CPW4 Business Writing (Module 8) Report Planning Document for ABC ICT

This report planning document outlines the steps taken to analyze a business problem and define the purpose of a report for ABC ICT Pty Ltd, addressing the needs of Dr. Paul Simmons' Simmons Medical Practice. The document details the scope of the investigation, limitations, methodology (Agile), and the significance of the investigation, focusing on gathering hardware and software details. It identifies the audience as Dr. Paul, specifying their requirement for restructuring their current ICT system. The document covers information gathering through client questions, organizing information using agile methodology, and determining key headings and subheadings such as medical field, hardware and software details, and business overview, to prepare a logical outline for the report. The final report aims to provide Dr. Simmons with detailed information about the services/products that ABC ICT Pty Ltd will provide.

REPORT PLANNING DOCUMENT
Students are required to complete this report planning document and submit an
electronic copy to your teacher (Task 2a).
STEP 1 – Define the problem and purpose of the report
It is important to analyses the problem and define your purpose. It is useful at this
stage to ask yourself questions.
Students to complete:
What will the report investigate? Purpose of this is to investigate all the
business details of Dr. Paul’s business
firm Simmons Medical Practice require
for the deal.
What is the scope of your investigation? Scope of investigation is to get existing
Hardware & Software details.
What are the limitations of your
investigation?
The limitations are depends on the
factor that what type of machinery they
have & software component structure
currently following.
What method will you use to conduct
your investigation?
Agile Methodology.
What is the significance of this
investigation?
This investigation will help us to
understand the Medical business details
of the client to provide the required
advice in the proper format.
STEP 2 – Define the audience
It is relatively easy to define your audience: (your client). In the workplace this
process requires further analysis and will impact on the scope and style of your
report in terms of issues such as degree of technicality required. Given the
audience of your report, you will need to present a report that is well researched,
shows a depth of understanding and uses appropriate academic style (refer to the
provided style guide.
Students to complete:
Who is your audience? Audience of this report is Dr. Paul.
Who has medical business and expert of
medical practices.
What is their requirement? Their requirement is to restructuring
their current Hardware & Software
system for the business growth and
better servicing to their patients.
How will you contact them? We are sending him a mail as a reply of
their requirements & our facilities to
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them.
How will you source this information? Via consulting Dr. Paul Simmons.
STEP 3 – Determine the information to include
It is important to establish the information or topics you need to address. Make a
list of all the potential topics or sections of the report. From these, you can draw
up a preliminary outline of headings. This step will greatly assist in collecting the
information you need to write the report.
 Students to add sections below as required.
 List all topics and sections of your report.
 Write your preliminary outline of headings.
- Medical Field
- Hardware Details
- Current state of equipments
- Software Details
- New components needed
- Scope of Work
- Restructuring formats
- Related Business Details
- Understand Financial State of
Business
- Best Advice
STEP 4 – Collect the information
After having identified the issues, you need to locate the research and information
needed. There are two main categories of information used in report writing:
primary (email your client to source necessary information, conversations,
interviews with clients) and secondary (published materials, previous reports,
statistics). Make sure that your sources are reliable.
Students to complete: Please be specific with your questions
in order to gain ALL of the information
needed.
What questions will you ask the client
in order to gain the information you
require?
We have to ask following questions to
get the full insights of requirement.
Please let we know about exact medical
field your firm have expertises with
such that we can suggest better
equipment in the according to your
need.
Is there any additional information you
need? What is it?
What is normal rate of use of the
equipment such that we can increase
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tear support for that.
STEP 5 – Sort and Evaluate the Information
Once you have gathered your information, review your material. As you review,
highlight key terms and ideas that relate to the purpose of the report. This
highlighted material may make up the findings section of the report. Place these in
a file and put any irrelevant material into a background file. Don't discard any
information until the report is complete: circumstances can change and you will
save time if you need to make any major changes, or the purpose of the report
changes.
Students to complete:
How will you keep your information
organised?
We keep our Information organized by
arranging & gathering them in a
sequential form.
How will you decide what material is
important and what is not?
Such that at the top we have highly
prioritized topics & and at the end we
have least prioritized topics.
For example we have highly prioritize
topic is in which specific medical
spatiality of Dr. Paul’s firm has
expertise in to understand their
requirements in most efficient way.
Do you have any preliminary
recommendations at this stage?
Yes our preliminary recommendations
at this stage are gathering all Hardware
& Software components required.
STEP 6 – Organise the Information
Going back to the preliminary headings you drew up, begin to sort your
information under these headings if they are still appropriate. This step is very
important because you must ensure that you have a suitable structure or outline of
the report. Keep the big picture in mind:
Students to complete:
How do the ideas link together? We follow agile methodology to
organizing information and maintaining
the structure to reduce information.
Are there any gaps in the information? There are some information gaps in
terms of Hardware & Software design.
If there are gaps, how will you fill these
gaps? How will you get ALL of the
information you need?
Even if we face some information gaps,
so we can cover this in the second
sprint of requirements.
What headings/issues are the most Following are Headings:
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important, and what sub-headings might
come under them?
- Business Facility overview
- Factors to improve
- Fulfill Hardware needs
- Warranty support
- Fulfill Software needs
Following are Sub-Headings:
- Current tear-down state
- Equipment Functioning rate
- New components to be added to
Software
You may need to revise your headings/outline during this process and add new
topics or remove redundant or irrelevant ones. Categorise your information under
the headings and then plan sub-headings. Having done this, ensure that your
sequence of heading and sub-heading is logical and appropriate. You may
complete this section in a separate document as a draft report.
STEP 7 – Prepare the outline
There are different ways to provide a logical order of information:
 chronological sequence
 order of importance: most important to least important and vice versa
 inductive order: from the general to the specific
 deductive order: from the specific to the general
 problem solving order
The order of the information in the report is closely linked with the purpose of the
report, so the above are generic suggestions.
At this step, students can draft their outline in a separate document.
- Gathering information
- Understanding information insights
- Research and Implementation on the Important Points
- Reported points & resulted outcomes
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