Project Drafting

Mechanical Engineering Project

Management
Contents
1. Introduction

2. Types and Parts of the Project

3. Report Preparation

4. Bibliography
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Introduction • Cover: should include the title and identification

reference, the name of the client to whom the project
The outcome of a technical project is embodied in is addressed, the name of the project promoter,
a series of documents, or deliverables, that serve to the geographical location of the project execution.
communicate those results to clients and stakeholders, If applicable, it must also include the name of the
as well as serve as a record and allow their use for legal organization carrying out the project, and the name,
purposes. qualifications and membership data of the project
manager, and the date of completion of the project.
These documents should state clear objectives, show In addition, each page should include the title of
all the hypotheses, tests and data collected, as well as a the project, its reference, the type of document, the
summary of the results, and finally include conclusions. volume to which it belongs, and, if applicable, the
The drafting of these documents must ensure that they page number, the total number of pages, and the
are interpreted correctly, in a concrete and concise date.
manner, with sufficient breadth and detail to determine, • Index: its function is to facilitate the location of the
without the need for clarification, all aspects of interest contents of the project, so it should include a list of
to the addressee, whether they are clients, interested the titles of the contents with the page number on
parties, professional association or the administration. which they are found. In addition, an index of tables,
an index of illustrations, and an index of formulas
This requires a clear, precise language, free of vagueness used in the project can be added.
and ambiguous terms, consistent with the terminology It is recommended that each of the following
used; preferably written in an impersonal form. documents also have its own table of contents.
• Memory: it is the document that justifies the
Types and Parts of the adopted solutions and their adequacy to the
regulations. It must be understandable both for
Project technical professionals and for the client of the
project.
How to draft a typical engineering document will be
explained in this unit. In engineering, three types of It is also composed of:
projects can be distinguished: - Objective: which indicates the objective of the
project and its justification.
• Basic project or preliminary project, which defines
- Outreach: which includes the project's scope of
the general characteristics of a product, work,
application, with emphasis on what is outside
building, installation, or service, without going into
that scope.
detail about the characteristics of the elements of
which it is composed. - Background: indicates the starting conditions, as
well as the information necessary to understand
• Administrative project, which is a set of documents
the project.
whose objective is to justify the legal aspects
necessary to obtain an authorization or registration - Standards and references: in which the
by the administration of a product, work, building, documents cited and used for the execution of the
installation, or service. project are listed, including the legal provisions
and applicable standards, calculation programs,
• Technical or executive project, which is a set of
quality management plan processes, and the
documents, models, or mock-ups whose purpose
bibliography used, as well as all the references
is to define and evaluate the characteristics of a
considered of interest.
product, work, building, installation, or service, with
a sufficient degree of detail to allow its construction - Definitions and abbreviations: where all technical
and use. terms and abbreviations used are defined.
- Design requirements: describing the bases and
According to the UNE 157001:2014 Standard General starting data of the project. This informaton
criteria for the formal preparation of the documents that should be derived from the client, its location,
constitute a technical project, every project must consist previous studies carried out, and interfaces with
of a cover page, table of contents, report, annexes, other systems or elements external to the project.
drawings, specifications, measurements and budget.
- Solution Analysis: indicates the different
alternatives that were studied, how they were
arrived at, their sales and disadvantages, and the
justification of the solution that was chosen in the
end.
 Project Drafting | 4

- Final results: includes a description of the final In addition to this standard, specific standards can be
solution, indicates its characteristics, and makes found for projects that are particularly important from a
reference to the drawings and other elements of regulatory point of view, such as projects for activities,
the project. fire protection, low voltage electrical installations,
- Planning: which includes the process of transformer stations, information systems, and
implementing the solution, and defines the environmental impact studies.
stages, milestones, deadlines, chronograms and
scheduling charts.
- Prioritization of documents in case of
Report Preparation
discrepancy. By default, the order is plans, Technical reports
specifications, budget and report.
- Annexes: series of documents that develop, In engineering a multitude of technical reports are made,
justify, or clarify specific sections of the report, in different fields, to provide conclusions on a technical
such as: matter. Although they all have their particularities, they
share the following common contents.
- Starting documentation: that has been taken into
account for the development of the project. • Cover page: includes its title and identification
- Calculations: including the hypotheses and reference, the name of the client to whom the report
theorems used, the calculation procedures, and is addressed, the name of the organization, and the
their results. author's name, qualifications and membership data,
- Annexes of application for the project:such as as well as the date of its preparation.
the safety, environmental, energy efficiency, site, Each page should include the title of the report and
waste management, etc. annexes. its reference, the page number, the total number of
- Studies with their own entity: that are required by pages, and the date.
law. • Executive summary (abstract): this shows a
- Other documents: that justify concepts expressed summary of the report, indicating what has been
in the project. done, how it was done, what the results are and
what those results mean.
• Plans: their mission is to clearly define the result
of the project by means of graphic, alphanumeric, • Index: facilitates the location of the contents of
code, and scale information necessary for its the report. It may include an index of the tables,
understanding and execution. an index of the illustrations, and an index of the
formulas used in the report.
• Specifications: its mission is to establish the
technical, economic, administrative, facultative, and • Purpose: indicating the objective of the report and
legal conditions for the solution to materialize. its justification.
In administrative projects it is sufficient to establish • Scope: indicating the limits of the report.
the technical conditions. Technical projects it may • Background: indicating the starting conditions,
include a description of the solution, specifications hypotheses and theories used.
of the materials and elements of the solution, • Definitions and abbreviations: in which all
execution of the solution, applicable regulations definitions and abbreviations used are listed, along
and standards, and the aspects of the contract that with their meaning.
refer to the project.
• Starting data: necessary to carry out the report.
• Measurements: its mission is to define and
• Analysis: which includes the different arguments
determine the units of each item or unit that makes
that were studied, how they came to those
up the solution, including the characteristics,
conclusions, and the advantages and disadvantages
models, types, and dimensions of each one of them.
of each one of them.
• Budget: its mission is to determine the economic
• Conclusions, in which the results of the report are
cost of the execution of the solution, which includes
unequivocally described.
a table of unit prices of materials, labor and auxiliary
elements of the work units, and the global economic
assessment.
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Expert opinions • Preliminary Considerations. In which all aspects

necessary for the understanding of the investigation
In some cases it is necessary to prepare reports or carried out and the methodology employed are
expert opinions, which explain the causes of a claim or a listed, including the criteria and techniques used to
problem, to be used in legal proceedings and arbitration ensure the credibility of the report.
boards. In these cases a format such as the one proposed
• Reference documents. In which the regulatory
by the UNE 197001:2011 Standard General criteria for
provisions, whether mandatory or not, good
the preparation of reports and expert opinions is used.
professional practices and the bibliography used
• Identification. It should include the title and its are included.
identification reference, the name of the applicant of • Terminology and abbreviations. In which all
the report, the name, qualification and membership technical words, abbreviations, and acronyms used
details of the author of the report, the geographical are defined.
location of the subject of the report, and, if • Analysis. In which the bases and starting data
applicable, the details of the applicant's solicitor, if established by the applicant and those derived
applicable, and the date of issuance of the report. from the applicable legislation and regulations,
In addition, the identification reference, page the research carried out and the references,
number, and total number of pages shall be included documents and procedures necessary to support
on each page. the conclusions are described.
• Disclaimer. In which the engineer states the This section indicates the different arguments
qualifications, or legal grounds, for disregarding his studied, which paths have been followed, the
statement, or stating his impartiality. advantages and disadvantages of each one of them
• Oath or Promise. In which the engineer states, and the justification of the conclusions.
under oath or affirmation, that they act truthfully • Conclusions. In which it is established, in an clear
and as objectively as possible, and that they are way, the technical and expert interpretation of
aware of the penalties they may incur if they fail to the engineer that gives answer to the questions
comply with this affirmation. developed in the scope of the report.
• Table of Contents. This indicates the page number • Annexes. In which the references, documents,
at the beginning of each of the chapters and samples and procedures used to support the
sections of the report. In addition, a table index, or conclusions of the report can be included.
an illustration index, and a formula index, of those
used in the project, may be added.
• Purpose. Indicating the purpose of the report.
Bibliography
• Scope. Indicating the issues raised by the applicant. [1] R. Norton. (2013). Machine Design. McGraw-Hill
Interamericana of Spain, S.L
• Background. In which the facts, things, events or
matters that have occurred prior to the initiation [2] UNE 157001:2014 General criteria for the formal
of the report and that are within the engineer's preparation of documents constituting a technical
knowledge are indicated. project.
[3] UNE 197001:2011 General criteria for the preparation
of reports and expert opinions.