Agenda Getting Started Research Building Your - - PDF document

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• 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

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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

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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

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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
• bjective 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
• rder (written):

– Report Body

• Introduction
• Body
• Conclusion

How to Prepare Your Formal Report

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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

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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

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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

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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

• n, from back to front.

How to Prepare Your Formal Report

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Marking Template

How to Prepare Your Formal Report 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 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

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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

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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

• ptions 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

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Sample Executive Summary

The Diamond Company will be replacing its company vehicle that it uses to transport executives and visitors in and around the Yellowknife facility. Vehicle replacement is part of a four year cycle that historically sees an average 32,000 Kms. of business travel. The car must be chosen for colour and some

• ptions. It must also be insured.

Two models have been selected 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. Based on kilometers traveled and under the four year replacement process, the Diamond Company (TDC) should purchase Model B. It costs less than Model A, and offers better fuel economy. The cost per year and cost per kilometer are shown in Table 1. Choosing that model provides $$$ in fuel savings per year. Figure 1

How to Prepare Your Formal Report

Executive summary – cont’d

The vehicle should be purchased in black. In Yellowknife’s climate, the heat absorbed by the black would be of benefit to the occupants on startup. Despite the no cost option of leather seating, it should not be purchased. Leather seats are cold and brittle in low temperature conditions. Cloth seats would offer more comfort to passengers. TDC should employ the services of an insurance broker. The broker has a group of underwriters to choose from, allowing for the best potential insurance rate for the new vehicle. Using a single carrier limits the ability to

• btain the best overall policy coverage.

The purchase of the lower cost vehicle, in a dark colour and insuring it through the services of an insurance broker will offer the most effective overall cost of operation. Better fuel economy and greater overall comfort in the cold will add value to the service that we offer our customers.

How to Prepare Your Formal Report

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Sample Table of Contents

Table of Contents Introduction ……………………….1 Report Body Vehicle A or B…….…...2 Vehicle Colour….……..4 Leather Seats…….…...5 Insuring the Vehicle......5 Conclusions…………………….....7 Appendix A – Vehicle Costs…......8

How to Prepare Your Formal Report

Sample Introduction

Introduction

The Diamond Company (TDC) has decided to purchase a new service car. Transporting customers and company executives in a newer model vehicle will add value to the service offering

• f the firm.

This report shall offer a decision on the vehicle type, and colour that the firm should purchase. It will also comment on the suggestion to equip that vehicle with some other features; and will offer reasons for using an insurance intermediary. These decisions are based on comparative operating costs, service features and adaptability to the relative service areas and related climate.

How to Prepare Your Formal Report

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Sample Report Body

Report Body: Vehicle Selection A or B Diamond Company has two models available for the replacement of its executive transportation vehicle. It is recommended that Model B be purchased as the replacement

• f the current executive transportation vehicle.

The vehicle travels on average 32,000 km per year within the city boundaries of

• Yellowknife. The two different vehichels available for purchase are Model A costing

$44,000 and Model B costing $34,000. Model A achieves 14 kms per litre fuel consumption and Model B 14 km’s per litre. The vehicle is sold at four year intervals and replaced with a new vehicle. An operating cost analysis has been performed (Table 1) and Model B achieves a lower overall operating cost, saving $$$ per year over Model A. Additional factors were considered in the recommendation of Model B including residual vehicle value, estimated maintenance and insurance costs, driver preference, aesthetic value, cold weather performance and available options. How to Prepare Your Formal Report

Report body – cont’d

Residual value represents the estimated value in the local market at the end

• f the four year operation cycle. It is estimated that Model A would achieve a

residual value following the four year term of use of $31,700. Model B was estimated to achieve a residual value of $23,900. These estimations are based on manufacturer and leasing company projections, four years into the future, and are based on historical resale values. The estimated values do not account for changes in future demographics of the Yellowknife market. The City of Yellowknife is estimating that an additional 5,000 housing units will be completed nearing the four year term of our vehicle purchase and this increase in population may positively impact the residual value of Model B

• vehicles. Model B vehicles have achieved three year longer average lifespan

than Model A vehicles, particularly in Northern climates. These factors suggest that the current estimated residual variance of $7,800 will decrease significantly. Maintenance costs for Model A are…….

How to Prepare Your Formal Report

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Sample Conclusion

Conclusions

Based on the comparative costs offered in figure 1; plus service features and options for insurance coverage, The Diamond Company should purchase vehicle 2 in black, with no leather seating. It should obtain its insurance coverage through a broker. By applying all of these recommendations, the firm should realize operating savings

• f $$$$, and will be able to offer clients and executives a

comfortable, practical service for transportation with in and around the Yellowknife facility for another four years.

How to Prepare Your Formal Report

Questions

How to Prepare Your Formal Report