chapter 3- template

8/13/2019 Chapter 3- template

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3. REPORTS

Reports are classified into two types: formal and other. A formal Barents Group report istypically the final product of a study, submitted to the client as the official documentation ofour findings and recommendations. Proposals to undertake major engagements often also usethe report format. ther reports are generally much shorter than formal reports! they mayresemble formal reports, perhaps without some of their elements "such as a table of contents#or they may take the form of a letter, or a demonstrator report. $his chapter discusses bothformal and other reports.

A. FORMAL REPORTS

$he three basic designs for a Barents Group formal report are: the narrati%e, outline, andnumbered formats. $he narrati%e format is used in full, detailed reports! the outline format inoutlines and presentations! and the numbered format in %ery detailed documents that re&uireitem identification.

'n nearly all formal reports, the te(t is arranged in chapters, which are gi%en arabic numbers.$hese chapters may be subdi%ided by %arious types of headings, which are defined later. 'naddition to its te(t, a formal report usually contains:

a title and)or co%er page,

a letter of transmittal,

a table of contents,

a table of e(hibits,

e(hibits "statistical or graphic material that supplement the te(t and are referred to in it#,

and

appendices "supplementary materials placed at the end of the te(t#.

All reports, as well as all other written material, should ha%e a reference name located on thebottom right corner of the page. $he reference name, in $imes *ew Roman + point, shouldcontain the documents file name and directory. ur templates are designed so that -ord willinsert the proper reference name as soon as you name your file.

icrosoft -ord templates will automatically adjust setups for the different formats. $he

e(hibits at the end of this chapter show the different characteristics embedded in thesetemplates:

bgnarr.dot: narrati%e format, portrait layout!

bgnarrls.dot: narrati%e format, landscape layout!

bgout.dot: outline format, portrait layout!

bgoutls.dot: outline format, landscape layout! and

bgnumb.dot: numbered format.


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Exhibit 3-1: Sample First Page of a hapter! "arrati#e Format

1. $APTER T%TLE

'f a chapter is di%ided by center heads, the chapter title and the first center head must be separatedby at least one paragraph, as shown here. $he chapter title and the first center head may be puton the same page. /%ery other center head, howe%er, starts a new page.

A. E"TER $EA&

A center head, as shown abo%e, is used if a chapter of a report is broken down into se%eral longsections.

MA'OR S%&E $EA&%"(

ajor side headings "all caps, bold# are used either as breakdowns under a center head or as thefirst breakdown when there is no center head.

)**+mbere, Mi*or $ea,i*g

inor headings "initial caps, bold# are used as breakdowns under a major side heading. $hey mayor may not be numbered.

1. "+mbere, Mi*or $ea,i*g

inor headings "initial caps, bold# with numbers may also be used. Rarely will you find bothtypes in one chapter, howe%er, because the difference between them is not clear enough to mostreaders.

Lea,-i*"initial caps, bold# is actually part of the paragraph. 't ends with a period. $his may be

used to subdi%ide a minor, whether numbered or unnumbered. $he lead0in also may be numberedor unnumbered.

*ote: 'f you use a heading, you must ha%e at least two of each. 1ou cannot di%ide somethingand get less than two. $his means at least two major side headings, two minor headings, and soforth. $his sample does not follow this rule due to space limitations.

2iamond lists start at flush left.

$hey can be single spaced "single line each# if the items are short.

$he ne(t e(ample illustrates where typing begins on all subse&uent pages of a chapter in narrati%e

format and where the page number is placed. 't also shows further breakdowns of the te(t thatare used occasionally.

Barents Group LLC 2 December 1998R:\CM\MANUAL\CHAP3.DC


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$he three formats described in this chapter ha%e se%eral functions. $hey constitute Barents3trademark4 or 3image4 with clients. $he clear se&uence of headings makes it easy for the clientor prospect to read documents. 5or the consultant, the formats are an important aid in organi6ingthe report and are sufficiently fle(ible to accommodate almost any type of subject matter. 5inally,by being standardi6ed, they help to reduce production time and cost.

f all the reasons for knowing Barents formats and abiding by them, howe%er, the chief reason isthat the standard formats offer you in%aluable assistance in organi6ing your material. /ach onegi%es you a strictly functional se&uence of headings that enables you to sort your material by si6eand significance and to build a logical structure for your writing. $hese structures pro%ide ameans to show logical subordination, supporting arguments, and e(amples. nce you ha%elearned how to use the Barents formats, you%e ac&uired a first0rate analytical tool.

"ARRAT%E FORMAT

$he narrati%e format is used for proposals and reports that are comple(, contain a lot of detail orare sensiti%e. $he important feature of the narrati%e report is the headings. 7eadings should notbe inserted after the fact. $hey should be an integral part of structuring the report.

Template

$he icrosoft -ord template for the narrati%e format is Narr.dot for portrait layout!"#le$Ne%$Narr.dot&and *arrls.dot for landscape !"#le$Ne%$Narrls.dot&. $his template should beused to create the narrati%e format. $he template will automatically adjust margins, spacing, andformat for the %arious headings described below. $hroughout this book, instructions on how tocreate each heading are set out in brackets.

$ea,i*gs

8i( types of headings, all in $imes *ew Roman font, may be used in narrati%e format:

chapter titles !"ormat$'t(le$Head#ng )*C+apter$Appl(&!

center heads !"ormat$'t(le$Head#ng ,*Center+ead$Appl(&-

major side headings, which are ne%er numbered !"ormat$'t(le$Head#ng 3*Maor$Appl(&!

minor headings without arabic numbers !"ormat$'t(le$Head#ng /*M#nor$Appl(&!

minor headings with arabic numbers !"ormat$'t(le$Head#ng 0*M#nor Numb$Appl(&! and

lead0ins, which may or may not carry arabic numbers or lower case letters, depending on how

and where they are used: for general lead0ins !"ormat$'t(le$Lead1#n$Appl(&*for lead0ins thatcarry arabic numbers !"ormat$'t(le$Lead1#n Numb$Appl(&, for lead0ins that carry lower caseletters !"ormat$'t(le$Lead1#n Alp+a$Appl(&.



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Report $itle

9hapter $itle

Exhibit 3-: o*ti*+atio* Page! "arrati#e Report/ $ea,ers a*, Footers for Lo*g Reports

After the first page of a chapter, typing begins ;.+


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All headings listed throughout this manual are also listed in the style pull0down menu if theformatting toolbar is displayed.

*ot all types of headings may be needed in a chapter! a chapter may skip directly from the chaptertitle to a minor heading. 7eadings must occur in the se&uence shown abo%e, howe%er. 1oucannot, for e(ample, use major side headings to subdi%ide a minor or use minor side headings tosubdi%ide lead0ins.

Lists

2iamond lists !"ormat$'t(le$D#amond L#st$Appl(&in the narrati%e format are usually blocked atthe left margin, with + points between each item, as illustrated on page 0.

Pagi*atio* a*, Refere*0e "ames

Page numbering starts on the first page of the te(t. $e(t page numbers are centered in the footer,with an arabic numeral for the chapter joined with a hyphen to an arabic numeral for the page, for

e(ample, 0>. Page numbers in the tables of contents and e(hibits are located in the same positionas in the rest of the document! howe%er, the number is a small, stand0alone roman numeral withno hyphen.

Print double sided whene%er possible. Right hand pages always ha%e odd numbers! left handpages always ha%e e%en numbers.

$ea,ers a*, Footers

Reports that are long and comple( "e.g., ha%e chapters with C pages# may re&uire headers todenote title and chapter on each page. 'f headers are needed, place the report title at left margin,and chapter title at right margin! they should be italici6ed, as shown on page 0


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Exhibit 3-3: &i#i,er Page -- Portrait! "arrati#e Format

3. MET$O&OLO( A"& ASS)MPT%O"S



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5or long, comple( reports, use a line in the header and footer, as shown on page 0


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Exhibit 3-: hapter Titles! "arrati#e Format

=0line $itle: . PROPOSE& PLA" OF AT%O"

0line $itle: 3. A"ALS%S OF )"%TE& STATES MAR4ETS A"&T$E%R %"FL)E"E O" T$E MAR4ET%"( PLA"

Better0looking Hersion of the8ame 0line $itle:

3. A"ALS%S OF )"%TE& STATES MAR4ETSA"& T$E%R %"FL)E"E O" T$E MAR4ET%"( PLA"

0line $itle: 5. MA'OR &EF%%E"%ES %"T$E PRESE"T OR(A"%6AT%O" A"&

MA"A(EME"T POL%%ES A"& PRAT%ES



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"7int: An easy way to produce narrati%e format di%ider pages is to create them in a separatedocument, one di%ider page after another since they are not paginated.#

hapter Titles

$he opposite page illustrates the setups for chapter titles of =, , and lines in the narrati%e

format.

A chapter title !"ormat$'t(le$Head#ng )*C+apter$Appl(&is placed at the top of the first page of achapter. $he chapter title spacing is set at < points abo%e and = points below. 2o not adde(tra lines between the chapter title and the te(t that follows it.

$he chapter title is centered, typed in full caps, is in boldface, and is preceded by an arabicnumeral, a period, and spaces.

'deally, a 0line title should be set up as a pyramid or an in%erted pyramid 00 that is, either the firstline or the last line should be the longest 00 only rarely the middle line.

Generally, chapter titles and other center heads should be broken after prepositions "of, to, for,with, and the like# or conjunctions "and, but#, and before articles "the, a#. *ote the 0lineillustration opposite, howe%er, where the 3and4 has been put on the second line for betterappearance and easier reading.

A narrati%e chapter title should be typed e(actly as it appears on the chapter di%ider page. 'f thetable of contents is generated automatically, it will copy the chapter title e(actly as it is worded inthe chapter.

"7int: -hen you need to break up a title, hold down the shift key while you press /nter. $his

will enable the entire title to appear in the table of contents if you use the automatic table ofcontents generation function in -ord.



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Exhibit 3-5: e*ter $ea,s! "arrati#e Format

=0line 9enter 7ead: A. PROPOSE& 7AS% STRATE(

0line 9enter 7ead: 7. S)MMAR OF PAT%E"TPROTET%O" AT PRO%S%O"S

0line 9enter 7ead,According to the8trict Rule: . T$E 7ARE"TS APPROA$ TO

(OER"ME"T AO)"T%"( A"&F%"A"%AL %"FORMAT%O" SSTEMS

Better0looking Hersionof the 8ame 0line9enter 7ead: . T$E 7ARE"TS APPROA$

TO (OER"ME"T AO)"T%"(A"& F%"A"%AL %"FORMAT%O" SSTEMS



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e*ter $ea,s

9enter heads !"ormat$'t(le$Head#ng ,*Center+ead$Appl(I are used only in the narrati%e format.$he center head is in boldface, preceded by a capital letter, a period and spaces, centered on theline, and is typed in full caps. $he center head spacing is set at < points abo%e and = points

below. 2o not add e(tra lines between the center head and the te(t that follows it.

'f a chapter of a report is broken down into se%eral %ery long sections, it is di%ided by centerheads. $he chapter title and the first center head must be separated by at least one paragraph.$he chapter title and the first center head may be put on the same page. /%ery other center headstarts a new page.

$he opposite page illustrates the setups for center heads on =, , and lines. As shown, thecenter head is centered and in boldface. Dines in center heads generally should be broken beforearticles and after prepositions or conjunctions "see the table below#.

7rea8 Li*e

7efore Arti0les After o*9+*0tio*s After Prepositio*s

a and tothe if at

but onin

by

As the e(ample of the 0line center heads shows, howe%er, the appearance of the head cansometimes be impro%ed by breaking this rule. $he same rule applies to chapter titles and e(hibittitles.

"7int: -hen you need to break up a title, hold down the shift key while you press /nter. $hiswill enable the entire title to appear in the table of contents if the automatic table of contentsgeneration function in -ord is used.#

$he first center head 3A4 within a chapter usually does not start a new page. 5or all the followingcenter heads, put the center head at the top of a new page. "ccasionally, center head 3A4 mayalso be at the top of the page, especially if it occurs se%eral pages from the beginning of thechapter.#

Barents Group LLC 11 December 1998R:\CM\MANUAL\CHAP3.DOC


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Exhibit 3-: Ma9or Si,e $ea,i*gs! "arrati#e Format

"=0line ajor#

SALES MA"A(EME"T 2EA4"ESS not SALES MA"A(E-

ME"T 2EA4"ESS

$A%RMA" OF T$E E;E)T%E OMM%TTEE not $A%RMA" OFT$E E;E)T%E OMM%TTEE

"0line ajor#

ESTA7L%S$%"( T$E OR&ER OF PR%OR%T%ES FOR %MPLEME"TAT%O" OF AOMP)TER%6E& )STOMS SSTEM

not

ESTA7L%S$%"( T$E OR&ER OF PR%OR%T%ESFOR %MPLEME"TAT%O" OF A OMP)TER%6E& )STOMS SSTEM



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Ma9or Si,e $ea,i*gs

ajor side headings are used in all three formats: narrati%e, outline !"ormat$'t(le$Head#ng3*Maor$Appl(& and numbered outline !"ormat$'t(le$Head#ng ,$Appl(&. $hey are used asbreakdowns under a center head or as the first breakdown when there is no center head. /ach

le%el of headings re&uires at least two headings. 1ou cannot di%ide a chapter into major sideheadings and ha%e = heading. 1ou must ha%e or more. $his rule applies to all headings andsymbols in all forms "two0item rule#.

ajor side headings start at the left margin. Dike most headings, major side headings arecapitali6ed, in boldface, and left justified.

'deally, a major side heading should be only = line long, measuring about to inches. 't is, ofcourse, not always possible to do this. 'f the major side heading is longer than = line, edit it sothat only the key words are used.

7eadings longer than = line should be a%oided. -ords should not be broken in a major sideheading.



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Exhibit 3-


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Mi*or Si,e $ea,i*gs

inor side headings are used as breakdowns under a major side heading in the narrati%e andoutline formats. $hey may be sentences "as illustrated opposite#, words or phrases.

inor headings may be either unnumbered !"ormat$'t(le$Head#ng /* M#nor$Appl(&or numbered!"ormat$'t(le$Head#ng 0*M#nor Numb$Appl(&in the narrati%e format. -hiche%er you select, beconsistent, that is, all unnumbered or all numbered. $he initial letter of e%ery word is capitali6ed"initial capped# e(cept for articles, conjunctions and prepositions, as shown below.

7rea8 Li*e


a and tothe if at

but on

inby

inor headings, like most headings, are done in boldface. *o final punctuation is used unless theminor is written as a &uestion "which is rare#. -ords may be broken at the end of minorheadings. inor headings, like all headings, are not right justified.

La=o+t of +**+mbere, mi*or hea,i*g. An unnumbered minor heading starts at the leftmargin. 't continues to the right margin if necessary and may be continued onto additional lines.8ubse&uent lines are all blocked under the first line.

La=o+t of *+mbere, mi*or hea,i*g. $he number of a numbered minor heading is typed at the

left margin. $he first word begins spaces after the period after the number. $he minor e(tendsto the right margin if necessary, and additional lines are blocked under the first word of the firstline.



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Exhibit 3->: Lea,-i* a*, Lists! "arrati#e Format

Example of Lea,-i*

?e0h Rep+bli0. Barents Group assisted the 96ech 8a%ings Bank to design and implementoperations and procedures for managing the banks mutual funds. 7a%ing the largest sa%ings basein the country prior to pri%ati6ation "appro(imately @ percent of the countrys retail sa%ings#, and

gi%en its strong position in the financial sector, the bank became the manager of the largest mutualfund for pri%ati6ation %ouchers in the 96ech Republic.

Examples of Lists

embers of the 'nternational /conomics Practice ha%e worked in a large number of countries,including:

Bangladesh,

Bhutan,

Boli%ia,

Bulgaria,

9anada,

9hina,

9olombia,

96ech Republic,

/gypt, and

/l 8al%ador.

'n our e(perience we ha%e:

analy6ed current structures and administrati%e systems in detail!

de%eloped computeri6ation plans for go%ernments!

performed feasibility studies for go%ernment computeri6ed applications!

computeri6ed re%enue collection, budgeting, accounting, and financial management systems!

and

de%eloped ta(ation, budgeting, accounting, and treasury systems.



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Lea,-i*

A lead0in may be used to subdi%ide a minor heading, whether numbered or unnumbered. Dead0insmay also be numbered or unnumbered. 't is called a lead0in because it is actually part of theparagraph. 't is in boldface and ends with a period.

Breakdowns below the le%el of lead0in are unusual, but sometimes necessary. $his le%el willappear in the table of contents. $he breakdowns are shown briefly below.

a. Se0o*,-le#el lea,-i*!"ormat$'t(le$Lead1#n$Appl(&. $he indentation under a numberedminor or a numbered lead0in is usually identified by a lower0case letter!"ormat$'t(le$Lead1#n Alp+a$Appl(&. 'f a number prefaces it, use !"ormat$'t(le$Lead1#nNumb$Appl(&.

b. A lead0in is always typed lower0case and is always part of the paragraph.

A diamond list after a second0le%el heading !"ormat$'t(le$D#amond 'e2 Le$Appl(&must be placed at the second indent "=.> mmJ=) inch&from the left margin# for alist that is single spaced.

5or a list that is double spaced, use !"ormat$'t(le$D#am 'e2 D'$Appl(&.

A third indent with an open diamond is occasionally permitted when there is no

easy way to a%oid it! !"ormat$'t(le$pen D# 4+#rd$Appl(&for a single0spaced listor !"ormat$'t(le$pen D# 4+#rd D'$Appl(&for a double0spaced list.

't starts =@. mm ")< inch# from the left margin.

Lists

Dists are set out by solid diamonds !"ormat$'t(le$D#amond L#st$Apply&as shown on page 0=+.$hey are flush left. 't is %ery important that all of the items in a list be parallel in structure! fore(ample, they should either be all nouns, all phrases, or all sentences. 'f some of the items are lines or longer, double space the entire list !"ormat$'t(le$D#am L#st D'$Apply&. 'f the list ofitems is %ery short or %ery long with short items, single space the entire list "see list of countrieson opposite page#.



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Exhibit 3-@: Sample Page! O+tli*e Format

1. $APTER T%TLE

'n the outline format, a chapter is usually introduced by a paragraph, like this one. therwise

there are no paragraphs in this format. Fnlike the narrati%e format, the outline format is not rightjustified.

MA'OR S%&E $EA&%"(

ajor side headings may be used as breakdowns under a chapter title.

-ith rare e(ceptions, e%ery item in the outline format starts with a symbol ? a solid diamond,

an open diamond, a long dash, or a short dash.

-ith few e(ceptions, each indentation consists of a single sentence.

? $his long dash is the second le%el of indention.

$he third le%el of indentation is the short dash.

$e(t following a major side heading must follow the indentation scheme and carry the proper

symbols! narrati%e paragraphs appear only beneath new chapter titles.

Mi*or $ea,i*g

inor headings are used essentially as described for the narrati%e format.

inors can be numbered or unnumbered! howe%er, they should not both be used in the

same chapter because they would conflict with the indentation scheme.

? 'f it is necessary to use both numbered and unnumbered minors in the same chapter,the numbered minors would replace the solid diamond le%el.

Lea,-i*. $his de%ice may be used at any of the four le%els, but all lead0ins in a

section must carry the same symbol.

*ote: $his sample page does not follow the two0item rule, due to space limitations.



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O)TL%"E FORMAT

'n the outline format, each chapter has a title. /ach chapter also begins with an introductoryparagraph, as shown on the opposite page. therwise there are no paragraphs. /%ery sentence

should be preceded by a symbol: a solid diamond, an open diamond, a long dash, or a short dash.

Template

$he icrosoft -ord template for portrait layout !"#le$Ne%$bgout.dot&and for landscape layout!"#le$Ne%$bgoutls.dot&will automatically adjust margins and spacing, and format the differentheading paragraph styles, as e(plained in detail in this section.

/(hibit 0@ shows all of the different characteristics embedded in the bgout.dot and bgoutls.dottemplates.

$ea,i*gs

$he types of headings that may be used in the outline format are:

chapter titles !"ormat$'t(le$Head#ng )*C+apter$Appl(&,

major side headings !"ormat$'t(le$Head#ng ,*Maor$Appl(&* and

unnumbered minor headings !"ormat$'t(le$Head#ng 3*M#nor$Appl(&.

Dead0ins may also be used, but they must be combined with the diamond0dash indentationscheme, just as they are combined with paragraphs in the narrati%e format.

%*,e*tatio*s

$he typing is blocked as follows:

A solid diamond "# at the first le%el is flush left, with the te(t blocked +. mm J=) inchI from the left margin#, with te(t

blocked =)< inch in from the long dash !"#le$'t(le$Long Das+$Appl(&.

A short dash "K# is at the third indent "=@. mm J)< inchI from the left margin#, with the te(t

blocked +.


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Exhibit 3-1: Sample Page! O+tli*e Format! La*,s0ape La=o+t

1. $APTER T%TLE

'n the outline format, each chapter has a title. /ach chapter also begins with an introductory paragraph like this one. therwise, thereare no paragraphs in the outline format.

MA'OR S%&E $EA&%"(

ajor side headings may be used as breakdowns under a chapter title.

-ith rare e(ception, each item in the outline format starts with a symbol "solid diamond, open diamond, long dash or short

dash#! each item consists of a single sentence.

? $his long dash is the second le%el of indentation since the solid diamond is flush left.

$he third le%el of indentation is a short dash.

inor 7eading

inor headings are used essentially as described for the narrati%e format.

inors can be numbered or unnumbered! howe%er, they should not both be used in the same chapter because they would

conflict with the indentation scheme.

? 'f it is necessary to use both numbered and unnumbered minors in the same chapter, the numbered minors would replace thesolid diamond le%el of the outline format.

Lea,-i*. $his de%ice may be used at any of the four le%els, but all subheadings in a section must carry the same symbol.

*ote: $his sample page does not follow the two0item rule due to space limitations.



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Pagi*atio* a*, Refere*0e "ames

$he first page of e%ery chapter in the outline format is numbered. As with the narrati%e format,page numbers are centered in the footer, with an arabic numeral for the chapter joined by ahyphen to an arabic numeral for the page, for e(ample mm "=) inch# for the bottom of the page. $he bgoutls.dottemplate!"#le$Ne%$bgoutls.dot&will automatically adjust your document to these measurements.

R+les for Reports 2ith a La*,s0ape Orie*tatio*

As shown on page 0, the same margins used in the reports bound on the @ mm "==0inch#side "portrait orientation# apply to reports bound on the = mm ">0=) inch# side. $he chaptertitle is centered at the top of the page, with < points abo%e and = points below when the reportis to be done hori6ontally "landscape orientation#. 1ou can automatically place the chapter title atthese measurements !"ormat$'t(le$Head#ng )*C+apter$Appl(&.



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Exhibit 3-11: &i#i,er Page! O+tli*e Format

. &%RET %MPAT OF T$E PAT%E"T PROTET%O" AT O"EMPLOER! EMPLOEE! A"& (OER"ME"T E;PE"&%T)RES

OSTS TO PR%ATE EMPLOERS

OSTS TO EMPLOEES

OSTS TO STATE (OER"ME"T

OSTS TO LOAL (OER"ME"T



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n all subse&uent pages of a chapter, typing begins on line = with the te(t ideally ending online >.

5or a hori6ontal report, the right and left margins are set at ;.+< mm "= inch#. Page numbers arecentered in the footer, =.> mm "=) inch# from the bottom of the page. $he bgoutls.dottemplate !"#le$Ne%$bgoutls.dot&will automatically adjust your document to these measurements.

&i#i,er Pages

/ach chapter in an outline report is preceded by a di%ider page. A period is used between thearabic numeral and the title of the chapter. $he chapter title should be set up on the di%ider pagee(actly as it appears on the first page of te(t "including the same line breaks if it is more than oneline#. $he title should be in boldface. 'f the title is more than two lines long, it is single spaced.

'n the outline format, the di%ider page contains the title of the chapter followed by a soliddiamond list of the major side headings. As shown on the opposite page, a one0line title is spacedat the %isual center, or centered on the page !"#le$Page 'etup$La(out$8ert#2al Al#gnment

Center&. $he longest line of the solid diamond list is centered under the title with the other linesblocked abo%e or below it. $he first solid diamond is placed on the fourth line below the title.2iamond points are double spaced. 'f the list of diamonds is long, single space them.

"7int: An easy way to produce di%ider pages for the outline report is to create them in a separatedocument, one di%ider page after another since they are not paginated. Fse the bgout.dottemplate !"#le$Ne%$bgout.dot&in order to access the diamond list.#

+$his placement is referred to as the 3%isual center4 because, to most people, a title typed at the e(actcenter of a page looks too low.



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Exhibit 3-1: hapter Titles o* &i#i,er Pages! O+tli*e Format

=0line $itle: . PROPOSE& PLA" OF AT%O"

0line $itle: 5. E$%LES FOR F%EL& A(E"TS A"& MA"A(ERS A"&RE()LAT%O"S FOR EMPLOEE LEAS%"(

0 line $itle:. &%RET %MPAT OF T$E PAT%E"T PROTET%O" AT O"

EMPLOER! EMPLOEE A"&(OER"ME"T E;PE"&%T)RES %" T$E STATE

Better0looking Hersionof the 8ame0line $itle:

. &%RET %MPAT OF T$E PAT%E"T PROTET%O" AT O"EMPLOER! EMPLOEE A"& (OER"ME"T

E;PE"&%T)RES %" T$E STATE



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hapter Titles

$he opposite page illustrates the setups for chapter titles of =, , and lines in the outline format.

A chapter title !"ormat$'t(le$Head#ng )*C+apter$Appl(&is placed on the first page of a chapter.

$he chapter title spacing is set at < points abo%e and = points below. 2o not add e(tra linesbetween the chapter title and the te(t that follows it.

$he chapter title is centered, typed in full caps, is in boldface and is preceded by an arabicnumeral, a period, and spaces.

'deally, a 0line title should be set up as a pyramid or an in%erted pyramid 00 that is, either the firstline or the last line should be the longest 00 only rarely the middle line. $he 0line title on page 0< e(emplifies this guideline.

Generally, chapter titles should be broken before articles and after prepositions or conjunctions, as

shown below.

7rea8 Li*e


a and tothe if at

but onin

by

An outline chapter title should be typed e(actly as it appears on the chapter di%ider page. 'f the

table of contents is generated automatically, it will copy the chapter title e(actly as it is worded inthe chapter.

"7int: -hen you need to break up a title, hold down the shift key while you press /nter. $hiswill enable the entire title to appear in the table of contents if the automatic table of contentsgeneration function in -ord is used.#



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Exhibit 3-13: Ma9or Si,e $ea,i*gs! O+tli*e Format

"=0line ajor#

PROPOSE& TEAM not PROPOSE&TEAM

$A"(E MA"A(EME"T not $A"(E MA"A(E- ME"T

"0line ajor#

ESTA7L%S$%"( PR%OR%T%ES TO %MPLEME"T A RE%SE& OMP)TERPLATFORM FOR T$E )STOMS &EPARTME"T

not

ESTA7L%S$%"( PR%OR%T%ES TO %MPLEME"T A RE%SE& OMP)TER

PLATFORM FOR T$E )STOMS &EPARTME"T



27/50


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Exhibit 3-1: Mi*or Si,e $ea,i*g! O+tli*e Format

"Fnnumbered 8entence inor#

A 2ell-,esig*e, Appli0atio* S=stem a* S+pport M+ltiple &eli#er= ha**els 2ithMargi*al &e#elopme*t Effort



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Mi*or Si,e $ea,i*gs

inor side headings are used in both narrati%e and outline formats. inor side headings in theoutline format !"ormat$'t(le$Head#ng /*M#nor$Appl(&may be sentences "as shown on page0>#, words, or phrases.

nly unnumbered minors should be used in the outline format because numbered minors create aconflict with diamonds. 'f numbered minors must be used, they would take the place of the soliddiamond !"ormat$'t(le$Head#ng /* M#nor Numb$Appl(&. $he initial letter of e%ery word iscapitali6ed e(cept for articles, conjunctions, and prepositions, as listed below.

7rea8 Li*e


a and tothe if at

but oninby

inor headings, like all headings, are done in boldface. *o final punctuation is used unless theminor is written as a &uestion "which is rare#. -ords may be broken at the end of a line in minorheadings.

A minor heading starts at the left margin. 't is not right justified. 't continues to the right marginif necessary, and may be continued onto additional lines. 'n the outline format, the te(t is notright justified. 8ubse&uent lines are blocked on the left under the first line.

Lea,-i*

$his de%ice may be used at any of the three basic le%els of indentation, but all lead0ins in a sectionmust carry the same symbol.



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Exhibit 3-15: Sample First Page of a hapter! "+mbere, Format

1. $APTER T%TLE BF%RST-LEEL $EA&%"(C

'n the numbered format, each chapter has a title. /ach chapter also begins with an introductory

paragraph like this one. $his format uses major side headings and minor side headings, but theyare called le%els as noted on this page. $he numbered format has fi%e le%els and also uses lead0insand diamond lists.

1.1 SEO"&-LEEL $EA&%"(

8econd0le%el headings are used as the first breakdown under the chapter title.

1.1.1 Thir,-le#el $ea,i*g

$hird0le%el headings are used as breakdowns under a second0le%el heading.

1.1.1.1 Fo+rth-le#el $ea,i*g

$his may be used to subdi%ide a third0le%el heading. De%els one through four will appear in thetable of contents.

1.1.1.1.1 Fifth-le#el $ea,i*g

A fifth le%el heading may be used to subdi%ide a fourth0le%el heading.

Lea,-i*. A lead0in is actually part of the paragraph. 't ends with a period. Dead0ins orsymboli6ed indentations may be used below any le%el of heading.

2iamond lists start at flush left.

$hey can be single spaced if the items are short.

*ote: $his sample page does not follow the two0item rule due to space limitations.



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")M7ERE& FORMAT

5or technical proposals and reports, the numbered format may be used. 't enables the writer tooutline information in a %ery detailed way. Because each item may re&uire more detail than a

single sentence will allow "as in the outline format#, the numbered format permits items to ha%emore te(t. At the same time, the numbered format enables the reader to retrie%e information&uickly.

Template

$o create the numbered outline format, use the -ord template bgnumb.dot. 't will automaticallyadjust margins, spacing, and format for the %arious headings described below.

$ea,i*gs

7eadings used in the numbered format go down to the fifth le%el. Any le%el may also be followed

by lead0ins or lists.

9hapter title "first0le%el heading#: !"ormat$'t(le$Head#ng )$Appl(&

8econd0le%el heading: !"ormat$'t(le$Head#ng ,$Appl(&

$hird0le%el heading: !"ormat$'t(le$Head#ng 3$Appl(&

5ourth0le%el heading: !"ormat$'t(le$Head#ng /$Appl(&

5ifth0le%el heading: !"ormat$'t(le$Head#ng 0$Appl(&

$e(t is blocked under headings in the numbered format as illustrated on page 0. 't is fullyjustified.

Dead0ins may also be used, but they must be combined with paragraphs just as they are in thenarrati%e format.

Lists

2iamond lists !"ormat$'t(le$D#amond L#st$Appl(&in the numbered format are usually blocked atthe left margin, with + points between each item, as shown abo%e.



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Exhibit 3-1: &i#i,er Page! "+mbere, Format

3. MET$O&OLO( A"& ASS)MPT%O"S



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$ea,ers a*, Footers

Dong and comple( reports "e.g., with chapters that ha%e C pages# may re&uire headers todenote report and chapter titles on each page. 'f headers are needed, place the report title at leftmargin and chapter title at right margin! they should be italici6ed. 5ooters should appear in most

reports! they are italici6ed and contain the following:

Barents Group DD9: at left margin.

Page number: center. !9lick on E icon at center tab)block page number$5nsert$Page

Number$"ormat$Number "ormat$)*,*3. . . $5n2lude C+apter Number.&

2ate: at right margin. Fpdate the date according to the date the document was sa%ed

!5nsert$"#eld$Date and 4#me$'aeDate&.

2ocument reference name: second line, at right margin, + point font, all caps. nce you sa%e

the document, the reference name will be inserted automatically if you use the bgnumb.dottemplate.

1ou can create the line for the header !"ormat$Border and '+ad#ng$Border)click on the bottomof the Border diagram$l#ne st(le 3$/pt&! for the footer !"ormat$Border$click on the top of theBorder diagram$l#ne st(le 3$/ pt&.

R+les for Reports 2ith a Portrait Orie*tatio*

/(hibit 0=; shows the setup for typing the first page of a chapter of a numbered report that isdone in portrait orientation. $he chapter title is centered at the top of the page, with < pointsabo%e and = points below. 1ou can automatically place the chapter title at these measurements

!"ormat$'t(le$Head#ng )$Appl(&. n all subse&uent pages of a chapter, typing begins on line =with the te(t ideally ending on line >. $he bgnumb.dot template automatically sets thesemargins.

&i#i,er Pages

/ach chapter of a report is preceded by a di%ider page. $he chapter title is preceded by an arabicnumeral, a period, and spaces. $he title should be set up on the di%ider page e(actly as itappears on the first page of te(t "including the same line breaks if it is more than one line#. $hetitle should be in boldface. 'f the title is more than two lines long, it is single spaced. $he di%iderpage shows only the title of the chapter. As shown on page 0, a one0line title is spaced at the%isual center, or centered on the page !"#le$Page 'etup$La(out$8ert#2al Al#gnment Center&.

$ype in the title and press /nter ; times after the title to create a %isual center.

"7int: An easy way to produce numbered format di%ider pages is to create them in a separatedocument, one di%ider page after another since they are not paginated.#

$his placement is referred to as the 3%isual center4 because a title typed at the e(act center of a page lookstoo low.



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Exhibit 3-1


35/50

hapter Titles BFirst-le#el $ea,i*gC

$he opposite page illustrates the setups for chapter titles of =, , and lines in the numberedformat.

A chapter title !"ormat$'t(le$Head#ng )$Appl(& is placed on the first page of a chapter. $hechapter title spacing is set at < points abo%e and = points below. 2o not add e(tra linesbetween the chapter title and the te(t that follows it.

$he chapter title is centered, typed in full caps, is in boldface, and is preceded by an arabicnumeral, a period, and spaces.

'deally, a 0line title should be set up as a pyramid or an in%erted pyramid 00 that is, either the firstline or the last line should be the longest 00 only rarely the middle line.

Generally, chapter titles should be broken before articles and after prepositions or conjunctions,

"see below#.

7rea8 Li*e


a and tothe if at

but onin

by

*ote, the 0line illustration opposite, howe%er, where the second 3and4 has been put on the

second line for better appearance and easier reading.

A chapter title should be typed e(actly as it appears on the di%ider page. 'f the table of contents isgenerated automatically, it will copy the chapter title e(actly as it is worded in the chapter.

"7int: -hen you need to break up a title, hold down the shift key while you press /nter. $hiswill enable the entire title to appear in the table of contents if you use the automatic table ofcontents generation function in -ord.#



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37/50

Se0o*,-le#el $ea,i*gs

8econd0le%el headings !"ormat$'t(le$Head#ng ,$Appl(&are the breakdowns under chapter titles./ach le%el of heading re&uires at least two headings. 1ou cannot di%ide a chapter into second0le%el headings and ha%e = heading. 1ou must ha%e or more. $his rule applies to all headings.

8econd0le%el headings are created by adding a period, another arabic numeral to the number, and spaces "for e(ample, =.=#. 8econd0le%el headings start at the left margin, are typed in full caps,and are boldface.

$he chapter title and the first second0le%el heading should be separated by at least one paragraphof te(t. $he chapter title "which is the first0le%el heading# and second0le%el headings may be puton the same page.

$he opposite page illustrates the setups for second0le%el headings on = or lines. As shown, thesecond0le%el heading is at the left margin, not justified, and in boldface. Dines in second0le%elheadings generally should be broken before articles and after prepositions or conjunctions, "see

below#.

7rea8 Li*e


a and tothe if at

but onin

by

"7int: -hen you need to break up a title, hold down the shift key while you press /nter. $his

will enable the entire title to appear in the table of contents.#



38/50

Exhibit 3-1@: Thir,-le#el $ea,i*gs! "+mbere, Format

"=0line, $hird0le%el 7eading#

1.1.1 Sales Ma*ageme*t 2ea8*ess not 1.1.1 Sales Ma*age-

me*t 2ea8*ess

1..1 The Exe0+ti#e ommittee not 1..1 The Exe0+ti#eommittee

"0line, $hird0le%el 7eading#

.3.1 Establishi*g Priorities for %mpleme*tatio* of a omp+teri?e, +stoms S=stem i* the%mmigratio* &epartme*t

not

.3.1 Establishi*g Priorities for %mpleme*tatio* ofa omp+teri?e, +stoms S=stem i* the %mmigratio* &epartme*t



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Thir,-le#el $ea,i*gs

$hird0le%el headings !"ormat$'t(le$Head#ng 3$Appl(& are the breakdowns under second0le%elheadings. $hey are created by adding a period, another arabic numeral to the number, and spaces "for e(ample, =.=.=#. $hird0le%el headings start at the left margin and are in boldface. $hesecond line is blocked under the te(t of the first. $he initial letter of e%ery word is capitali6ed

e(cept for articles, conjunctions, and prepositions, as listed below.

7rea8 Li*e


a and tothe if at

but onin

by

*o final punctuation is used unless the third0le%el heading is written as a &uestion "which is rare#.

$he opposite page illustrates the setups for third0le%el headings on = or lines. As shown, thethird0le%el heading is at the left margin, not justified, and in boldface. Dines in third0le%el headingsgenerally should be broken after prepositions or conjunctions and before articles "see below#.

"7int: -hen you need to break up a title, hold down the shift key while you press /nter. $hiswill enable the entire title to appear in the table of contents if you use the automatic table ofcontents generation function in -ord.#



40/50

Exhibit 3-: Fo+rth-le#el $ea,i*gs! "+mbere, Format

"=0line, 5ourth0le%el 7eading#

1.1.1.1 %*ter*al M%S Feat+res

"0line, 5ourth0le%el 7eading#

..3.1 F+*0tio*al ReD+ireme*ts for the omp+teri?atio* of the +stoms A,mi*istratio*

S=stem for the (o#er*me*t of El Sal#a,or



41/50


42/50

Exhibit 3-1: Fifth-le#el $ea,i*gs a*, Lists! "+mbere, Format

Fifth-le#el $ea,i*g

1.1.1.1.1 Protot=pe A00o+*ts Re0ei#able Mo,+le

Barents Group is aware of some of the current difficulties in Lamaica for identifying and tracking

large o%erdue ta( cases. Barents Group proposes to implement the $A98 Account Recei%ablemodule in order to pro%ide immediate computeri6ed access to three large o%erdue ta(payeraccounts.

Lists

$he computer system must be able to track cases of the following types:

delin&uency "non0filers, late filers, short payers, non0payers#,

collections "past due disabilities#,

audit, and

appeals.

0or0

'n our e(perience we ha%e:

=. analy6ed current structures and administrati%e systems in detail!. de%eloped computeri6ation plans for go%ernments!. performed feasibility studies for go%ernment computeri6ed applications!


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Fifth-le#el $ea,i*gs

5ifth0le%el headings !"ormat$'t(le$Head#ng 0$Appl(& are the breakdowns under fourth0le%elheadings. $hey are created by adding a period, another arabic numeral to the number, and spaces "for e(ample, =.=.=.=.=#. 5ifth0le%el headings start at the left margin and are in boldface.

$he opposite page illustrates the setups for fifth0le%el headings.

Breakdowns below the fifth le%el are unusual, but sometimes necessary. $he fifth le%el andsubheadings below it will not be appear in the table of contents. $hese breakdowns are shownbriefly below.

=. Se0o*,-le#el lea,-i*!"ormat$'t(le$Lead1#n$Appl(&. $he indentation under a numberedminor or a numbered lead0in is usually identified by a number or a bullet.

. A lead0in is always typed lower0case and is always part of the paragraph.

A diamond list after a second0le%el heading !"ormat$'t(le$D#am 'e2 Le$Appl(& mustbe placed at the second indent "=.> mm J=) inchI from the left margin#.

A list can contain single word items, phrases, or sentences, but the structure should be

consistent, that is, all single word items or all phrases, or all sentences.

A third indent with an open diamond !"ormat$'t(le$pen D#am 4+#rd&is

occasionally permitted when there is no easy way to a%oid it.

$his third indent starts =@. mm ")< inch# from the left margin.

Lists

'n the numbered format, lists can be preceded by solid diamonds !"ormat$'t(le$D#amondL#st$Appl(&as shown on /(hibit 0=, or by numbers. $hey are flush left. 't is %ery importantthat all of the items in a list be parallel in structure, that is, they should either be single worditems, all phrases or all sentences. 'f some of the items are lines or longer, double space theentire list !"ormat$'t(le$D#am L#st D'$Appl(&. 'f the items are short, single space the entire list.

5or a numbered list use !"ormat$'t(le$NumbL#st$Appl( or "ormat$'t(le$NumbL#st D'&.

*ote: 'tems in lists should not end with punctuation unless they are sentences. 'f a list ispreceded by a colon, the last item should close with a period.



44/50



45/50

Exhibit 3-: Format $elp Sheet for "arr.,ot a*, "arrls.,ot Templates

"ame of F+*0tio* St=le "ame Properties

Deft , Right, Bottomand $op argins

00 ;.+< mm "=4# from side of page

9hapter $itle 7eading =,9hapter Bold, a ll caps, centered, preceded by arabic number, period,and spaces, < pts. abo%e, = pts. below

9enter 7ead 7eading ,9enterhead

Bold, all caps, centered, preceded by cap. letter, period, and spaces, < pts. abo%e, = pts. below

ajor 8ide 7eading 7eading ,ajor Bold, all caps, left justified, => pts. abo%e, = pts. below

inor 8ide 7eading-ithout *umbers

7eading


46/50

Exhibit 3-3: Format $elp Sheet for O+t.,ot a*, O+tls.,ot Templates


Deft , Right, Bottomand $op argins

00 ;.+< mm "=4 # from side of page

9hapter $itle 7eading =,9hapter Bold, a ll caps, centered, preceded by arabic number, period,and spaces, < pts. abo%e, = pts. below

ajor 8ide 7eading 7eading ,ajor Bold, all caps, left justified, => pts. abo%e, = pts. below

inor 8ide 7eading 7eading ,inor Bold, left justified, initial caps, = pts. abo%e, = pts. below

2iamond Dist 2iamond Dist Deft justified, preceded by solid diamond, hanging indent +.


47/50

Exhibit 3-: Format $elp Sheet for "+mb.,ot Template


Deft , Right, Bottom and$op argins

00 ;.+< mm "=4 # from side of page

9hapter $itle "5irst0le%el7eading# 7eading = Bold, all caps, centered, preceded by arabic number, period,and spaces < pts. abo%e, => pts. below

8econd0le%el 7eading 7eading Bold, chapter number followed by period and nd0le%el number"=.=#, hanging indent =.> mm ".;4#, left justified, all caps,= pts. abo%e, = pts. below

$hird0le%el 7eading 7eading Bold, chapter number followed by period, nd0le%el number,period and rd0le%el number "=.=.=#, hanging indent .;+4, leftjustified, all caps, = pts. abo%e, = pts. below

5ourth0le%el 7eading 7eading < Bold, chapter number followed by period, nd0le%el number,period, rd0le%el number, period and


48/50



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7. OT$ER REPORTS

ther reports may take the form of a letter that circulates outside the organi6ation or areport that circulates within Barents Group. $hey may resemble the format of a formalreport, but they are generally shorter and do not include all elements of a formal report.

ther reports can be di%ided into three types: the letter report, general report, anddemonstrator report.

LETTER REPORT

A letter report is simply a narrati%e report in the form of a letter. "8ee instructions forletters in 9hapter .# Page numbers are put at the top of each page after the first, alongwith the addressees name and the date. 9enter heads are ne%er used in a letter report. 'fthe document is long enough to need center heads, it should not be in the form of a letterreport. therwise, use the standard major and minor side headings and diamond lists.

(E"ERAL REPORT

$he general report format is used for reports that are not long enough to warrant formaltreatment, or for reports of any length that should be clearly differentiated from finalreports. $ypical e(amples of this category are interim or progress reports.

Titles a*, hea,i*gs. A general report in narrati%e format carries its title "and usually theclients name# on the first page of te(t as well as on the title page, and the setup "linebreaks# of the copy is e(actly the same for both pages. 'f the report is brief, it is usuallysubdi%ided only by major and)or minor side headings. 9enter heads, if used, designate3sections4 "not chapters# and are identified by capital letters "not arabic numerals#.

Str+0t+re. A general report in outline format is rare. 'ts structure typically resemblesthat of a chapter in a formal outline report, e(cept that it should begin with a page ofnarrati%e, headed by the title "and usually the clients name#, as described abo%e. $hispage should also identify all of the section heads to be used subse&uently.

Pagi*atio*. Pages of a general report "whether narrati%e or outline# are usuallynumbered consecuti%ely throughout. /ach page after the first "e(cept di%ider pages, ifthey are used# bears an arabic numeral at the bottom.

&EMO"STRATOR REPORT

$he term 3demonstrator4 is used to describe a report in which the emphasis is on thee(hibits. 'f a report is printed double0sided, an e(hibit and the accompanying te(t will beon facing pages. $he actual format of the te(t may be narrati%e, outline, or the way youwould set up te(t for a slide "see Presentations, 9hapter


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$his document is an e(ample of a demonstrator report.

chapter 3- template

Documents