ENN1504 ASSIGNMENT 1 SEMESTER 1 2023

ENN1504 ASSIGNMENT 1 SEMESTER % TRUSTED workings, explanations and solutions. For assistance call or us on 079 811 9845 . QUESTION1: WRITING SKILLS IN WORKPLACE CORRESPONDENCE Please read the following guidelines before attempting to answer this assignment: The purpose of this question is to assess your ability to write a memorandum. This requires you to do the necessary preparatory reading so that you can answer the question convincingly and adequately. You should ask yourself whether the intended reader of this memorandum would grasp the purpose and respond with the expected outcome. Work through Unit 1 in the Study Guide and Learning Unit 1 in the Workbook before attempting to answer this question. Refer to the assessment criteria in this document. You will be assessed in terms of content, context, structure, style, register, language accuracy, editing, and proofreading. You may need to do some extensive reading to answer this question. For instance, you may not be familiar with memorandum at a workplace; therefore, you may need to acquaint yourself with this context to produce the relevant content Open Rubric lOMoARcPSD| in a logical and comprehensive answer. BACKGROUND You are the regional manager of the Ithemba Lethu youth development programme that aims to empower youths from previously disadvantaged backgrounds. In the previous years, the programme has not been able to accommodate more people due to a lack of funding and some logistical issues. The government has now approved the expansion of the programme and making it accessible to nearby communities with centres in 10 different locations for a wider reach. This exciting opportunity needs to be communicated to the community and interested youths. The programme is planned to run for a year. Enrolment for 2023 will start on 05 January 2023, and the programme will commence on 01 June 2023. INSTRUCTIONS Read the draft memorandum below, which contains some deliberate errors, and improve it by revising, editing, and proofreading it. This means that you should write an improved final version of the memorandum which will be sent to members of the community and the youth. In your final version of the memorandum, you should: • Revise the structure of the memorandum. • Include additional relevant information and omit irrelevant information. • Use correct grammar and sentence structure to establish the appropriate style and register. • Write well-structured paragraphs that are concise, coherent, and logically sequenced. Draft Memorandum From : Lethu Ithemba Developmental Programmer to: any of the interested young people of the community of Makhosini date: 07 May 2023 SUBJECT: 2024 ENROLLMENTS AND THE OPENING 10 NEW CENTERS Downloaded by Thomas Mboya () lOMoARcPSD| it is with great pleasure to inform the community of Makhosini on the developments after deliberations with government and private sponsors. The ithemba lethu youth development programme has been allocated 10 new locations to allow more youths to partake in this exciting developmental program set to work on equipping youths with neccersary kills for the workplace, university and life in general. The program has acquired a 5-year sponsorship from the government and two major sponsors from abroad. These new developments allow a larger intake as opposed to the recent (previous) years. These new developments will be of effect on 01 January 2024 and applications from enrollments will commence on the 01 september 2023. Only unemployed youths aged 18 – 25 years can apply. high school and university students will not be considered for enrollment due to time constraints as they are expected to be at the centre Monday to Friday from January until the graduations in December. Successful applications will be communicated in writing by December 2023. Parents and members of this communities are urged to encourage the unemployed youth to apply for this opportunity and it is important to note that there are no fees payable to join. Online application forms are available on the program’s free to access website . Further information can be found on the website . Yours in young people’s development Kgosigadi Moremogolo SUB-TOTAL: 50 MARKS QUESTION 2: MINUTES OF A MEETING The purpose of this question is to assess your ability to record minutes accurately and objectively, using formal language. This requires you to do the necessary preparatory reading so that you can answer the question adequately. Work through Unit 2 in the Study Guide and Learning Unit 2 in the workbook before attempting to answer this question. lOMoARcPSD| BACKGROUND Lately wireless technology has spread widely, and you can get connected almost anywhere: at the university, at home, at work, in libraries, schools, airports, hotels, and even in some restaurants. Wireless networking is known as Wi-Fi or 802.11 networking as it covers IEEE 802.11 technologies. The major advantage of Wi-Fi is that it is compatible with almost every operating system, game device, and advanced printer. The Procurement Manager for the University of Gauteng, Mr. Dicks, has ordered six 805.11 Wi-Fi routers from KBee IT Connections on 14 January 2023 to be installed at the three university campuses. The procurement department has waited for six months with no routers delivered. While trying to call the company to enquire about the delivery of the routers, the receptionist dropped their calls. Mr. Dicks then decided to call a meeting of the university personnel including the ICT Department, Heads of Departments, and Student Representative Council to provide an update on the procurement process and share views about how to handle the matter. INSTRUCTIONS Below is a transcript (written or printed copy of exact words) of what was said under the agenda item of this meeting presented in a form of a dialogue. As the secretary of the procurement department, it is your responsibility to take down minutes during meetings. The participants would like to address a range of issues about procurement issues including the waiting period for the items bought and the challenges caused by the delay, numerous unanswered calls, and alternative solutions to the problem. At this point, the meeting is discussing agenda item 3.1: Procurement of Wi-Fi routers. Write minutes of the meeting for agenda item 3.1. This means that the complete format for minutes is not required. Remember that in taking minutes of a meeting, we carefully select and summarise information, and make changes to style and grammar. Note that you should not record what each person said in turn. You should use the linear format of minutes (in sentences and paragraphs). Downloaded by Thomas Mboya () lOMoARcPSD| TRANSCRIPT Dr. Coal (Chair): Colleagues, ever since the outbreak of Covid19, most of the tertiary institutions including ours have opted for online teaching and learning system. For the teaching and learning process to succeed and be sustainable, the Wi-Fi system is essential to provide institutions with the internet. Our institution is in the process of procuring a Wi-Fi system to enable easy access to the internet for employees and students. Let me allow Mr. Dicks, our Procurement Manager, to briefly explain what this worldwide phenomenon that provides us with internet access is, how it works, and the challenges experienced to procure the Wi-Fi router. Mr. Dicks: Thank you, Chair. Like mobile phones, a Wi-Fi network uses radio waves to transmit information across a network. The computer should include a wireless adapter that will translate data sent into a radio signal. The same signal will be transmitted via an antenna to a decoder known as the router. Once decoded, the data will be sent to the internet through a wired Ethernet connection. As the wireless network works like two-way traffic, the data received from the internet will also pass through the router to be coded into a radio signal that will be received by the computer's wireless adapter. The term 'hotspot' is used to define an area where Wi-Fi access is available. It can either be through a closed wireless network at home or the university offices, or even in public places such as restaurants or airports. The university management agreed that we procure Wi-Fi routers which would service our three campuses with a powerful internet supply. We placed an order of six 805.11 Wi-Fi routers from KBee IT Connections six months ago, and the company has not delivered them yet. lOMoARcPSD| Dr. Gobi: Just hold it there, Mr. Dicks! Are you saying KBee IT Connections has not delivered the routers yet? The finance department has agreed to this procurement last year, then why all this delay? Ms. Padi: We are also surprised as the student leaders about why our institution is not connected to a Wi-Fi router yet. If my memory serves me well, this issue of Wi-Fi routers procurement was discussed and finalised last year. The SRC office is overwhelmed with complaints from students about network and data access challenges. An update on this matter will be highly appreciated. Dr. Coal: Colleagues, let us please give Mr. Dicks a chance to explain what is going on with the procurement of these Wi-Fi routers so that we can assist with ideas to resolve this problem. Mr. Dicks: Oh yes! As I said, the procurement office conducted research about the different service providers before finalising the procurement process. KBee IT Connections was one of the most prominent and cost-effective companies to work with. We then placed an order of six 805.11 Wi-Fi routers last year. The company promised to deliver within seven working days after receiving the payment. Our administrator tried to call the company to enquire about the delivery of the Wi-Fi routers, but the receptionist dropped the calls. This delay is seriously affecting the smooth running of the whole institution. Online classes cannot happen due to poor network access. Module sites are barely functional because of this delay. Assignments and submission portals cannot be accessed. Furthermore, it is difficult to hold online meetings through Zoom or Microsoft Teams, let alone conduct virtual classes since our present system cannot carry the load. Mr. Son: The ICT Department is ready to migrate to the new system. We are just waiting for the new Wi-Fi routers to be installed to upgrade our internet system. New laptops have been purchased for staff members; all we need is to install the most recent Microsoft Downloaded by Thomas Mboya () lOMoARcPSD| software on the laptops for a quick run. We are also ready to train staff members and students on how to access and utilise the new portals for communication, access, and submission of assignments. These procurement and delivery processes are a serious hindrance and a delay to the whole plan. Given all the challenges raised, what could be the way forward, colleagues? Prof. Johnson: This issue about Wi-Fi routers procurement delays was tabled at our recent meeting held with heads of departments. Representatives raised various concerns about challenges experienced by staff members and students on how slow and unreliable the old internet system is, and how anxious they are as they wait for the upgraded system. We were hoping that we would migrate before the beginning of the new academic year so that activities could run smoothly. Students from the worst socioeconomic backgrounds are the most disadvantaged by this unreliable internet connection and data costs. Colleagues, is it possible to revisit the research done on different service providers, cancel the purchase transaction with KBee IT Connections, and approach the second-best service provider to get a better service? Dr. Carl: I support the suggestion made by Prof Johnson. We cannot afford any additional delays, nor compromise the credibility of our institution’s teaching and learning programme because of the unprofessional behaviour of this company. May I suggest that after the cancellation of this transaction with KBee IT Connections and request for a refund, we should engage our legal team to demand the refund with interest? Ms. Padi: There is a TV program called “Bua Fela” which I think can elevate the process of exposing this irresponsible company and accelerate a quick refund with interest. We can all access the channel on the SABC platform. Students can also get first-hand information and understand why the installation of the longlOMoARcPSD| awaited Wi-Fi routers was delayed. We could also take this company to the small claims court. Dr. Coal: Oh! come on, Ms. Padi. A respectable institution like ours cannot go the "Bua Fela" route. There are better and more respectable procedures that could be followed to resolve this problem. Colleagues, let's finalise this issue. Do we agree with Prof Johnson and Dr. Carl's suggestions that we should engage our legal team to cancel this transaction, and get a refund with interest? All: Yes Chair!!! Dr. Coal: Thank you so much, colleagues. The procurement department should update the university management team about this problem and start with the legal process as soon as possible. In the meantime, discussions with an alternative service provider should start immediately. We cannot afford further delays on this matter.