27/02/2014 ����������������� ������������� Agenda • Getting Started • Research • Building Your Position • Writing the Report Body • Writing the Executive Summary • How Marks are allocated • Sample Formal Report • Q & A How to Prepare Your Formal Report � 1
27/02/2014 Getting Started • Read the full case study and the questions being asked • Fully understand the challenges • Extract relevant points from the case data • Identify relevant textbook chapters for your analysis How to Prepare Your Formal Report � Getting started – cont’d • Read the instructions on how to complete the report. • On Moodle course site: – Formal Report - due date – Guidelines for Working as a Team Resource – Instructions for Preparing Your Formal Report Resource How to Prepare Your Formal Report 2
27/02/2014 Research • Gathering unbiased data for analysis – address mathematical challenges such as per case costs, quantities per modal unit, quantities per pallet etc. – Build your case for each questions using course materials [first 5 chapters of your textbook] • Use supportive and non supportive materials and be objective How to Prepare Your Formal Report Building Your Position • Solve the quantitative challenges first (mathematical challenges) • Review the qualitative data and your learnings from the textbook (comparing and contrasting, non mathematical challenges) How to Prepare Your Formal Report 3
27/02/2014 Building your position – cont’d • Formulate a position based on all of the data, including quantitative and qualitative data and your learnings • Build a supportive discussion that includes objective analysis and critical analysis. This is where you compare and contrast your ideas. How to Prepare Your Formal Report Writing the Report • Prepare your formal report in the following order (written): – Report Body • Introduction • Body • Conclusion How to Prepare Your Formal Report 4
27/02/2014 Writing your report – cont’d – Executive Summary • Introduction • Body • Conclusion – Appendices, Table of Contents How to Prepare Your Formal Report The Report Body The report body is the first part of the report that you should write. It will have an introduction that explains to the reader (normally executives and management) what the problems are and how you are going to solve them. This introduction should not include general company information that can be assumed (known by) such as company locations, sales values, etc. How to Prepare Your Formal Report 5
27/02/2014 Report body –cont’d The report body will… Present separate, focused discussions on each of the formal report • questions (organized by headings) • Discuss objectively the supportive and non-supportive factors • For each discussion, provide a clear, detailed recommendation or conclusion (what are you recommending and most importantly why) • Include a conclusion that concisely tells the reader what you’ve recommended. • Not suggest or infer that further study or analysis needs to be done, you need to make a single recommendation based on the data you have (do not offer two or three possible options). • Not be distracted by other opportunities. We recognize that there may be better alternatives, but for the purposes of this report, focus and respond to what you were asked. How to Prepare Your Formal Report Report body – cont’d The report is your place to build your arguments that support your recommendation. Remember to examine issues from opposing viewpoints. If you are recommending something, what are the alternatives or disadvantages. Your online forums are a great place to develop these viewpoints. How to Prepare Your Formal Report 6
27/02/2014 The Executive Summary An executive summary to a study or other document is not an introduction. Rather the exec summary is a summary. It should include enough information to allow the "exec" to make a decision whether he or she would like to read the entire study. Exec summaries are typically one page long (no more than two). How to Prepare Your Formal Report Executive summary – cont’d Having read the executive summary, the reader will know: • Why the report is needed – the situation • What the objectives and perspective(s) are (issues or criteria may be included) • How the problem was investigated – the methodology • What is recommended to resolve the situation – the plan of action. How to Prepare Your Formal Report 7
27/02/2014 Executive summary – cont’d • The executive summary can be considered the same as the abstract of an academic paper or a textbook. It is a very concise recap of what the paper is about, and includes clear directives that address the challenges. How to Prepare Your Formal Report Executive summary – cont’d Hint: • Write the exec summary last – after you've completed the study. • Many managers will read the exec summary and decide without reading the study itself whether to approve it. If they had questions, they'd call for the study. They'd start at the end -- recommendations and action plan. If they liked what they read, they'd approve it. If they had more questions, they'd go to the findings, then the analysis, and so on, from back to front. How to Prepare Your Formal Report 8
27/02/2014 Marking Template Section Mark Allocation Rubric Executive Summary 40% Contains all recommendations/findings ; concise. Report Body 40% Quality of discussion; persuasiveness; logic; relation to textbook learnings. Style & Presentation 20% Organization in required format; writing style; document flow; professionalism; proper use of citations. How to Prepare Your Formal Report How Marks are Allocated Executive Summary – 40% • Convincing, concise, answers to all formal report questions, maximum two pages • Ensure all questions have been responded to in the executive summary • Consider your audience and include a brief introduction to the case, summarize your findings, and provide a brief conclusion • Write in full sentence form, introducing all acronyms How to Prepare Your Formal Report 9
27/02/2014 How Marks are Allocated Table of Contents • Topics broken down into detailed headings (i.e. formal report questions typically become headings) (part of your style mark – see below) Report Body – 40% • In depth discussion for each formal report question, including recommendations/findings. The reader should be convinced with your recommendations/findings after reading. Students will be marked on their ability to demonstrate their understanding of the topics and application of course material. How to Prepare Your Formal Report Mark allocation – cont’d Appendices –(part of style presentation) • This is the place for all of your data that supports any quantitative questions. Display tables may be placed in the body of the report but these should not contain any calculations. This type of quantitative analysis belongs in a properly referenced appendix (e.g.: see Appendix A Transportation Costs). Style & Presentation – 20% – Professionally organized and presented, easy to read, follow discussions, and discussions flow throughout the paper. How to Prepare Your Formal Report 10
27/02/2014 Sample Case You are the logistics manager for a very small diamond company. Your office has a car that is used for the transportation of executives. Your company is located in Yellowknife NT. The company buys a new vehicle every four years. The car has historically traveled 32,000 km per year. Two models are available for purchase. Model A costs $44,000 and achieves 12 km’s per litre fuel consumption. Model B costs $34,000 and achieves 14 km’s per litre. Both are available in four colours: black, white, yellow, and brown. Both have leather seat options available at no extra cost. Your boss has asked you to source and recommend a replacement car for the company. How to Prepare Your Formal Report Sample Challenges Question 1. Determine the cost per year and cost per km for the replacement car, selecting one of the two available models. Question 2. Provide a recommendation on the colour choice of the new vehicle. Question 3. Should the vehicle be outfitted with leather seats? Question 4. Provide a recommendation on the purchase of insurance for the vehicle, either through an insurance firm directly or a registered insurance broker, assuming the premiums (cost) and coverages are identical. How to Prepare Your Formal Report 11
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