UNIT IV
Report Preparation
In order to make sound business decisions, each organization has a routine practice of reporting on the progress and status of different activities.
An individual or an organized body may write reports, e.g. A Committee or Sub-Committee or Board of Inquiry, either on a regular basis or on special occasions following a specific inquiry conducted by them in accordance with their superiors' instructions, at regular interval.
Reports are often submitted by managers, secretaries, accountants, chief executives and experts in certain fields, often required to report on important issues such as the decline in sales, the suitability of certain premises, the reorganization of the office, the likelihood of profit variation, the desirability of establishing a new branch, etc.
Meaning of Report:
A report is a logical presentation of information and facts. It is a self-explanatory declaration that provides management with information for decision making and follow-up actions. The report is a systematic presentation of established facts about a particular event/subject and is a summary of a specific issue/findings problems and recommendation.
A report is defined, according to the Oxford English Dictionary, as "an account given on a specific subject, in particular in the form of an official document, after thorough investigation or consideration by an appointed person or entity." "For example, "the annual report of the chairman.
Types of Report:
Reports may be 1. Reporting. Reports of Routine 2. 3. Formal Reports and 4. Special Reports. Informal articles.
1. Routine Reports:
By filling out the printed forms, routine reports are prepared periodically to convey information about the progress or status of work. They are submitted at periodic intervals or soon after the task is completed. Routine reports are provided below.
a. Progress Report: This report provides information on the progress of a project or a task that is being carried out, such as the construction of a building or the production of products.
b. Inspection Report: As soon as an inspection is carried out, it is submitted. It is necessary to identify any irregularities or changes in day-to-day work from standard practice. The internal audit report submitted by an internal auditor is an example.
c. Performance Appraisal: It is meant for measuring and recording an employee's performance. For each of the subordinates, each supervisor has to fill out an assessment report annually to evaluate the performance of individual employees. It also gives feedback on their performance to the staff.
d. Periodical Report: This is prepared at regular intervals by departmental heads on the operation of a section or department to assess the effective functioning of each department.
2. Special Reports:
When a special situation or problem arises, special reports are prepared. An individual or committee of individuals with knowledge and understanding in the field is appointed to investigate and study a particular issue, gather relevant information, and make suggestions to assist leadership in decision-making. Some of the special reports prepared by the organization are below.
a. First information Report (F.I.R.): If there are sudden accidents such as fire accident, building collapse, theft, etc., this report is required. It is prepared on the spot by the person in charge and submitted for their deliberation to the higher authorities. For example, the branch manager's report on fire accidents is prepared for immediate action at the branch office of the Regional Office or Head Office. The report must provide all the data available immediately after the occurrence of the incident, such as the nature of the loss, the extent of the destruction, the time of the accident, etc.
b. Investigation Report: It is prepared after a thorough investigation into certain specific situations has been conducted. When there is a problem, an investigation is done and the management must find out the causes of the problem, as well as the suggestions for solving it. For example, reports of falling sales, declining bank deposits, many complaints about customers, branch losses, etc.
c. Feasibility or Survey Report: This report is prepared when an organization intends to market a new product, introduce a new service, or make any significant changes that may affect the customers of the company.
d. Project Report: This is written after the initial survey on the research project has been completed. By showing the cash flow and expected results, the proposal is described as a project to be completed in the future. It is used for planning and also for convincing others, such as government departments and banks, particularly sanctioning and funding authorities.
3. Formal Reports:
In the prescribed or standard form, a formal report is prepared and presented according to the established procedure and through the right channel. Reports submitted by officials or organized bodies' committees (e.g. companies, cooperatives, local bodies, etc.) are generally formal reports. It may be a Statutory or Non-statutory Report.
a. Statutory Report: The statutory report is one prepared by the secretary or directory or auditor in accordance with specific law provisions. E.g. Auditors Report, Report of Directors, Report of Inspection Committee Etc.
b. Non-Statutory Report: Non-statutory reports are those that are not required under the provisions of any law, but must be prepared to assist top managers in order to control the company effectively and organize it.
4. Informal Reports:
Informal reports, on the other hand, do not follow any form or procedure prescribed. It usually takes the form of communication between an individual and a person and can even be established in the form of a letter.
Layout of Report:
The report's layout deals with the arrangement and presentation of information in the report. The main purpose of the report is to assist the recipient, on the basis of the conclusions and recommendations, to identify the facts relating to the subject under study, draw his own conclusions and take appropriate action. The report must not only be clear, concise and logical in order to achieve its purpose, but must also be drawn up according to a recognized form and arrangement.
However, it is difficult to establish a particular set of rules for the preparation of reports. The nature, length and style of a report should vary with the circumstances of the case, except for the statutory report. In the case of formal and special reports, the following are the general content arrangement.
a. The Heading or Title: A report must always have a title that indicates the study subject, the period and the study location. The full title page of a long report provides the title, the name of the person assigning the report and the name of the person or group preparing the report, with the month and year of submission.
In a short report, the title appears before the text of the report at the top of the first page.
b. Table of Contents: The Table of Contents is a list of the chapters or subjects included in the report. Each topic is given a serial number, title and page mark.
i. Introduction: It contains the terms of reference and the study subject. Here, in light of the terms of reference and the relevant circumstances, the writer analyzes the problem chosen by him.
ii. Development or Findings: In this part, the author presents the facts and data gathered together with the outcome of his research in relation to his study. Data collected may include graphs, graphs and statistical tables from other reports published and presented in an organized form with a heading and a subheading for the reader to better understand.
iii. Conclusions or Recommendations: In this portion the writer draws up some definite conclusions on the basis of the facts and data presented after considering all aspects of the problem in hand. He then puts forward some strong suggestions or recommendations of his own.
iv. Appendix: This is the additional material provided at the end of the report. This may be a copy of the questionnaire used or the building plans, maps or other materials referred to in the reporting body.
v. References and Bibliography: In the case of long reports, for the preparation of the report, the reporter had to conduct comprehensive research. In such studies, just after the appendix, it is practical to add a list of references and bibliography to indicate the sources from which the writer drew his materials for the report.
vi. Index: The index includes the content of the report and is usually added after the bibliography has been added. Generally speaking, it is found in long reports.
vii. Summary: It contains the essence of the report's findings and recommendations and is usually appended to the person or superior body to whom it is submitted to facilitate its consideration.
viii) Signature: It should be dated and signed for all reports. It should be signed by the chairman if it is prepared by a committee or sub-committee and the report is common. It has to be signed by the reporter if it is prepared by an individual.
Steps in Report Writing
What about creating a research report?
The purpose of creating a survey report is to provide the findings to those who are interested as much as possible and to publish the information in a consistent manner so that the reader can understand it. Therefore, the reader can determine the rationale for the research itself. Therefore, keep the following factors in mind when writing down your own research report: However, there are no fixed structures or rules for preparing a research report.
(A) The reports are realistically consistent. The report will be real based on the data obtained in the study.
(B) It will be completed. Researchers should be aware that everything is included according to the purpose of the research study.
(C) Make it as short as possible. This does not mean that the required issues need to be summarized without discussion. In fact, it's big enough to discuss the essential issues in detail, but it's short for unnecessary subjects.
(D) The language of the report will be very clear and easy to understand. The report should use words that take into account the reader's interest in reading the report.
(E) Researchers will be intellectually honest.
(F) The report will be easier to read so that the reader feels interested in reading it.
Survey report creation procedure
Writing a research report by a researcher is a step-by-step process. Here are some important steps in creating a survey report:
Step-1: Organize survey reports
Consider how the data collected for your research will be structured. There are many aspects to a research problem. There are different types of information. All this information should be organized in a systematic and consistent manner in the light of research questions and assumptions.
Use the information you collect to create an overview for organizing your ideas. For note cards. The outline shows your core ideas and what you are trying to write about them. Make a note of all important concepts. List the subordinate ideas under the core concept. Don't repeat the concept
Step 2: Prepare the outline
Another important part of creating a report is to create a summary that gives an overall outlook on the topic of the survey. Adjust the order of the items included in the report. Next, understand the title, the most important issues, and an overview. Basically, your outline is made up of three main categories: referrals, text, and conclusions. However, to ensure that your treatise is complete, consult your instructor for a particular overview you would like to include in your study. A sample summary of research treatises you may follow. But first, let's point out the main sections of your treatise and the information each should cover.
Step-3: Create a draft report
After creating the report summary, the researcher will start writing the report based on the information received according to the summary. However, first create a draft report. Then examine the draft report, find any mistakes, edit and make changes. This not only clears things from the beginning, but also regulates the process of writing a research treatise. This helps establish the basic structure of the treatise. Review the outline and prepare the first draft to extend your ideas to support your treatise.
Step-4: Create a report according to your purpose
Researchers need to be fully aware of the purpose of their research from the beginning of the report. Of course, writing a report for the purpose of your research reduces the chances of discussing irrelevant issues. The goal of research is your purpose, that is why you are doing research, and the signal you expect to come to an end. Goals are the exact steps you take to get there. Therefore, you should keep your goals in mind when creating your report.
Quality of The Great Report:
There are tons of reports written daily. a number of them are intended to record the progress of certain activities, i.e. feasibility reports, investigation reports, a number of the reports are for monitoring purposes, some are evaluation reports, but it's clear that there's some objective and purpose behind all the reports. That goal and purpose can only be accomplished if the subsequent features or characteristics of a report are:
Precise: the aim of the report should be clearly defined. Precision of a report provides the unity to the report and makes it a valuable document for best usage.
Accuracy of Facts: the knowledge within the report must be supported precise facts. Since decisions are made due to the knowledge reported, any misinformation or statistics will cause an incorrect decision. In achieving the organizational goal, it'll cause delay.
Relevancy: It should be relevant to the facts presented within the report. Irrelevant facts make decision-making confusing and certain to mislead a report.
Reader-Oriented: Different stakeholders read a report. A successful report is usually reader-oriented. The knowledge and level of comprehension of the reader should be considered while writing the report. it's easy to read, remember and influence if the report is reader-friend.
Simple Language: for straightforward and clear understanding, a report should be written during a simple language, avoiding jargon and technical words. Self-explaining should be the message of an honest report.
Conciseness: A report shouldn't be very long and will be brief. Lengthy reports influence the interest of the reader. Rather, it implies that an honest report is one that conveys maximum data with minimum words and completes it altogether respects.
Grammatically Accurate: an honest report should be free from errors in grammar. Any defective construction of a sentence can distinguish its meaning from the mind of the reader and may sometimes become confusing or ambiguous.
Unbiased: It should be impartial and objective to form recommendations made at the top of a report. It must not be biased towards the reporter's personal feelings. As a logical conclusion for investigation and analysis, they ought to come.
Clarity: Clarity relies on the right organization of facts. an honest report is completely straightforward. Reporters should clarify their purpose, define their sources, state their findings and eventually make the required recommendations. The clarity of facts improves the report's quality.
Attractive: a beautiful presentation needs an honest report. The structure, content, language, sort of typing and presentation should be designed to form an honest impression on the reader's mind.
Citations
Definition
Citations are formal references to published or unpublished sources for which information was obtained by reference during the writing of a research treatise. The method of documenting the source depends on the writing style manual that the professor wants to use in the class [eg APA, MLA, Chicago, Tulabian, etc.]. Please note that some areas have their own citation methods [eg law].
It provides citations for readers who have obtained the material, a means of criticizing the study based on the sources used, and creates an opportunity to obtain information about previous studies of the research question under investigation. The act of quoting a source is also the best defense against plagiarism allegations.
It is important to quote the work of others. The reason is as follows.
With proper citation, the reader can find the material used. Source citations help readers expand their knowledge of the topic. One of the most effective strategies for finding a reliable and relevant source for a topic is to check for footnotes or references from known sources [Citation Tracking].
Quoting the words and thoughts of others indicates that you have conducted a thorough review of the literature on your topic, and therefore you have conducted your research from an informed and critically involved perspective. Is reporting. The list of sources used enhances your credibility as the author of the work.
You can use the ideas of other researchers to enhance your discussion. Often, another researcher's discussion is key that can emphasize the importance of your research and provide supporting evidence of how you worked on "so what?" Can act as a context. Question.
The ideas of other researchers can be used to explain the reasons for the alternative approach. If you disagree with the researcher's ideas, or if you think there is a gap in understanding the research issue, citations are a source of information for discussing the need to pursue different perspectives or different behavioural policies. Useful.
They can also undermine your credibility if their research is challenged so that the ideas of other researchers can enhance your discussion. Proper citation of sources can prevent damage to your reputation if the facts or ideas of the citation prove to be inaccurate or unfounded. Prevents readers from concluding that they have ignored or rejected the findings of others, even if they are disputed.
Ideas are considered intellectual property and can have serious implications if you do not quote where the idea came from. In the academy and professional world, not quoting the intellectual property of others can ruin your career and reputation and take legal action. Citing sources as a college student helps you to recognize the work of others and develop the habit of quoting properly.
Bibliography
What is a Bibliography?
A bibliography is a list of works by subject or author used or referenced to write a research treatise, book, or article. Also known as a list of cited works. It is usually at the end of books, articles, and research treatises.
Information gathering
Regardless of the citation style used, there is important information that needs to be gathered to create a citation.
For books and / or journals:
Author name
Publication title
Article title (if using a journal)
Date of issue
Publishing location
The publisher
Journals, magazines, encyclopaedia volume numbers
page number
For websites:
Author and / or editor names
Website title
The company or organization that owns or posts the website
URL (website address)
Access date
This section provides two examples of the most commonly cited sources. Online journals obtained from printed books and research databases.
Book-Print
For printed books, the bibliographic information is on the title page. This page contains information on the full title, author, and publication of the book.
Publisher information varies by publisher. This page may contain the publisher's name, place of publication, and date.
In this example:
Book Titles: HTML, XHTML, and CSS Bible
Author: Stephen M. Schaefer
Publisher: Wiley Publications, Inc.
If you cannot find the publication location or date on the title page, please refer to the copyright page for this information. The copyright page is the page behind the title page, usually written in a small font, and contains the copyright notice, edition information, publication information, print history, inventory data, and ISBN number.
In this example:
Publisher: Indianapolis, Indiana
Issue date: 2010
Definition
Annex means the legal document that was last attached to the main document to verify the text written in the main document. It is used to provide information about the required items and the formats associated with them.
Basically, the annex can be used in several ways, depending on the purpose and field in which it is used. This is the document that attaches to the main document, application, appeal, report, etc. This provides relevant information related to the subject, but may be beyond the context of the main document.
Therefore, the annex is relevant to this document, but is not part of the body of this document. This is a standalone document and can be sent without the main document.
JEL Classification
JEL information
Articles with the title of OUP Economics are categorized according to the system used in the Journal of Economic Literature (commonly known as the "JEL Code"). The JEL code categorizes articles into subtopics in the field of economics.
The JEL code is submitted by the author of the article. The code usually appears in printed articles after the summary and is used to create a "Browse by JEL code" list on the journal's website. You can also use our free alert service to be notified when new papers are published. The specific area you are interested in (see below for how to sign up).
There are a few things to keep in mind.
The "official" 3-letter JEL code ([A-Z] [1-9] [0-9]) is used. A 2- or 4-character JEL code is normalized to the 3-character equivalent. For authors, you can find the best JEL code for your article by looking at the JEL code hierarchy in the journals below.
JEL classification may not start halfway through the journal archive. The dates when JEL classification of each title starts are shown below. No JEL code is assigned to items such as editorials and book reviews.
How to sign up for a free JEL code alert
Get the most relevant surveys directly in your inbox.
You can now sign up to receive monthly alerts containing new papers published to Oxford Academic in the selected JEL code area. Choose from hundreds of different areas and tailor your alerts to your needs.
First, sign in or register for your Oxford Academic account.
To sign up for JEL code alerts in the journal:
Go to the journal home page and use the dropdown in the navigation bar to select a JEL code. You will see a list of articles in that JEL code
Click Save at the top of the list.
The Follow Search pop-up is displayed. Do you want to be alerted when a new item matches your search? Select Yes under.
To sign up for JEL Code Alerts with all OUP Economics titles that use JEL Codes:
Go to the JEL code site and select the box next to the area of interest in the filtering panel on the left with a checkmark. You will see a list of articles in those JEL codes.
Key takeaways:
References:
