Guidelines for Organizational Study Report Preparation R3

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GUIDELINES FOR

ORGANIZATIONAL STUDY REPORT PREPARATION

Doc No. : SSTM-MBA-002

Issue Date : 31.03.2013

Revision : III

SCMS SCHOOL OF TECHNOLOGY AND MANAGEMENT

ALUVA, COCHIN, KERALA-683106


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Pratap Nagar, Muttom, Aluva

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GUIDELINES FOR ORGANIZATIONAL STUDY REPORT PREPARATION

CONTENTS

1. GENERAL

2. GUIDELINES FOR STUDENTS

3. COMPONENTS OF THE OS REPORT

4. OS REPORT PREPARATION FORMAT

4.1. Cover Page and Title Page

4.2. Bonafide Certificates

4.2.1.Directors and Internal Guides Certificate

4.2.2.The company Certificate

4.3. Declaration by the student

4.4. Acknowledgement

4.5. Executive summary

4.6. Table of Contents

4.7. List of Figures

4.8. List of Tables

4.9. Report Body

5. BIBLIOGRAPHY

Prepared by : Santhosh.S Issue Date : 31.03.2013

Approved by : Dr. Radha P Thevannoor Approval Date : 31.03.2013


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1. GENERAL

This document is prepared with an intention to provide broad guidelines to the MBA students

of SSTM, in the preparation of their Organizational study report. The Organizational Study

(OS) report shall present in a systematic and professional manner, the details of the study

carried out by the student in the organization where they are deputed as part of the MBA

degree course.

2. GUIDELINES FOR STUDENTS

2.1.The OS report must be hard bound using light blue art work paper with the title page

printed in black colour and the college logo in colour. No borders or fancy decorations

are to be provided on the cover page or the title page or anywhere in the project report.

2.2.The report must be neatly typed on one side of good quality ( Bond paper quality) A4

size sheet paper

2.3.Three copies of the report must be prepared and submitted, duly signed by the Internal

Faculty Guide.

2.4. The report must be submitted to the office on the dates specified for submission

2.5.Font

The general text should be typed in Times New Roman Font, Regular Font Style,

12 Font size and justified with one and half line spacing.

Headings and Sub headings should be typed in font Times New Roman, font Style

Bold, with font size 14 and 12 respectively.

2.6.Margins

The report must have a consistent margin of at least 1.5 inches at the left and 1 inch atthe top, bottom, and right edges of the pages. No page should have any kind of border

or decorations.




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2.7. Spacing

The report body must have a line spacing of 1.5. Single spacing may be used for

footnotes, endnotes, charts, graphs, quotations, captions, Titles etc.

2.8.Numbering of pages

All pages of the report body including bibliography and annexure should be

numbered using Arabic numerals of 12 font size. Page numbers shall be placed at the

bottom right of the page one inch above the bottom edge of the page.

2.9.Numbering of Topics, sub topic and sub divisions in a chapter

Arabic numerals shall be used for numbering the topics, sub topics and subdivisions

in a chapter. Subtopics and sub divisions should be numbered using the decimal

notation. For example Sub topic 3 in Topic 2 coming in chapter 4 would be numbered

as 4.2.3. The title for the sub topic should immediately follow the number.

3. COMPONENTS OF ORGANIZATIONAL STUDY REPORT

The OS report should have the following components, all arranged and bound in the

sequence given below

1. Cover Page

2. Title Page

3. Bonafide Certificate

Issued by the Director

Issued by the Internal faculty guide

Certificate from the organization where the study was conducted by the student.

4. Declaration by the student

5. Acknowledgement

6. Executive Summary

7. Table of Contents

8. List of Figures




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9. List of Tables

10. Report Body

11. Bibliography

12. Annexure

4. OS REPORT PREPARATION FORMAT

4.1.Cover Page & Title page: The cover page and the title page should strictly be as per the

prescribed format. The font should be black in colour and the college logo should be in

colour. Include the Title page in pretext page count, but do not place a page number on

it. A Specimen copy of the cover page and Title page is given in the Annexure I

4.2. Bonafide Certificates: The Project report shall have 3 bonafide certificates, The

Certificate from the Director, the Internal faculty guide and a certificate from the

organization where the researcher had done the project work. Include the certificate

pages in the pretext page count but do not place the page number on the certificate

pages.

4.2.1.Directors & Internal Guides Certificate : The Bonafide certificates of

Director and the internal guide shall be in Double line spacing using Times New

Roman Style font and font size 14. A Specimen copy of the Directors certificate

and the Internal faculty guides certificate is given in Annexure II and

Annexure III respectively.

4.2.2.The Company Certificate: The report should include the original certificate

from the organization where the researcher has conducted the project work. The

certificate should be preferably on the company stationary and should include the

following details

The name of the company with address.

Name and Designation of the authorized signatory of the organization issuing

the certificate.




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Office seal of the organization.

The name and registration number of the student who had conducted the study

with duration (The date of commencement of the study to the date of

completion of the study may be specified. The duration of the study as

specified in the certificate should not be less than one month as prescribed by

the university)

See Annexure X for a sample certificate from the company

4.3. Declaration by the student.

Declaration by the student as per the format presented in Annexure IV shall be

included in the project report. Declaration shall be in Double line spacing using Times

New Roman Style font and font size 14.This page should be included in the pretext

page count but the page number should not be placed on it.

A specimen declaration by the student is given in Annexure IV.

4.4. Acknowledgment

A brief acknowledgement not exceeding one page shall be made by the student

expressing their gratitude towards all those who have helped him in his project work.Acknowledgement shall in 1.5 spaced with font Times New Roman and font size of

12, Regular font style. This page is to be included in the pretext page count and the

Page number, in lower case Roman numeral, should be placed at the bottom left of the

page.

4.5. Executive Summary:

The executive summary should be a maximum of one page synopsis of the study

report with 1.5 line spacing using Times New Roman font style with font size 12. This

page is to be included in the pretext page count and the Page number, in lower case

Roman numeral, should be placed at the bottom left of the page.




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4.6. Table of contents

Table of contents should list all the material included in the report. Material preceding

the table of contents should also be listed. The cover page, Title page the Bonafide

certificates and the declaration by the student should not carry page numbers and

should not be listed among the items listed in the table of contents. All the other

material preceding the report body and listed in the table should have page numbers in

lower case roman numerals. All the matter presented under this head should be one

and a half line spacing using times new roman font style with a font size of 14.

The pages for Table of contents should be included in the pretext page count but

should not carry the page number.

A specimen table of contents is given in Annexure V

4.7. Figures

All non numerical data or any other illustrative visual material - for example,

drawings, graphs, photographs, flowcharts, line diagrams etc should be labeled as

figures, (abbreviated as Fig.). All figures shall carry a suitable title and shall be

numbered as per the format specified below. The figure reference number in should be

followed by a suitable Title in Italics, left aligned and placed below the figure. The

source or any notes of the figure should be given immediately below the figure but

above the title. Line spacing of 1 may be used for notes and figure title.

All figures may be numbered sequentially in the text and referred in the list of figures.

The title used for the figures in the list of figures should be exactly same as the title

used in the main text of the report where these figures appear.

The numbering format to be followed is explained with an example. The first Figure in

chapter 1 should be Fig 1.1, the next figure in the same chapter would be Fig 1.2. Thus

Fig 4.2 would mean the second Figure in chapter 4. Figures in Annexure shall be of

the form Fig A 1.3, meaning 3rd

Figure in Annexure 1.

ReferAnnexure VIII for sample of presentation of figure in the report




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The List of figures should be in tabular form with four columns, with column names as

Sl No., Reference No., Title and Page number. The matter should be in 1.5 line

spacing using Times New Roman font with a font size of 14.

A specimen of the List of figures is given in Annexure VI

4.8. Tables

All data presented in tabular form shall be designated as Tables. All tables shall have a

suitable title and shall be numbered as per the format specified below. The table

reference number followed by the title should appear immediately above the table, and

should be centralized.

All tables may be numbered sequentially in the text and referred to in the List of

tables. The title used for the tables should be exactly same as the title used in the main

text of the report where these tables appear. The numbering format to be followed is

explained with an example. The first table in chapter 1 should be Table 1.1, the next

table in the same chapter would be Table 1.2. Thus Table 4.2 would mean the second

table in chapter 4. Tables in Annexure shall be Table A2.3 meaning 3rd

table in

Annexure 2. ReferAnnexure VIII for sample of table presentation in report

The List of tables should be a tabular list with four columns, with column names as Sl.

No., Reference No., Title and Page number. The matter under the list of tables should

be in 1.5 line spacing using Times New Roman font with a font size of 14.

A specimen list of tables is given in Annexure VII

4.9. Report Body

4.9.1. Chapters

The Report body may be broadly grouped into seven chapters.

1.CHAPTERONEINTRODUCTION

1.1.Introduction to the Study

1.2.Scope of the Study




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1.3.Objectives of the Study

1.4.Methodology

1.5.Limitation of the Study

2.CHAPTERTWO - ANALYSIS OF THE BUSINESS ENVIRONMENT

2.1.Analysis of the remote external Environment

2.2.Industry Profile

2.2.1.Global Scenario

2.2.2.Indian Scenario

2.2.3.Regional Scenario

2.3.Industry Analysis

2.3.1.Industry Key Players

2.3.2.Competitor Analysis

3. CHAPTERTHREE- ORGANIZATIONAL ANALYSIS

3.1.Overview of the Organization

3.1.1. Background and History

3.1.2. Company Vision, Mission and Values

3.1.3. Products and Markets

3.1.4. Awards, Recognitions and certifications

3.1.5. Business performances

3.1.6. Strategic Plans Programmes and Long term objectives

3.2.Organization Structure

3.2.1.Corporate structure3.2.2.Business and Departmental structure

3.3.Functional Analysis

3.3.1.MaterialsProcurement and Warehousing

3.3.2.Operations




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3.3.3.Marketing and Sales

3.3.4.Finance

3.3.5.Human Resources

3.4.Organizational Analysis

3.4.1.Key Resources

3.4.2.SWOT Analysis

4.CHAPTER FOUR- OBSERVATION AND CONCLUSION

4.9.2. Citations

All facts opinions or quotations borrowed by the student shall be acknowledged by

citing the sources. Parenthetical referencing may be used to cite references.

Parenthetical Referencing

Give only the information needed to identify a source. Usually the author's last

name and a page reference suffice. ( Authors Last Name page number) eg

(Wordsworth 25)

Place the parenthetical reference as close as possible its source. Insert theparenthetical reference where a pause would naturally occur, preferably at the end

of a sentence. eg. All men are equal, but some men are more equal( Orwell 26).

Information in the parenthesis should complement, not repeat, information given

in the text. If you include an author's name in a sentence, you do not need to

repeat it in your parenthetical statement. eg. Prahlad defines core competencies as

those competencies that organizations leverage across products or markets (35)

Here (35) is the page number in the article written by Prahlad and which is listedin the bibliography.

Electronic and online sources are cited just like print resources in parenthetical

references. If an online source lacks page numbers, print n.p in place of the page




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number in the parenthetical references. If an online source includes fixed page

numbers or section numbering, such as numbering of paragraphs, cite the relevant

numbers.

The Modern Language Associations writing style shall be used to cite references.

5. BIBLIOGRAPHY

Bibilography lists all the books, articles, documents, sources consulted for the study

and also for the preparation of the report. This list provides the information necessaryto identify and retrieve each source that specifically supports the statements made in

the report or which was consulted for the study.

Arrange entries in alphabetical order by authors' last names (surnames), or by title

for sources without authors.

Capitalize the first word and all other principal words of the titles and subtitles of

cited works listed. (Do not capitalize articles, prepositions, coordinating

conjunctions, or the "to" in infinitives.)

Shorten the publisher's name; for example, omit articles, business abbreviations

(Co., Inc.), and descriptive words (Press, Publisher).

When multiple publishers are listed, include all of them, placing a semicolon

between each.

When more than one city is listedfor the same publisher, use only the first city.

Use the conjunction "and," not an ampersand [&], when listing multiple authors

of a single work.

Medium of Publication: All entries must end with the medium of publication. If

it is print then .print. if online source then .web. if it is a CD then .cd rom. or

.DVD. etc.

Pagination: Do not use the abbreviations p. orpp. to designate page numbers.




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Indentation: Align the first line of the entry flush with the left margin, and indent

all subsequent lines (5 to 7 spaces) to form a "hanging indent."

Italics: The major source should be in Italics. If the source is a book then the title of

the book is the major source. If the source is an article from a journal then name of

the journal is the major source and should be in Italics.

See Annexure IX for a sample Bibliography

Examples

Books:

Lastname, Firstname. Title of Book. Place of Publication: Publisher, Year of

Publication. Medium of Publication.

Article in Journals, Magazines, and Newspapers:

Lastname, Firstname of the author. Title of the Article.Name of the Journal/

Magazine or Newspaper. Place of Publication: Publisher, Date of Publication.

Medium of Publication.

Online Sources:

Article from a web site

Lastname, Firstname of the author. Title of the Article,Name of the website. Place

where the site is hosted: Owner of the website, Date when site created. Web.

Information from a company web site

ShortName of the company.Title of the Document,Name of the website of the

company. Place where company head quarter is located: Full name of the company,

Date of the creation of document. Web.




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(ANNEXURE I:A Specimen Copy of the Cover page and Title page)

A

Report on the Study of

< Font style Italics size 14>

THE HINDUSTAN INSECTICIDES Ltd.

ELOOR, KOCHI

Submitted to the

MAHATMA GANDHI UNIVERSITY

In partial fulfillment of the requirements for the award of the degree

of

MASTER OF BUSINESS ADMINISTRATION

Under the guidance of

Dr. DAVID BROWN < 14,Caps >

Professor< line spacing 1.15)

By

Ms. ANAGHA. S

Reg. No:12652


ALUVA, COCHIN, KERALA - 683106


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(ANNEXURE II: A Specimen certificate issued by the Director)



CERTIFICATE

This is to certify that the project report entitled, A study of The Hindustan

I nsecticides L td., Eloor, Kochi , is a bonafide record submitted by Ms. Anagha.S,

Reg No.12632, in partial fulfillment of the requirements for the award of the

Degree of Master of Business Administration during the academic years 2010-

2012.< 14 Italic, line spacing 2.0>

Date : Dr. RADHA P. THEVANNOOR

DIRECTOR


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(ANNEXURE III: A Specimen certificate issued by the Internal Faculty Guide)



CERTIFICATE

This is to certify that the project report entitled, A study of H industan I nsecticides

Ltd, Eloor, Kochi, has been successfully completed by Ms Anagha S, Reg

No.12632, in partial fulfillment of the requirements for the award of degree of

Master of Business Administration, under my guidance during the academic years

2010-2012.< line spacing 2.0>

Date : Dr. DAVID BROWN

ASSOCIATE PROFESSOR


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(ANNEXURE IV: A Specimen Declaration by the Student)

DECLARATION

I, hereby declare that the Organizational study report on The Hindustan

Insecticide is my original work. I further declare that this report is based on the

information collected by me and has not previously been submitted to any other

university or academic body.

Date: ANAGHA S.

Reg. No.12632


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(ANNEXURE V: A Specimen copy of Table of contents)

TABLE OF CONTENTS

CHAPTER

NO.

TITLE

....

PAGE

NO.

ACKNOWLEDGEMENT vi

EXECUTIVE SUMMARY vii

LIST OF FIGURES x

LIST OF TABLES xi

ONE INTRODUCTION

1.1.An Introduction to the Study 1

1.2.Scope of the Study 2

1.3.Objectives of the Study

1.4. Methodology

1.5.Limitation of the study 5

TWO ANALYSIS OF THE BUSINESS ENVIRONMENT

2.1. Analysis of the remote external environment 6

2.2. Industry Profile 7

2.3. Industry Analysis 10

THREE ORGANIZATIONAL ANALYSIS

3.1. Overview of the organization 12

3.2. Organization Structure 16

3.3. Functional Analysis 24

3.4. Organizational Analysis 27

FOUR OBSERVATION AND CONCLUSION


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(ANNEXURE V: A Specimen copy of Table of contents)

CHAPTER

NO.

TITLE

....

PAGE

NO.

BIBLIOGRAPHY 31

ANNEXURE35


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(ANNEXURE VI: A Specimen copy of the list of Figures

LIST OF FIGURES

SL

NO..

FIG.NO TITLE PAGE

NO.

1 1.1 The Coastal line of India 10

2 1.2 Pie chart on population density distribution 12

3 1.3 A Photograph of a tribal family of Andaman 23

4 2.1 Income Versus Propensity to buy graph 24

5 A1.1 Urban population histogram 30

6 A2.1 Photograph of the dealer meet at Coimbatore 31


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(ANNEXURE VIII: A Specimen copy showing tables and figures

LIST OF TABLES

SL NO.. TABLE.NO TITLE PAGE

NO.

1 1.1 The Impact of Climate change on Rabbi Crop yield 10

2 1.2 Income versus Propensity to spend table 12

3 1.3 Powerfactor effect on energy consumption table 23


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(ANNEXURE VIII: A Specimen copy showing tables and figures

Presentation of Table in the report

Table 2.2 Areawise sales figures for the quarter ending 30 september 2011

Sl No. Region Area Sales Rs. ( in Lakhs)

source:Revlon, Inc,Form K-10, p-10

Presentation of figure in the report

source: ITCportal.com

Fig. 2.3. Schematic representation of the Corporate Governance structure


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(ANNEXURE IX: A Specimen copy of Bibliography

BIBLIOGRAPHY

Chattam, Maxim. The Cairo Diary.New York: PanMacmillan, 1996. Print.

De Kooning, Willem.Encyclopaedia Britannica Online. Encyclopaedia Britannica,2008,

Web. 25 Dec 2011.

Escortgroup.com, 2011 Annual Report. The Escorts Goup of Companies., New Delhi: 15

May 2012. Web. 25 Nov. 2012

ITCportal.com. 2012 Annual Report. The Indian Tobacco Company, Chennai: 15 May

2012. Web. 25 Nov 2012

Laing, Jennifer, and Warwick Frost. How Green Was My Festival: Expoloring

Challenges and Opportunities Associated with Staging Green Evants.

International Journal of Hospitality Management29.2(2010): 261-7. Print

Khan M. Y. , P. K. Jain.Financial Management, 5 Edition.New Delhi: Tata McGraw Hill,

2008.Print.

McEvoy, Dermot. Little Books,Big Success.Publishers Weekly 30 Oct. 2006: 26-28.

Print.

Taleb Nicholas, Nassim. The Black Swan. London: Penguin books, 2008. Print.


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(ANNEXURE X: A Specimen copy of Company Certificate

23

w IDBIBANK ltjaa


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(ANNEXURE XI : CHECKLIST FOR PROJECT SUBMISSION

1. SEQUENCE OF DOCUMENTS, CHAPTERS AND TOPICS IN THE REPORT:1.1. Cover pageFont size, Logo not distorted, college address is correct, faculty

designation is correct, no page number1.2. Title pagesame as above

1.3. Directors certificate- Exact text, Spelling, Font , Logo,Directors name, Title is same asthe title in the title page, no page number, 2 line spacing

1.4. Internal faculty guides certificate- Exact text, Spelling, Font, Logo, Name of faculty and

designation, Title same as the title in the title page, no page number, 2 line spacing1.5. Company Certificate- Has company seal, name of candidate, registration no. and

duration of study. ( duration not less than 1 month)..no page number

1.6. Declaration by Student- Exact text, should not have college logo, no page number, 2 line

spacing1.7. Acknowledgement, 1.5 line space times new roman1.8. Executive summary, 1.5 line spacing, summary of the whole study

1.9. Table of contents- Heading 16 bold, entries 14

1.10.List of figures1.11.List of tables.

1.12.ChaptersShould include all the sub topics listed in the guidelines

2. PAGE FORMAT, PAGE NUMBERING & LAYOUT2.1. FontTimes New Roman, Line Spacing1.5, Both sides justified.

2.2. Marginatleast 1.5 left all other margins 1 inch.2.3. Page number bottom Right.2.4. Certificate logo is not distorted and the wording, registration number, name etc are

correct.

2.5. Title page, Certificates and Declaration do not carry page number.2.6. Acknowledgement, Executive summary, Table of Contents, List of Figures and List of

tables have page number and is in lower case Roman numerals. The page number ofAcknowledgement is vi.

2.7. Chapter I onwards upto the last Annexure carries page number and Arabic numerals are

used for page numbers.3. Figures, Tables, List of figures, List of tables

3.1. All figures and tables are sequentially numbered.3.2. Format for figure number and title is Figure No Italics followed by Figure Title Italics

placed below the figure aligned to the left Margin.

3.3. Format for table number and title is Table No. Table Title, placed above the table and is

aligned centrally to the table.3.4. Titles of figures and tables, their page numbers and the title and page numbers

mentioned in their corresponding lists, match.3.5. Citations: parenthetical reference or superscripts with endnotes or footnotes are use to

acknowledge sources.

3.6. Bibliography has a double line spacing between the entries and between two lines of thesame entry.

3.7. Bibliography entries are in Alphabetical order of the author or the Title in case author isnot known.


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(ANNEXURE XI : CHECKLIST FOR PROJECT SUBMISSION

3.8. The second line of the Bibliography entry is tabbed or indented by 5 Spaces from the leftmargin. ( Hanging indentation)

Guidelines for Organizational Study Report Preparation R3

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