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EASTERN MEDITERRANEAN UNIVERSITY

ELECTRICAL AND ELECTRONIC ENGINEERING DEPARTMENT

EENG405 GRADUATION DESIGN

PROJECT PROPOSAL PROJECT PROPOSAL WRITING GUIDELINES:

TIPS, HINTS, ELEMENTS, STRUCTURE AND

EVALUATION

Prepared by

Graduation Design Project Committee

(ERHAN INCE, HASAN DEMIREL, RASIME UYGUROGLU, SENER UYSAL)

13/11/2012

ABSTRACT

The EEE Department has undergone a major laboratory equipment and software upgrading exercise in

Summer 2010. This was followed by the ABET accreditation visit in October 2010. The official ABET

accreditation of the EEE Program was announced in August 2011. Face to face discussions with the ABET

evaluator Prof. Cruz suggested that there is room for improvement regarding open-ended design projects in the

department. It was further emphasized that the students must be introduced to design processes to meet desired

needs within realistic constraints. They should also be able to identify, formulate and solve engineering

problems. Furthermore, students should be able to use standards, identify elements in project planning, budget

preparation and management. They should also understand the impact of engineering solutions on a wider

societal context and conformability to environmental issues and ethical values. It was agreed at the meetings

with Prof. Cruz that these issues can be partially met by designing /introducing open-ended laboratory

experiments which may last a few weeks instead of a fixed laboratory session for the respective experiment

which is currently the case. However, the main avenue that should be followed to achieve these and other

ABET criteria is to amend the existing senior design project EENG405 and EENG406, as suggested by Prof.

Cruz. He proposed to re-structure the FYP starting with EENG405 in which students are asked to prepare a

project proposal which is then evaluated for its contents based on pre-defined evaluation criteria.

This document is prepared as a guideline on the preparation and evaluation of a project proposal for the

EENG405 Graduate Design Project. The introduction part contains tips and hints for the students to prepare

and write an effective project proposal. The second part summarizes the major elements of a successful

proposal that can be used by students as a template when preparing their proposals. The last part is an annex

which explains the evaluation processes. Students are very strongly advised to refer to the evaluation criteria

when preparing their project proposal using the proposal template.

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TABLE OF CONTENTS

ABSTRACT

PREFACE

A. INTRODUCTION

A.1 General contents of a proposal

A.2 The keys to effective writing

A.3 Tips and hints

A.4 Definitions of goals v.s. objectives v.s. tasks

B. ELEMENTS OF AN UNDERGRADUATE PROJECT PROPOSAL

B.1. Scientific and Technological Quality

B.2. Implementation

ANNEX: EVALUATION

ANNEX1.1 EVALUATION CRITERIA FOR EENG405 GRADUATE DESIGN PROJECT

PROPOSAL

ANNEX 1.2 GUIDELINES FOR EVALUATORS

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PREFACE

The EEE Department has five options in which students are asked to take certain field courses to

specialize in an area as shown in the following table:

OPTIONS Field 1 (*) Field 2 (*)

COMMUNICATIONS ENGINEERING Communications (2) Electromagnetics (2) COMPUTERS Computer (3) Any option elective INFORMATION ENGINEERING Computer (2) Communications (2) INTEGRATED CIRCUITS Integrated Circuits (3) Any option elective POWER/CONTROL ENGINEERING Power (2) Control (2)

For further details students should see: http://www.ee.emu.edu.tr/eeeundergra/options.htm

Students studying towards any one of these options are usually asked to choose a supervisor from the

respective disciplines. However, it is still possible for students to seek supervision from any faculty

member in the department. Here is a mini guide to help students when choosing a project field and a

supervisor:

If you have some ideas:

Step 1 Discuss your ideas with the prospective supervisor(s) to clarify breadth and depth of the

project that you have in your mind. Ask about the availability of tools and equipment for the

successful completion of the project. If you are satisfied with the discussion go to Step 2.

If you are undecided in choosing a specific project/topic:

Step 1 Make a list of prospective supervisors that you want to work with. Ask for some sample

projects to get some insight about the requirements and the project contents to see if there is a good

match between you and the proposed area of work.

Step 2 Discuss the feasibility and credibility of the project; if you are not satisfied ask for a revised

version to be provided for you in a few days before proceeding to the next step.

Step 3 Complete all the necessary paperwork and get ready to start working on the proposal.

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A.INTRODUCTION

A.1 General Contents of a Proposal

Proposals are informative and persuasive writing because they attempt to educate the reader. In persuasive

proposal writing, the case is built by the demonstration of logic and reason in the appropriateness of the project

approach/methodology taken in the solution. The effectiveness of your proposal will depend on your ability to

explain the nature, context and scope of your project.

It is always a good idea to start drafting your proposal early in the semester. The major points that you should

include in your proposal are briefly explained below. Having some prior ideas early in your project proposal

preparation will help you to dig further and explore both the breadth and depth of your project. Your proposal

should consist of the following:

1. Problem Stament– Very clearly state what you will be studying. Be sure that this is understandable to

someone who doesn’t know much about your field of study. If needed, define terms. To test your

explanation – give this to a friend not in your major. If he/she doesn’t understand, try again!

2. Project Objectives– Goals and Objectives are often confused with each other. They both describe

things that a person may want to achieve or attain but in relative terms may mean different things.

Both are desired outcomes of work done by a person but what sets them apart is the time frame,

attributes they're set for and the effect they inflict. Both the terms imply the target that one's efforts is

desired to accomplish. Example:

Goal: EENG405 course will guide students to embark on a more structured project program.

Objective: EENG405 course will establish a powerful knowledge/know-how of writing a

successful project proposal.

NOTE: Articles 1 and 2 are very important, actually the most important part of your proposal. The rest

of your proposal supports these statements. They don’t need to be long – one short paragraph should

be enough – but it is the most critical. The rest of your proposal will explain why you want to explore

this question, how you will do it, and what it means to you.

3. Background Survey/Literature Survey– Clearly support your statement with documentation and

references, and include a review of the literature that supports the need for your project, a discussion

of present understanding and/or state of knowledge concerning the question/problem or a discussion of

the context of the scholarly or creative work. This section presents and summarizes the problem you

intend to solve and your solution to that problem. What is the question that you want to explore in

your project and why this is an interesting and important question? In thinking about the significance,

try to take the position of an educated newspaper reader. If she or he were to see an article about your

project in the paper, how would you explain the importance of your project? For most proposals, this

section will have references.

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If your project is a portion of a larger project, the background should describe the project in general,

on a large scale, but the Project Description should be all about what you are going to do. This section

should also include how your part benefits or impacts the project as a whole and what knowledge is

gained from your piece of the project.

4. Methodology/Engineering Design with Realistic Constraints– Design and describe a work plan

consistent with your academic discipline. This may include scientific project in the options listed in

the preface section or a combination of fields or of a more multidisciplinary teamwork. The work plan

may include an initial phase, a development phase and a design and measurement phase. This section

of the proposal should explain the details of the proposed plan. How will you go about exploring your

project question? What will be your methods? If you are not the only person working on the project,

who else will be involved? Be specific on what you will be doing. The reasoning behind the project

opportunity is to make sure that you have a meaningful experience. If the reviewer can’t tell what part

of a project you will be doing, he/she can’t evaluate your experience.

5. Engineering Standards – The design should conform to available engineering standards. Special

emphasis should be given to IEEE, IET and EU standards. Keep in mind that engineering code of

conduct should be followed.

6. Time Plan – Give an overview of when you are going to do specific steps of your project. This does

not need to be a day to day list but depending on the length of your project it may give an overview

biweekly or monthly. Be sure to include time to review/synthesize your data or to reflect on the

experience. You should include time to write the final report/paper.

7. Cost Analysis - Your list of budget items and the calculations you have done to arrive at a cost figure

for each item should be summarized on the Budget form. You should keep these to remind yourself

how the numbers were developed. Budget Narrative - A narrative portion of the budget is used to

explain the line items in the budget. Projects that include travel should be specific about

benefit/reasons and locations.

8. Report Writing

Please refer to A.2 and A.3 on page 6.

9. Report Format

Please refer to the EENG406 report writing format on http://faraday.ee.emu.edu.tr/eeng406/

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A.2 The keys to effective writing

Getting Started - Begin by brainstorming topics, collecting information, taking a lot of notes, and asking a lot

of questions. Keep your notes and sources organized as you go. This data-gathering process makes the actual

writing much easier. When developing your topic, look for patterns and relationships. See what conclusions

you can draw. Try discussing your ideas with classmates or your teacher. A new perspective can help shake

up your thinking, and keep your momentum going.

Organize Your Writing - Develop an outline to help you stay on track as you write, identifying your main

points and what you want to conclude. Keep in mind basic essay and paper structure:

The introduction should give your reader an idea of the essay's intent, including a basic statement of what the

essay will discuss. The body presents the evidence that supports your idea. Use concrete examples whenever

and avoid generalities. The conclusion should summarize and make sense of the evidence you presented in the

body.

The Rough Draft - You may find as you write that you end up with a different idea than the one you began

with. If your first topic or conclusion doesn't hold water, be open to changing it. If necessary, re-write your

outline to get yourself back on track.

A.3 Tips and hints

Leave enough time to show your draft to others. A fresh perspective can help you polish your paper, and catch

inconsistencies and mistakes.

Describe a problem that is about the same size as your solution. Don’t exaggerate the unknowns, instead focus

on the methodology and remember that your definition of the problem is half of the solution.

Don’t describe the absence of your project as the problem. "We don’t have enough components and

equipment" is not the problem. The problem is increased levels of complexity with incomplete definitions.

Become familiar with the vocabulary of your subject. For example, when writing about fiction, drama, and

poetry, critical writers use words such as: syntax, tone, attitude, voice, speaker, and thesis. Scientific and

technical work require the knowledge of computers (computed, simulated, optimized, layout generated, CAD,

CAE. PIC, software), mathematics (matrix, algebra, calculus, curve fitting, modeling), science (neural

networks, toxic, molecular, chemical, physical, optics, fiber, heat, insulation), technology (size, speed,

functionality, durability, weight, look, repeatability) and applications and cost (health vs. cost, defense vs.

cost, entertainment vs. cost, use and advantage vs. cost, size vs. cost, functionality vs. cost, education vs. cost,

industry vs. cost).

Refine and Proofread: When you're done, take a break so you can come back to your writing with fresh eyes.

Ask yourself: Is the writing clear? Do the ideas make sense? Are all of my requirements fulfilled? Did I avoid

repetition? Have I used proper grammar and spelling? How does it sound read out loud?

Remember the title and first paragraph are going to form a strong impression in the mind of the reviewer.

Facts must lead logically and inevitably to the conclusion and/or the solution presented.

Remember that proposal reviewers may come from a variety of disciplines and may not be fully familiar with

your field of study. Reviewers may also have to compare proposals across disciplines and methodological

lines. Keep this in mind when writing. Proposals should be directed toward a general audience (unless

otherwise specified) and avoid excessive use of jargon!

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A.4 Definitions of goals vs. objectives vs. tasks

The words Goal and Objective are often confused with each other. They both describe things that a person

may want to achieve or attain but in relative terms may mean different things. Both are desired outcomes of

work done by a person but what sets them apart is the time frame, attributes they're set for and the effect they

inflict. Both the terms imply the target that one's efforts is desired to accomplish.

Goals are generically for an achievement or accomplishment for which certain efforts are put. Goals are the

vision of the project

Objectives are specifically for targets within the general goal. Objectives are time related to achieve a certain

task. Objectives are measurable activities to achieve goals; the end points envisioned for the proposed project.

These objectives might be, for example, development of a specified measurement capability that meets a

prescribed accuracy, data rate, instrument packaging characteristics (size, weight, etc.), and other possible

requirements. Analogies would be the goal line in a football game, and the mountain peak a climber plans to

ascend. Objectives are achieved, or they are not. They are not performed or carried out. They do not yield

results or data.

Tasks in a work (or project) plan are steps taken to achieve the stated objectives for the project. They are, for

example, a sequence of experiments, analyses, field trials, etc., that together lead to attainment of the project

"objectives." In the football game analogy, the tasks are a sequence of plays that culminate in getting the ball

over the goal ("objective") line. To the mountain climber, the tasks are a series of actions (hiking up trails,

crossing streams, climbing rocks, etc.) that bring the climber to the targeted mountain peak.

Goal Objective

Meaning The purpose toward which an endeavor is

directed

Something that one's efforts or actions are

intended to attain or accomplish; purpose;

target

Time frame Long term Short term

Measure Cannot be measured Can be measured

Example I want to achieve success in the field of

genetic research and do what no one has

ever done

I want to give you the thesis on genetic

research within this month

Type Intangible Tangible

Action Generic action Specific action

Plan Broad plan Narrow plan

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B.ELEMENTS OF AN UNDERGRADUATE PROJECT PROPOSAL

Give a brief introduction on this section and then move to the sub-items (recommended length 10 pages

max)

B.1. Scientific and Technological Quality

Scientific and technological Quality, including any interdisciplinary and

multidisciplinary aspects of the proposal: - State your project objectives by outlining them against the background of the state-of-the-art and

the expected results

- Give a detailed analysis of the state-of-the-art of the project topic clearly indicating the key

applications/findings to date (you must conduct a literature survey using Internet, library etc)

- Describe the scientific, technological or socio-economic reasons for carrying out further work in

the field (covered by the project).

- Provide all the information describing the interdisciplinary/multidisciplinary and/or inter-sectoral

aspects of the proposal. For this part you should try to get help from other faculty members as

well.

Appropriateness of Project methodology and approach: - You must provide a methodological approach, which will be employed in the project, explained

for each objective. A general methodology may not be appropriate for all the objectives. You

must clearly explain even the minor deviations that you plan to employ in your approach.

- Give a justification for the chosen methodological approach for the project objectives.

- Explain the advantages and disadvantages of the novel methods or techniques that are proposed.

Originality and innovative nature of the project, and relationship to the “state-of-the-

art” of the project field: - Explain the contribution that the project is expected to make.

- The novel concepts, approaches or methods, that will be employed, must be clearly described in

the proposal.

Timeless and relevance of the project: - Explain why you have chosen this project with respect to its appropriateness and relevance.

B.2. Implementation

Give a brief introduction on this section and then move to the sub-items (recommended length 8 pages

max)

Practical arrangements for the implementation and management of the project: - You must provide adequate information on how the implementation and management of the

project will be achieved. Make a list of the available facilities and indicate how you intend to use

them. You may also wish to comment on how the available facilities have used by others in the

past. You should indicate how and when you will acquire the missing items that are needed for

the implementation of your project.

- Explain the extend of impact that the presented practical arrangements will have on the feasibility

and credibility of the project.

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Feasibility and credibility of the project, including work plan: - Provide a work plan, including the goals to help assess the progress of the project. The plan must

cover the entire semester and it may include biweekly work. You must indicate the expected

outcome at the end of each planned schedule. A Gantt or similar chart is strongly recommended

for this section.

Practical and administrative arrangements: - Provide detailed timing of meetings planned. Explain the availability of your supervisor when

you need him/her. You may need to get approval from your supervisor for borrowing a lab

equipment or using a specific lab, explain the arrangements that you plan to have in case your

supervisor is not available. If there are delays foreseen in executing part(s) of the project explain

how you will overcome them. Provide a risk analysis and contingency plan for your project.

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ANNEX: EVALUATION

Annex 1.1: Evaluation Criteria and Points

EENG 405: Graduation Design Project Proposal (GDPP) Evaluation Form

Student Name :

Student Number:

Project Title:

Evaluator's Name and Signature:

Date:

EENG 405: Graduation Design Project Proposal (GDPP) Evaluation Criteria and Points

# Criteria

Marks(%)

MarksAwarded

1 Problem Statement 5

2 Project Objectives 5

3 Background Survey / Literature Review 10

4 Methodology 15

5 Engineering Design with Realistic Constraints 20

6 Engineering Standards 5

7 Time Plan 5

8 Cost Analysis 5

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a Report Writing 10

b Report Forma 20

Total: /100

Letter Grade

† Please refer to Grade Scale on page 11.

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GRADE SCALE

MARK 85-100 80-84 75-79 70-74 67-69 64-66 60-63 57-59 54-56 50-53 45-49 0-44

Letter

Grade A A- B+ B B- C+ C C- D+ D D- F

Table A1: Program outcomes of the Electrical and Electronic Engineering Program in ABET Self-

Study Questionnaire.

a. An ability to apply knowledge of mathematics, science, and engineering

b. An ability to design and conduct experiments, as well as to analyze and interpret data,

c. An ability to design a system, component , or process to meet desired needs within realistic constraints

d. An ability to function on multidisciplinary teams

e. An ability to identify , formulate and solve engineering problems

f. An understanding of professional and ethical responsibility

g. An ability to communicate effectively

h. The broad education necessary to understand the impact of engineering solutions in a global, economic, environmental and societal context

i. A recognition of the need for, and an ability to engage in life-long learning,

j. A knowledge of contemporary issues,

k. An ability to use the techniques, skills, and modern engineering tools necessary for engineering practice.

l. An ability to communicate in bilingual environments.

Table A2: Mapping of the Evaluation Criteria on GDPP Evaluation form to the program outcomes in

Table A1.

# GDPP Evaluation Criteria Mapping to program outcomes (a-k)

1 Problem Statement e

2 Project Objectives e

3 Background Survey / Literature Review f,h,i,j

4 Methodology a,b,c,e,k

5 Engineering Design with Realistic Constraints a,b,c,e,k

6 Engineering Standards c,e,f,j

7 Time Plan c,e

8 Cost Analysis c,e,h

9 a Report Writing g,h

b Report Format g

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Annex 1.2: GUIDELINES FOR EVALUATORS

Scientific and Technological Quality:

Literature review, State of the art in the field: - Is a separate Literature Review in a chapter/section included in the report?

- Is the state-of-the-art in the field clearly described?

- Are the general problems mentioned and advantages/disadvantages discussed?

- Are proper references included?

Originality and innovative aspects - Is the contribution of the project significant/original?

- Are there innovative aspects in the project?

- Are the concepts, approaches or methods, that will be employed, described in the proposal?

Interdisciplinary and/or multidisciplinary

- Is there information describing the interdisciplinary/multidisciplinary and/or inter-sectorial

aspects of the proposal?

Appropriateness of Project methodology and approach: - Is the methodological approach, which will be employed in the project, explained for each

objective?

- Is the methodological approach justified in relation to the overall project objectives?

- If novel methods or techniques are proposed,

Timeliness of the project: - Is there any Timeline Frame included?

Quality and Clarity of Project Objectives: - Are the project objectives clearly stated and significant?

Implementation:

Practical arrangements for the implementation and management of the project: - Has the student provided information on how the implementation and management of the project

will be achieved?

- Do the described practical arrangements have an impact on the feasibility and credibility of the

project?

Feasibility and credibility of the project, including work plan: - Is a work plan, including the goals to help assess the progress of the project, provided?

System/Circuit Modeling: - Does the report contain full System Block Diagram or a full Circuit Diagram?

Algorithmic/Systematic Project Description: - Are the sub components/blocks separately described in a systematic/algorithmic manner?

-

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Design Specifications and Relevant Engineering Standards: - Are the design specifications clearly explained and engineering standards included in relevance to

the specifications?

Report:

Format - Is the format of the report according to the Departmental Format Guidelines?

-

Abstract, Introduction and Future Work: - Is the abstract concise and informative? Does it reflect the contents of the proposal? Is the

Introduction adequate? Does the Future Work indicate the right direction?

Figures and Tables - Are the Figures/Tables referred in the text and with proper caption?

Technical English with Proper Terminology:

- Are the English Grammar and Technical Terminology properly and comprehensively used?