Guidelines for Preparation of Final Report

Guidelines for preparation of Report

Your report must be prepared according to the following instructions. This includes
general guidelines, assembling of pre pages, and structuring of body of the text.

1. General Guidelines
Submission: A spiral binded copy of the report must be submitted to the Department of
Information Technology. You must also keep a copy for your personal use.

Paper: The report should be printed on good quality A4 size paper, on single side

Lettering: Times New Roman. Size will change as per chapters/sections, etc.

Printing: A laser quality printing, do not use colours.

Spacing: 1.5 line spacing must be used for the body of the text and the list of Reference
entries. Only footnotes, quotations, table and figure captions, may be single spaced.

Margins: Left, 1-1/2 inches; top, bottom, and right, 1 inch.

Chapters and Sections: All chapters must be numbered (Arabic). Chapter names and the
headings of the chapters must be 18pt and bold. Each chapter should have a section called
Introduction at the beginning and a Summary at the end. Sections through Introduction to
Summary must be structured with subsections, if necessary, and numbered accordingly.
Headings of sections and subsections must be 12pt and bold. See the sample for chapters
and sections (Appendix A).

Tables and Figures: All Tables and Figures must be named with captions, and cited
inside the text. See the sample for using tables and figures (Appendix B).

Reference and citations: The list of Reference must be arranged in alphabetical order of
the name of the first author, and numbered in square brackets. The corresponding number
of a reference must be used to cite the particular work inside the text. All items in list of
reference must be cited inside the text. See the sample for reference and citations
(Appendix C).

Appendixes: Appendixes must be named in alphabetical order (Appendix A, Appendix B,

….), and also give a name for each appendix. All Appendixes (except Appendix A) must
be cited inside the text through its name. Appendix A must be named as ‘Individual’s
Contribution to the Project’, and include a full page description by each student about
his contribution. Sample for Appendix A is shown below (Appendix D).

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Page numbering: All page numbers must be centered at the bottom of each page. Roman numbering
must be used for pre pages. No page numbers for the title page. Arabic numbering must be used for the
body of the report.

2. Assembling of Pre pages

The pre pages includes: Declaration, Dedication, Acknowledgements, Abstract, Table of Contents, List
of Figures and List of Tables. These headings must be centered. Use the Roman numbers to number the
pre pages.

Declaration: Type the information given in the sample below (Appendix E) .

Dedication: Optional, but nice to have it

Acknowledgements: Thanks to those who helped (supervisor, friends, parents, etc.) you.

Abstract:
This should be one page description that comprises of problem that you address, your approach
(users, input, output, and process), analysis & design, implementation, evaluation and
conclusion. Write more about your work. Do not use citations, abbreviations and further works
in an abstract.
Table of Contents
Here you should list headings of chapters/sections/subsections with page numbers.
See the sample for table of contents (Appendix F).

List of Figures/Tables
Here you should list Figures/Tables captions followed by names, with page numbers. See the
sample for list of figures and tables (Appendix G).

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 3. Body of the Report

Chapter 1: Introduction
1.1 Project Overview: Briefly describe the project and its purpose.
1.2 Objectives: List the main goals or objectives of the project.
Chapter 2: Tools and Technologies Used
2.1 Software and Tools: Mention the IT tools, software, or programming languages used (e.g., Microsoft
Office, Photoshop, Python, web development tools, etc.).
2.2 Justification of Tools: Explain why these tools were chosen for the project.
Chapter 3: Project Design and Development Process
3.1 Planning: Describe any planning or research you did before starting.
3.2 Development Steps: Summarize the main steps you took to create the project. Break down each stage
briefly.
3.3 Challenges Faced: Mention any challenges or difficulties encountered and how you addressed them.
Chapter 4: Key Features and Functions
4.1 Feature Summary: Highlight the main features or functions of your project.
4.2 Screenshots and Illustrations: If applicable, include screenshots or simple illustrations to showcase the
project.
Chapter 5: Results and Testing
5.1 Final Outcome: Describe the final outcome of the project.
5.2 Testing and Feedback: If you tested your project, explain how you did it and share any feedback or
observations.
Chapter 6: Conclusion
6.1 Summary: Briefly summarize the project and its key achievements.
6.2 Future Improvements: Mention any improvements or additional features you would add if you had more
time or resources.
Chapter 7: References
• List any resources, websites, or tutorials that you referred to during the project.

Appendixes
You may have several appendixes to refer to further details related to chapters like: Technology
adapted, Analysis and Design, Implementation, evaluation, etc.

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 Appendix D: Sample title page 1’’

DECISION SUPPORT SOLUTION FOR DECENTRALIZED BUDGET HANDLING

By
1.4’’ D. T. Wijesinghe 1.4’’
KAN/HNDIT/2023/01

A report submitted in partial fulfillment of the requirements for the higher national
diploma in Information Technology

Name of the Supervisor:

Department of Information Technology

Advanced Technological Institute - Kandy
Sri Lanka Institute of Advanced Technological Education
2024

1’’
 Appendix A - Sample for Chapter and sections/subsections

Use the following chapter format together with the prescribed font sizes.

Chapter 3

Artificial Intelligence – The State of the Art (18pt)

3.1 Introduction (12pt)

Briefly report on what you said in the previous chapter. Then report on what this chapter
is about.

3.2 Major Areas of AI

You must always write something under sections/subsections. Do not limit such a
description to one line, but write at least few lines.

3.2.1 Expert Systems

3.2.2

3.10 Summary
Summarize key points that you have presented in this chapter. Write also one-two lines
on what the next chapter is about.

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 Appendix B- Sample for Using Tables and Figures

Whenever there is a figure/table you must cite it as follows. Note that the caption Figure
3.1 reads as figure 1 of the chapter 3. As such, a caption must be defined with reference
to the respective chapter number.

………………………The top level architecture of the proposed system comprises of

there modules, namely, user interface, student database, and expert system. Figure 3.1
shows the interaction among these modules. Then write more about these modules.

User Interface Expert System

Student Database

Figure 3.1: Top Level Architecture of the Proposed System

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 Appendix C - Sample for Reference and citations

Inside the body of the text, you should refer to items in the list of reference in the
following manner (using square brackets). This is a process of citing of others work.

…………………..Semantic web has been identified as a major application area of

ontological modeling [2]. At present, there are many sources to obtain information about
the state of the art of semantic web research [1, 3]. Silva [2] has identified five issues in
ontological modeling.

In order to cite inside the text in the above manner, the list of reference must be arranged
as follows. Note that this list is prepared in accordance with the alphabetical order of
names of authors. The list of reference appears after the chapter on conclusion and
further work.

References

[1] Perera, A. B. (2003), Applications of ontological modeling, Journal of Ontology, 3(2),

pp 120-145

[2] Silva, A (2004), Using Semantic Web, In proceedings of the 8th International
Conference on Ontological Modelling, pp 150-170, Tokyo, Japan

[3] www.sematicweb.org/sources.html

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 Appendix E - Sample for Declaration page

Declaration
We declare that this thesis is our own work and has not been submitted in any form for
another degree or diploma at any university or other institution of tertiary education.
Information derived from the published or unpublished work of others has been
acknowledged in the text and a list of references is given.

Name of Student Signature of Student

Date:

Supervised by

Name of Supervisor(s) Signature of Supervisor(s)

Date:

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 Appendix F - Sample for Table of Contents

Contents
Page
Chapter 1 – Introduction 01
1.1 Introduction 01
1.2 Background 02

Chapter 2 – Others’ works 10

2.1 Introduction 10

Chapter 3 – Technology Adapted 30

3.1 Introduction 30

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 Appendix G - Sample for List of Figures

Below is the format for List of Figures. Use the same format for List of Tables too.

List of Figures
Page
Figure 2.1 – Comparison of optimization techniques 30
Figure 3.1 – Benefits and limitations of AI techniques 40

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