit divided by a slash for example U V e The third variant is to connect the physical value and the measuring unit with the word in see Figure 3 25 This variant is the clearest and is recommended here In diagrams with time progression the time must always be the horizontal axis Proceeding time values begin on the left and go on to the right side 3 4 Instructional figures 93 The measures at linear scales subdivision of coordinate axes always include the value zero Negative values get a minus sign e g 3 2 1 0 1 2 3 etc L o garithmic scales do not have the value zero Force in N 40 30 20 10 1224 9 Distance in mm Figure3 25 Diagram with physical values measuring units and measures If a diagram is used to derive measuring values from it the application
79. knowledge of a technical writer Le infor standards etc matics The graphical objects can be roughly positioned with the arrow keys or the mouse the fine positioning is possible with Ctrl and the arrow keys The text is roughly positioned with tabs the fine positioning is possible with space charac ters 112 3 Writing and creating the Technical Report 3 5 Literature citations When writing Technical Reports there are various versions of literature citations and lists of references Therefore it will be described in detail how to cite literature and to write a list of references But here are at first a few introductory remarks 3 5 1 Introductory remarks on literature citations These introductory remarks shall begin with a definition of the term literature ci tation A citation is using a statement written by another author either literally or in one s own words and precisely documenting the literature source from where the statement is cited The short note in the text where the literature comes from is called citation In the back in the list of references the cited publications are listed with their bibliographical data In scientific works there are nearly always literature citations Also in Techni cal Reports which are partly not so strictly following the rules there are often ci tations of statements written by other persons Literature citations have the fol lowing tasks e they help to
80. long or indented it must be continued in the next line s at the appropriate build ing line for the text of the document part headings of the relevant hierarchy level The leading characters dots and the page number appear in the last line of this document part heading The page numbers should be formatted with the same font size without any accentuations Figure 3 7 42 3 Writing and creating the Technical Report Jt is clearer and more pretty if you insert a space between the document part heading in the table of contents and the tab with the leading dots as well as be tween the tab and the page number In Word you can search for the tabs with Edit Search Extended Other or search for t and replace the tabs with space tab space The gap between all document part headings and the appertaining page number should be filled with the same leading dots The tab with the leading dots should not be formatted in bold face typing This is the same for chapter headings The font size should also be the same in the gaps because dots have a larger distance and diameter at 14 pt font size compared with 10 pt Figure 3 8 3 2 Command sequence for the installation 5 4 Program usage 4 1 Submenu File nnneensennsennsnnnennnennnnnn nennen en 6 AAA File NOW nee E 7 4 127 Ril Open in een ee see 7 Figure 3 8 Leading dots and page numbers in bold type and different font siz
81. map for planning the building of apond ina garden seriereeks idini ri 110 Network plan to create and present a lecture 0 eee 223 Gantt diagram to create and present a lecture nnnen 223 A Lists of figures tables and checklists 281 Figure 5 3 Figure 5 4 Figure 5 5 Figure 5 6 Figure 5 7 Figure 5 8 A 2 Tables Table 3 1 Table 3 2 Table 3 3 Table 3 4 Table 3 5 Table 3 6 Table 3 7 Table 3 8 Table 3 9 Table 3 10 Table 3 11 Table 3 12 Table 5 1 Table 5 2 Table 5 3 Table 5 4 Table 5 5 Processes compared with a presentation biology 232 Processes compared with a presentation technology 232 Dramaturgy model of the knowledge level 234 Transparency assurance by a structure in a sidebar Schematic 2 322 24 28 2er ann nenne eeres 238 Structure design plot for 20 to 60 minutes presentation time 242 Manuscript card een 255 Diagram axes are labeled with the physical value as text or formula symbol and the appertaining measuring unit 91 Diagram types and their fields of application eee 98 Comparison of perspective projections for Technical Reports 102 Popular citation styles in mathematics natural sciences engineering and social sciences each institution have their own variation of typography u neeesssensnseessnensnnnennnennnnn 124 Author specification in the list of references 0 0 0 0
82. middle of the line which should be corrected but which is often forgotten or overlooked In this context look carefully at newspapers and journals There this error also occurs quite frequently Sometimes there are terms consisting of combined words which can be con nected with a hyphen This improves the readability and understandability of your text Please use such hyphenation consistently throughout the whole Technical Report Example rubber block drive belt becomes rubber block drive belt While editing text you are sometimes astonished about automatic functions They shall help to avoid frequent mistakes but sometimes they are very annoying If such an automatic function creates undesired results you should look in Word how the options are set in the menus Format AutoFormat and Tools Auto Correct Options By the way in the AutoCorrection table you can delete undesired entries and enter your own typical typing errors if they shall be automatically corrected Also quite interesting are the tabs Compatibility and Spelling and Grammar in the menu Tools Options You should read carefully there In most cases there is an option which controls the undesired effects which can be switched to try out working with different settings than the standard settings It is generally recommended to format larger documents with formatting styles instead of individual assignments for each paragraph This is true for al
83. msnen naaa 144 in HTML documents 145 legend see 147 PALtS ea 144 relationship to the text 146 with LATEX nn nssene 145 With Word eenn 145 front COVEr Gee 31 fauli sinnis a 31 font types ii nia deities 55 minimum information 35 placement of information 36 front matter 0 eee eeeeeeeeeeeeeeeee 47 further reading 122 G SESTUTES iseasi 221 254 264 GIF fles 3 20er 84 BlOSSar ya en re 50 automatic creation 170 manual typing 169 graphics systematic structure nn 74 graphics programs advantages aiis 89 comparison with manual creation 90 disadvantages eee 89 group of figures typography ee 163 H halftone image eee 88 hard disk organisation 207 hardcover binding 199 header of a table 53 297 headers layo ti 2 155 host document bibliographical data 127 hot adhesive binding 199 HTML creation oseese 189 hyphen protected hyphen 161 soft hyphen sesser 161 structuring words 161 hyphenation influencing 160 proposals oo eee eee 160 with special characters 160 I images emphasis and accentuation 87 simplifications s es 87 indentations Of textoa anal 156 INDEX E EEEE 51 automatic creation
84. networks You as the author of a Technical Report should always specify all used help and sources truthfully to be on the safe side After the bibliographical data has been collected we want to give you some hints regarding the typographic design of the list of references now Lists of references are written with single spacing However if your supervisor always expects that a thesis must have 60 pages and you have only 55 pages you can vary the spacing and deliver the required page number Here is some flexibility Since the transfer of the general rules to the individual sources of literature is hard for many authors an example list of references shall facilitate this transfer Table 3 7 Then we will give you a list with publication types and publication numbers in the example list of references Table 3 8 132 3 Writing and creating the Technical Report Table 3 7 Example of a three column list of references lt to be continued gt 9 List of references BOSCH Global Responsibility Environmental Report 2003 2004 www bosch com content language1 downloads UWB_en pdf Accessed on 04 Jun 2006 YATES JG Fundamentals of Fluidised Bed Chemical Processes Butterwoths Monographs in Chemical Engineering London Butterworths 1983 KUNII D and Fluidisation Engineering New York Wiley 1969 LEVENSPIEL O DAVIDSON JF Fluidisation London Academic Press 2 ed 1985 CLIFT R and HARRISON D ORMOZ Z Studies on gr
85. no title leaf Indentations may be created in different ways For example the following op erations result in an indentation e inserting space characters however this does not result in a defined indentati on in case of left and right justification e defining left justified tabs e moving the left indentation markers in the current paragraph hanging indenta tion 3 7 Using word processing and desktop publishing DTP systems 157 e defining an indentation via menu in Word Format Paragraph Indentation e using a table without borders and leaving the first column empty In practice there are often texts which use many different options to create an indentation within one document and which have very different indentation val ues The result is a layout which appears untidy and when you enter text correc tions you have to find out first with which method the indentations have been cre ated Therefore you should use only a few methods of creating indentations and only a few indentation values e g tabs at 5 10 15 20 and 25 mm List structures can be automatically created e g in Word with the two icons Numbered list and Bullet list in the toolbar Format You can control their appear ance in the menu Format Bullets and Numbering There you can use the prese lected bullets or press the button Customize and select different bullets Creat ing nested lists with different bullets is now possible with a simpl
86. nol integrated into the welding process a pure hall suction b hall suction and hall ventilation c work table suction to the botiom d work table suction to the top Figure 3 18 Layout of figure subheadings that spread across more than one line and common figure subheading for several small figures Plan in time which figures shall be integrated in your Technical Report It happens that photographs of testing equipment machines etc are taken too late or the film is developed too late and due to time pressure the author adds a figure la bel like Figure 8a between figures 8 and 9 to avoid that all subsequent figure la bels and the appertaining manually created cross references must be updated If you want to create a list of figures automatically you should format all figure subheadings with the same paragraph style and use this style only for fig ure subheadings Otherwise the automatic creation might be incomplete or might have undesired entries For details please refer to sections 3 7 4 and 3 7 5 Precise location references are important in figure titles They help the reader of the Technical Report to imagine the real situation the figure refers to A figure title with a too imprecise location reference is e g Figure 6 5 Pressure measur ing points P and temperature measuring points T This figure subheading lacks an addition like in the cooling channel or even better in the cooling channel of the die casting
87. of 350 pages and more A useful help is the formatting template toolbox which can be opened with F11 There are individual tabs for paragraph character frame page and list for matting templates To change the settings click on an existing template with the right mouse button A context menu appears with the alternatives New and Change In the next window there are tabs for diverse settings again You may de lete templates created by mistake using the Del key Paragraph and character formatting templates can be used like in any other word processing or desktop publishing system Two options on the Position tab are interesting text can be rotated by 90 and pair wise kerning optimized char acter distance can be used to optimize the readability of the text Frame templates are made for objects which you would position with a text frame in Word Here you find settings for borders in general graphics OLE ob jects formulas marginals watermarks and labels There are already defined many templates with mostly quite intelligent settings Frames can be positioned either centered in a paragraph or centered on a page Page templates help if you want to use different headers in each chapter You should define individual page templates for each header For example you could create a page template Chapter 1 which is shown in the header of chapter and another page template for Chapter 2 Here is the procedure to create a new pa
88. of needle bearings Corporate photography FAG 2 If you copy a figure or a table from a source with changing the contents you should use the note acc to lt author gt or according to lt author gt to express that it is an analogous citation Your changes could be the following e leaving out changing labels so that they fit to the terminology of the text e leaving out details from the figure and e leaving out not so important rows or columns from a table Figure 13 Viscosity of different engine oils depending on the temperature according to PFITZNER 12 Alternatively you can give your readers a note in the figure subheading or ta ble heading like simplified compared with the source to make clear that 3 5 Literature citations 121 it is not an exact copy but that you have changed left out improved or further developed something 3 If you use an image from the internet you have to cite it correctly We rec ommend that in the last line of the figure subtitle you cite the internet address of the image a or of the HTML page on which the image is used b The ex amples show a result of a google image search The internet address has to be entered to the list of references as well There it has to appear together with an author and the date when the citation was recorded when the figure was seen If the internet address is too long you may shorten it so that the reader comes near the relevant topic
89. of printing technology 285 word processing program and for later printing gt CMYK color separations can be created Quark Express and PageMaker are well known page oriented DTP programs with Frame Maker you can create even very thick documents or books very efficiently DTV Didactic Typographic Visualization according to REICHERT is visualizing with text images pictorial and tabular re arrangement of text Here unstructured lists boxes arrows and similar typographic means are used DTV also makes clear the logical and evtl hierarchical dependence of text blocks by means of targeted usage of lines which mostly run vertical and horizontal only DTV fills the gap between conventional continuous text and graphic visualization and allows easy creation of the text images interested reading and spontaneous understanding of the relevant facts E In an evaluation table different evaluation criteria are compared which cannot be directly compared as figures The evaluation criteria get single points assigned The points are mul tiplied with weighting factors and these results are summed up over all evaluation criteria This provides the total points of each concept variant Evaluation tables are often used to compare different concept variants in a design or different locations for planning new com pany premises or plants Expanded is a font attribute opposite condensed For fixed spacing fonts you have to write a space ch
90. of the pages the reverse side of the title leaf also does not get a page number Therefore the 38 3 Writing and creating the Technical Report printed page numbers start with III on the first page of the foreword preface or table of contents e If you apply the common report page numbering with page numbers only on the front side of the pages the first page of the foreword preface or of the table of contents which follows the title leaf will get the page number II The rest of the table of contents and the other parts for the front matter will also get Roman page numbers However in small and medium sized Technical Reports the front matter should not get page numbering e The table of contents ToC shall list the parts of the front matter but with out page numbers so that in the table of contents there are only Arabic page numbers The Roman page numbers of the front matter are much wider than the Arabic page numbers of the normal text chapters The table of contents should also list the parts of the Technical Report which occur behind the in dexes and appendices like Curriculum vitae and Declaration in lieu of an oath in dissertations in the right order but without page numbers e ISO 7144 establishes the following rules regarding page numbering Title leaves are integrated into the page numbering but they do not get a page number The pages are consecutively numbered with Arabic numbers empty pages and the f
91. of this book Therefore this book reports from practical ex perience for practical usage 2 Planning the Technical Report Technical Reports shall be written so that they reach your readers This requires a high level of systematic order logic and clarity These understandability aspects must already be taken into account when you plan the necessary work steps This is the only way to perform all work steps accurately As a result all facts about the described items or processes and the thoughts of the writer of a Technical Report become clear for the reader without any questions and without doubt In technical study courses a systematic approach is used to solve tasks and larg er projects Tasks are solved in the sequence planning realization and checking This approved approach should be applied in a similar way when creating Tech nical Reports Here the necessary work steps can be grouped in the phases plan ning creation and finishing with check ups However before describing the sin gle measures in the planning process we will present a general overview of all required work steps to create a Technical Report 2 1 General overview of all required work steps The following Checklist 2 1 shows all required work steps Checklist 2 1 Required work steps to create Technical Reports e Accept and analyze the task e Check or create the title e Design a 4 point structure e Design a 10 point structure e Search read and cit
92. on the cited homepage Then please specify where the reader has to click to reach the cited page Or you write a shortened address or just the start address of the homepage in the figure title e g http www physics sjsu edu becker physics5 1 and the complete address of the figure in the list of references e g http www physics sjsu edu becker physics5 1 images 25_02ParallelPlateCap JPG Also if a HTML page uses frames you can recognize that when the internet address stays the same after you clicked a link but the contents of the page has changed please specify where the reader has to click to reach the cited page Examples for literature sources from the internet Figure 25 Working principle of a parallel plate capacitor Source www vtf de p90_1_3 gif variant a Figure 25 Working principle of a parallel plate capacitor Source www vtf de p90_1 shtml variant b i The same rules for specifying the internet address of the files you found apply for other file types like PDF Word or Excel files MP3 files etc icy Please consider that the presented contents in the internet can change very quickly If you found a valuable source you may wish to copy the texts and figures which you might use later to your hard disk drive and note in a fi le where and when you found the information i e URL URI and date when you saw the information 3 5 5 The list of references contents and layout In the list of
93. or used in a text chapter preferably in the 2 4 The structure as the backbone of the Technical Report 23 chapter Design description If the photocopy of the assembly drawing in re duced size is bound in your Technical Report this has another advantage In the design description the parts can be referred to with their names and in addition with their position numbers e g Handle 23 in the assembly drawing and in the bill of materials However when the first part name with added position num ber occurs in the text of the design description you should explain that the num ber is a position number and refers to the assembly drawing and the bill of mate rials Identical parts which are used in two different components e g headless screws at two halves of a clutch occur only once in the bill of materials in a common line with a common position number The column Number contains the information how often the part is used in the complete assembly So the per son who mounts the part can check whether all required single parts are available Now we want to look at the structure patterns again In the following you will find a structure pattern for a rough design description where the most useful de sign solutions of the sub functions are combined to only one concept variant see also 3 3 3 The morphological box a special table Structure pattern of a rough design description one concept variant I
94. part drawings the field sheet would be 1 5 1 of 5 for the part list 2 5 2 of 5 for the assembly drawing etc All five sheets then have the same identification number 108 3 Writing and creating the Technical Report 1 10 AB123 001 55 Hexagon head bolt ISO 4014 M12 x 80 8 8 A2P Part Qty Part number Part name Technical data designation Rem ref Responsible dept Technical reference Created by Approved by lt optional field gt CDM TD Alan Dempsky Bart Wayne David Brown lt Legal owner gt Document type Document status Sub assembly drawing Released e Title Supplementary title Mieker Gearbox housing 217 3567 00 Getriebebau GmbH complete Rev Date of issue Lang Sheet A 2009 05 16 en 1 8 Figure 3 33 Bill of materials part list with one example entry and title block in the lower right corner of an assembly drawing Part Qty Unit Reference Part No Part name Technical data designation Remarks ref designation 1 1 26 200 001 Bottom part of housing EN GJL 200 EN 1561 R26 200 001 3 4 26 200 055 Incoming shaft 42CrMo4 EN 10083 edge zone Dim 855 L 180 ISO 5261 hardened 16 1 26 200 167 Oil level gauge Castrol 27 349 780 17 4 58 375 081 Pipe seamless ISO material Dim 20 1x2 9 L 100 18 2 99 8765 432 Bracket 60 2 1234 210 Hexagon head bolt ISO 4014 M1
95. part heading into a table header 2 2 List of requirements 60 3 Writing and creating the Technical Report It is also wrong to write the document part number and document part heading and then directly under the heading to start with the table In any case it is better to write a normal document part heading here 2 2 List of requirements then an introductory sentence and then to start with the table list of requirements with the appropriate entries If you use Word and you want to create the list of tables automatically you should format all table headings with the same formatting template style and use this style only for table headings Otherwise the automatic creation might be in complete or might have undesired entries For details please refer to sections 3 7 4 and 3 7 5 In general the table heading shall describe the contents of the table as accurate as possible Table heading header and introductory column shall be understanda ble without further explanations The legend and evtl table footnotes may com plete this information For the formulation of table headings the same rules are applicable as for the formulation of document part headings see 2 4 3 checklist 2 4 In the text there should be at least one cross reference to each table which is integrated in the cur rent text chapter If possible the table should be arranged near the cross reference If there are several cross references from the tex
96. patented To protect software you can apply for a trademark and a word mark Thus the copyright law does not cover technical ideas The following information is derived from several books and internet sources and cover the latest changes of the copyright law in 2003 and 2007 i e the legal situation which is valid since 1 Jan 2008 The following sources have mainly been used e NORDEMANN W VINCK K HERTIN P W Urheberrecht Kommen tar zum Urheberrechtsgesetz und zum Urheberrechtswahrnehmungsgesetz e HUBMANN H Urheber und Verlagsrecht e ILZHOFER V Patent Marken und Urheberrecht Leitfaden f r Unterricht und Praxis e Harsh criticism on the last changes of the law esp regarding 52a and 53 http www 52a de In principle the works protected by the copyright law may only be looked at or read Under certain conditions they may also be copied typed scanned redrawn saved on a data storage device and cited However they may not be copied pub lished transmitted or performed as a whole without permission of the author The copyright law wants to give the author complete control over all possible uses of his work 3 5 Literature citations 137 To permit scientists and persons engaged in the cultural sector that they can work without too narrow limits there are some exceptions from this superordi nated right In the following the exceptions that concern teaching science and technology are described in m
97. pendix Figures or tables as annex material are often arranged in the appendix due to comfort reasons because figures and tables can be handled more easily in an ap pendix than in a text chapter Such an appendix forces the readers to turn the pages back and forth in the Technical Report very much The text figure relationship of this solution is quite bad Therefore figures and tables should rather be integrated into the text chapters in the front However design drawings should be placed in an appendix If they would all be integrated in the text chapters this would disturb smooth reading too much If individual drawings are explained in the text in detail e g Modification of an experiment rig these drawings may additionally occur in the appertaining text chapter evtl as a reduced DIN A4 or A3 copy If you cite other materials brochures by associations or companies cata logues by manufacturers important standards and other literature as references they must appear in the list of references If they are not cited it is sufficient to just add them to your appendix as additional information as original or copy 3 1 Parts of the Technical Report and their layout 49 Please plan this early and do not write notes into your original materials You may mark selected dimensions with yellow highlighter The pages of the appendices may get consecutive Arabic numbers continued from the last page of the list of references However accordi
98. presenta tion It is not only important what you know but also who you are or what the impression of your audience is see also charisma Persuading by speech and supporting gestures and mimic is the result of a good presentation people must be able to believe what you are saying Pitch and speech intensity should vary during your presentation to avoid mo notony 5 7 57 Rhetoric tips from A to Z 269 Pitch of the sentence structure announces a comma in the sentence with higher pitch and a period always with accentuated and decisively lower pitch Es pecially a good closing sentence ends in totally low pitch Point is the peak of humor it should be really witty appropriate and tested otherwise it is likely to be a disadvantage Pointing should never be done against the wall but while keeping control over the audience with a tapered ruler on the projector or with the mouse on the screen of the laptop Point calmly and longer because not everybody in the audience looks to the front in the same second Posture is the optical means to signal security decisiveness and modesty i e stand upright and tense but still vivid and always with your front towards the au dience Questions are the icing on the cake but they can also freeze your presentation see 5 5 4 Take it as a racy challenge and prepare necessary answers in advance Repetition of important contents figures and facts supports understanding and remembering
99. project and writing the Technical Report complex networks file names are sometimes modified when copying the files so that capital letters become small letters first letter as capital letter the rest are small letters space characters are replaced by special characters e g 20 under Windows etc If you search your files from a computer with a different operating system the searched file evtl cannot be found immediately Links referring to in ternet or intranet pages do not work etc Since the structure is growing while you are writing the text i e it is refined all the time you should note the following information in the structure in one line of text at the bottom of the file e the path and file name of the structure file and e the exact date when the structure was last modified the version date This line of text is then always printed together with the structure In addition the file names of the structure files should get the exact date or month and year when the structure was created To see the structure files in the correct order you should write the year at first then the month and then the day Here are some examples struc casting system 2009 07 12 doc struc casting system 2009 09 27 doc struc casting system 2009 09 30 doc Keep all older versions of your structure as files on your hard disk and as paper printout so that you can go back to a previous structure version This may be necessary if you c
100. references the bibliographical data of the cited publications is col lected The list of references is always located directly after the last text chapter normally after Summary and conclusions The numbering of the chapter Refer ences is according to ISO 2145 see also 2 4 2 2 4 4 and 3 1 2 In articles there are sometimes just intermediate headings without document part numbers These headings are printed in bold type and usually with a slightly larger font size The heading for the list of references is also Works cited or Literature or Bibliog raphy 122 3 Writing and creating the Technical Report It might be useful especially for larger Technical Reports to put up a struc tured list of references In the structured list of references different types of lit erature are separated by intermediate headings see chapter 7 in this book The easiest way to find the structure is to use a heading for e standards and regulations ISO EN DIN VDI VDE etc e links to the internet e books and articles The intermediate headings may start with the term Used You may also sort the list of references by topic Then there could occur titles like Literature on building construction Literature on underground construction etc At the end of a structured list of references there is sometimes a section Fur ther links to the internet Further literature Further reading or Bib
101. simple as possible Each new fact should preferably be described in a new sentence e Leaving out verbs to shorten sentences is not allowed e The sentences should not be longer than 25 to 30 words e Paragraphs should have maximum six sentences Paragraphs with only one sentence should not appear too often e Tables and bullet lists should be used as often as appropriate e Compound tenses should be avoided depending on the target group the simple tenses present tense past tense and future tense I are better understan dable for most people e Abstract nouns foreign words are tiring for the readers and should therefore be avoided This corresponds to the requirement to write Technical Reports concrete not abstract e Meaningless phrases and filler words also appear as tiring if they are used too often and should be used carefully e Ifa word is used in an unusual meaning please use quotation marks or italic printing e The first verb should not appear too far at the end of the sentence 3 6 The text of the Technical Report 151 e Nested sentences should be avoided Parentheses in such sentences should be only short Their contents can evtl be expressed in individual sentences e Double negations are in most cases superfluous A normal negation shall not appear too far at the end of a sentence The sentence structure is very important for the understandability of the text In general one main clause plus one or more se
102. sometimes to put a thick glass plate onto the scanner and to put the figure to be scanned on top An exact estimation how long you need to create digital drawings is normally harder than it used to be when drawing by hand Therefore we recommend the fol lowing Create graphics files as early as possible Take into consideration that it lasts longer than you estimated even if it was a generous estimation In pixel graphics programs using image effects can cause unexpected results Test the functions of your graphics program on a copy of your data Also try out the in tegration of the graphics into your word processor or DTP program and the printed results as early as possible The next figure is a vector graphics file created with a graphics program which looks attractive due to fill colors and fill patterns Figure 3 21 ee RREETTES u welded part Figure 3 21 Section through a protective gas welding pistol with integrated weld smoke suction fill patterns and arrows show the direction of flow of protective gas and weld smoke 3 4 Instructional figures 89 If the drawings shall look proper even in detail you should zoom in into tricky areas from time to time and check whether your graphic still looks tidy in the enlargement Often you cannot see areas which are drawn untidy in 100 scaling on the screen but the printer will show everything much more precise Also create test printouts of
103. such standards must be applied The application of basic rules 1 and 2 is also called didactic reduction Fig ure 3 14 shows an example Figure3 14 Didactic reduction of a graphic showing the water cycle in nature source of the first three images MELEZINEK Unterrichtstechnologie By leaving out and simplifying information the reader can concentrate on the important aspect the cycle of evaporation rain and flow back The basic rules in Checklist 3 5 only deal with the global structure of an im age Now we want to discuss detailed mechanisms which are influencing the ap perception of figures Knowing these mechanisms helps to design the figures clearly and without ambiguities even in detail to prevent misunderstandings During optical apperception the eye scans individual pixels In the brain these pixels are connected to shape lines points and areas These simple geome tric objects are then structured and evaluated The reader recognizes objects or ob ject groups resp During the interpretation of these simple objects in the brain shape laws gestalt laws of organization are applied Figure 3 15 76 3 Writing and creating the Technical Report If you use color you should think about whether your Technical Report shall be published online as well as printed Colored objects and lines appear much different when printed in black and white because the printer changes colors to grayscale values
104. text between the quotation marks in the XE field may be up to 64 charac ters long Main entries can be emphasized in the index by printing the apper taining page number in bold or italic printing To achieve this you have to tick the desired character formatting in the function window or enter a command into the XE field behind the closing quotation mark and a space character b bold or i italic e If the index entry in the text is formatted in bold print in the index not only the page number but also the index entry itself will appear in bold print too The same is valid for character formatting like italic bold and italic underlined etc e Tf all index entries are ready go to the end of your file lists doc or of your report file There you enter a manual page break again and the heading In dex To create the index select Insert Reference Index and tables tab Index Type Indented Formats Formal Columns 2 and click on the OK button e You can influence the appearance of the index if you edit the paragraph for matting templates Index 1 to Index 9 Details on the formatting template assignment are described under Table of Contents ToC and List of Figures LoF List of Tables LoT e The newer Word versions in addition assign the index entries with the format ting template Hyperlink This formatting template does not change the text properties like e g font
105. texts and images Everybody in your audience from the professor or experts to the accidental guest shall take something home from your presentation all of them shall think that your presentation was a present at least partly 5 3 Planning the presentation 231 Can this task be fulfilled Yes it can partly Partly means Everybody in your audience will get his part of the contents of your presentation but not all the time The secret is to smartly distribute the contents of your lecture depending on the individual expectations of the different persons or groups in your audience e Widely known facts for all listeners Well known e Complex scientific information for the experts Mazy e Understandable new information for the majority New The third rule As a presenter you will seldom have an ideally homogenous audience because even among experts there are big differences in their knowledge the more special our modern knowledge becomes And you want to prepare your presentation only once and re use it for more than one occasion if possible Therefore you should apply the third rule Table 5 3 Table 5 3 Third rule trisection to design a presentation 1 3 Well known Directly affecting daily Common base self affirmation things everybody knows to the audience 1 3 Mazy Special facts and details Raise of knowledge for the ex which are only understan perts insiders image
106. the Technical Report and their layout 47 page numbers should be placed right justified along a common building line The distance between the end of the figure or table title and page number should be filled with leading dots as in the table of contents The List of abbreviations contains the used abbreviations in alphabetical or der and an explanation for each of them The explanations should start at a common building line on the right side of the abbreviations If the explanations have the character of definitions they can be introduced by equal signs If the ab breviations are a combination of the first letters of the words in the explanation these first letters can be emphasized with bold type and evtl capital letters and underlining If a Technical Report contains many mathematical formulas a List of used formulas and units may be helpful The explanations of the formula symbols should again start at a common building line on the right side of the formula sym bols Depending on the type of your report you may as well create other lists e g for checklists exercises link lists etc see Appendix A of this book As a comparison and to summarize it we want to remind you of the structure of a Technical Report according to ISO 7144 e Front matter Front cover cover pages 1 and 2 title leaf evtl errata page s task What should be done evtl declaration in lieu of an oath How has it been done on my own evtl
107. the desk good for speaking correct height not in the field of view for right handed persons it is best to have the desk on the right side of the field of view seen in the viewing direction of the audience depositing rack for manuscript slides laptop pencil paper pointer stop watch the microphone position a fixed microphone adjust it in speaking direction watch out for the directional characteristic evtl ask for it fix a clip on mic rophone and the radio transmitter to your clothing switch it on definitely test the volume and test to display models presentation objects film projectors build them up try them out and cover them again for a better dramaturgy The preparations in the meeting room aim at a convenient atmosphere for the audience They consist of the following steps The brightness must be adjusted so that the images look brilliant but the au dience can still read and write evtl ask someone to help you The air quality must be guaranteed by ventilation otherwise the audience might fall asleep Adjust the temperature or let it be done Clean the whiteboard or blackboard remove used paper from flipcharts near the desk remove everything that might detract you care for cleanliness and tidiness and remove sources of noise like a loud air conditioning noise in a neighbored room close windows against noise from the street etc or let it be done You might ask What are janitors good for
108. the right side where the pages have odd page numbers In this case the last page of the preceding chapter on the left side may remain empty In the Technical Report in most cases the report page numbering is applied and the back sides of the pages are not printed In this case it is best if each chapter begins on a new page 1 hierarchy level in the structure The line break may also be influenced systematically The term line break con tains all measures of an author which result in a new line In document part head ings figure subheadings and table headings it may be undesired that a word is automatically hyphenated Then you can create a line break with the key combina tion Shift Enter Also in bullet lists it may make sense to enforce a new line in this way so that the reader can read the information in specific information blocks controlled by the author If the text is left justified and right justified you have to enter a tab before the enforced line break so that the last line before the line break is left justified and large gaps between words are avoided If you switch on the display of non printable characters f this looks like gt J In the continuous text the line break can mainly be influenced by inserting hy phenation proposals optional hyphen soft hyphen if the automatic hyphena tion results in undesired or wrong hyphenation or if due to missing automatic hy phenation there are very large gaps between th
109. this book are an example for these column titles In the footer also divided from the normal text by a thin line you can give information about the version of the document and or a copyright note The example pages above show how and where page numbers can be placed and how the margins can be defined Up to now we have introduced recommendations for the margins and headers and footers Now the text in the printing area shall be structured and designed by typographic means In Word such settings refer to a paragraph if they are not as signed to single words or characters via Format Font Therefore they call it paragraph layout The paragraph layout can be controlled by the formatting functions or by applying the paragraph formatting templates In general the stan dard font size should not be smaller than 10 pt There should be a vertical spacing of 6 pt up to one line You should use the function Format Paragraph Distance Below For document part headings you should take as a rule of thumb that above the heading there should be two blank lines and one blank line below it In any case the distance above the document part heading shall be distinctively larger than the distance below it so that the reader can recognize more easily that a new document part starts here and which document part the heading belongs to see ex ample pages above For figure subheadings and table headings this rule should be applied accord
110. to work well The weights express that the rhetoric or the contents alone do not make up the total quality of a presentation Similar to the analysis of a human person the sum of all properties matters This does not make the task easy because you have to care for so many things at the same time On the other hand this is a chance for every speaker to emphasize his her strengths and to compensate weaknesses Checklist 5 6 Evaluation of the final presentation overview e Performance including rhetoric 30 weight e Contents amount and level 30 weight e Organization 20 weight e Impression subjective 20 weight 100 result The following scheme would probably look different for other disciplines like humanities At the same time it is a property list or checklist for the preparation of a presentation The 25 criteria will now be shortly defined Checklist 5 7 264 5 Presenting the Technical Report Checklist 5 7 Performance Atmosphere Introduction Rhetoric Speech flow Volume Understandability Mimic Gestures Standing Eye contact Charisma Tension Flexibility Finish Contents Amount Level Organization Preparation Structure Transparency Visualization Usage of Media Redundancy Timing Impression subjective Learning success Identification Motivation Evaluation of the final presentation criteria i
111. twice Larger drawings can be copied with a zoom factor to reduce their size to DIN A4 or DIN A3 and bound into the report In addition you should provide these drawings to your supervisor in their full size drawn on transparency paper in a drawing roll or folder Folding schemes for larger drawings and images or tables which are wider and or higher than DIN A4 can be found in section 3 9 5 Copying binding or sta pling the Technical Report and distribution 4 5 Organizing your file structure and back up copies If you create texts for your report the first thing that must be defined is how you want to store your data on your hard disk It has proven to be practical that you create a subdirectory somewhere in your file tree having the same name as the working title of your report evtl in abbreviated form In this subdirectory you can store the files representing your chapters subchapters or sections Please se lect meaningful filenames you can remember easily in the future Independent of the operating system of your computer the following basic rule has proven its worth tS In file names for text and image files you should not use space characters and umlauts You should only use small letters numbers and the special characters and _ This is especially important if you are working in a heterogenous network with different operating systems e g Windows Mac OS and UNIX since in such 208 4 Useful behavior for working on your
112. units between them is exactly one space char acter and mathematical or other operators formula symbols vectors a b c X y Z or without bold print with a right arrow a bove the vector coordinates of vectors DO a a a scalars a b C X Y Z other formula symbols matrices column vectors determinants etc are displayed accordingly physical values examples length in m time fins velocity v in m s mass m in kg force F in N pressure p in Pa power P in W concentration c in mmol l quantity n in mol molar mass M in kg mol other operators or or solidus t t lt lt gt 2 z lt lt gt gt xLIZVnvu SS Ce Ge etc besides integral symbol f root symbol Jx exponents 23 indices Lmax and diverse brackets 3 6 The text of the Technical Report 145 For these formula symbols the information relevant for Technical Reports is now described If a text contains only a small number of equations the equations are emphasized by blank lines before and after the formula and evtl by an inden tation of about 2 cm on DIN A4 paper If a text contains many equations the equations are additionally numbered with equation numbers like 16 or 3 16 at the right margin of the printing area so that you can better refer from the text to the equation If a formula spreads across more than one line the equation number appears in the last line of this f
113. use common document part headings which your reader expects to find in your Technical Report In a report about laboratory experiments a reader would for example expect document part headings like testing rig design test execution and test evaluation or test re sults Therefore you should use these document part headings in your Technic al Report and in your literature and material collection 5 Step Further subdivision into the final detailed structure parallel with the further elaboration of the Technical Report This step needs no further explanation 22 2 Planning the Technical Report 2 4 5 General structure patterns for Technical Reports In the following we show you structure patterns for often written types of Technical Reports which have been successfully used in practice If you use such a structure pattern you don t need to create a 4 point and 10 point structure At first we provide a structure pattern for a rough design description in which after analyzing the sub functions and the design solutions of the sub functions sev eral concept variants are defined These will then be evaluated according to the VDI guidelines for design methodology VDI 2222 and 2225 see also 3 3 3 The morphological box a special table Structure pattern of a rough design description several concept variants 1 Starting situation Task 2 1 Task definition 2 2 List of requirements Function analysis Formulating the overall functio
114. use graphic sym bols These symbols are repeated at a location where there is enough space for the missing text page TO SLIN si You can use the following graphic symbols Q BLA Ver If a character must be replaced by a space Soe use K A symbol at the right Example DIN A3 Ir ci If a space character is missing this marking a If there is a space character too much it must be deleted Jf a blank line is missing this must also be marked So if a new paragraph starts here the blank line is missing This sentence is he last sentence of a paragraph C The line of thinking is now continued and the paragraph shall be omitted This is marked with the upwards directed double curve It may also happen that a paragraph must be inserted into a text This is also explicitly marked inet introducing and explaining the correction symbols we want to give you some hints for the fi nal printout now Sometimes the beginning of a line is not where it should be This can be corrected in a self explaining way by marking the word with the wrong indent and the left margin with vertical lines and drawing an offset arrow K wan 3 9 Completion of the Technical Report 185 This method is used for more and less indenting moving the word to the if and to the right e You can see the correction symbollexchanggfto letters or words which are in wrong order Without mnemonic as shown in the H EAN current the sentened t The sy
115. used If you use a simple drawing program show the grid points and let the geometry snap to the grid points In paper shops there are special graph papers and stencils For isometric projec tion there is graph paper with millimeter scaling The lines are printed in the an gles 30 0 30 and 90 isometric paper Since circles are not projected to all views as circles there are various ellipse stencils and special instruments which facilitate drawing ellipses In CAD programs you can create cutaway drawings which for example present a look onto of the case of a drilling machine and into 4 of the case to look at the gearbox inside For creating exploded views there are specialized commercial programs Perspective drawings have the following advantages and disadvantages e clearer easier to understand better overview e saves space compared with three plane projection 3 views e supports the spatial imagination e is more complicated only cabinet and cavalier projection are simple to create 3 4 8 Technical drawing and bill of materials parts list The current state of design as well as new developments and changes of parts plants and processes are documented with texts and technical drawings Therefore technical drawings have a central function for the communication between techni cians This statement can be expressed in the following more memorable sentence The technical drawing is the language of tech
116. which is already defined in the 4 point structure cannot be lost any more up to the final detailed structure when you add divisions or split divisions into subdivisions Now this procedure shall be explained by means of examples The examples are derived from a report about the enhancement of the computer network at a cus tomer company a project report a design report a report about executed mea surements laboratory report and a diploma thesis where a computer program has been developed Naturally speaking this procedure can be applied for any other type of report like for literature research works etc Checklist 2 6 provides a summary Example 1 Report about the enhancements of a computer network Title of the report Equipment of a meeting room with radio technology 1 Step Formulate the main topic main target of the Technical Report The computer network in the customer company shall be enhanced so that there are two additional internet access points for external staff members in the training room and two additional internet access points for training participants in the lounge 2 Step Subdivision into 3 to 4 items 4 point structure e Analysis of the customer s requirements e Planning of the new network structure e Realization of the network enhancements in the customer company e Billing and payment 3 Step Subdivision into 8 to 10 items 10 point structure Introduction Analysis of the customer s requirements
117. which require an unnecessary amount of memory capacity These processes are superfluous and can be easily avoided by a better alignment of document part headings Beside indentations the structure of the document part headings can also be optically emphasized by other means Chapter headings are often printed in bold type in the table of contents while the document part headings of lower hie rarchy levels aren t The hierarchy level can also be expressed by the font size e g e chapters 14 pt e subchapters 12 pt and e sections 11 pt Document part headings should never be printed in upper case letters only capital letters or small capital letters because the eye is not used to it Thus the headings are much harder to read The reason is that during reading eye and brain process the word contours like a picture as a skyline and compare them with formerly stored skylines If capital letters are used the letters have to be read one after the other and the meanings of the words have to be analyzed Moreover groups of document part headings can be built up by a variation of the vertical distance between the document part headings in the table of con tents Leading characters dots should be used between document part heading and appertaining page number to facilitate reading Figure 3 7 shows an example how these mechanisms can interact effectively 3 1 Parts of the Technical Report and their layout 41 Contents
118. your PC graphic from the word processor pro gram If possible avoid that in your word processor or in a graphics program sev eral objects are lying on top of each other in one level e g by using a different graphics program which enables working on different levels layers If several objects are lying on top of each other you have to move the objects lying in the front to be able to select and edit the objects in the back Then you need to reposi tion the objects in the front as they were arranged before Grouped objects some times have to be ungrouped and grouped again later etc All this is time consum ing but inevitable without level management When integrating graphics and scanned images into your text files you some times have to change the figure size You should always enlarge or reduce the size proportionally In the graphics program the relevant option is called Maintain proportions or Width to height ratio or Aspect ratio In Word you should not pick the graphic in one corner and change the size but select the graphic and use the command Format Object tab Size Other wise distorted text labels and ovals instead of circles can occur The image resolution of scanned figures should not be too high The image resolution for images which shall only be displayed on a screen is 72 or 75 dpi In the Technical Report an image resolution of 150 dpi is sufficient for proper printouts in most cases For fou
119. 00 dpi are typical resolutions for laser and ink jet printers 300 dpi is the minimum resolution of images if they shall be printed in a journal or book Document part is the generic term for all parts of a document independent of their hierar chy level in the structure It contains chapters subchapters sections subsections etc Digital Object Identifier DOI for electronic documents Digital objects in the internet can be found under the address where they are put on an internet server URL URD but internet addresses are changed from time to time Therefore the DOI digital object identification system was founded by the International DOI Foun dation IDF to identify the documents themselves The objects get a number and a server looks in his data base where the objects are currently available Example The object with DOI 10 1007 s003390201377 is found if you go to the DOI Resolver and enter the DOI number into the window of the server or you enter directly the URI http dx doi org 10 1007 s003390201377 into your browser i e http dx doi org and DOI number You will then be redirected to the server where the document is available or get a list of links DTP Desktop Publishing is preparing documents at your desk ready to be printed by means of suited DTP programs which can mix text and graphics Creating two and more column pages and the positioning of figures can be controlled more precisely than with a B Glossary terms
120. 0150 To change the indentation of a list you can use the buttons gt and in the toolbar Format Now you can send your slide texts to Word with the function File Send to Microsoft Word and create a handout or script from the slide texts An 5 4 Creating the presentation 239 other useful option which only works if you use the predefined object areas is the fast entry of text slides in the structure view By typing Enter you create a new slide If you enter text now this will create the slide title Press Enter again A second new slide appears Select this slide and indent it to the right with the right arrow key Now you can enter text for your first slide Subordinated items are in dented with the right arrow key again There are many possible methods to insert images which can only be de scribed rudimentally here For example right click a slide and in the context menu select Slide layouts Select the layout Text and ClipArt enter your text on the left and insert a ClipArt graphic on the right To insert a screenshot create a new slide as described above select the object area for the ClipArt and delete it with the Del key Change to the other program snapshot the scene with the key combination Alt PrtScr change to PowerPoint and insert the screenshot with Ctrl V Click on the inserted image and scale it as desired Grab the image only at the corners to scale proportionally You have nu merical control if you right
121. 1 Front cover sheet and title leaf s 3 1 2 Structure with page numbers Table of Contents ToC 37 3 1 3 Text with figures tables and literature citations enenen 43 3 14 Listof references Ne en RR See ee cee 45 3 1 5 Other required or useful parts eueesesnensesessensensennennenennennennennennenennennn 46 3 2 Collecting and ordering the material Sl 3 3 Creating 8004 tables 22a ie fester 53 33 2 Tabledesisn tn 22 2 20 its EEEE 54 3 3 2 Table numbering and table headings cn een 58 3 3 3 The morphological box a special table neneneneeenenennnn 61 3 3 4 Hints for evaluation tables 3 3 5 Tabular re arrangement of text 3 4 Instructional Heures u stets in aa 3 4 1 Understandable design of instructional figures eneneee 73 3 4 2 Figure numbering and figure subheadings enenenenenne 77 3 4 3 Photo photocopy digital photo scan and image from the internet 81 3 4 4 Using graphics software and CAD programs cneensenenenennenenn 86 3 4 5 Scheme and diagram Chart ueessessessessessenssensennennennnnnnnnnennenn 89 3 4 6 The sketch as simplified drawing and illustration of computations 99 Contents VI 3 4 7 Perspective drawing unesessessessenneneenensennenennnnensennennenennnonsennnnenannan 101 3 4 8 Technical drawing and bill of materials parts list oo eee 103 3749 M
122. 2 x 80 8 8 A2P 61 24 1234 252 Cylinder head bolt ISO 4762 M12 x 40 8 8 A2P black finished 76 1500 ml 80 12881 Engine oil SAE 20W HDP 2050 lt Legal owner gt Document type Document status Part list Released e Title Supplementary title Mieker Gearbox housing 217 3567 20 Getriebebau GmbH complete Rev Date of issue Lang Sheet A 2009 05 16 en 1 8 Figure 3 34 Bill of materials part list with several example entries presented as a separate sheet in a series with assembly drawing and single part drawings 3 4 Instructional figures 109 Frequent mistakes and questions in bills of materials part lists Now some remarks that refer only to bills of materials part lists The header of the table is left justified The data columns Part ref Qty and Unit should be right justified all other data columns left justified The example entries in Figure 3 34 cover a cast part bottom part of housing a milled part incoming shaft purchased parts partly with the information where they should be bought oil level gauge engine oil and parts with specification of surface treatment Please orient yourself along these example entries In the column Remarks any information can be entered that might help others to produce and deliver the part or assembly e g a surface treatment like black finished nitrided etc Such treatments are always specified as participle and de scribe the end state which i
123. 40000 a7 0 141 s ni Lifting speed Ber _ 0 14 Lowering speed ais 0 139 Linear Lifting speed Linear Lowering 0 138 speed 0 137 0 136 0 135 1 1 1 1 1 7 7 7 0 500 1000 1500 2000 2500 3000 3500 4000 4500 Figure 3 30 Diagram with measured values and compensation curves The compensation curve in Figure 3 30 was created with Microsoft Excel as follows e enter the measured values into a spreadsheet e select Insert Diagram e on the left side select the type Point diagram on the right side approve the preset option Points e select the area of the spreadsheet whose values shall be used e enter diagram labels e select As new spreadsheet and finish with OK Now you switch to the new spreadsheet and add the compensation curve e select Diagram Add trend line e on the tab Type select the appropriate preview image here linear e on the tab Options select the options automatically linear and Display equation in diagram and evtl activate Intersection point in the example you have to select Intersection point 0 1394 for the lowering speed approve with OK e Now click on the equation object with the right mouse button and select Format data labels from the context menu Here you should select a larger font size the figure format Figure and 8 decimal places e To change the appearance of the trend line click it with the right mouse b
124. 5 perceptability 245 readability 0 0 245 transparency assurance 237 VOICE ersehen 221 WwW WAIMINSS neneeeneennernnennnennnennen nenn 25 wire O binding neeese 198 word level 152 word processing system 152 working in the library 204 working together in a team 203 working together with the supervisor or customer 201 checklist misinche nan 201 presentation eee 202 structure nern 201 taking notes 202 writing style consistent usage s e 27 for Technical Reports 141 general sists ieee S ta des 140 understandability 148 written communication advantages and disadvantages 221
125. 52 Nested lists sanen nimen 157 nonverbal communication 221 notebook wives ea 26 299 O occasional speech 219 Office 2007 u 153 175 OpenOffice org Impress 178 OpenOffice org Writer 172 oral communication advantages and disadvantages 221 ordering the material 52 orthogonal projection 103 OULEL COVER anne 31 P page break oo nenn 159 page layout eee 153 page make up layout es 159 page margins layout 153 space for binding 154 page numbering according to ISO 2145 37 page numbers layout 22 2 ei 154 paper organization 205 Paper Clip oo ee eeeeeeeees 195 paperwork book pile u ne 206 Notes cseevievvacebeseoesetis aves 206 report binder 205 to do list sesser 207 paragraph layout 155 paragraphs SPACINE u see 155 part listener ae 111 form niie anana 111 p rt names nanweienensesn 142 according to function 107 unique and consistent 152 passive VOICE nennenneennnn 142 patent bibliographical data 128 300 PDF creation 189 personal working methodology 210 buy materials in time 210 export internet favorites 211 go on here marking 211 not yet ready marking 211 style guide 212 teamwork 0 0 eee 212 time est
126. Cr Mn phosgene verified quality fluorides phosphine Summary Ni Ti nitrogen CO and outlook Va Zr oxides changes toxic toxic toxic or inthe irritants irritants replacing O2 lungs harmful to the climate Hannover University l Effects of the welding pollutants Slide 5 of the example presentation New Hints on the design of slide 5 The design is clear and tidy the text boxes have the same size different sizes would disturb the esthetic When explaining the abbreviations of the dusts and gases you can actively include the audience those who know the abbreviations are happy the others learn something Slide 5 of the example presentation can be omitted or kept as reserve if time gets narrow Hints on the design of slide 5 in PowerPoint In PowerPoint this slide is made up with framed text boxes which are connected with AutoForms Connections in the toolbar Drawing Alternatively within 250 5 Presenting the Technical Report a table in Word you can write text into a paragraph use tabs to position the text and draw rectangles and lines above the text Burner integrated Suction methods suction when welding T Method Suction volume ealth vs seam quality stationary 800 1500 m h Suction of welding pollutants burner integrated partly stationary 180 400 m h optimized design verified quality mobile 60 80 m h Summary and outlook burner integrated 25 30 m
127. ER Peter ed WARNCKE Tilo interviewed 116 3 Writing and creating the Technical Report Second part of long citation date part e year of publication 2003 e several cited publications of one author in the same year are distinguished with small letters 2003a 2003b 2003c e estimated year of publication ca 1920 ca 1920 copyright ca 1920 printing Third part of long citation location part e optional page number s of the source pp 27 30 e optional specification of a document part subchapter 9 3 The citation is enclosed in round brackets according to ISO 690 In Techni cal Reports it is often enclosed in square brackets to distinguish literature from formula numbers Square brackets are recommended by several institutions relevant in natural sciences and engineering like ACS AIP AMS CSE ASME and IEEE Here are some examples of complete citations in the paren thetical referencing scheme 18 KUHN 1986a etc 18 p 50 HAMSING 1993 p 27 30 HAMSING 1993 section 2 7 3 In the examples above two methods of citing literature have become clear a only specification of the literature source in the note referencing scheme and also in the parenthetical referencing scheme when you specify only the literature number b specification of the literature source with the year of publishing and with or without the exact location in the source page numbers document part Method a is often used in Technic
128. Economical rating y 0 60 0 70 0 80 0 65 1 3 3 Creating good tables 67 The strength s of the variants which results from the x y coordinates of the four variants is now drawn as points s S S and s into the so called s diagram The ideal solution s is drawn at the position x 1 0 and y 1 0 Then a straight di agonal line from the lower left to the upper right corner is drawn that runs across the whole diagram The best concept variant here variant 3 is the one which can be found in the far right and far top of the diagram 0 9 0 8 0 7 0 6 0 5 s 0 4 0 3 Fa 0 2 0 1 S 0 0 1 0 2 0 3 0 4 0 5 0 6 0 7 0 809 1 All evaluation tables must give exact information at first sight If you read the table and the legend it must be clear which criteria have influenced the evaluation how strong and which variant could gain how many points Basic rule The evalu ation table shall not be a mental exercise Therefore it must always be explicitly stated which variant has won the variant with the most points or much more seldom the variant with the least points For an appropriate evaluation you often have to give different evaluation cri teria a different level of influence on the final rating of the concept variants To express this different level of influence weighting factors have been introduced You have to multiply the simple point value with the appropriate weighting factor to ge
129. Hung J of Ind Chem Veszprem Vol 3 1975 pp 193 215 3 5 Literature citations 135 In the next section we shortly present you some rules from ISO 690 to work with documents written in foreign languages 3 5 6 Working with documents written in foreign languages Bibliographical data in languages that do not use Roman letters shall be transliter ated romanized in accordance with the appropriate standard Medicinska akademija or Menmumncka akanemus Medicinska akademija The following ISO standards apply e ISO 9 Documentation Transliteration of Slavic Cyrillic characters into Latin characters e ISO 233 Documentation Transliteration of Arabic characters into Latin cha racters ISO 259 Documentation Transliteration of Hebrew characters into Latin characters ISO 843 R Documentation Transliteration of Greek characters into Latin characters ISO 7098 Documentation Romanization of Chinese If a title in the original language e g the title of a book an article or a journal cannot be understood by the audience without doubt it should be translated and the title in the original language added in brackets behind the English data 3 5 7 Copyright and copyright laws On international level the copyright law is very much influenced by the Berne Convention for the Protection of Literary and Artistic Works which is published at http www wipo int export sites www treaties en documents p
130. If you have defined your page templates as desired you can save your docu ment with all formatting templates as a document template under a name and from then on create new Writer documents based on this document template Linking several documents e g several chapter files to a book is done with the function Global document It is useful if the global document and the subdocu ments are based on the same document template Please read the online help for more details A second very useful help for editing is the Navigator You can open it with F5 It shows your document structure and shows all headings tables text frames graphics OLE objects text markers areas hyperlinks references lists notes and drawing objects If you have used these objects in your current document there is a small plus in front of the object type name Click on the plus symbol to see a list with the objects contained in your current document The plus symbol changes to a minus symbol which can be used to close this branch of the object tree If you click on an object in the navigator the editing cursor jumps to the apper taining location in your document There are quite interesting AutoCorrection options in Writer At the very end of the list you can connect paragraphs which consist of only one line In the menus AutoFormat and AutoCorrection Writer distinguishes between three modes of operation during editing The first two modes are Apply and Apply and mark
131. In the fol lowing you will find peculiarities during the creation of a simple slide show with Impress which stand out to an experienced PowerPoint user After you have started the program there is an assistant who guides you Open an empty presentation In the function Choose slide background you should keep the settings lt Original gt and output to Screen and in Slide transition you should select No effect A new empty presentation is opened On the left side you see thumbnails of the slides in the middle is the working area and on the right side there is the task area with the menu areas Master pages Layouts User defined animation and Slide transition At the beginning the area Layouts is opened You can insert new slides as in PowerPoint in the menu Insert Page unfor tunately there is no short key command for this Working in the outline view is nearly identical as in PowerPoint New slides are not inserted by default in the layout Title and Text but in the layout last used The preset layout is Empty Slide To assign a new layout to the current slide you click on the desired layout in the task area Therefore you should go to the left and select a slide by clicking on the appertaining thumbnail and then select a layout by clicking it in the task area on the right side This layout is applied to the current slide in the working area The font names are different Arial corresponds to Helvetica Times New Ro man cor
132. K nissen 84 cold adhesive binding 198 colors possible applications 176 236 comb binding 197 compensation CUIVE nn 97 Computations oo eee eee 143 connecting sentence 140 CONSISTENCY soisessa a 27 consistency of terms in literature citations 87 consistent names n se 152 contact preparations 259 contacting the audience 259 CONTENTS nenn 37 coordinate axes labeling 22 44 22082 93 SCA acc eis 94 coordinate system 0 0 eee 93 copier recycling paper 0 eee 187 C Index copy originals seses 186 additional labels 188 glueing in figures tables 188 only the original with colors 188 copy shop working together with the 154 COPYLIEHL rrano anrima 136 copyright law wo eee 136 copy for own use 137 death of the author s 138 permissibility of literature CIA ONS aaier 138 TESLICHONS oiii iesiri 136 situation since 1 Jan 2008 138 teaching 137 copyright laws information from data networks 130 corporate design 27 29 153 corporate identity 0 ee 32 correction symbols _ 181 simplified system 183 COVER SNEEL terre nen 31 Taults 2 2 28 31 UNNEL COVET inisini iae 31 OULET COVET nnnnaneesennnnessnnnnersennen 31 cross reference automatic creation e 171 curriculum vitae
133. Lutz Hering Heike Hering How to Write Technical Reports Understandable Structure Good Design Convincing Presentation ra Springer How to Write Technical Reports Lutz Hering Heike Hering How to Write Technical Reports Understandable Structure Good Design Convincing Presentation va Springer Dr Lutz Hering Dr Heike Hering Am Ricklinger Holze 14 Am Ricklinger Holze 14 30966 Hemmingen 30966 Hemmingen Germany Germany ISBN 978 3 540 69928 6 e ISBN 978 3 540 69929 3 DOI 10 1007 978 3 540 69929 3 Springer Heidelberg Dordrecht London New York Library of Congress Control Number 2010933599 Springer Verlag Berlin Heidelberg 2010 This work is subject to copyright All rights are reserved whether the whole or part of the material is concerned specifically the rights of translation reprinting reuse of illustrations recitation broadcasting reproduction on microfilm or in any other way and storage in data banks Duplication of this publication or parts thereof is permitted only under the provisions of the German Copyright Law of September 9 1965 in its current version and permission for use must always be obtained from Springer Violations are liable to prosecution under the German Copyright Law The use of general descriptive names registered names trademarks etc in this publication does not imply even in the absence of a specific statement that such names are exempt from the relevant protectiv
134. New Ro man to New Century Schoolbook and Webdings to Zapf Dingbats By trend the default settings result in smooth and serious presentations Editing text in a predefined layout area here in a text field works as usual but there are nine indentation levels available by default A structure at the left margin for transparency assurance can be created on the first slide after the title slide and the structure slide as a text field Yet the text field cannot be selected as graphic object copied in one slide and inserted into an other slide at exactly the same position Therefore you have to select the text in the text field copy it create a new empty text field on another slide and insert the text there 5 4 Creating the presentation 241 The formula editor takes getting used to Unfortunately the menu Insert Fig ure does only offer From file the ClipArts known from Microsoft Office are missing The functions Print Save and Export as PDF work fine if the corre sponding peripheral devices are configured under Linux If you want to use another master page open the menu for the master pages on the right side in the task area The master page which is currently in use is dis played with a thicker border If you click a different master page it will be used for the whole presentation To edit the slide master and change the basic settings for font type and size bullets indention depth etc open the menu View Master
135. Sept pp 115 117 If a piece of information is published in a data network it can be used by any other user in the network provided the right access permissions are set The users can save an electronic copy on your harddisk drive or a storage device use and modify the piece of information as a whole or parts of it in any form These users could e g offend against copyright laws by deleting the author s name using the information for commercial purposes without paying license fees passing on the information to other users in the data network without prior asking for permission etc and the temptation to do so is quite large The rules in Check list 3 11 and the information in 3 5 7 Copyright and copyright laws help you to behave correctly Checklist 3 11 Dealing with information from data networks 1 If the author or publisher of a piece of information formulates some limiting conditions you should be fair and follow these conditions 2 Citations from e mails are treated as citations from physical letters or oral statements comments name the author and specify type and date of publica tion do not manipulate the sense of the source text 3 5 Literature citations 131 3 Documents from the internet can be cited as other sources of literature lit erally or analogously In both cases the bibliographical data must contain sur name and first name s of the author title Either DOI number or date of last update or vers
136. She is now employed at TUV NORD Akademie where she is responsible for E Learning projects technical documentation and software training and supervises students who are writing their theses Prof Dr Ing Klaus Geert Heyne joined the team as co author for the 2 German edition He redesigned chapter 5 Presenting the Technical Report He contributes his experiences from Motorenwerke Mannheim AG 1978 to 1985 and University of Applied Sciences Wiesbaden from lectures about Combustion Engines Technical Mechanics and Technical Communication This book answers questions of engineering students and practitioners occur ring when writing Technical Reports or preparing presentations on the PC These questions refer to contents as well as formal aspects Such questions occur during the whole work on the report or presentation from the beginning to the end There fore this book is designed as a guideline or manual How to write Technical Re ports It is ordered by timeline along the process of writing Technical Reports into the three phases planning creation and finishing My father died in March 2004 Prof Heyne prepares himself for retirement I will continue this book as a guide with many examples and strong relationship to practical technical writing Many comments of the German readers helped to im prove this book I hope that I will get similar positive feedback from international readers If possible please add example texts and figur
137. Slide master To assign a user defined animation you have to select an object which shall be animated in the working area e g a text field The whole text should be se lected On the right in the task area click on Add and select an animation e g Appearing By default the complete text will appear at the same time To let the list items appear consecutively click the items one after the other on the right in the task area and change the option Start from With previous to On click In the list symbols for the type of animation will appear as in PowerPoint Assigning Slide changes works identically as in PowerPoint If you have created graphic objects with the functions in the toolbar Draw ing you can change their look in the menu Format in the submenus Area and Line Graphic objects and text objects as well as layout areas are duplicated with the menu function Edit Duplicate But now let us go back to elaborating your presentation 5 4 2 Step 4 Summarizing the text and working out the details Step 4 is the practical realization of the details planned so far What belongs into the 4 minutes Introduction In general the presentation target and the course of action in the presentation or lecture In addition a demarcation is made which as pects of the topic the speaker cannot or does not want to deal with The course of action can best be explained by means of the projected structure slide which he she has also often hand
138. You do not need to explicitly specify addresses of publish ing companies industrial companies and institutional bodies because their ad dresses can be found in publically available sources like Yellow Pages and the internet You can find the address of publishing companies also in the impress of a journal by that publishing company or in the internet The list of references has three blocks of information which correspond to the columns In the first column there is the running number of the source of litera ture This column should be right justified The numbering of the list of refer ences can be equal as in the text e g 1 2 3 or I 2 3 or 1 2 3 ete This is conform with DIN 1422 part 2 but this is not recommended in ISO 690 ISO 690 recommends the numbering scheme 1 2 3 etc In the second column the author names are listed There are the surnames of the authors with usually abbreviated first names or the long citation Academic ti tles of the authors are left out The publications may have been printed by institu tions instead of authors Then the entries in the second column change see Table 3 5 The third column of the list of references is reserved for the bibliographical data The sequence and structure of these bibliographical data depends on the type of literature and the referencing style A number of organizations and institutions have created styles to fit their needs Publishers also ofte
139. a Dear ladies and gentlemen I am happy that you have listened so curious This was my first presenta tion in the beginning I was very excited but now I feel fine I thank you for your attentiveness and would like to answer all your questions now 5 6 Review and analysis of the presentation 263 Many thanks Applause now the speaker hands out her de tailed documentation Always set a clear finish and do not let your presentation melt away The au dience needs a clear signal for its applause and this should come from you 5 6 Review and analysis of the presentation Is it possible to review such a complex and diverse activity like a presentation What is more important The contents or the show the rhetoric The opinions of experts will vary here Nevertheless we want to try to evaluate and review a pres entation as appropriate selective and objective as possible even if it is only for educational purposes First of all you should answer yourself the questions in Checklist 5 5 again which we used to evaluate the trial presentation and compare the answers for the final presentation with the answers for the trial presentation s Then we want to evaluate the final presentation a little deeper The basic idea of the following eval uation scheme Checklist 5 6 is the balanced weighting of all elements of a tech nical or scientific presentation These figures have been selected from experience they have proven
140. a formula symbol as in Figure 3 23 or text as in Figure 3 24 A horizontal text is much better readable because the graphic must not be turned If necessary text of the physical value can be hyphenated If you use formula symbols as physical values the diagram can be used in a foreign language without change Participants of international conferences can read your diagram much easier 92 3 Writing and creating the Technical Report If you cannot or do not want to avoid a vertical text to specify the physical value DIN 461 recommends to expand the letters of the vertical text However this might result in a rather long badly readable physical value text Therefore we do not recommend expanding the text If the physical value is long it is better to move the whole diagram to the right by a few centimeters and to write a horizontal text as physical value as shown in Figure 3 24 In general horizontal text is better readable p Tempe rature 5 in C fas ie 2 or r Time inh Time inh Figure 3 24 Vertical and horizontal physical value texts at the vertical axis in general horizontal text is better readable If the diagram shall be projected in a presentation or meeting the horizontal physical value text is the only way of labeling the axes that can be recommended because your audience cannot turn the figure which is projected onto the wall If the physical value is given as a formula symbol it must be printed in
141. a little cheaper than the spiral bindings The stack of sheets is shaken with a machine Then five staples are twinged through the stack and bent on the other side Then a fabric tape is attached to the binding which covers the staples a small stripe on the front and rear side and the spine Then the book is sheared with the hydraulic shear at the three open edges This binding type is extremely stable The impression is created that you are holding a real book in your hands Due to the stability and the attractive appearance this binding type can be recommended for Technical Reports For diploma and bache lor master theses and smaller reports during an engineering study course the staple binding is the most common binding type With this binding type you can bind up to about 200 sheets Disadvantages The sheets the book does not stay opened when lying on a ta ble Therefore in most cases only the front sides of the pages are printed Copies can only be made by manually turning the pages and putting the report onto the copier Cold adhesive binding Advantages This binding type is a little cheaper than the spiral bindings The stack of sheets is shaken with a machine Then the spine is covered with cold glue which needs to dry for one to two days Then a fabric tape is attached to the bind ing which covers a small stripe on the front and rear side and the spine Alterna tively a printed cardboard envelope can be attached which covers the f
142. a very smooth and pretty formula layout Some more image examples can be found in the Wikipedia article Formula Many publishing companies demand this format or offer at least layout templates for this format The program is available as public domain software and widely spread in universities An option to use the advan tages of LATEX without having to install it on your computer is a Knoppix or Kanopix CD You start your computer with the CD in the drive and the computer 146 3 Writing and creating the Technical Report starts as Linux PC Depending on the distribution you can then use LATEX di rectly without having to install it Ask someone in the next Linux club or a knowing friend Formulas appear seldom as an individual formula but mostly in more bulky computations with several formulas The text should explain the formula sym bols describe formula transformations pick up the results of the computations etc It is desirable to name and explain the physical values which appear in a formula in the text shortly before or after the formula Here is an example of fracture mechanics computations IRWIN 28 developed another approach than GRIFFITH 23 to fore cast the brittle fracture probability of ductile materials IRWIN considered the elastic stress field ahead of the crack which is characterized by the stress intensity factor K With the stress o and the crack length a it is K o0 Vz a f a W 2 15 The factor f
143. ading or table heading by two space characters or better by a tab A colon behind the number is no longer usual Here are an example for a figure sub heading and an example for a table heading Figure 12 Principle of under powder welding Table 17 Filter weight depending on the welding position Figure subheadings or table headings which spread across more than one line are layouted so that all lines of the figure or table title start at a common building line use tab or hanging indentation The line spacing 1 1 2 is a good value for Technical Reports in Word use the menu Format Paragraph Line spacing Today they also use other smaller values for the line spacing However the eye can hold the line better if the spac ing is 1 1 2 Very bulky works can become too thick and unhandy with this large line spacing To avoid this you may use both sides of the pages for printing or ap ply a smaller line spacing Now there are some remarks regarding the text justification Normal text is ei ther printed left justified or more often left and right justified in the Technical Report The left and right justification emphasizes vertical lines This strengthens the optical effect of indentations and building lines Moreover it looks more pretty Figure subheadings and table headings may be centered if the figures and tables are also horizontally centered The title of a short article may also be centered if there is
144. aften und Symbole Zeichnungseintragungen Kurzfassung 11 92 Allgemeintoleranzen ohne einzelne Toleranzeintragung mehrere Teile aus 1991 Technische Zeichnungen Projektionsmethoden mehrere Teile aus 1998 VDI Verein Deutscher Ingenieure Hrsg Diisseldorf Berlin Beuth VDI 2222 2225Konstruktionsmethodik mehrere Blatter 278 VDI 4500 7 References Technische Dokumentation Benutzerinformation Blatt 1 Begriffsdefinitionen und rechtliche Grundlagen 12 04 Blatt 2 Organisieren und Verwalten 09 05 Blatt 3 Empfehlung fiir die Darstellung und Verteilung elektronischer Ersatzteilinformationen 12 01 tekom Hrsg Stuttgart info tekom de Technische Dokumentation beurteilen tekom Hrsg Stuttgart 1992 Richtlinie zur Erstellung von Sicherheitshinweisen in Betriebsanleitungen tekom Hrsg Stuttgart 2005 ISO International Organisation for Standardization Hrsg ISO 4 1997 ISO 8 1977 ISO 18 1981 ISO 690 1987 ISO 832 1994 ISO 999 1996 ISO 1086 1991 ISO 2014 ISO 2145 1978 ISO 2384 1977 ISO 3 166 ISO 5776 1983 ISO 5966 1982 ISO 6357 1985 ISO 7144 1986 ISO 7275 1985 ISO 11800 1998 ISO 14416 2003 Information and documentation Rules for the abbreviation of title words and titles of publications Documentation Presentation of periodicals Documentation Contents list of periodicals Documentation Bibliographic references Content form and structure Info
145. al Reports and according to ISO 690 it is correct Method b is nearly always obligatory in the humanities Method b is called author date system or Harvard referencing style If there are exact page numbers or document part numbers all parties concerned i e the author him self his supervisor and the other readers can find the cited information faster There are various ways to sort the literature sources in the list of references e Numerically by their order of appearance in the text The first cited source gets the number 1 the second source the number 2 etc Then the list of references is not sorted alphabetically This way of numbering is suited if in the document there are only a few sources cited e g in short Technical Reports or in journal articles It is e g recom mended by IEEE ASME and ICMJE 3 5 Literature citations 117 e Numerically by the alphabetical order of author names In larger works the list of references in the back is in most cases sorted by the alphabetical order of author names The literature sources do not appear in the text in the numerical order 1 2 3 etc but e g in the sequence 34 19 83 etc e Alphanumerically by the alphabetical order of author names litera ture identifier contains first letter s of author name and number This method is not listed in ISO 690 but the ordering in the form M1 M2 M3 etc or HAM93 saves time and effort in larger Technical Re ports
146. al product All functions of the 1 Introduction 3 product are described in detail in the instruction manual The manual also lists all required warnings that allow safe usage of and working with the product Being an author you can use this book similarly as an author s manual In ad dition you will get important information regarding how to avoid mistakes and obstacles during the presentation of your Technical Report Moreover this book will show you many important rules and checklists for text table and image crea tion as well as for working with literature Applying these rules and hints will make your Technical Reports readable and clearly understandable and compre hensible for your audience In accordance with the manual character of this book you our audience will often be personally addressed so that the given information will reach you in an easy readable and motivating way In doubt we used simple instead of compli cated sentences to improve the understandability of the texts Moreover we have kept several layout rules which shall help you to orient yourself e Orders notes intermediate summaries etc are written in italic letters and marked with a pointing hand ce e Series of menu commands are listed in their click sequence separated by a dash example Format Character e Graphics just illustrating the current text are used without a figure subheading e Examples are often indented e Important words ar
147. all known languages writing cultures and character systems on the earth see also gt ASCII Unicode shall eliminate different incompatible codes in different countries or cultures The Unicode character set is standardized in ISO 10646 One character needs 21 bit space vV If an image is saved in a vector graphics format the image information contains scalable geometry information e g center point coordinates and radius of a circle For these ge ometry objects also line and fill color line type filling pattern etc are saved The file size of vector graphics is much smaller than the file size of a pixel graphic showing the same items A viewer is a program to look at text and graphics files B Glossary terms of printing technology 291 W A webmaster creates and updates internet and or intranet pages White space is a white area on the page where there are no alphanumerical symbols e g the spare line between two paragraphs or the white space between table cells and rows if the cells are not limited by lines WIPO the World Intellectual Property Organization protects copyright and intellectual properties patents trademarks and design patents worldwide www wipo int The World Wide Web Consortium abbreviated W3C is the board for the standardiza tion of the technology used in the internet www w3 org WTO the World Trade Organization controls international trade and economy since 1995 and has their h
148. ally cannot influence the paper quality for these copiers Manually drawn figures freehand drawings or drawn with rulers and sten cils appear especially pretty and rich of contrast if you draw them larger and reduce them with the copier Small irregularities and blurs disappear The lines appear much sharper The importance of manual drawing declines but compared with using graphics and CAD programs it still has a certain significance The phases creative sketch ing and drawing ready for printing seamlessly merge when drawing with a drop action pencil and you can rub out errors easily The copier gets out additional contrast if you use pure white paper and a high contrast setting Especially if you run out of time towards the end of your project you should seriously check this al ternative Also in our experience you can concentrate on drawing with few errors after many hours and late at night better if you are working manually With the computer you have quickly pressed a button you did not want to 188 3 Writing and creating the Technical Report If copied or cut out figures or tables shall be glued in always use drawing board and ruler Clamp the paper and adjust the paper edge Then lay the figure loose on the paper Decide whether the figures shall be arranged left justified or centered or with a regular offset of a few centimeters from the left edge Roughly remember the figure position Then put as few glue as possibl
149. amp paste from the tables of contents created in lists1 doc lists2 doc etc The same procedure can be applied accordingly for the other lists LoF LoT but the index A complete index which consists of the indices created in lists1 doc lists2 doc etc must be alphabetically ordered in the end Change to normal view and order the index entries manually or use the following trick Delete all empty lines copy the lines with the initial letters to the beginning of the file Select all index entry lines Select Table Convert Text to Table keep the standard settings and click on OK Both table columns are selected Open Table Sort keep the standard settings and click on OK 3 7 Using word processing and desktop publishing DTP systems 171 Select the table and use function Table Convert Table to Text Copy the lines with the initial letters to the right positions and insert empty lines Then select the whole text open Format Columns and select two co lumns The last step is to copy or cut and paste the complete index to the desired location Automatically created labels in captions headings subheadings Automatically created labels save time Example Number the figures in the figure subheadings with Insert Reference Caption Category Ilustra tion New own categories like e g Figure can be created if you click on the button New label o
150. and confusing figures tables are provided in an appendix In the text chapters there are well arranged visualisations diagrams charts and the figure titles also refer to the related table in the appendix e g with the annotation see table xx page yy In integrated office program packages the word processing and spreadsheet programs are compatible figures or tables resp can be easily exchanged be tween them In such programs the figures in the table can be displayed in a select able diagram type as presentation chart For example in Word there is such an in tegrated presentation graphics program available which allows that you use the same figures in the back in an appendix as a table and in the front in a text chapter as a presentation graphic Usual and often used diagram types are line column and circle diagram Please refer to 3 4 5 Scheme and diagram chart to find tips for the selection of the diagram type and the design of schemes and diagrams If a table is large or contains much information the clarity of the table can be improved by some typographic means which are described in more detail in the next section 3 3 1 Table design As already mentioned figures tables are especially confusing and nearly every graphic illustration is clearer Therefore figures tables should be carefully struc tured with suited measures The German standard DIN 55301 Design of statistic tables defines that the design of ta
151. and it is recommended by AMS If a source of literature is added or left out late in the writing process only those literature numbers with the same letter s must be changed not all subsequent literature numbers In the end the alphanumerical identification can be replaced by a numerical identification e Please contact your supervisor or customer and arrange which method is to be used 2 In large alphabetically sorted lists of references there is sometimes the questi on which is the alphabetically correct order of the author names The fol lowing rules apply e Several authors with the same surname are ordered by their first names e Several publications of the same author are sorted by the year of publicati on 2008 2006 2005 If the citations do not only contain the literature numbers but author and year or author year pages identical years get small letters to distinguish the publications 2006a 2006b 2006c e Several publications of the same author with several co authors are sorted by co author names e Ifthe co author names are identical but their first names differ co authors are sorted by their first names These sorting rules are applied accordingly if there are even more identical sorting attributes until a useful sorting attribute is found Not mentioned in ISO 690 If there is no useful sorting attribute use Roman numbers as a dis tinction e Author names with Mac are treated as author name
152. andability of the text can be nega tively influenced by an inappropriate design of the text properties above There fore we want to describe some possibilities to improve the understandability of non fictional texts Improvements of the understandability of texts can be made on three levels These are the text level sentence level and word level which are individually looked at in the following On the text level the elements that improve the understandability are at first the indices and lists i e table of contents index glossary and lists of figures tables abbreviations units and symbols etc Also headers and footers marginalia as well as page numbers and cross references improve the understandability on text level Moreover introductory sentences at the beginning of a document part and connecting sentences at the end of a document part have to be mentioned here These sentences can also be used for the introduction of figures and tables They help the reader to follow the backbone because they rebuild a connection to the logical structure again They describe which information follows next and why how the following information must be evaluated which significance the informa tion described so far has etc Another measure which improves the understandability of the text are foot notes Footnotes are superordinated numbers which can be created in Word with Insert Reference Footnote Footnotes are consecutively nu
153. andled or manufactured part in to your sketch For example it is hard to imagine that in a lifting device for the quantity production of a part exactly this part is missing in the sketch For exam ple think of a cask claw In the sketch for the computation of loads the cask is drawn in red and evtl in a different line style If the transported part is accen tuated like this the readers can understand the operational processes of the ma chine the diagram of forces and moments the computed loads etc much better Sketches are also used e g in assembly instructions to explain the spatial conditions Here is a text example from an instruction for use of a lawn raking machine by TOPCRAFT which would be quite hard to understand without sketches or photos Insert bent fastening pipes into case holes Put anti vibration rubber disk between case and fastening pipes Then fix draught relief of cable at fastening pipe Now the lower push bow is stuck onto the fastening pipe The reader badly needs the sketch or photo Sketches for computations of load are always placed near the appertaining computations They are always reduced to the essential information It is very important to use unambiguous names and labels If necessary you should use short explaining texts beside the names and symbols of physical values and points to mark the position in the sketch unambiguously to which the computation refers 100 3 Writing and creating the Techn
154. anet earth often stands for the internet e Comparison an electron in highly charged condition is like a tense spring If you are in doubt whether a formulation is understandable and corresponds to good writing style you may wish to use Microsoft Word s grammar checker Please refer to Special Options Spelling and grammar Preferences Activate an option or preference or grammar rule Word will show you possible offenses against this rule by green wavy lies If an option name is ambiguous to you mark the option and click on Explain But now we want to deal with the rules which should be applied especially for Technical Reports 3 6 2 Good writing style in Technical Reports The style of the Technical Report shall follow the general rules for good writing style above But there are also some rules which are only valid for Technical Re ports and which must be obeyed too Above all other rules there is the following basic principle tS Clarity and unambiguousness have always preference compared with writing style rules The Technical Report shall be understandable without questions for readers who have technical knowledge but no detailed knowledge of the current project Since authors of a Technical Report have often worked on their project for weeks or months they can hardly imagine how much or better how little a normal reader of the report can know about the project at all when they start to write the report in the la
155. anguage which has been defined by the company Adobe Nearly all current printers work with PostScript Since Adobe take license fees for the screen display of PS files and distribute the Acrobat Reader for PDF files free of charge PDF has established as de facto standard for the exchange of formatted documents Printed area is the area of a printed page where printing ink i e texts figures headers and footers tables etc are or may be In multi column typesetting the printing area for each column is limited by white space A proportional font is a font with variable character spacing Times New Roman Arial etc That means to put it simply that in a text written with a proportional font the distance from the end of one letter to the beginning of the next letter is constant opposite fixed spacing font protected hyphen non breaking hyphen protected space non breaking space Point pt Unit of length in the graphical industry e g used for character height and line thickness R With a rasterizing film you can disseminate a half tone image during copying or a negative during the enlargement into more or less coarse pixels Rasterizing is the dissemination of a halftone image into pixels see above but it is also the filling of surfaces or the background of text boxes and table cells with gray or color of dif ferent intensity In word processing programs this is sometimes called shading B Glos
156. annot get enough literature in the remaining time for the fo cal point of your project which has been defined in the last structure version or if experiments cannot be performed in time because there are supply difficulties or defects in your equipment or the supervisor prefers a previous version of the structure tS To see your text files in the correct order you should specify the chapter and evtl subchapter number in the beginning of all text file names evtl with with a leading zero for one digit chapter numbers and then the title of the chapter or subchapter By applying this naming convention the files are listed in the same order as in the structure and you keep a good overview Example please refer to the table of contents of this book 01 intro doc chapter 1 02 planning doc chapter 2 34 creation doc subchapter 3 4 31 creation doc subchapters 3 1 to 3 3 subchapters 3 5 to 3 9 35 creation doc 4 5 Organizing your file structure and back up copies 209 If you use image files for your Technical Report which took some time to cre ate you should not only store these files embedded in Word or PowerPoint but also in their original format in the original size and original resolution and if applicable in a vector format You will often need the image files for your Technical Report also in a differ ent format like gif or jpg or in a different size in pixels for publishing them in data networks see 3 9
157. anulation in fluidised bed V Study on the CSUKAS B particle size distribution of granulates and PATAKI K Hung J of Ind Chem Veszprem Vol 3 1975 pp 193 215 WALDIE B Kinetics and mechanisms of growth in batch and continous WILKINSON D fluidised bed granulation Chem Eng Sci Vol 42 1987 and ZACHRA L No 4 pp 653 655 LAPPLE CE Atomization A survey and critique of the literature HENRY JP Stanford research institute Menlo California April 1976 and BLAKE DE available as microfiche AD 821 314 from British Library HAUSER EA et al The application of the high speed motion picture camera to the research on the surface tension of liquids J Phys Chem Vol 40 1936 pp 973 988 KDG Flowmeters Calibration chart for variable area glass tube size 14 and 14X type E F and G from KDG flowmeters A division of KDG Instruments Ltd Rotameter Works 330 Puley Way Croydon Surrey England 1989 HERING H Powder Granule Generation in a Fluidised Bed Pulvergranulaterzeugung in Wirbelschichten Diploma thesis Heriot Watt University Department for Chemical and Process Engineering Edingburgh GB 1989 11 SKF SKF Hauptkatalog main catalogue Catalogue 4000 IV T Schweinfurt 1994 12 Wikipedia Toluol www wikipedia org wiki toluol last update 30 Apr 2006 accessed on 04 Jun 2006 3 5 Literature citations 133 Table 3 7 Example of a three column list of references lt continued gt 13
158. applying for a job or pro ject continuation Naturally speaking normal lectures created in day to day business can be created with more freedom and less time consumption as your routine grows The proposed time frame assumes that you have available two workweeks with two weekends That means the preparation of your lecture takes place part time during the week and in the spare time during the weekends 5 3 Planning the presentation 223 summa rise text work out select details trial last lecture material creative presen update presen images phase tation prepa tation texts changes ration Figure 5 1 Network plan to create and present a lecture 1 define presentation framework E erok_ 2 collect select or create material a o aee 3 The creative phase gain di laos deepest 4 summarize the text work out the details 5 create more visualizations write the manuscript trial presentation include changes 7 last update of the lecture preparations in the room hold lecture or presentation Figure 5 2 Gantt diagram to create and present a lecture Figures 5 1 and 5 2 as well as Checklist 5 1 need some explanations The time consumption is specified in gross days According to the authors experience this situation is the most common i e working out a lecture during day to day business always requires working time and spare time The spare 224 5 Presenting the Technical Report time mu
159. aracter after every letter or figure If there is a space in normal writing it becomes three spaces in expanded writing For proportional fonts you can define by how many typographic points the characters shall be expanded F A figure table is a table that predominantly contains figures A fixed spacing font is a font with a fixed character spacing Courier etc In a fixed spac ing font the distance from the middle of one letter to the middle of the next letter is con stant Therefore there is some white space on the right and left side of narrow characters opposite proportional font Font attributes define the typesetting of the characters and words in a certain font Font at erossed out UPerseriPt subscript eXpanded SMALL CAPs and CAPITAL LETTERS G The word glossary is derived from the Greek YA tta tongue language It is the interna tional name for an alphabetically sorted list of technical terms together with definitions of these terms H Half tone image is an image with smooth transitions of the gray or color values 286 B Glossary terms of printing technology The header of a table is the top row line It contains the generic terms of the entries in the appertaining column Therefore it is often accentuated by typographic means e g with a double line or with a gray background HTML Hypertext Markup Language is the page description language used in the internet and in an intranet Every rea
160. are placed beside each other are interpreted as time or logical sequence 8 Ifthe elements are arranged in a circle this appears as a cycle a frequently repeated sequence 9 If one element surrounds another element this is understood in such a way that the exterior term semantically includes the interior term 10 Elements like boxes bars lines columns must be clearly marked either by text labels or by graphical explanations pictograms 11 One type of element may have only one function within one figure or figure series For example arrows can be used for various types of information direction of movement flow of information cause and effect note etc The different meaning of the arrows shall be visible due to a different graphical design of the arrows So double arrows are used to ex press a cause and effect relationship If in the same figure you also want to draw a double arrow for a moment of torque this arrow must look much different and the difference must be communicated to the reader 12 Axes have large figures on the vertical y axis at the top and on the horizontal x axis on the right side 13 For some diagram types there are standardized symbols Example DIN 66001 for flow charts defines that a rectangle is used for an operation a 3 4 Instructional figures 75 diamond for a decision and a rounded rectangle for start and end of a procedure Other standards DIN 30600 DIN 32520 DIN 66261 Naturally speaking
161. arts of the Technical Report and their layout 45 Checklist 3 4 Introduction and Summary The introduction e is located at the beginning of the text and is normally the first chapter e describes the starting situation at the beginning of the project the relevance of the project for the particular field of science the results of the research for the society and other similar aspects can contain a description of the project task and project target formulated by the author e can also contain thoughts related with the project regarding the following top ics economics technology laws environment organization social care poli tics or similar topics e should tie up with prior knowledge and experiences of the readers The summary e is located at the end of the text and is normally the last chapter e can have document part headings like summary summary and conclusions summary and evaluation etc e discusses the task Hence What should be done and what has actually been reached where have been special difficulties and which parts of the task could eventually not be treated and why e normally describes shortly what is covered in which chapter and subchapter of the Technical Report picking up the structure When writing these sen tences you should express how the document parts are logically related with each other starting with then next due to e can give advice for a reasonable continuation of
162. ates the links needed for online publication in the background You can see this e g because all cross references in the document are clickable and have the paragraph format Hyper link Also internet addresses are automatically converted to hyperlinks The prerequisite is that the address either starts with www or with http The automatic conversion of internet addresses to clickable hyperlinks works in Excel PowerPoint Works etc too Also the functions of Open Office Writer and Open Office Impress described in 3 7 5 and 3 8 2 create clickable hyper links from the internet addresses Manually created links In Word you need the functions Insert Text marker and Insert Hyper link to link pages A hyperlink is a connection a reference or a goto com mand You can link each clickable object including images If you click on the hyperlink you go to another position within the same file or a program is star ted and the file or internet address named in the hyperlink is displayed The o ther program can be PowerPoint or Real Player for example It depends on the file extension which other program is started see Windows Explorer Special Folder options File types A text marker is the address of a goto com mand within a file Try it out to define text markers and hyperlinks within a Word file If necessary refer to the Word online help If you want to manually create links in Excel and PowerPoin
163. ating the presenta tion and the preparations in the meeting room Updating the presentation Often the preparation of a presentation runs for quite a while However the con tents of the presentation shall be really up to date especially for the experts This requires e a last check of the contents of the presentation especially the expert chapters e eventually a few looks into the latest editions of scientific journals and the newspaper and e a talk with the professor customer boss or the conference organizers there could be new conditions Preparations in the meeting room On the day of your presentation you should be in the meeting room about two hours early because there are still four tasks e the personal preparation e the technical preparation 258 5 Presenting the Technical Report the preparation of the meeting room and the preparation of the contents The personal preparation contains Be there early enough traffic jams and missed trains are no excuse sleep long enough be well rested and fit in good shape fresh air in the lungs take a walk correct hairstyle and clothing mirror and calm and self confident charisma try it The technical preparation prior to the presentation consists of the image projection test it switch it on off adjust the image size move the projector if necessary adjust the focus test the brightness and image sequence take a spare bulb with you the position of
164. ations must be distinguished Case 1 The material the contents of the planned presentation already exists e g in the Technical Report Case 2 The material must be collected found created In Case 1 we have the complete report available Then it is the task to select the information suited for the presentation from the rest of the information con tained in the report Suited means that the information is essential meaningful and representative Thus in case 1 the material collection mainly consists of the selection of contents Please refer to section 5 3 4 Step 3 The creative phase for more details In Case 2 we do not have a ready report This is more difficult The material must be collected or found e g in textbooks and binders in your office in ar chives libraries or the internet This may take about 3 5 days If this time is not sufficient you are not enough an expert and cannot present this topic convinc ingly Someone else should hold the lecture If you have found and printed or copied enough material you should sort out the less important material texts and images and put it aside as a reserve The other material should be sorted by e literature sources consecutively numbered e topics see section 2 4 4 Checklist 2 6 3rd step e and or author s To do this systematically you should create a file an index This completes the routine work for your presentation 5 3 4 Step 3 The creative phase
165. ays handed in in a folder or roll Ifthere are DIN A3 drawings in landscape format or swing outs to the right you can decide whether you want to bind them into the report or combine them evtl together with drawings of other size s in a file folder If the drawings shall be bound together with the report fold them accor ding to the following scheme The security distance assures that the pages of the Technical Report can easily be turned If you bind this drawing as swing out into the report the security distance helps that the swing out is not destroyed during shearing Then the filing holes are not there and on the left side there must be enough space white room for the binding security distance center line ae bend the right part to the left here Lear bend the upper part to the right here Biz evtl title block Folding a DIN A3 drawing in landscape format or swing out to the right 194 3 Writing and creating the Technical Report If the drawings shall not be bound into the report but presented in a file binder fold them as follows Advantage of this folding type The title block is completely visible Folding a DIN Al drawing to DIN A4 The folded drawing or table or figure must be unfoldable and refoldable whi le it is still bound in the file binder Plastic adhesive reinforcing rings are re commended e If you want to glue in photos copied images or images from other printed ma terials newspapers jour
166. bdivided into scientific approaches to the research on un derstandability practically oriented approaches to improve the understandabil ity and Hamburg concept of understandability 5 Step Further subdivision into the final detailed structure parallel with the further elaboration of the Technical Report 4 The program system docutune 4 1 The menu structure of docutune 4 2 The sequence of docutune s feature groups 4 2 1 General overview of the sequence of all feature groups 4 2 2 Sequence of the feature group Typography 4 2 3 Sequence of the feature group Clarity further sections for Logic Shortness Motivators 4 2 8 Sequence of the feature group Orthography 4 3 Help features for searching and classification 4 3 1 The word classification object 4 3 2 The dictionary object AANDNKRWNK 2 4 The structure as the backbone of the Technical Report 21 Checklist 2 6 Rules and tips for creating the structure 1 Step Formulate main topic main target of the Technical Report Here you should formulate the target of the project the literature research the tests the measurements the design the expert opinion or the report in general Even if it seems hard to accomplish Write that down in one sentence only 2 Step Subdivision into 3 to 4 main items 4 point structure Examples e Starting situation Own contribution Improvements of the situation Summary e State of the art Testing rig design
167. be mixed well and used with care That re quires a good preparation because mixing these targets ad hoc does only work for a few routiniers Preparation means to think about define and test things Where do I present my lecture surroundings room Print out a description how to reach the presentation room and clarify room ca pacity desk layout needed media board flipchart overhead projector computer and beamer moderation kit felt pens as well as evtl catering for the audience and book the room if necessary To explain the step 1 define presentation framework and target and the con secutive steps 2 to 8 more concrete an example shall accompany us from now on as far as it is possible to describe it within the framework of this book Note The student s research project the following example presentation is de rived from is listed in the list of references The conference and the lecture did never take part The Institute for Welding Technology does not exist at Han nover University The workflow is just invented to describe the basic approach to you The example presentation will be in italic letters from now on The title of the Technical Report in our example is Improving health and safety at work when welding by using burner integrated suction nozzles Effectivity and quality assurance Student research project at Hannover University The Technical Report that describes the student research project
168. behavior to a lar ger extent than usually estimated You don t believe that Try it out L Hering H Hering How to Write Technical Reports DOI 10 1007 978 3 540 69929 3_5 Springer Verlag Berlin Heidelberg 2010 216 5 Presenting the Technical Report 5 1 2 What is it all about My Technical Report is finally ready presenting it won t be a problem Or will it be one No the lecture or presentation will not be problems at least none which are impossible to solve Since you dear readers have created so many texts tables diagrams and im ages throughout a long and busy period of time during the work on your Tech nical Report that all this material should be sufficient for a lecture or presen tation of 20 30 or 45 minutes However is that the type of information you can quite easily create a good successful lecture or technical presentation from Why do we present lectures at all when everybody who is interested can read everything in your Technical Report These and similar questions shall be discussed and answered in the fol lowing sections Which right to exist sense and purpose does presenting a Technical Report have in modern business life What needs to be defined in advance e g which target group s which time frame which devices How do you plan the creation and presentation of your lecture How do you structure your lecture which amount of information and level of knowl
169. bles should be spare horizontal and vertical lines shall only be ap plied for the header and the introductory column At the lower end the table shall not get any boundary Here is an example for table design according to DIN 55301 The displayed data is derived from an article by Dirk Schmaler Manche Klimaanlage hat ungeahnten Durst Some air conditions are unexpectedly thirs ty Hannoversche Allgemeine Zeitung Wednesday 17 May 2006 No 114 p 8 They cite the table with Source Plusminus WDR Manufacturer model Fuel consumption 1 100 km Additional consumption motor year of manufacture w o air condition with air condition Litres Percent Daihatsu YRV 1 3 64 kW 2001 8 64 11 16 2 52 29 1 Mitsubishi Colt 1 6 76 kW 2001 10 46 12 92 2 46 23 5 Audi A4 1 8 92 kW 2001 13 32 16 58 3 28 24 4 In Technical Reports there should be at least a horizontal line at the end of the 3 3 Creating good tables 55 table like it is done at the end of all checklists within this book To distinguish the table from the text even better you should use a closed outer frame The information within the table should be structured as well Horizontal and vertical lines are well suited to distinguish the rows and columns An additional option to structure the table is to use double lines or thicker lines to separate the header and the introductory column See the examples below for an inspiration To HEHE sssej ss les s see Bees Be In Word plea
170. book Pillen ee 206 brackets typography eseese 161 bulletlists sr 157 C cabinet projection 104 CAD programs sesser 89 calculation marks typography essees 161 capital letters oo ee 157 caption automatic creation 171 cavalier projection 104 COUS augen 53 TOUELY PES nie 56 paragraph layout 57 central projection 104 chapter number 0 13 charisma 219 221 258 264 CHALE sired heck hei cases Let yeaa 91 citation 114 115 see literature citation PIGULES He er 120 selection of brackets 119 tables 120 citing Book 127 book with CD ROM or DVD 127 book with video cassette 127 brochure eenen 127 ED een 113 C Index CD ROM vianen neriie 113 computer program 113 host document e 127 information from data networks 113 130 intellectual property rights 128 Journalin 127 manuafacturer documents 127 monograph essees 127 patent erregen 128 permissibility of literature CIAOS resore 138 publication by an institution 127 publications by companies 127 radio transmission 113 TECOTA no 113 source from the internet 128 special cases oo 129 trade mark 128 TV Al 2 113 video film ossee 113 clarity of the text 141 classification number systems 108 CMY
171. by the indentations Look at Figure 3 6 and read the document part headings on level 2 along their building line You can read the fol lowing terms Experiment set up Preparations for the experiments Experi ment execution and Experiment evaluation A check of the inner logic backbone results in the following thoughts After the description of the experimental equipment there is a description of the prepara tions which have to be executed before the experiments can be started Then there is a description of how the experiments are executed and an evaluation of the measured results Conclusion the inner logic is properly built up These constant checks for the logic of the report during writing are effectively supported by the indentations in the structure and the table of contents In ISO 2145 all document part headings are arranged along a common building line This makes it harder to optically recognize the document part headings of the same hierarchy level which belong together When looking for the next document part heading of the same hierarchy level you have to read the next headings one after the other check their hierarchy level and eventually reject them If e g the headings of the second hierarchy level shall be checked and along the common building line there are headings of the first and third hierarchy level as well the reader has to execute complicated comparing and sorting processes in his brain
172. ces books and other references shall be re ferred to or cited Right from the beginning please write down all required biblio graphical data exactly with page number s section number or exact URL inter net address and date when the information was accessed so that when you start writing you do not need unnecessarily long time for re searching what you had digged out before and you can cite correctly If a Technical Report is more comprehensive i e it has more than 20 pages the material collection should not be done for the whole report In this case it is better to execute a separate material collection for each chapter or subchapter g Ordering the material can be executed in different ways In this phase you should again have your target group in mind e Are all noted items interesting for the readers if not cross them out e Can the noted items be already assigned to existing items of the structure If not Open a new item in the structure e If you took your notes one after the other on Din A4 paper you should mark your ideas according to their sequence You can for example use the document part numbers from the structure and consecutive numbers within one section If you noted each of your ideas on separate sheets or cards you can order the sheets or cards according to their sequence The sequence of thoughts can follow a chronological or logical order by starting conditions targets alternati
173. chkeit von Sachtexten aller Art Computerprogramm und Handbuch Hemmingen 1994 Herrmann P Reden wie ein Profi M nchen Orbis 1991 Hermann U G tze L Die neue deutsche Rechtschreibung M nchen Bertelsmann Lexikon Verlag in Lizenz des Lexikographischen Instituts 1999 L Hering H Hering How to Write Technical Reports DOI 10 1007 978 3 540 69929 3 Springer Verlag Berlin Heidelberg 2010 274 7 References Hoischen H Technisches Zeichnen Grundlagen Normen Beispiele darstellende Geometrie 30 Aufl Berlin Scriptor 2005 Holzbaur U Holzbaur M Die wissenschaftliche Arbeit Miinchen Hanser 1998 Horn J Urheberrecht beim Einsatz neuer Medien in der Hochschullehre Oldenburg OLWIR Verlag 2007 Ilzh fer V Patent Marken und Urheberrecht Leitfaden f r Ausbildung und Praxis 6 Aufl M nchen Vahlen 2005 Klein M Einf hrung in die DIN Normen hrsg vom DIN bearb v K G Krieg 14 Aufl Wiesbaden B G Teubner und Berlin Beuth 2008 Labisch S Weber Chr Technisches Zeichnen Intensiv und effektiv lernen und ben 3 Aufl Wiesbaden Vieweg 2007 Marks H E Der technische Bericht Ein Leitfaden zum Abfassen von Fachaufs tzen sowie zum Vorbereiten von Vortr gen 2 Aufl D sseldorf VDI Verlag 1975 Melezinek A Unterrichtstechnologie Wien New York Springer 1982 Melezinek A Ingenieurp dagogik Praxis der Vermittlung technischen Wissens 4 Aufl Wien Springer 1999
174. circles In digital photos and scanned or copied figures you can weaken not so important parts by making them bright and blurry with your graphics program This is called didactic reduction see Checklist 3 5 and Figure 3 14 To modify photocopies you should use a magnifying glass and a drop action pencil with a soft lead so that you can erase faults easily Often i dots arrowheads and very thin lines especially section lining is too small or too bright in the copy Emphasize them by redrawing Your modified copy will be the new original and your readers will be grateful if you invest time and effort here If a copied or scanned image has reference lines and labels naming important figure elements there are often terminology problems In the text of your Tech nical Report you are using one consistent term for an item Now a comment shall be added about the copied or scanned figure However the figure stems from a source which is written on a different linguistic level Either the source is written too much in general language or it is too theoretical and uses too many special language terms which you do not want to use The situation is similar if you want to cite from a publication which is written in a foreign language Removing an undesired term from the figure is one possible option However if the term shall be completely eliminated from the figure removing the appertain ing reference line is not always easy e g when the refer
175. consists of 135 pages and shall be presented in 20 minutes How can this be done The author courageously starts and clarifies in step 1 e Topic The student research project named above shall be pre sented as a paper on a conference about welding techno logy e Title Burner integrated suction when welding This title is clearer shorter and better memorable than the title of the report thus more attractive and still correct e Audience Head of the institute professor supervisor fellow students a person working in industry a journalist other participants with unknown technical background This audience has various knowledge levels interests and expectations which must be taken into consideration skillfully Nobody should be overstrained or bored e Timeframe 20 minutes lecture with additional discussion 228 e Previous lecture e Next lecture e Presentation type e Room e Media e Agreement with professor and supervisor 5 Presenting the Technical Report Health and safety in crafts Person from the employers liability insurance associa tion Automated flame cutting Person from the company Messer Griesheim To avoid interferences and contradictions it is necessary to contact these presenters and to harmonize the contents of the three lectures Technical presentation Lecture room 32 30 seats desks Overhead projector and beamer available Planning discussion Rough selecti
176. copy order Tell them how many copies are to be made and when you will bring the copy originals Besides you should ask how long it lasts to create the bindings cold adhesive bindings need gt 1 day to dry If you have arranged the copying of larger works or larger print runs with the copy shop you can start to create the copy originals In the network plan this is the second last phase of creat ing the Technical Report 3 9 Completion of the Technical Report 187 While you can use nearly any paper for drafts you want to get as high class copy originals as possible High class means that the copy originals should be rich in contrast That means at first that the printing paper should be pure white That is also valid for figures which are copied from another source and in tegrated into your report Also the paper shall not shine through Therefore you should use paper with a mass of unit area of 80 g m For ink jet printers you should use as smooth paper as possible evtl even special paper If you want to integrate a few copied pages into your report or glue in copied figures you should use the same paper for these purposes That means that you should fill the copier with your own paper if necessary Do not use pure white paper in your own printer and ecological or recycling paper in the copier This would result in an avoidable inconsistent impression Naturally speaking color copies may be on different paper because you norm
177. ctional advantages due to their similarity with the optically recognized world In most cases it is especially effective to present the overview informa tion in figures and the detail information as text To prevent misunderstandings and wrong interpretations of your readers you should keep the following basic rules for figure design Checklist 3 5 If you keep these 13 basic rules this is al ready a big step towards good figures Checklist 3 5 Basic rules for information effective design of figures 1 Accentuate important items 2 Delete leave out unimportant items use max four to seven graphic elements in one picture otherwise the picture becomes overloaded 3 Line thickness and font size must be sufficient The figure shall be readable without problems from the normal reading distance of 30 to 40 cm 4 The eye follows dominant lines Therefore relationships of graphic elements shall be emphasized lines arrows columns rows common colour These relationships should also be specified in detail What is the character of the relationship What does it mean by means of labels in the figure or explanations in the legend 5 Spatial closeness of elements is understood as conceptual similarity objects near to each other belong together 6 Elements which are placed above or below other elements are interpreted as hierarchically superordinated or subordinated This emphasizes functional structures 7 Elements which
178. ctorate degree at the University of Klagenfurt 3 1 Parts of the Technical Report and their layout 33 e the names of both supervisors and the author with full academic titles as well as the city where the university is located together with month and year when the dissertation is submitted There are no exact rules for the positioning of the information on the title leaf Therefore the doctorate candidate has manually written down four variants how his title leaf could look like to judge the line breaking of the single information blocks and to get an impression of the proportions of text and intermediate white space Figure 3 2 The doctorate candidate then types his favourite version into his word processor There the following typographic design options are optimized e Font type and font size e methods to emphasize text like bold italic expanded spacing etc and e justification of the text blocks centred left justified right justified or along a line The title leaves for reports and theses written during a study course like diplo ma thesis project reports laboratory and design reports contain slightly different information from the information in this example In case of a diploma thesis the student ID number and start and end date of the diploma project must be specified In case of project reports or other university internal reports the student ID num ber and the term or semester are specified Please refer to the fron
179. ctors result in a high level of influence of the current evaluation criterion on the rat ing result the sum total the added total points of the concept variant Many designers who create evaluation tables have difficulties to give the sim ple points and sometimes make severe mistakes here Let us stay with the example chassis of a boat trailer and look at the evaluation criteria self weight and load car rying capacity If the load carrying capacity raises the positive point value in creases But if the self weight raises then the positive point value must decrease Written like a formula the situation looks as follows 3 3 Creating good tables 69 load carrying capacity T benefit for the users T gt simple point value T self weight T benefit for the users simple point value J We can see that there are obviously two different cases Ist case parallel point values measuring value of criterion and points T here load carrying capacity 2nd case opposite point values measuring value of criterion T and points J here self weight Whether the points must be distributed parallel with the measuring value of the criterion or opposite to it causes many logical mistakes in evaluation tables It is a problem of language logics which is anyway harder to understand than mathemat ical logics for many people Often several of these evaluation tables follow one another Then every table must get its own legend so that e
180. d depth as well as Edges 30 30 and 90 W H D 1 1 0 5 Edges 7 42 and 90 W H D 1 1 1 Edges 0 45 and 90 W H D 1 1 0 5 Edges 0 45 and 90 Example cube Fields of application Essential information is shown in all three views Linear dimensions can be directly measured in all three axis directions Essential information is shown in one view Li near dimensions can be measured parallel with the axes in two directions Essential information is shown in one view Li near dimensions can be measured in three axis di rections radii and diame ters only in the front view Essential information is shown in one view Only in this view dimensions can be directly measured Proportions can be esti mated well 3 4 Instructional figures 103 For Technical Reports the isometric dimetric and cabinet projection are suited best The cavalier projection seems very distorted to the human eye There fore it is less suited for Technical Reports The cabinet projection and the cavalier projection are the easiest to be drawn since here the projection axes only have the angles 0 45 and 90 These angles can easily be created with a set square draw ing triangle and they can be drawn easily in freehand technique on normal 5 mm squared paper You can also use very simple graphics programs and drawing tools to create perspective drawings Even the drawing tools in your word processor can be
181. d Material Selection to describe the purpose of the program The doctorate candidate starts to create a title for his thesis as described above He starts to write down the keywords that shall be contained in the title material selection design education CAMS with computer The next step is to combine the keywords to get different titles Contribution to computer aided material selection Computer aided material selection in design Computer aided material selection in design education Computer Aided Material Selection CAMS CAMS in design education Help to select materials by the computer Computer application for material selectiow CAMS in design Design with CAMS Computer support in design education Material selection with the computer Since the doctorate candidate has defined the term CAMS it shall definitely ap pear in the title of his doctorate thesis so he decides to select the following title 10 2 Planning the Technical Report Computer Aided Material Selection CAMS in Design Education The following list of work steps summarizes the process to find a good title for your Technical Report Use the following work steps to create the title e write down the task e write down the keywords which characterize the report e combine the keywords to a title e find new titles by varying the usage of these keywords e read possible titles aloud to optimize the speech melody e select the best t
182. d and right justified you have to press Tab and then Shift J This is useful in multi line headings of any kind and lists to order the information into logical units lpi lines per inch 6 4 and 3 lpi means line spacing 1 1 and 2 This specification of the line spacing is from the type writer and matrix printer age today it is not so usual any more M A macro is an abbreviated command in a computer program which substitutes entering several other commands or characters in a word processing program Majuscules capital letters is a font attribute To write text only capital letters are u sed Text in majuscules is much harder to read than text with capital and small letters A matrix is an arrangement of information in rows and columns The morphological box is a central element in design methodology In the morphological box the sub functions of a design and the found design solutions for the sub functions are arranged in a matrix shape By combining one solution of each sub function a complete de sign concept is derived Multimedia is the combination of text tables images sound and video sequences includ ing computer animations to a new form of information display If a person perceives such information several senses are addressed at the same time This improves the amount of learning and remembering N The non breaking space NBSP is e g used between the components of a multi part ab breviation or between
183. d and smaller capital letters are used Soft hyphen hyphenation proposal Spider Crawler The structure contains every document part number and heading but no page numbers It contains the logic of the contents the backbone It is an intermediate result and grows with further writing of the Technical Report via the states 4 point structure and 10 point structure up to the final detailed structure The Style Guide is a collection of certain notations technical terms and layout rules for a larger document from about 20 pages on It helps that within a larger work the same items are always expressed terminology or displayed layout in the same way 1 e that the work is consistent in itself T A table of contents ToC contains for each document part the document part number document part heading and page number and allows to quickly find chapters subchapters sections etc 290 B Glossary terms of printing technology Terminology is the logically ordered system of terms of a field of knowledge In text images text and structuring or connecting lines arrows boxes are aligned image like so that understanding the message is facilitated and the remembering of the contents is im proved Text images are often used on slides gt DTV Text formatting Layout A text table is a table which predominantly contains text A soft hyphen SHY is a hyphenation proposal which is entered in he middle of a word to pr
184. d designing the Technical Report switch your mind to the position of the reader and look at all details from his point of view e Including figures and tables into your text usually improves the understandabi lity but it also takes a lot of time to create them Therefore create figures and tables parallel with writing your text If you postpone this work too much time problems are inevitable e If you want to bind a brochure together with your Technical Report or cut out relevant images from it and glue them onto your copy originals you should not write notes directly into the brochure Better use note sheets which you lay into the brochure or Post it sticky notes which you fix onto its pages e The pure typing of one page of the list of references takes two or three times as long as typing an ordinary text page Therefore you should write the list of re ferences parallel with the text into an own file e After a while you will become routine blinded against your own formulations Therefore give away your Technical Report for proof reading to a person who is technically educated but does not know the details of your special project e If you are not very good in spelling and punctuation you should also give a way your Technical Report to a person who is good in spelling Evtl buy y ourself an Oxford manual of style for British English or a Chicago manual of style for American English or a similar book e Formulate the introduction and s
185. d for additional classifications key 3 4 Instructional figures 107 words ordering number of the part for external customers file name and other or ganizational information The mandatory field Document type contains text like Part list Assembly drawing Sub assembly drawing Single part drawing etc The optional field Doc ument status can contain texts like 1 Draft 2 Draft Translated Released Withdrawn This depends on the release process and regulations from the quality management Every drawing and bill of materials must contain the date of issue in the title block In practice it is the date when the drawing or bill of materials or a later revi sion of it is made available to the public Therefore fill in the date of issue with day month and year Figure 3 33 Regarding the date format please use either the format pattern yyyy mm dd or yyyy mm dd English and American format The format dd mm yyyy central European format can be mismatched with mm dd yyyy Therefore if you want to use dots to structure the date it is prefera ble to write the abbreviated month name in the middle like 12 Apr 2009 In the field Rev you fill in the revision as capital letter s like the columns are named in Excel A B C Y Z AA AB etc Another problem which occurs in technical drawings as well as in bills of mate rials is the field Sheet To explain the problems occurring here we should look to the systematic of technical draw
186. d to ap preciate the speaker Inhibitions are minimized by excellent preparation trial presentations and best physical fitness sleep clothing punctuality Intelligence is not measured by your scientificity but by your flexibility quick wittedness and art of human interaction Intermediate questions should be answered friendly completely and quickly to cost less time Key and foreign words They should be spoken out very very clearly and embraced in speech pauses Listening to yourself is the recipe for unsuspiciously checking your speech the clarity volume and speed From time to time you should listen to yourself while you are speaking to minimize problems Mimic is the language of your facial features it shall be vivid and natural i e change it from friendly to neutral or serious from time too time depending on the presentation contents Modesty is the opposite of arrogance but too much of it can be interpreted as shyness uncertainty Ideally you are modestly self confident I know much but not everything Pauses are the best of work Also in a presentation moments of silence are ap propriate pauses of thinking pauses to emphasize something pauses to let some thing continue to have an effect but do not make too long pauses in moments of uncertainty or blackout and never use filler phonemes like er r well and actu ally Personality is your main capital for the success of a good technical
187. d to the ridiculously short time of 20 30 or 60 minutes Therefore you can only select a small fraction of your Technical Report sort of a peek through the keyhole But which peek do you select For this decision you need three important phases Phase 1 In your mind try to get as much distance from your report as pos sible Phase 2 Slip into the position of your audience including professor s your boss and other experts and try to anticipate their existing knowledge attitude and expectations 218 5 Presenting the Technical Report Phase 3 You try to meet these expectations of your audience as well and complete as possible You will ask yourself Is all that really necessary How can I reach that and how large is my effort to succeed You will find the answers to these questions on the following pages together with basic rules hints tips and tricks which will help you to avoid mistakes save time and be successful Become surprised step in 5 2 Why presentations In this section the properties of a lecture or a presentation shall be pointed out and the differences between lectures or presentations and Technical Reports In addition presentation targets and presentation types are described But at first we want to introduce a few definitions of terms which are often mismatched 5 2 1 Definitions to present introduce show make clear and present present as a gift present as present tense lecture longe
188. d with the automatic bullet list feature and ready you are Now you can transfer the text doc ument to PowerPoint with File Send Microsoft PowerPoint You get one slide for each aspect or topic in the txt file the sub aspects are already formatted as list items in PowerPoint Now you can visualize your slides with graphic objects structure them by use of color add images etc see 3 8 and 5 4 1 More expensive and more professional software like M indM anager have more comprehensive clipart libraries and more features 110 3 Writing and creating the Technical Report mosgitos other insects x layer of soil on the ground near seats birds FR 7 plants PA plant facilitate _ frogs fi baskets plant splitting Fe y limit plant fish 4 Pen growth WS f A noise cars near fence f j water A near in the shadow birch collect many leaves in water NW remove er N moss pond film N design Building feeding a pond N the fish edge stones Figure 3 35 Example of a mind map for planning the building of a pond in a garden 3 4 10 Pictorial re arrangement of text REICHERT has described the method didactic typographic visualization DTV in several books In his approach continuous text is broken up shortened and visualized This improves the clearness compared with continuous text The result are either tabular arrangements of information or text graphics A text graphic consists of text which is layouted
189. de front cover sheet for a design report 0 0 ee eeeeeeeeeneeeeeeeeeeeeeees Four handwritten drafts of the title leaf of a dissertation the placement of information varies between centred left justified along a line and right justified Front cover sheet and title leaf of a diploma thesis Front cover sheet and title leaf of a design report Table of contents of a chapter according to ISO 2145 Table of contents of a chapter with indentations for a better OVEIVIEW ee nennen eh ceases eevee More typographic accentuations make the structure of the table of contents even clearer u suurssersnernesnnenneennen Leading dots and page numbers in bold type and different font size should be avoided uursessnesnnesenenneennen Different ways to structure the upper left table cell Morphological box for a fast turn off device in a nuclear power plant with several concept variants_ Morphological box for a fast turn off device in a nuclear power plant with one concept variant Example of a technical evaluation table for the chassis of a boat trailer eee eee cee eeeceeecseeeseeeseeeeeeaeesseesees Systematic structure of graphic displays according to function and contents uunseessessnessnesnnesnnnsnensnennnennnnnnnnnnennnennnen Didactic reduction of a graphic showing the water cycle in
190. de or in the middle Other layout rules define which font type and font sizes must be used In universi ties these rules may exist for an institute a department or for the whole universi ty Naturally speaking you should follow these rules University for Applied Sciences Hannover Design and Calculation 1 Automatic gear switching for a bicycle gear box Department of Mechanical Engineering Report about the task Automatic gear switching for a bicycle gear box Design Report J Miller W Michalsky M Smith U Swanson WS 09 10 Figure 3 1 Comparison of a faulty left side and a correct right side front cover sheet for a design report The right version in Figure 3 1 is fine as long as it does not disobey existing rules of the university or customer Now we want to look at the steps how to de velop the front cover and the title leaf of your Technical Report The example to explain the work steps is again the dissertation Computer aided material selection CAMS in design education Our doctorate candidate has got the information from his university which rules should be followed when designing a front cover and title leaf and he has looked at other dissertations in the university library to see good examples for the application of these rules The following information must occur on the title leaf of a dissertation e the title of the work with the additional specification e Dissertation to qualify for a do
191. der belongs to the report The documents are listed in the list of references These documents are also added to the table of contents of the Techni cal Report with the note in separate binder If you would have to list many documents with that note it is better to split the table of contents into one for vol ume and one for volume 2 Both tables of contents are then included into both volumes of the Technical Report But now the properties of the various binding types are described 3 9 Completion of the Technical Report 195 Staple paper clip Advantages Extremely cheap after removing the staple or paper clip the documents can be punched and integrated into the filing system copying with pa per feed is easily possible Disadvantages Only suited for thin documents to read the inner pages you have to bend the corners If there are many documents with staples or paper clips in a folder the upper left corner becomes very thick Saddle stitching two staples in the back of a brochure Advantages This binding is used for journals brochures and booklets of any type is extremely cheap and requires that the Technical Report has been reduced during copying from DIN A4 to DIN A5 and copied double sided Disadvantages This binding is created with a stapler with longer arm then the complete report is folded once in the middle It is possible to process max 20 sheets 80 pages with this binding type If you want to copy the bou
192. der sees your Technical Report as his browser interprets the commands The line and page break you have intended gets lost A hyperlink is connection a reference or a goto command If you click on the hyperlink you go to another position within the same file or a program is started and the file or inter net address named in the hyperlink is displayed I An icon is a small pictorial symbol on the desktop or in a computer program If you click on the icon the computer runs a function That is more convenient than using the menus An inch is a unit of length 1 inch 25 4 mm 2 54 cm The resolution of images printers copiers and scanners is specified in dpi dots per inch The word index is Latin and means forefinger pointer overview title and table of con tents It is the international name for the list of keywords with page numbers to quickly find the relevant text passages The introductory column of a table is the first column from the left It contains the generic terms of the entries in the rows Therefore it is often accentuated by typographic means e g with a double line or with a gray background International Standard Book Number ISBN for books monographs International Standard Serial Number ISSN for journals and serial publications L The term layout summarizes all measures to influence the appearance of information on the paper This includes the document or page layout resp for example defining th
193. df berne pdf The Berne Convention is binding under international law since 1886 It has un dergone several revisions Therefore since 1908 people call it Revised Berne Convention RBC Article 5 1 states that every country which has signed the treaty accepts the copyright of publications created by inhabitants from other treaty partners in the same way as it accepts the copyright of publications created by the own inhabitants This equal ranking of foreign authors and domestic au thors makes it unnecessary to investigate in foreign copyright law details because the protection of authors rights comes into effect automatically without any regis tration or copyright annotation The RBC guarantees the copyright protection for at least fifty years after the author has died The EC has elongated this period to 70 years in 1993 to harmonize the copyright regulations in Europe The United States followed this example with the Sonny Bono Copyright Term Extension Act in 1998 136 3 Writing and creating the Technical Report Since 1967 the Berne Convention is managed by the World Intellectual Property Organization WIPO The World Trade Organization WTO has passed the Agreement on Trade Related Aspects of Intellectual Property Rights TRIPS at the end of the Uruguay Round of the General Agreement on Tariffs and Trade GATT in 1994 for its member countries Since most countries in the world are WTO members even countries which did not sign the
194. different document parts of the Technical Report have different document part headings different font size with and without underlining with and with out document part numbers and different methods to emphasize text are ap plied bold italic indented e Within one work parts have different part names in different chapters e The hierarchy of the document part headings is not consistent e The graphic design in drawings usage of boxes bars lines arrows section li ning or area fill patterns is not consistent To create a consistent report the tools style guide subchapter 2 6 and re port checklist section 3 9 1 have proven their value Especially during the initial stage of a project it is often hard to use the established technical terms in a correct and consistent way To assure a consistent use of terminology include all techni cal terms which are important for your project evtl with synonyms which are also used in the literature with a short definition into your style guide or into a terminology list These lists or files are constantly updated with the progress of the project If several group members are working on the report the updates should be exchanged weekly or even more often The following rules are useful for writing the text e Always keep the latest version of the structure in sight it is the backbone giving you guidance and support during formulating the text e When formulating an
195. dium CD ROM online magnetic tape disk others involved edition if not 1 edition Loca tion publisher year of publication date of last modification update or ver sion date when cited evtl also time other data as specified below in this checklist like access data ISBN ISSN number CARROLL Lewis Alice s Adventures in Wonderland online Texinfo ed 2 2 Dortmund Germany WindSpiel November 1994 cited 30 March 1995 Chapter VII A Mad Tea Party Available from World Wide Web lt http www germany eu net books carroll alice_10 html SEC13 gt Contribution to a source of literature from the internet Surname s and first name s of author s Title In series evtl volume issue number first and last page number of contribution DOI number or information regarding the last update and or version URL URI or starting URL URI and description of clicks you have to perform to go to the desired page date when cited evtl also time Electronic mailing lists discussion forums Title Type of medium Location publisher or owner of the forum date when published date of the citation other data access data Parker Elliot Re Citing Electronic Journals In Pacs L Public Access Com puter Systems Forum online Houston Tex University of Huston Li braries 24 November 1989 13 29 35 CST cited 1 January 1995 16 15 EST Available from Internet lt telnet brsuser a cni org gt 3 5 Literature citations
196. drawings or verbally and graphically From here on two different options how to proceed are possible The first evaluation procedure exactly according to the rules of design me thodology in VDI 2222 to 2225 concept variants are defined according to VDI 2222 sheet 1 These concept variants are usually marked in the morphological box with coloured or otherwise distinguishable lines Please refer to Figure 3 10 to see such a morphological box with several concept variants Then these concept va riants are evaluated with respect to their technical and economical properties The results of this technical and economical evaluation will be summarized in the s diagram In the s diagram you can recognize the best suited concept variant Yet during the technical and economical evaluation the designer has to define how strong the different technical and economical aspects should be weighted In the second evaluation procedure only one concept variant is selected At first a morphological box is arranged without marking concept variants Then all design solutions of the sub functions are verbally evaluated This means that for all design solutions of the sub functions their advantages and disadvantages are listed in bullet lists The design solution that shall be used is announced in the text in a separate line as follows selected lt complete name of the solution of the sub function gt Then follows a short explanatory statement of about one t
197. dures if the image quality is too low and you still have enough time to keep your deadline In Checklist 3 7 some rules for creating photos in Technical Reports are intro duced 84 3 Writing and creating the Technical Report Checklist 3 7 Rules for the design of impressive photographs Exposure e Exposure of slide films oriented towards bright areas light e Exposure of negative films oriented towards dark areas shadow e Slide film reacts already to overexposure or underexposure of half an aperture step negative film starts to react if the difference is at least one aperture step e Therefore Dias should be slightly underexposed negatives should be slightly overexposed e Digital photos are often far too dark In interior rooms you should use artificial light Picture detail selection e Close to the object or people leave out distracting information emphasize details e Select unusual perspectives worm s eye view bird s eye view e Ifthe size of the displayed item is not imaginable for all readers without problems other items should be shown for a size comparison which are well known to the readers Examples Ruler man hand finger tip banknote coin etc If you just specify a measure e g 1 25 most readers cannot correctly estimate the dimensions e Try out portrait instead of landscape format and vice versa Light and shadow e Light from the side enhances the contrast
198. e laws and regulations and therefore free for general use Cover design WMXDesign GmbH Heidelberg Printed on acid free paper Springer is part of Springer Science Business Media www springer com Preface Technical Reports are usually written according to general standards corporate de sign standards of the current university or company logical rules and practical ex periences These rules are not known well enough among engineers There are many books that give general advice in writing This book is specialised in how to write Technical Reports and addresses not only engineers but also natural scien tists computer scientists etc It is based on the 6 edition published in 2008 by Vieweg in German and is now published as 1 edition by Springer in English Both authors of the German edition have long experience in educating engi neers at the University of Applied Sciences Hannover They have held many lec tures where students had to write reports and took notes about all positive and negative examples that occurred in design reports lab work reports and in theses Prof Dr Lutz Hering has worked for VOLKSWAGEN and DAIMLER and then changed to the University of Applied Sciences Hannover where he worked from 1974 until 2000 He held lectures on Technical Drawing Construction and Design CAD and Materials Science Dr Heike Hering worked nine years as a Technical Writer and was responsible for many CAD manuals in German and English
199. e shall contain the structure at the left margin The current point of the presentation structure is emphasized with bold print The emphasis can also be made with a dif ferent color like red On the title slide and the structure slide the presentation structure at the left margin and the heading can be left out The structuring lines can also be left out 5 4 Creating the presentation 247 Burner integrated suction when welding Presentation by Dipl Ing Franziska Benz Institute for Welding Technology Hannover University on the DVS conference Current state of welding technology on Oct 27 2009 in Hannover Hannover University alel Title slide Slide 1 of the example presentation Burner integrated suction when welding Franziska Benz Hannover Health vs seam quality Suction of welding pollutants e burner integrated e optimized design e verified quality Summary and outlook Hannover University l Structure slide Slide 2 of the example presentation 248 Burner integrated suction when welding Health vs seam quality Suction of welding pollutants burner integrated optimized design verified quality Summary and outlook 5 Presenting the Technical Report 40 years with welding pollutants gt IR ee St ed ore Hannover University tel Introduction slide Slide 3 of the example presentation Well known Burner integrated suction when weldin
200. e using the program Commercial CAD programs are expensive In the internet there is a page where they offer several CAD programs free of charge www freebyte com Programs for creating vector graphics files and CAD programs have partly sim ilar functions One advantage of many programs for creating vector graphics files and CAD programs is the possibility to create graphics elements on different le vels or layers If you edit such a graphic file you can turn off the levels which are momentarily not needed Such features are partly also available in pixel graphics programs No matter which software you use sometimes it lasts quite long to create PC graphics but you will be rewarded with good looking results C hecklist 3 8 Checklist 3 8 Advantages and disadvantages of graphics and CAD programs Advantages e The graphics look tidy there is a consistent overall impression e By using fill colors and fill patterns area graphics can be created e Changes can be done quick and easy You should use a graphics program which allows drawing on different levels also called slides or layers e The graphics can also be integrated in word processing or desktop publishing DTP programs This enhances the Technical Report optically e If you use CAD programs a perspective 3D display and the different views can be easily created once the object data has been entered e Employers expect that you have learned how to use standard software
201. e break should best be done only once but thoroughly during the final stage Formulating the text and selection or creation of figures and tables should always run parallel with writing text Unfortunately drawing images lasts quite long If you postpone this to the end time problems are inevitable Handwritten notes and sketches are absolutely sufficient in the initial stage to overcome the first writing barriers and to get a feeling for which information should be presented in which document part If the Technical Report is then writ ten in a first version on the PC you can mark text parts which are not yet ready Not yet ready text parts may occur if you want to re read or verify contents later but you want to continue with writing text at the moment Here the common use of the marking has proven to be practical This marking can be found easily using the function Edit Find Use this marking wherever you still need to look up or add details later Also if you are not finally happy with your own formula tions and want to rework the text later it is useful to mark the text with the mark ing H If you have found passages in your own texts which need to be re worked but you did not do this because of time pressure it is very probable that your supervisor or customer complains about it Therefore it is better that you do not compromise with yourself and correct text passages you were not contempted with yourself im
202. e figure and table numbers and automatic cross references with Word 3 7 Using word processing and desktop publishing DTP systems 167 Preparations Open a new file e g lists doc Switch on normal view and the display of non printable characters with the function show hide hidden text Non printable characters are e g the paragraph end marks the symbols of space characters index entries as well as comments which are formatted as hidden text with the function Format Font Please take into consideration that the line and page breaks change if you switch the hidden text on or off Now tell Word which files shall be used for the creation of indexes and tables Select Insert Field Categories Index and tables Field names RD Plea se read the description in the function window It says Creates an index a table of contents or a list of tables from several documents If you click on the OK button you insert an empty RD field Select this field with the mouse and make sure that the limiting brackets are both selected in the following e xample these brackets are underlined Copy this RD field with Ctrl C and Ctrl V so often that there is one RD field for every text file which must be inc luded Then enter the file names into the RD fields e g RD 1 intro doc RD 2 plantrep doc RD 3 createtrep doc etc Table of contents Fehler Textmarke nicht definiert If you want to a
203. e fuel consumption measurements table heading 16 table number Figure 16 table label Results of the fuel consumption measurements table title If the table is continued the table heading may get a comment that the table will be continued on the next page This is useful because the reader then knows of the continuation right from the beginning of reading the table The following examples show this and other possible methods of informing the reader about the continuation In the following examples the complete table is visualised by two short lines At first an example of a table which expands across one page only Table 16 Results of the fuel consumption measurements ne Now an example how a table can be labeled which expands across more than one page On the left there is the table heading on the first page of the table on the right is the table heading on the follow up pages 3 3 Creating good tables 59 Table 19 Res lt to be continued gt Table 19 Res lt continued gt pf In this example tables that expand across several pages keep their table number and title on the second page and all subsequent follow up pages They differ only in the comment lt to be continued gt and lt continued gt directly after the table heading If a more explicit labeling is desired the comment lt to be continued gt can also appear at the end of the table Table 19 Res Table 19 Res lt cont gt Table 19 Res lt c
204. e identical in the text and in the table of contents e Has the automatically created table of contents been updated Contents e The names of sub functions must be identical in the verbal assessment in the morphological box and in all other descriptions in the Technical Report regar ding number name and order e Reduce sentences in your mind to check whether they are logic i e leave out sub clauses and ellipses Is there a complete sentence left Spelling and layout e Is the text left and right justified Is automatic hyphenation switched on e Is the sign fora range of numerical values either to or e No space character before full stop colon comma semicolon exclamation mark e Always use a tab between bullet and list item e Are bullets used consistently on different hierarchy levels in lists e There is always a space character between physical value and physical unit e Before and after each mathematical operator x lt gt etc there must be one space character The signs and are placed before the numerical value without space character e All types of brackets i e and lt gt enclose the text directly without space characters The same is true for quotes and Figures and tables Figures have a figure subheading tables a table heading e Avoid too thin lines line thickness pt because of problems when copying e
205. e important means for your personal contact with the audience These hints in abridgment shall emphasize and complete the recommendations in subchapter 3 4 In addition a specialty of the presentation visualization shall be addressed the animation Animation An animation lat sensitization vitalization we understand all that lives i e all that moves in a visualization during the presentation In the report there are only static images The presentation is loosened emphasized and improved at least by the image changes but also quite frequently by the animation of parts or elements of an image if this is not exaggerated Two good examples for animations 1 List items appear one after another blink or change their color when they are addressed 2 Complex or time dependent discontinuous relations or processes like the scheme of the production of a motor the kinematic of a sewing machine or the material flow in a power plant can be displayed clearly but costly by empha sizing the current phase with a background color a frame strong colors or blinking 246 5 Presenting the Technical Report But Avoid time dependent animations if you have to fight against stage fright It is better if you click each step on your own wireless mouse Poor animations Constant movement on the projection wall steady stimulus satiation by action and shapes and evtl additional background sounds like fizzling humming or scraps of m
206. e in general texts In schools as well as in universities reports protocols and presentations are written with computers This implies that basic knowledge of structuring texts typogra phy syntax style etc are already taught there Yet in reality this knowledge is in most cases improvable Due to the differing prior knowledge in this section only those general rules for good writing style are shortly listed which are useful for all sorts of non fictional texts Please remember that a Technical Report must be written clearly understandably and oriented towards the target group s Check list 3 12 shows general rules for a better understandability of texts which are also valid for other non fictional texts than Technical Reports Checklist 3 12 General rules for a better understandability of texts e Formulate short sentences e If possible use only one main clause with one or two subordinate clauses or two main clauses connected with a comma or semicolon e Do not use too many foreign words e Explain foreign words and unknown abbreviations when they occur the first time e Avoid too many abbreviations e Use introductory and connecting sentences to guide your readers with words In these sentences you can refer to the structure or table of contents conclude the facts described so far build a connection to the next document part or introduce a new document part e Use descriptive formulations write vividly and
207. e left side The table of contents contains one entry for each document part heading marked with the appertaining formatting templates in the text The entries in the table of con tents are clickable links Saving your document in HTML format is not very comfortable since the links cannot be exported 3 8 Creating slides with presentation graphics programs 175 3 8 Creating slides with presentation graphics programs Slide presentations are the most common means to visualize oral presentations see chapter 5 but slide presentations are also used as an alternative to text files to present technical information Such presentations often occur in the following situations e A project leader summarizes the current state of his project in a PowerPoint fi le and sends it instead of a project report with long text via e mail e A presentation serves as product information for customers i e for promoti on e The presentation is created for self study e learning i e for instructional purposes Since the viewing situation when looking at such a presentation for self study is completely different from looking at presentation slides during an oral presenta tion different rules apply for the slide design In this section you will find hints for the design of slide presentations for self study and smaller meetings These hints refer to PowerPoint 97 or 2000 2003 resp and OpenOffice Impress This book can only show the basics You can find mo
208. e literature Work steps e Elaborate the text on a computer to be performed e Create or select figures and tables partly parallel e Develop the detailed structure or overlapping e Perform the final check e Print copy originals or create PDF file e Copy and bind the report e Distribute the report to the defined recipients This list is complete but the clarity can be further improved To accomplish this network planning is applied L Hering H Hering How to Write Technical Reports DOI 10 1007 978 3 540 69929 3_2 Springer Verlag Berlin Heidelberg 2010 6 2 Planning the Technical Report This network plan is always repeated when the different steps to create a Tech nical Report are described where the current work step is marked in gray Please keep in mind that the amount of work to create a Technical Report is regularly completely underestimated To avoid this make a proper assumption of the required time and double the estimated timeframe Start early enough to create your Technical Report no later than after 1 3 of the total timeframe of your project 2 2 Accepting and analyzing the task When you write a Technical Report there is nearly always a task which you ei ther selected yourself or it was defined by someone else You should analyze this task precisely during the planning of the Technical Report Checklist 2 2 Checklist 2 2 Analysis of the task to write a Technical Report e Who has defined th
209. e marked by boldface typing so that you can find the requi red information quicker e The numbering of tables figures and checklists which also appear in the ac cording list of figures etc follows the syntax lt chapter number gt lt current number gt In examples the numbering syntax is lt current number gt If you read this book from the first to the last page you will notice that several information is presented more than once This was done on purpose Most in formation required to create a Technical Report is closely linked with other pieces of information In order to present each section of this book as complete as pos sible in itself and to avoid too many cross references which would disturb fluent reading we tried to give all the information you need to complete the task which is just described in the current section of the book We recommend all of you who are not very experienced in writing Technical Reports to read chapter 2 Planning the Technical Report and subchapter 3 7 Using word processing and desktop publishing DTP systems before writing your next Technical Report Each writer s problem described in this book has occurred in Technical Reports submitted by students or during the authors supervised the writing of diploma bachelor master or doctorate theses In addition the daily professional experience of the authors and many comments of our German readers have influenced the contents and layout
210. e mouse click if you use the indention buttons next to the list buttons i With Word 2002 this was not so comfortable and therefore the authors have created own paragraph format templates e g Level2 for the second level The selection of the font type is also a very important decision Fonts from the Times family have proven to be adequate for larger amounts of text Due to the serifs the small lines at the ends of the letters the reader can hold the line well during reading When he switches to the next line his eyes do not erroneously jump to the over next line The reader is well accustomed to these fonts from read ing newspapers or books Fonts without serifs e g Arial Helvetica can be used for title leaves and overhead slides The normal fonts are proportional fonts The distance from the end of one let ter to the beginning of the next letter is constant These fonts are not so well suited for the design of figure tables where it is necessary that the figures have the sin gle tenner hundred and thousand digits aligned one below the other For example the digit 1 is narrower than the other digits A font with fixed spacing e g Courier Lucida Console Monospaced might help in this case Here the distance from the middle of one letter to the middle of the next letter is constant If you de sign tables with these fonts you will not have to use tabulators so much Simply adding space characters is enough to create comm
211. e on the rear side of the figure e g only into the corners and glue the figure in Now you can use the ruler to check whether the figure is straight If not move it carefully Twist up adhesive stick glue stick is reliable Compared with all purpose glue it has the advantage that you can use a knife to get off the figures again To adjust them at a new position or to use them in a different context The montage glue Fixogum has the advantage that the figures can be re moved stripped off very easily You can even get off newspaper paper How ever this glue has the disadvantage that after four or five years all figures that you have glued in become loose and that the paper gets yellow at the glue spots If you use transparency paper the glue shines through evtl copy the image or drawing from transparency paper to pure white paper and glue that in When copying the edges of the glued in figures might be visible on the copies Then you have two options Change the contrast at the copier or if the copies may not become brighter cover the edges on the copy original with correction fluid You can also make a good dark copy and cover the undesired edges with correction fluid there Then this processed copy becomes the new copy original For all labels you want to write by hand and colored accentuations of different information e g distinguishing the variants in the morphological box colored underlining etc there are some r
212. e page mar gins usage of a page header and the definition of paragraph and character formats selec tion of the font type and size for document part headings text figure subheadings table headings indentions accentuations italic bold underlined usage of bullets in unstruc tured lists as well as the definition how labels in images and tables shall be designed Library of Congress Control Number LCCN formerly Library of Congress Catalog Card Number for publications which are registered by the American National Library Leading dots between document part heading and page number in the table of contents help the eye to hold the line and thus lead the eye to the page number They are also used in all other lists and indexes with page numbers A legend is a bulky explanation for tables and figures which is delivered to the reader in addition to the figure subtitle A legend is always located below the table or figure Some B Glossary terms of printing technology 287 times it appears in a box In English the term legend is also used as a synonym for figure subtitle and used in opposition to a figure caption above the figure which we call figure title in this book to distinguish it from the legend The word processor program automatically starts a new line break e g if the page mar gins are changed A line break before the end of the line can also be manually created by pressing the Shift keys If the text is left justifie
213. e shall be measured with holographic interferometry target identification of the influence of con tainer geometry welding zone heat affected zone and intentionally added ma terial flaws on the deformation of the steel container 2 Step Subdivision into 3 to 4 main items 4 point structure e State of the art e Testing plant design e Test execution e Test results 3 Step Subdivision into 8 to 10 main items 10 point structure Introduction State of the art Testing plant design Test preparation Test execution Evaluation of the interferograms Estimation and classification of measurement flaws Proposals for continuing works Conclusions 4 Step Further subdivision of extensive main items Chapter 5 can be subdivided by the type of the executed work steps into esti mation of the required inner pressure in the testing container description of the unintended material flaws in the welding zone the heat affected zone and the intentionally added material flaws description of the measurement points in fluence of the container geometry In chapter 6 the evaluation of the measuring results can be subdivided into the local influence of the weld seam and welding zone and the types of intentional ly added material flaws 5 Step Further subdivision into the final detailed structure parallel with the further elaboration of the Technical Report 6 Evaluation of the interferograms 6 1 Relative deformation extremae 6 2 Influence of the heat affect
214. e should be avoided Subheadings without an own document part number do never occur in the table of contents Examples are subheadings marked with a b c B W or just with bold type Unnumbered subheadings are used e g to avoid a subdivi sion into the fourth level They can also occur within calculations Different from document part headings subheadings may have a colon at the end if they have an announcing character If there are four or more hierarchy levels the indentations reach relatively far to the right Therefore many document part headings can stretch across more than one line In addition the vertical distance to the superordinated document part heading becomes quite large To avoid these problems there are several options e The table of contents may be layouted in a smaller font size than the normal text e g normal text in 12 pt and the table of contents in 10 or 11 pt e Subheadings without document part numbers can be used see above e Subheadings with document part numbers are used which do not occur in the table of contents actually this should not happen in Technical Reports see next item 3 1 Parts of the Technical Report and their layout 43 e Subheadings with document part numbers are used in the text which do not occur in the overall table of contents However they are listed in a detailed ca pitular table of contents This approach is sometimes applied in larger docu ments
215. e some more typographic rules which are not standardized but which have be come popular and should be adhered to Table 3 11 Table 3 11 Common abbreviations and notations EUR Euro kN Kilo Newton 1 000 Newton the small letter k is used for all units beside Byte KB Kilo Byte 1 024 Byte t a tons per year amp The ampersand et symbol should only be used in company names it is not allowed in continuous text as a substitute or abbreviation for and This is also valid in presentation slides Therefore the following is wrong against falling out of persons amp devices It should be against falling out of persons and devices 3 7 Using word processing and desktop publishing DTP systems 165 3 7 3 Details about text accentuations Text accentuations are typographic means to emphasize certain figures words or phrases compared with the continuous text They have already been addressed a little in section 3 7 1 Document or page layout resp and hints on editing Now we want to summarize the hints and give examples for their usage Table 3 12 Table 3 12 Typographic means for text accentuations with examples of their usage lt to be continued gt Typographic means Fields of use document part numbers and headings titles figure and table labels strong emphasis compared with continuous text italic in formulas for scalar values like U J F L D z weak emphasis compa
216. e symbols for insert delete space character insert continue paragraph etc 184 3 Writing and creating the Technical Report Correction markings in the text Corrections Letters which must be crossed out are marked like this here The H Ak letter stands for the Latin word deleatur it shall be deleted The horizontal line with vertical bars is not only used for deleting text but also for replacements and for the exchange of ppeeistisedletters H certaia Text areas running across several lines are d mitharertt imc andend 2 j etthebegimi If only one letter is to be deleted c or wrong then i i Conmected as ft mh le shown If thef are several corrections of this typ in one lif t the x ne fe ne correction characters are varied Each correction character appears only once in the same line The diagonal line with hook s crosses out the wrong character at the margin there is a replacement for the character Wrong punc tuation should only be underlined in the text so that you can see gt better what stood there before For a different character formatting the relevant word or the text passage is underlined with a wavy line and the desired or wrong formatting 1s noted 1m the margin e g 1 italic b bold u underlined etc Sometimes a eats undesired correction must be canceled If larger amounts of text must be inserted as correction for which the space in the right margin is not sufficient
217. e task aprofessor or an assistant in case of a report written during your studies a supervisor the development team aconsulting company acustomer you yourself e g if you write an article for a scientific journal e Did I understand the task correctly e Who belongs to the target group For whom do I write the report Please take notes accordingly e Which contents shall my report contain Please write that down 2 3 Checking or creating the title 7 e Does the task already contain a correct and complete title e Which work steps are necessary e Which help and assistance do I need help by people e g advice giving specialists help by equipment e g a color laser printer help by information e g scientific literature This work step is called Accept and analyze the task in the network plan it is marked in gray In addition during the planning of the report the following questions must be answered e Which shall be the title of the report develop a proposal and discuss it with the supervisor or customer e Which work steps that are not mentioned in the network plan need to be ac complished e Which background knowledge interests and expectations do the readers of the Technical Report have e How do I organize the required help e Which help and work steps are time critical 2 3 Checking or creating the title In the next step see network plan the title which in most case
218. e than one line 60 positioning oes 60 table label automatic creation 171 table numbering 59 table of contents ee 37 automatic creation 166 capitular table of contents 43 C Index end cheeki n ei 43 final printout e 42 indentations _ een 38 leading dots e 38 manually typed 43 overall table of contents 43 typografic design 38 ablesen een 53 annex material in the appendix 54 CONTINUATION nneeeeenernnneneneennen 58 cross references in the text 60 desien ae 54 footnotes eccere 57 149 glueing straight with ruler 188 header 53 introductory column 53 legend nn 57 note of reference s s s 61 numbering 2 eects 58 readability check 56 Sh ding oy cise cecideveceecesaseveosee estes 56 SLTUCLUTINE ooo eee nenn 56 swing out creation s 189 table headingsttitles 58 upper left cell 53 very wide nesine 57 tables list Of nenne 46 target STOUP nennen 158 task ee 46 teamwork nneenneesnesnesneennennnen 203 technical drawing 105 approved by eee 108 Centre lines nneen 106 created by ooo eects 108 date of issue ne 109 document status 109 document type 109
219. e used beginning on the last page of the text Endnotes can be converted to footnotes by pressing a button and vice versa The area of typography page margins font type font size etc brings also possibilities to improve the understandability of non fictional texts but only in a wider sense In a wider sense because the typography belongs more to recogniza bility or perceptibility than to understandability A quite important rule in this con text is The wider the printing area is or the longer the lines are the larger the line spacing should be Good figures and tables open up the text complete it and address other ap perception channels than continuous text So the author can display the informa tion in several ways and on more than one level and the reader can follow the flow of information better Therefore you should use many figures tables and bullet lists as well as pictorial or tabular re arrangements of text see sections 3 3 5 and 3 4 10 Examples also make the text illustrative However too many examples can have a negative influence on the briefness and conciseness of your texts On sentence level there are also some rules which improve the understandabil ity of non fictional texts very much Checklist 3 13 In addition the translatability into foreign languages is improved if you keep these rules Checklist 3 13 Rules for better understandability of texts on sentence level e The sentences should be as short and
220. e words in extreme cases even between the individual characters To influence the hyphenation there are special characters These are non breaking space protected hyphen and soft hyphen In Word you reach these characters in the menu Insert Symbol or Special charac ter tab Selection 2 The non breaking space is used between the components of a multi part ab breviation or between abbreviated titles and family names It creates a constant word distance which may be smaller than between normal word distances if the text is left justified and right justified Also the non breaking space prevents the automatic hypenation so that names like Dr Mayworth abbreviations like e g i e figure or table labels like Figure 26 as well as value and physical unit like 30 C 475 MPa etc are not divided but stand together on the next line In Word you create a non breaking space with the key combination Ctrl Shift Spacebar 3 7 Using word processing and desktop publishing DTP systems 161 The protected hyphen shall similar to the non breaking space or protected space circumvent a hyphenation It is e g used in words combined of a letter and a word like e mail X rays etc If you enter hyphens you should insert soft hyphens key combination Ctrl and Minus in the normal keyboard If you enter normal hard hyphens only Mi nus in the normal keyboard and insert or delete text later on the hyphens appear somewhere in the
221. eadquarters in Genf www wto org Z Zip file compression C Index A abbreviations ee 152 ABC rules unanasesies 117 bstrael rss 46 accentuation vneneeeennneenneneneennnenen 157 acknowledgements 46 adhesive binding 198 annex material ce 47 appendix catalogues oo eee eee cece 49 manufacturer catalogues 49 one chapter oo eee eee 48 page numbering 48 separately bound 196 several chapters _ 48 SUCUT ersehnten 48 structure acc to ISO 7144 48 ttle leaf a 49 appendix appendices 47 assembly dimensions 107 assembly drawing 106 107 author NAMES 2 00 ee eeeeeeeeeeeeees 123 automatic creation of labels 171 automatic list creation ToC LoF LoT Index correct page numbers 170 formatting templates 167 Preparations eee eeeeeeeee 167 too little main memory 170 B backbone eeeen 10 back up copies of files 207 209 bibliographical data 114 121 abbreviations cccesceeeeee 125 acc to ISO 690 and ISO 690 2 127 author names cceeeeeeeee 123 elements 3a see 127 Strucl re sn ana 127 bibliography ee 122 bill of materials 22 105 111 approved by u
222. early enough to have time for preparing the written examinations at the end of the term or semester If you want to finish the Technical Report during the semester break you should check whether the paper shop is closed and buy paper card board printing ink toner diskettes CDs forms transparency paper etc well before the date of submission or before holidays Also you should copy files and forms offered by your professor like part list forms example entries to part lists etc early enough so that you do not get time problems during the Christmas break or summer break You should apply this ap proach for all default documents and default procedures provided by your supervi sor i e also for example computations special diagrams work sheets etc If you have to search much in the internet for your project save interesting ad dresses as favorites You should think of managing your favorites in subfolders sorted by topic It is useful to export your favorites from time to time in Internet 4 6 Personal working methodology 211 Explorer File Import and Export You will get an HTML file with clickable links and can enter comments and intermediate headings providing a structure to all the links You can also use this file for team meetings or the next visit to your supervisor or customer During the initial stage you should not invest too much effort for the optical appearance of your Technical Report Reworking the line and pag
223. eas but it is not very clear Figures are also very exact but com prehensive figures tables are also not very clear even if you apply an optimal table design If the figures are visualized in a diagram the clarity is improved a lot Many other situations can be explained much simpler and clearer in figures than in verbal descriptions or tables and formulas Figures are an eye catcher they are noticed first Information which is graphically displayed can also be read and computed much easier Figures create associations in the reader s brain and thus activate the fantasy Therefore graphics are motivating and memorable Partly they can even substi tute detailed text descriptions Figures emphasize structures and visualize the real life Figures facilitate and intensify understanding processes Therefore in formation presented in figures can be remembered much better than read infor mation The efficiency of information transfer becomes better 3 4 Instructional figures 71 However figures are not always the best way to present information Abstract information can be better described with text It is important to find a good mix ture and assignment The author decides which information shall be displayed as text which information shall be displayed only in a figure and which information shall be offered in both ways In this context people use the term text figure relationship This text figure relationship must be well planned In additi
224. eating the Technical Report 3 5 4 Citations in the text How a citation is marked in the text depends on what is cited and whether the ci tation is literal or analogous We have to distinguish e literal citation of text e analogous citation of text e exact copy of a figure or a table scanned photocopied redrawn e analogous citation of a figure or a table adopted to the own information target by means of modifications Every publication from which information is cited must get a citation in the front in the continuous text and an entry with all bibliographical data in the back in the list of references It is not allowed to copy five articles from journals put them into a plastic pocket and label the pocket with Brochure 5 if the five articles thematically belong closely together but have been published in different journals and written by different authors It is also not allowed to type a citation directly behind a document part heading and to hope that the readers will under stand that Basically all literature should be at first listed in the back in the list of refer ences in the next step the cited information in the front should be typed into the text For large projects with intensive literature work the following work technique has proven to be practical For all cited publications you should not only note the bibliographical data but also unique identifiers ISBN for books ISSN for jour nals SICI for article
225. echnical Report Spring binder Advantages Spring binders are available in different variations The sheets are not punched but put into a protecting plastic cover and clamped together with a plastic bar with a groove spring strip The spring strips are available in differ ent thicknesses If the sheets shall not be punched but still presented in an opti cally attractive form this binding type is suited well like sheet protectors Fur ther copies can be made easily with paper feed Disadvantages The number of sheets is limited to about 30 to 40 sheets sheet protectors are hard to clamp because they are too smooth The bound report does not stay opened it shuts itself again Spring strip Advantages The spring strip is similar to the spring binder but it is much cheaper because it does not have a plastic cover Disadvantages The spring strip does not provide a container for the sheets it only provides a losable connection of the sheets File binder Advantages You can turn the pages well the pages remain opened sheet pro tectors can be integrated easily copies can easily be made with paper feed it is possible to bind comparatively many sheets in 8 cm file binders you can bind up to 500 sheets without staples and paper clips Disadvantages File binders usually need much space on the shelves and are rather bulky in opened state Besides if you often turn the pages the holes may become frayed The only countermeas
226. ecimen shape experiment parameters temperatures physical chemical properties etc all measured values or test results with all parameters used evaluation formulas with complete bibliographical data of used references Provide so much information that someone else will measure the same values or find out the same test results as you if he she executes the experiments ex actly under the described conditions Structure pattern of an experimental work Target and scope of the test Theoretical basics The laboratory experiment test 3 1 Testing rig design 3 1 1 Testing machine plant rig or device 3 1 2 Used measuring instruments 3 2 Test preparations 3 2 1 Specimen preparations 3 2 2 Setup of the starting conditions 3 3 Test execution 3 3 1 Execution of the preparation tests 3 3 2 Execution of the main tests 3 4 Test results 3 5 Test evaluation 3 6 Estimation of measurement flaws Critical discussion of the laboratory experiments tests Conclusions References Measurement protocols of the preparation tests Measurement protocols of the main tests Now we want to give you a short introduction to a different type of document or Technical Report before we will provide you with a structure pattern for that document type Manuals and instructions for the usage for complex technical products should be written by technical writers However in practice they are often written by en gineers During engineering study courses the supervisor
227. ed e Landscape format must be readable if you turn the page by 90 clockwise binding margin is at the top Miscellaneous e Cross references in the text referring to document part numbers figure and table numbers page numbers document part headings etc should be checked for correct numbers and compared with the table of contents list of figures list of tables etc e Folded tables and figures swing outs should be folded so that they are not cut into pieces when the report is cut after binding Completion of the Technical Report e Plan sufficient time for proof reading and end check e If you use formatting templates and automatic creation of lists and cross references all fields must be updated press F9 key e When proof reading check the text of cross references to figures and tables whether you refer to the right figure or table resp e Pages which must be copied with photo key should be processed separately e Figures which need to be glued in must be cut so that they have straight and rectangular edges They should be glued onto the copy original pages with drawing board and ruler e Always use a new binder 3 9 2 Proof reading and text correction according to ISO 5776 During the final proof reading see the next figure all remaining errors in the Technical Report should be found The following error types are nearly always still existing in the Technical Report wrong wording or wrong vocabulary if t
228. ed e g translator editor Location s pub lisher edition if not 1 edition year of publication If there is a CD ROM DVD or video cassette as a supplement to the book you have to add a note at the end of the bibliographical data e g incl 1 DVD ISBN number LOMINIADZE DG Cyclotron waves in plasma Translated by AN Dellis edited by SM Hamberger Ist ed Oxford Pergamon Press 1981 206 p International series in natural philosophy Translation of Ciklotronnye volny v plazme ISBN 0 08 021680 Contributions to host documents Surname s and first name s of au thor s Title In Surname s and first name s of author s Edited by Title volume Location s publisher edition if not 1 edition year of publicati on section or chapter number and title first and last page number of contribu tion ISBN number Contribution to a scientific series Surname s and first name s of author s Edited by Title In Title of the series volume Location s publisher edi tion if not 1 edition year of publication other data ISSN number Part of a monograph PARKER TJ and HASWELL WD A text book of zoology vol 1 revised by WD Lang London Macmillan 5th ed 1930 Section 12 Phylum Mol lusca p 663 782 Contribution to a monograph WRIGLEY EA Parish registers and the historian In STEEL DJ National in dex of parish registers London Society of Genealogists 1968 vol 1
229. ed measuring procedures Rules for citing tables and figures 1 If you copy a figure or a table from a source without changing the contents there are three ways of presenting the citation As seen for citing text you can type the normal citation That is you specify the number of the literature source in the list of references or the author s name year of publication and evtl page numbers or section Again we recommend square brackets In any case the citation appears behind the figure subheading or table heading Quite frequently the note Source author year pages with rounded brack ets is used If you have enough space it looks more balanced to write this note left justified with the rest of the figure subheading or table heading on a sepa rate line see the example Figure 23 below In case of figures from brochures or corporate publications or company home pages you can also use the note Corporate photography plus company name Examples Figure 13 Section through an Otto motor 15 p 50 Figure 15 Different combustion chamber geometries 18 Figure 17 Fuel consumption b with different combustion chamber geometry and equal cylinder capacity MILLER 1990 S 35 Figure 19 Octane rating depending on Benzol concentration MEHRING 1992a Figure 23 Percentage of lightweight construction materials in self weight of formula 1 cars from 1950 to 1995 Source LEHMAN 1995 p 81 Figure 28 Different designs
230. ed out to the audience the first present In section 5 3 4 we have already discussed how the structure of a presentation or lecture is build up in contrast with the structure of the report described in sec tion 2 4 4 Figure 5 7 shows a structure design plot which will later be used for the example presentation Burner integrated suction when welding It is important that you leave out everything which is unnecessary on the Slides No Speaker no Presentation of no Contents no Structure no Welcome no Introduction no Closing words no Thank you This structure shall not represent all the contents of the presentation it shall just give a rough orientation for the audience The audience will quickly get used to this short and dense presentation struc ture and the speaker can have this structure completely present in his her mind and 242 5 Presenting the Technical Report always in sight what makes your presentation appear more complete The graph ic design of this structure can vary as much as you like as long as it is not overburdened The few a little vague items of the structure also have the advan tage that they do not determine the speaker too much the audience will check whether all items have been covered in the presentation without mercy Structure design plot 20 min 60 min presen lecture tation Title clear short simplifying but still acc
231. ed position for gears pulleys and similar parts The parts might move and rub at the housing etc In case of two fixed bearings the shafts cannot expand when they become war mer This causes axial loads which are so far unconsidered in the computation of loads for the bearings Since the load influences the lifetime at least with the ex ponent 3 roller bearings 10 3 such a higher load can shorten the lifetime very much In extreme cases the shafts bend and the bearings will cant or even jam Single part drawings must have all dimensions which are required to produce the part It is quite frequent in assembly drawings that some assembly dimen sions are forgotten Here are the most important assembly dimensions maximum length width and height minimum inner dimensions of the transport container or box shaft heights diameter and length of the end parts of the shafts for con necting other parts index circle or hole distance s and hole diameter of flanges to fix the assembly including flange thickness because of the required length of the fastening screws handle lengths ball handle diameter where the hand of the user is connected to operate the machine or device For assembly drawings of welded parts with section linings the following rule applies welded sub assemblies are continuously sectioned not each plate with a different sectioning because at the time of assembly the sub assembly is one part Frequent mistakes and q
232. ed zone 6 3 Influence of the welding bead 6 4 Influence of the intentionally added material flaws OMDNANDNKRWNK 20 2 Planning the Technical Report Example 4 Report about the development of software Title of the report Computer aided analysis and optimization of the understandability of technical texts 1 Step Formulate the main topic main target of the Technical Report Starting from existing approaches to improve the understandability of texts an interactive computer program shall be developed that measures the understan dability of text and that stepwise improves the understandability of the text in constant dialogue with the user 2 Step Subdivision into 3 to 4 main items 4 point structure e Approaches to measure and improve the understandability of texts e Development of the understandability improvement concept of docutune e The program system docutune e Documentation of the source code 3 Step Subdivision into 8 to 10 main items 10 point structure Introduction Approaches to measure and improve the understandability of texts Development of the understandability improvement concept of docutune The program system docutune Documentation of the source code The practical use of docutune Further development of docutune Conclusions and outlook 4 Step Further subdivision of extensive main topics Chapter 2 deals with the state of the art as it is described in the literature It has been further su
233. edge do you select What is important to get a good grade praise or acceptance after your pre sentation This leads us again to the question Why do we present lectures at all What is all the effort good for everybody can read everything What are the advantages of preparing and presenting a lecture The answer can be found in section 5 2 But at first we want to point out the advantages for you personally 5 1 3 What is my benefit It is very easy by presenting your report you as a person have much more influence you can explain the contents of your report better and show the advantages you will have more success you will have more fun 5 1 Introduction 217 Let us begin with the fun All presenting ladies and gentlemen will reveal if they are honest that it is an exaltation of your own abilities zest for life and al so of having a little power to successfully get your message across to people Na turally speaking this feeling does not come up when you give your first presenta tion This is prevented by the stage fright all presenters have at first and which does never disappear completely But with growing routine you will get a feeling of contentedness and satisfac tion to communicate with an audience to exchange something with the audi ence and then to have it in common You will have fun to get a welcome change from your at times boring workaday routine which helps you develop yourself i
234. ee Appendix C Other sources If sources of information are not accessible to the public this must be clearly specified You can add notes like in print or oral state ment comment or citation from an e mail written on 07 Jun 2005 NDR radio transmission Auf ein Wort on 12 Mar 2006 etc In case of oral state ments comments it should be stated when exactly at which meeting in front of which audience the statement comment was given during a presentation in a cer tain TV discussion etc Additional information which is useful for finding or buying literature like ISBN for books ISSN for journals DOI for electronic documents Library of Congress Control Number LCCN for documents registered by the American National Library ordering number of a book etc can be added at the end of the biblio graphical data If bibliographical data for articles in journals cannot be provided in the structure listed above you should deliver similar information Sometimes all re quired bibliographical data is printed on each page of the journal But quite fre quently on the single pages of the journal the journal title is listed often abbrevi ated and the issue number but the volume number by the publisher is missing However volume numbers are very important for finding journals in libraries be 130 3 Writing and creating the Technical Report cause at the end of the year the journals are bound as books If there is onl
235. eeeene 108 created by wo eee eee 108 date Of issue 109 document status 109 document type 109 example entries 110 Oman 111 identification number 108 optional field 108 part name eee 107 responsible dept 108 Tevision au aunssehsaeeen 109 sheet number 109 technical reference 108 title block woes 107 binding what to do before 193 binding type booklets of any type 195 brochures een 195 cold adhesive binding 198 comb binding 197 file binder 196 filing fastener 195 foldet aknen 195 handout sisii isnie 195 hardcover binding 199 hot adhesive binding 199 journals seccsccteet secscsseecest sien 195 OVEIVIEW oe eeeeeeseceeseeeeneeeenes 192 Paper Clip oe 195 plastic folder 195 presentation documentation 195 protocol ooo eee 195 ring binder oo ee 197 294 saddle stitching 195 SCHPE SH Herner 195 spring binder 196 SPFIN StLIP oo eee 196 Staple sa meren aan 195 staple binding 198 wire O binding 198 block format ee 122 body text chapters 47 BOM bill of materials 111 book bibliographical data 127
236. effort Comb binding spiral binding with plastic spiral Advantages This binding type is relatively compact and cheap You can put a sticky label with the name of the report and evtl author onto the plastic spi ral comb and the sheets stay opened when the report is lying on a table you can turn the pages of the bound report around nearly completely With appropriate spirals combs this binding type can bind up to about 500 sheets Disadvantages The sheets must be aligned carefully before they are punched and during punching they must be laid against the stop bar of the ma chine with care so that the holes are not too near to the paper edge and tear off Caution Do not punch too many sheets at the same time If you need too much force for punching the machine might be damaged Commonly a transparent cover thicker than overhead slides is used on top of the title leaf Caution This sheet must be punched separately in any case Otherwise the transparent cover and the paper sheets move against each other and the punching is irreparably wrong In the copy shop the sheets are shaken on a machine There it is also possible to shear the bound Technical Report at the right edge because the sheets are not ly ing exactly on top of each other but they adopt to the curvature of the spi ral comb If the spiral comb is not large enough the sheets are bent near the rectangular binding holes and then you cannot turn the pages very easily any more
237. en word visible images and physical presence of the speaker altogether result in a strong impression turbances because of comments or questions or intentional interfer ences possibility of misunder standings risk of errors in reason ing is always there constant time pressure stage fright self doubt The question asked at the beginning Why presentations can be answered now t To convince people of technical contents and to influence them in the desired way you need more than written communication Human beings are no scan ners which would be sufficient for the pure perception of the information contained in your report but as decision makers they are also characters with head and gut In addition to reading your report with the scanner functi on the senses Hearing and Seeing want to be addressed Last but not le ast the intuitive feeling of your personality via voice and visual impression is also essential to convince and influence your audience as far as possible Voice and images are the basic elements and strengths of a lecture they make the oral presentation inevitable if there is something important to decide That is why speeches in parliament oral lessons at school and in vocational educa 222 5 Presenting the Technical Report tion as well as lectures in study courses play a dominant role And finally another not unimportant aspect The personality of the speaker is not
238. ence line crosses many closely neighbored lines or cross section linings In this case it is better to cover the undesired term with correction fluid or you glue a white rectangle with the de sired term into your figure manually or with a graphics program It is not so easy to read but acceptable to explain the undesired term with the desired term in a legend It must be avoided in any case that a figure contains special terms which have not been introduced so far and that there are different names for the same items or procedures in the text and the figure If a figure shall be glued in there must be enough blank lines in vertical direc tion so that the figure fits in well The space left white for the figure can be easily measured with the vertical position information of your word processor line col umn or with the vertical ruler Now you will get some information regarding advantages and disadvantages of figures created with graphics software and CAD programs 86 3 Writing and creating the Technical Report 3 4 4 Using graphics software and CAD programs CAD programs use objects and create vector graphics files Graphics programs either create pixel graphics files the image consists of pixels or vector graphics files the image is a collection of objects If a line drawing is saved as a pixel graphics file it is quite large because for every single pixel the brightness must be saved However pixel graphics files a
239. ents in the audience Here are some means and methods for creating a positive relation ship as examples e a successful well balanced greeting e referring to the common situation nice room yesterday night we visited together etc e integration of contents from the previous presentation praise of the previous presentation if appropriate and advertising for the next presentation e friendly positive human introductory sentences e offer to ask intermediate questions organization of breaks offer to open the discussion e distribution of the structure or a first documentation 1 present e announcing promising a more bulky documentation or a little surprise at the end of the presentation or e anything else positive that comes to your mind In any person also in yourself is a child that wants to be hugged then they are much more open for the message of your presentation Thanks and Our speaker thanks the head of the institute her supervising Introduction research assistant and some laboratory engineers for the good professional and personal supervision After these thanks the speaker presents the complete introduction by showing slide 3 and underlining the necessity of health and safety at work when weld ing To create concern in the audience she asks the rhetoric ques tion who would like to have his father brother or sun suffer in such smoke for a whole professional life 5 5 3 Appropriate pointin
240. equently during study courses and in practice In the following you will get to know both variants of the morphological box with several or only one concept variant in a common example Both variants of the morphological box refer to a fast turn off device of a nuclear power plant which has been developed at University for Applied Sciences Hannover for a de sign planning task In the first morphological box Figure 3 10 several concept variants are marked In a Technical Report the different concept variants should be marked with colours if possible because the readers can then distinguish the concept variants best Colored pencil is better suited than other pens because the colour does not appear on the rear side of the paper as this is often the case if you use highlighter or felt pen Sometimes this even happens with ball pens Here we used different line types and line thicknesses because the print is only in black and white In any case you have to undoubtedly assign the different colours or line types and line thicknesses to the different concept variants in a legend below the morphological box In the morphological box with several concept variants you mark the solution which is best suited after the technical and economical evaluation with a much thicker line if printing and duplication is in black and white In the morphological box with only one concept variant you mark the solu tions of the sub functions which are bes
241. equirea 23 8 KN etc Then there must follow a statement like selected grooved ball bearing 6305 with Cexisting 25 KN gt Crequirea 23 8 KN Here is another example 2 4 3 Computation of loads for the arms of the puller Load assumption All four pullers bear equal loads F 100000N 50 00 N mm A 50mm 40 mm _ M _100000N 35 mm w 50 40 3 Fr mm 262 50 N mm b 148 3 Writing and creating the Technical Report oy o 37 262 50 3 50 276 42 Nimm selected material S355JO gt Towed 355 Nimm gt existing 276 42 N mm gt OK In such computations the text stands back very much There are only a few connecting words The information is expressed nearly only in formulas and equa tions This writing style may only be used in computations which aim at finding numerical data All required formulas must be explicitly written then the measures should be inserted where useful with measuring unit and in the end there follows the re sult of the computation This procedure is compact and reproducible For a better overview in case of formulas which spread across more than one line you should put the first equation sign of each line below the previous one For general discussions developments etc the writing style in the fracture mechanics example above a few formulas a lot of text must be used 3 6 4 Understandable Writing in Technical Reports Understandability is a
242. er 3 Generation Frankfurt Zweitausendundeins 1999 von Wilmsdorff C Praxishandbuch Word Wiesbaden Gabler 2003 276 7 References Standards guidelines etc German standards are listed with German references British and international standards are listed with English references If the references contain an entry mehrere Teile oder Blatter or several parts or sheets the standard consists of at least two parts or sheets so that it is not possible to list the year of publicca tion because the part or sheets of the standard or guideline have bben published in different years DIN Deutsches Institut fiir Normung Hrsg Berlin Beuth DIN 108 Diaprojektoren und Diapositive mehrere Teile DIN 199 Technische Produktdokumentation CAD Modelle Zeichnungen und Stiicklisten mehrere Teile u a Teil 1 Begriffe 03 02 DIN 406 Technisches Zeichnen Ma eintragung Teil 11 Grundlagen der Anwendung 12 92 DIN 461 Graphische Darstellungen in Koordinatensystemen 03 73 DIN 616 Walzlager Ma pl ne 06 00 lt Anm d Verf Anschlu ma e von W lzlagern gt DIN 623 2 Walzlager Grundlagen Teil2 Zeichnerische Darstellung von W lzlagern 06 00 DIN 824 Technische Zeichnungen Faltung auf Ablageformat 03 81 DIN 1301 Einheiten mehrere Teile u a Teil 1 Einheitennamen Einheitenzeichen 10 02 DIN 1302 Allgemeine mathematische Zeichen und Begriffe 12 99 DIN 1303 Vektoren Matrizen Tensoren
243. es 8 Keywords ainne 9 main keywords ueeeenen 8 subtitle n0 9 title creation eee 10 title block oo ee nen 107 approved by eee 108 created bY eee 108 date Of issue 109 document status 109 document type 109 example entries 110 identification number 108 optional field 108 responsible dept 108 TEVISION suis aiiis 109 sheet number 109 technical reference 108 uteleaf terma 80 31 faltso ina aa nse 31 font type eei a kane 55 minimum information 35 placement of information 36 title of the drawing 107 ToC table of contents 37 trade mark bibliographical data 128 trend line 97 typography ueneeseeseesnernnennn 153 U unambiguousness of text 141 understandability figures sine 75 reader properties 148 sentence level 150 sentence structure 0 0 0 0 151 structuring words 161 tables sat 54 C Index textilevel icin mornan 149 text properties we 148 word level essees 152 undesired terms 00 0 0 eee 87 UNIQUE NAMES n se 152 updating fields indices tables and lists _ 172 V value and phys unit typography 0 eee 161 visualising text 69 112 visualization animation 0 eee eects 24
244. es advantages disadvantages of the various bindings For de termining the binding type you should speak with your customer or supervisor 3 9 Completion of the Technical Report 193 To be done before the binding e If you want to bind swing outs figures tables or lists which are wider or larger than DIN A4 are the bends on the right and at the bottom far enough away from the paper edges 2 5 mm so that they do not fall into pieces when the report is sheared When the report is shaken in the copy shop they have to make sure that the pages with the swing outs move into the binding area cor rectly This is especially important for adhesive bindings Problems can be a voided if you let them bind a DIN A4 carrier page into the report and glue the swing out onto the carrier page after the binding e If you have drawings tables figures or lists which are larger than DIN A4 you have to decide and keep in mind the following points Swing outs to the bottom should be folded and glued as follows carrier page swing out to the bottom Shall copies of drawings be bound into the Technical Report If yes Original drawings in DIN A2 and DIN A3 can be reduced to DIN A4 with the copier without problems and normally bound Larger drawings should be reduced with a copier by maximum two DIN steps e g DIN AO to DIN A2 Then fold the copies to the normal paper size DIN A4 see image below The unfolded original drawings are alw
245. es in the bill of materials and in the list of requirements If such entries are cen tred this results in a too confusing layout 64 3 Writing and creating the Technical Report Solutions of the sub functions 1 2 3 4 notice incident electromagnetic sensors clutch disconnect device electromagnetic pneumatic from normal clutch clutch operation C lower electric hydraulic pneumatic self weight control rods drive drive drive i brakes clutch clutch clutch connected E a braking force break damper ie Tg braking force and cograil and nut wheels a E braking operation governor controller controller oe e W end cushioning oil brakes damper damper Figure 3 11 Morphological box for a fast turn off device in a nuclear power plant with one concept variant e Ifyou define several concept variants you should give them meaningful and easy to remember names Examples articulated arm rotatable and portal roboter or hydraulic pneumatic and electric solution e In the following parts of the Technical Report these variants are always re ferred to with their once defined names and even sketches of the concept va riants are labelled with these names as well This is much better than names like Variant 1 Variant 2 Variant 3 etc because if you use numbers you force your readers to often turn back the pages to see again what were the properties of Variant 3 etc You should identify your designed solutions of the sub
246. es which I may publish in this book and correct menu translations because I only have the Microsoft Of fice and Open Office programs in German Please contact heike hering gmx de Hannover March 2010 Heike Hering Contents T Introduetion 22 22 3 amp 2 EN aR AA Eller eier 1 2 Planning the Technical Report 200 0000 cee cseeeeeeeeeeeecseeseeecessecseeseeaeeeseeeseeaes 5 2 1 General overview of all required work steps nuesneneesensennennennenennennennennennnenn 5 2 2 Accepting and analyzing the task 0 cece esesseeeceecseeseeseesceeeseceeseeaeeseeesseeaes 6 2 3 Checking or creating the title oo eee eeeeecsecseeseeeeeecerseeseesceeesessetseeaeeeseesseeaes 7 2 4 The structure as the backbone of the Technical Report ueeneee 10 2 4 1 General information about structure and table of contents 11 2 4 2 Rules for the structure in ISO 2145 oes 2 4 3 Logic and formal design of document part headings 2 4 4 Work steps to create a structure and example structures 00 0 0 eee 16 2 4 5 General structure patterns for Technical Reports nene 2 5 Proj ecttiotebook Jotter saesson preisen innen 2 6 The style guide advances consistency in wording and design 3 Writing and creating the Technical Report esesensennennennenenennen 29 3 1 Parts of the Technical Report and their layout ueneesessesnennenesnensennennenenennen 30 3 1
247. es on DIN A4 paper Mediocre since there are still reading effort before speaking paper rustling and constraints to free gestures Reduced slides and notes on DIN A5 paper In PowerPoint with the function View Notes you can write key sentences or keywords below the slides Later you can print them in menu File Print At the bottom of this window you should select Print Note pages These note pages can be reduced with the copier to DIN A5 and then be used as ma nuscript This function is also very useful if you want to speak in a foreign language You can search relevant vocabulary at home and add them to the sli des Keywords on cards DIN A 6 Rather good to good variant because the cards can be easily exchanged when you create the manuscript and they are easy to handle after a little training The handling of the cards does not cause much noise and implies only a few con straints to free gestures Keywords on the visualizations Good to very good variant if the keywords are written on folding cardboard or plastic bands directly on the slides and therefore not clearly visible to the au dience With that method you can cause the impression that you are speaking completely free 5 4 Creating the presentation 255 From these options choose the one that is most sympathetic to you try it out and make it perfect with growing training The card method DIN A6 see Figure 5 8 can be recommended f
248. event wrong automatic hyphenation or to avoid too large distances between the words In Word it is entered with Ctrl and in the normal keyboard If due to text insertions or deletions the soft hyphen moves to the middle of the line it is invisible in the printout If you enter a normal hyphen and it moves to the middle of the line it is visible and needs to be explicitly deleted via keyboard what is often overseen or forgotten A top level domain is a name area for URLs like de and com The URLs are issued by the ICANN Internet Corporation for Assigned Names and Numbers www icann org With a whois request you can find out whether a URL is still available and who runs an already registered URL For the top level domains aero arpa biz cat com coop edu info int jobs mobi museum name net org pro und travel this request is possible at www internic net whois html Typography is the positioning of printing ink on the paper It is distinguished between ma cro typography on text or page level and micro typography on character level U A URL Unified Resource Locator is an address in the internet e g the start address of a homepage like http www springer com Most office programs recognize the entry of a URL from the preceding www or http and automatically convert the address into a hyperlink Unicode is an international computer code for calligraphic and text symbols from
249. extraction system nnesesensennesnenennen 34 5 1 Experiment setup ek NR A E A cies 5 2 Preparations for the experiments 5 2 1 Definition of the experiment program 5 2 2 Used equipment ucnesenenenennneenenne ah 5 2 3 Used materials and expendables 00 cece ssceseesceeeeecneeecseeseeeceecessessesaeeseneees 5 3 Experiment executioh u 2 essen coledvensssavebesesel ini A RE AS 5 3 1 Program flow chart for the experiment execution 5 3 2 Additional remarks regarding the experiment execution nesnesesersensennenenennen 51 5 4 Experiment evaluation a ee iaveesibeaven obs sesecusasse sens E a AA 52 5 4 1 Experiment evaluation based on the weld seam quality ueeesesessesnenneneenennenn 53 5 4 2 Experiment evaluation based on the suction system effectivity 0 0 tee 57 5 4 3 Assessment of handling and visibility conditions is 5 4 4 Evaluation of flaws ccc eesssesscesessceeceecneesecseesesscsecsessessecseeeseecesseesesseeaseaeeeees Figure 3 5 Table of contents of a chapter according to ISO 2145 However since many decades tables of contents are often layouted with inden tations as it is shown in the following Figure 3 6 5 Welding experiments with the optimized extraction system uennesnenesessennennenenennenn 34 5 1 Experiment set up u euenessesessersennennenennenennensenennennnnannonnn 3 39 5 2 Preparations for the experiments 0 0 0 ee 36 5 2 1 Experiment pro
250. f a literature citation is a cor rect and complete citation in the text If leave out information or change the meaning or message of the cited work this must be specified How to mark the citations notes of reference in the text and how to put up a correct list of references is described in sections 3 5 4 and 3 5 5 Beside the information above the following regulations are listed in the copy right law The copyright ends seventy years after the author s death or e incase of several authors seventy years after the last author s death e After the author has died the copyright is transferred to his inheritors In the practical application of the legal regulations described above there are often small deviations and seldom larger offenses However if in a bulky script of an academic lecture about 50 images are copied without any citation note of reference and the work where the images have been copied from is not listed at all in the list of references this is either a severe carelessness or a deliberate of fense against the copyright law The copyright law was further changed to integrate the EU regulation 2001 29 EG into German law Since 1 Jan 2008 The changes are part of the UrhG Compared with the situation in 2007 there are strong limitations now because 3 6 The text of the Technical Report 139 the change of the UrhG in 2003 resulted in a reduction of sales of school books and text books by up to 80 Now the following r
251. ferences or in a footnote or endnote without doubt Possible variants are listed below examples are mark ed in bold and italic print Basic referencing schemes number or symbol written in superscript referring to a footnote or endnote note referencing own literature number in rounded or square brackets parenthetical referencing Short citation only the own literature number First part of long citation author part author name or author name and first name s abbreviated first name s two or three authors four and more authors not mentioned in the standard several authors with identical first names can be distinguished with Roman numbers If a publication has no named author a short name of the publishing institution with the location of the head office in brackets or one or more words from the title are used as author name The letters N N are not used according to ISO 690 If not only the author but also the publisher is unknown a phrase can indicate that optional specification of the author s function optional author name s in CAPITAL LETTERS or SMALL CAPS is more distinctive compared with the continuous text cited info 18 or 18 or Miller 1998 18 SALINGER WINTER John HENSON D STIEG MF HALDANE JBS MILLER P and JOHNSON D MILLER P et al KLARE Donovan I KLARE Donovan IT DIERCKE atlas of the world BYU Provo Publisher unknown MILL
252. ferences to other document parts and compare all page numbers of the document part headings in all previously printed master copy pages with the entries in the table of contents Corrections should always be entered in red e g with a thin felt pen or ball pen This is important because you can then see your own corrections far better during entering them into your computer files as compared with corrections marked with pencil or blue or black ball pen If you have entered a correction you should move a ruler down across the page until you reach the next correction symbol You can as well tick or cross out the correction symbols with a pen or pencil having a different color Correction symbols are especially important if the author of the Technical Report enters the corrections on the proof printout and someone else enters them into the computer files You can find the standardized correction symbols in ISO 5776 We recommend a meaningful selection of correction symbols with some simplifications Checklist 3 15 Checklist 3 15 Simplified system of correction symbols according to ISO 5776 Each correction is a marked in the current line with a short vertical bar at the left margin and b marked with a correction symbol in the text c The correction symbol is repeated at the right margin and on the right side of it the correction is noted d The repetition of the correction symbol is not required if it is self explaining like th
253. from the internet 121 literal literature citation 118 Palls ende 114 TEASONS urn nennen 113 TUES 25 es area 115 source from the internet 128 tabless 2 120 tasks ehe 112 LAA o e AEE EOT E EEE 114 literature number 000 116 C Index literature sources identification 116 JOZI nn 13 document part heading 13 document part number 13 structuring principles 21 logic of language 13 logic of the sequence of thoughts and worksteps 13 M macrotypography seses 153 main target of the report 16 main topic of the report 16 MANUAL reparen uve de 25 manufacturer catalogues 49 manufacturer documents bibliographical data 127 material collection 52 book piles scence ies 206 NOLES EEE 206 Microsoft Office 2007 153 175 microtypography seses 153 E eio essen de 264 monograph bibliographical data 127 morphological box 61 combination of several solutions of sub functions 65 numbering the solutions of the sub functions 64 numbering the sub functions 64 subdivision of a sub function 65 verbal evaluation 61 mounted part drawing 23 N names according to the function 142 unique and consistent 1
254. ften be improved Exceptions from this rule are generally used single words like Introduction References Appendices etc Please find a summary of the rules mentioned so far plus additional rules for document part headings and numbers in the following Checklist 2 4 2 4 The structure as the backbone of the Technical Report 15 Checklist 2 4 Rules for document part numbers and headings Rules of logic Full stops in section numbers define the hierarchy level in the document Document part numbers0 n 0 etc can be used for foreword preface introduc tion etc Each hierarchy level consists of at least two document parts which are logical ly of equal importance The document part heading may not be the first part of the first sentence of the first paragraph in the appertaining text but it must be an own and independent element of the Technical Report The first sentence of the following text must be a complete sentence which may pick up or repeat the contents of the docu ment part heading Formal rules The declaration in lieu of an oath task abstract foreword preface and table of contents always get a document part heading but no document part number At the end of document part number and document part heading never use a punctuation mark like period colon question mark exclamation mark etc It is unusual to formulate the document part heading as a complete sentence or as a main clause with one or more subclasses At t
255. g Health vs seam quality Suction of welding pollutants burner integrated optimized design verified quality Summary and outlook Causes of welding pollutants Dusts and gases caused by burning vaporization chemical reactions part metals filler metals welding auxiliary materials alone with each other and with the atmosphere Hannover University alel Causes of welding pollutants Slide 4 of the example presentation Well known 5 4 Creating the presentation 249 Hints on the design of slide 4 Compact but clearly many technical terms are explained in the presentation i e the slides should not be totally self explaining and should not contain complete sentences If they were what are you needed for as the speaker Hints on the presentation of slide 4 in PowerPoint Using Screen presentation Predefined animation you can cause dynamic ef fects At first dusts and gases appears then you press the space bar or the wireless mouse caused by appears then e of and finally alone with each other Using Screen presentation Animation preview you can exam ine the effect But be careful Often less action results in more attendance Effects of the welding pollutants Burner integrated suction when welding Health vs seam quality Suction of welding pollutants burner integrated Pb Co ozone optimized design
256. g When explaining the figures you should keep as much eye contact with your audience as possible i e you either show with a pointer plastic hand flat ruler tapered not rolling pencil on an overhead projector or with the mouse cursor on the display of the laptop Speakers who use a beamer cannot avoid to point with a cursor It was the idea of the overhead projector to point while looking to the au dience Telescopic pointer and laser pointer should stay at home to avoid to speak with the projection wall 262 5 Presenting the Technical Report If you point on an overhead projector with a pencil lay it down onto the slide let it loose and move it to point something else the audience can see the pointer direction longer more sharp edged and better If you keep the pencil in your hand and tip on the slide the audience can recognize with pleasure the trembling of your hand strongly magnified and can imagine your stage freight very well The latter is especially true for the often wildly dancing red point of the laser pointer Now the first intermediate question is asked What are you doing 5 5 4 Dealing with intermediate questions Generally speaking a modern audience does not want to be silenced Intermediate questions belong to the presentation time and cannot be forbidden rigorously that seems unsecure inflexible and dictatorial hence you have to plan some time for that There are two big categories of questions real q
257. g font type font size and indentions To in fluence the text properties you still have to edit the formatting templates List 1 List 2 List 3 etc If you click somewhere into the newly created table the text appears in light gray If you insert empty lines and apply other paragraph formatting the page break can be optimized and the layout can be further refined Edit the automa 168 3 Writing and creating the Technical Report tically created table like normal text For example replace the tabulator with leading dots by space character tabulator space character Then optimize the line break If you notice a typing error you have to change this in the rele vant document part heading in the chapter files For the design of the document part headings please refer to section 3 1 2 Structure with page numbers Table of Contents ToC List of Figures LoF List of Tables LoT You are in the opened file lists doc evtl behind the just created table of con tents or if your report consists of one file only in the appendix Enter a page break and e g the heading Figures or Tables A list of figures or list of tables is created in a similar way as a table of con tents Format all figure subheadings with a newly defined formatting template like FigSubheading and all table headings with TabHeading With these formatting templates you define how the figure subheadings and table hea din
258. ge template 1 Open a new text file select Format Styles and Formatting and click on the page template icon 2 Click on the icon New template from selection 3 In the field Template name enter a name and then click on OK 3 7 Using word processing and desktop publishing DTP systems 173 Double click the name in the list to assign the template to the current page Select Insert Header and select the new page template from the list Enter the desired text for the header Apply the command Insert Manual page break In the area Type select the option Page break and then in the field Template the template Standard Redo the steps 2 to 6 to create a second user defined page template with a dif ferent header our O On the tab Management select the next template which is already defined to follow after the paragraph If you want to assign a formatting template you can mark the text or place the cursor as desired and double click the template in the toolbox Alternatively you can use the serial mode bucket symbol mark a template in the list and click on the objects in the text which shall be formatted with the template In the win dow Formatting templates at the bottom there is a drop down menu where you can select which templates are listed all templates all templates currently in use or all user defined templates The option Hierarchy shows which template is based on which other template
259. ges 3 Optimization of the burner integrated suction 24 pages 4 Welding tests with the optimized suction 68 pages 5 Summary and outlook 4 pages This structure of a Technical Report is sound and informative but not well suited as a structure of a lecture or presentation Why A structure of a presentation needs a few short inspiring items which can be memorized well and have a dramaturgy Our speaker creates the following structure of the presentation Introduction Health vs seam quality wow effect Main part Suction techniques current state Burner integrated suction Design optimization Tests to measure the weld smoke measuring the isotachs Tests of the seam quality destructive and non destructive Conclusion Summary answer to the wow effect A Technical Report or another technical topic can be transported like this or in a similar way in 20 minutes Naturally speaking such a concept should not result in a sales presentation It depends on your instinctive feeling here not only to con vince the professor who will give you a grade by an obviously serious scientific approach but also to raise the knowledge and create a positive attitude towards your topic in all the other people in the audience by an understandable and clear approach and your personal charisma Realizing the structure Now it is necessary to realize the structure i e to make it vivid with state ments and information
260. gives the task to develop a new electronic circuit or the design of a plant or rig As part of the project it is always necessary to prepare the technical documents but in more and more cases 2 4 The structure as the backbone of the Technical Report 25 it is also required that the instruction manual for a potential user must be written Therefore we will give you a structure pattern for manuals and instructions for use Manuals and instructions for use are structured according to different schemes They can be subdivided and numbered according to ISO 2145 but they can as well have document part headings without document part numbers which are just layouted in boldface typing To provide more uniformity here EN 62079 Creation of instructions Struc ture contents and presentation has been published Among other information this standard describes which information shall be given in which sequence in instruc tion manuals Other definitions used in the following structure pattern are derived from DIN 31051 Grundlagen der Instandhaltung Basics of maintenance DIN 32541 Betreiben von Maschinen und vergleichbaren technischen Arbeitsmitteln Begriffe f r T tigkeiten Running machines and comparable technical devices Terms for work steps VDI guideline 4500 Technische Dokumentation Tech nical documentation The information can either be presented according to the structure and log ic of the product prod
261. gn words should always be explained or translated along the way with ease before someone can knit one s brows that would just cost seconds and avoids questions Using foreign words is no guarantee for scientificity Formulation is the most important means to achieve understanding Form clear short sentences in personal colloquial language and avoid a too scientific or officialese speech style Gestures are the support of your presentation contents by means of body lan guage Holding your hands in the height of the bellybutton is the best and easiest initial position for optically emphasizing important not all items Greeting is the first verbal contact with the audience It shall be planned care fully prominents and easily and winningly build the first bridge Hands are a problem only at the beginning They should be always visible and as often as possible without holding things cards pointer mouse to be able to make gestures Humor is the spice of your speech it should never miss completely also hu morous self criticism always be well tested and never be embarrassing or rassis tic 268 5 Presenting the Technical Report Impression is the image you create in your audience To achieve a good one you may exaggerate from time to time behave different or act a little Influencing is one aim of good rhetoric The audience shall be motivated to understand to positively decide funding buying to personal trust an
262. gram and used equipment uessessesesensensennennenernennennn 38 5 2 2 Used materials and expendables unesesenersensennennennennenennennen 45 5 3 Experiment execution 5 3 1 Program flow chart for the experiment execution usesensesnenneneneenenn 5 3 2 Additional remarks regarding the experiment execution 0 0 0 0 eee 3 4 Experiment evaluation seene th ier e e N a iE EE neben 5 4 1 Experiment evaluation based on the weld seam quality 5 4 2 Experiment evaluation based on the extraction system effectivity 5 4 3 Assessment of handling and visibility conditions 5 44 Evaluation of flaws u Figure 3 6 Table of contents of a chapter with indentations for a better overview A structure or a table of contents with indentations is much clearer and is therefore recommended To achieve this result you should use indentations and tabs If you use space characters it is not possible to keep the vertical building lines precisely If each level in the document hierarchy starts at an own building line the reader can com prehend the inner structure of the Technical Report much better And the author can constantly check the logic of the report when writing the 4 and 10 point structure and the detailed structure 40 3 Writing and creating the Technical Report Next it will be shown how much the checking of the logical order of document part headings is facilitated
263. gs shall look like in the text You may change the appearance of the created list of figures and list of tables as follows Format Styles and Formatting click on the formatting template List of Tables Edit By default this formatting template is not contained in the normal formatting template list Select Display All formatting templates so that you can select and edit this formatting template The newer Word versions in addition assign the entries in the list of figures with the formatting template Hyperlink This formatting template does not change the text properties like e g font type font size and indentions To in fluence the text properties you still have to edit the formatting template List of Tables If desired you can insert a page break in the file lists doc before creating the list of figures Select Insert Reference Index and Tables tab List of Figures Under Formats select e g Elegant and under Fill character leading dots Under Options you can tick Formatting template and select the relevant format ting template from the list e g FigSubheading If you click on the OK but ton on the tab now a list of figures is created If Word asks whether it shall delete the existing list answer with No As a re sult you will then have a table of contents and a list of figures in your file Jists doc Now you may copy the fina
264. gure title All figure numbers and figure titles are created in the same way with your word processor The result is a consistent overall impression Figures which you did not develop on your own must get a note of refer ence How this note of reference looks like is described in 3 5 4 Citations in the text in detail It is quite often the case that you have to renumber the figures because dur ing editing the text of the Technical Report figures are moved to a different sec tion added or deleted Then you have to find all figure subheadings in the com plete text and all cross references to figures This can be executed with the word processor with the function Find You only have to enter the search string Fig ure_ The symbol stands for a space character or a tab Now you can check the figure labels and update them if necessary Even if you plan well in advance which figures shall be integrated into the Technical Report it happens quite frequently that a decision is made rather late to insert a photo of the test equipment photos of models specimen or similar figures The additional work to renumber all the figures can only be avoided by planning early and adding a figure subheading for these photos which are created later or you let the computer automatically create figure numbers and cross references see sections 3 7 4 and 3 7 5 There are several alternatives for the placement of figures left justified ce
265. hall be adequate to the situation the contents and your person when in doubt preferably traditional and better than usual 5 7 57 Rhetoric tips from A to Z 267 Contact to the audience is the main advantage of the speaker in contrast with a book or video Design it with care by greeting eye contact questions and per sonal remarks To do that do never use images Many thanks for your atten tion on the last slide is contra productive Controlling himself and the audience is hard for the speaker but inevitable time attention of the audience as well as the quality of speech and images must be constantly verified Demagogy may never be the presentation or speech target so do not present false or unfair contents Dialect is human and you can hear it nearly everywhere it should be neither suppressed nor exaggerated it shall not disturb the understanding of the audience not seem ridiculous and not part Ideal is a thought high level language Eye contact is the first bridge to the audience creating contact respect and trust these are the prerequisites to create acceptance in the audience Feet are visible in most cases and part of your body language use them in a natural and inconspicuous way Filler words and phonemes are dispensable and do not show discipline of thinking Instead of beginning a sentence with Er r Well And and Actually you should better make a pause Forei
266. he report is written in a foreign language spelling errors wrong commas grammar 182 3 Writing and creating the Technical Report mistakes bad writing style repetition of contents errors in the logical sequence of thoughts layout errors and miscellaneous errors readability bad briefing of the typist If you can concentrate well search all errors in one proof reading cycle Oth erwise group the types of errors you want to concentrate on into groups and search the errors in several proof reading cycles You can find all error types listed above far better if you do the proof reading on paper printouts rather than on the screen On paper the contours of the letters have more contrast and sharp ness In addition on a sheet of paper you can look at far more information in a context as on a screen and turning the pages back and forth is much easier This facilitates looking for repetitions of contents a lot Enter the corrections which you marked on the paper very soon into the appropriate text files While entering the corrections and reading the text on the screen you will of ten find additional open problems Try to become used to standardized personal notes and symbols for those things which you have to check later before the final printout is made but which would disturb your workflow too much at the mo ment For example use a search marker like which is entered into the file at the desired position where you wa
267. he end of document part headings there is never a reference to the literature like 13 Layout rules If you want to create the table of contents automatically with your word processing program use the standard format patterns or formatting styles resp in the continuous text Format chapter headings with Heading 1 subchapter headings with Heading 2 section headings with Heading 3 etc You may as well change the formatting of these format patterns to modify the appear ance of the headings in the continuous text To modify the appearance of the table of contents change the format patterns ToC 1 ToC 2 or how ever they are called in your word processor see also 3 7 4 It is general use that the document part headings appear in boldface typing and larger than the normal text They must not be underlined Please avoid capital letters in headings and table items in the table of contents list of figures list of tables etc because this is substantially more difficult to read than the ordinary mixture of capital and small letters It is not clearly defined in ISO 5966 Documentation Presentation of scien tific and technical reports and in other documentation standards e g ISO 8 Documentation Presentation of periodicals which distance document part headings should have from the previous and following text In the different standards this distance is sometimes alike ISO 5966 and sometime
268. he file bachelor bat having the following con tents pkzip bachelor zip doc gif jpg dxf Such a batch file is started by typing its file name into a shell or the execute command line in the start menu in this example bachelor In addition keep the last printout of your files in the report binder This is not exaggerated carefulness but a working rule derived from bitter experience If you are surfing much in the internet store your most visited pages as Fa vorites and delete the temporary internet files regularly so that your computer does not collect several MB of data and becomes very slow before you do some thing against it In the Internet Explorer there are several interesting commands to do that depending on the version t At least after each larger internet search you should execute the following commands e Open File Import and Export and save your Favorites in your project directory as HTML file Save this file regularly together with the other files in your project directory 210 4 Useful behavior for working on your project and writing the Technical Report In menu Special Internet options perform the following steps to delete temporary files a Delete cookies b Delete files once with the option Delete all offline contents once without that option and c Delete sequence history From Internet Explorer 7 on just use Special Delete browser sequence 4 6 Personal working methodology In t
269. he literature there are many tips about personal working methodology For cre ating Technical Reports these tips are also valid in principle However since we deal with technology there are a few special aspects The most important rule is Plan enough buffer times tS The effort needed for actually finishing the Technical Report is regularly un derestimated even if experienced authors make a careful conservative estima tion Therefore estimate the required time realistically and multiply the result by two So you will have a sufficient buffer time As a student you should plan the date of submission of your Technical Report so that you go and get a task e g for a design or draft design project early during the term or semester Then you should create a time plan e g in a Gantt diagram and regularly check whether you are still within the planned time You should ap ply strict self discipline even if your project and the work on your Technical Re port do not run smooth for a while but you should also plan small breaks and re wards for reached milestones Do not loose your working direction in exaggerated perfectionism It is better to plan an editorial deadline for yourself and keep it You may read again the rule of thumb for time estimation for writing the Tech nical Report presented in section 2 1 You should begin with writing the text no later than after 1 3 of your practical project work Then you can finish the project
270. heir willingness to supervise the project and the writing of the thesis and without their experiences which topic is suited in which detail as a bachelor master diploma or doctorate project many projects would not take part at all or would last much longer than planned If noth ing else is defined or required the acknowledgements should be put before the ta ble of contents or the preface foreword if there is one Eventually an abstract is required by the institute or company In any case it may not be longer than one page better is only half a page Its heading is Ab stract or Short summary to distinguish it from the normal Summary at the end of the Technical Report The abstract is put directly in front of the introduc tion For most articles in scientific journals an abstract is obligatory before the ar ticle text following the title and the names of the authors This abstract of an ar ticle is often in italic type and occurs in English and German or another language Books often have a foreword or preface pointing out the information target changes since the last edition or specific rules how to use the book A foreword or preface is always located directly before the table of contents The layout of the table of contents is described in 3 1 2 A List of figures contains figure numbers figure titles and page numbers A List of tables contains table numbers table titles and also page numbers The 3 1 Parts of
271. hem there is always one space character and following word without space character Due to cost reasons ball bear Before a dash there is always one space charac ings must be examined first ter After a dash there is either a punctuation although cylinder roller bear mark like comma or period or a space character ings have a much higher load and more text bearing capacity You can insert a dash via Insert Symbol or Special character font type Symbol Brackets directly enclose the text without space character between bracket and text This is also true if you use slashes to mark lit erature citations 80 85 m 65 70 kg The sign between two values which limit a value 4 to 4 80 EUR range is a dash or the word to The word to 09 30 13 30 h is recommended to avoid mismatches with the but from 09 30 to 13 30 h calculation symbol minus Elm Street 10 12 17 this is insofar Before a citation 17 or 17 there is always according to MILLER 16 one space character regardless whether it occurs WINTER 19 has watched in the text or in a figure subheading or table that while SHARK 20 heading A period at the end of a sentence or presents completely different comma to connect a main clause and subordinate test results clause is added without normal text with a space character An ellipsis is separated from the text by a space character before and after the ellipsis A comma fo
272. hird he should give his lecture to his audience as a present Presents are exchanged between friends Therefore at least during the lecture and the following discussion there should be a basic attitude of friendship between speaker and audience a friendly rela tionship aspect We want to define four important presentation types Table 5 1 Table 5 1 Presentation types Presentation type Properties 1 lecture e The preference is pure information e Objectivity is a must e Main contents technology presented appealingly e The audience is addressed so that they understand the contents easily i e indirectly 2 persuasive e The preference is persuasion with technical and presentation non technical arguments e Technical objectivity only as far as it is needed e The presentation must be especially appealing persuasive and eventually amusing e The audience is addressed very specifically and directly 3 technical e The preference in most cases is influencing the presentation audience e But still a lot of technical information is provided 4 occasional speech e The preference is influencing and amusing the audience and appealing to their emotions e Only a little technical information is provided minor point The transitions between these presentation types are fluent 220 5 Presenting the Technical Report Presentation targets A lecture presentation or speech always has three target
273. his own achievement The literature citation is only allowed if in the new work it plays a very subordinate role According to the definition of a literature citation as an unaltered copy from the source you may not change the meaning neither in literal nor in analogous cita tions Also translations to other languages are only allowed if the meaning of the source persists Moreover the literature citation is only allowed if it e supports the author s own position e is an example for an author s own statement e makes clear analogue opinions e explains the own descriptions or e it gives reasons or deepens the own statements As an addition to the statements in the books named above we would like to add the following It is also allowed to cite opposite opinions differing statements and current discussions in the scientific community The author then argues these cited opinions and gives reasons for his own opinion or his selection of dates and facts t It is not allowed to use a literature citation just as rounding off addition or completion The following check might help you as rule of thumb If there is no relationship between the literature citation and the new work it is nearly always not allowed to use the literature citation You are on the safe side if you go into the cited information and respond to it by working out the relati onship to your statements and findings Another basic condition for the permissibility o
274. hnology is necessary for technical writers so that they understand the products they shall describe This un derstanding of the technical details is the prerequisite of successful user in formation DILLINGHAM 1981 9 If you do not want to copy the typography of the source or give comments re garding the cited text you have to inform your readers that you have chan 3 5 Literature citations 119 ged the typography or presented your personal opinion The easiest way to do so is to use the text note from the author and enclose the note in angle bra ckets lt gt or angular brackets lt note from the author typographic accentuation in the source text was not copied gt 10 If in the original text there are quotation marks this must appear as half quotation marks in the literally cited text in Word Shift above In this context it is especially remarkable that he lt note from the author Leonardo da Vinci is meant gt has introduced a completely new kind of vi sual display already around 1500 to the technical documentation This is the explosion drawing which can be found e g in nearly all current vehicle spare parts catalogues HERING 1993 p 18 11 Information that is cited analogously is not marked with quotation marks It is only marked with the citation at the end of the cited text WIERIGER assumes that the gas drive is more ecological 12 12 The c
275. ical Report Mp Arm of a puller with diagram of forces and moments Shaft 1 Bearing 1 Bearing 2i Bearing 3 Bearing 4 Bearing 6 Bearing 5 Gearbox scheme with exact specification of bearings shafts and gears You may imitate or copy simplified technical drawings e g from manufac turer documents and standards if the clarity is not influenced Examples Electromotor Hexagon head bolt Cylinder 3 4 Instructional figures 101 Sketches for computations of load are sometimes perspective drawings Then the rules and tips in section 3 4 7 Perspective drawing can be applied according ly If the report shall be duplicated by copying later it is also possible to draw sketches for computations of load manually with drop action pencil So you can easily correct the sketches Eventually figure titles below the sketches are useful to prevent unnecessary searching For example if you want to differentiate various profiles dr G as Channel T section Angle section Flat steel In general you should apply measures like cross references figure subhead ings labels etc to make sure that the reader can follow your Technical Report without having to search much and without questions Imagine your target group as engineers who have no detailed knowledge of the current project and who shall still understand the report without feedback from you 3 4 7 Perspective drawing In technical drawings there are two main k
276. ice can be mounted Without joining chamfers bear ings shaft seal rings bearing caps etc can only be mounted with a larger loose fit and then they usually can no longer fulfill their function The check fictive ma nual assembly of the parts also helps to avoid the additional mistake that a bearing cannot be mounted because e g a shaft and a gear wheel are manufac tured from the solid and the gear wheel is in the way joining chamfers indexing circle outer edge of rotationally symmetric part centre lines continous section lining for welded parts Symbols designating a fit are often filled in wrongly into drawings The right symbols are a small letter and a number for a shaft and a capital letter and a number for a drilling e g 30 m6 for a shaft and 30 H7 for a drilling think of small o fits into large O Shafts must be supported in the case or housing usually with two bearings per shaft but the supporting must not be somehow The only allowed combina tions of bearings are a one fixed and one movable bearing b floating bearing two movable bearings with limited possibility to move and c angular contact bearing two angular contact ball bearings or tapered roller bearings in X or O po 3 4 Instructional figures 105 sition However in design reports of students there are sometimes two sliding bearings or two fixed bearings That is wrong In case of two sliding bearings there is no defin
277. ich you did not develop on your own must get a note of reference citation How this note of reference looks like is described in 3 5 4 Citations in the text in detail 3 3 3 The morphological box a special table The morphological box is beside its use as a creativity method a central ele ment in design methodology The approach of design methodology is used more and more due to economic reasons There the morphological box is one work step in the design process Hence it occurs quite often in Technical Reports Characteristic attributes of design methodology are thinking in functions and the sequence of work steps Starting from the list of requirements requirements specification the main function for the piece of equipment that is to be planned must be defined It has proven to be practical to set up the list of requirements in the form of a table Next the main function is divided into sub functions The sub functions are always formulated according to the principle execution on the object Examples create force transform torque guarantee steerability etc Then design solutions are developed for each sub function In the following step the sub functions and the found solutions for the sub functions are clearly arranged in a matrix shape in the morphological box i e in a special table The solutions for the sub functions can be displayed in the table cells only verbally very often only graphically with principle
278. igure3 28 Different clearly distinguishable measured point symbols The centre point of the measured point symbols is placed in the diagram so that its coordinates equal the x y coordinates of the measured value In diagrams with tuled lines the curves and ruled lines can be interrupted before and after the meas ured point symbols if this serves the clarity and exactness of reading off the measured values If you want to mark foreseeable or admitted error tolerance zones in a dia gram there are several variants Figure 3 29 Figure 3 29 Marking of the measured values and the limits of an error tolerance zone within the true value lies the two left variants give the best contrast If you want to get a marked error tolerance zone like in the left variant in Figure 3 29 created by Excel you can use the following commands e enter the measured values into a spreadsheet e select Insert Diagram select a point diagram type and insert the diagram as a new spreadsheet e click on a measured value e select Format Marked data sequence e open the tab Error indicator Y e click on the preview image Both e select further options e g Percentage 1 and approve with OK Sometimes it is desirable to create a compensation curve from your measured values Excel can do that for you Figure 3 30 96 3 Writing and creating the Technical Report 0 143 0 142 y 0 00000064x 0 139
279. il of Science edi citation numbers in square brackets system tors American Society of sorting in alphabetical order Mechanical Engineers IEEE style Institution of Electrical citation numbers in square brackets and Electronics Engineers sorting by order of citation If a book has not been written by one author or a group of authors but consists of many individual contributions by different authors this is called host docu ment In the second column of the list of references instead of an author s name there is the name of the editor with the note ed If there is no identifiable person as editor of the host document but an institu tion a corporate body a short name of the institution with the location of the institution s head office in brackets appears as author in the second column In the third column after the title there is the note edited by lt institution gt that means e g edited by BBC London If several institutions are involved you can solve this as follows edited by Siemens AG Hannover Nixdorf AG Paderborn or edited by NDR Hannover and University of Hannover 3 5 Literature citations 125 Table 3 5 Author specification in the list of references Number and description Entry in the list of references examples of authors e one author MILLER K e two or three authors SMITH J SEBASTIAN S and KLING M e more than three authors MILLER K et al
280. imation oe 210 writing the text 212 perspective drawing 103 advantages oo eee eee 105 cutaway drawing 105 disadvantages eseese 105 exploded view 105 perspective projections COMPALISON 00 eects 104 persuasive presentation 219 Phot anyen 83 emphasis and accentuation 87 exposure with rasterizing film 84 rules for the design 85 simplifications oe 87 photocopy oo eee eee niaan 83 emphasis and accentuation 87 simplifications eee 87 undesired terms _ 87 with photo key 84 with rasterizing film 84 plastic folder 195 PNG Biles rentene 84 PRCLACE 2 cssssscscs scseteers tenet eietes 13 46 present definition 218 presentation appropriate pointing 261 audience target group 226 backbone sesser 230 colour code for manuscript cards 255 contact preparations 259 contacting the audience 259 corporate identity 239 CLEA ON iets spn e 235 desisn nenia 230 234 C Index difference to Technical Report 218 documentation uneeene 256 dramaturgy 230 234 example backbone 230 example presentation framework 227 example presentation target en 228 example structure _ 230 example visualization 246 figure tit
281. indmap u a e i e r alten 109 3 4 10 Pictorial re arrangement of text ueneneesesnennennennenennennennennennnennenena 110 3 5 Literature titat ons 2 2 aT E O E E E E U ER 112 3 5 1 Introductory remarks on literature citations ueneseenessennenennenennennn 112 3 5 2 Reasons for literature Citations neneesessesnenneneneenennennennennnennennenenan 113 3 5 3 Bibliographical data according to ISO 690 and ISO 690 2 113 35 4 Citations intheitext eek Mara 114 3 5 5 The list of references contents and layout neneesessensennennenennennennn 121 3 5 6 Working with documents written in foreign languages 135 3 5 7 Copyright and copyright laws 3 6 The text of the Technical Report neesessessessennennenensernennennennnennennennenenannen 3 6 1 Good writing style in general texts uennensenneneneesensennennenenenennenennn 3 6 2 Good writing style in Technical Reports uesesensenenneseenenennennn 3 6 3 Formulas and computations nesesessensennennenennennennennnnnenensennennennnnan 3 6 4 Understandable Writing in Technical Reports 3 7 Using word processing and desktop publishing DTP systems 152 3 7 1 Document or page layout resp and hints on editing nee 153 3 7 2 Typographic details according to good general practice 161 3 7 3 Details about text accentuations 0 ee eee ese eseeeeeceeteeeet
282. inds of displaying objects These are the normal three plane projection orthogonal projection and the different kinds of perspective projections Both kinds of displaying objects are designed in a plane paper screen etc The difference is that in the brain the association of the real object is much easier if the reader looks at a drawing in perspective projec tion than it is if he looks at a drawing in three plane projection Thus the pers pective projection is easier understandable Front view Side view Three plane projection Perspective drawing The following perspective views or perspective projections are distingished in DIN ISO 5456 102 e isometric projection e dimetric projection e cavalier projection e cabinet projection e central projection one point method with one projection center two point method with two projection centers 3 Writing and creating the Technical Report three point method with three projection centers In mechanical engineering and electrical engineering the central perspective is seldom used It can be found more frequently in architecture civil engineering and design Table 3 3 shows the perspective projections all but central projection in a comparison Table 3 3 Projection type Isometric projection Dimetric projection Cavalier projection Cabinet projection Comparison of perspective projections for Technical Reports Scale for width height an
283. information targets of your lecture before executing the next worksteps This helps to prevent a failure and to save time You should ask for the following presentation conditions and targets discuss them in your team or define them for yourself Checklist 5 2 Checklist 5 2 Presentation framework presentation conditions target group informa tion target e What do I talk about topic e What shall be the title of my lecture e What kind of lecture will I present presentation type e Who will listen to me audience target group e What is the occasion to present my lecture e What do I want to achieve with my lecture presentation targets e Why do I want to achieve that purpose e Where do I present my lecture surroundings room 5 3 Planning the presentation 225 Clarify these questions in detail if possible in written form Then you will feel a little safer and the lecture cannot be a complete failure any more In the follow ing we want to look at these questions a little closer What do I talk about topic Very easy about your Technical Report However the title of your lecture may differ from the title of your Techni cal Report e g if the latter is too long occurs often or if it sounds too compli cated for the title of a lecture or if a better title came to your mind In professional life you will hold lectures about various important topics Then the topic and contents should be agreed upon
284. ing the Technical Report If you draw an outer frame around such a text graphic there is a smooth transi tion towards a table Here another example some extracts Operational disturbances you may improve or repair on your own Disturbance Possible causes Corrective Motor does not start blown fuse change the fuse the thermal overload protector adjust the thermal of the motor has tripped overload protector Motor starts slowly designed for delta connection correct connection but connected in star connection Voltage or frequency differ much improve power net from normal during switch on work conditions After you have got to know several rules and recommendations how to design figures tables and text tables morphological boxes and evaluation tables and after a first short introduction to didactic typographic visualization in the next sections you will get hints for creating and designing figures 3 4 Instructional figures Information can be displayed in different ways e with letters words sentences text tables e with figures figures tables and formulas or e as graphic display or figure resp diagram illustration graphic image scheme etc a differentiation and definition of these terms will be provided later These different ways of presenting information have advantages and disadvan tages The verbal presentation of information is very exact and you can communi cate abstract id
285. ing the machine device 3 4 Disposal and recycling of the machine device what where how Appendices 4 1 Possible causes of disorder Trouble shooting what shall I do if 4 2 Spare parts additional parts exceeding the supplied delivered scope 43 Glossary 44 Index The above structure pattern for manuals and instructions for use differs from the other structure patterns because the individual document part headings are partially not as detailed as in the other structure patterns This was done intention ally because the described technical products can have very different levels of complexity and very different philosophies of use Therefore look at this last structure pattern only as an orientation and adopt it to your described technical product Naturally speaking all structure patterns described in this section can be adop ted to the described project product topic or task If the supervisor has published an own structure pattern it should be used On the other hand if you use the struc ture patterns presented in this book you will establish a correct logical sequence of thoughts topics work steps etc 2 5 Project notebook jotter In a guideline how to write Technical Reports by Thomas Hirschberg a professor at the University of Applied Sciences in Hannover I found the following advice You should structure the contents of your report as early as possible and note all open problems decisions and remaining
286. ingly see 3 3 2 Table numbering and table headings and 3 4 2 Figure numbering and figure subheadings Document part headings are printed in boldface in most cases A larger font size compared with the normal text is recommended Depending on the hierarchy level of the document part heading there are different font sizes for the headings 156 3 Writing and creating the Technical Report The gap between document part number and document part title should be at least two space characters wide If you create the tables of contents figures ta bles etc automatically this gap should be created by a tab Then the tab is copied from the document part heading in the text to the automatically created table of contents and you can layout the table of contents more easily Figure subheadings and table headings are layouted in such a way that the figure or table title can be read and their labels can be distinguished from the nor mal text quite easily because in cross references to figures or tables in the normal text these labels are used as search criteria If you look for the figure table to which the cross reference refers the information here is a figure table comes out clearly To identify the figure or table number more easily bold print of the label like Figure 12 or Table 17 within the figure subheading or table head ing has proven to be practical The label is distinguished from the title of the fig ure subhe
287. ings Each technical drawing and each bill of materials parts list is uniquely identified by its identification number According to ISO 7573 the bill of materials part list and the appertaining assembly draw ing may be presented as separate documents Then they have different identifica tion numbers and the field Sheet is filled in with 1 1 in both documents The as sembly drawing is free for cross use and re use for similar variants The bill of materials part list has a wide form Figure 3 34 The part list and assembly drawing can also be presented as one document with a common identification number In this case there are two options a The part list and assembly drawing are presented on one drawing sheet the part list has a narrow form and is placed directly above the title block see Figure 3 33 The table header is the last line in the part list directly above the title block In the title block the field Sheet is filled in with 1 1 b The part list and assembly drawings are presented on several drawing sheets the part list has a wide form and is sheet 1 the assembly drawing is sheet 2 and evtl single part drawings follow thereafter with subsequent sheet numbers see Figure 3 34 The table header is the first line in the part list The field Sheet in the title block has the format lt number of current sheet gt lt total number of sheets gt For example if a drawing has five sheets part list assembly drawing and three single
288. ings and figure subhead ings etc Micro typography deals with the design of the individual characters i e the selection of the font type font size font attributes superscript subscript text markings like bold italic underlined etc as well as the usage of space characters Now we want to give you some hints for the appropriate design of your report with a word processor here Microsoft Word and Open Office Writer For working with LATEX a word processing system which is quite frequently used in univer sities you have to pass an intensive learning phase How to work with LATEX is described in the literature and it would exceed the framework of this book to go into the details here A useful book regarding the work with LATEX is presented in the list of references of this book 3 7 1 Document or page layout resp and hints on editing t If you already use Microsoft Office 2007 and you do not find the functions any more look here http office microsoft com en us word HA 10074432 1033 aspx Word http office microsoft com en us help HA101490761033 aspx PowerPoint When you define the page layout and the formatting templates you have to keep the layout rules of your university or company regarding their corporate de sign If there is a lack of rules in the corporate design guidelines you may use the rules we propose here accordingly The definition of the page margins and the placement of the page numbers are flexib
289. ings titles 79 freehand drawing 187 from the internet 83 glueing straight with ruler 188 graph paper ee 105 isometric drawing paper 105 leave enough space for gluing in the figures 87 manual creation 90 100 105 manually drawn 187 note of reference 83 numbering oo ee eee 79 placement oes 83 readability check 74 scanned Yuan 83 shape laws cnenen 77 simplifications 0 0 eee 87 simplify reality _ 74 swing out creation s 189 templates 105 transparency paper 188 figures list Of oe cee eeeeeeeeeee 46 figures table eee ee eeeee 54 file binder oo noret 196 file organization 207 filing fastener eee 195 final printout eee 186 leading dots in table of contents 42 paper quality oe 187 Sense 106 folder naeh 195 FONT SIZE een 157 font type einean 157 footers layout a 155 TOOMOLES er ne 57 for comments n se 149 for literature citations 149 In tables innn a 149 foreword eeeeeeene 13 46 C Index formatting style 161 document part heading 15 figure subheading 82 table heading 60 formula editor 145 POPUL AS ae een 143 computations of loads 147 definition
290. ints http clinmed netprints org cgi content full 2003010001v1 Accessed 24 June 2004 Book Monograph South J Blass B 2001 The future of modern genomics Blackwell London Book chapter Contribution to host document Brown B Aaron M 2001 The politics of nature In Smith J ed The rise of modern genomics 3rd edn Wiley New York No commas between names and initials no periods after initials or abbrevia tions Here are examples for the data structure of bibliographical data of different publi cation types according to ISO 690 and ISO 690 2 and example entries in a list of references 3 5 Literature citations 127 Checklist 3 10 Data structure for bibliographical data of common publication types according to ISO 690 ISO 690 2 and example entries Data in the data structure specifications given in italic print may be omitted Journal article Surname s and first name s of author s Title Others involved e g photog rapher In Title of the journal or publication series volume etc volume number year of publication issue number pp first and last page number of contribution McGUIRE Gerald Cyclotron design and efficiency Journal on treatment of waste 112 1977 9 pp 12 20 WEAVER William The collectors command performances Architectural digest 42 1985 12 p 126 133 Book Monograph Surname s and first name s of author s Edited by Title series volume Others involv
291. ion URL URI or starting URL URI and list of clicks you have to make to reach the desired page and the note Accessed on lt date evtl also time gt By the way To limit the distribution of illegal contents everybody is respon sible for the information he she makes accessible via links 4 If you wish to use information from the internet you should think about whether you want to cite or link the information If you want to cite it download the information completely with all image files to your hard disk drive or another storage device Note the URL URI or the click se quence and the date when you downloaded the information because the op erators of the homepage can change or delete the contents at any time If you just want to link the information the URL URI and date of access is sufficient 5 Computer programs can also be copied via data networks You should obey the conditions for freeware shareware only complete non commercial transfer to third parties is allowed license fees should be paid These questions how to cite information from data networks correctly are rele vant for any author of Technical Reports who has access to such data networks mainly the internet If you have questions regarding complex texts or mathe matical deductions you can ask for assistance in the web If there are problems with the material collection colleagues in the web may help In principle any in formation can be transferred via data
292. ion text from the description of a mold for injection molding The main problem is the effective insulation of the hot mold ca 160 Kto 200 C from the relatively cool distributor duct area ca 80 Kto 110 C Asa test you can read the written text loudly Then you will find out fast if there are unnecessary details in the text To finish this section here is a further style rule for Technical Reports Since the Technical Report is addressed to technicians who normally approach all prob lems in a rational way there should be no emotional and colloquial formula tions in the Technical Report Thus sentences like After the ergonomic analysis of his workplace the employee can continue to work joyfully or The pro grammed software ran really cool should better be avoided 3 6 3 Formulas and computations Formulas appear in Technical Reports mainly if computations are developed These computations can e g occur in the fields mathematics physics and chemis try but also in core areas of technology like civil engineering mechanical engi neering electrical engineering and informatics The formulas are often closely interwoven with the text because the text refers to individual physical values makes a statement on the formula etc Text and for mulas are often an inseparable unit Therefore we have reserved only a section within the subchapter 3 6 The text in the Technical Report for formulas and not an
293. ion 5 4 5 Updating the presentation Name titles but do not exaggerate In doubt ask the conference chairman or the secretary to make sure that you greet the prominents with their correct titles and in the correct order they will be happy to support you In a negative case the important people who are also of ten decision makers are right away from the beginning offended in their vanity and start to revolt in their mind against your presentation Moreover the audience will take your savoir vivre as a hint for the potential of your company Do not start any experiments in this phase The presentation starts now with an introduction of the speaker the presenta tion target and how the topic shall be approached by means of the structure Opening My name is Franziska Benz I am research assistant at the institute for welding technology of Hannover University since one year My presentation target is to show you the latest findings of burner integrated suction when welding I want to proceed according to the following structure Slide 2 appears and is explained without literal reading This businesslike opening is always all right if you do not have a more thrilling idea If you want to start with a gag wow effect plan and test it carefully in front of honest critical test persons If you introduce yourself you never name your own title unless you are in need of it Before the presentation you can literally
294. ions and tables list of references 3 1 Parts of the Technical Report and their layout 31 annexes tables figures illustrations bibliography etc end matter index es curriculum vitae of the author inside and outside back cover cover pages 3 and 4 accompanying material Not all parts are necessary or required in all Technical Reports It is the writer s duty to ask the supervisor or customer which rules and guidelines must be kept as long as they are not available in written form In the following we will introduce the individual parts of the Technical Report and give some hints regarding their layout 3 1 1 Front cover sheet and title leaf After the best title has been developed in section 2 3 the absolute and relative position of all parts that must appear on a front cover sheet and or title leaf must be defined A front cover sheet and or title leaf is a must for a Technical Report You should distinguish the inner title leaf from the outer front cover sheet The front cover sheet is the title visible when the Technical Report lies on a table as a closed book The title leaf is only visible after you opened the Technical Re port and in most cases after you turned a blank white sheet of paper However if the Technical Report is bound so that the outer front cover sheet is a transparent sheet of plastics then inner and outer title are identical i e the information provided on the inner
295. ions to emphasize or structure the information in a table are indenta tions of the subordinate information in a column different font sizes and shading cells For example shading is used in the business section of daily newspapers There the table rows appear alternating on gray and white background The shading should not be too dark so that there is always sufficient contrast with the text which is usually printed in black In the printer driver File Print Properties you can influence the colour saturation of your printer There you can also control brightness and contrast and activate toner saving mode If the report shall be copied you have to keep in mind that shaded areas are sometimes changed during the copy process Such areas may become spotted or blurry sometimes already in the first copy contrasts may be emphasized so that dark areas become darker and bright areas disappear Therefore you should copy all pages with gray and coloured areas with the halftone or photo function if it is available at the photocopier Please try that out early enough Write down all page numbers that require special treatment photo function different brightness than normal zooming etc into a checklist for reproduction so that you do not process these pages with the rest of the stack but copy them in dividually Table cell entries which are wider than the column width must either be abbre viated to stay in one line or a line break is
296. is It is usually the first sheet after the inside front cover In addition a diploma bachelor or master thesis requires that the student presents a declaration in lieu of an oath This declaration confirms that the stu dent has written the thesis himself and that all used literature sources rigs ma chines and tools are listed completely and truthfully The exact wording and the position of the declaration in lieu of an oath within the thesis are generally defined by the university Beside to diploma bachelor and master theses doctorate theses and other final theses also contain such a declaration in lieu of an oath The decla ration in lieu of an oath must be personally signed by the candidate for the bache lor master diploma or doctorate degree In most cases it is even required that the signature may not be copied In bachelor master and diploma theses the declara tion in lieu of an oath is mostly part of the front matter and follows directly after the task in doctorate theses it is mostly part of the back matter and is located di rectly before the Curriculum Vitae CV In bachelor master and diploma theses there is often a page with Acknowled gements This is mainly the case if the project which the thesis describes has taken part outside of the university and if there shall be expressed a special thank you to staff members of industrial companies However you should not forget the supervisors from the university here Without t
297. itation can appear at different positions within the sentence Preferably it should be integrated so that it disturbs the reading flow as little as possible However if misunderstandings are possible where the cited information co mes from the citations must be placed so that the relations become clear The physical basics have already been examined by SIMON 17 He found out This conclusion could be affirmed by physical 12 17 and chemical 9 22 experiments Similar research 2 7 10 15 shows Taking into consideration the findings of SMITH 16 and RIEMERS 9 13 The marking of citations with angular brackets is often used in text books and similar publications and we recommend it here If you use round brackets like proposed by ISO 690 and often used in the Anglo American language area the short citations only using the literature numbers could be mixed up with equation numbers 14 If short citations are applied only using the literature numbers like 23 this citation should not stand alone on a new line Try to shorten the text be fore the citation so that the citation jumps up one line or add a few words befo re the citation 120 3 Writing and creating the Technical Report 15 Data and information you use in computations of load error calculations etc must be cited Examples physical constants material constants computa tion procedures by manufacturers standardiz
298. itle After the title has been created the next step is to design the structure 2 4 The structure as the backbone of the Technical Report In our network plan to create Technical Reports we have now arrived at the two last work steps in the phase of planning the report These work steps are designing the 4 point and 10 point structure Since designing the structure is the main step of planning the Technical Re port we want to give you an introduction to the underlying rules of logic and for mal design in the next three sections Then we will show you how to create a logi cal structure and provide you with four structure patterns in sections 2 4 4 and 2 4 5 Many people do not distinguish properly between the terms structure and table of contents ToC Therefore we define these terms as follows 2 4 The structure as the backbone of the Technical Report 11 Structure without page numbers contains the logic is intermediate result ToC with page numbers allows searching is final result The typographic design or layout of the structure or table of contents is not a work step in the phase of planning the Technical Report but it belongs to creating the Technical Report Therefore it is described in section 3 1 2 2 4 1 General information about structure and table of contents The structure while writing the Technical Report or the table of contents after finishing the Technical Report is the front e
299. klist 5 5 Evaluation of the trial presentation e Where do I need to leave out what if it took too long e Where is it necessary to add something for better understanding e Which figures are too small too overloaded too complex e Which keywords sentences buzzwords or gags are useful which are embarrassing or irritating avoid irony e Which contents do I have to add Do I need reserve material Your audience does not need to be experts to judge a presentation Sound intel lect interest and honesty are sufficient in most cases to improve your presenta tion The right consequence of your trial presentation and its protocol is that you are really willing to change everything what was not convincing It is only then that you have the feeling that you did everything for the success of your presentation In addition the feeling of a good preparation makes you more self confident less stage fright because you can show a good product Even if there is much to change do it as good as you can Two and more trial presentations are quite usual e g for dissertation and habilitation presentations and audition lectures for the job as professors This is because a radical cutback after the first trial presentation proves to be exaggerated in the second trial presentation and requires new additions etc 5 4 5 Step 7 Updating the presentation and preparations in the room The crucial phase shortly before the presentation requires upd
300. l Such a title leaf gives an overview of the appendix and forms a capitular table of contents For example Appendix A contains a bill of materials and bound design drawings In the front in the overall table of contents this struc ture would be displayed as follows A Drawings A 1 Bill of materials A 2 Assembly drawing A 3 Component drawings Gripping claws A 4 Component drawings Chassis B Manufacturer catalogues 50 3 Writing and creating the Technical Report In the back in the Appendix A the reader would be reminded of the structure of the appendix by means of a title leaf This creates clarity and overview for the reader The layout of the title leaf of an appendix is partly equivalent to the layout of tables of contents bold type of the chapter heading leading dots page num bers and partly equivalent to the layout of title leafs generous spread and pleasing arrangement of the printing ink on the paper A Drawings A 1 Bill of materials A 2 Assembly drawing A 3 Component drawings Gripping claws A 4 A 4 Component drawings Chassis If the appendix appendices contain many plots measuring protocols program listings drawings and other documents printed on DIN A4 paper these annex materials can be bound separately as volume 2 The table of contents of both volumes should list all contents in both volumes i e volume 1 and volume 2 have an overall table of contents with the sections Contents
301. l frequently used layout patterns like document part and table headings figure subheadings bullet lists cited text etc Indentations should not be created with space characters but with tabs or indentations in the Format Paragraph menu Such an approach saves work and assures a uniform layout Automatic cross references also save work see 3 7 4 and 3 7 5 The information about the document or page layout and the paragraph layout have mainly dealt with the problem to distribute the printing ink globally on the paper macro typography Now we want to present some general information and rules about entering the individual characters micro typography 3 7 2 Typographic details according to good general practice While in manual writing the distances between words punctuation marks formula signs and digits have only limited importance this changes in writing with the computer There a space character creates a well defined gap In the following we present a short summary how the space character brackets calculation symbols values and physical units numbers etc must be used Table 3 10 162 3 Writing and creating the Technical Report Table 3 10 Usage of space characters brackets calculation symbols values physical units etc lt to be continued gt is finished Therefore The following punctuation marks are used Stressed so that without space character directly after the preced ing word After t
302. l entry on the current page Example Telephone book or encyclo pedia The following questions are essential for the application of all text accentua tions Which information must be found how fast and secure Which search strat egy do the readers apply Which reading conventions can be assumed in the target group Moreover even a very sophisticated system of attracting and controlling the readers attention may not forget the following basic condition tS To achieve that the readers can use the usual lists and tables and marginal no tes at all table of contents index list of figures list of tables etc they must know the words being used there and search for them themselves This means that these entries must be answers to questions asked by the readers not by the author In section 3 7 3 Details about text accentuations Table 3 12 summarizes the typographic possibilities of text accentuations and concrete rules for their applica tion Now there are some rules for a good page make up There are some informa tion units which must never be separated by a page break e A document part heading may never stand alone or together with only one text line at the bottom of a page e A single text line of a paragraph may neither stand alone at the bottom nor at the top of a page unless the paragraph consists of only one line e A table heading and the appertaining table may not be separated from each o ther by a page break Als
303. l list of figures to the correct position in your Technical Report e g into the chapter appendix If you want to create a list of tables on the tab List of Figures under Options just select the formatting template TabHeading Then continue in the same way as for the list of tables Index Index entries must be inserted into your text files at the position they refer to If you insert an index entry Word automatically changes to the mode show hidden text First define index entries in your text files Mark text that shall appear in the index and select Insert Reference Index and tables tab Index Define 3 7 Using word processing and desktop publishing DTP systems 169 entry The marked text is prepared as index entry Now you can change the case of the letters the orthography singular or plural etc so that the entries are well structured and fit together Click on Define then back into the text window and mark another entry If desired you can also type an index entry into the edit field in the function window and click on Define e Word inserts an XE field into your text at the cursor position for each entry you have defined Alternatively you can also use the function Insert Field You can create subentries in up to 9 levels by entering a colon into an XE field either from the function window or directly in the XE field The subentries are indented in the index e The
304. layout u nu es ees ke 155 lO8IE 2 13 document part number 13 design and layout rules 15 IO SIG 2 4 13 drawing sh iaa 107 folding 4 2 523 196 drawings SET OT tern antes 22 DIV 69 112 296 E editor zu anni 124 working together with the 154 end matter nenneesnesnernneesnennnennnn 47 equation number s s s 145 EQUATIONS oo eee eee eee eeeeeeeeteees 145 evaluation tables 66 legend 4 22 0 are 66 opposite point values 68 parallel point values 68 weighting factors 67 Excel compensation curve sses 97 error tolerance zone 97 trend ine 2 2 41 97 experimental work 24 exploded view 105 F facial expression 221 264 figure label automatic creation cnen 171 figure numbering sesser 80 figure subheading formatting style oe 82 layo t ase aa 156 more than one line 81 placement oe 80 precise location references 82 re numbering eseese 83 several small figures 81 Heures le 72 annex material in the appendix 73 apperception oo eee 77 basic design rules 75 colors hard to copy 188 continuation oes 80 create associations s 74 cross references in the text 73 82 drawn with stencils 187 C Index explain abstract information 74 figure subhead
305. ldom two sub clauses or a combina tion of two main clauses should not be exceeded The understandability of the text on sentence level can be improved very much by using conjunctions and disjunctions and some other means With these con junctions and disjunctions you design a logical structure of the individual sen tence parts and connect the current sentence congruously to the previous one Here are some examples not so easy to understand Cranes always have a maximum tolerable lifting load which if it is conside rably exceeded can result in a buckled crane boom an overturned crane or broken lifting ropes better understandable by conjunctions Cranes always have a maximum tolerable lifting load If it is considerably ex ceeded then the crane boom can buckle the crane can overturn or the lifting ropes can break not so easy to understand The current I flows through the resistance R It is relatively small Who is meant here I or R better understandable due to clear references The current I flows through the resistance R R is relatively small not so easy to understand The new sensor was much more linear than the old one better understandable due to precise expressions and facts The sensor characteristic of the new sensor has a deviation from a linear rela tionship between current and flow rate of max 3 In case of the old sensor the deviation was max 7 6 tS Use clear precise and significant formulations C
306. le 244 framework slides 237 handout sssrinin 256 intermediate question 262 laser pointer oe 261 last changes 257 MANUSCTIPt oo eee eee 254 manuscript cards 254 material collection 229 MAZy en 231 necessary worksteps 222 NEW aerar 231 OW MTG 3 20 260 personal preparation 258 POMEL vases are 261 preparation of the meeting room n se 258 preparations in the room 257 presentation framework 224 presentation targets 224 226 presentation title 225 presentation type oo 225 prominent people 259 real intermediate questions 262 TEVIEW elite 263 slide heading 244 STFUCRUTE ein eeir eia es 230 structure design plot 242 SUMMATIZING oe eeeeeeeeeeeeeeee 241 technical preparation 258 telescopic pointer 261 third rule oo eee 231 title of prominents 260 C Index trial presentation 256 trisection in a technical presentation 231 trisection in biology and technology 231 trisection in example presentation 235 unreal intermediate questions 262 updating the presentation 257 visualization 236 243 well known eee 231 working out the details 241 presentation definition 218 p
307. le structures will nearly automatical ly result in a good and logical structure Before this is described in detail we want to introduce important rules for document part numbers and document part head ings because these rules will be applied in section 2 4 4 during the creation of structures 2 4 3 Logic and formal design of document part headings Document part numbers and document part headings express the logic of the se quence of thoughts and work steps the thread or backbone in the Technical Report For many people logic has something to do with mathematics and its rules But there is also the logic of language which is examined in many intelli gence tests beside the mathematical logic You should be able to optimize your own structures according to the logical sequence of thoughts and work steps described in your Technical Report This 14 2 Planning the Technical Report requires that you develop the ability to check your own structures for proper logic of language This recommendation will now be explained by means of examples and further descriptions It is a key requirement of a logical structure that different document part headings on the same level of hierarchy must be equally important and consistent Therefore the following part of a structure is not logical 3 5 Technical evaluation of concept variants 3 5 1 Technical evaluation table 3 6 Economical evaluation table It happens quite frequentl
308. le to a certain extent The following rules have proven to be practical Define the page margins right from the beginning of writing your Technical Report so that the printing area is fixed and the line and page break do not change very much shortly before the deadline of your project This includes that in a group all writ ing members use the same settings and formatting templates e g for page mar gins header document part headings etc 154 3 Writing and creating the Technical Report Ideally you should speak with your copy shop or printer already at the begin ning of your project whether you provide the printing data in digital form or whether paper originals shall be copied For digital printing you often need a special printer driver You should install it already at the beginning so that the line and page break do not change much any more shortly before the deadline of your project If the front and back sides of the pages of the copied Technical Report shall be used you have to switch on alternating page margins in your word processor In Word File Page layout Margins option Opposite pages The upper and lower margin should be at least 20 mm wide on DIN A4 pa per if there is no header or page number There should be a gap between header or footer or page number and the edge of the paper of at least 15 mm The right outer margin may not be narrower than 15 mm 20 mm is better The left inner margin should be a
309. lection and quality of the literature citations document how intensively the author has read about the state of the art and the established theories Thus lit erature citations do not express that the author has not had own ideas On the con trary it is absolutely necessary to make correct literature citations to facilitate that interested readers can get access to a field which might be new to them Correct literature citations emphasize the honesty of the author it is part of a positive human and scientifically correct behaviour that literature citations are marked If you copy texts or figures from other authors into your Technical Report without naming the literature sources you pretend that the work results of other authors are your own That offends national and international copyright laws and good manners within the scientific community Someone who knows the field well in which you have worked will quickly recognize the spots where you have used thoughts of other authors but without correct literature citation No one wants to come into such a situation Therefore the next section is a short description what information is contained in ISO 690 and ISO 690 2 Then there are sections describing how literature citations must be made in the text and in which form the bibliographical data must be listed in the references A further section deals with literature written in foreign languages At last there is a section about copyright la
310. less if it shall be successful and that is why you present it What do I want to achieve with my lecture presentation targets This question deals with your presentation target s This means whether and in which mixture you want to achieve the following effects e Transfer of technical and scientific knowledge to make your audience cle verer or e creating a positive impression of your technological or scientific approach of you or your company or e creating emotions in your audience in a desired direction Naturally speaking you do not follow these information targets too obviously but smart and carefully Your audience should not realize your tactic at least not consciously As long as your approach does not exceed to crude manipulation no one will complain about a decent rhetorical tactic Why do I want to achieve that purpose Is everything allowed that advances the purpose Let us be careful and say Sometimes yes An example The future funding of your whole project group depends on your lecture It is a To be or not to be affair for the jobs of your colleagues and maybe for your Job as well isn t that worth to invest a lot of effort Such purposes in mind you will probably be willing to pull out all legal stops to be successful won t you 5 3 Planning the presentation 227 This includes to decide how much you want to convince influence or amuse These elements of a good lecture must
311. liogra phy Here you can list sources of literature which have not been cited but which are important for the treated topic standard text books literature on special topics homepages of companies etc The section with the bibliography can get an own document part number or better just a heading which is emphasized by bold printing and a slightly larger font size In very large Technical Reports you can also find the variant of a space saving capitular list of references The capitular list of references is located at the end of each chapter The corresponding subchapter headings might be 1 7 References in chapter 1 2 9 References in chapter 2 etc The layout of capitular lists of ref erences is similar to the layout of the list of references in journals An example can be found below under space saving form In each chapter the numbering of the sources of literature starts again with 1 Before you enter your first source of literature to your list of references you have to define which layout you want to use There are three options the first one is the classic three column form the second is the two column space saving form which is also used in journals or third the block format In the block format according to DIN 1505 the long citation which occurs in the text is repeated and printed in bold Then the bibliographical data is listed That has the advantage that it is nearly excluded that the readers
312. ll important processes in the soul intellect and body Example 1 Eating Soup starter Main course Dessert easy digestible harder digestible sweet light appetizing filling closing Example 2 Love life Initiation Unification Closing accommodation maximum tense lowering the tense building up the tense ecstasy fading Figure 5 3 Processes compared with a presentation biology B Technological processes Example 3 Combustion engine Raising the speed Lowering the speed Starting warm up continuous and peak stopping performance slow cooling Example 4 Flight Raising the altitude Lowering the altitude continuous fly landing taxiing and stopping Starting warm up taxiing and departure Figure 5 4 Processes compared with a presentation technology After contact preparations and contacting the audience which are described in section 5 5 1 the presentation should start with the phases presentation target and course of action and introductory examples to give an overview and build up an information base for everybody in the audience This shall activate warm up the audience and raise their interest for the topic of the presentation Then scientific and or technological information on an appropriate knowl edge level should be delivered which is understandable for the majority of the audience the first sixth of the New Before the experts in the audience be come b
313. llows without space character The ellipsis evtl replaces a period at the end of a sentence 3 3 5 If the slash is used in a fraction or in the sense of Winter semester 1995 96 and or or respectively there is no space and or character before or after the slash 3 7 Using word processing and desktop publishing DTP systems 163 Table 3 10 Usage of space characters brackets calculation symbols values physical units etc lt continued gt Example Rule id Between measure and physical unit there is al ways exactly one space character or non breaking space Exception angle degrees 16 or 16 degrees In angle degree specifications there is either a 5 2 or 5 degrees 2 minutes degree symbol directly behind the measure or the word degrees is added with a space character the same applies for the words minutes and seconds without space character 2 5 7 Before and after calculation symbols there is ex 6 3 2 actly one space character 5x3 15 5 3 15 Algebraic signs appear directly before the figure i e e g evtl U S Abbreviations which are spoken as the full word s get a point This point evtl replaces a period Several abbreviations following each other are separated by a space character or non breaking space NATO UNESCO USA EU Abbreviations which are read as letters or as an own word are written without points and without space characters between the abbreviated letter
314. lows directly upon a document part heading the reader is often somewhat left alone In most cases an introduc tory sentence is missing here which announces and explains the logic thread or the contents of the figure table or bullet list This deficiency occurs so often that the authors use the abbreviation is gt at the left margin The peak of the angle points to the gap between document part heading and figure table or bullet list and the abbreviation denotes the introduc tory sentence is missing here Look at the following example lt Text gt 3 3 Morphological box The sub functions identified in 3 2 Break up into sub functions and the mentally de signed solutions for the sub functions are now clearly arranged in the morphological box Sub functions Solutions for the sub functions 1 2 3 4 A Create rotation Electric motor Diesel engine lt Text gt This introduction guides the reader So he cannot lose the overview across the sequence which improves the understandability of the Technical Report The chapters Introduction and Summary are of major importance for the Technical Report These two chapters are the first ones most readers scan after a quick look into the title and table of contents before they start to read the text tho roughly These chapters are introduced in C hecklist 3 4 together with examples of structure and contents 3 1 P
315. may occur The next part of the Technical Report is always the table of contents More details about what information has to be placed on front cover sheet and title leaf can be found in ISO 1086 Information and Documentation Title leaves of books and in ISO 7144 Documentation Presentation of theses and similar documents and in ISO 5966 Documentation Presentation of scientific and technical reports ISO 5966 contains a visual example of how to arrange the in formation of a numbered scientific report on the page 3 1 2 Structure with page numbers Table of C ontents ToC In subchapter 2 4 The structure as the backbone of the Technical Report it has been stated that the document part headings in the structure contain the inner log ic of the Technical Report The structure defines the sequence and the logical su per and subordination of the document part headings However in that shape it is not yet suited to look up and search specific passages in the text Only after adding page numbers the structure becomes a table of contents and then it is suited to look up text passages Therefore the table of contents of a Technical Report must always have page numbers for all document part headings from level 1 to 3 4 In this section we will deal with the layout and formal design of the table of contents on the paper By the way the table of contents of this book is a good guideline for your tables of co
316. mbered in the text By default the number appears behind the text it refers to and it is repeated at the bottom of the page below a left justified horizontal line of about 4 to 5 cm length There you can place information which would disturb the normal flow of reading Examples for such information are e comments about cited texts e bibliographical data of cited literature e the exact location of the cited information in the source of literature and e hints or comments regarding the normal continuous text In most cases as in ISO 5966 and ISO 7144 and several other ISO standards the footnotes appear in a smaller font size than the standard text However Micro soft Word formats them in the same font size as the standard text This is also recommended by DIN 5008 Footnotes are used quite frequently in the humanities In the technical sciences footnotes are less common 1 Here is an example of a footnote like it is usual in the humanities 150 3 Writing and creating the Technical Report If one or more footnotes refer to the contents of a table they appear directly be low the table without a horizontal line of 4 to 5 cm The German Association of Electrical Engineers recommends that normal footnotes get superscript numbers and tables get superscript small letters to distinguish them from one another You can manually create the superscript letters Format Character Superscript For shorter texts sometimes endnotes ar
317. mbol to insert a blank line gt can be completed with eS gt for an in troductory connecting sentence with P gt for a page break with gt for more vertical space and with gt for less vertical space You can learn and immediately use this simplified system of correction sym bols by simply reading the checklist above since all symbols are logic in them selves and can be deducted again easily These correction symbols have proven its value in practice very well Beside these correction symbols you can use correction markings which are to be worked on later During the phase proofreading and correcting you will probably work on the xxx markings in the text with appropriate corrections and delete the markings as well as rework the text style But even when you enter the corrections you may still decide to leave some items unsolved e g because special textbooks or encyclopediae can only be consulted during the next visit to the library You should structure this phase of inserting the corrections as fol lows e In the printout at the left margin mark all lines containing the Sp HHL IC HH Un und iS with a vertical line with a well visible colo red pencil or text marker In addition write appropriate notes what to do into the margin e g in which book you want to read again the marked issue With these well visible colored vertical lines you can find
318. me They are created to get and hold the attention of the reader and to position the message buy me as deep as pos sible in the readers heart and mind They address the human psyche in a clever way and apply unusual effects of text and image design create new words and exceptional sentence structures to achieve more turnover Everything is allo wed which is successful and not displeasing Instructional texts user maintenance repair installation or operation manu als training and seminar documentations etc use text accentuations for attrac ting and controlling the readers attention like this book which is therefore a little different from the classic book layout Text accentuations use the rea ding conventions of the people to display information so prominently that they cannot be overlooked However too many text accentuations are too much of a good thing If too many information pieces are marked as important by means of text accentuations the reader cannot decide any more which information is really the most important one He she is irritated and frustrated You as the author of a Technical Report have to find an acceptable balance You have to keep in mind your supervisor or customer and the target group The central question is How much creativity and unconventional design is ac ceptable e Are the supervisor or customer and the target group conservative Then select a simple and decent layout Technical informati
319. mediately or insert the not yet ready marking HHHP for still re quired corrections Sometime during the writing of your text you should define a deadline from when on no new literature sources shall be searched and read and no new informa tion shall be inserted This deadline should be at about 4 5 of the time for writing the Technical Report If you find important sources after this deadline you can still use them but these should be only really important articles or literature strongly recommended by the supervisor If you take a larger break and switch off the computer or finish working on your Technical Report for the current day you should insert a marking before sav ing your currently edited file and switching off the computer This marking should occur only once at the position in your report where you have finished your work We use the marking break for that purpose If you open your file later you can easily find again the position with the function Find of your word processor If you write your Technical Report in a team the layout of the text the struc ture and the terminology must be defined for all group members If you do not fol low this basic rule inconsistencies may occur which bother your readers or make it harder to read the report Examples e Within one work there are different page numbering systems 212 4 Useful behavior for working on your project and writing the Technical Report The
320. mould In this context you should consider that after a Technical Report has been read once the readers often only refer to those sections that are relevant for the current problem Very precise location references in text figure subheadings and table headings are especially helpful in this case For the formulation of figure subheadings the same rules are applicable as for the formulation of document part headings see 2 4 3 checklist 2 4 In the text there should be at least one cross reference to each figure which is integrated in the current text chapter If possible the figure should be arranged near the cross reference If there are several cross references from the text to a figure the figure should be arranged near the most important cross reference Cross references to a figure can be formulated as follows e Figure xx or e see Figure xx or e shows the following figure or e shows Figure xx 3 4 Instructional figures 81 Quite frequently the cross references to figures use the term Fig xx instead of Figure xx If you copy or scan a figure from a source of literature or the internet you should cut off the figure number and figure subheading or you should not scan it together with the figure Then you should type your own figure number and figure title The figure title can either be taken over from the literature source or the in ternet without change or you formulate your own new fi
321. n tered or indented by a constant distance If the figures are not too large and if this looks balanced you should select the variant figure title left justified fig ures start at the building line at the beginning of the figure title This has the ad vantage that the layout is relatively smooth and the figure label is accentuated 3 4 3 Photo photocopy digital photo scan and image from the internet Photos on paper and photocopies are treated together because both have to be glued into the Technical Report Photos are still used today e g for metallo graphic micrographs in damage analyses for photos of plants as press photos and for reproduction purposes in editorial offices of newspapers and journals book publishers etc The color intensity and brilliance of paper photos is still higher than of digital photos However digital photos scanned images and images from the internet are used much more frequently 82 3 Writing and creating the Technical Report If you want to use colored images from books and brochures in your report scan the image and print the page on a color printer Later you can reproduce this page of your Technical Report with a color copier Colored photos can be glued into each copy of the Technical Report The handling of black and white graphics with brightness gradients and black and white photos is similar If you have to create a larger number of copies you can reproduce the figures with colour and
322. n Subdivision into sub functions Morphological box Definition of the concept variants Technical evaluation of the concept variants Economical evaluation of the concept variants Selection of the most useful concept variant with the s diagram Design 4 1 Design description 4 2 Computation of loads Summary and conclusions References Bill of materials Manufacturer documents If you do not add manufacturer documents just use the appendix A Bill of materials If you want to add printouts or plots or photocopies of technical draw ings in reduced size you can structure the appendices as follows A Bill of mate rials B Assembly drawing C Component drawings D Manufacturer documents The bill of materials is actually not a part of the report but it belongs to the set of drawings Since in universities the drawings are transported in drawing rolls it has proven to be practical to add the bill of materials twice to the Technical Report one copy of the bill of materials is added as an appendix of the bound Technical Report and the other is added to the set of drawings in the drawing roll If in industry during a presentation plotted drawings are fixed to the walls of the meeting room the enlarged bill of materials can also be hung up at the wall Please decide whether you want to add a photocopy of the assembly drawing in reduced size to your Technical Report It can either be added to an appendix directly behind the bill of materials
323. n terms of communication and knowledge i e which provides you with personal and professional success With your presentation the contents becomes more vivid because due to your personal appearance and your freely spoken explanations it gets a much more intensive impact To express it in easier words your report mostly addresses the head the brain the intellect of your readers while the presentation reaches the gut the emotions the unconscious in your audience Only if there is a com plete and complementary impression of emotion first and intellect second you will provide a holistic and impressive experience of your work and your person standing behind all that work There is an insight in psychology When the feeling says No there are no facts and arguments which are good enough to convince your audience You have already worked on your report for quite a while all this effort shall result in a good grade more money in your purse and better career chances Wouldn t that be a success 5 1 4 How do I proceed The basic attitude you should take when starting to work on your presentation is What does my audience need and wish to get The presentation of your report is something completely else than just sum marizing or even reading parts of your written Technical Report It is clear that all the effort and highly qualified work of many days weeks months or in case of dissertations of years cannot be condense
324. n have their own in house variations Table 3 4 lists some popular referencing styles in various fields of science 124 3 Writing and creating the Technical Report Table 3 4 Popular citation styles in mathematics natural sciences engineering and social sciences each institution have their own variation of typography Citation recommended by Characteristics style name Chicago Chicago Manual of Style used by writers in many fields Style CMOS www chicagomanualofstyle org sorting in articles by order of citation sorting in books in alphabetical order Harvard British Standards parenthetical referencing referenc Institution Modern Lan author date system ing guage Association http www imperial ac uk Library pdf American Psychological Harvard_referencing pdf Association sorting in alphabetical order MHRA Modern Humanities Re note referencing with bibliographic data in foot Style search Association notes and list of references sorting by order of citation ACS style American Chemical Soci parenthetical referencing citation numbers ety sorting in alphabetical order AIP style American Institute of parenthetical referencing with literature numbers Physics sorting alphabetically by author names AMS American Mathematical parenthetical referencing author s initials and style s Society year e g AB90 implemented in LaTeX sorting in alphabetical order Vancouver Counc
325. n in conference or symposium proceedings The other publication types are easier to distinguish If the publication you want to cite does not exactly match the publication types in Table 3 8 please go back to Checklists 3 9 and 3 10 collect the bibliographical data and enter it accordingly into your list of references The document part Literature or References at the end of an article in a journal contains the same bibliographical data but the layout is much more space saving Table 3 9 It depends on you whether you want to apply the sys tematic and layout of the space saving form two columns or the block format according to DIN 1505 with a repetition of the citation or the block format accord ing to ISO 690 It is also up to you to type author s names in capital letters or small caps and titles in italic print Basically the rules of university institutes companies and other customers i e the rules of the house must be followed If you write a book or an article the rules of the publishing company apply 134 3 Writing and creating the Technical Report Table 3 8 Type of publication in the list of references in three column layout Type of publication Entries in the example list of references book as monograph 2 3 4 book in a series 13 contribution to a series here a photography similar 14 for a chapter section etc research report available on mic
326. nal diagram title in the figure subheading in the Technical Report or above the figure in the presentation are indispensa ble elements of a good diagram Use of glass and PET bottles beetween 2004 and 2008 Oglass EPET Number in Mio oub bD NAs G 2004 2005 2006 2007 2008 Figure 3 22 Completely labeled diagram with a title specifying the diagram contents the diagram is prepared for a presentation 3 4 Instructional figures 91 If a time related process or development is displayed in a diagram the horizon tal axis is nearly always the time axis Figure 3 22 is an example for that There are additional rules for the display of curve flows in coordinate sys tems At first the axes must be precisely labeled with e physical value as text or formula symbol and measuring unit e measures if it is a quantitative diagram and e arrows at or beside the axis ends the arrows point to the top and to the right Table 3 1 shows examples for these labeling elements Table 3 1 Diagram axes are labeled with the physical value as text or formula symbol and the appertaining measuring unit Labeling elements as text Physical value as formula symbol The axis labeling can appear at the axis ends or at own arrows parallel with the axes Figure 3 23 U in V or ony IinA IinA Figure 3 23 Position of physical values in diagrams at the axis ends or at own arrows parallel with the axes The physical value can be
327. nals brochures etc please do that before binding If you want to use sheet protectors make sure to use a type that has three clo sed sides with the open side at the top e Sheet protectors cannot be bound into staple binding the adhesive bindings and hardcover binding because they would be destroyed during shearing You can only use sheet protectors together with plastic folder filing fastener file binder and ring binder e Did you sign yourself the declaration in lieu of an oath after the copying with a document proof pencil ballpen or pen All copies must be manually signed e The binding types staple paper clip filing fastener and spring strip do not pro vide a container for the sheets of paper If you have decided to use staple or paper clip you can hand in the documents in a sheet protector one or two si des open In case of filing fastener and spring strip the first and last sheet can evtl be a semi transparent plastic or cardboard sheet or a plastic cover That creates a more tidy impression and protects the paper For the binding types plastic binder spring binder file binder and ring binder you should not hand in used containers with signs of wear Often it is useful to bind bulky appendix material like brochures corporate publications measuring protocols program listings electric plans wiring dia grams technical drawings etc in a separate file binder or to bind them separately This separate bin
328. nature source of the first three images MELEZINEK Unterrichtstechnologie 2222002000sneennernnennnennennnennnennnen Shape laws apply during the apperception of figures developed by WERTHEIMER 1922 neessessnessersnersnernnennn Bad vertical placement of the figure subheading especially ifthere are several figures following one another without intermediate text neeeeessenseeessnnnenesennnenennnennnnnnennnnnnennnnnnnn 280 Figure 3 17 Figure 3 18 Figure 3 19 Figure 3 20 Figure 3 21 Figure 3 22 Figure 3 23 Figure 3 24 Figure 3 25 Figure 3 26 Figure 3 27 Figure 3 28 Figure 3 29 Figure 3 30 Figure 3 31 Figure 3 32 Figure 3 33 Figure 3 34 Figure 3 35 Figure 5 1 Figure 5 2 A Lists of figures tables and checklists Good vertical placement of the figure subheading 79 Layout of figure subheadings that spread across more than one line and common figure subheading for several small figures 80 Undesired reflection on a photo uuesessnesseesnessneenennnennnennennn 83 Vice designed with a 3D CAD program Source ICEM DDN 5 0 Tutorial 86 Section through a protective gas welding pistol with integrated weld smoke suction fill patterns and arrows show the direction of flow of protective gas and weld smoke 88 Completely labeled diagram with a title specifying the diagram contents the diagram is prepared for a presentation
329. nd report later you have to manually turn the pages and put the report onto the copier if the binding shall not be opened Plastic folder Advantages This binding is very cheap and easy to be done Sheet protectors can easily be integrated With this binding type you can bind up to about 100 sheets if there are more sheets the report becomes more and more difficult to handle Disadvantages To read the inner pages you have to bend the pages to the left because otherwise the report would not stay opened when lying on a table The metal tongues are often sharp edged if the report is read more often the holes be come frayed Since the binding can be opened easily copying with paper feed is easily possible as long as the holes are not too frayed Therefore this binding type is only suited for your own documents or for unimportant purposes Filing fastener Advantages Filing fasteners are much cheaper than plastic binders The hand ling of the bound documents is comparable with plastic binders Disadvantages The filing fastener does not provide a container for the sheets it is only possible to file the filing fastener with its cardboard or plastic stripe onto which the bound sheets are fixed into a file binder Filing fasteners are not suited to present your Technical Report in an optically attractive way Therefore this binding type is only suited for your own documents or for unimportant purposes 196 3 Writing and creating the T
330. ned in menu View Master Title Master i e you have to redo the settings there If you notice later during slide creation that something basic is still wrong in the bullet list text fields or other systematically repeated elements on your slides you should change that preferably on your slide master s Font type and size It has proven to be well readable and attractive for your readers to use sans serife fonts like Arial for presentation slides The font size should not be smaller than 18 pt for beamer presentations a larger size would be better For self study slides the minimum font size should be 12 pt Usage of color Colors can be applied as text colors background colors and object colors in figures If you apply them with care they can help to mark emphasize struc ture order and distinguish details Colors control reactions stimulate imagina tions rise emotions and bring up memories and associations Mark the same things with the same colors and use colors consistently If you use color spar ingly it serves as eye catcher and helps to emphasize important items However color reduces the contrast between foreground and background and reduces the recognizability You can recognize best black on white If text is writ ten in dark blue dark green and dark red on white the letters must be 1 5 times larger and lines accordingly thicker to achieve the same readability Too many colors and an unclear usage of colors supp
331. ng to ISO 7144 the appendices get consecutive capital letters instead of chapter numbers and the page numbers consist of chapter letter and a consecutive Arabic number Enclosed documents or copies usually have their own page numbers These existing page numbers remain untouched and every brochure catalogue or tech nical document gets a consecutive document number 1 2 3 or Docu ment 1 Document 2 Document 3 which is glued onto the document with white adhesive label Sticky notes Post it are not suited for this purpose Usually the enclosed documents are original brochures or photocopies which are bound with the other pages of the Technical Report If the enclosed documents cannot be bound because they are too thick too many or larger than DIN A4 they should be enclosed in a separate folder or box or roll Such documents or draw ings which are delivered separate from the Technical Report are listed in the table of contents of the Technical Report at the logically right position and get a com ment like in drawing roll or in separate folder Example Summary and Conclusions References Measurement Protocols Important Standards Bill of Materials Drawings in drawing roll Manufacturer Catalogues in separate folder Bibliography in separate folder Tm OA wD gt om If an appendix has a substructure a title leaf for an appendix chapter is very usefu
332. nical Reports The entries must be formulated from the readers point of view A structuring into superordinated and subordinated concepts on max two levels results in more clarity and better overview The page numbers are partly added with commas directly after the keywords or they are displayed right justified along a common building line The gap between index entries and page numbers should then be filled with leading dots This looks more pleasing espe cially if the index has two or more columns If an index entry occurs on more than one page in the text and on one page there is more or very important information this page number can be accentuated by bold type and thus it can be marked as main entry Doctorate theses Ph D theses normally have a Curriculum Vitae CV It lists roughly the previous educational and professional development of the docto rate candidate In doctorate theses another part in the appendices is the Declara tion in Lieu of an Oath Often it is placed behind the List of References or be hind the CV Contents and structure of the CV depend very much on the university or faculty Also the placement of CV and Declaration in Lieu of an Oath might be different than proposed here Therefore the doctorate candidate should ask his doctoral supervisor for an example CV and Declaration in Lieu of an Oath evtl with anonymous i e unrecognizable personal data 3 2 Collecting and ordering the material Up to now the
333. nical consequences 2 min Summary e Summary of results and findings Conclusion _ outlook e Future work Especially the inevitable trial presentation will relentlessly show what can be done and what cannot be done in 20 minutes 5 4 Creating the presentation The concept is ready now it must be elaborated The structure with its skeleton for the contents and the time consumption must be transformed to a clear success ful presentation 236 5 Presenting the Technical Report 5 4 1 General recommendations for designing presentation slides In this section you will find general hints for designing presentation slides and scattered across the text tips for the practical making of slides with PowerPoint 97 or 2000 or 2002 followed by tips for Open Office 2 0 Impress This book can only show the general direction You can find more details in the online help the literature in the list of references and other respective literature Basic layout of the slides At first you should select the basic settings for the slide and title master In PowerPoint you can do this in the menu View Master Slide master Here you can influence the layout of the list or text object resp which is contained in the preset slide layouts List Two column text Text Text and ClipArt etc On the slide master you can select e font type color and size Format Character e language Special Language e tabs e form and color of
334. nicians and descriptive geometry is its grammar Nearly all design and projecting reports have technical drawings often in a drawing roll or drawing folder They are an important part of this type of Technic al Reports Therefore we will give you a list of frequent mistakes in technical drawings 104 3 Writing and creating the Technical Report Frequent mistakes and questions in technical drawings Centre lines are often forgotten in technical drawings and in sketches All parts which are rotationally or axonal symmetric must get centre lines That is also valid for holes indexing circles pitch circles etc If for example holes are regularly arranged at a circular flange they get a common indexing circle and each hole gets a short centre line which cuts the indexing circle in normal direction The centre lines run perpendicularly to the in dexing circle It is wrong and not according to the standards to mark each hole with a horizontal and a vertical centre line Rotating edges of objects bearings bearing caps etc are often forgotten es pecially in section and assembly drawings Therefore after finishing your draw ing check all rotationally symmetric parts with the bill of materials whether all required edges of the objects are drawn J oining chamfers are also often forgotten The remark all edges which are not especially marked are broken is not sufficient Think about how the sub assembly or assembly or dev
335. not available any more for understanding the important contents of the presentation and it needs precious time In addition this just bothers your audience That means that due to the reasons mentioned above the footers of slides should contain as little information as possible If you show your presentation with a beamer the page numbers are superfluous They are only helpful if you show your slides with the overhead projector But there is no rule without excep tion For advertising and prestige purposes and due to juristical reasons many in 240 5 Presenting the Technical Report stitutes and companies have corporate identity CI rules which define a certain framework for all their presentation slides This includes showing the name and logo of the company We did that in our presentation example as well Copyright notes may be necessary to reserve the company s copyright But this occurs sel dom Sometimes after filling up the slide with formalities like this there are only 50 or less of the total slide area available for the actually interesting informa tion Try to minimize or eliminate this kind of side information as far as possible A more attentive audience will thank you However for notes and handouts you should use footers menu View Headers and footers Notes and handouts tab because e g with page numbers you will facilitate the paperwork for your audience Creating presentations with Open Office Impress Under Lin
336. nsert a screenshot insert a new slide e g with the standard layout Title Text and ClipArt change to the program where you want to take a screen shot and use the key combination Alt PrtScr to copy the current window to the clipboard Now you can change back to PowerPoint and select the object area for the ClipArt If you paste the clipboard to the area now the contents of the clipboard is adapted to the proportions of the clipart object That means it is usu ally distorted very much It is better to mark the object area for the ClipArt and Delete it with the Del key Now you can paste the screen shot with Ctrl V Click on the screen shot and scale it as desired You should touch the screenshot only in the corners not at the sides to scale proportionally You can enter numerical scale factors if you click on the graphic with the right mouse button select the menu item Format graphic and change to the tab Size If you want to tailor your graphic this can be done with the Tailor tool in the Graphics toolbar This lets disappear areas of the image image margins are cut off but they are still existing As just described for screenshots you can change the image size in menu Format Graphic tab Size 178 3 Writing and creating the Technical Report 3 8 2 Slide creation with Open Office Impress There is the program Open Office Impress for Linux and Windows to create slide presentations This program is very similar to Microsoft PowerPoint
337. nt department Title of the work large Type of report smaller written by Author s title s first name s name s department s evtl e mail telephone fax evtl addresses of contact persons promoters sponsors etc Date and evtl version e g June 2009 or Version 1 June 2009 This completes the description of which information is placed where in which layout on the front cover sheet and the title leaf You have seen different designs in the examples above The following Checklist 3 3 summarizes again the work steps to design the front cover sheet and title leaf from sections 2 3 and 3 1 1 Checklist 3 3 Placement of information on front cover sheet and title leaf Work steps to place the information on a front cover sheet and title leaf e create several variants use handwriting on paper to avoid restricting your creativity by a limited screen e try out different line breaks e form different blocks of information title supervisors company university date e arrange these blocks centred left justified right justified or along an angular line e select the best arrangement e transfer it to your word processor and optimize it there e care for layout rules of your university institute or company 3 1 Parts of the Technical Report and their layout 37 Behind the front cover sheet and title leaf the task declaration in lieu of an oath for bachelor master and diploma theses etc acknowledgements and preface
338. nt state of the art Yet working with literature is very time consuming Therefore you should try to minimize the time it needs by intelligent planning and organization Here are some hints how to do that If you are not so versed with your local library you should take part in a guided tour There you learn how the various types of literature are searched online catalogues microfiche catalogues card indexes for older publications etc where the literature is located according to the location label and signature on reserve shelves or in the depot which corridor for which field of knowledge and whether when and how the literature can be borrowed computer aided loan depot order distance loan short loan etc Recent journals may not be borrowed in most cases Articles from them must be copied in the library Also the reference copy of desired books may not be bor rowed in most cases Therefore you should start to collect coins in time so that they are available when you need them in the library e g in an empty film box Alternatively you should buy a copy card Also a box for paper clips is useful You will always need them to divide several stacks of copies In addition you should take with you at least two well functioning ball pens and the notes col lected for the next visit to the library At home you should preferably put these notes into a firm DIN C4 envelope labeled with library If you have arrived at the library y
339. nt to jump to directly You can add abbrevia tions to this search marker like Sp spelling dictionary Lit litera ture citation or check again bibliographical data Un meaning is unknown look up the details in a textbook or encyclopedia iS introductory or connecting sentence etc tS Note all remaining necessary corrections and work steps in your to do list immediately so that you do not forget them 3 9 Completion of the Technical Report 183 When proof reading you also check the layout Figures and tables may not be split apart as long as they fit on one page The figure subheadings and table head ings must appear on the same page as the figure or table If paragraphs must be split by a page break no single line should remain on the old or flow to the new page Also forbidden is that the document part heading stands at the bottom of the old page and the first paragraph of the text starts on the new page Since the page numbers may change until you entered the very last change the page numbers are the last thing you enter into the manually created table of con tents and the automatically created table of contents must be updated again This is also true for the list of figures list of tables etc Therefore the master copies of the table of contents and the other lists are the last master copies that you print out Before you start copying your Technical Report you should check again all cross re
340. ntation Studying all speeches and presentations in the public TV talk masters politi cians experts helps to improve yourself And you should always study your audience for their reactions Tension within a presentation if not planned into the contents can also be created with your voice mimic and body language Time pressure is the strongest enemy of the speaker The only precaution are a stop watch and a lot of training to defeat this enemy Training is more important than eloquence frequent presentations and speech es with honest feedback of an audience create experience and routine Trust creation is an important target of your presentation trust into the con tents your person and your company Velocity of the speech should be adopted to the contents and its importance when in doubt speak slower than usual and check by listening to yourself Volume of your speech depends on the size of the meeting room and the number of people in the audience it should preferably be louder but vary from time to time 6 Summary Now all details rules and working procedures relevant for writing and presenting Technical Reports have been introduced in detail Our network plan for creating Technical Reports has been processed from accepting and analyzing the task to presenting or distributing the final report During all work steps the following basic rule needs to be considered The creator of the Technical Report m
341. ntents The headline of the table of contents is not as frequently written table of contents The headline is just Contents The fact that it is a table of be comes clear at first sight on any page of the table of contents Now we want to present some thoughts regarding page numbers and page numbering The page numbering always begins on the first text page This is the page which displays the chapter number 1 In seldom cases the chapter number 0 may occur if this chapter is a foreword a preface an introduction or other divi sion of similar type see ISO 7144 In front of the first text page there may occur other pages according to Checklist 3 1 especially the table of contents These parts of the Technical Report are called front matter Whether the parts of the front matter occur in the table of contents at all and whether they occur with or without page numbers is treated very different Nearly every book uses different rules for this problem Therefore we want to make a proposal how you can solve this issue in your Technical Reports e The front matter can get Roman page numbers or no page numbers at all If the front matter gets page numbers the title leaf is the first page of the front mat ter It is integrated into the page numbering with Roman page numbers but it does not get a page number printed onto the page If you apply book page numbering with page numbers on the front and reverse side
342. nterpersonal and meeting room conditions contacting the audience introduction evtl wow effect velocity variations breaks too calm nice too loud distinctiveness of the voice accentuation facial expression Usage of hand head and body motions firmness posture eye contact and leading the audience impression of personality engagement and persuasive power tension flow dramaturgy reaction after questions slip ups distractions recognizability harmony conclusion too much well too few no reserve material too high well too low bad mixture material selection effort planning structure logical design clarity straightforwardness recognizability of the structure items visual display of important facts selection and usage of media blackboard or whiteboard overhead projector laptop and beamer models repetitions and intermediate summaries duration of the presentation parts keeping the lower upper time limits My gain of knowledge and understanding T have adopted the following facts opinions and arguments My desire to deal with this topic learn more and evtl plead for it 5 6 Review and analysis of the presentation 265 Using Checklists 5 6 and 5 7 you can calculate as follows a For each of these criteria you can give the following grades very good very often accurate grade 1 good quite often rather accurate grade 2 average mean a little inacc
343. ntrance door into your Technical Report It is the next piece after title leaf and Preface Foreword and or Summary that is read in larger documents like books applications for research projects final reports of research projects design descriptions etc A good structure is so important for the understandability and plausibility of texts even of short texts like e mails that you should always structure every text that exceeds the amount of about one page with intermediate headings at least every text describing facts The structure allows you to get a quick overview e to find your way into the contents of the Technical Report e to get help from your supervisor and e to evaluate grade your Technical Report Therefore you should always take the current state of the structure with you when you are going to discuss the current status of your project with your su pervisor boss assistant professor etc or with your customer They ask for it quite frequently Other materials which are not necessarily required e g literature references and copies which are important or difficult to get should also be available in the meeting For each reader of a Technical Report the structure is the most important tool to understand the contents Therefore you should not make any compromises with yourself when designing the structure This also holds true for writing the whole Technical Report Wherever you are not confident with y
344. ntroduction Task 2 1 Task definition 2 2 List of requirements Function analysis 3 1 Formulating the overall function 3 2 Subdivision into sub functions 3 3 Morphological box 3 4 Verbal evaluation of the design alternatives for the sub functions 3 5 Description of the concept variant Design 4 1 Design description 4 2 Computation of loads Summary and conclusions References Bill of materials Manufacturer documents Now we want to give you a structure pattern for projects dealing with laborato ry experiments or other experimental works First there is an important rule Laboratory experiments must always be documented reproducible This means that all information must be provided in detail so that another team of researchers can execute the experiments again under exactly the same condi tions and they will get the same results Therefore the following information may never be left out 24 2 Planning the Technical Report testing machine device or rig with manufacturer type number and or name inventory number etc all parameters set or selected at the machine device or rig all measuring instruments always with manufacturer type number and or name inventory number set or selected parameters etc tested specimens with all required data according to the appertaining standard regulation or guideline ISO EN DIN or other taken samples in experiments which are not standardized similar data regarding sp
345. o the individual rows of a table may not just be split ted In this case the table must be continued on the next page with the same table heading and a continuation note Alternatively you can move a para graph above the table which stood below the table or vice versa e This is also true for figures and figure subheadings If possible figures shall be located on the same page as the appertaining text or on the following page so that the information in the figure is presented near the text This improves the text figure relationship and the understandability of the Technical Report If you want to avoid that the figure is positioned on the 160 3 Writing and creating the Technical Report next page you can only shorten the text move a paragraph below the figure use smaller empty lines e g 10 pt instead of 12 pt or apply the function Format Paragraph Distance below a paragraph At the end of a chapter the last page before the next chapter heading is quite frequently not completely filled If in such a case on the last page of the preceding document part the page is at least filled by 1 3 this is acceptable Otherwise some paragraphs can be moved from one file to the next or the text may be shortened or the size of figures may be enlarged or reduced so that the page break fits better Basically it is clearer if each chapter begins on a new page If both sides of a document are printed sometimes a new chapter may only start on
346. o three sentences The concept variant is now mentally combined and mounted from the best suited solutions of each sub function The marking of this concept 62 3 Writing and creating the Technical Report variant in the morphological box follows at the end of the verbal evaluation g by shading the selected solutions of the sub functions in gray see Figure 3 11 If a verbal evaluation of a sub function has only advantages and disadvantages are not specified or vice versa then the reader wonders whether there are no disadvantages at all or formulating the disadvantages has been at first postponed and then forgotten during the writing process of the Technical Report Therefore it is better if there are no advantages or disadvantages to explicitly specify this circumstance during the verbal evaluation of the current sub function You may express that with the word none or with the symbol Now an example for such a verbal evaluation is shown for Sub function C lift water Solution C2 Rotary pump Advantages e smooth e large delivery volume Disadvantages none or The morphological box is a relatively complex table if you compare it with a table of measured values Therefore in this book it serves as an example for the design of more complex tables Naturally speaking you can also take it as an ex ample in itself because morphological boxes are relevant for design methodology and occur quite fr
347. o be sure to avoid misunderstandings the message or con clusion a diagram shall support or prove should be written above or beside the di agram or stated in the figure subheading As already stated in 3 3 Creating good tables presentation graphics or dia grams or charts are very well suited to display figures in a clear and easy to understand manner The following table by MARKS slightly modified shows which diagram type can be used for which purpose T able 3 2 Table 3 2 Diagram types and their fields of application Information Diagram type development of time distribution percentage comparison frequency functional relationship comparison and development comparison and distribution development and distribution Legend well suited less well suited The standard DIN 32830 Graphical symbols specifies design rules for pic tograms symbols and logos It states that these symbols should be built up by basic geometric shapes squares circles rectangles octagons etc These sym bols shall be reproduced large enough i e The width and height should be min 1 100 of the viewing distance In DIN 30600 Symbols overview you can find standardized symbols as an inspiration for designing your own symbols If the whole Technical Report shall be reproduced by copying drawing and labeling the figures can be done with drop action pencil 3 4 Instr
348. o mark the continuation which has been shown for tables in section 3 3 2 analogously for the figure The figure numbers can be consecutively counted through the whole report example 1 2 3 67 68 69 They can also be a combination of the chapter number and the figure number which is consecutively counted within the chapter example for chapter 3 3 1 3 2 3 3 3 12 3 13 Instead of a hyphen you can also use a dot to structure the figure number example 3 1 3 2 3 3 3 12 3 13 Books that have many small figures on one page sometimes use a combina tion of page number and figure number within the page example for page 324 324 1 324 2 324 3 The consecutive numbering of figures without chapter or page number has the advantage that the total number of figures can be determined quite easily Howev er if you want to add or leave out a figure late during the writing process there are predominant disadvantages because all subsequent figure numbers and the cross references to these figure numbers must be changed If you want to create the cross references automatically please refer to sections 3 7 4 and 3 7 5 Figure 12 Testing equipment schematic Figure 13 Impeller anemometer for measuring the suction field Figure3 16 Bad vertical placement of the figure subheading especially if there are several figures following one another without intermediate text 3 4 Instructional figures 79 The figure subheading must
349. of ruled lines is useful Figure 3 26 According to DIN 461 the line width of the ruled lines shall have the ratio 1 2 4 However this is neither applied in the standard itself nor in widely used textbooks In diagrams with ruled lines two factors must be taken into consideration when it comes to defining how narrow the lines shall be if the lines are too narrow the reader is confused but if the lines are too wide it is very difficult to read off exact measured values The scaling can be linear on both axes or logarithmic on one axis 94 3 Writing and creating the Technical Report Change of Young s Modulus and Shear Modulus 50 0 50 100 150 C 200 Working Temperature Figure 3 26 Example of a diagram with ruled lines to read off exact values Source Table appendix for the textbook ROLOFF MATEK If a diagram is to be drawn with an interrupted scale or interrupted coordinate axis there are two variants Figure 3 27 FinN FinN TEIR sin mm sin mm Figure 3 27_ Two variants to show that a scale or coordinate axis is interrupted If several curves shall be drawn in one diagram the curves must have a clearly distinguishable labeling with short clear terms and labeling letters and fig 3 4 Instructional figures 95 ures The curves themselves must also be clearly distinguishable To achieve that you can use different colors line styles and measured point symbols Figure 3 28 XOLIAV BAYV F
350. of the rules in the style guide are then corrected In this way the style guide helps to keep consistency in formulation and design within the Tech nical Report In the following Checklist 2 7 you can see examples of what can be listed or standardized in a style guide The checklist shows part of the checklist for this book the German version The spelling and layout rules have been defined by the editors and the authors of this book here the editors have mainly defined the mar gins and the formatting patterns corporate design These formatting rules result in a packed layout For normal Technical Reports the font size of the standard text should be 11 or 12 pt and the gap between paragraphs 6 pt All other formats listed in the checklist must be adjusted accordingly Similar layout rules as we have got from the editors can be found in most institutes and companies The usage of a style guide can save a lot of time and effort For example you can store terms preferred spellings standard figure titles drawings illustra tions logos copyright notes etc which appear several times in your Technical Report in your style guide and copy them where needed from your style guide to your current text file It is strongly recommended that you create and use an own style guide for your Technical Reports It is too time consuming and insecure to try to keep in mind all defined rules and regulations Checklist 2 7 Example entries in a Style Guide
351. ommit yourself Write white or black but not gray Expressions like rather complex nearly linear very fast little power highly sensitive and relatively low are much too vague and must be supported with fig ures if they are important If they are unimportant they should be left out tS Try out to translate your text to a foreign language in your mind If you do so you will clearly recognize your complex sentence structures unclear refer ences and imprecise descriptions You will probably wonder how many alter native and more simple expressions and sentence structures you find while you translate 152 3 Writing and creating the Technical Report In this way the author can influence the design and refinement of the informa tion network which continuously grows in the readers brains while they are read ing The building of wrong information or wrong information references is avoided and the understandability of the text is improved On word level the amount of simple common accurate words shall be as high as possible Technical terms and abbreviations shall be explained when they are used for the first time In addition technical terms and abbreviations can be ex plained in a glossary abbreviations evtl also in a separate list of abbreviations In general the number of used foreign words shall be limited Technical terms sometimes consist of several nouns In this case you should use hyphens between words
352. omputer create the table of contents you should update it once again now see 3 7 4 Automatic creation of indexes tables lists labels and cross references with Word 3 1 3 Text with figures tables and literature citations The text contains all information presented in the chapters e g starting with In troduction and ending with Summary In the text you will also find tables and figures formulas and literature citations Information which is not written by the author but cited as a base for the author s ideas or argumentations must be clearly marked as a citation see 3 5 This is also necessary for cited figures and tables The individual parts of the Technical Report like tables figures literature cita tions text and formulas are described in more detail in subchapters 3 3 to 3 7 Here in the beginning of the chapter some aspects shall be discussed that cannot be assigned to the more detailed subchapters because of their general relevance The author of a Technical Report shall guide the reader with his words All intermediate thoughts conclusions etc shall be explicitly communicated to the reader in the text Thus the reader can follow all logical thoughts of the author 44 3 Writing and creating the Technical Report regarding the sequence of the report and follow the thread in his own mind This improves the understandability of the Technical Report very much However if a figure a table or a bullet list fol
353. on document part headings subsection This gives clarity and the text blocks on all different levels of hierarchy can be individually named To continue this hierarchy the following terms should be used to refer to text elements paragraph sentence word character Apart from text the document parts can also contain other objects that illustrate the statements or messages given in the text In many texts the following objects which are equivalent to paragraphs occur table figure equation list The standard ISO 2145 Documentation Numbering of divisions and subdivi sions in written text is the most important standard for creating the structure of a document It is relevant for all types of contents 1 e for texts dealing with tech nology commerce humanities laws medicine etc and for all kinds of written documents like manuscripts printed works books journal articles manuals di rections for use and standards 2 4 The structure as the backbone of the Technical Report 13 The standard itself has the following structure e Scope and field of application e Numbering of divisions and subdivisions e Citation of division and subdivision numbers in text e Spoken form The numbering of document parts is in consecutive Arabic numerals Each document part can be further subdivided into at least two subdivisions The subdi visions are also continuously numbered The document part hierarchy is expressed b
354. on the placement of the figures relative to the text must be planned By selecting appro priate positions for the figures and by giving cross references from the text to the figures the author recommends a reading sequence The figures can either be integrated in the text or appear in a separate appendix Both methods of figure placement have advantages and disadvantages When re vising the text the figures can be managed easier if they are placed in an appen dix since they keep their position in the appendix when text changes are entered If the figure would be placed in the text this required additional page layout measures move paragraphs from below the figure to above the figure and vice versa adopting the cross references from the text to the figure Placing the figures in an appendix has one severe disadvantage Because readers have to turn the pages back and forth the text figure relationship is quite bad and the understandability sinks Therefore we recommend placing the figures near the appertaining text Ideally the figure is on the same page as the explaining text If front and reverse pages are printed the figure shall be on the same double page as the text If this is not possible due to layout problems the figure can occur one page later while a cross reference from the text on the preceding page to the figure on the next page facilitates that the reader can turn the page at once and evtl several times Always
355. on building lines for tables bul let lists equations etc The tables and bullet lists are then easier to read This is es pecially the case for long tables and computer listings For the font size the following values should be applied The usual fonts from the Times family should not be smaller than 9 pt This is the lower limit of read ability A font size of 10 11 or 12 pt is well readable The standard font size should not be larger If the size of the Technical Report shall be reduced to DIN A5 with a photocopier the font size should be 13 or 14 pt for the standard text Text accentuations can be achieved in different ways bold italic underlined bold and italic SMALL CAPS CAPITAL LETTERS majuscules but also by frames or a fill 158 3 Writing and creating the Technical Report These accentuations have different functions They can show literature citations MILLER 1989 p 151 emphasise important parts of the text or highlight an unusual sense Also technical terms may be denoted or via an annotation or the insertion idea of thoughts words or text passages may be accentuated However the text accentuation also disturbs the flow of reading Depending on the text type you should apply a different amount of text accentuations e The classic book layout allows only little text accentuations If they cannot be avoided in seldom cases italic print is allowed e Advertising texts are the other extre
356. on is assumed to be much mo re important than a functional and clear design e Are the supervisor or customer and the target group informal and unconventio nal Then the text may be formulated informally and more text accentuations are allowed e Are the supervisor or customer and the target group top managers Then you should do anything you can to shorten the text and present important informa tion in graphics Moreover it is important how the text is probably read Is it read like a textbook sequentially or like an instruction manual or an encyclopedia selec tively If you assume that the text is read in a selective way it is extremely im portant to work with many text accentuations Beside the already mentioned text accentuations with different printing bold italic etc there are the following op tions 3 7 Using word processing and desktop publishing DTP systems 159 e Marginal notes At the outer margin of the document in an own column there are keywords which represent the contents of the appertaining paragraph Well suited for introductory non fictional texts e Register At the outer edge of the pages there are black or colored marks This helps to distinguish different chapters Well suited for encyclopedias and product cata logues e Column titles Well suited for alphabetically ordered information At the upper margin of the document on the left side there is the first and evtl on the right side the last alphabetica
357. on of the contents strategy to meet the persons from industry and the journalists Building up on this presentation framework the speaker designs her plan of ac tion She especially thinks about the mixture of technical information convinc ing and influencing taking into consideration the following criteria Target group e Occasion e Targets e Purpose The audience described above is very heterogeneous This requires to create a balance between experts pro fessor supervisor and the other listeners This balance can be created with a smart selection of the contents see 5 3 4 Step 3 The creative phase Seminar or conference Current state of welding techno logy Obligatory for students public event Back grounds are also to gain funding from industry for the in stitute and to improve the image of the institute The lecture shall mainly serve to instruct the audience about the findings of the project 70 but it shall also show the competence of the institute 20 and introdu ce ease humor into the uninspiring contents 10 Main purpose Good grade Desired side effects Awake interest in industry and crafts Geta good echo in scientific journals Bring knowledge and motivation to the students Step 1 is now completed Let us continue with step 2 Material collection 5 3 Planning the presentation 229 5 3 3 Step 2 Material collection To work on step 2 two situ
358. on would be possible that the citation only refers to the last paragraph If you mark the literature citation by italic printing or an indentation you can write the citation only once at the end of the cited text 6 Each literally citied fact is marked with quotation marks The ongoing technical development is one reason for the rising prosperity in the industrialized countries HERING 1993 p 1 7 If you want to cite only a part of a sentence or you do not cite a few words in the middle of a sentence this must be marked with an ellipsis Therefore written queries have been sent to all professional associations of technical writers in the world and to INTECOM HERING 1993 p 338 According to DIN 5008 the ellipsis consists of three dots without parentheses According to Wikipedia the three dots ellipsis must be enclosed in angular brackets in citations if the author left out one or more words 8 If in the source text there is a typographic accentuation you have to copy that in a literal citation exactly This holds true for bold print italic print use of capital letters indentations etc In the example the title of an article is lite rally cited and the italic print is used exactly as in the original article If the ita lic print would have been omitted the result were a distorting mistake DILLINGHAM writes in his article Technical Writing vs Technical Writing that the knowledge of the tec
359. oncept finding for technical products is standardised which has the phases planning concept finding list of reqirements function analysis specification concept concept variants with technical and economical evalua tion draft assembly drawing optimisation refinement single part drawings production of a prototype Beside many other examples the evaluation of a water purification plant is introduced However the names are too general Instead of plant you should formulate it more precisely and speak of water purification plant The concept variants should get meaningful names which your readers can keep in mind easily The header should be emphasized with bold type as here in the book or with gray shading But now let us look at the individual steps of the evaluation Technical evaluation properties of the plant Points for variants 1 to 4 Var 1 Var 2 Var 3 Var 4 ideal Blockage risk 2 3 4 3 4 E mission of smell 3 3 3 3 4 E mission of noise 3 3 2 3 4 Required space 1 2 3 2 4 Operational safety 3 3 4 2 4 Sum 12 14 16 13 20 Technical rating x 0 60 0 70 0 80 0 65 1 Economical evaluation properties of the plant Points for variants 1 to 4 Var 1 Var 2 Var 3 Var 4 ideal Excavation 2 3 4 3 4 Concrete work 3 3 3 3 4 Expenses for pipes and fittings 3 3 2 3 4 Assembly costs 1 2 3 2 4 M aintenance costs 3 3 4 2 4 Sum 12 14 16 13 20
360. only transported via the voice but also via nonverbal signals like erectness facial expression ges tures and charisma They have a strong influence on the audience which is missing to any report or book Therefore when standing behind the speaker s desk we should know these relations processes and results and build up our lecture completely different than our Technical Report t The lecture or presentation is a new creation based on the report but with completely different focal points images and elements of style if it shall be successful Now you have enough background knowledge and motivation to plan your presentation 5 3 Planning the presentation Yes a creative chaos has its sympathetic sides but without planning you will soon run into time pressure with respect to the date of your presentation Therefore the following pages describe the work steps to prepare and present a lecture and their time consumption 5 3 1 Required work steps and their time consumption Figure 5 1 shows a network plan with the required work steps ordered by their time sequence This plan recommends eight steps which need quite a different amount of time And these tasks do not run strictly one after the other Please refer to the Gantt diagram Figure 5 2 All tasks and recommendations for your time planning refer to the essential presentation which needs to be as perfect and suc cessful as possible like presenting your master thesis or
361. ons e Striking design Emphasized evtl exaggerated layout with thick lines simplified illustrations and extra large labels Your visualizations shall not be similar as advertising for cigarettes or cars but their design should serve you at least a little bit as an example for the presentation suited creation of your own visualizations Due to the reasons named above visualizations from books journals and re ports cannot be used directly in presentations in most cases unless which is an exception they have already been created in a presentation suited way Visualization tips There is no patent medicine for the successful visualization of presentations but a general direction to follow see Checklist 5 3 1 Slimming Minimizing the message and contents of the image to the essential 2 Makeup Poster like design and emphasis The Slimming needs objectivity and creativity to find the essential and to for mulate short and precise This is also called didactic reduction see also Figure 3 14 The Makeup contains the following aspects Heading striking meaningful correct contains central message short precise spoken language Structure logical arrangement of 5 7 elements words items figures Reading dynamic eye catcher starting point if not in the upper left corner then you should propose a reading sequence direction orientation emphasized shape color size or cloud end point in the lower righ
362. ont gt lt to be continued gt lt to be continued gt Another way to label the table headings if the table expands across more than one page is to apply the numbering method of technical drawings for this pur pose Here is an example using the same table heading as in the last examples Table 19 Res lt page 1 of 2 gt Table19 Res lt page 2 of 2 gt pf The table numbers can be consecutively counted through the whole report example 1 2 3 67 68 69 They can also be a combination of the chapter number and the table number which is consecutively counted within the chapter example for chapter 3 3 1 3 2 3 3 3 12 3 13 Instead of a hyphen you can also use a dot to structure the table number example 3 1 3 2 3 3 3 12 3 13 Books that have many small tables on one page sometimes use a combination of page number and table number within the page example for page 324 324 1 324 2 324 3 The consecutive numbering of tables without chapter or page number has the advantage that the total number of tables can be determined quite easily However if you want to add or leave out a table late during the writing process there are predominant disadvantages because all subsequent table numbers and the cross references to these table numbers must be changed If you want to create the cross references automatically please refer to sections 3 7 4 and 3 7 5 It is wrong to write document part number and document
363. ontinued gt Typographic means Fields of use framed Examples mnemonic rules formulas summaries link lists other font type Font for continuous text Times New Roman special information type often other font type Examples Computer dialogue Courier New Dialog field display Monospaced in a user manual Font on posters Arial and overhead slides Formula symbols Symbol a Yy e other font size Headings larger than standard text depending on the hierarchy level figure subheadings and table headings evtl smaller than standard text The different typographic means shall be used consistently i e uniformly Take notes in your style guide which type of information shall be displayed with which typographic means 3 7 4 Automatic creation of indexes tables lists labels and cross references with Word Due to our knowledge several users who use Word only seldom do not know ex actly how to automatically create indexes and tables with it especially if the tables shall be created from more than one single file Online help and user manual do not provide sufficiently clear assistance and the function central document branch document is seldom recommended However in Technical Reports you of ten need to create tables automatically Therefore the required procedures will be explained here The following list is a step by step instruction what to do At the end of this section there will be a list how to create labels lik
364. or criticism of the supervisor or cus tomer This is an often proven fact Therefore you should not leave formulati ons you are in doubt about just because of time pressure or a research is only possible during your next visit to the library If you are uncertain about a statement think about the basic rule All details and statements which are not written down cannot be wrong You should either leave that detail or statement out or research thoroughly to smooth the uncertain ties If you pass on your Technical Report for correction the following docu ments may be necessary evtl as files e written task e master copies from technical documents e technical drawings on which you build up your work e manufacturer brochures e current version of drafts on cardboard or as CAD drawing e current version of texts evtl with the corrections of the supervisor etc As a precaution you should also take documents with you to the meeting or provide them for correction which you think you will probably not need But please do not present your Technical Report in sheet protectors or provide water soluble transparency pens During your talk take notes of hints from your supervisor and action items still to do Think about whether these hints refer to a meaningful specialization of your project additional literature resources or new sources of information and take appropriate short notes 4 2 Working together in a team 203 T
365. or the beginning Please keep the following hints and properties in mind Your presentation can be combined rearranged made longer or shorter like a mosaique For a new presentation you can use old and new cards only the front sides On each card you can note about 5 keywords or figures in as large block letters as possible thick felt pen bold print The heading contains the structure item and in the upper right corner a conse cutive number written with pencil In the lower right corner there is the running minute in which the card should be completely finished The cards are punched for filing them in a ring binder The following color system has proven to be practical Blue cards direction cards for welcome intermediate summaries redun dancy and closing sentences Red cards must cards for introductory words main part and summary as well as all essential facts and figures Yellow cards should cards for additions to the main part and summary Green cards can cards as reserve material with additional information and details EN consecutive card num O Main part 2 Optimization 12 er pencil section VACUMIG Optim suction rings a and b 3 to 5 keywords figures variation angle gap width lt maximum size isotaches running minute after which the card must be finished pencil Figure 5 8 Manuscript card The system works as follows Blue direction and red must card
366. ore detail The most important exception is the right for anybody to make copies for one s own private and other personal use for the following purposes e for one s own scientific research no commercial use e for adding the copies to one s own archive either paper copy digital copy or analogue copy the archive must serve public interest and do not have com mercial interest e to become informed about current news radio and TV transmissions only e and for other personal use if only small parts of the work or single contributi ons are copied or if the work is sold out since at least two years Copies of small parts of a larger printed work e g of a book or of individual articles from a newspaper journal may also be made for teaching for examinations and for non commercial use in the fields training and education as well as voca tional training To be sure you should mark the copies with for teaching pur poses These copies which you made for your own use or for teaching purposes may not be made available to the public or performed in the public 53 UrhG This paragraph of the copyright law was revised 2003 and adopted to the digital world Therefore it is allowed to make a digital copy and use it in the sense de scribed above You may publish a digital copy in an intranet or send it via e mail if this is important for the exchange within a group of scientists or a closed group of pupils or students Publishing
367. ored you refine the information and present the Mazy i e more com plex connections details and specialties which can be understood only by one or 5 3 Planning the presentation 233 a few experts e g your professor and his colleagues However in this part of the presentation even these experts should be able to still learn something Table 5 4 Design of a technical presentation Time Contents Information target and fraction according to third rule Introduction about contact preparations and Warm up 20 contacting the audience presentation target and course of action Main part about introductory examples 1 3 Well known 70 overview information base raise of knowledge 1 6 New refinement details 1 3 Mazy specialties aggregation conclusions and 1 6 New evaluation Conclusion about summary Closing 10 outlook During the phase Mazy the non experts i e the majority of the audience have growing difficulties to follow the presentation They stay in respectful amazement of the knowledge and brilliance of the speaker or partly turn off their conscience Before the high knowledge level starts to completely frustrate your audience you go back to an appropriate knowledge level and present the last sixth aggregation conclusions and evaluation Now the majority can follow your presentation again Here the non experts also raise their knowledge and in sight so that the presentation was worth li
368. ormula t If you want to write formulas in HTML documents you can save typing ef fort if you visit the URL URI www mathe online at formeln Comfortable word processors have a formula editor If you want to type only a few simple formulas you can use the function Insert Field Formula and evtl the options as well as Insert Field Expression in Word If you enter formulas in normal text mode you should use the following set tings formula symbols italic indices and exponents standard and superscript or subscript 2 pt smaller than the basic font size minus as operator for computa tions dash Alt 0150 minus as algebraic sign normal hyphen multiplication dot Alt 0183 Example Qup Cw My Ty Tw cx Tm Tw 16 13 More complex formulas can be typed in easier with a formula editor T T AS C m In c m 16 14 h A Ta ts Tricks for the formula editor e Enter space characters with Ctrl space bar e If ascenders and descenders are not printed completely e g the upper line of the root symbol select a slightly larger line spacing e The proportional symbol can be typed in normal text and formula editor as AltGr e The formatting templates Matrix Vector and Text result in non italic text e g for measuring units If you have to write many formulas you can also use the layout program TEX or the appertaining macro package LATEX It creates
369. ort a sensory overload and tend to bur den the overall impression of the display Readability test Display a critical slide on the screen in slide show mode Measure the width of your screen with a ruler or folding rule multiply the value by 6 or even by 8 and position your eyes in this distance from the screen Or print out the critical slide on DIN A4 paper lay the paper on the floor and look at it while standing If you can read everything it is OK In Word you can enter a dash with Ctrl Minus in the numeric keypad In PowerPoint you can use the key combination Alt 0150 in the numeric keypad To enter text you should preferably use the standard text object s with the bullet lists from the standard slide layouts in PowerPoint The indention depth of your bullet lists can be changed with the buttons gt and in the tool bar For mat Now you can pass on the texts on your slides to Word with the function File Send to Microsoft Word and create a handout or script based on the slide texts Another useful function which does only work with the predefined slide ob 3 8 Creating slides with presentation graphics programs 177 jects is the quick entry of text slides in the outline view Press the Enter key to create a new slide If you type in text now this is the slide title Press Enter again A new Slide occurs Mark this slide and indent it with the right arrow button Now you can enter the text for your first new slide Sub items
370. ou should perform all work steps in the fol lowing order e internal depot orders last about 1 hour you can take the books with you e external depot orders last about 1 day you cannot take the books with you e search for literature on reserve shelves the books are on the shelves e evtl search for literature in the dissertation archive search for literature on mi crofiche let someone make enlarged copies from microfiche etc e visit to a library presenting standards and patents to the public the library em ployees will help you to find technical rules and guidelines standards and evtl patents reading literature making copies e working yourself through the notes in your envelope library and further working on the text of your Technical Report to bridge waiting times In the library there are normally desks available for these purposes They can be used by anyone provided that you obey the internationally valid rule to keep as quiet as possible in a library Please switch your mobile phone from sound to vi bration alarm When you make photocopies in the library a very important working principle is that you should note at once all bibliographical data and the data where to 4 4 Organizing your paperwork 205 find the book in the library on the copied sheets At least you should note author and year onto the front side of the first sheet in the stack if this is not already printed there and write the rest of
371. ough 252 5 Presenting the Technical Report Hints on the design of slides 8 9 and 11 in PowerPoint To insert the slides 8 9 and 11 you can e g use the AutoLayout Title only Then the images are included with Insert Graphics From File Both is possi ble to include scanned pixel files or pixel or vector files drawn with a graphics program If you include pixel files you should not scale them with the handles but with Format Graphics Size By entering the same values for x and y di rection you can avoid distortions If there are strange Moir patterns in the print out scale your original graphic by multiples of 2 25 50 200 etc Another slide not shown here Slide 10 of the example presentation shows the variation of the suction rings in sketches Hints on the design of slide 11 Slide 11 of the presentation and other slides which are not shown here make up the theoretical complex part for the experts Mazy Such images shall be more complex The experts find their way through many figures elements and symbols A much higher information density is a part of the presentation tactic here The experts study and learn the details and specialties while the majority is more or less overburdened for a not too long while and waits in awe Burner integrated Measuring the isotaches suction when welding isotaches Health vs _ suction directions seam quality Suction of welding
372. our readers can recognize and interpret the message of your pictures much easier Your figures become better understandable Your message sent out as a figure reaches your readers much better and exactly in the intended way 3 4 2 Figure numbering and figure subheadings According to ISO 7144 figure subheadings shall be placed below the figure This is correct in the Technical Report while in a presentation the figure title is placed above the figure Figure titles are indispensable but often they are missing The components of a figure subheading are called as follows in this book Figure 16 Overview of production process variants Figure subheading 16 Figure number 78 3 Writing and creating the Technical Report Figure 16 Figure label Overview of production process variants Figure title The figure subheading in the Technical Report or figure title in the presenta tion completes the labels of axes sectors bars etc and it gives additional infor mation and evtl an indication of reference citation In the figure subheading you should specify what the figure shows for which conditions it is valid which statement it shall support etc The figure subheading should have the following layout Figure 16 Overview of production process variants The figure label is accentuated by bold type printing the figure title is printed with your standard font If a figure spreads across more than one page you can apply one of the me thods t
373. our report the supervisor will criticize this not so successful part of the Technical Report in most cases and a customer will make up his her mind The information which forms your Technical Report will only be sorted into the drawers which are defined by the structure Thus creating the structure is the creative part of the work Writing the text is just craftsmanship which requires only routine 12 2 Planning the Technical Report 2 4 2 Rules for the structure in ISO 2145 When explaining the term structure it is also necessary to discuss levels of doc ument part headings People use terms like chapter subchapter section subsec tion main item item clause sub clause paragraph listing etc To refer to docu ment parts of various levels but these terms are not used by all people in the same sense If you look into the standard ISO 2145 Documentation Numbering of divi sions and subdivisions in written text you will find that the standard uses the terms main divisions for the 1 level subdivisions for the 2 level and fur ther levels of subdivision for the 3 and all lower levels However this terminology does not comply with the general usage of language of most people who think of large documents being subdivided into chapters Therefore in this book we will use the following system of terminology based on the term chapter title whole report chapter subchapter secti
374. owards the end of your project you should try to only work on hints of your supervisor which do not cause too much work If there are hints causing a high work load you should point out the consequences in time and decide for yourself how much additional work you are willing to do However you should negotiate that as open and early as possible with your supervisor 4 2 Working together in a team Here we want to discuss problems which only occur if several authors write dif ferent parts of the Technical Report At the beginning of your project you can dis cuss the following central questions Under which conditions are we working What do we want to achieve Who does what Who has taken over responsibility for what What are the special abilities of the group members Who needs to learn what Who needs to obtain what What are our working procedures What how and with whom do we communicate inwards and outwards For teamwork the usage of the report checklist and style guide are especially important Otherwise one group member writes figure 3 to 8 and another one figures 3 thru 8 and these inconsistencies do at least bother your readers Agree on a common structure before you start to write the text The structure should be finer than a 10 point structure if possible Changes to the structure should be communicated to the other group members as soon as possible Please use common fonts so that special characters and symbols will no
375. own subchapter like for tables figures and literature citations In the technical education pupils and students are confronted with teachers and professors using different formula signs for the same physical values in different subjects or lectures This creates unnecessary disturbances and irritations Here the standards try to help Those who would like to go deeper into the fields formula symbols formula syntax and formula layout can e g consult ISO 80000 Quanti ties and units with 15 parts covering the set of mathematical signs and symbols the SI and the symbols for chemical elements 144 3 Writing and creating the Technical Report ISO 80000 1 ISO 80000 2 General Mathematical signs and symbols to be used in the natural sciences and technology ISO 80000 3 Space and time ISO 80000 4 Mechanics ISO 80000 5 Thermodynamics IEC 80000 6 Electromagnetism ISO 80000 7 Light ISO 80000 8 Acoustics ISO 80000 9 Physical chemistry and molecular physics ISO 80000 10 Atomic and nuclear physics ISO 80000 11 Characteristic numbers ISO 80000 12 Solid state physics IEC 80000 13 Information science and technology IEC 80000 14 Telebiometrics related to human physiology IEC 80000 15 Telebiometrics related to telehealth and world wide telemedicines At first the term formula shall be defined A formula can consist of formula symbols physical values without dimension constants physical values with di mension measures and measuring
376. pie chart tree chart or create associations e g logo and pictogram In his dissertation thesis BOHME sorts figures into two large groups a moti vating and memory supporting figures and b informing and problem solving supporting figures If you look at a figure in a possible source of reference you should decide into which group it belongs and whether it supports your information purpose If you draw the figures yourself elaborate the characteristic properties as clearly as poss ible Properties of the motivating and memory supporting figures Function illustrate and help to memorize information address humor and interest Impression on the reader clear easy to remember inspiring Properties easy to remember striking motivating humorous interesting clever unusual provocating ingenious with wit and intellect Properties of the informing and problem solving supporting figures Function explain and complete information in the text enable understanding of the text Impression on the reader add exactly that information to the text which is shown best in the figure Properties Text contains cross references to the figures text guides through the figure figure has an accurate subheading and evtl a legend placement so that when reading the text you can look at the figure and vice versa 74 3 Writing and creating the Technical Report Figures are often too little exact for these information purposes but they have instru
377. pollutants burner integrated optimized design verified quality Summary and outlook Hannover University lel Measuring the isotaches Slide 11 of the example presentation Mazy More slides not shown here As already mentioned 2 3 slides with demanding contents Mazy and 1 2 5 4 Creating the presentation 253 slides showing the experiment design New are not shown here The second last slide forms the end of the main part of the presentation and brings new clear messages to everybody in the audience Weight of the weld smoke Burner integrated suction when welding Health vs seam quality Suction of welding pollutants Total burner integrated r optimized design S Optim verified quality E Original Summary and outlook Vw VF Vs Kw Ks Hannover University l Results of weighing the weld smoke second last slide of the example presentation New Burner integrated Summary and outlook suction ae dace l when welding Seam quality is without flaws Health vs Raised amount of inert gas 150 seam quality for fillet welds 200 Selona Savings in hall equipment and or welding pollutants workplace equipment burner integrated Burner integrated suction optimized design verified quality is easy and safe to handle Efficiency is possible Welder s health and seam quality are not a contradiction Summary and outlook Hannover University
378. portant details However color reduces the contrast between background and foreground and the recognizability You can recognize best black on white Text written in dark 5 4 Creating the presentation 237 blue dark green and dark red on white must already have a 1 5 times larger font size and lines must be 1 5 times thicker to achieve the same recognizability Too many colors without explanation foster the stimulus satiation and burden the over all impression Readability check To check the readability you can show a critical slide in screen presentation mode Take a folding rule and measure the width of your screen multiply this val ue by 6 or according to DIN 19045 even by 8 and then stand in front of your screen at that distance Alternatively print out this critical slide on DIN A4 paper lay the printout onto the floor and look at it while standing upright If you can read everything it is OK Presentation framework slides It has proven to be practical that every presentation has three framework slides to assure transparency for your listeners e The title slide presentation title name of the speaker name of the institute company or department e a structure slide showing the structure with normally formulated long items can be replaced by a structure written onto a flipchart sheet or a poster at the wall and e the termination slide contains a graphic or a photo to encourage the discus sion and shows the contact da
379. presentation in a passive mode And the audi ence shall also follow the speech and compute the provided information Check list 5 3 shows the influence factors on the visualization of the presentation and their main properties The visualization shall be striking What effect does a striking design have Which properties does a good poster have e Itis appealing e It acts fast e It transfers simple messages Checklist 5 3 Visualization of the presentation The four main differences between visualizing a report and a presentation are e Time factor The time provided for looking at the individual visualizations is only determined by the speaker and in most cases it is quite short 244 5 Presenting the Technical Report e Reproduction quality It is logically lower because of the necessary projector or beamer and projecti on wall e Larger distance Compared with the normal reading distance of 30 40 cm the distance in a presentation is 10 m and more e Disturbing influences They derive from other people in the audience and room factors like too bright light glare or obstacles to look at the projection wall e g the speaker or an arm of the projector can trouble your audience These conditions require a presentation suited visualization with the following properties e Minimum contents Restriction of the message of the image to the absolute minimum no sentences or even paragraphs to read no complex illustrati
380. projected but just printed in a Technical Report should be readable without any problems from the normal reading distance of about 30 to 3 4 Instructional figures 73 40 cm Indices and exponents are often too small no matter whether the figure is self made or copied or scanned If a figure which is to be copied or a printed self made figure is checked for readability from the normal reading distance of 30 to 40 cm suboptimal areas can be identified at once and countermeasures can be applied larger zoom scale dif ferent font type larger font size etc If you look at how the message is transported in figures this leads to the over view in Figure 3 13 The further information about figures first deal with plan ning the figures The basic rules for information effective design of figures are explained and some rules for figure numbering and figure subheadings are intro duced Other sections of this chapter deal with the displayed contents and the result ing type of graphic display There you can find tips for creating photos photoco pies digital photos scans schemes diagrams sketches perspective drawings technical drawings mind maps and pictorial re arrangements of texts 3 4 1 Understandable design of instructional figures Graphics or figures resp have three possible functions They shall either simpl ify reality e g principle drawing map or explain abstract ideas by means of spatial arrangement e g bar chart
381. r Technical Report In this case there is usually different paper required because of the different copying process for color copies and therefore it is admitted 192 3 Writing and creating the Technical Report After copying the report is bound This makes a readable document of it that depending on the number of pages and binding type can have the character of a script booklet or book In the copy shop you should stay a while in case there are open questions There might be questions like Shall we align the cover sheet a little different or enlarge it a little Which plastic spiral comb or binding wire or fabric tape is de sired Which cardboard with which surface structure and color shall we use etc The following stapling and binding types are available e staple paper clip e saddle stitching binding type of journals e plastic folder e filing fastener plastic stripes with holes and metal tongues e spring binder e spring strip e file binder e ring binder e comb binding spiral binding with plastic spirals e wire O binding spiral binding with wire spirals e staple binding e cold adhesive binding e hot adhesive binding e hardcover binding These stapling and binding types differ a lot in price and handling properties To select the best suited binding for the current purpose we want to list those points at first which have to be done before the binding and then we shortly de scribe the properti
382. r color printing of journals and books it must be min 300 dpi Image files which you use in your Technical Report or in a PowerPoint pres entation should always be stored on the hard disk drive or a USB stick as separate graphics files so that you can enter changes and apply all functions of your graphics program The image processing functions in Word toolbars Drawing and Graphics Microsoft Drawing object Microsoft Word graphic etc and in PowerPoint have less operational scope than the functions of a real graphics program In the next section scheme and diagram are introduced which occur very often in Technical Reports 3 4 5 Scheme and diagram chart All images shall be structured as clear and simple as possible The generally accepted rules of the current field of science and ISO EN and DIN standards must be kept For several schemes like flow chart wiring diagram hydraulic dia gram pneumatic diagram piping diagram appropriate symbols are standardized 90 3 Writing and creating the Technical Report Symbols for flowcharts are standardized in DIN 66001 for technical drawings some relevant standards are DIN ISO 128 DIN ISO 1101 DIN ISO 5456 etc Other standards defining graphical symbols are DIN 30600 DIN 32520 DIN 66261 A program which is useful for fast and easy creation of diagrams is Microsoft Visio With Microsoft Excel you can create diagrams from figures tables For simple
383. r in earlier versions New category Then the drop list under Options also contains Label Figure or Category Fig ure Here is an example for a label which is created with the category Illus tration a b a 2ab b Illustration 1 First binomial formula Other categories offered in Word by default are Equation and Table Au tomatically created equation numbers appear below the formulas and not as usual on the right side of the equation Automatically created cross references You can insert a cross reference with Insert Reference Cross reference Reference type Illustration Other available illustration types are e g text label equation and table In the field Refer to you control what is displayed in the cross reference Here are some examples how the cross reference fields can look like the automatically created part is underlined Complete label Illustration 1 First binomial formula it is impossible to print in bold only Illustration 1 Only category and number Illustration 1 Page 171 Heading text 3 7 The usage of word processing and DTP systems If you have created labels you can refer to them in the text of your Technical Report with a cross reference Example see Illustration 1 on page 171 There are other options in the field Refer to for other categories List of figures or list of tables with automatically created labels If yo
384. r oral speech 20 to 60 min about a topic or on a certain occasion with transferring knowledge and or influencing opinions presentation lecture of medium length 10 to 15 min about a project or a product with transferring knowledge and influencing opinions statement short lecture 5 to 10 min on a topic for example expertise point of view own opinion information 1 shortest lecture just for informing other persons 2 other word for transferring knowledge should always be objective and neutral Naturally speaking these terms cannot be divided from each other very sharply but they have common properties The lecture is the master type of all speech forms and it is most elaborate to prepare and to present All other speech 5 2 Why presentations 219 forms can be derived from the lecture and have more or less elements in common Therefore we should get to know the properties of a lecture especially well even if it is abbreviated in a presentation or a statement So if we speak of a lecture we also want to address the derived speech forms as a whole or in parts 5 2 2 Presentation types and presentation targets Before we speak about presentation types and presentation targets we want to ex plain the term to present in three aspects First to get across the contents of a lecture i e to make it present for the audience a good speaker should second be present as a person e g via charisma and engagement and t
385. re well suited for halftone images with continuous color and brightness gradients and for scanned photos Pixel graphics files are also used in the internet Vector graphics files use a different concept If on a large area a circle is to be displayed a pixel graphics file would become larger with increasing diameter The vector graphics file does not change its size very much because the only data stored in the vector graphics file are centre point coordinates radius and line thickness style and color For a straight line the only data stored are starting and end point coordinates and line thickness style and color Therefore these graphics files are much smaller Due to the mathematic representation of the figure ele ments the objects are scalable i e the circle diameter or the length of the line can be changed on the screen and printed to paper in different size and at different positions Therefore vector graphics files are better suited for line drawings than pixel graphics files Figure 3 20 Iso 1 Figure3 20 Vice designed with a 3D CAD program Source ICEM DDN 5 0 Tutorial 3 4 Instructional figures 87 Using CAD programs saves a lot of time when you modify an existing part when there are repeat parts and part families When using CAD programs the ef fectivity is much dependent on the task CAD programs are often too complicated for casual users They have so many functions that you have to train and practic
386. re 3 4 Front cover sheet and title leaf of a design report The following Checklist 3 2 summarizes again the minimum information that must be provided What and their location on the front cover sheet and title leaf together with a qualitative specification of the font size How Checklist 3 2 Minimum information on front cover sheet and title leaf Front cover sheet for all types of Technical Reports Logo and institution Title of the work large Subtitle if applicable Type of report smaller Author s medium Characteristic image or illustration if applicable Title leaf for all Technical Reports in a study course beside final theses Logo and institution university department institute Title of the work large Subtitle if applicable Type of report smaller in the subject lt name of the subject gt Specification of semester or term e g SS 09 36 3 Writing and creating the Technical Report supervised by written by name s or group and group number name with title s first name s name s student ID number s Title leaves for final theses Logo and institution university department institute Title of the work large Subtitle if applicable Type of report smaller 1 Supervisor written by 2 Supervisor first name s name s student ID number s Start exact date End exact date Title leaves for Technical Reports in industry Logo and company main departme
387. re 5 5 Dramaturgy model of the knowledge level Everybody shall take something valuable home That is also important for the usually following discussion which is useless for the non experts without a cer tain level of understanding The speaker in our example Burner integrated suction when welding per forms the trisection for her presentation Table 5 5 In subchapter 5 4 Creating the presentation you will find more details how this theoretical model can be realized in practice 5 4 Creating the presentation 235 Table 5 5 Trisection and assignment of contents in the example presentation Main part Contents with time planning Contacting the Is the seam quality more important than Introduction audience pre health and safety at work sentation target provocative question raises tense overview Examples of the problem clearly described 14 min 4 min Removal of pollutants during Main part Well known inert gas welding Example suction in a working hall Example suction at a workplace Example suction with a hood near the burner Burner integrated suction process parts problems Optimization of the VACUMIG welding pistol suction geometry seam quality Suction tests test details combination of suction rings test results Welding tests test details program plan example of mea suring protocol test results Evaluation of suction tests Evaluation of welding tests Error calculation Tech
388. re detailed hints in the online help the publications listed in the source of references and the correspond ing literature 3 8 1 Slide creation with PowerPoint For Windows users Microsoft Office is by far the most used program package for creating texts tables and slide presentations ts If you already use Microsoft Office 2007 and you do not find the functions any more look here http office microsoft com en us word HA 10074432 1033 aspx Word http office microsoft com en us help HA 101490761033 aspx PowerPoint Basic layout of the slides At first you should define the basic settings for the title and content slides In PowerPoint open the menu View Master Slide Master Here you can influ ence the layout of the Bullet or Text object which is contained in the preset slide layouts Bullet List Two column Text Text and ClipArt etc On the slide master you can define e font type color and size Format Font e language Tools Language e tabs 176 3 Writing and creating the Technical Report e shape and color of the bullets for bullet lists Format Bullets and Numbering and e line spacing Format Line Spacing The design of the slide background can be defined in the menu Format Back ground There you can select background color graphics textures color blends and evtl insert the logo of your company or institute In PowerPoint 97 the settings for the title master are defi
389. reating and presenting your speech Without that sys tematic approach just with a talent to talk it is impossible to present a good lecture or technical presentation Please keep in mind that during a lecture or other type of oral presentation as well as when showing a piece of wizardry you can only come up with things like that which you have prepared before 5 1 1 Target areas university and industrial practice You are a student just before presenting your master thesis or a postgraduate just before presenting your dissertation You are an engineer and want to present a pa per in your company or at a conference If yes the following chapter helps you to learn or improve presenting your topic s to important people like your professor your management or a public audience The following rules hints and tips refer to examples from universities like stu dent research project reports bachelor or master theses or dissertations but they are also applicable e g for an oral status report in a meeting in a company or a presentation of a new product at a fair Student or engineer in practice Do you want to slip into both roles Then you can probably agree with the following What you get to know in this part of the book is valid for everyday life in university as well as for the profes sional practice In all fields of life you are presenting your message to an audi ence of human beings and they share the same expectations and
390. recommended very much Help your readers to quickly find the used formula selected measure etc by accentuating that in the brochure in the appendix with a text marker After all figures and tables are glued in all manually created labels are written and all correction steps are done the end check can follow Are the pages in the right order Are they upright page headers at the top Pages in landscape format lie correctly if the upper page margin which is to be bound is on the left side in the pile of sheets and the pages can be read from the right Have outdated printouts slipped in Go through the report checklist Checklist 3 14 If everything is checked and also the page numbers in the table of contents have been checked with the copy originals you can go to the copy shop 3 9 4 Exporting the Technical Report to HTML or PDF for publication If you want to publish your Technical Report in a data network i e in an intranet or in the internet there are two popular formats available HTML and PDF The PDF format Portable Document Format was defined by Adobe To create PDF files you need the commercial software Adobe Acrobat the free of charge Adobe Acrobat Reader is not sufficient for that or another PDF writer software or a printer driver that creates PDF files Below it is described how you can save your Technical Report as PDF file 190 3 Writing and creating the Technical Report PDF is a page description language Eve
391. red with continuous text is also used to optically distinguish page headers and footers as well as figure subheadings and table headings from the continuous text CAPITAL LETTERS Headings but capital letters are harder to read than capital and small letters identification of Author names in continuous text emphasis in ASCII files loudly shouted yelled statements in e mails SMALL CAPS Headings written in capital letters are harder to read than capital and small letters identification of Author names in continuous text underlined medium emphasis stronger than italic and weaker than bold Tips for underlining The underlining goes from beginning to end with Venue Townhall out gap Time 05 17 2009 16 00h A colon in announcements is also underlined Frequences Radio TV CB Additions in brackets after headings are not under radio etc lined Substitute for underlining in text only e mails double underlining Identification of final results in formulas and final sums in computations indented Identification of longer literal citations mnemonic rules etc Indentations must not be too far 5 or 10 mm are often sufficient shaded with fill Identification of variants formulas headers and in troductory columns of tables distinction right wrong before after etc 166 3 Writing and creating the Technical Report Table 3 12 Typographic means for text accentuations with examples of their usage lt c
392. report or creating a PDF file from it and publish it in a data network No later than directly before the last proof reading you should talk with your copy shop or print shop whether you shall provide digi tal data or printed master copies For digital printing it is often necessary that you use a special printer driver This often influences the line and page break 3 9 1 The report checklist assures quality and completeness In this phase there is mostly a lot of time pressure To find as many errors as pos sible despite the time pressure we have collected our experiences in the following report checklist Checklist 3 14 which shall serve you as a companion during all tasks in the phase completion of the Technical Report If you check all points in your Technical Report which are contained in the list and correct them as neces sary there is a high probability that the most frequent mistakes are eliminated Therefore we recommend that you check your Technical Report with this report checklist The quality which can be assured with this approach can hardly be achieved without using the report checklist 180 3 Writing and creating the Technical Report Checklist 3 14 Report checklist Table of Contents e Heading Contents according to ISO 2145 e Are there page numbers is only the first page of every document part listed e Are page numbers aligned right justified e Document part number heading and page number must b
393. resentation more appropriate Does the audience expect pure technical facts of your report or do they want to get insights they did not have before Do they want an overview or details 226 5 Presenting the Technical Report How do you mix facts influencing and emotion best maybe even with a pinch of humor This depends on your own direction and information target but also on the audience and the occasion to present your lecture Therefore you should also clarify the following four questions Who will listen to me audience target group Are they your professors or supervisors Are they engineers bankers or jour nalists are they experts or unknown visitors are they your boss and other execu tives or are they colleagues from sister departments You should best prepare your lecture depending on these people or if you do not have better prior information for a colorful mixture of people How you can do that will be explained together with the keywords amount of information and knowledge level see Tables 5 4 and 5 5 as well as Figure 5 5 What is the occasion to present my lecture Will you present your master thesis or your dissertation Is it a pure report for colleagues or a presentation for customers Do you want to persuade investors banks scientific funding boards federal ministries or a working committee for standardization or judges in a trial You will have to adopt your lecture to these occasions more or
394. resentation targets 218 219 220 presentation types oe 219 lecturer euere 219 occasional speech 219 persuasive presentation 219 technical presentation 219 printer working together with the 154 printer driver oe 154 printing area we 150 153 project notebook 00 26 projection cabinet projection 104 cavalier projection 104 central projection 104 diametric projection 104 isometric projection 104 three plane projection 103 proof reading eee 181 protected hyphen 161 protection of intellectual Properties u 020 136 publication oes 113 publication by an institution bibliographical data 127 R rasterizing film LOL COPIED u ee 84 for enlarging negatives 84 301 readability check figures enter 74 tables sn 56 recycling paper 187 reference 42h 115 report binder eee 205 SLTUCLUTE iiite 206 report checklist 179 Thetoric a 266 ring binder oe eee eee 197 rough design description one concept variant 23 rough design description several concept variants 22 ruled lines u 95 SCANT Sn 95 S saddle stitching 195 Safety NOLES csoro 25 scanned image emphasis and accentuation 87 simplifications s es 87 SCHEME using 91 standardized symbols
395. resenting 5 7 57 Rhetoric tips from A to Z On popular demand of our readers here are a few rhetoric tips from A to Z Audience the addressees of your presentation but also participants and part ners who want to be treated like that and like humans not like scanners Other wise the audience goes on strike and you talk against a wall AXLRS does not mean something to everybody explain all abbreviations otherwise you will earn questions Accentuation the right one is inevitable for a vivid presentation style and for understanding especially for foreign words and proper names when in doubt look them up or ask someone Arrogance is out of place even for a total expert It makes you dislikable and disturbs the acceptance of the audience for your message Body language via gestures and mimic turns a presentation into an event and experience for the audience that continues to have an effect Breathing should not be done like a singer but imperceptibly that means as short and often as possible or quick silent and without effort Chance Every rhetorically successful presentation provides you with it a good critique a credit an order funding or a career step may follow Charisma of the speaker It is based on competency in the field engagement sovereignty and an open and friendly communication see also personality Clothing is the first optical impression it shows your engagement for the audi ence it s
396. responds to New Century Schoolbook and Webdings is similar to Zapf Dingbats By trend the standard settings result in smooth and more serious presen tations Editing text in the preset layout area here in the bullet list field works as usual but by default there are nine indention levels in the bullet lists If you want to have the rough structure of your presentation in a text field at the left side on every slide for achieving transparency you should create a text field on the first slide after the slide with the presentation title and the structure slide However this text field cannot be selected as graphics object copied on one slide and pasted to another slide at exactly the same position Therefore you should create a slide with the text field containing your structure and duplicate this slide menu Insert Duplicate Page The formula editor Insert Object Formula is strange at first sight Use the formula assistant to insert the commands and enter your desired numbers and for mula symbols at the bottom area of the screen If you use Insert Picture there are only From File and Scan the Clip Arts known in Microsoft Office are missing The functions Print Save and Export to PDF work well If you want to use another master page on the right side in the task area you have to open the menu for the master pages The master page which is currently in 3 9 Completion of the Technical Report 179 use is
397. rinted bold in the title block The optional field Responsible dept contains the department where the draw ing or bill of materials has been created The optional field Technical reference contains the name of a technically knowing person who can answer questions Even if a drawing is created by a company external consultant the reference per son should be someone who works for the legal owner e g the manufacturing company During design work in the title block of drawings and bills of materials the mandatory field with the Created by must always be filled in If a group of stu dents has worked together there are three possible ways to fill in the field Either only the name of one group member is filled in or an artificial name is con structed from the initial letters of the family names of the group members evtl completed by vowels or there is an entry like group 3 Yet the last method cannot be recommended since in case of group 3 the acting persons are not clearly specified Since according to ISO 7200 the field Approved by is mandatory it must also be filled in If there is no real approval process because students work on a design project during their study course a thought out name or the name of a person in the lab who helped much or the name of the supervisor can be filled in The next field in the upper row of the title block is empty According to ISO 7200 it is an optional field that can be use
398. rk was done by an experienced professional You can avoid mistakes and obstacles that other people including the authors have experienced before if you read this book thoroughly or consult it when you have questions while preparing your next Technical Report It starts with taking a written report into your hands Is it bound properly Is it stored in a clean tidy and wrinkle free binder Is there a clearly understandable ti tle leaf After you have got a rough overview of the contents you may ask Does the title give sufficient and representative information about the contents of the Technical Report If you go into more detail the following questions may occur Is there a table of contents Does it list page numbers Is the table of contents ordered by logical rules can you recognize the backbone Does the report describe the starting point of the situation or project in an understandable way Did the author critically reflect the task at the end of the report Does the report contain citations Is there a list of references etc Can you find tables figures and references easily and are they designed according to common rules If such formal requirements are not fulfilled you will irritate your readers Your readers will then have unnecessary difficulties in reading and understanding your message This also influences how your project your work results and you as a person are accepted For writing Technical Reports word processo
399. rmation and documentation Bibliographic description and references Rules for the abbreviation of bibliographic terms Information and documentation Guidelines for the content organization and presentation of indexes Information and documentation Title leaves of books Documentation Numbering of divisions and subdivisions in written documents Documentation Presentation of translations Graphic technology Symbols for text correction Documentation Presentation of scientific and technical reports withdrawn in 2000 Documentation Spine titles on books and other publications Documentation Presentation of theses and similar documents Documentation Presentation of title information of series Information and documentation Requirements for binding materials and methods used in the manufacture of books Information and documentation Requirements for binding of books periodicals serials and other paper documents for archive and library use Methods and materials BSI British Standards Institution London BS 1629 Recommendations for references to published materials 1989 A Lists of figures tables and checklists A l Figures Figure 3 1 Figure 3 2 Figure 3 3 Figure 3 4 Figure 3 5 Figure 3 6 Figure 3 7 Figure 3 8 Figure 3 9 Figure 3 10 Figure 3 11 Figure 3 12 Figure 3 13 Figure 3 14 Figure 3 15 Figure 3 16 Comparison of a faulty left side and a correct right si
400. rofiche 7 article in a journal 5 6 8 article as contribution on a conference or symposium 16 seminar or lecture documentation 15 standard 17 company report 1 dissertation habilitation study report master di 10 ploma bachelor thesis literature from the internet 1 12 data sheet manufacturer catalogue 11 ts The correct setup of a list of references lasts much longer than estimated Of ten missing bibliographical data must be collected The strict rules regarding layout and sequence of information reduce the typing speed drastically There fore you have to plan very large time reserves for writing the list of references In case of doubt the completeness of the bibliographical data is more impor tant than following all the layout and sequence rules Table 3 9 Example of a space saving list of references 1 5 References BOSCH Global Responsibility Environmental Report 2003 2004 www bosch com content languagel downloads UWB_en pdf Accessed on 04 Jun 2006 YATES JG Fundamentals of Fluidised Bed Chemical Processes Butterworths Monographs in Chemical Engineering London Butterworths 1983 Kun D and LEVENSPIEL O Fluidisation Engineering New York Wiley 1969 DAVISON JF CLIFT R and HARRISON D Fluidisation London Academic Press 2 ed 1985 ORMOZ Z CSUKAS B and PATAKI K Studies on granulation in fluidised bed V Study on the particle size distribution of granulates
401. roject The final decision which title shall be used can then be found later during your project without time pressure The following Checklist 2 3 shows again all re quirements of the title of the Technical Report as a conclusion 2 3 Checking or creating the title 9 Checklist 2 3 Requirements of the title of the Technical Report The title must be clear true honest short and accurate it must contain the main topics or main keywords for data base searches it must create interest and curiosity have a good speech melody and eventually an additional subtitle ee Write down the main keywords which characterize your Technical Report by hand connect these keywords to a title create several title variants by using different keywords and select the best title Now the process to create a title will be explained in an example Example for the creation of a title We are looking for the title of a doctorate thesis In the doctorate project a computer program has been developed that allows the selection of the mate rials of designed parts depending on the stress on the part abrasion require ments etc The designer enters the requirements which the material must fulfill and the system provides the materials which are stored in its database and match the given requirements It has been quite early in the project that the de veloper of the system the doctorate candidate has defined the term CAMS Computer Aide
402. ront matter are counted as well The first page number occurs on the front side of the first printed page The pages of the annexes appendices will get own page numbers with Arabic numbers which contain the letter of the annex appendix and the page number starting from 1 In the table of contents the page number being listed is only the first page number of any document part A frequently occurring mistake in Technical Re ports is to list start and end page number of the document parts with an extension mark in between Thus the following ToC entry is wrong 5 1 Experimentset up 20H esesssstidinnnnssktensettsen 35 36 Correct is 9 1 Experiment setup ara a nn Ren ae ee ene ne 35 The page numbers in the table of contents are printed right justified After the placement of the page numbers is defined the placement of the doc ument part headings still needs to be discussed ISO 2145 Documentation Numbering of divisions and subdivisions in written documents provides a layout example for a table of contents where independent of the hierarchy level in the document all document part numbers are aligned along a common building line All document part headings are aligned along another common building line more to the right Indentations are not recommended in ISO 2145 This kind of layout is shown in the following Figure 3 5 3 1 Parts of the Technical Report and their layout 39 5 Welding experiments with the optimized
403. ront side the spine and the rear side In this case you can easily write onto the spine what ever you like Then the book is sheared with the hydraulic shear at the three open edges The impression is created that you are holding a real book in your hands With this binding type you can bind nearly any number of sheets Due to the pos sibility that you can also bind thick books and use a cardboard envelope as well as 3 9 Completion of the Technical Report 199 due to the attractive appearance this binding type can be recommended for Tech nical Reports Disadvantages Depending on the stiffness of the glue the sheets do not stay opened when the report is lying on a table Copies can only be made by manually turning the pages and putting the report onto the copier This binding type is not very stable It happens often that a few pages fall out of the glue especially when the report is copied Hot adhesive binding Advantages For this binding type the sheets are put into a folder an envelope which has a hard stripe of glue in the spine The folder envelope is put into a ma chine which heats up the glue so that it is pasty Then the folder envelope with the sheets is taken out and the spine is stuck onto a hard underground so that the paper sinks even deeper into the glue Now the glue needs to cool for a few minutes to become hard again This binding type is very attractive for smaller reports e g seminar documentations Disadvantages
404. rrect page numbers into your indices tables and lists if in each text file the next following page number is entered at Insert Page Numbers Format Begin with Usage of the indices tables and lists to check your own work e You can print or edit the automatically created lists like normal text as desc ribed under Table of Contents ToC That means you can copy these lists from your file lists doc and insert them into your text files at the desired lo cations e To create these files is not only interesting for the final printout You may al ready use these lists during the creation phase of your Technical Report To have an overview which figures you have used at all on which page they are and whether they have the correct page numbers you can create a list of tables and list of figures from time to time The same is true for the table of contents and all other indices and lists Too little main memory If your main memory RAM is not sufficient to keep all files open which are needed to automatically create the indices tables and lists you have to execute the creation of the indices tables and lists in consecutive steps For example create the following files Jists1 doc with RD chapl doc RD chap2 doc RD chap3 doc and lists2 doc with RD chap4 doc RD chap5 doc RD chap6 doc etc The complete table of contents is then combined at one common location via copy
405. rs or desktop publishing sys tems like Microsoft Word Open Office Writer etc are used At various spots in the text you will find hints how to use Microsoft Word in an efficient time saving manner If you use programs that are similar to Word the program features will probably operate in a similar way Hints how to use Open Office Writer are collected in a separate section To create slide shows you will use presentation programs such as Microsoft PowerPoint Where it fits with the text and exam ples in this book especially in chapter 5 you will find hints how to create slides with Microsoft PowerPoint Hints how to create slides with Open Office Impress can also be found in a separate section This book is designed to be lying beside the PC Its layout uses little space to keep the production price low However it can be used as an example for creating your own Technical Reports Terms from the fields documentation and printing technology can be found in appendix B Glossary terms of printing technology When working yourself though this book you can acquire the knowledge you need to write Technical Reports and presentations The concept of this book is that it shall answer questions instead of putting up new questions This book shall be a guideline or manual how to write Technical Reports How is that meant A user of a complicated technical product like a video recorder uses his instruction manual to be able to use the technic
406. ry reader sees your Technical Report on the screen in exactly the same way as you have designed it on your computer The line and page break is kept That is the main advantage of PDF On the other hand if you would publish a Word file in an intranet the line and page break usually gets lost because the currently installed printer driver on the other computer is used For the correct display of the Technical Report the reader also needs the same fonts as the author HTML Hypertext Markup Language is the page description language used in the internet and in an intranet Every reader sees your Technical Report as the cur rently used browser interprets the commands The line and page break you have intended gets lost That is the main disadvantage of HTML The main advantage is that HTML files are smaller than PDF files Therefore they can be displayed much faster You should also know the principle of linking pages in HTML and PDF for working with Word PowerPoint and Excel and similar office programs because these office programs offer functions to link office documents among each other and with external files since quite a while The following sections describe the most important functions Automatically created links hyperlinks If you use the functions described in 3 7 4 Word creates the features needed for the publication on paper entries in lists tables and indexes labels cross references and in addition it automatically cre
407. s 204 paper clips 204 205 photocopying 0 205 preparing the list of references 205 line break layo t nauenieseeener 160 line drawing sesers 88 line spacing nceeennenn 156 LINUX de eee tied ee 172 Kanopix CD oo ee 146 Knoppix CD oe 146 list of abbreviations 47 list of figures oere eee 46 automatic creation aan 166 C Index automatic creation based on CALE QOTIES ee en 171 list of formula symbols and units automatic creation 170 manual typing seses 169 list of references 45 121 abbreviations neeee 125 acc to ISO 690 and ISO 690 2 127 author names eene 123 block format 122 capitular list of references 122 classic form three columns 122 example classic 3 columns 132 sequence of references 117 sorting by alphabetical order 117 space saving two columns 122 134 structured unstructured 122 list of requirements 61 list of tables 46 automatic creation nenn 166 automatic creation based on categories 171 list of used formulas and units 47 lists nested nenne 157 literatures ai 122 literature citation eeene 112 analogous citation 119 comment neeeeeeeeeeeeeeeeeeeeeeeeenenn 118 definition of terms 112 Figures isn ein 120 image
408. s The delivery of the ordered Between two paragraphs there is exactly one ball bearings follows until empty line August 12 2009 If you are dissatisfied with the quality of the bearings please contact the address above Groups of figures are aligned according to the decimal point If there is none they are right justified Long figures more than three digits be fore the decimal point can be grouped with a space or non breaking space or comma in groups of three digits each A figure with non breaking spaces cannot be divided by a line break Due to safety reasons amounts of money shall be grouped with commas and the decimal point 164 3 Writing and creating the Technical Report Table 3 10 Usage of space characters brackets calculation symbols values physical units etc lt continued gt The goods your ordered on Enumerations are layouted as bullet lists and March 30 contain separated from the continuous text with exactly one empty line before and after the bullet list 500 Washers The enumeration items especially if they have ISO 10510 St 6 3 more than one line can also be separated from 500 Hexagon head bolts each other by exactly one empty line ISO 4014 M6 x 50 8 8 A2P 500 Hexagon nuts ISO 4032 M6 The delivery follows until May 15 2009 These rules apply for any computer written text including letters e mails and Technical Reports These rules are e g standardized in DIN 5008 Besides there ar
409. s each with a different weight Target 1 Informing Technical knowledge shall be documented saved in texts figures and images and e transferred communicated to other people Target 2 Persuading Persuading the audience e of the quality of the provided knowledge e the efficiency of the delivered work e the competence of the candidates and or co workers involved Target 3 Influencing Influencing the audience to act e granting money buying e continuing the project e positive decision e good grade 5 2 3 Risks and side effects of presentations and lectures In all technical professions there are still written and oral forms of instruction and communication where written includes the text based communication via data networks Why is none of these communication forms sufficient The answer is Both communication forms have advantages and disadvantages comparable with the risks and side effects which you have often heard about Let us look at both communication pathways with all their strengths and weaknesses The written communication documentation comes up as notes reports manu als electronic messages or written offers The oral communication contains arguing and presenting in a talk a meeting or in a presentation or lecture Table 5 2 shows that both forms have about the same number of strengths and weaknesses Therefore you need both forms in your professional life and there fore this book does no
410. s achieved by the treatment This is also valid for such text descriptions in technical drawings In study courses it is usual to prepare the bill of materials part list as a sepa rate document not integrated in the assembly part drawing The bill of materials is integrated into the Technical Report and added to transparent originals or plots of the drawings in a drawing roll drawing folder or drawing box 3 4 9 Mind map Mind Maps are used for structuring topics problems plans discussions etc For example you can draw a mind map during a presentation or lecture instead of writing the usual continuous text script Mind maps also support brainstorming processes In a mind map all aspects of a topic that must be considered become visible as main branches which are branched to smaller twigs and in the end have detailed topics questions or aspects as leaves On the market there are many computer programs to create mind maps very fast and easy For the following example Figure 3 35 the quite price worthy pro gram Creative MindMap by Data Becker was used In the mind map branches and twigs can be created quickly and a branch can be moved together with its twigs to a different location of the topic tree etc An interesting feature is the export of the tree structure to a txt file which can be imported into Word and prepared for PowerPoint Every aspect which is going to be a slide is a simple paragraph the sub aspects are formatted in Wor
411. s are essential they must be processed Therefore it should be only as many as you can definitely use in the timeframe Yellow should cards should be processed if possible but they can also be omitted skipped if you are running short of time 256 5 Presenting the Technical Report e Green can cards are the reserve material if you have more time than esti mated can happen as well and if there are special questions The colors help to rearrange the structure during the presentation without losing the key message of your presentation missed topic Presentation handout or documentation The transitions between manuscript and handout or documentation are floating Depending on your information target you can hand out the following documents e the presentation e copied slides in original size or reduced in PowerPoint File Print Handout 2 3 6 Slides per page e Note pages if you did not only write a few keywords but more detailed information as addition to the slides File Print Note pages e Copies of various documents which have something to do with your presentation topic like copies of important figures or tables from your Technical Report which are hard to project and or an elaborated documentation Providing your audience with handout pages with 2 slides per page is the most common type of handout By default PowerPoint leaves a very broad white area around the slides and does not make optim
412. s for designing presentation slides 236 5 4 2 Step 4 Summarizing the text and working out the details 241 5 4 3 Step 5 Visualization and manuscript nueseesessessenneneneenennennennnnnennnnen 243 5 4 4 Step 6 Trial presentation and changes ruunennennenenensennennennenennen 256 5 4 5 Step 7 Updating the presentation and preparations in the room 257 5 4 6 Step 8 Lecture presentation 3 5 Giving the presentato ma 202er hs 5 5 1 Contact preparations and contacting the audience 00 eee 259 5 5 2 Creating a relationship with the audience ucneneneseesenenennennnen 260 5 5 3 Appropriat POINUINS nase sure 261 5 5 4 Dealing with intermediate questions 262 5 6 Review and analysis of the presentation neseseesessensennenneneenennenenennennenennn 263 5 7 37 Rhetoric tips fron A tO Zune I 266 6 SUMMATY zucker inter vate ie ee cee ae AS 271 References an a nee events es Sete 273 A Lists of figures tables and checklists 2 24420420020420enenenennennennenenenennen 279 AL Figures 2 an Rinne 279 A2 Tables ge sis caciconis caress senousenchasuconevaus dagetasencdathcestsnesngruvedincbacuseasasencenanndtoveteusedeea nes 281 A 3 Checklistsn 2 22 32 2 ew E Ree 282 B Glossary terms of printing technology 220420020enneneenennennenneneneenennenn 283 C Index sss Betis nean ine Brass ah ua Bar namen nn ORES 293 1 Introduction
413. s in periodicals DOI for electronic publications LCCN for publications registered by the American Library of Congress ordering number of the publisher etc the library where you found the publication location within the library and signature Now you can give back the literature and evtl borrow it again later if you need to improve your text or forgot something in the list of references So you do not need so much space for the books and you do not need to extend the loan period after four weeks If you borrow the books again you have all required data avail able without having to search the books again That saves much work and evtl reminder charges Every literature citation consists of the cited information and the citation in the front and the bibliographical data in the back in the list of references literature citation cited information note of reference citation bibliographical literal or analogous short note which data in the list in the text publication is cited of references in the front in the back 3 5 Literature citations 115 When you cite text there are some rules which are listed at first and then ex plained with examples We introduce variants Please select one variant and apply it consistently throughout your Technical Report Rules for citing text 1 The short note near the cited information in the text shall enable the readers to identify the corresponding entry in the list of re
414. s is predefined by the supervisor or customer must be checked and evtl a new title must be created 8 2 Planning the Technical Report The title of the Technical Report is the first thing a reader will notice There fore it shall create interest and curiosity to learn more about the contents of the Technical Report The title shall contain the main topic or the main keywords of the report it shall be short precise and true It shall have a good speech melody and create in terest Explaining or additional aspects can appear in a subtitle In any case the title and subtitle if applicable shall describe the contents of the Technical Report accurately and it must not create undesired associations or wrong expectations These demands the title of a Technical Report must fulfil must also be ful filled by all other titles and headings of paragraphs figures tables etc In many cases the task can already be used as the title of the Technical Report Here are some examples of such tasks e Design of a drilling rig e Outline of a sprayer shredding rig e Analysis of component combinations for sales optimization e Equipment of a meeting room with radio technology Even if a title seems to be usable we recommend that you systematically create possible title variants Then you and eventually the supervisor or customer can decide which title shall be used It is also possible to use the task as a working title in the beginning of your p
415. s means the reader must understand the topics described in the Technical Report in exactly the same manner as the author has meant it without any feedback or answers from the au thor This can be checked as follows Imagine you are a reader who has basic technical knowledge but no detailed knowledge about the topic or project described in the Technical Report This fictive reader shall understand the Technical Report without any questions This book is primarily addressed to readers with basic knowledge or people who are working in the various fields of engineering coming from universities and companies 1 e it is primarily addressed to engineers and technicians natural and computer scientists etc Today it is increasingly important to present your ideas and work results in Technical Reports to the scientific community in interdisciplinary teams to fund L Hering H Hering How to Write Technical Reports DOI 10 1007 978 3 540 69929 3_1 Springer Verlag Berlin Heidelberg 2010 2 1 Introduction ing organizations and the interested public in a positive professional manner However this is sometimes very difficult for engineers and natural scientists Too often they are not good sales people in many cases they prefer to cope with tech nical problems Yet it is not all that difficult to present one s working results in a logical clearly reproducible and interesting way to create the impression among your audience that this wo
416. s proven to be useful Several identical parts get a common position number and are listed in the bill of materials together with their number part name in singular If such a part ap pears once in several sub assemblies e g a bearing cap it is marked at each lo cation with a reference line and the same part number However if such a part ap pears several times in one sub assembly and mismatches can be excluded e g four fastening screws of a bearing cap or six columns of a shelves the part is marked only once within the sub assembly Standard parts appear at the end of the bill of materials in any order All oth er parts are numbered clock wise in the assembly drawing The position numbers within one sub assembly shall be consecutive and after each sub assembly two or three numbers remain empty for evtl later add ons The position numbers in the assembly drawing are aligned around the assembly along horizontal or vertical building lines Regarding the identification number of the drawing part sub assembly or assembly there is the following to say Classification numbering systems in indus try do never consist of one or two digits Therefore it is wrong if you create own identification numbers for parts and assemblies consisting of one or two digits Six digits or more evtl with ordering dots dashes letters or space characters are more usual Figure 3 33 The identification number is a mandatory field It is the only field p
417. s the dis tance to the previous text is larger ISO 8 If the distance above a document part heading is larger than the distance below it becomes clearer which head ing belongs to which text and therefore we recommend this layout principle 16 2 Planning the Technical Report The rules above hold similarly true for titles of tables and figures illustrations with the following exceptions e At the end of table and figure titles there must appear a citation if the figure or table is created by other authors e There are other rules for table numbers and figure numbers than for document part numbers Figures and tables are either chronologically numbered through the complete Technical Report or the numbers are combined using the chapter number and a running number within the current chapter Often these two components of the table or figure number are connected by a hyphen see also 3 3 2 and 3 4 2 e If the list of figures and list of tables shall be created automatically from the figure and table titles you must not use manual formatting to influence the ap pearance of the text but you should apply appropriate format patterns or for matting styles resp see also 3 3 2 and 3 4 2 as well as 3 7 4 After we have introduced you to the most important rules for the formulation and layout of document part numbers and headings now we can use that know ledge to create the structure 2 4 4 Work steps to create a structure and example str
418. s with Mc 3 Citations from a primary literature source citation from original work must be specified as listed in 1 e g in the systematic author year pages If a li terature source is hard to get or not available at all but cited from another author whose work you have you can make a secondary citation The citati on must look like this author not available year pages cited by author available year pages Both publications are listed in the list of references Naturally speaking if the secondary literature source only cites author and 118 3 Writing and creating the Technical Report year of the primary literature source you can only copy these two pieces of in formation In the front in the text there is e g the following citation KLARE 1963 1974 75 TEIGELER 1968 cited by BALLSTAEDT et al 1981 S 212 In the back in the list of references you have to list the three primary sources by KLARE and TEIGELER and the secondary source by BALLSTAEDT 4 After document part headings there are never citations 5 Ifa single literature citation is long that means it has several paragraphs and beside the quotation marks cannot be distinguished from the normal run ning text the citation must be repeated at the end of each paragraph of the cited text If the citation stood only once at the end of the last paragraph of the cited text this would be an uncertain situation The wrong conclusi
419. sary terms of printing technology 289 Reading aids are all lists indexes and labels of a document which exceed the pure text with figures and tables i e all types of lists indexes footnotes marginalia register mark ings headers and footers as well as column headings RFID Radio Frequency Identification means identification of things and creatures e g containers dogs by means of electromagnetic waves radio chip transmits RFID Chips are also hidden in the spine of books in the library Robot Crawler RTF Rich Text Format is a file exchange format between word processing programs which allows the exchange of texts with formatting information to a certain extent S For scalable fonts you can select the font size in the word processing program It is speci fied in the typographic unit point pt A section is a document part of the third hierarchy level in structures or tables of contents resp In ISO 2145 this term is used on the one hand as subtopic for document parts of the third hierarchy level and on the other hand as generic term for all document parts like chap ters subchapters sections and subsections Serial Item and Contribution Identifier SICI for articles and contributions to periodicals Serifs are the small lines at the ends of the letters e g from the Times family While reading they help the eye to hold the line Small caps is a font attribute where no small letters but only normal size
420. sceeeeeeneeseeaes 165 3 7 4 Automatic creation of indexes tables lists labels and cross references With Word ccccccccssscceesssccesseccessseecesseeeesseecesseeees 3 7 5 Text editing with OpenOffice Writer 0 0 eee eteeseeteeeeneeneeaes 3 8 Creating slides with presentation graphics programs 3 8 1 Slide creation with PowerPoint 2 0 0 eee ese eseeeceeeeeeeeseeeeeeeeeaeeaee 3 8 2 Slide creation with Open Office Impress uneseesenenennneenenennennn 3 9 Completion of the Technical Report ueueesessensesnenenersennennenenennennennennennnnnn 3 9 1 The report checklist assures quality and completeness 179 3 9 2 Proof reading and text correction according to ISO 5776 3 9 3 Creating and printing the copy originals and end check 186 3 9 4 Exporting the Technical Report to HTML or PDF for publication 189 3 9 5 Copying binding or stapling the Technical Report and distribution 191 4 Useful behavior for working on your project and writing the Technical Report 201 4 1 Working together with the supervisor or customer eseesenseneneenensennennenennnnennn 201 4 2 Working together in a team asorin airi ni n aE E E ERR 203 4 3 Advice for working in the library esenesessensennenenennennennennenensennennennennnn 204 4 4 Organizing your paperwork uueseesessersensennenensennennennennenennennennennennsennennennnnann 205 4 5 Organizing your
421. se have a look into the design options in the menu Table Auto Format In our opinion most of the default settings are not suited for Technical Reports but you can save your own table formatting templates there In any case you should apply one constant table design within one report The lines that form the rows and columns must have a sufficient line thickness so that the lines are still visible even if you copy the table and then take a copy from the copy In most cases the hairline as the thinnest line is called in many drawing and word processing programs is too thin for table separators 2 pt is the lowest line thickness you should apply Whether a 4 pt line can be copied without problems is very much dependent on the used equipment printer and copier Therefore if you want to use pt lines you should try out printing and reproduction to evaluate the quality of the repro duced copies in advance and adopt the line thickness if necessary The terms in the header should be formatted in bold type in any case It might be useful to format the terms in the introductory column in bold type as well 56 3 Writing and creating the Technical Report You may also apply a larger font size and a colour fill or shading to emphasize the terms in the header and the introductory column The information within the table can be structured with blank lines addi tional white space after max five text lines Other opt
422. smiling friendly and respectful looks at the per sons in the first row and says Contacting Doctor G rtner president of the German association for the audience welding technology professor Hauser chairman of the in stitute dear ladies and gentlemen I can also see the sun shining outdoor All the more I am happy for turning up in such large number to listen to my presentation These steps contact preparations and contacting the audience aim at a posi tive optical impression and thus acceptance of the person and willingness to listen to the contents of the presentation These two phases should not be underestimated Those who appear chaotic ar rogant or very shy gain the first prejudice disadvantage and drawback When greeting your audience it is important to keep the correct order of prominent people and the rest of the audience e The main person comes first ladies before gentlemen the district administrator before the mayor etc e Maximum 5 7 people should be individually greeted otherwise name groups Dear assemblymen dear professors 260 5 Presenting the Technical Report e Main person or prominent are also persons which stand out somehow one lady amongst gentlemen one man amongst women e Politicians should always be mentioned with their names they want to be re cognized e Do not name anybody who is not present awkward drawback for bad prepa ration see sect
423. specially well readable so that the projection on the wall is also well readable To simulate the conditions of the projection look at your original with good light from a large distance the test distance According to practical experience a test distance of six times the long edge of the original of the figure is sufficient nals for projection is at least 30 cm x6 1 80 m Schemes simplify reality symbol principle drawing block diagram function scheme flow chart of a process orgchart map wiring diagram hydraulic diagram pneumatic diagram piping diagram technical drawing sketch for computations perspective drawing incl explosion drawing comic Figure 3 13 Graphics Diagrams explain abstract ideas bar chart point chart line chart e g graph of a function nomogram circular chart or pie chart area diagram body diagram Venn diagram tree diagram Gantt diagram network plan flowchart structogram mind map For DIN A4 210 x 297 mm the testing distance for the readability of origi Icons create associations concrete pictogram shows items or animals or persons abstract pictogram must be learned symbol logo traffic sign information sign etc Systematic structure of graphic displays according to function and contents In DIN 19045 part 3 the test distance shall even be eight times the long edge of the original of the figure Figures which are not
424. st be detracted from private life but a successful presentation can be the base for a jump in your career The weekends are mainly needed for step 3 The creative phase gain dis tance develop a structure and for step 6 trial presentation changes Especially for step 3 you will need some calm and lonesomeness to unfold your creativity which is not provided at most workplaces The Gantt diagram shows recommen dations for the required time you should take into consideration Checklist 5 1 Checklist 5 1 Time consumption to create and present a lecture Step 1 define presentation framework and target 1 day Step 2 collect select or create material images and texts 3 5 days Step 3 the creative phase 2 3 days Step 4 summarize the text work out the details 2 3 days Step 5 create more visualizations write the manuscript 3 4 days Step 6 trial presentation include changes 1 2 days Step 7 last update of the lecture preparations in the room 1 2 hours Step 8 hold lecture or presentation 20 60 minutes The tasks described above Steps to 8 are explained in detail in the next sec tions 5 3 2 Step 1 Defining the presentation framework and target Planning your presentation consists of step define presentation framework and target and step 2 material collection With step 1 you build a solid foundation for your presentation by defining all important presentation conditions the tar get group and the
425. st phase of the project Therefore in Technical Reports too much detail knowledge is supposed very often which the addressees do not have This overstrains the readers of the report quite frequently and their motivation to read the report is negatively influenced In addition after frequent reading of own texts authors tend to become blinded by routine against their own formulations Therefore during the end check of the Technical Report you should show it a friend or colleague so that he she can proof whether the report is understandable for people who have not been involved in the project 142 3 Writing and creating the Technical Report The Technical Report is usually written impersonally i e passive sentences are used quite frequently and personal pronouns like I we my our you etc are avoided However in a summary or critical appreciation it is OK to speak of we or our if the own working group or department is meant It is traditionally like that Most technicians got used to the impersonal way of writing during their education and professional practice The customers will probably prefer impersonal writing as well because they are used to it too For non technicians passive sentences and impersonal writing seem clumsy boring and monotonous Therefore many books about good writing style recommend to write in active voice Passive sentences also comprise the danger that the reader is uncertain who does some
426. stening for them too A short but meaningful summary of the most important findings and key as pects of the contents of the presentation evtl a short outlook but no new essen tial information and friendly sentences form the Conclusion of the presentation This juggling with three balls with respect to the knowledge level is the secret of a good speaker if he she wants to satisfy all members of his audience Every body in the audience shall have learned something what he she can write into his her diary No one should think or write I knew all that before or All that stuff was too complicated This would result in Much ado about nothing 234 5 Presenting the Technical Report In a graphic model this just described design of a technical presentation could look like it is shown in Figure 5 5 In this dramaturgy everybody in the audience has a benefit from listening to your presentation After a quick steady increase of the knowledge level the majority learns something new and then the experts are informed on a high or very high knowledge level In this phase the knowledge level peaks return frequently to the level of the majority to keep up the conscience of the non experts and guarantee transparency Shortly before the end of the main part the knowledge level is quite high Knowledge level ma very high high medium moderate 20 70 10 Time Introduction Main part Conclusion Amount Figu
427. t you can use the function Insert Hyperlink as in Word 3 9 Completion of the Technical Report 191 Following a link If you move the mouse cursor over a link in a Word PowerPoint or Excel file the cursor changes The cursor shape becomes a hand pointing upwards In ad dition an information text in a yellow box appears It either tells the link address then you can click it directly or it asks you to press the Ctrl key and the left mouse button at the same time to go to the link address depending on the program version The office programs show these messages for auto matically created as well as for manually created hyperlinks By the way the cursor shape changes in the same way if you move the cursor over a link in an HTML or PDF file but the information text in the yellow box appears only in the office programs Export from Word to HTML and PDF The references which you have manually defined in a Word file and the refe rences Word automatically creates remain 1 1 unchanged if you save the file with File Save as Webpage in HTML format or with Adobe Acrobat in PDF format When exporting to HTML each word file results in one HTML file You have to manually insert links between the files e g one file for each chapter or manually create an HTML ToC file When exporting to PDF please keep in mind the following Depending on the program version of Adobe Acrobat it behaved sometimes so that the displa
428. t corner otherwise emphasize it 5 4 Creating the presentation 245 Use of color wherever it makes sense but well directed Every color must be explainable Keep color psychology in mind No riot of colors sensory overload Font size varied between 2 sizes but never too small t To test your visualization think about two aspects Does the visualization work in DIN A4 size from 1 8 m distance and after 3 5 s looking at it Put the visualization onto the floor and look at it when standing upright After these rules and test criteria here is another important tip The visualization must not make the presenting person superfluous What does that mean Literal reading of text bores your audience they can do that themselves The labels in images should let room for the speaker s explanations Texts on slides should not be sentences just keywords Personally affected things should not appear on slides Regarding 1 and 2 The speech shall be accompanied and emphasized by the vi sualization but not replaced The balance between information provided in images and in the speech must be carefully designed Regarding 3 See the slides in the visualization example The last slide is an ex ception in the summary short mnemonics may be useful Regarding 4 Words sentences or formulas like Good Morning Any ques tions or Many thanks for your attendance must be said and not shown These ar
429. t cover and the title leaf of a diploma thesis Figure 3 3 and a design report Figure 3 4 Computer aided material selection CAMS in design education Di 5 to qualify for a doctorate degree to qualify for a doctorate degree at the University of Klagenfurt at the University of Klagenfurt 1 Supervisor Univ Prof Dipl Ing Dr phil Adolf Meier 14 Supervisor O Univ Prof Dipl Ing Dr phil Adolf Meier 2 Supervisor Univ Prof Dr phil Walter M ller 2 4 Supervisor O Unin Prof Dr phil Walter M ller submitted by Dipl Ing Carl Whitfield submitted by Dipl Ing Karl Schulz Klagenfurt May 2004 Klagenfurt May 2009 Figure 3 2 Four handwritten drafts of the title leaf of a dissertation the placement of in formation varies between centred left justified along a line and right justified lt to be continued gt 34 Computer aided material selectiow CAMS in design education Di to qualify for a doctorate degree at the University of Klagenfurt 1 Supervisor O Unin Prof Dipl Ing Dr phil Adolf Meier 2 4 Supervisor O Unin Prof Dr phil Walter M ller submitted by Dipl Ing Carl Whitfield Klagenfurt May 2004 3 Writing and creating the Technical Report Computer aided iol electi CAMS in design education pt to qualify for a doctorate degree at the University of Klagenfurt Lt Supervisor O Univ Prof Dipl Ing Dr phil Adolf Meier 2nd Supervisor O Unin Prof Dr phil Walter M
430. t details are left out The scaling factor can be raised up to 1 5 150 without irritating the reader Line thickness Important elements are drawn with 0 75 to 1 50 mm thick lines Less important details appear with a line thickness of 0 25 to 0 50 mm Framing To accentuate important details they can be framed or marked with a eircle Detail enlargement A rectangular or circular frame is repeated in the same figure or not so good solution in a second figure magnifying glass The connection between the segment in original size and the enlarged segment must be recognizable connecting lines The frames must be similar e g rectangle with constant width to height ratio or circle so that the reader can assign the segment of the figure in original size and the enlarged segment with each other Colored background or shading An important section of the figure gets a colored or gray background In this case the contrast between object s in the figure and background must be sufficient Please use only a few of these measures to accentuate parts of the figure and to influence the reading sequence Otherwise the figure might become confusing Do not accentuate too many details Otherwise the influence on the reading sequence might get lost If you design your figures or modify figures from literature sources according to the 13 basic rules keep in mind the shape rules and apply the measures to influ ence the reading sequence y
431. t least 25 mm wide in any case so that the text is visible also at the be ginning of the lines When you define the page margins you have to consider how the Technical Report will be bound later If you use staples plastic or cardboard folders plas tic spiral comb binding wire o binding with wire spirals and staple binding you need a wider inner margin compared with an adhesive binding Also if the size of the pages of the report is to be reduced with the copier e g to DIN A5 the margins on the DIN A4 original must be wider a b 27 27 Blind text audl ojkoksf klko Blind fext aud ojoks klko Might astr dpjodfov kloko Ikop kl astr dpjodfov kloko Ikop gt sdudhsf Hsduif opdp sdl sdudhsf Hsduif opdp sd skof oia sdf sdfaa skof oia sdf sdfaa 3 4 Main function 3 4 Main function Blind text pafio isuiu jjfij ksj Blind text pafio isuiu jjfij ksj osi jsf is kfksj osdioe kldfsl osi jsf is kfksj osdioe kldfsl sida sdjksif Isdk sldfkops ds sida sdjksif Isdk sldfkops ds eori risdofi dskoj krew dkssj eori risdofi dskoj krew dkssj sdio jsdiii sidias sdifai sdio jsdjji sidias sdifai Mbottom 220 Usual position for the page numbers Size of the page margins in mm a and b are recommended When entering the page numbers you have to distinguish at first between book page numbering and report page numbering In books the front and back side of the page are used while in Technical Reports usually only the front side of the
432. t look completely different than planned on the computer on which the final version of the report will be printed This holds also true for PowerPoint presentations espe cially for the bullet symbols If you are all using the same version of word processor program and the same formatting templates and the same fonts your systems are already rather compati ble In addition you should use the same printer driver for the final line and page break If there are computations you should define in advance and evtl discuss that with your supervisor how many decimal places shall be used in the formulas The page numbering often does not fit together because all group members use their own page numbering So there are page numbers which occur more than once or gaps in the page numbering and erroneous cross references This needs to be adopted before the final creation of table of contents list of figures and list of tables In any case we recommend that the group member with the best computer lit eracy combines the text parts written by the different group members and then prints out the report because he she can then still correct mistakes of the others 204 4 Useful behavior for working on your project and writing the Technical Report 4 3 Advice for working in the library In subchapter 3 5 we have already described that working with literature is impor tant to prove or disprove your own position to get new ideas and to reflect the curre
433. t only show you how to build up a Technical Report but also how to present it 5 2 Why presentations 221 Table 5 2 Advantages and disadvantages of written and oral communication Advantages Disadvantages Written Independence of time editing Reader cannot ask back imper communica is possible at day and night sonal inflexible no control of the tion all contents is visible effects and which reader reads un document reader can control his her der which circumstances no feed ing i e reading and read again con back What is written can hardly from note tents is clearly set writer be taken to offer can work with concentration back smoothed emphasized incl e mail paragraph by paragraph take breaks quality can be con trolled well Verification is always possible Oral A good speaker is enjoyable Missing reproducibility need for communica for the audience speaker has physical psychological strength tion contact gets feedback can strong nerves active knowledge arguing pre make convincing use of his discipline intellect quick senting i e personality can correct him wittedness knowledge of people from talk self can react flexible can sensibility eloquence good man to make use of control moods ners positive impression cha lecture and emotions up to dema risma good form on that day Dis gogy and manipulation spo k
434. t suited after the verbal evaluation with a gray shading Figure 3 11 3 3 Creating good tables 63 Solutions of the sub functions a notice incident F F disconnect device eled omagnetic pneumatic from normal clutch clutch operation 1 Ea er C lower electric hydraulic pneumatic self weight control rods drive drive drive i connect ele amp tromagnetic hydraulic pneumatic always brakes clutch clutch clutch connected create disc break m pydraulic braking force l break i damper transmit cogwheel er friction braking force and cograil and nut wheels control centrifugal time distance braking operation governar _ __ controller controller 4 enable hydraulic hydraulid pneumatic end cushioning oil brakes damper damper Legend Variant 1 electric mechanic solution Variant 2 electric pneumatic solution oe Variant 3 electric solution 0 Figure 3 10 Morphological box for a fast turn off device in a nuclear power plant with several concept variants Special Design Rules for the Morphological Box e The various sub functions in the morphological box usually have a different number of solutions of the sub functions Since the morphological box is rec tangular there have to be empty cells at the right margin These empty cells remain white they are not shaded in gray or crossed out e Entries in the morphological box should always be left justified as the entri
435. t the total point value of the variant regarding the current evaluation criterion Adding the total point values of all criteria leads to the sum total value of the cur rent variant which is listed in the evaluation table in the lowest row 68 3 Writing and creating the Technical Report Figure 3 12 is a concrete example how an accurate evaluation table looks like It has been created to evaluate several variants of the chassis of a boat trailer E valuation laxis 2 axes 2 axes 3 wheels 2 axes 4 wheels criterion 1 wheel steerable 1 axis steerable Assembly 6 Ease of use 8 3 Legend w Weighting factor w 2 very low impact SP 0 not suited SP Simple points w 4 low impact SP 1 with deficiencies TP w SP Total points w 6 medium impact SP 2 satisfactory w 8 high impact SP 3 good w 10 very high impact SP 4 very good Figure 3 12 Example of a technical evaluation table for the chassis of a boat trailer Please look at the legend At first all abbreviations are explained Then the meaning of the evaluation factors is defined So the reader can comprehend how each sum total has been computed To avoid logical mistakes you should apply the following principles when you give evaluation points e The given points are positive points e High simple point values mean high value and high benefit for the users e Due to the multiplication with the simple point value high weighting fa
436. t to a table the table should be ar ranged near the most important cross reference Cross references from the text to a table can be formulated as follows e Table xx or e see Table xx or e shows the following table or e shows Table xx Quite frequently the cross references to tables use the term Tab xx instead of Table xx The table heading shall be positioned near the appertaining table Therefore the distance above the table heading and below the table should be larger than the dis tance between the table heading and the table If your table heading expands across more than one line the layout should correspond to the layout shown in Figure 3 18 in section 3 4 2 for figure headings that expand across more than one line the text is left justified and aligned along a building line If you copy or scan a table from a source of literature or you integrate a ta ble from the internet as a graphic file into your Technical Report you should cut off the table number and table title or you should not scan it together with the ta ble Then you should type your own table number and table title The table title can either be taken over from the literature source or the internet without change or you formulate your own new table title All table numbers and table titles are created in the same way with your word processor The result is a consistent over all impression 3 3 Creating good tables 61 Tables wh
437. ta of the speaker Transparency assurance Transparency assurance is one way to consecutively display the current items in the structure like introduction main part with subordinated items and sum mary conclusion on the slides Figure 5 6 and thus assuring the transparency of the presentation A modern self confident audience always wants to know where they are in the flow of the presentation Then they can better prepare for the current aspect of the topic and do not start floundering through your presentation The structure of the presentation should be always visible to your audience to provide orientation The speaker should clearly point out where he she is within this structure from time to time This can be achieved by e repeated reference to the structure and depicting the current position by ticking off the finished items at the flipchart on a poster or a white black board or e by a structure in a sidebar area on the left or at the top max of the total slide area separated from the visualization showing the preferably very com pact structure having selected the current item This is the only option if in the lecture room there are no boards no flipchart and no possibility to fix a poster to a wall e The structure can also be handed out to the audience prior to the presentation 238 5 Presenting the Technical Report Presentation title lt Title of the slide gt Introduction Starting point wow effect rhe
438. tasks the operational scope of Word tables and Microsoft Graph diagrams is sufficient For example Figure 3 22 is created with Microsoft Graph For diagrams bar chart pie chart curve chart etc there is the basic principle that all axes bars sectors etc must be labeled unambiguously Often the un derstandability of a diagram can be improved by clearly telling in the title above the diagram or in a label next to the diagram which statement the diagram shall support Figure 3 22 is an example of how to design a diagram and title or label in a well coordinated way The variant with the diagram title above the diagram is recommended if the diagram shall be used for a presentation slide If you write a text for a brochure journal or company report and you use diagrams with titles but without figure numbers you should place the diagram title below the dia gram without a figure label In most cases the title without figure label will be centered However for Technical Reports it is better to use normal left justified figure subheadings Stay consistent i e either all diagrams and figures get figure subheadings with figure labels or they get titles without figure labels The second version is not usual in Technical Reports Also the placement and format ting of the figure subheadings or figure titles shall be homogenous To make it clear again the labels of the axes alone are not sufficient to specify the contents of the diagram The additio
439. the bibliographical data evtl onto the rear side of the first sheet of the stack Then you should connect the stack with a paper clip mark the author s name on the front side of the first page with a pen in a different color because the names are printed at different positions in different publica tions and then make photocopies from the next literature source or article from a journal If you proceed like that you will have all required information at hand when you write the list of references and you can alphabetically sort the copies and put them into file binders quite easily You should not give back the literature immediately after making the copies in the library At first you should check the copy stacks whether there are pages missing Only if you are sure that all pages you wanted to copy are completely there in the right orientation and order and with the complete bibliographical data and information where to find the literature in the library you can give back the literature with ease Check again whether there are still open notes in your en velope library which you want to deal with At home you can put the copied literature either onto the book pile of the ap pertaining chapter or subchapter or you can punch the copies and add them to your report binder at the right position see section 4 4 Organizing your paperwork With the approach described here you will save a lot of time Besides with this working proced
440. the bullets in lists Format Lists and e line spacing Format Line spacing In any case you should move the left margin of the text area and the title area to gain space for your structure Now you can create structuring lines or other graphic objects with the tools of the Drawing toolbar To modify the background you should go to the menu Format Background There you can se lect background colour images area fill and the logo of your company institute or department In PowerPoint these settings are separately defined for the title slide in menu View Master Title master i e you have to repeat the settings there If you recognize later when you create your presentation slides that something basic is still wrong with the text fields or other systematically repeated elements you should preferably change that on the master slide Font type and size It has proven to be practical to use fonts without serifs like Arial The font size should not be smaller than 18 points the larger the better Use of color Colors can occur as text color background color and object color in images If used with care colors help to specify emphasize structure order and differ entiate Colors control reactions stimulate imagination and initiate emotions memories and associations Use the same colors for the same things and use them consistently If colors are used sparsely they serve as attraction and help to emphasize im
441. the current figure appear out of the blue Should I pick up the structure write an intermediate summary or announce the new document part from a very general point of view Is the subdivision of information logical and comprehensible L Hering H Hering How to Write Technical Reports DOI 10 1007 978 3 540 69929 3_3 Springer Verlag Berlin Heidelberg 2010 30 3 Writing and creating the Technical Report Prior to describing the single steps to create the report in detail we will provide you with an overview of the general structure of a Technical Report with all parts that need to be written 3 1 Parts of the Technical Report and their layout The names contents and order of the parts of a Technical Report in general are de fined in ISO 7144 Documentation Presentation of theses and similar docu ments Checklist 3 1 In Germany this is standardized in DIN 1422 The order of the required parts of the Technical Report as defined in DIN 1422 is slightly dif ferent from the order defined in ISO 7144 Checklist 3 1 Parts of a Technical Report or a thesis according to ISO 7144 front matter outside and inside front cover cover pages 1 and 2 title leaf errata page s abstract preface table of contents list of illustrations figures and list of tables list of abbreviations and symbols glossary body of thesis main text with essential figures illustrat
442. the project has raised i e from when on errors and un precise descriptions show up more frequently Therefore the final check is a very important work step which may not be left out due to time pressure at all see section 3 9 3 It may happen that a supervisor or customer does not have contents related rea sons to criticize your work If he she still wants to find something he she often criticizes little odd details or formal aspects To avoid these problems you should apply the tools report checklist and style guide both tools have proven to be use ful in many projects in practice Often institutes companies authorities and other institutions have rules for the optical appearance and computer based creation of letters reports overhead slides and other documents so that they fit into the unique optical appearance corporate design of the institution Such rules and guidelines should be inte grated into the style guide section 2 6 and the report checklist section 3 9 1 and applied during the whole process of creating the Technical Report After finishing the phase planning the Technical Report we will now go into the details of writing and creating the Technical Report In the network plan this phase is marked in gray again Please keep in mind the following rule for all tasks marked in the network plan From time to time you should imagine to be the reader and ask yourself When does the reader need which information Does
443. the project or scientific work in the conclusion Such advice is normally based upon experiences made dur ing the work on the current project 3 1 4 List of references The overall list of references is normally put directly after the last text chapter and lists all references to the literature from which there are citations in the whole Technical Report In larger documents e g in manuals or textbooks there may be a capitular list of references after each chapter The appendices follow the overall list of references or the capitular list of references of the last text chapter It is unusual to integrate the list of references into the appendix The list of refer ences of a Technical Report has its own chapter number and stands alone between text and appendix or appendices To present all information regarding working with literature citations together we have concentrated the why and how to make literature citations and how to de sign the list of references in subchapter 3 5 46 3 Writing and creating the Technical Report 3 1 5 Other required or useful parts The position of other required or useful parts within the Technical Report and their layout is even more dependent on university or company internal regulations than this is the case e g for the list of references A bound thesis like a diploma bachelor or master thesis often contains the task It is written by the institute or the supervisor and bound with the rest of the thes
444. these editing notes quickly in the end phase which is characterized by time pressure e Cross out all vertical lines in the left margin as soon as you have entered the correction into your file if possible with a pencil in a different color like green e Still necessary work steps should be ordered by category copied into a file as to do list ordered by category and printed out resolved items in the list should be crossed out this should be updated in your file etc e Work on the last items of your to do list or speak with your customer or su pervisor to make sure that the last changes are not necessary any more If possible let others also read your Technical Report After several weeks or after frequent reading of your own texts you will become routine blinded against your own formulations The following persons are candidates for proof reading father mother partner boyfriend girlfriend fellow students supervisor professor customer etc They should have at least one of the two following quali fications 186 3 Writing and creating the Technical Report e expert for the project specialist and e expert for spelling or foreign languages generalist Evtl a different person should do the proof reading for the other area ts If you have entered the corrections tidy up the old pages Too many text versi ons tend to get mixed up You should only keep the latest version with correcti ons and throw it away right after you ha
445. thing For example in a description of a machine or plant it may be uncertain whether the operator or an automatic mechanism of the machine or plant executes an action If this may occur you should use an addition like by the operating staff man or by the revolver control machine You have to decide carefully for your Technical Report whether how much and where you want to use active sentences instead of the usual passive You are on the safe side if you avoid personal pronouns and use the passive voice in stead Here an example of formulating the same fact once in active and once in passive voice Active we have evaluated the following alternatives Passive the following alternatives have been evaluated we is bad writing style in Technical Reports The tense is present tense Past tense is only used if a previously used part measuring procedure or similar is described The naming of technical appliances assemblies parts and procedures e g in part lists and design descriptions shall be according to the function of the appliance assembly part or procedure i e not handle but shutting handle not gear but input gear not plate but retaining plate not angle but stiffening angle not frame but carrying frame not variant 1 but electric mechanical solution etc The general principle for naming parts is ts Parts are always named according to their function This holds true in all
446. title leaf and the outer front cover sheet are identical Then the blank white sheet of paper which usually follows the front cover sheet will follow the title leaf instead Beside this special case the following rule holds true the title leaf always con tains more information than the front cover sheet For instance in Technical Re ports written during study courses it is unusual to list the supervisors on the front cover sheet whereas they definitely have to be listed on the title leaf There are some faults which occur quite frequently on front cover sheets Some of them are displayed in Figure 3 1 The faults occurring most frequently on front cover sheets are e The name of the institution is missing on the top of the page e The name of the university is correctly specified but the name of the depart ment and or institute are missing e The title essential is layouted with a too small font size while the type of report not so important is much larger than the title 32 3 Writing and creating the Technical Report The layout of the front cover and title leaf are also influenced by more general rules For example the corporate design of a company or university may define that for a special type of Technical Report a specific form e g Cover for labora tory reports must be used In most cases there are also rules for the layout e g that the company logo must always be located at the top and on the right or left si
447. to write something to begin with If at the end when the project deadline is in sight the time pressure rises necessary changes remain undone If you look at Technical Reports you may see from when on the time pressure became very hard Problems with inner logic spelling grammar as well as creating or integrating figures occur much more often from then on and the report creates the impression of being made quick and dirty To avoid this you 3 7 Using word processing and desktop publishing DTP systems 153 should have enough time for proof reading entering the corrections and for the end check in your project plan If you create a Technical Report as a group the group members can write separate parts of the report at home and combine these parts to one common file or set of files later However please care for a common typography in the indi vidual files For example define a common page layout and common formatting templates before the group members start writing Work on a common style guide for your Technical Report and exchange modifications of the style guide regularly Typography is the placement and distribution of printing ink on the paper You can distinguish macro typography and micro typography Macro typography is the design of a printed page i e the page layout This includes the definition of the page margins the design of headers and footers the placement of the page number the design of table head
448. torical question Main part Topic Item 1 Item 2 Item 3 Item 4 Item 5 Conclusion Summary Outlook Logo of the institute or company or department Figure 5 6 Transparency assurance by a structure in a sidebar schematic The prerequisite for this method of transparency assurance by a structure in a sidebar is a very compact structure with short keywords Slide design entering text including images For slide design keep in mind the general principle The fewer the better Avoid everything on your slides and in your beamer presentations which is dis pensable and can lower the level of conscience of your audience e g e constant repetition of the presentation title e constant repetition of your name and the name of the institution e constant repetition of the date and occasion e constant repetition of copyright notes e constant repetition of your personal slide management notes e g Slide 8 of 31 etc Does the constant repetition bother you as well Admitted this can easily be created with the computer but the audience as curious as it is will have to read all these things again and again just to check whether or not something has changed To enter text in PowerPoint you should use the predefined text object area with the bullets In Word you can enter a dash with Ctrl minus sign in the num ber keypad In PowerPoint you can use the key combination Alt
449. trotechnics elec tronics and information technology recommends the use of small superscript let ters to distinguish the table footnotes from normal footnotes The table footnote 58 3 Writing and creating the Technical Report text appears directly under the table without the 4 to 5 cm horizontal line Create the superscript letters with Format Character if there is no function for table footnotes in your word processor Tables shall be structured so clearly that the reader may not slip into another row by accident To achieve that you have the following options e sufficient line spacing e blank lines after max five text lines and e horizontal lines Horizontal lines are by far the safest method to prevent the reader s eyes from losing the current line Therefore we want to recommend again horizontal and ver tical lines to structure tables 3 3 2 Table numbering and table headings In the Technical Report tables have a table heading or caption which consists of table number and table title In the presentation most people only use the table title i e the text part of the table heading In the table heading you may specify which data is contained in the table which basic conditions were relevant which statement or conclusion the table shall proof etc Moreover cited tables must get an indication of source citation here The components of a table heading are called as follows in this book Table 16 Results of th
450. ts _ 140 Checklist 3 13 Rules for better understandability of texts on sentence level 150 Checklist 3 14 Report checklist 2u2sersessssennennennennensennennenennnnnenennenne 180 Checklist 3 15 Simplified system of correction symbols according to ISO SION en es ihn se sores 183 Checklist 5 1 Time consumption to create and present a lecture 224 Checklist 5 2 Presentation framework presentation conditions target group information target eeeeecneneessneessnnensnnsnnnennnennenn 224 Checklist 5 3 Visualization of the presentation eee eseeseeteeeeeneeeeeeeeees 243 Checklist 5 4 Forms of a presentation manuscript cscs eseeteeeeeeeeeeeeees 254 Checklist 5 5 Evaluation of the trial presentation eserseeseesnennennensennensennen 257 Checklist 5 6 Evaluation of the final presentation overview 263 Checklist 5 7 Evaluation of the final presentation criteria eee 264 B Glossary terms of printing technology In the following we will shortly define important terms in the field of printing technology which might help you to design your Technical Reports and when you are in contact with copy chops computer stores printers or journal and book publishers A Acrobat Reader is a free of charge viewer from the company Adobe to read PDF files which you can download at www adobe com de products acrobat readstep2 html An algorithm is a calculation scheme
451. ttcher Forberg Technisches Zeichnen Hrsg v DIN Deutsches Institut fiir Normung 23 Aufl Stuttgart Teubner 1998 Brehler R Modernes Redetraining Niedernhausen TS Falken 1995 Decker K H Maschinenelemente Tabellen und Diagramme 15 Aufl M nchen Hauser 2000 au erdem ist ein Aufgabenbuch erh ltlich Fritz A H Schulze G Fertigungstechnik 5 Aufl Berlin Springer 2001 Gr nig C Mielke G Pr sentieren und berzeugen Planegg M nchen Haufe 2004 Hartmann M Ulbrich B Jacobs Strack D Gekonnt vortragen und pr sentie ren Weinheim Beltz Verlag 2004 Hering H Verbesserung des Arbeitsschutzes beim Schwei en durch Einsatz brennerintegrierter Absaugd sen Effektivit t und Qualit tssicherung Gro e Studienarbeit betreut vom Institut f r Fabrikanlagen der Universit t Hannover und dem Heinz Piest Institut f r Handwerkstechnik an der Universit t Hannover 1987 Hering H Berufsanforderungen und Berufsausbildung Technischer Redakteure Verst ndlich schreiben im Spannungsfeld von Technik und Kommunikation Dissertation Universit t Klagenfurt 1993 Hering L Computergest tzte Werkstoffwahl in der Konstruktionsausbildung CAMS in Design Education Dissertation Universit t Klagenfurt 1990 Hering L Hering H Kurmeyer U EDV f r Einsteiger 2 Aufl Hemmingen 1995 Hering L Hering H K hler N Der TEXTdesigner Computergest tzte Analyse und Optimierung der Verst ndli
452. tter but the term which describes the solution of the sub function expands across several columns and every subgroup gets its own Arabic number In the next morphological box two solutions of sub functions are subdivided into subgroups air cooling and water cooling of a motor The subgroups each have their own number so that they can be addressed without doubt with letter and number B1 ring cooler to B4 flow cooler Sub function Solutions of the sub functions 1 2 3 4 5 B cool motor and cylinder After the design of the morphological box is described in the next section you will find information regarding evaluation tables 66 3 Writing and creating the Technical Report 3 3 4 Hints for evaluation tables In evaluation tables several variants are evaluated based on different criteria Ex amples are tables with criteria for the selection of a location of an industrial com pany cost benefit analyses or the evaluation of concept variants according to VDI 2222 and VDI 2225 sheet 3 There the concept variants are first evaluated regard ing their technical properties then they are evaluated regarding their economical properties and then two evaluation tables are created At first we want to show you the procedure as it is defined in the standards Then we want to recommend a few deviations from the standard Please speak with your supervisor or customer in advance which procedure and table design shall be used In VDI 2222 the c
453. type font size and indentions To influence the text properties you still have to edit the formatting templates Index 1 to In dex 9 e Word will only create the index in the final size if the settings for page mar gins and headers and footers in the file lists doc are identical with those in the other text files e A multi column index is displayed in one column in normal view Therefore you have to change to page view to look at the final index Here you can opti mize the page breaks Glossary List of formula symbols and units etc e These lists do not serve to find information at a specific location in the text but they have the characteristics of an encyclopedia Therefore in these lists there are no page numbers listed They are not created automatically but ma nually typed like the list of references or normal text 170 3 Writing and creating the Technical Report e If you would like to get a list with page numbers for your personal overview you should apply the same work steps as for the list of figures and list of tables and use formatting templates like Glossary Formula Rule Citation etc e Eventually you want to insert hidden labels for your glossary entries formulas rules citations etc into your text files You should write the label text into an empty line mark the label text and use Format Font Effects Hidden Correct page numbers e Word only inserts the co
454. u want to create a list from the automatically numbered objects open the menu Index and tables tab List of Figures In the Options do not use the formatting template to be used but the category and click on OK 172 3 Writing and creating the Technical Report Updating fields indices tables and lists Indices tables and lists which have not been automatically updated contain nearly always errors non conformities between text and indices tables or lists The most important advantage of automatic creation of labels indices tables and lists is that the entries in the text and in the lists are identical and the identity must no longer be individually checked by individually turning the pages during the end check as long as you did not change something in the text or the list after the last automatic creation of the list You update all au tomatically created fields and lists by pressing function key F9 This should be the first operation after opening your Word files during the end check 3 7 5 Text editing with OpenOffice Writer If you use OpenOffice org Writer which is available for Linux and Windows you can edit texts in a similar way as if you use Word The program has many nice presettings If you are not used to the program the online help is an important companion It explains quite nice the usage philosophy of the different functions The stability and reliability of the program is notable even for documents which consist
455. uct oriented or according to the sequence and log ic of work steps during product usage task oriented Structure pattern for manuals and instructions for use 1 Before operating the machine device 1 1 Important information about the machine device Definition description of the machine device description of the benefits safety notes and warnings overview of the functions 1 2 Supplied delivered scope and optional parts 1 3 Usage of the machine device Rules and regulations safety notes and warnings intended usage unintended usage documentation provided by third parties 1 4 Transportation of the machine device 1 5 Requirements regarding the site 1 6 Unwrapping assembling mounting and setup of the machine device 1 7 Connection of the machine device to supply and disposal networks water electricity computer network etc and operation test Operation and usage of the machine device 2 1 Initiation of the machine device 2 2 Functions of the machine device during normal operation safety notes and warnings 2 3 Refilling consumptive materials 24 Cleaning the machine device 2 5 Preventive maintenance maintenance inspections 2 6 Disposal of supporting and operating materials 2 7 Shutting down the machine device 26 2 Planning the Technical Report After operating the machine device 3 1 Finding the cause of disorder and resolving it 3 2 Ordering spare parts wear and tear parts and electric plans 3 3 Disassembl
456. uctional figures 99 3 4 6 The sketch as simplified drawing and illustration of computations When designing technical appliances and machines you also have to deliver a computation of loads This guarantees that the single parts can bear the applied loads without early failure In these computations sketches are used to display the geometrical situations to explain formula symbols and to illustrate results of the computations If possible draw all physical values which are computed in your equations Here we show the following examples diagram of forces and moments on the arm of a puller scheme of a gearbox with exact specification of bearings shafts and gears as well as simplified drawings of a motor a screw and a cylinder The sketch as illustration of a computation can also appear as perspective drawing Sketches in the Technical Report mostly have no figure number and no fig ure subheading However there are rules for sketches too They are derived from the basic rule Sketch for computation of loads intelligent reduction of technical drawing During this intelligent reduction you can leave out details but never leave out important centre lines These are absolutely necessary for the quick recognition of part symmetries Often it is also possible to imitate simplified displays from man ufacturer documents When you draw machines or plants or parts of them for handling and manu facturing parts you should always draw the h
457. uctures The creation of the structure should be divided into several consecutive work steps Starting from the working title or the final title the main topic or core message of the Technical Report should be formulated in one sentence This in formation will then be further subdivided into document part headings up to the complete final structure which will appear in the Technical Report as the table of contents later To develop the final logical structure the following procedure has quite frequently been successfully applied Checklist 2 5 Checklist 2 5 Work steps to create a structure 1 Formulate the title of the main topic main target or core message of the Tech nical Report in one sentence 2 Subdivision into 3 to 4 main items 4 point structure 3 Further subdivision into 8 to 10 main items 10 point structure 4 Further subdivision of extensive main items 5 Further subdivision into the final detailed structure parallel with the further elaboration of the Technical Report 6 Last but not least Check whether the document part numbers and headings are identical in the structure and in the text check for completeness and correct ness and add page numbers to the structure to make it a table of contents if the table of contents shall not be automatically created by your word processor 2 4 The structure as the backbone of the Technical Report 17 If you apply this procedure the logical order of information
458. uestions and unreal ques tions Real questions can refer to the organization bad understanding problems or just be difficult e You should answer questions referring to the organization e g switching on the room light and questions due to bad understanding e g a word or figu re was not understood at once friendly and short e You should check problem questions which require a longer answer whether you want to answer them at once or after the presentation Then you should gain time by repeating the question for the whole audience Then you should answer the question short and precise or ask whether it is acceptable to ans wer the question after the presentation note the question e Difficult questions which you cannot answer should either not be answered or you just announce an estimation or assumption Please do not nail me down to it Pass the question on to the audience often someone knows it Unreal questions are no questions but opinions self expressions objections or pure distortions e g by competitors Countermeasures e recognize that in time a matter of training react friendly but tight e depending on the situation answer appease or refuse that e do not allow yourself to be provoked e evtl let the audience vote and in any case e stay able to pull the strings Finish Our speaker shows the last slide explains it and says while opening the last slide with her communication dat
459. uestions in technical drawings and bills of materials Now we want to address some problems which can occur in drawings as well as in bills of materials According to ISO 7200 in all technical drawings and also in bills of materials the title block must contain the following information e name of the part or sub assembly e identification number of the drawing part sub assembly or assembly e name s of the creator s of the drawing e date of issue of the drawing and e sheet number The first item is the part name Many engineering students have difficulties here because the textbooks about technical drawing usually do not give many hints about systematic naming of parts The task is actually very easy Parts are always named according to their function Examples are axle guide retaining plate front axle pivot pin stiffening angle carrying frame etc In case of standard parts the measures are always part of their names e g Hexagon head bolt M6 x 30 If any final state of treatment is mentioned in a drawing or the bill of materials you always have to use the participle hardened milled etc 106 3 Writing and creating the Technical Report In the assembly drawing every part gets a reference line and the position num ber from the bill of materials For the alignment of the position numbers in the drawing and the sequence of parts in the bill of materials there are different ap proaches The following scheme ha
460. ules apply e Private copies on paper or on computers in non editable file formats remain al lowed e Digital copies of works which are equipped by industry or publishers with di gital rights management and copy protection e g films pieces of music vi deo games may not be copied The copy protection may not be broken e The copy of an original work which has obviously been made illegitimate and the copy of an original work which is obviously provided for download unlaw fully e g on a file sharing platform network are accusable e There was a flat rate on copiers printers and storage media as a compensation for the still allowed private copies The height of the flat rate was legally limi ted Now the author s collecting societies and the associations of the manufac turers of copying devices and storage media shall agree on the royalties them selves The legal limitation of the royalties does no longer apply Maybe mobile phones digital cameras printers copiers computers and their accesso ries will become more expensive e Libraries museums and archives may display copyright protected digital i e editable copies of works at special computers no commercial use e Schools may put small parts of works protected by copyright law on school servers if it is not a part of a work specially made for educational purposes and the class or group of pupils and the learning unit are predefined no saving of documents on stock
461. ules for the selection of drawing pencils if you do not use the color ink jet printer If you draw with felt pens you can usually see the color also on the rear side It is better to use text marker pencil colored pencil ball pen and colored india ink However ball pens often spit especially before the mina becomes empty and create thick blurs at the beginning and end of the line which dry out very slowly and which are therefore smeared very easily Refilled text markers also spit very often India ink pencils create the most accurate results but since you have to wait for any line that the ink is dried they take a lot of patience The colors yellow light brown light green light blue etc are hard to copy with black and white copiers In the copy they are either ignored or displayed as very light gray The colors dark blue dark green red etc can be copied well They are displayed as dark gray to black If only the master copy of the Technical Report shall get colored accentua tions then you should use strong dark colors and different line styles on your copy originals On all other copies but the master copy the different black line styles are clearly distinguishable If you want to glue in labels into figures you should leave at least two spare lines between the different labels on your paper printout Then you cut out the la bels and glue them into the figures The procedure is the same as described above for gluing in fig
462. um use of the paper To change this open the menu File Page layout and select Paper size User defined Then select 60 or 75 cm as paper width and 40 or 50 cm as paper height width height 3 2 Then go to the menu File Print Handout pages and Slides per page 2 At the end activate the options Adopt to paper size und Slide frames Now you can print the handout pages with larger slides So far we have created the presentation structure slides manuscript handout and or documentation Now we proceed to step 6 with the trial presentation changes and the necessary preparations before the actual presentation takes place 5 4 4 Step 6 Trial presentation and changes Each presentation needs a trial presentation if it is important and shall be success ful It should be organized as follows e All spoken parts including explanations of the figures and eventual showing films videos or models demonstration objects must be executed completely and realistic no abbreviations normal speed of speech and films e At least one person in the audience to e write a protocol and take the time of all parts of speech and the total time It is best to execute the trial presentation in the later meeting room with its pe culiarities but all other rooms are also helpful You should then evaluate the pro tocol honest and objective and rework the presentation Checklist 5 5 5 4 Creating the presentation 257 Chec
463. ummary with special care These two chapters are read thoroughly by nearly every reader e Plan enough time for the phases proof reading master copy creation and end check This makes your report more consistent and improves its quality 4 6 Personal working methodology 213 e Always note things that still need to be done on a sheet of paper in a to do list or a notebook Otherwise the risk to forget details is too high At the end check thoroughly whether you have fulfilled the task and whether the report is optically smooth Check formal aspects with the report checklist and the style guide Then your report will become consistent and reach a high lev el of quality After the written Technical Report is completed you can approach the task to orally present your topic now 5 Presenting the Technical Report Today the best Technical Report is only useful for someone who can present it successfully All what matters in the professional area in doing business or poli tics is strongly influenced by personal contact by the spoken word no matter how well it is prepared in written form Therefore if you want to have success you cannot avoid presenting 5 1 Introduction The following pages introduce to you the characteristics purpose and back ground of presenting taking a lecture or technical presentation as an example Then a systematic approach is shown that helps you to save time money and nerves when planning c
464. urate grade 3 little seldom low rather inaccurate grade 4 not acceptable not visible very inaccurate grade 5 b Form intermediate sums for each group of criteria sum 1 to 4 c Finally weigh the intermediate sums to get the result intermediate sum performance sum1 13 0 3 intermediate sum 2 contents sum2 2 0 3 intermediate sum 3 organization sum3 7 0 2 intermediate sum 4 impression sum 4 3 02 result Z Review This evaluation scheme delivered the following results or weaknesses in more than 800 presentations There should always be a handout with the structure lying in front of every body in the audience A precondition for a serious successful presentation is good clothing At the beginning it is important to greet all prominents and others in the au dience correctly and to build up curiosity and tension by announcements pro mises or questions These do not appear by themselves Above every image at the wall there should be the appertaining chapter hea ding or a heading that can be easily assigned to the current structure item to provide the audience with calming transparency The rhetoric is mostly good but sometimes the speaker literally reads eve rything or at least too much write only keywords and figures into the manusc ript Another weakness is a lack of mimic and gestures due to stage freight too much concentration on the topic and a not very relaxed attitude These are t
465. urate memorizable Speaker Title first middle and last name Place city or address of the company Introduction informative inspiring demarcating Main part clearly structured not too many sub items easy to follow logical consequent fascinating dramaturgy oriented Conclusion summarizing harmonizing nothing new Figure 5 7 Structure design plot for 20 to 60 minutes presentation time Now this structure design plot will be used for the example Burner integrated suction when welding Burner integrated suction when welding Franziska Benz Hannover Introduction Health vs seam quality Main part Suction of welding pollutants e burner integrated e optimized design e verified quality Conclusion Summary outlook If the author and the speaker are different persons this must be specified The further summarizing of the text shall cover exactly this framework and all changes to the next item in the structure shall be noticeable for the audience Items which have been completely covered can be ticked off at the flipchart the current item in the structure can be emphasized in a structure at the left margin A 5 4 Creating the presentation 243 presentation made transparent like this gives more security to the speaker and to the audience the speaker is always the master of the situation Working out the details contains the selection of the exactly suited facts fig
466. ure is to stick on plastic adhesive reinforc ing rings File binders are not very attractive for presentation purposes Therefore select a different binding type for your Technical Report and use a file binder only for an appendix or several appendices with brochures manufacturer catalogues corpo rate publications measuring protocols program listings drawings etc Blueprints plots or copies of your drawings which are larger than DIN A3 and must be folded to DIN A4 Originals on transparency paper are never folded They are stored and trans ported in drawing folders or rolls During meetings the originals can be fixed at a clamping or magnetic bar at the wall in the meeting room but even there blue prints plots or copies are better safer 3 9 Completion of the Technical Report 197 Ring binder Advantages Ring binders have for metal rings in Europe and three metal rings in the US which can be opened to insert or take out punched sheets of paper They provide an optically attractive presentation of smaller Technical Reports Com monly sheet protectors are used and the sheets are inserted into the protectors three sides closed top side open so that you can read the pages like in a book Then the pages with odd page numbers should appear on right sides and the pages with even page numbers on left sides Disadvantages Ring binders are usually more expensive than file binders In serting the sheets into the sheet protectors takes
467. ure you will lay the foundation for being able to create a correct and complete list of references without having to revisit the library just because there are some bibliographical data missing In the time saved by this approach you can perform the other necessary worksteps more carefully and do the proof reading more intensively 4 4 Organizing your paperwork In this section you will get to know a working method how to sort and store dif ferent cover sheet title leaf versions drafts for the structure literature sources brochures encyclopediae notes text drafts and other materials assigned to your Technical Report However every project is built up a little different and therefore needs appropriately adopted techniques to perform the project work and to organ ize the paperwork Install a report binder in which you will collect everything that belongs to the Technical Report Label it at the back of the file binder with the working title of the report Subdivide the report binder with dividers made of firm cardboard which ex ceed the paper sheets at the right margin and which are labeled with soft pencil This has advantages as long as you are not yet very deeply involved in your pro ject At this early time you do not yet know all details how the information should 206 4 Useful behavior for working on your project and writing the Technical Report be ordered and structured best Therefore it may occur that you want to label the
468. ures To glue in labels you should use Twist up adhesive stick 3 9 Completion of the Technical Report 189 glue stick Liquid glues flow out at the sides of the narrow paper stripes and ex cessive glue which has not been removed in time would glue together the copy original pages or would be visible on the copies Figures and tables can be larger than DIN A4 This is called swing out Prepare a nearly empty page as copy original for such a picture or table carrier page On this carrier page there are only the normal header with a running page number evtl a footer and the figure subheading or table heading The figure or table is created in an independent file and printed out or copied evtl on a color copier or plotted as often as the number of copies of the final bound Technical Report After copying the Technical Report including the carrier page the swing out is glued onto the carrier page All left bending edges must be clearly out of the binding range The right and lower bending edges must have a distance of five better ten millimeters from the paper edge since for some binding types after binding the document is cut with the hydraulic shear at the upper right and lower edge If you have used a technical part or assembly from a manufacturer brochure in your design it is better for the understanding of your readers to include the used brochure into an appendix of your Technical Report If you do that another step is
469. usic which let appear the presentation like a film and make the speaker super fluous Conclusion The more possibilities of a modern presentation there are the more sensitivity of the speaker is needed to prevent losing the main effect of the presentation the personal impression and the charisma of the person Two hints for the presentation with laptop and beamer a Already today and even more in the future using a laptop and beamer is no at tribute of quality any more The fascination from the beginning gives way to customization What adds up in the end are the technical and personal contents of your presentation again b Presentation equipment may not operate properly Always take with you a set of overhead slides to important presentations Last but not least here is a small trick which may help you in a computer controlled beamer presentation Let the presentation program display a timer with start at 00 00 00 in the lower left corner of the screen then you have an exact time control in sight which helps you fight against the time In PowerPoint you can activate the timer in menu Screen presentation Test new show times At the end of your presentation you should answer the question whether you want to save the show times with No Visualization example Now our example Burner integrated suction when welding will be visual ized in eleven slides The basic layout of the slides in our visualization exampl
470. ust always ask at first whether there are rules is sued by the customer or already existing within the own institution how Technical Reports must be written and designed When using this book please keep in mind Already existing rules standards of the department or professor or company or customer must be followed prior to the tips and rules provided in this book If such institutional standards do not exist or do not cover all details you should use the hints and suggestions in this book The consequent application of the information and working procedures described in this book will probably im prove the quality of your future Technical Reports as compared with the quality of your previous ones Therefore we want to close this book wish good wishes tS We wish you that your future Technical Reports and their presentation will contribute to your personal success L Hering H Hering How to Write Technical Reports DOI 10 1007 978 3 540 69929 3_6 Springer Verlag Berlin Heidelberg 2010 7 References Books articles etc Ammelburg G Rhetorik fiir den Ingenieur 5 Aufl Diisseldorf VDI Verlag 1991 Baker W H How To Produce and Communicate Structured Text In Technical Communication 41 1994 p 456 466 Bargel H J Schulze G Werkstoffkunde 7 Aufl Berlin Springer 2000 Beitz W Grote K H Hrsg Dubbel Taschenbuch fiir den Maschinenbau 21 Aufl Berlin u a Springer 2005 B ttcher P B
471. utomatically create a table of contents you have to format chapter subchapter and section headings with the appropriate formatting templates It is best that you use the standard for matting templates for headings Heading 1 Heading 2 Heading 3 etc and define their layout optical appearance in the text according to your needs During the automatic creation of a table of contents from formatting templates by default the paragraphs which are formatted with Heading 1 Heading 2 Heading 3 etc are copied to the table of contents and formatted with the for matting templates List 1 List 2 List 3 etc If you do not want to use the standard formatting templates Heading n you should select Insert Reference Index and tables tab Table of Contents Options and select different formatting templates You are in the file lists doc or if your report consists of one file only at the beginning of the file evtl after the title leaf and front matter In Word open the tab Table of Contents as just described If you click on the OK button now a table of contents is created from all available files and inserted at the current cursor position The newer Word versions format the table of contents with the formatting templates List 1 List 2 List 3 etc and then in addition assign the headings with the formatting template Hyperlink This formatting template does not change the text properties like e
472. utton and select Format trend line from the context menu Here you can select for example a dashed or a wider trend line 3 4 Instructional figures 97 e Now click on the other objects like labels data points diagram area etc with the right mouse button and select Format from the context menu If a diagram shall only show the qualitative and not the quantitative relation ship of two physical values there are no scales on the coordinate axes However it is possible to mark important points by labeling their coordinates or physical value again as text or as formula symbol Figure 3 31 Stress in N mm R m Rex Ret Strain in Figure 3 31 Example for a curve diagram that shows only the qualitative relationship of two physical values stress strain diagram of a tensile test By selecting a different scaling density you can create a completely different optical impression using the same data and the same diagram type In this way you can widely manipulate the optical message of the diagram Figure 3 32 Please make sure that you do not create an optical impression which represents the original data in a wrong way or which causes misunderstandings er Turnover He 40 inTE 40 30 30 20 20 10 10 0 0 J FM A M J Time JFMAMJ Time in months in months Figure 3 32 Change of the optical impression of a curve by change of the scale density 98 3 Writing and creating the Technical Report As already stated t
473. ux you can use Open Office 2 0 Impress for creating presentations This version of the program is quite similar to Microsoft PowerPoint In the fol lowing you will find the specialties standing out to an experienced Windows user when creating a simple presentation with Impress After the start of the program an assistant guides you Open an empty presen tation Leave the option Select slide background as it its lt Original gt and at Slide change select No effect An empty presentation will be opened On the left you see the slide order in the middle the working area and on the right the task area with the menu areas Master pages Layouts User defined animation and Slide change At the beginning the area Layouts is opened Inserting a new slide works as in PowerPoint with the menu Insert Page un fortunately there is no short key for that Working in the structure view is nearly identical as in PowerPoint By default new slides are not inserted in the layout Title and Text but in the layout last used The layout empty slide is the default You can assign a new layout to the current slide by clicking a layout in the working area Therefore look into the slide are on the left select a slide from the slide order by clicking it and then select a layout on the right by clicking it in the task area This layout is used for the current slide in the working area The font names are different Arial corresponds to Helvetica Times
474. ve created the final printout If you have entered the last correction no open correction markings are left and when you are about to do the final printout check the line break again on the screen It often happens that due to text changes hyphens appear in the middle of the text or soft hyphens are forgotten and the left and right justification creates undesired gaps between the words Define whether your word processor shall do automatic or semi automatic hyphenation hyphenation proposals Automatic hy phenation sometimes leads to mistakes Then you should use the page preview with a zoom factor so that you can see the whole page to check again the page break and layout Figures and tables and their appertaining headings may not be cut at wrong places by the page breaks The distances above and below formulas examples figure subheadings table headings etc should be consistent The headings should be near the object they re fer to e g table figure The rest of the text has a considerably larger distance If you have optimized the line and page break now the text is ready for the final printout 3 9 3 Creating and printing the copy originals and end check The text tables and figures are ready now You have proofread the drafts and evtl gave them to other people for proofreading The corrections are inserted and the final printout could start now But before you start with that you should call your copy shop and announce your
475. very table is readable on its own and unnecessary turning of the pages is avoided There are a few keywords signalling opposite point values Examples High effort or expenses is the opposite of high benefit and has to be treated with oppo site point values Raising cost expenditures result in decreasing simple points A raising initial training effort to learn how to handle a technical product is treated in this way too And finally a raising learning effort also results in a falling sim ple point value When distributing the simple points think of the users or custom ers and not of the manufacturer or service provider Then it is easier to decide whether parallel or opposite point values are required 3 3 5 Tabular re arrangement of text REICHERT has described the method didactic typographic visualisation DTV in several books In his approach continuous text is broken up shortened and visua lised This improves the clearness compared with continuous text The result are either tabular arrangements of information or text graphics Here are two examples for tabular arrangements Original text The sterilisation temperature for sterilising the tank should be at least 135 C for 30 minutes The sterilising temperature at the condensomat should not fall below 125 C By means of DTV improved version Minimum temperatures for sterilising e at the tank 135 C 30 min e at the condensomat 125 C 70 3 Writing and creat
476. ves components fields of knowledge branches of science etc This chronological or logical order is at least partly predefined by the already existing structure of the Technical Report Therefore ordering the material is only possible if a 4 point and 10 point structure have been previously created Due to the order of work steps recommended here col lecting and ordering the material will automatically be logical und oriented to wards the information target This method saves working time because all work results fit together and only a few of them will end up in the wastebasket 3 3 Creating good tables 53 3 3 Creating good tables Tables display information in a matrix of rows and columns The fields in this ma trix are called cells Tables often have a header and an introductory column The header contains the superordinated concepts generic terms of the columns The introductory column contains the superordinated concepts generic terms of the rows The terms in the header and in the introductory column should as much as possible be consistent in themselves and logically equal introductory column header Product Unit price Complete price 4 pieces Winter tyres 49 30 189 90 Summer tyres 46 50 179 90 Steel wheels 28 90 109 90 Aluminum wheels 126 30 479 90 The upper left cell in a table which belongs to the header and the introductory column can contain the following
477. w What is valid in scientific working in universities and in teaching situations What is valid for companies and private persons What can be the results of missing or incorrect literature citations 3 5 3 Bibliographical data according to ISO 690 and ISO 690 2 ISO 690 and ISO 690 2 contain rules for collecting lists of references They de scribe which bibliographical data must be listed for the cited publications in which order The layout of the list of references is in block format a very compact form which is used in many books and journals In the standard there is no infor mation how the list of references is presented in the classic three column form which is usual in Technical Reports The term publication in a narrow sense contains textbooks contributions to host documents articles in journals company literature brochures catalogues etc These cases are covered in ISO 690 In a wider sense the term publication also contains the following media record radio transmission video or TV film computer program documents which are saved on CD ROM or available via internet or intranet These cases are covered in ISO 690 2 A last case not covered in the ISO standards is a personal message In this book we want to call all these publication types literature and source The next two sections show how the citation in the text has to be made and how the list of references must look like 114 3 Writing and cr
478. whether these documents shall be stored on the book pile or in the report binder The individual book piles get a cover sheet with document part number and title and a divider sheet of paper to distinguish literature already cited from literature which still needs to be processed Literature which you do not need any more is at the bottom It happens sometimes that you or someone else wrote notes into documents from the material collection and you decide later that these pages shall be in cluded as copy into the text of the report or as brochure into the appendix It is much better if you do not write notes directly into documents which you have not written yourself but if you use note sheets or sticky notes If you have many files you can label your printed texts and graphics with path and file name version and date This is also true for printed cover sheet title leaf and structure drafts If you want to glue figures or tables onto your printouts an appropriate white space remains unprinted The figures or tables are inserted into the report folder in front of the relevant page of the draft text e g in a sheet pro tector but not yet glued onto the text page because until the final printout there still may be several draft versions and the gluing would be a waste of time The text draft should be proof read on paper because typing errors will then be found much better Scripture can be read more clearly on paper than on the screen
479. which belong together The following rule plays a central role for the understandability of text on word level ts Within one Technical Report the same appliance assembly part fact or pro cess is always consistently called by the same name otherwise the reader is unnecessarily irritated This rule also applies if within one paragraph one part is addressed all the time In the language courses they emphasize fluent speech Sentence introduc tions verbs and nouns are substituted by synonyms so that the text does not be come boring In Word you can mark a word and look up synonyms with Special Language Thesaurus However a Technical Report other than a lyrical text has to transport in formation without any ambiguity Technical parts facts and procedures may there fore be addressed only with their once specified names What does the most beau tiful formulation help if the readers understand the message very much different from what the author intended to say It is important that you do not presume too much prior knowledge Authors overestimate the knowledge of their readers over and over again Apply all suitable measures to make your texts clear understand able and easy to read figures tables bullet lists intermediate headings etc 3 7 Using word processing and desktop publishing DTP systems Today the usage of word processing systems is state of the art Since texts may be edited easily some authors tend
480. with typographic measures like indentations bullet lists bold print etc and graphical elements These graphi cal elements are for example lines rectangles or circles which are arranged above the text The result is a smooth transition towards a diagram or chart It is sufficient to use only a very limited number of these graphical elements to create a text graphic from a small amount of text Channel 3 4 Instructional figures 111 In this book this method has been applied quite often e g in subchapter 2 1 Checklist 2 1 General overview of all required work steps or in section 3 1 1 Figure 3 2 placement of information on cover sheet and title leaf or section 3 3 3 morphological box with several concept variants or in subchapter 3 4 Figure 3 13 Systematic structure of graphic displays according to function and contents as well as Figure 3 15 shape rules or section 3 4 4 citation To arrange lines rectangles circles and other graphical objects above the text in Microsoft Word you have to open the menu Special Options tab General and switch off the option Automatic creation of a new drawing area when inserting AutoForms Here are some examples as an inspiration for your own text graph ics generic term graphics engineering and design linguistics natural sciences foreign communication languages organization laws regulations planning econo mics marketing special
481. work steps regarding your project online in a project notebook jotter Do not start with writing your Tech nical Report after all practical work has been completed Since you need your project notebook both at your workplace in the laboratory and at home you should use a small booklet in DIN A5 or DIN A6 format 2 6 The style guide advances consistency in wording and design A style guide is only required for the creation of larger written documents It is similar with the documentation manual of a documentation or translation ser vice provider It has the purpose that within a larger document the same things or 2 6 The style guide advances consistency in wording and design 27 ideas have the same names terminology or that they are displayed in the same way layout so that the document or Technical Report is consistent in itself Therefore in the Style Guide you can collect your preferred spelling of words wording of phrases special terms as well as layout rules Let us refer to the first and fourth line of the current paragraph You have probably noticed that the spel ling of the special term style guide differs from the spelling in the previous para graph and in the heading However this should not happen within the same report Therefore such rules are listed in a style guide and checked during proof reading and final check with the function Find or Find and replace of your word pro cessor Violations
482. y GIF or JPG files with 72 to 75 dpi are sufficient while for high quality journals the resolution must be at least 300 dpi and TIFF files are preferred rather than JPG files In the Technical Report 150 dpi resolution is a good compromise in most cases And the higher the resolution the larger is the resulting file size GIF files can only display a limited number of colors They are well suited for pictograms and figures without color and brightness gradients Another advan tage is that you can combine several single GIF files to an animated GIF file which runs like a small film e g with PaintShop Pro J PG files are well suited for figures with color and brightness gradients If you want to display large images on the screen the format JPG offers to save the JPG file with the option interlaced If you look at the image online the figure is built up different At first the 1 3 5 line etc of the image are displayed so that you can see a rough outline of the figure quickly Then the 2 4 6 line etc are displayed so that the image is completely displayed JPG files do not need much disk space but it occurs quite frequently that JPG files are blurred especially screenshots Since both formats GIF and JPG have disadvantages the format PNG is some times used A detailed description of the file format is published on Wikipedia 3 4 Instructional figures 83 PNG is an abbreviation of Portable Network Graphics PNG has an image com
483. y a full stop between the numbers of subdivisions on different levels No full stop shall be used at the end of the final level i e chapter numbers will not have a full stop at the end According to ISO 2145 there can be any number of document part levels but the number should be limited so that reference numbers are still easy to identify to read and to cite We recommend that the number of document part levels should be limited to three if possible Example A document has nine chapters numbered 1 2 3 etc Chapter two is e g subdivided into subchapters 2 1 and 2 2 Subchapter 2 1 is subdivided into sections 2 1 1 2 1 2 and 2 1 3 To keep the doc ument numbers simple we recommend that the number of equal document parts on the same level should not exceed nine A document part number 0 zero can be assigned to the first division of each level if the contents of that document part has the character of a foreword pre face introduction or similar type This is more frequently used for the chapter and subchapter levels numbers 0 and n 0 than for the further levels Technical reports require a high level of tidiness and logic This logic must na turally speaking be reflected in the structure Therefore when writing a Technical Report the author must always keep the inner logic from the first sketch to the final version of the structure The sequence of work steps described in 2 4 4 Work steps to create a structure and examp
484. y in Technical Reports and other larger documents or books that a document part heading is subdivided only once However this is not logical because the subdivision into document parts of a lower than the current level happens because several aspects of a superordinated topic shall be distin guished from each other Therefore it is not logical to subdivide a higher level topic in the next lower document hierarchy level into only one document part heading Here you should either add one or more additional document part headings of the same hie rarchy level or leave the superordinated topic without subdivision Here is a cor rect alternative for the bad example above 3 5 Technical economical evaluation of the concept variants 3 5 1 Technical evaluation of the concept variants 3 5 2 Economical evaluation of the concept variants 3 5 3 Summarizing evaluation of the concept variants in the s diagram Here is another example Not logical 1 Introduction 1 1 Starting point 2 Basics of metal powder production Logical solution 1 Introduction 1 1 Starting point 1 2 Goals of this work 2 Basics of metal powder production Other logical solution 1 Introduction 2 Basics of metal powder production Each document part heading shall be complete in itself and represent the contents of the document part properly It shall be short clear and accurate as the title of the whole Technical Report Document part headings that consist of one word only can o
485. y one volume per year the libraries use the same volume number as the publishers and the volumes are identified by their volume number e g vol 54 If there are several volumes per year and the page numbering runs through from the first is sue to the last the volumes are identified by their issue numbers or by page num bers In this case the libraries use their own volume numbers The bibliographical data of a single fictive article from volume 37 of the journal could then look like this 33 LIEHR J Thermochemical Gasification of wood as useful removal of waste wood In Journal on treatment of waste 37 1985 pp 824 836 Those who are looking for this article can look up the volume number by the publisher in the data base in the library Using the data base is mandatory because each library decides for themselves into how many volumes the issues of one year are split If the issue number year of publication and volume number are not printed onto the individual pages of the issues the missing data may be found in the im press The impress is often in the very front or back of an issue in or near the ta ble of contents The journal volume numbers of the libraries can be found in the catalogues of the libraries Another problem is that journals sometimes have no issue numbers but other issue labels Then you should add these issue labels accordingly to the list of ref erences here Aug Sept Example 72 1990 Aug
486. yed PDF file did not have a file name yet If you use this version you have to get used to saving the PDF file directly after its creation Otherwise it gets lost when you close the Acrobat Reader or Acrobat window To control the access permissions to the PDF file please refer to the menu Acrobat Change con version settings Security If the created PDF file shall contain your docu ment part headings as a tree structure to navigate at the left side of the file you have to open the menu Acrobat Change conversion settings Bookmarks and select which headings and other paragraph format templates shall be used for the creation of bookmarks 3 9 5 Copying binding or stapling the Technical Report and distribution Copying binding or stapling and distribution of the Technical Report is the last step in the network plan for the creation of Technical Reports If you want to distribute or publish your Technical Report online you have to save the final version of your data again in PDF or HTML format see 3 9 4 and send the files to your webmaster If you want to distribute or publish your Technical Report in hardcopy form it has to be copied or printed first In most cases it will be copied because the print run is small All copies shall be made on the same copying paper This is also true if several authors work together to create the Technical Report One single excep tion is admitted There are color copies in you
487. ypical errors of technicians when presenting Often the contents does not contain the three levels Well known Mazy and New details specialties insider experiences Then the contents is either too superficial does not contain expert knowledge or it assumes too much as understandable contains too many abbreviations and too much technical jargon The presentation often contains too much theory at the beginning and too few examples descriptions stories better is to first bring practice and descriptive stuff that create curiosity for the theory Nearly always the redundancy summaries and short repetitions between the chapters runs short it must explicitly be integrated into the manuscript 266 5 Presenting the Technical Report e Often there is no or too little reserve material prepared with which a too short presentation can be inconspicuously expanded to the right amount of time e The organization is often too intransparent and has a lack of redundancy and time problems Try to keep these very important points in mind and to avoid any weaknesses But One step after the other It needs much training and a few bitter experiences from own presentations until you are perfect So after your presentation you should write down all strengths and weaknesses of your presentation immediately If you regard these items for your next presentation you will steadily become bet ter and have more and more success and fun when p
488. ystem for 4 color printing 284 B Glossary terms of printing technology During compression the file size is reduced by a packing program Moreover many single files can be combined to one easy to handle archive file In this process a file with the ex tension zip is created Due to the compression more data can be stored on the storage de vice Sending e mails with a compressed file in the attachment is much faster than without compression Condensed is a font attribute opposite of expanded Consistency in Technical Reports means that equal tasks regarding spelling punctuation and typography are performed always in the same way throughout the whole report Correction symbols are used during proof reading and are standardized in ISO 5776 cpi characters per inch 10 and 12 cpi are common spacings for fonts with fixed spacing typewriter or fonts like Courier Letter Gothic etc A Web Crawler also Spider or Robot searches the internet registers URLs collects keywords and follows links It mainly helps search engines to find new pages in the internet and to present appropriate hits upon search requests RSS feed services use crawlers to au tomatically create news D Decompression or unpacking is the opposite of compression Defense is the oral exam of a doctorate thesis or dissertation At some universities this is also called rigorosum disputation defensio viva voce dpi dots per inch 300 and 6
489. zum Erlernen der Programmbedienung der g ngigen Office Programme die sich z T auch f r das Selbststudium eignen sind erh ltlich bei www herdt de Holland H J und Bernhardt J Excel f r Techniker und Ingenieure eine grundlegende Einf hrung am Beispiel technischer Problemstellungen 3 Aufl Braunschweig Wiesbaden Vieweg 1998 H tter H und Degener M Praxishandbuch PowerPoint Pr sentation Wiesbaden Gabler 2003 Kersken S Praxiswissen Flash 8 2 Aufl K ln O Reilly 2006 inkl CD ROM Kommer I Reinke H Mind Mapping am PC f r Pr sentationen Vortr ge Selbstmanagement mit MindManager 4 0 2 Aufl M nchen Hanser 2001 Koch St Java Script Einf hrung Programmierung Referenz 2 Aufl Heidelberg dpunkt Verlag 1999 Thalmayr D Umsatteln auf Linux K ln O Reilly 2005 inkl DVD mit SUSE 9 3 M nz St und Nefzger W HTML Handbuch Studienausgabe berarbeitete und aktualisierte Neuauflage des Standardwerks Poing Franzis 2005 inkl CD ROM Niedermair E LATEX Das Praxishandbuch 2 Auflage Poing Franzis 2005 inkl DVD 9 TEX Collection Ravens T Wissenschaftlich mit Word arbeiten von Word 2000 bis Word 2003 2 Aufl M nchen Pearson Studium 2004 Siegel D Das Geheimnis erfolgreicher Websites Business Budget Manpower Lizenzen Design M nchen Markt amp Technik 1999 Doppelbandausgabe von www zweitausendundeins de Siegel D Web Site Design Killer Websites d

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