Guidelines For Organizational Study Report Preparation R3

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
SCMS SCHOOL OF TECHNOLOGY AND MANAGEMENT Pratap Nagar, Muttom, Aluva

TITLE:
DOC NO: SSTM-MBA-002 Revision no: R3
Page 2 of 25
Date: 31-03-2013
GUIDELINES FOR ORGANIZATIONAL STUDY REPORT PREPARATION
CONTENTS 1. 2. 3. 4. GENERAL GUIDELINES FOR STUDENTS COMPONENTS OF THE OS REPORT 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 Approved by : Dr. Radha P Thevannoor
Issue Date : 31.03.2013 Approval Date : 31.03.2013

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Date: 31-03-2013
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 at the top, bottom, and right edges of the pages. No page should have any kind of border or decorations.
Issue Date
: 31.03.2013
Approval Date : 31.03.2013

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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. 2. 3. Cover Page Title Page 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. 5. 6. 7. 8. Declaration by the student Acknowledgement Executive Summary Table of Contents 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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: 31.03.2013

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GUIDELINES FOR ORGANIZATIONAL STUDY REPORT PREPARATION 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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: 31.03.2013

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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. Refer Annexure VIII for sample of presentation of figure in the report
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: 31.03.2013

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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. Refer Annexure 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. CHAPTER ONE INTRODUCTION
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. CHAPTER TWO - 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. CHAPTER THREE- 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 structure 3.2.2. Business and Departmental structure
3.3. Functional Analysis

3.3.1. Materials Procurement and Warehousing 3.3.2. Operations
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: 31.03.2013

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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 the parenthetical 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 listed in 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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: 31.03.2013

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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 necessary to 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 listed for 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. or pp. 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.
Issue Date
: 31.03.2013
(ANNEXURE I:A Specimen Copy of the Cover page and Title page)
A Report on the Study of

< Font style Italics size 14><line spacing 1.5>
THE HINDUSTAN INSECTICIDES Ltd. ELOOR, KOCHI

<Font Style Capital, Bold, size 16><Line spacing 1.5>
Submitted to the MAHATMA GANDHI UNIVERSITY

<Font Style Capital, Regular, size 14><Line spacing 1.5>
In partial fulfillment of the requirements for the award of the degree of MASTER OF BUSINESS ADMINISTRATION
<Font Style Capital, Regular, size 14><Line spacing 1.5>
Under the guidance of Dr. DAVID BROWN < 14,Caps > Professor<14 Regular>< line spacing 1.15) By
Ms. ANAGHA. S<16 Bold caps> Reg. No:12652<16, regular bold>
SCMS SCHOOL OF TECHNOLOGY AND MANAGEMENT ALUVA, COCHIN, KERALA - 683106
(ANNEXURE II: A Specimen certificate issued by the Director)
CERTIFICATE
<16 Bold, regular,Underline>
This is to certify that the project report entitled, A study of The Hindustan Insecticides Ltd., 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 20102012.< 14 Italic, line spacing 2.0>
Date :
Dr. RADHA P. THEVANNOOR<14 Caps,Bold> DIRECTOR
(ANNEXURE III: A Specimen certificate issued by the Internal Faculty Guide)
CERTIFICATE
<16 Bold, regular,Underline>
This is to certify that the project report entitled, A study of Hindustan Insecticides 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
(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
16
(ANNEXURE V: A Specimen copy of Table of contents)
TABLE OF CONTENTS<16 bold>

CHAPTER NO. TITLE
..<12 bold, Headings to be repeated on all pages>..
PAGE NO.
ACKNOWLEDGEMENT EXECUTIVE SUMMARY LIST OF FIGURES LIST OF TABLES ONE INTRODUCTION
<14 size>
vi vii x xi
<14 size, Bold>
1.1.An Introduction to the Study 1.2.Scope of the Study 1.3.Objectives of the Study 1.4. Methodology 1.5.Limitation of the study TWO ANALYSIS OF THE BUSINESS ENVIRONMENT 2.1. Analysis of the remote external environment 2.2. Industry Profile 2.3. Industry Analysis THREE ORGANIZATIONAL ANALYSIS 3.1. Overview of the organization 3.2. Organization Structure 3.3. Functional Analysis 3.4. Organizational Analysis FOUR OBSERVATION AND CONCLUSION
1 2
6 7 10
12 16 24 27
17
(ANNEXURE V: A Specimen copy of Table of contents) CHAPTER NO. TITLE

..<12 bold, Headings to be repeated on all pages>..
PAGE NO.
BIBLIOGRAPHY ANNEXURE
31 35
18
(ANNEXURE VI: A Specimen copy of the list of Figures
LIST OF FIGURES
SL NO.. FIG.NO TITLE PAGE NO.
1 2 3 4 5 6
1.1 1.2 1.3 2.1 A1.1 A2.1
The Coastal line of India Pie chart on population density distribution A Photograph of a tribal family of Andaman Income Versus Propensity to buy graph Urban population histogram Photograph of the dealer meet at Coimbatore
10 12 23 24 30 31
19
(ANNEXURE VIII: A Specimen copy showing tables and figures
LIST OF TABLES
SL NO..
TABLE.NO
TITLE
PAGE NO.
1 2 3
1.1 1.2 1.3
The Impact of Climate change on Rabbi Crop yield Income versus Propensity to spend table Powerfactor effect on energy consumption table
10 12 23
20
(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
21
(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 Management 29.2(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.
22
(ANNEXURE X: A Specimen copy of Company Certificate
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23
(ANNEXURE XI : CHECKLIST FOR PROJECT SUBMISSION
1. SEQUENCE OF DOCUMENTS, CHAPTERS AND TOPICS IN THE REPORT: 1.1. Cover page Font size, Logo not distorted, college address is correct, faculty designation is correct, no page number 1.2. Title page same as above 1.3. Directors certificate- Exact text, Spelling, Font , Logo,Directors name, Title is same as the 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 spacing 1.5. 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 spacing 1.7. Acknowledgement, 1.5 line space times new roman 1.8. 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 figures 1.11. List of tables. 1.12. Chapters Should include all the sub topics listed in the guidelines 2. PAGE FORMAT, PAGE NUMBERING & LAYOUT 2.1. Font Times New Roman, Line Spacing 1.5, Both sides justified. 2.2. Margin atleast 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 of Acknowledgement 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 the same entry. 3.7. Bibliography entries are in Alphabetical order of the author or the Title in case author is not known.
24
(ANNEXURE XI : CHECKLIST FOR PROJECT SUBMISSION

3.8.
The second line of the Bibliography entry is tabbed or indented by 5 Spaces from the left margin. ( Hanging indentation)
25

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Issue Date : 31.03.2013 Revision : III

SCMS SCHOOL OF TECHNOLOGY AND MANAGEMENT ALUVA, COCHIN, KERALA-683106

SCMS SCHOOL OF TECHNOLOGY AND MANAGEMENT Pratap Nagar, Muttom, Aluva

DOC NO: SSTM-MBA-002 Revision no: R3