professional business writing

Assignment 2.1: Justification Report – Part 1

Due Week 3 and worth 150 points

In Assignments 2.1, 2.2, and 2.3, you will be building up a formal, researched justification report (one part at a time) that culminates in a recommendation to implement a particular product, service, or program in your place of employment. This recommended product, service, or program should resolve a problem that you identify in your workplace and should be directed to your employer (even if you do not actually plan to share it with your employer).

Use the basic outline below to draft Assignment 2. Organize your responses to each question under the following section headings:

Problem Statement (for Question 1)

Overview of Alternatives (for Question 2)

Criteria (for Question 3)

Methods (for Question 4)

Using the provided template, write Part 1 of a single-spaced report in which you:

Discuss in detail a problem at work, persuading and convincing the reader that it needs fixing.

Provide a detailed description of two (2) possible solutions (“alternatives”) that could be implemented to resolve the problem identified in Question 1.

List and detail five (5) criteria that you will use to measure the worth of each alternative in Question 2. Note: The alternative that satisfies the most criteria to the highest degree will be the one you recommend later to your employer (in Assignment 2.3). Criteria are standards that the audience values and are therefore used to measure the worth of each alternative (common examples include cost, desirability, durability, efficiency, time it will take to implement, and practicality).

Describe in detail how you will conduct the research needed to determine the best alternative to recommend to your employer. Note: This is a one to two (1-2) paragraph description of what research needs to be completed in order to evaluate the alternatives. This is not a detailed procedure for solving the problem.

Your assignment must:

Be typed, single spaced, using Times New Roman font (size 12), with one-inch margins on all sides; citations and references must follow APA or school-specific format. Check with your professor for any additional instructions.

Include a cover page containing the title of the assignment, your name, the professor’s name, the course title, and the date. The cover page and the reference page are not included in the required assignment page length.

The specific course learning outcomes associated with this assignment are:

Support ideas or claims in body paragraphs with clear details, examples, and explanations.

Organize ideas logically by using transitional words, phrases, and sentences.

Use sentence variety and effective word choice in written communication.

Apply writing process strategies to develop formal business reports and / or proposals.

Use technology and information resources to research issues related to selected topics.

Write clearly and concisely using proper writing mechanics.

TEMPLATE:

Justification Report

(Student Name)

ENG 315 – Professional Communications

(Professor Name)

(Correct Date) August 11, 2014

 

Transmittal letter

Presents report to reader and summarizes main points or analysis (p. 206)

 

Table of Contents

Executive Summary 4

Problem Statement 5

Terminology 5

Major Sections of the Report 5

Alternatives 5

Criteria. 5

General Methods. 5

Major conclusions. 6

Scope and Limitations of the Research 6

Criteria 6

Methods 6

Overview of Alternatives 6

Evaluation of Alternatives 6

Criterion 1. 6

Criterion 2 7

Findings and Analysis 7

Recommendation 8

References 8

 

Executive Summary

(i.e. Abstract, Overview, or Précis) (1 page)

-Summarizes the essential elements in an entire report

-Presents the report in miniature: the introduction, body, and summary as well as conclusions and recommendations (p. 207)

 

REMOVE THIS PAGE FROM YOUR REPORT and ALL THE INSTRUCTIONS

Superstructure for Justification Report with Explanation

Preliminary Parts—in order

Title page (page 1)

-APA format

Transmittal Letter (page 2)

-Presents report to reader and summarizes main points or analysis (p. 206)

Table of Contents (page 3)

Executive Summary (i.e. Abstract, Overview, or Précis) (page 4)

-Summarizes the essential elements in the entire report

-Presents the report in miniature: the introduction, body, and summary as well as conclusions and recommendations (p. 207)

Report Text—the actual report will begin on this page, page 5

References: The references page begins on a separate page following the report.

Parenthetical citations in other sections of your report will lead readers to the References listed here, just as they do in a more traditional research report.

 

Title of Report

Introduction (taken from p. 208 in book); the introduction does not get a header.

Problem Statement

Begin with Problem Statement

-Orients reader to the topic and problem being investigated

-Why is the topic important? Explain how report will help reader solve the problem.

Terminology

Next, define any terminology needed by readers to understand the report

Overview of Alternatives

Then, preview the Major Sections of the Report (write this section LAST):

• Alternative A (Describe the courses of action or possible solutions that were investigated. Which were rejected and why?)

• Alternative B (Describe the courses of action or possible solutions that were investigated. Which were rejected and why?)

Criteria

Criterion 1 [name it] Describe the five criteria by which the alternatives were judged.

Criterion 2

Criterion 3

Criterion 4

Criterion 5

Research Methods

Describe general methods that were used to research needed information to determine the best recommended alternative.

Evaluation of Alternatives

Criterion 1, [name it]

Alternative A

1. narrate findings from research article 1 here

2. narrate findings from research article 2 here

Alternative B

1. narrate findings from research article 1 here

2. narrate findings from research article 2 here

Criterion 2, [name it]

Alternative A

3. narrate findings from research article 1 here

4. narrate findings from research article 2 here

Alternative B

3. narrate findings from research article 1 here

4. narrate findings from research article 2 here

Use the information you found in your research to evaluate the alternatives, based on the criteria you have described, following the pattern above. Take each criterion in order and discuss it in relationship to the alternatives.

This section evaluates each alternative (i.e. possible solution) by each criterion presented in turn (i.e. each standard you are using to determine how well each possible solution might work)

Include relevant facts and evidence from your research (1 primary source; 3 secondary sources). Research should be used to support each evaluative statement. This section should read like a narrative.

Findings and Analysis

Briefly summarize in narrative form the major discoveries that emerged from the Evaluation of Alternatives section. Include a visual, such as the one below.

This section assesses, overall, what you discovered in your research, and it breaks down the feasibility of each alternative course of action you just discussed in the last section in a briefer form, for readers who do not have time to read the narrated, longer Evaluation of Alternatives section. “Feasibility” just means possibility – in this case, you are considering the possibility of adopting the alternatives based on the criteria by which they are measured. See Figures 3 and 3 below:

Figure 1: Alternatives Analyzed by Criteria

Criteria Machine A results Machine B results

Cost Expensive Cheap

Efficiency High High

Construction Time Long Moderate

Air Pollution Low Moderate

Et Cetera Moderate High

Figure 2: Alternatives in Figure 1 Broken Down Further by Feasibility

Criteria Machine A Machine B

Cost Low HIGH

Efficiency HIGH HIGH

Construction Time Low Moderate

Air Pollution HIGH Moderate

Et Cetera Moderate HIGH

TOTAL FEASIBILTY Low-Moderate Moderate-HIGH

The chart in Figure 3, based on the results in Figure 2, indicates that Machine B has overall HIGHER feasibility (i.e. it makes more sense to adopt based on the results) than Machine B (with three HIGH feasibility criteria and two Moderate feasibility criteria). By contrast, Machine A only has 2 HIGH feasibility criteria, two Low feasibility criteria, and one Moderate criterion.

Charts like these can help readers grasp the long narrative of data in the Evaluation of Alternatives section quickly and simply. They also help to justify your recommendation to come, and show readers at a glance how you arrived at that recommendation.

Recommendation

Write a one to three sentence recommendation of the alternatives you suggest based on your analysis of the data in the previous section.

-If several alternatives are highly feasible as recommendations, you might rank them and explain why or how each receives its ranking based on the criteria you feel your reader will privilege most. You might also recommend the top two alternatives and explain why you recommend them over the others

-Suggest specific steps that readers can take to act on each of your recommendation(s)

References

This is your precise APA style References page; see tab 7 in your Maimon, Peritz and Yancy handbook. It begins on a separate page following the report.

Parenthetical citations in other sections of your report will lead readers to the References listed here, just as they do in a more traditional research report

 

Outline of Justification Report following the preliminary pages:

1. Introduction

2. Problem Statement

3. Terminology

4. Overview of Alternatives

a. Alternative A

b. Alternative B

5. Criteria

a. Criterion 1

b. Criterion 2

c. Criterion 3

d. Criterion 4

e. Criterion 5

6. Research Methods

7. Evaluation of Alternatives, in order

a. Criterion 1, [name it]

i. Alternative A

1. narrate findings from research article 1 here

ii. Alternative B

1. narrate findings from research article 2 here

b. Criterion 2, [name it]

i. Alternative A

1. narrate findings from research article 1 here

ii. Alternative B

1. narrate findings from research article 2 here

8. Findings and Analysis, including chart/s

9. Recommendations

10. References (begin on a separate page)

Rubric:

Assignment 2.1: Justification Report – Part 1

Criteria

 

Unacceptable Below 60% F

Meets Minimum Expectations 60-69% D

 

Fair 70-79% C

 

Proficient 80-89% B

 

Exemplary 90-100% A

1. Discuss in detail a problem at work, persuading and convincing the reader that it needs fixing. Weight: 20%

Did not submit or incompletely discussed in detail a problem at work, persuading and convincing the reader that it needs fixing.

Insufficiently discussed in detail a problem at work, persuading and convincing the reader that it needs fixing.

Partially discussed in detail a problem at work, persuading and convincing the reader that it needs fixing.

Satisfactorily discussed in detail a problem at work, persuading and convincing the reader that it needs fixing.

Thoroughly discussed in detail a problem at work, persuading and convincing the reader that it needs fixing.

2. Provide a detailed description of two (2) possible solutions (“alternatives”) that could be implemented to resolve the problem identified in Question 1. Weight: 20%

Did not submit or incompletely provided a detailed description of two (2) possible solutions (“alternatives”) that could be implemented to resolve the problem identified in Question 1.

Insufficiently provided a detailed description of two (2) possible solutions (“alternatives”) that could be implemented to resolve the problem identified in Question 1.

Partially provided a detailed description of two (2) possible solutions (“alternatives”) that could be implemented to resolve the problem identified in Question 1.

Satisfactorily provided a detailed description of two (2) possible solutions (“alternatives”) that could be implemented to resolve the problem identified in Question 1.

Thoroughly provided a detailed description of two (2) possible solutions (“alternatives”) that could be implemented to resolve the problem identified in Question 1.

3. List and describe five (5) criteria that you will use to measure the worth of each alternative in Question 2.  Weight: 15%

Did not submit or incompletely listed and described five (5) criteria that you will use to measure the worth of each alternative in Question 2.

Insufficiently listed and described five (5) criteria that you will use to measure the worth of each alternative in Question 2.

Partially listed and described five (5) criteria that you will use to measure the worth of each alternative in Question 2.

Satisfactorily listed and described five (5) criteria that you will use to measure the worth of each alternative in Question 2.

Thoroughly listed and described five (5) criteria that you will use to measure the worth of each alternative in Question 2.

4. Describe in detail how you will conduct the research needed to determine the best alternative to recommend to your employer.   Weight: 15%

Did not submit or incompletely described in detail how you will conduct the research needed to the best alternative to recommend to your employer.  

Insufficiently described in detail how you will conduct the research needed to determine the best alternative to recommend to your employer.  

Partially described in detail how you will conduct the research needed to determine the best alternative to recommend to your employer.  

Satisfactorily described in detail how you will conduct the research needed to determine the best alternative to recommend to your employer.  

Thoroughly described in detail how you will conduct the research needed to the best alternative to recommend to your employer.  

5. Clarity, writing mechanics, and formatting requirements. Weight: 30%

More than 8 errors present.

7-8 errors present.

5-6 errors present.

3-4 errors present.

0-2 errors present.