Upon completion of this chapter, readers will be able to do the following: Explain the purpose of a progress report. Navigate and apply the format and structure of a proposal. Explain common components of a progress report

McMurrey, David

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Kennesaw State University DigitalCommons@Kennesaw State University Open Technical Communication Open Educational Resources 7-1-2019 02.05: Progress Reports David McMurrey hcexres@io.com Follow this and additional works at: https://digitalcommons.kennesaw.edu/opentc  Part of the Technical and Professional Writing Commons Recommended Citation McMurrey, David, "02.05: Progress Reports" (2019). Open Technical Communication. 6. https://digitalcommons.kennesaw.edu/opentc/6 This Article is brought to you for free and open access by the Open Educational Resources at DigitalCommons@Kennesaw State University. It has been accepted for inclusion in Open Technical Communication by an authorized administrator of DigitalCommons@Kennesaw State University. For more information, please contact digitalcommons@kennesaw.edu. 1/8/2020 Progress Reportshttps://softchalkcloud.com/lesson/files/G4OisMYmXdTB9g/2_5ProgressReports_print.html 1/5Progress Reports David McMurreyChapter ObjectivesUpon completion of this chapter, readers will be able to do the following:1. Explain the purpose of a progress report.2. Navigate and apply the format and structure of a proposal.3. Explain common components of a progress report.Progress ReportsYou write a progress report to inform a supervisor, associate, or customer about progress you've made on a project overa certain period of time. The project can be the design, construction, or repair of something, the study or research of aproblem or question, or the gathering of information on a technical subject. You write progress reports when it takes wellover three or four months to complete a project.Functions and Contents of Progress ReportsIn the progress report, you explain any or all of the following:How much of the work is completeWhat part of the work is currently in progressWhat work remains to be doneWhat problems or unexpected things, if any, have arisenHow the project is going in generalProgress reports have several important functions:Reassure recipients that you are making progress, that the project is going smoothly, and that it will be completeby the expected date.Provide recipients with a brief look at some of the findings or some of the work of the project.Give recipients a chance to evaluate your work on the project and to request changes.Give you a chance to discuss problems in the project and thus to forewarn recipients.Force you to establish a work schedule so that you'll complete the project on time.Project a sense of professionalism to your work and your organization.Timing and Format of Progress ReportsIn a year-long project, there are customarily three progress reports, one after three, six, and nine months. Depending onthe size of the progress report, the length and importance of the project, and the recipient, the progress report can takethe following forms:Memo—A short, informal report to someone within your organizationLetter—A short, informal report sent to someone outside your organizationFormal report—A formal report sent to someone outside your organizationOrganizational Patterns for Progress ReportsThe recipient of a progress report wants to see what you've accomplished on the project, what you are working on now,what you plan to work on next, and how the project is going in general. To report this information, you combine two ofthese organizational strategies: time periods, project tasks, or report topics.Time Periods1/8/2020 Progress Reportshttps://softchalkcloud.com/lesson/files/G4OisMYmXdTB9g/2_5ProgressReports_print.html 2/5A progress report usually summarizes work within each of the following:Work accomplished in the preceding period(s)Work currently being performedWork planned for the next period(s)Project TasksPractically every project breaks down into individual tasks.Project Tasks: One organizational approach to progress reports.Project Individual tasksBuilding municipal ball parks on city-owned landMeasuring community interest Locating suitable property Designing the bleachers, fences, etc.Writing a reportStudying the assignment Selecting a topic Identifying the audience of the report Narrowing the topic Developing a rough outline Gathering information Writing one or more rough drafts Documenting the report Revising and editing the report draft Typing and proofreading the report Putting the report in its final packageReport TopicsYou can also organize your progress report according to the work done on the sections of the final report. In a reportproject on co-combusting municipal solid waste, you would need information on these topics.Topics to be covered in the final report1. The total amount of MSW produced—locally—nationally2. The energy potential of MSW, factors affecting its energypotential3. Costs to modify city utilities in order to change to co-combustionFor each of these topics, you'd explain the work you have done, the work you are currently doing, and the work you haveplanned.A progress report is actually a combination of two of these organizational strategies. The following outline excerpts giveyou an idea of how they can combine.Progress Report OutlinesProgress Report A Progress Report B Progress Report CTask 1 Work Completed Topic 1Work completed Task 1 Work completed1/8/2020 Progress Reportshttps://softchalkcloud.com/lesson/files/G4OisMYmXdTB9g/2_5ProgressReports_print.html 3/5Current work Task 2 Current workPlanned work Task 3 Planned workTask 2 Current Work Topic 2Work completed Task 1 Work completedCurrent work Task 2 Current workPlanned work Task 3 Planned workTask 3 Future Work Topic 3Work completed Task 1 Work completedCurrent work Task 2 Current workPlanned work Task 3 Planned workThe following illustration shows an example of the project-tasks approach with subheadings for time periods.Brain Drainage Tube ModificationsDuring this period, we have continued to work on problems associated with the brine drainage tubes.Previous period. After minor adjustments during a month of operation, the drainage tubes and the counterwasher haveperformed better but still not completely satisfactorily. The screen sections of these tubes, as you know, are located atvariable distances along the height of the washer.Current period. The screen portion of the brine drainage tubes have been moved to within 5 feet of the top of the pack.So far, no change in counterwasher performance has been observed. Production statistics at the end of this month(February) should give us a clearer idea of the effect of this modification.Next period. Depending on the continued performance of the screen in its current position in relation to the top of thepack, we may move the screen to within 3 feet of the top of the pack in the next period of testing. Although the washratio was greater with greater screen height, the washing efficiency seems to remain relatively constant; the productionvs. compressor KW data for all screen locations so far has seemed to follow the same linear curve.These two outlines show progress reports organized by project tasks.Example OutlinesWORK COMPLETEDAs of this time, I have completed almost all of the research work and amputting the sections of the final report together. Here is a breakdown ofthe work that I have done so far.PRESENT WORKRight now I am mainly involved indetermining just which areas of my reportare lacking information. Also, I am1/8/2020 Progress Reportshttps://softchalkcloud.com/lesson/files/G4OisMYmXdTB9g/2_5ProgressReports_print.html 4/5Development of the Bottle. In the development section of my report, Ihave written a technical description of a typical PET soft-drink bottle. It iscomplete and gives the reader a good idea of what the product shouldlook like and be able to accomplish.Favorable Properties. The section of the report describing theproperties of PET is finished. I have chosen four physical properties thatmany raw materials containers are tested for, and I have shown how PETwithstands these tests.Manufacturing Processes. For the section on manufacturing processes,I have done research to help me recommend one particular productionmethod for PET bottles. Here, I have described this chosen method andhave explained exactly how a plastic bottle is produced on an assemblyline.Economics. I have finished work on half the economics section of thisreport. So far, I have written an economic comparison of the use ofplastic and glass bottles.continuing my work in locating financialinformation on PET bottles.Manufacturing Processes. In themanufacturing section, I am currently...Other Parts of Progress ReportsIn your progress report, you also need the following.1. an introduction that reviews the purpose and scope of the project2. a detailed description of your project and its history3. an overall appraisal of the project to date, which usually acts as the conclusion.IntroductionI am now submitting to you a report on the progress that I have made on my research for your company, Ginseng Cola.Immediately following the January 15 acceptance of my firm's bid to study the advantages of bottling your soft-drinkproduct in plastic bottles, I began investigating all areas of the project.In the following sections of this progress report, you will be informed on the work that I have already accomplished, thework I am now involved in, the work left to do, and finally an overall appraisal of the how the project is going.Review the details of your project's purpose, scope, and activities. This will aid recipients who are unfamiliar with theproject, who do not remember certain details, or who want to doublecheck your approach to the project. The introductioncan contain the following:Purpose of the projectSpecific objectives of the projectScope, or limits, of the projectDate the project began; date the project is scheduled to be completedPeople or organization working on the projectPeople or organization for whom the project is being doneOverview of the contents of the progress reportProject descriptionIn most progress reports, include a project description to review the details of your project for the recipients.Project DescriptionHere is a review of the purpose and scope of this project.1/8/2020 Progress Reportshttps://softchalkcloud.com/lesson/files/G4OisMYmXdTB9g/2_5ProgressReports_print.html 5/5Purpose. The original investment plan of this corporation included only long-term, low-risk investment in corporatebonds and U.S. securities. This project was designed to answer questions about the potential of short- term, high-dollarinvestments, particularly those suited to the future expansion of this company's investment plan.Scope. The report will cover basic definitions of stocks and options as well as reasons for and against these twoinvestment strategies. The report will be broken down into four areas:Mechanics of stocks and optionsComparisons of stocks and optionsExample investment scenariosRecommendations for an investment planConclusionThe final paragraph or section usually reassures audiences that all is going well and on schedule. It can also alertrecipients to unexpected changes or problems in the project.Overall AppraisalThe project to recommend PET production is coming along well. I have not run into any major problems and have foundplenty of material on this subject. However, I have not heard from Mr. Simon Juarez of PET Mfg., who is sendinginformation on PET production methods used in several plants in the Southwest.I can foresee no major problems that will keep me from submitting my report to you on the contract date. In fact, I maybe able to get it to you a few days earlier than planned. In general, I am finding that the PET bottle is an even moreattractive packaging idea than had seemed in our earlier discussions. Full details on this, however, will appear in thefinal report.Sincerely,Steven C. CrosswellProcess EngineerC&S EngineeringRevision Checklist for Progress ReportsAs you reread and revise your progress report, watch out for problems such as the following:Make sure you use the right format. Remember, the memo format is for internal progress reports; the business-letter format is for progress reports written from one external organization to another. (Whether you use a covermemo or cover letter is your choice.)Write a good introduction—in it, state that this is a progress report, and provide an overview of the contents of theprogress report.Make sure to include a description of the final completed project.Use one or a combination of the organizational patterns in the discussion of your work.Use headings to mark off the different parts of your progress report, particularly the different parts of yoursummary of work done on the project.Use lists as appropriate.Provide specifics—avoid relying on vague, overly general statements about the work you've done on the finalreport project.Be sure and address the progress report to the real or realistic audience—not your instructor.Assume there will be nonspecialists reading your progress report. But don't avoid discussion of technical aspectsof the project—just bring them down to a level that nonspecialists can understand.

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