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Order/Audience and Analysis Notes x
Audience and Analysis Notes
 
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Report and Proposal Notes:
The reading process is important to consider when writing a report or proposal:
· People are constantly evaluating what you say. If your readers feel that you have made too many questionable statements, they will disregard your report. So, it is important for you to provide reasons for your audience to believe you at every step. Provide expert citations or rational reasons for why your readers should come to the same conclusion you do.
· Don’t overwhelm your reader. Your readers will do best with small groups of information. Whenever possible, piece your information into chunks of two to seven. Conversely, you shouldn’t present long lists of data or descriptions because your readers will have trouble processing that information. You can chunk information by organizing it in headings and subheadings. You can also chunk information inside short lists or tables.
Interpreting Analysis
In feasibility reports as well as proposals, readers are often asking questions like:
· “What’s in this report for me?”
· “Does this report move our organization toward its goals? Does it move me toward my goals?”
· “Why should I believe you?”
· “Does this resonate with what I know about this problem?”
o Thus, at each statement, you run the risk of having your reader disagree with you. If your reader disagrees enough, he or she will likely dismiss your report or proposal. Therefore, you need to do what you can to help your reader see why he or she should agree with you.
Show vs. Tell
Show your reader why or how you came to the conclusions you did, rather than tell your reader why or how you came to those conclusions. This distinction is crucial.
o If you merely tell your reader that you determined that your solution met the cost criterion, you haven’t helped persuade your reader. He/she could easily say, “I don’t believe you,” and your report or proposal could then run the risk of being ineffective. Rather, you should say, “I called five nationally competitive vendors and received quotes on Solution X. The lowest price was $1,000.00. The highest was $1,150.00. Therefore Solution X meets the cost criterion because it is under the budget of $2,000.00 set for a solution by the Board of Directors.”
Create a Logical Process
Be sure each step of your analysis follows from the previous step. So, be sure that you make it clear that the solutions you identify really will solve the problem you identify. Name each criterion and refer to it throughout your analysis. You might even call each criterion out by giving it a separate subheading.
Provide Evidence for your Line of Reasoning
It is important that your reader understand the relevance of your claims and how those claims connect to your goal:
•&νβσπ;Provide evidence for every claim or major statement you make(statements about the problem, the solutions, the criteria, and the plan for implementing a solution). Evidence can be an expert citation, a demonstration of facts (with some description clarifying your interpretation), and a rational argument for why your reader should come to the conclusion you came to.
•&νβσπ;Explicitly explain why the solutions you have identified are the best solutions to be analyzing. Conversely, explicitly explain why you did not consider other solutions you could have considered.
•&νβσπ;Explicitly explain why the criteria you have selected are the correct criteria.Explain why each criterion identifies an attribute that the solution needs.
o For example, if your reader works for IBM and IBM has said they want to become the premier Internet solutions provider by the year 2012, you could explain that one criterion for IBM’s Internet solutions goal is to work with the volumes of Internet traffic that will be in place in and beyond the year 2012. Then you could say, “this will help IBM be a premier Internet solutions provider by the year 2012” (linking directly to one of IBM’s goals).
•&νβσπ;Provide evidence for your claims. If you don’t provide evidence for your claims, you force your readers to judge the worth of your analysis by judging your personal credibility, which is a risk.
Address Your Readers’ Concerns
Where possible, explicitly link your analysis, your proposed solutions, and your criteria to the personal goals and organizational goals of your audience. This provides readers with a reason for agreeing with you.
o For example, if your reader works for IBM and IBM has said they want to become the premier Internet solutions provider by the year 2012, you need to show how your proposed solutions help IBM become the premier Internet solutions provider by the year 2012: link your solutions to your goal and your criteria to the solutions. Be sure to explain how all the relationships work towards the solution of your identified problem.
End your report or proposal by giving your readers a sense of what they should do next. Tell them what action they should engage in. What steps should they take?
 

Order/Feasibility/AssignmentSheetFeasibility

Feasibility Report Assignment Sheet

Length: 1-2 pages
Points: 100
Due:

You will be writing an informal Feasibility Report in the form of a one to two page
memo. Your report will contain an identified problem and a clearly detailed solution. The
purpose of your report is to determine whether or not the solution you propose is realistic
so you can recommend it in a more detailed proposal. You may choose any issue with a
viable solution, such as a dangerous or inconvenient area on campus or in the community,
or a simple budgeting solution for your company. I invite you to use your imagination: is
there a problem at work, school, or some other aspect in your life, something that has
been grating your last nerve, that you think you could fix?

Your report will answer the following questions:
• What is the problem or situation, and how should we deal with it?
• Is this course of action likely to succeed?
• Do the benefits outweigh the drawbacks or risks?
• What are the pros and cons, and the alternatives?
• Should anything be done at all? Should we wait? Is the timing right?

Organization:

Your report is to be set up as a single spaced memo that states the situation, the
recommendation, and the feasibility of the proposed recommendation in that order. Your
report should include the following:

• A header detailing the author of the report, the audience, and the date of creation.
Be sure to specify your audience, and then write to that audience.
• Subject line with a clearly stated purpose.
• Introduction with brief background information that outlines problem in one
paragraph.
• Recommendation for a solution. Make sure to gather the right information; for
example, you may have to do some research to flush out the details of the problem
before you can settle on a viable solution.
• Explanation of the recommendation. Include why your recommendation is the
most feasible among all choices.
• Conclusion, including a call to action.

Grading and Submission:

Submit the report as an MS Word document in the appropriate Blackboard submission
box.

20 points Detailed header and subject with
clearly stated purpose.

10 points Introduction with brief background
information.

20 points Recommendation is explicit with
valid support (i.e. details, data, such
as costs, equipment, results
expected)

20 points Explanation for recommendation.
Why is your recommendation the
most feasible?

10 points Call to action.
20 points Document is free of proofreading
errors.

TOTAL/100

Order/Feasibility/Feasibility Report and Proposal Notes x
Feasibility Report and Proposal Notes
 
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Feasibility Report and Proposal Assignment Introduction Notes:

 
The Feasibility Report and Proposal Assignment are tied together: you will be doing both on the same topic. Before you start writing, you need to read Ch. 22 and Ch. 24. Be sure to familiarize yourself with the terminology and formats associated with both reports and proposals before your read on or start either assignment. Figure 24.2 in your book is an example of the type of proposal you will be writing; however, your proposal will include a short feasibility report to assess whether your proposed solution is realistic. Figure 22.6 in your book is an example of a feasibility report. Both report and proposal are to be formatted as memos.
 
 
Choosing a topic:

 
You will be writing a short 2 to 4-page, informal proposal on a topic of your choice. You can choose, depending on your topic, whether you write a solicited or unsolicited proposal in one of the three categories outlined in the book: planning, research, and/or sales. The Feasibility Report is a short 1 to 2-page memo written to help you decide whether or not the proposed solution you choose is realistic and practical.
 
•&νβσπ;Identify a problem with a feasible solution. Your problem can be anything from long lines at the gym or cafeteria on campus, to health hazards, poor lighting, or outdated equipment on the job. You mainly need to make sure that your problem has a feasible or practical solution, and that is where the feasibility report comes in.
 
Here are a couple of example problems and solutions:
o Example 1) your daughter’s school doesn’t have enough current textbooks for all the students and there is not enough money in the budget to buy new books. Your proposed solution is to provide iPads that each student checks out at the beginning of the year to download discounted texts in all subjects instead of purchasing heavy and expensive textbooks for every subject for all students. Is this a feasible solution?
 
o Example 2) your company’s inside sales department is swamped taking orders and subsequently making mistakes. Instead of hiring more sales people, your proposal is to build a website that will streamline sales while growing business. Is this a feasible solution? 

Order/Feasibility/Feasibility x
The U.S. Department of Education

MEMORANDUM
To: American Secretary of Education, Arne Duncan
From:
Date: June 26th, 2013
Subject: The feasibility of using computers instead of textbooks to reduce the high costs.

Hello, I would provide a solution to solve a problem. There are many problems that can prevent students from getting their education. This problem can be solved easily.

Background
One of the most important problems face a lot of student in colleges is the high cost of books. In fact, most students suffering when they buy books, and beside the heavy weight of these books. Also, some teachers usually ask their students to get a new edition of specific book, which make the students pay more. Indeed, there are using books, or rental books in the book stores that make students pay less, but these kind of books usually come in low quality, and rental books do not help students to write a notes because they have to return it clean. However, some teachers do not based on books even they ask students to get a book, they have their own documents, and power points that provided to student by email, or Blackboard. So, there are some solutions that can help students to get rid of this problem.

Recommendation
Using computers instead of books is helpful method to help students get a good education with pay less money. The idea is very easy to apply in schools, and universities. I recommend universities to buy laptops, and rent it for students with cheap fee. The average cost of buying textbooks for a student per year is $ 1200. In contrast, buying a laptop with a good quality will cost $ 800. So, teachers can gather all needed documents, syllabus, lectures, and power points in the Blackboard, or whatever website, and then the students can download these stuff into their laptops easily. As a result students can use laptops for the whole period of their college without buying a textbook. That solution will help most students, and it is useful for most majors. Also, that method will encourage people to maintain on the environment. As we all know the bad impacts of product papers, inks, and the difficulties of get rid of it. Another feature of that is that some students have medical problems of carrying heavy things, such as textbooks. So, using laptops instead of textbooks can also help those students to stay healthy because laptops is less weight than textbooks.

Conclusion
There are several solutions can fix this problem, such as using iPad instead of laptops. I think using iPads instead of laptops will not be completely helpful because laptops have more programs, and features beside the difficulties of typing on the iPads. So, I think the most feasible way to solve this problem is providing laptops for students. This solution will be successful because every student need to save some money for tuition fee. So, when they get rid of the high expense of textbook they will definitely save some money. Beside there are no cons that might cause by applying this method. Governments especially Department of Education, education organizations should take this action to help students.

Order/Proposal Assignment Sheet

Proposal Assignment Sheet:

Length: 3 – 5 pages
Points: 200
DUE:

 
You will be writing a Proposal to persuade an audience to take some form of action to
solve a problem. You should have already written a Feasibility Report, which determined
the practicality of your proposal, now it is time to detail the plan of action you wish to
implement. Your Proposal should be informal, in the form of a memo, and it can be a
planning, research, or sales proposal. You need at least ONE source used to corroborate
the feasibility of your proposal or prove the problem exists, and at least ONE graphic
(table, chart, photo, or video—graphics can double as sources or be used to explain a
process).

Make sure your proposal answers these important questions:
• What exactly is the problem or need, and why is this a big deal?
• Why should time, money, and effort be spent on this?
• What exactly is your plan, and is it feasible?

 
Organization:

The proposal should be single spaced with clear headings, and it must have the following
sections and components:

1. Introduction:
a. Statement of problem.
b. Background and BRIEF review of literature (if any) on topic.
2. Plan:
a. Objectives and methods (proposed solution and project overview)
b. Limitations or contingencies.
c. Scope
d. Timetable
e. Needs: i.e. materials, equipment, personnel, facilities (available and
needed)
f. Cost and budget
3. Conclusion:
a. Summary of key points
b. Call to action
4. Works Cited

NOTE: Keep in mind that the proposal is not to exceed five pages with the Works Cited.
Your job is to keep the proposal brief yet thorough. Some of the above criteria may not
apply to your proposal; however, BE SURE to include what does apply.

Grading and Submission:

Submit the report as an MS Word document in the appropriate Blackboard submission
box.

20 points Detailed header and subject with clearly
stated purpose.

50 points Introduction with brief background
information, clear statement of problem.

50 points Plan is complete yet brief, including at
minimum: objective, timetable, needs,
budget, and expected results.

40 points Conclusion summarizes results and
requests action be taken.

20 points Works Cited

20 points Document is free of proofreading errors.

200 POINTS TOTAL

Order/Proposal Outline x
Proposal Outline
 
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Proposal Outline and Notes:
Here is a general proposal outline. While not all proposals follow this outline, most proposals contain the main elements listed here, so this makes a good model to work from for many different situations.

I. Introduction
Background:
1. The situation
2. Show what created the problem
3. Show why the problem is important
4. Explain the general problem
5. Give brief outline of solution
6. Define basic terms
II. Plan
1. Objectives
a. Explain what you will create to solve the problem
b. Show what you will produce during the period of your proposed project
c. Show how your objectives will solve/diminish the problem
d. Outline your report: describe the proposed project outcome 
e. Describe the results expected to prove your hypothesis.
2. Scope
a. Explain the limits of your project
b. Show/explain expected results
c. Explain feasibility of project
3. Budget
a. The budget you present for the proposal for this class will be pretty simple compared to budgets you might prepare for a larger project. Still, the list below gives some basic ideas about what goes into a budget. For our purposes, you need to at least include “Personnel.”
Below is an example budget table:
 

Personnel: 

Name 

Title 

Rate  

Number of hours 

Amount

–you

Primary Investigator

xx.xx/hr

40

$xxx.xx

–others on team

 

 

 

$xxx.xx

Equipment / Supplies 

Item  

Cost/item

Number  

 

 

Example 

$15.00

8

 

$xxx.xx

Services 

Item  

Cost 

 

 

 

Example 

$xx.xx

 

 

$xx.xx

Transportation 

Where  

Cost  

Miles 

 

 

Ellensburg – Seattle

$.31/mile – private

190

 

$xxx.xx

 

$.36/mile—u niversity 

 

 

 

Other 

Item  

Cost 

 

 

$xx.xx

 

 

 

Subtotal:

$xxx.xx

Indirect Cost 

On-campus: 44.6%

Off-campus: 24.5%

 

 

$xxx.xx

TOTAL:        

$xxx.xx 

NOTES:
1. Justify the expenses with a short paragraph.
2. Point out / emphasize real bargains.
3. Use the ledger format as above.
 
4. Facilities or Needs*
a. Explain what laboratory, computer, or field facilities you plan to use.
5. Timetable*
a. Detailed timeline
b. List of realistic goals and tasks to meet by X date.
III. Conclusion
1. Show potential value of the project to the reader
2. Emphasize feasibility, necessity, usefulness
3. Explain benefit of the expected results
4. Urge the reader to take action (accept proposal)
III. Works Cited
 Cite your sources 
* Items marked with an asterisk (*) might not be necessary in your proposal, depending on the nature of your project.