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Analytical Reports
Component
Professional Value
The problems addressed are of importance to the success of an IT organization, directly or indirectly, and the reader learns why.
The reader learns key findings about what is known of the root causes of the problems.
Potential solutions to the problems are presented and evaluated for effectiveness and possible side-effects.
A set of recommended solutions is proposed.
How these solutions might best be accomplished is put forth.
The resulting paper has sufficient value to be published.
The resulting paper has sufficient content to be valued – usually between 4 and 8 pages.
Title Page
Include the title of the report.
Provide full identification of authority for report (the person for whom the report was prepared).
Provide full identification of preparer of the report.
Provide the report completion date.
Assure an attractive layout.
Contents and Figures Page(s)
use appropriate title(s) for page(s) (e.g., Contents or Figures).
use indentation to indicate the heading degrees used in the report.
List numerous figures separately.
Center the entire contents outline horizontally. Allow 1½ top margin.
Executive Summary
use a one-word title (Executive Summary, Abstract, Synopsis).
Condense the major sections of the report.
use effective, generalized statements that avoid detail available in the report. Tell what was done, how it was done, and what conclusions were reached.
Writing Style and Mechanics
The rules of proper English grammar, spelling, and punctuation are followed.
The words are chosen to have appropriate meaning.
Other rules of effective expression, as given for example in the ADMG 385 reference book, are adhered to.
Format and Layout
Include headings that are descriptive of the contents of the sections; use talking headings appropriately.
Maintain consistency in the placement of headings of the same level.
use parallel construction in headings at the same level.
use picture-frame layout and proper margins for all pages.
Number pages appropriately.
Graphic/Tabular Support
Number figures consecutively.
Give each graphic a descriptive title.
Introduce each graphic within the text that precedes it.
Place each graphic as close to the textual reference as possible; analysis is more than repetition of ideas that can be seen in the graphic.
use adequate graphic support to clarify information.
Introduction
Provides a clear statement of the problem/purpose.
Describe the scope or limits of the study.
Gives the method of research, with justification.
Include a definition of terms section, if necessary.
Report of Findings
Question each statement for its contribution to the solution of the problem. Is each statement either descriptive or evaluative?
Reduce large, unwieldy numbers to understandable ones through common language, such as units, percentages, or ratios.
Use objective reporting style rather than persuasive language; avoid emotional terms. Identify assumptions and opinions. Avoid unwarranted judgments and inference.
Tabulate or enumerate when it will simplify the reading or add emphasis.
use primary and/or secondary data appropriately.
Summary, Conclusions, and Recommendations
State briefly the major information in the findings section.
State conclusions carefully and clearly and assure that they are a logical outgrowth of findings.
Assure that recommendations grow naturally from conclusions.
Citations/Referencing
Citations
Include a citation (in-text reference, footnote, or endnote) for material used from another source.
Adhere to an acceptable authoritative style or company policy.
Present consistent citations, including adequate information for readers to locate the source in the reference list.
References List
Include an entry in the reference list for every reference cited in the text.
Include more information than might be necessary in cases of doubt about what to include in an entry.
Present in alphabetic sequence by author’s surname.
Appendix
Include items that are useful but not important enough to be in the body of the report (e.g., cover letter for survey instrument, maps, explanations of formulas used, etc.).
Label each item beginning with Appendix A, Appendix B, etc.
Identified each item with an appropriate title.
