Written Reports

Page Contents

  1. About the Reports
  2. Report Content
  3. Supplemental Guides

About the Reports

At designated times during the semester, your team will be expected to report on the status of your project via written reports (see course calendar). In these reports, your team should give the audience a snapshot of your progress at the time of the report relative to the methodology chosen for your project. In most cases, this will focus on discussions of requirements, design, implementation, and testing. In some cases, snapshots will involve discussions related to research (see Software Development Process, Research Projects).

The format guidelines for the interim progress report (IPR) and the final project report (FPR) are similar. Instead of seeing these as two different documents, teams should treat the report as a living document that is regularly extended, edited, and refined based on team progress and feedback.

Interim Progress Report (IPR)

The IPR should include the same sections that are expected in the Final Report. The first draft of the IPR is due during Week 4. At a minimum, this draft should include:

  • Executive Summary
  • Project Description
  • Preliminary System Requirements
  • Preliminary Design and Preliminary Testing Sections (for software development projects)
  • Background Section (for primarily research projects)
  • An outline for the remainder of the report

The final draft of the IPR is due during Week 8. The Interim Report (and other related documents) should reflect the state of your team’s project at the time of report submission. You may not be able to complete all sections, depending on the state of your system. For example, your Test Plan may be complete, but you may not have all Test Results completed at the time of submission. The Suggestions for Future Teams section may only contain a few notes midway through the semester and will need to be completed at the end of the semester. Your Developer’s and User’s Guides may only be partially completed, as your system will most likely not be completed by Interim. We do recommend, however, that you at least outline the Installation Guide by the due date for the final draft of the Interim Report.

Final Project Report (FPR) and Guides

The Final Report must include the delivered version of your system’s requirements, design, implementation, and testing. In addition to the Final Report, teams will create three separate, supplementary documents: a Developer’s Guide, a User’s Guide, and an Installation Guide.

Report Content

The following guidelines provide details about project activities that your team will describe in the reports. These guidelines are meant to serve as a checklist as you work through your project. Each item on the checklist may not apply to your project, but it is important that you discern whether or not it does!

If your project is primarily research-oriented, the team should instead follow the outline given in Software Development Process, Research Projects, and report progress appropriately. The format of the title page is the same as seen below.

  1. Title Page
  2. Executive Summary
  3. Project Description
    1. Sponsor Background
    2. Problem Statement
    3. Project Goals & Benefits
    4. Development Methodology
    5. Challenges
  4. Resources Needed
  5. Requirements
  6. Design
  7. Implementation
  8. Test Plan & Results
  9. Task PlanSuggestions for Future Teams

Title Page

Each report should begin with a title page which includes the project title, sponsoring company name, team identification, and date (make sure to change the date each time a new rough draft is submitted).

⬇︎ Title page format

Executive Summary

The Executive Summary should provide a one-page summary that includes a brief description of the problem given to the team as well as the work accomplished by the team at the time of report submission. For a reader who is just interested in a quick account of the problem you are tackling and what you’ve managed to accomplish thus far, this should provide a rough idea of what the team has done. For a reader who will go on to read the remainder of the document, this should provide an overview of what to expect in the following sections.  

The Executive Summary should stand alone (insert a page break at end of the section – you do not need to do this for any other section of the IPR).

Project Description

The next five sub-sections describe the project, how it is important to the sponsor, and also how the team has gone about creating a solution. They also discuss any issues that might become impediments to the project’s success.

Sponsor Background

In your own words, give a brief description of your sponsor’s location, business, and technical motivation for the project. Describe in greater detail the part of the business that is related to the project in order to provide the necessary context for your project.

In a section blocked off from the main paragraph, provide the name, title, address, phone, and e-mail of your sponsor contact(s).

Problem Statement

Your team’s starting point is the problem statement or paragraph furnished by your sponsor that was presented to you on the first day of class. Your task in this section of the report is to elaborate on the problem statement by presenting the need addressed by the proposed software. If applicable, describe the existing system that will be extended or improved by this project; describe its basic operation, focusing on its perceived deficiencies. Otherwise, describe the need that a new system will satisfy.

Be specific; try not to only use words such as “better”, “improve”, or “inefficient”, for example. Try to identify a metric that will quantify how the new system might be better, improved or more efficient.

Project Goals & Benefits

Identify and describe the major goals of the project. In general terms, what will you deliver to the sponsor? Describe the system to be created, or describe the improvements targeted for the current system. Avoid general qualifications, such as “better,” in your goal statement. Instead, explain that the proposed software will be faster, more accurate, more user-friendly, etc. than the current system.

Describe the benefits to the sponsor, to system users within the organization or from the organization’s clientele, and to the community at large. Why would the sponsor want a software system of the type you are developing?

This section is a follow-up to the problem statement. You must, therefore, check that any goal or benefit you introduce in this section addresses a problem discussed in the problem section. If it does not, revise your problem statement.

In this section, avoid uncertain language: the project “should,” “probably” will, “most likely” will, etc. Assume, and express, confidence.

Development Methodology

Briefly describe the development methodology the team is using for the project. For example, if the team uses an iterative process, be sure to indicate the iteration length and number of iterations.  Indicate how often the team is meeting with sponsors.

The selection of a development methodology should be done in consultation with the team’s sponsor and their technical advisor.

Challenges & Resolutions

At the start of a software development project, the development team should consider technical challenges and legal issues (defined below). Report significant concerns related to these issues, and, as the project matures, record how these issues are resolved.

Technical Challenges

Discuss challenges due to technologies, domain background, or any other issues that may affect the team’s ability to achieve an acceptable solution.

Technical feasibility is frequently the most difficult area to assess at the initial stages of the product engineering process. Because project objectives, requirements, performance, etc. are somewhat hazy, anything seems possible if the “right” assumptions are made (or impossible if worst case assumptions are made). It is essential that the process of initial project analysis and the ensuing refinement of scope be conducted in parallel with an assessment of technical feasibility.

The considerations that are normally associated with technical feasibility include:

  • Development risk. Can the system element be designed so that necessary functions and performance are achieved within the constraints uncovered during analysis?
  • Technology. Has relevant technology progressed to a state that will support the system? Does the team have, or can they acquire, the skills and knowledge necessary to build the system?
  • Resource availability. Are other necessary resources (hardware and software) available to build the system?

Legal Issues

Legal issues span a broad range of topics including contracts, liability, copyright or license infringement, and a myriad of other concerns frequently unfamiliar to technical staff. A detailed discussion of legal issues related to software design and development is beyond the scope of this document. However, students should be aware of guidelines published by NC State University (see section 8 at http://research.ncsu.edu/ott/files/2011/12/Inventors-Guide-1.pdf)

In some cases, company sponsors of Senior Design projects will ask students to assign their intellectual property rights to the company or to sign nondisclosure agreements. Students may confer with Student Legal Services, for free, so they can better understand their rights and legal liabilities.

Resources Needed

In both the IPR and FPR, this section should include all software and hardware resources needed to complete the project, along with a brief explanation or justification for each item.  Each resource should include a status indicating whether or not it has been obtained.

This section should also include a description of External Dependencies and Interfaces:

  • Describe, in detail, all connections to external systems.
  • Describe any input, processing, or output requirements involving other applications upon which this project is dependent.
  • Describe any software requirements, hardware requirements, additional cables or phone lines, special forms, and so forth that must coincide with the installation of this project.
  • Describe any special support requirements from other areas, such as computer operations, database support, dependency managers, or library control, which this project will require.


The Requirements Definition portion of your documentation describes the capabilities that the proposed system must have or what it must be able to do. Outline the requirements the system must meet in order to accomplish its overall goals.

In general, teams can expect to craft their own requirements based on the initial project description and communication with the sponsor. The requirements section of the report is an essential tool for communicating with the sponsor and making sure the team is solving the right problems. As early as possible in the semester, teams should give their sponsor an opportunity to review the requirements and fine-tune the direction of the project as necessary.

Document your requirements in a way that is consistent with your experience from CSC 326, Software Engineering. The requirements section should include the following sub-sections.

Overall View

Give the reader a quick but overall look at the project from the user perspective. If there is a current system in place, provide details on it, also noting what changes the team will implement to this system and why. This section should provide a “big-picture” view of what the application will do, as well as explain the application tasks to be performed and how this meets the needs of the company. (Pressman, Software Engineering, A Practitioner’s Approach, McGraw-Hill, 1997, pp. 253-255.)

Formal Requirements

This section should be organized into Functional Requirements, Non-Functional Requirements, and Constraints

Functional and non-functional requirements should be presented in an outline format. It is important to identify users, user tasks, and all details of what the proposed system must do. Be specific in the requirements, producing several fine-grained items rather than a few vague items. Giving each specific requirement a unique identifier will help the team to justify design decisions, test individual aspects of functionality, and schedule team activities.

⬇︎ Sample functional requirements

⬇︎ Sample use case descriptions


The design section describes the structure and operation of the software product. This may include descriptions of relevant classes and components as well as GUI mock-ups, descriptions of file formats, database schemas, and data structures.

It may be helpful to illustrate aspects of the design using relevant UML notation, such as Class or Sequence Diagrams. Where the project uses a third-party framework or API, it may be helpful to briefly describe the interface between the project and the software on which it depends. 

This overall design is the basis for the implementation of the project. It should provide the following information:

  • Description of High-Level Design / System Architecture / Gross Program Logic
    • Overview of Modules (e.g., Classes) & Relationships Between Them
    • Sequence Diagram (e.g., UML Object Message Diagram, Flow Chart)
  • Description of Low-Level Design (In Tabular, Narrative, or Pseudo-Code Form)
    For Each Module Describe:

    • Purpose
    • Overall Behavior
  • If the project has a database, include Entity Relationship Diagrams and/or Table Design
  • If the project has GUIs, show prototype(s) and evolution of prototype based on feedback received

In documenting the design, teams should take advantage of the work done to craft the project requirements. Where possible, use requirements to explain or justify various aspects of the design. In documenting the design, teams should consider the question: what would a new developer need to understand in order to make meaningful contributions to the implementation?

The final report includes a developer’s guide as a separate document (see below). Frequently, questions are asked about which elements of design should be documented in the design section and which should be documented in the developer’s guide. Design elements that offer natural avenues for extension should be documented in the developer’s guide, as should parts of the design that are expected to require modification for deployment at the sponsor’s site. Elements of the design and implementation that the sponsor may need to change (e.g., to configure or extend the product) should be documented in the developer’s guide. All other design features should be documented here.

⬇︎ Sample project storyboard


In the Interim Project Report, this section should describe the current status of the code implementation at the time of report submission.  In the Final Report, this section should describe the final state of the implementation.

Define your iterations in this section [e.g., “Iteration 1 is defined by the following features:  x, y, z (Requirements 1.1, 1.2 and 1.3)”].  This section should also describe major source code components, the project folder structure, and project configurations and settings.  If applicable, it should include examples of particular algorithms chosen for implementation.  Details of how source code directories are organized and how design elements are mapped to various source and data files should be presented in the Developer’s Guide.

Test Plan & Results

Teams will normally plan for acceptance testing of the entire software product and unit testing of individual code components. At the completion of the project, teams will have a mature plan for both acceptance and unit testing. In the final report, these sections will not only list individual test cases but will also report on the results of each test. Acceptance and unit testing each make up half of the team’s testing grade.

⬇︎ Sample Testing Report

Unit Testing

Each team must include a unit test suite of automated white box unit tests for every component of the project (that is, across all operational environments and languages). Most coverage tools provide a way to obtain a printed coverage report after execution of the unit test suite. Each team must include a copy of their current coverage report in each progress report and the final project report.Each team should list the testing tool used to perform unit testing and to collect coverage statistics, as well as any classes which were not well covered and the reasons why these units were not tested.

Each team should list the testing tool used to perform unit testing and to collect coverage statistics, as well as any classes which were not well covered and the reasons why these units were not tested. The unit test suite should reach 70% statement coverage across all units that are deemed testable. Exempt units include:

  • GUIs
  • Utility – for example: used to prepare the system for manual testing or deployment
  • System libraries
  • Third-party – for example: contained in an open source framework
  • Possibly others – these should be discussed with your technical advisor

If there is no tool support for a language or environment, an ad-hoc scripting approach can be used. That is, students will be required to write standalone testing components which cover their code units, and more grading emphasis will be put on integration testing. In this case, the coverage criteria requirement does not hold. If scripting is infeasible, the team can choose to include more acceptance test cases which test the boundary conditions or exceptional cases of their system. The team’s technical advisor will determine whether the team has sufficiently compensated for the lack of unit testing.

For more review on Requirements Development and Testing, please refer to http://www.cs.umd.edu/~mvz/cmsc435-s09/pdf/Williams-draft-book.pdf

Task Plan (IPR only)

The purpose of the Project Task Plan is to provide a working list of all development activities. This will become a commitment of resources and scheduled work items and tasks against which project tracking will be measured. Create the project task plan as follows:

  • Identify the scope and size of the project. Identify major tasks and break them down into subtasks. Assign responsibilities to team member(s) and list them next to assigned tasks.
  • Include dates for all tasks and subtasks determined for the project. Due dates should be included as well as a status column. Include related coursework such as presentations and sponsor meetings.
  • List the name, email, phone number, and team role(s) of each team member.

⬇︎ Sample Task Plan

Suggestions for Future Teams

While completing the project, your team will certainly have learned some things that would be valuable to any developers wishing to continue your work. In this section, document any development tips learned during the project, opportunities for making the project more functional or for redesigning to improve maintainability.  Include feature suggestions for future implementations of the software.

Supplemental Guides

These separate documents are to be submitted along with the Final Report.

Developer’s Guide

The Developer’s Guide is an important addition to the project’s Final Report. Here, teams should document aspects of the design or implementation that the sponsor may be expected to extend, modify or replace during the lifetime of the software product.

Installation Guide

When the product is delivered to the sponsor, some installation and configuration steps will typically be required. This guide describes this process, with a local developer or system administrator as the target audience. It should also contain instructions for verifying that the installation is working properly. The installation guide must address the following:

  • Identification of all tasks required for product build and installation, with indications of what systems are required for build and installation and any special privileges required for the various steps.
  • A back-out plan that describes the steps that will be taken if problems are encountered during build or installation. The plan must address all known problems that could be encountered and what action will be taken in the event the problem occurs.
  • A verification plan that describes the means to be used to verify that the project installation is successful. This might include checking output, executing transactions, and so forth.

User’s Guide

The User’s Guide describes the operation of the software product for one or more classes of end users. Typically, this document will describe the user interface and typical use cases, typically covering all the functional requirements for the product.