INSTITUTION: UNIVERSITY OF NAIROBI

DEPARTMENT: LINGUISTICS AND LANGUAGES

UNIT: CLC 313: REPORT AND PROJECT WRITING

PREREQUISITES: NONE
The course prepares – from a multidisciplinary perspective –those taking it to master formats, texts, and
graphics of content presentation in report writing: a graphic speaks for a thousand words. Along with this,
project setting, phasing, and document writing needs are to be learned. Helping students acquire proficiency
in areas that include researching, idea developing, and summarizing is also a central concern. The unit is
mainly on the techniques of how to do project writing technical communication – to expand, or reduce
documents using various formats – as well as being a study in carrying out basic research for proposals and
project management reports.

Course Objectives
The course aims at:
1. presenting format text, and graphical concepts that help write or summarize information into reports.
2. explaining how project planning is done using the phasing of activities for ease of execution and
reporting.
3. reviewing researching and documentation approaches and style sheets for electronic and non-
electronic citations.
4. discussing the logical framework of planning and executing project particularly for use in field
reports.
5. describing approaches to teamwork and team spirit that facilitate project success, and ease of report
writing as a team.

Learning Outcomes
After the course, the student should show ability to apply the acquired skills to:
1. recognize and use the specific formats and graphic illustrations suitable for the presentation of
information in report writing contexts.
2. place reports in the appropriate phase in order to understand how they facilitate the meeting of
project milestones, deadlines, ethical, and legal requirements.
3. understand how to do quality research for various types of projects by critically evaluating electronic
and non-electronic sources of information.
4. interpret the activities on the logical framework and be able to write various types of reports as
required for the effectiveness of project management.
5. continue to acquire the skills that help one play the role of the project writer in project teams to work
in different settings.

1. Communication Theory and Management Reports

Theories and models of communication
The practice of communication in writing reports
Formats, texts, graphics, and presentations

2. Summaries and Financial Communication in Projects

The layout of financial information in reports and summaries
Internet researching for formal and informal reports
Baseline, feasibility, specificational and other reports

1
3. Paragraphing, Tone, and Summary Reasoning
Outlining, exposition, definition, cause-effect
Narration, description, argumentation, illustration
Comparison-contrast, classification, instructions

4. Researching, Writing, and Medical Communication

Nutritional Communication in Food Processing
Technical Writing in Computerized Equipment
Plans for reporting in project phases and milestones

5. Project Teams and External Stakeholders

Project team writing with stakeholder inputs to proposal
Pilot testing, viability reports, contract signing
Formative (initial) and summative reporting formats

6. Project Cycle, Final Definition, and Inception Meeting

Choosing graphics for ease of communication
Writing invitation to clients and stakeholders
Efficient fact sheet and communication

7. Business Plan Proposal, and Log Frames for Field Reports

Writing the SME business plan using report formatting
The project files and the log book, logical frame plan
Doing budgets and using slacks and floats in timelines

8. Legal Issues and Record Keeping Formats

Logframe analysis for action and legal compliance
Legal, ethical issues, and project ADRs
Communication and alternative dispute resolutions

9. Project Reports, Defect Control, Avoiding Law Suits

Intellectual property awareness and compliance
Project schedules, milestones, critical paths
Preparing Gantt charts and other reporting formats

10. Project Management Reports and Documentation

Teamwork and facilitative communications, project file
Briefs, executive summaries, other summary records
Communication using various summary formats

11. Monitoring, Evaluation, and Project Releases

Informational, analytical, persuasive reports (proposals)
Reports based on phases or cycles, ME reports
Outlining and factsheets for ordering information

12. Carrying out Research for Project Writing

The APA, MLA, CMS documentation systems
Print source information extraction, and citing
Electronic source citing and documentation

13. Revision

2
Course Texts
Dearden, Philip (2005). An Introduction to Multi-Agency Planning Using the Logical Framework Approach.
Wolverhampton (UK): Centre for International Development and Training / University of Wolverhamptom.
Lordeon, Sally, & Celia Miles ([1991] 2000). Writing Technical Reports: Basics and Beyond. New York:
Glencoe / McGraw-Hill.
Spagnola, Linda (2008). Contracts for Paralegals: Legal Principles and Practical Applications. Boston: Irwin /
McGraw-Hill.
Van Alstyne, Judith & Merrill Tritt (2002). Professional & Technical Writing Strategies: Communication in
Technology and Science. Upper Saddle River (New Jersey): Prentice Hall.

Reading List
Boulger, Carolyn (2006). Writing and Presenting a Business Plan: Managerial Communication Series. New
Delhi: South Western / Cengage.
Bovee, Courtland & John Thill (1992). Business Communication Today. 3rd ed. New York: McGraw-Hill.
Dearden, Philip (2005). An Introduction to Multi-Agency Planning Using the Logical Framework Approach.
Wolverhampton (UK): Centre for International Development and Training / University of Wolverhamptom.
Evans, Desmond (1990). People Communication and Organizations. 2nd ed. London: Pitman.
Ferrel, O., Geoffrey Hart, & Linda Ferrel (2006). Business: A Changing World. Boston Burr Ridge (Illinois):
Irwin / McGraw-Hill.
Freeman, Edward (2005) “A Stakeholder Theory of the Modern Corporation.” Perspectives on Business
Ethics. 3rd ed. New York: Irwin /McGraw-Hill. pp 112 – 122.
Hartman, Laura (2005). “Business Ethics Timeline.” Perspectives in Business Ethics. 3rd ed. Laura Hartman
ed. New York: Irwin /McGraw-Hill. pp 87-99.
Hopwood, William, Jay Leiner & George Young (2008). Forensic Accounting. Boston: McGraw-Hill / Irwin.

Jentz, Gaylord, Roger Miller, & Frank Cross. (2005). West’s Business Law. Legal, Ethical, International, and
E-Commerce Environment. 9th ed. Mason (Ohio): South-Western/Thomson.

Littlejohn, Stephen & Karen Foss (2011). Theories of Human communication 10th ed. Long Grove (Illinois):
Waveland.
Lordeon, Sally, & Celia Miles ([1991] 2000). Writing Technical Reports: Basics and Beyond. New York:
Glencoe / McGraw-Hill.
Moore, Brook & Richard Parker (2001).Critical Thinking. 7th ed. Boston Burr Ridge (Illinois): McGraw-Hill.
O’Brien, Jerry (2005). Business Ethics Timeline. Perspectives in Business Ethics. 3rd ed. Laura Hartman, Ed. New
York: Irwin /McGraw-Hill.

Ray, James (1998). The Most Valuable Business Forms You’ll Ever Need. 2nd ed. Naperville (Illinois): Sphinx
/Sourcebooks
Spagnola, Linda (2008). Contracts for Paralegals: Legal Principles and Practical Applications. Boston: Irwin /
McGraw-Hill.
Van Alstyne, Judith & Merrill Tritt (2002). Professional & Technical Writing Strategies: Communication in
Technology and Science. Upper Saddle River (New Jersey): Prentice Hall.
Young, Trevor (1999). The Handbook of Project Management. South Asian Edition. New Delhi: Kogan Page.

3
 Evaluating the Team Understanding of Indicators
Item Score
1.0 – 4.0
Economic Development
1. Changing the income of stakeholders
2. Creating employment for wages
3. Improving per capital income of the area
4. Supplementing the income of low earners
5. Changing number of people below poverty line
6. Helping set up businesses by use of IT
7. Providing cheap loans or no-interest loans
8. Improving property and home ownership
9. Providing access to Internet connectivity
Improving electrical connectivity
Social Development
Lowering child mortality rates
Increasing life expectancy
Reducing adult death rates
Improving health facilities and accessibility
Increasing health worker to patient ratio
Improving health through educational level
Reducing school drop-out rate in the locality
Improving access to clean water resources
Reducing crime rate in the community
Improving facilities and parks for recreation
Political development
Supporting participation of the youth in civil growth
Helping the elderly access their constitutional rights
Assisting women groups participate in civil life
Helping achieve a smooth credible electral process
Assisting set up community based organization for national integration
Index Total: ⁄

4
 County Trade Fair Communication Brief
Title of Project:
Project sponsored by:
Project managed by:
Background (brief summary)
Overall objective
Specific objective
1
2.
Project start date: Project closure date:
Deliverables Delivery Dates
Trade fair committee formation ________________________
Decision on display charges ________________________
Lobbying stakeholders ________________________
Budgeting for stands ________________________
Construction of stands ________________________
Decision of gate charges ________________________
Adverts ________________________
Announcements ________________________
Duty distribution ________________________
Invitations (including chief guest) ________________________
Logistics (Exchange of ideas and learning) ________________________

Benefits Beneficiaries
Learning by demonstration at the stands Business people
Agricultural produce exhibitions Cash crop farmers
Winner-loser interaction Livestock farmers
Livestock display networking Kitchen garden farmers
County income generation Manufacturing firms environments
Banking industry financing opportunities Potential patients
Manufacturing model displays Construction firms
Environmental awareness Sub-clinical diabetics and diabetics
Hygiene awareness Innovation adaptors
Dangerous lifestyle awareness forums Bench markers
Benchmarking opportunities Construction firms
Technological innovation diffusion Marketers
Product marketing opportunities Salespeople
Service marketing
Marketing of works
Strategy:
Skills needed:
Prepared by: Date
Signed date
Project sponsor’s approval
Project user’s acceptance _______________ _______________

Project manager’s formal release _______________ _______________

5
CONFIDENTIAL

FOR: Mrs. K Pearson, Office Manager

FROM: Christine Fellows, Personal Assistant

Ref: CF/AB

12 August 199____

REPORT ON THE PREVENTION OF WASTEFUL USE OF STATIONERY AND REPROGRAPHIC SERVICES 1

1.0 INTRODUCTION 2
On Tuesday 28 July, you asked me to investigate the current wasteful use of stationery in the department and to suggest ways in which it
might be 3 used more economically in future. My report was to be submitted to you by Friday 14 August 199____.

2.0 INFORMATION4
2.1 Stationery Use Investigated 5
The range of departmental stationery investigated comprised: headed letter and memoranda notepaper, fanfold, tractor-fed printer
paper, cut-sheet printer and photocopying paper, fax paper and the range of envelopes in use.
2.2 Stationery Associated with Correspondence/ Internal Mail
The suspected increase in wasteful practices was confirmed upon investigation. I spoke to executive staff who confirmed that,
despite our extensive use of WP drafting, a significant proportion of ostensible final copies were being returned because of errors
still present.
Observation and discussion with secretarial staff confirmed that clerical and executive staff in particular are using printed
stationery and unused envelopes on occasion as message pads.
Regarding envelopes, white ones are being used where manila would serve, and much non-confidential internal mail is being
sent in sealed envelopes. No member of staff appears to be re-using envelopes. Also, despite the introduction of the LAN , staff
are still distributing paper-based memoranda and attached copy files when multiple distribution could be achieved through the
network with commensurate cost-saving on photocopying.
2.3 Photocopying Practices
The departmental copier is in need of servicing and staff are wasting extensive amounts of copy paper as a result of a fault which
creases the paper.
Furthermore, departmental staff continues to use our three single-sheet copiers for batch copying instead of the much cheaper
departmental and company systems copiers, despite regular requests not to do so.
2.4 Increase in Stationery Costs
I analysed the cost of departmental stationery, comparing this year’s second quarter with the first, and this year’s consumption to
date against last year’s.
The stationery bill for the second quarter of this year is 30% higher 8 than for the first quarter (Jan-March: ₤621.50 April-June:
₤807.95)
Allowing for increases in price, the department’s stationery bill for this year to date against an equivalent period last year is some
18% higher - ₤1731.01 compared with ₤1419.42 last year. This increase does not appear to be justified by an equivalent increase
in the output of the department. Moreover, the rate of increase is rising. 9
3.0 CONCLUSIONS10
The investigations I have made do justify the concern expressed about excessive waste of office stationery and reprographic services and
its impact on departmental running costs.
The increase in careless use of stationery is not confined to one section 11 but is to be found, in different forms throughout the department.
If action is not taken immediately the department is unlikely to keep within 11 its administration budget.

I should therefore like to recommend the following measures for your consideration:
3.1 A meeting with senior secretarial staff should be called to discuss12 the gravity of the problem and to obtain their cooperation in
improving both managerial and secretarial performance. A refresher course could be mounted by the training department.
3.2 Control of stationery issue should be tightened; sections should be12 required to account quarterly for stationery if this proves
practicable in principle.
3.3 Consideration should be given to centralizing all reprographics work carried nd out in the department so as to ensure that cost-
Evans, Desmond (1990:150). People, Communication and Organizations, 2 ed. London: Pitman.

6
 The Parts of a Formal Report

1 7

Transmittal letter if report 1.0.0 Introduction /Background

going out 1.1.0 Purpose
1.2.0 Scope or terms of reference
Transmittal memo if report 1.3.0 Overall objective
1.4.0 Other objectives
internal 1.5.0 Rationale or Justification

2
8
Title page of report
Middle of report :
 Title Findings, e.g.:
 Who requested report 2.0.0
 Who wrote report 2.2.0
2.1.1
 Date of submission
2.1.2
2.2.1
2.2.2
3.0.0
3

Outline if <50pp
Table of Contents if >50pp 9

Conclusion
 starting with summary
 highlighting main issues
4  recommendations

Concise glossary (hard words

up to introduction)
10

References or Works cited or Bibliography

5
Descriptive abstract if for
11
lay/mixed readers
Full glossary
Informative abstract if for
specialists
12

Appendix
6 A
B
Executive summary C

7
 Outline Analysing to Third Level
Report on the Prevention of Wasteful Use of Stationery and Reprographic Services

1.0 Introduction

2.0 Information Gathering

2.1 Stationery Use Investigated
2.2 Stationery Associated with Correspondence / Internal Mail
2.3 Photocopying Practices
3.0 Discussion, Scope or Findings
3.1 Increase Related to Rise of Costs
3.1.1 Inflation-Related Costs
3.1.2 Costs Because of Not Buying in Bulk
3.2 Quarterly Increase
3.3 Yearly Increase
4.0 Conclusions
Recommendations
4.1 Meeting with Senior Secretarial Staff
4.2 Control of Stationery Issue
4.3 Centralization of Photocopying Services
4.4 Departmental Emailing Policy

Investigating Photocopying Paper Usage per Month

= 0.80 i.e. paper cost, Sh 500 per realm; Amount in realm: 400 leaves per realm
Personnel department Payroll department Total
Serial Date Number Cost Sub total Number Cost Sub total Both
of leaves of leaves Depts
No. DD MM YY Sh cts Sh cts Sh cts Sh cts
1. 40 0.80 32.00 49 0.80 39.20 71.20
2. 55 0.80 40.40 50 0.80 40.00 80.00
3. 70 0.80 56.00 65 0.80 52.00 108.00
4. 100 0.80 80.00 99 0.80 79.20 159.20
5. 22 0.80 16.00 50 0.80 40.00 56.00
6. 60 0.80 48.00 85 0.80 68.00 116.00
7. 25 0.80 20.00 39 0.80 31.20 51.20
8. 42 0.80 33.60 47 0.80 37.60 71.20
9. 110 0.80 88.00 120 0.80 96.00 184.00
10. 45 0.80 36.00 65 0.80 52.00 86.40
Total 570 456.00 669 535.20 991.20
Recommendations
1. Use of spring notebooks or foolscap paper for presentation notes must be enforced.
2. Draft documents such as reports must be photocopied on both sides.
3. For rough work

8
 Persuasive Proposal Message

Kenya Airways

TO: CEO Kenya Airways

From: Joe Mwitiko, Marketing Department
Date: DDMMYY
Subject: Project proposal to go the way of Great Airways the Soonest Possible

Before the great international airlines acquire many Airbus A380s and network in Africa, Kenya
Airways should do quick recovery, and recapture its routes. It ought to string out many more
destinations, and seize opportunities in Africa, China, and the far East before they are all gone: with
great airlines.
Sir, we remind you that the A380 airbuses can net in enormous amounts – up to 35 percent in
returns – for operating the superjumbo; taking full advantage of the following features:
 Fly by wire advanced cockpit instrumentation for pilot efficiency
 A 555 passenger seat capacity with excellent 3-tier seat arrangement layout
 Super ambience of traveller comfort taken to a new level
 Minimal transit delays due to f ewer craft services required
 New record cost per seat mile (Sh300 – Sh350)
 Operating costs at 15 – 20 percent lower than market cost
 Increased range (8,798 miles) making stop-over fewer or unnecessary
 A three - decade technological advancement marvel on air
 Turn-around taken to new light for tight schedules and more flights
 Double-decker wonderland of flight and on-board computing combined.
Selling the superjumbo – we believe in the Marketing Department – was a very temporary setback.
We request that you put plans under way to buy another superjumbo to – replace the old one –
before the end of next year.
Note:
 The starting positively in very difficult KA times
 Balancing emotional with logical appeals
 Logic includes figures and facts for persuasion
 Addressing of time duration for replacement of plane
 Writing centering on main benefit to organization
 Definite action urged to be taken by management
 Timeline for the motion not left to be guessed
 Tone positive throughout the persuasive proposal

9
 The Executive Diary Project Timeline

May week 1-2 Obtaining a licence to diversify to stationery

July week 3-4 Agreement with designer

June week 1 Naming project sponsor

Jun week 2 Signing diary printer contrast

Jun week 3-4 Diary name choice continmental or intercontinentary Diary

July week 1-2 Sale cost agreement meeting Sh 600– Sh 1000

July week 3-4 Signing contracts with supermarkets and bookshops

Aug week 1-2 Artist designer engaged for design

Aug week 3-4 First diary pilot presented

Sep week 1-2 Pilot sample copies discussed with bookshop and supermarket officials

Sep week 3 Sample diary copy delivered to printer

Sep week 4 Final gully proofing of diary

Oct week 1-2 Diary 10,000 copies printed

Oct week 3-4 Diary 10,000 copies printed

Nov week 1-2 Diary 10,000 copies printed

Nov week 3-4 Diary 10,000 copies printed

Dec Week 1-2 Diary distributed

10
 Report on Defectively Manufactured Diaries in the Project
Percentage Defect: 1% - 5%
Sales cost: Sh 750
Lot Units Percentage Number Price Sh Total Shs
1. 1,000 2% 20 750 15,000
2. 1,000 3% 30 750 22,500
3. 1,000 1% 10 750 7,500
4. 1,000 4% 40 750 30,000
5. 1,000 3% 30 750 22,500
6. 1,000 3% 30 750 22,500
7. 1,000 2% 20 750 15,000
8. 1,000 5% 50 750 37,500
9. 1,000 5% 50 750 37,500
10. 1,000 5% 50 750 37,500
Total 10,000 330 247,500

Report on Quality Challenges of Ball Point Pan Manufacturing

Percentages: 10% -15%
Sales costs: Sh 15
Lot Units Percentage Number Price Sh Total Shs
1. 2,000 10% 200 15 3,000
2. 2,000 12% 240 15 3,600

3. 2,000 13% 260 15 3,900

4. 2,000 15% 300 15 4,500

5. 2,000 11% 220 15 3,300

6. 2,000 13% 260 15 3,900

7. 2,000 11% 220 15 3,300

8. 2,000 15% 300 15 4,500

9. 2,000 15% 300 15 4,500

10. 2,000 15% 300 15 4,500

Total 20,000 2,400 36,000

11
 Effectiveness of Collaborative Instruction Writing

Item e.g. Fire Extinguisher Score

1.0 – 5.0
1. Showing the reason or the instruction to be there
2. Targeting effectiveness of the title heading the instruction
3. Mentioning introduction to the instruction
4. Listing the number of steps
5. Using hazard alert messages effectively
6. Placing hazard messages for high visibility
7. Distinguishing between danger, warning, caution, and note
8. Depicting hazard with effective icon
9. Employing correct colour coding for each hazard term
10. Using appropriate icon to depict the hazard
11. Organizing instruction sets chronologically
12. Using one idea for each point so as not to overload it
13. Spelling out all things and not assuming the reader knows
14. Distinguishing between high tech, low tech, and lay audience
15. Developing an effective conclusion
16. Making clear mention of warranties
17. Providing disclaimers for careless use
18. Reflecting a good document design
19. Effective use of highlighting devices including space
20. Avoiding grammatical and typographical errors
Index Total: ⁄

12
 Gantt Chart Showing Project Research
Activity Week
1 2 3 4 5 6 7 8 9 10 11 12
find where to research
develop questionnaire
hire and train assistants
administer questionnaire
do Internet research
search government records
read library articles
study consultant reports
analyse questionnaire results
prepare and submit report

Critical Path for Process Efficiency

Grill beef
pattles

(120)

2
Remove buns,
2 beef patties,
cheese, sauce,
lettuce, onions, 1 4 5 6 7 8 End
pickle
Start
(20)
3 Place Top with
cooked cheese and Place Big Place Serve to
patties on vegetables Mac in package in customer
Apply sauce bun package heated bin
(15)
to bun (5)
(10) (5) (5) (5)

Critical path Activity 5 Event (185) Time to complete

event (Seconds)

Adapted from Ferrel, O. Geoffrey Hart, & Linda Ferrel (2006:271). Business A Changing World. Boston Burr Ridge (Illinois):
McGraw – Hill.

13
 Six-Sigma Standards of Fruit Canning Fibre Removal

The standard of fruit canning fibre removal were emphasized in the training. The food industry quality standard practice
was discussed.

At a minimum 97% accuracy in fibre removal, the industry standard is very high. But it was agreed that the
highest standard of zero defects be proposed to the manage for adoption.

That standard is as shown below.

The Six-Sigma Standard for Defect Control

Standard deviations about the mean Percent of per 100 Defects per million opportunities
defect-free output Defects
2 [1.0+1.0] 69.15 [30.85] 308,537
2.5 [1.25+1.25] 84.13 [15.87] 158,686
3 [1.5+1.5] 93.32 [1.68] 66,807
3.5 [1.75+1.75] 97.73 [2.27] 22,750
4 [2.0+2.0] 99.38 [0.62] 6,210
4.5 [2.25+2.25] 99.865 [0.135] 1,350
5 [2.5+2.5] 99.977 [0.023] 233
5.5 [2.75+2.75] 99.9968 [0.0032] 32
6 [3.0+3.0] 99.99966 [0.00034] 3.4

Since the standards of quality fluctuate in the range of +3 it is better to adopt the six-sigma quality control because the
change is often downward.

Improvement and Writing Satisfaction Audits

Postponements of report writing have reduced, and the writing skills have increased job satisfaction. Writing individually
or in teams is no longer the same.
Employees now know how to look for formats to report or crate their own. Essay-like reports are now less. Employees can
audit their skills as below or ask team leaders to audit them using these audit formats or more complex ones.

Reduction in Customer Complaints and Churn Customers appreciate the new ways in which they are served and the
tone used to address them. This relates to both the way they are communicated in writing, face to face, or over the phone.

Audits of Risk Control and Disputes Resolution

The training included audit risk control in disputes with customers. Communication to resolve the issues before they
escalated into full-blown disputes was investigated.
In particular, risks that could end up in court were targeted as time-and-money wasting besides destroying relationships
with stakeholders.

Dispute Resolution with Customers

Since many disputes with customers are about faulty products that slip through and are not detected for rework, improving
quality would significantly reduce customer constraints. The quality committee serves on the ad hoc basis of being formed
and dissolved at will.

14
 Communication and Project Action-Centred Leadership

Key Functions Task Team Individual

Define Objectives Identify task and constraints Involve team share commitment Clarify aims
Gain acceptance
Plan, Organize Establish priorities Consult Assess skills
Check resources Agree standards Establish targets
Communications

Decide Structure Delegate

Inform, Confirm Brief group and check Answer questions Advise
understanding Obtain feedback Listen
Encourage ideas and actions Enthuse
Support, Monitor Report progress Develop suggestions Assist / Reassure
Maintain standards Co-ordinate Recognize effort
Discipline Reconcile conflict Counsel
Evaluate Summarize progress Recognize success Assess performance
Review objectives Learn from failure Appraise
Replan if necessary Guide and train

Mark Thomas (2006:35). Adapted from Gurus on Leadership. London. Thorogood Publishing.
Executive Diary Stationery Cost Report

Percentage of Cost of Units Total (Sh)

cost Sh 600, 650, 700, 750, 800, 900 or 1,000
100% 30,000,000
gross for 40,000 units for region @ Sh 750
40,000 x 750
1% 300,000
damaged copies

1.5% hard cover preparation 450,000

20% ruling printing costs

6,000,000

20% trade discount to buyers

6,000,000

13.5% overheads: sales, office, advertising, maintenance, utilities, salaries, and 4,050,000
contingencies

5% royalties for international maps

1,500,000

61% total costs

18,300,000

39% Balance (profit before tax)

11,700,000

15
 Progress Report

To: Karobo Robo, The Project Manager

From: E11 EM (Project Writer)
Date_______________
Subject: Progress Report on Water Project
Introduction
Early late January you asked me to give you a report of the progress made in the laying of pipes for the water supply: the largest in
the county. In early February I now have most of the information you needed.
Work completed
The laying of pies was done duplex i.e. in 36” double to make 72” diameter water resource tapping. This was near the river source.
When we reached the 48” water supply tee T-Junction, one of the 36” was discontinued in favour of a 12” pipe to take the 48:
required. At the 36” Y- junction the duplexing was discontinued in favour of a single pipe. Below are the accomplished section and
the cost.
Water pipe Per linear foot Materials Ksh Subtotal Ksh Installation Subtotal KSh Total KSh
Diameter KSh
(inches
36 1760 1,755.00 3,088,800.00 565000 9,994,400.00 13,032,800.00
24 1760 1,380.00 2,428,800.00 5050.00 8888,800.00 11,316,800.00
12 1760 1,235.00 2,173,600.00 4540.00 7,990,400.00 10,164,000.00
7,691,200.00 36,873,600.00 34,567,800.00

Work in Progress
The first phase of the work was to be five miles of pipe layout. It was to be as below

Pipes
Distance
36″ 1760 Finished

1760

24″ 1760

12″ 1760 incomplete

1760 incomplete

6″

Therefore, the next two miles are in the process of being completed.

16
Work to be Done

Distance
Pipe

12″ 1760

6″ 1760
incomplete
3″ 1760

3″ ( 880’) ½ mile

3″ ½ mile

1″ ½ mile

We plan to give you another report as soon as the work in progress is completed. The costs are under control; so are the timings.

Water Distribution
To control wastage, the water is to be supplied as follows.

Mechanical Plumbing Piping

Typical sizes of fixture water supply pipes
Fixture Nominal pipe size (inches
Bath tubs ½
Combination sink and tray ½
3
Drinking fountain /8
Dishwasher (domestic ) ½
Kitchen sink, residential ½
Kitchen sink, commercial ¾
Laundry tray, 1, 2, or 3 compartments ½
Shower (single head) ½
Sinks (service, slop) ½
Sinks flushing rim ¾

Conclusion
The project is on course and will be completed as scheduled.

17
RESEARCHING FOR A REPORT
Lecture outline
1.0 Introduction
2.0 Objectives
3.0 Primary Methods of Research
3.1 The Scientific Experimental Method
3.2 The Licence or Product buying Research
3.3 Interviewing Customers or Stakeholders’
3.4 Observation
3.5 Statistical Methods
3.6 Checklists and Audits
3.7 Questionnaires and Rating Scales
4.0 Secondary Methods of Research
4.1 Library Research
4.2 Industry Journals
4.3 Professional Association Journals
4.4 Internet Research
4.5 Regulatory Documents
5.0 Summary
6.0 Further Reading

1.0 Introduction
It is important to realize that a major requirements of formal reports is to conduct research before
projects at one or two levels: primary and secondary levels or both. Deciding on what product should
be manufactured or which government policy should change requires supporting research.

2.0 Objectives
 By the end of this lecture you should be able to explain the methods of research.
 You should also be able to recognize the importance of the secondary methods of research.

18
3.1 The Scientific Experimental Method
In the US, research has unearthed a plant out of which paper can be manufactured; instead of cutting
down trees. This plant grows in the same environment as cotton: reports show it can be farmed as a
cash crop.
For industry or government to discover a similar plant in this region, research would have to be carried
out and reports written on the issue. Experimental formats – such as the IMRAD format: Introduction,
materials and methods.
Results and Discussion – would be used to report the findings.
The most important part of the report is findings: the equivalent in IMRAD being results. Experiments
would have to be carried out and reports written to establish the exact facts about the paper plant: seed
characteristics; conditions for growth; ideal harvesting stage; storage; and manufacturing process and
costs besides other issues.

Activity
1. Name the parts of the IMRAD format of reports.
2. Apply the format in reporting the debates on genetically modified foods (GMOs)

Activity
1. Use the table of specifications to compare any HP and Sumsung printers.
2. Decide which one would fit your purchasing specifications and finances if you had to buy one.

3.3 Interviewing Customers or Stakeholders’

The Cocacola Company introduced a coke without finding whether customers wanted a change or not.
Overwhelmingly, the customers continued to demand the former coke: making it impossible to phase it
out. the company kept by popular demand coke classic and the new coke.
Introducing changes without finding whether customers or stakeholders consider them
beneficial or not can be wasteful: of effort, time, and finances Cocacola is a great company. but there
is a second time when it failed to get it: a classic failure of intercultural miscommunication.
It is said that this time the sales campaign in the Arab world showed a small emaciated figure
of a man on the left of the campaign poster. The figure grew bigger a she drank coke. He appeared
most well-muscled and standing pretty on the last picture on right of the poster.

19
 However, the Arabic no script is read from right to left meaning that the more cokes the man
drank, the more he shrank. The campaign was a dismal failure. Research must take into account
cultural conventions before a sales campaign project.

3.4 Observation
Great insights have been gained in furthering knowledge through what appears to be too casual to be
fruitful: observation. But observation alone does not yield what is required.
Along with observation, one must formulate the right question. If Isaac Newton had never
raised the question as to why the apple had not fallen upwards; he would never had discovered
gravity. For forces to the discovered, observation has to be used.
Therefore, it becomes necessary to raise certain questions in a research context and then
observe phenomena for answers. Even, though one is not expected to make Newtonian kinds of
breakthroughs, it is vital to remember that the way the way extraordinary discoveries are made is not
too different from how ordinary insights are gained.
The idea is that even for reports such as whether stationery is being used responsibly or not, a
report written from one’s opinion is not the way: researching is. Doing the research through
observation can yield invaluable insights in a project to cut down costs.

3.5 Statistical Methods

Ranging from simple percentages to the most complex correlations, statistical approaches to research
are frequent perquisites for projects. Results from such investigations have various uses in industry and
the private sector.
There is a very important use statistical reports are used to do and which organizations cannot
do without: planning. Strategic planning has become the catchphrase of management in both industry
and government. For it to work, it must be based on sound information.
At each level of management – from planning through organizing to controlling – reports with
sound statistical information needed. If, for example, the cost of stationery in a department is found to
have gone up by 20%, this is very useful information. A plan can then be worked out to drive this
percentage down to zero to be more competitive in the market or to save taxpayer money.
For industry to plan products, market penetration, or for government to plan health services, or
education statistics must be available. Projects that need statistics will not be successful without the
figures. Research has to be carried out beforehand for things to work.

20
3.6 Checklists and Audits
Checklists and audits can be used before, during, or after a project. What is the difference? The audit is
more exact. For instance, a group member can gain experience and improve.
PROJECT MEMBER EVALUATION
Evaluator’s name: ______________________________________________________________
Title of project: ________________________________________________________________
Date: ________________
Project member
Checklist Audit Assessment

1. Meeting attendance
2. Integrative solutions
3. Initiative for work
4. Punctuality
5. Keeping deadlines
6. Quality of work
7. Listening skills
8. Oral communication
9. Written communication
10. Overall performance
⁄
Normally, one would not use, both columns: checklist and assessment. One might even have two
forms; one for each. The audit is more exact because whatever is being evaluated ___ a person, report,
or processes ___a score must be indicated.

3.7 Questionnaires and Rating Scales

A questionnaire response of 20% is considered good: 50% nearly excellent. Interviewing is better
since questionnaires are not usually returned. Structured interviewing can include questionnaire-like
questions.

21
Type of Question Example
Multiple choice Would you like to telecommute (work from home and send results by
email) Yes [ ] No [ ]
Semantic differential Report writing is easy.
Likert scale The project charter has been a motivator since we signed up the
commitment three months ago (tick)
Strongly disagree 1 2 3 4 5 6 Strongly agree
Ranking For this project, the best frequencies for report writing ranked 1 – 4 are:
Hourly [ ] Daily [ ] Weekly [ ] Monthly [ ]
Short answer What are the main advantages of the frequency of report writing that
you have chosen as number one?
1. __________________
2. __________________
3. __________________
Brief essay How well is the telecommuting policy working since it was introduced
two years ago?
_______________________________________________________
_______________________________________________________

A questionnaire improves if tested before use to identify the weaknesses. It becomes better
_______not perfect.

4.0 Secondary Methods of Research

Primary data is raw data obtained by the researcher. Secondary data is sought from sources where
other researchers reported the information. A project may need both primary and secondary data.

4.1 Library Research

Many organizations have documentation centres where information is compiled and arranged in a
library-like manner. Such sources can be used during project research.
If the information in the documentation centre is not sufficient, it can be supplemented from
other libraries: the public library, or an institutional library upon payment of an access fee. Where
inter-library source loan arrangements exist, this opportunity can be put to good use.
Institutional libraries may be of two types: a private documentation centre or an educational
library. In either case, the library may turn out to be the answer to the unanswered project questions
being sorted out. Proceeding without those answers can end the way many presumptuous activities
end: they fail.
Searching for the information to use in projects can appear time-consuming. However, it is the
hard way that makes obtaining better results easier.

22
 The IMRAD Format for Reporting in Projects
(Introduction, Materials and Methods, Results and Discussion)

Part Score

Executive Summary
1.0 Introduction
1.1 Problem the intervention was to provide a solution for
1.2 Objectives of the project
1.3 Scope of the project and evaluation
1.4 Cost of the intervention
1.5 Stakeholders and their roles in the intervention

2.0 Materials and Methods 1.0 – 4.0

2.1 Materials and how used in the project
2.2 Procurement process
2.3 Resources of the project and providers
2.3.1 Funds
2.3.2 Physical facilities
2.3.3 Transportation
2.4 Project activities and roles of participants
2.5 Specifications of procedures if prescribed
2.6 Project variation if multi-sited
2.7 Evaluation of the project
2.7.1 Purpose of evaluation
2.7.2 Evaluation designs
2.7.3 Implementation measures
2.7.4 Outcome measures and indicators

3.0 Results
Implementation and Summarizing Outcomes
3.1.1 Realization of the implementation plan
3.1.2 Availability of materials and facilities
3.1.3 Graphics summarizing various results and scope
3.2 Impact of the implementation
3.2.1 Effects of the implementation
3.2.2 Comparison of pre-test, post test and standards
3.2.3 Graphics displaying comparisons

4.0 Discussion of the results

4.1 Cost of benefits
4.2 Lessons learned
4.3 Conclusions
4.4 Recommendations

Index Total: ⁄

23
 How to Unravel a Web Address
Adapted from Dorothy Bowles & Diana Borden (2008) Creative Editing. 5th ed. Boston: Thomson Wadsworth.
Generic cop-level domains in operation since the 1980 are as follows:
High-level domain. This identifies the kind of
organization or country of origin. Common
Hyper Text Transfer Protocol, HLDs include com=commercial edu=university
This tells your browser a Web gov=government, ie-Ireland, US= Unites Stated
page is coming up, rather than
an FTP or gopher site
Directory where web page is
stored
This period is used instead of
space to separate address
elements on the internet

http://www.scholastic.com/instructor/index.html

The Hyptertext Markup

Subdomain. Most World
A flourish of unnecessary Wide Web servers use
punctuation that has www but some use tags
become standard such as web3 or w3.
Unique domain. This is the name an Language (HTML) file
organization gives its’ internet site. that your browser uses to
Domain names must be registered display the Webpage.
with inter NIC, at 703742475, and
it’s a good idea to get there first
with the name you want

NOTE: Some Internet addresses are more case-sensitive than others. Copy
addresses exactly, and use capital letters only when they are called for.

 mil = military agency (US.)

 gov = government institutions (U.S.)
 edu = educational institutions
 org = nonprofit organization
 com = commercial
 net = networks
 de, uk, etc. = two-letter nation-specific designations (for example, de is Germany, uk is United Kingdom)
Additional top-level domains that have become operational more recently are as follows:
 aero – aviation industry
 arpa – Address and Routing Parameter Area domain, designated exclusively for Internet – infrastructure purposes
 biz – businesses
 cat – Catalan linguistic and cultural community
 coop – cooperatives
 info – all uses
 int = domain registering organizations established by international treaties between governments
 jobs = human resource managers
 mobi = consumers and providers of mobile products and services

24
 museum = museum
 name =- individuals
 pro=certified professionals and related entities
 travel = travel industry
Adapted from Sybex (2000) Internet Complete 2nd ed. New Delhi: PBP.

Examples of indexers:

Alta Vista: http://www.altavista.com

Excite: http://www.excite.com
HotBot: http://www.hotbot.com
Magellan: http://www.magellan.excite.com
WebCrawler: http://www.webcrawler.com

Examples of directories:

AskJeeves-technically an answer service, but definitely worth taking a look at: http://www.askjeeves.com
Galaxy: http://www.galax.com
LookSmart: http://www.looksmart.com
Lycos: http://www.lycos.com
Yahoo!: http://www.yahoo.com

Examples of metacrawlers

DogPile: http://www.dogpile.com
Go2Net (formerly MetaCrawler): http://www.go2net.com
Highway 61: http://www.highway61.com
Inference Find: http:ifind.com

Boolen searches

The technical definition of Boolean is “of a relating to a logical combinatorial system treating variables, such as
propositions and computer logic elements, through the operators AND, or, NOT, IF, THEN, and EXCEPT.” Try tossing
that gem out at the next garden club meeting, and you’re likely to be beaten to death with a shovel.

In simple Mr. Modem’s, Boolean searches include the words AND, OR, NOT, and NEAR. When used in conjunction
with your search keywords, these operators help narrow or refine your searches.

Use the word AND to search for information containing more than one keyword. For example, if you type Internet
AND Legislation, you query will give your query will give you only information containing both of these keywords.

25
 Android System Packages in Cellphone Handset Communication
Package Function
Enterprise VPN services Accessing network services and data
FM radio Listening to radio
Application installer Adding services
Factory test utility Sorting out defective sets
Setting storage Memory for icons not on the screen
Wide LAN test utility Testing booster mast connectivity
LED test utility Power indicator lights on the screen
Keyboard Writing phonebook search and texts
MTP application Open source platform for interoperability
Service mode Call, text, and Internet access
Phone utility Memory for phonebook
Factory mode Manufacturing and assembling settings
USB settings Data transmission channels in computer layout
Mobile tracker Transceiver station tracing handset tracing
Security storage Memory for password
Bluetooth test utility Testing for data reading and transfer
Self-text mode CPU test for self-loading of programs
DSLAM Access multiplexer with both switch and router
System universal locator Accessing internet information sites
Setting Deleting control information and files (resetting)

NB The Sumsung Android system running on Android CPU, also called OS

CPU Central processing unit

DSLAM Digital subscriber line access multiplexer
SWITCH Connection between two points in a wired setting
ROUTER Connectionless network as in most routers
LAN Local area network
LED Light-emitting diode (power indicators)
MTP Multi-platform (for running on different processors or
operating systems)
USB Universal serial bus
VPN Virtual private network

26
 Instruction Writing for Cellphone Operations in the User Manual

1. Press the light button for the screen to light up.

2. Connect the screen dots for the security sign or pattern.
3. Got to settings on the icon screen
4. Select what you need from the menu below.
5. Where no selection box is given press the setting icon.

 Wi-Fi
 Bluetooth
More features
 Sound
 Display
 Wallpaper
 Battery
 Storage
Applications
 Location services
 Security
 Language
 Back up and resetting

1. Press the light button for the screen to light up.

2. Connect the screen dots for the security sign or pattern.
3. Got to settings on the icon screen.
4. Select the settings icon, and press it.
5. Read the menu on the settings options.
6. Select the battery option on the menu.
As the power begins to be redistributed. The distribution pattern to include components may be as follows.
Icon Power Distribution Bar Percentage
Screen 75%

Device idle 10%

Cell standby 10%

Android OS 3%

Android System 2%

Voice calls 2%

27
 Smartphone Health Component Specifications for a Pedometer
Feature Function
Step tracker Step detection and counting
Distance recorder Space covered recording
Vibrating monitor Vibrating speed monitor
Speed 1 1 km /hour
Speed 2 2km/hr
Speed 3 3km/hr
Speed 4 4km/hr
Speed 5 5km/hr
Speed 6 6km/hr
Speed 7 7km/hr
Speed 8 8km/hr
Speed 9 9km/hr
Speed 10 10km/hr
Belt hook Attachment
Arm strap Position fastener
Jacket option Position of wearing the set

NB
1. Walking speeds can be lower than 1km/hr
2. Low steps per day 2,000 steps
3. Recommended for 26yr olds to 65yr olds 7,000 steps
4. WHO-recommend time of activity 150min/wk
5. Walking 30min/day, 5 days 150min/wk

28
 Factors That Lower Cholesterol Levels

Factor Action and Source

Soluble fibre Action: No fat sticking in blood vessels
Source: Beans, oats, fruits, vegetables
Non-unsaturated fat Action: Picks up sticking fat in blood vessels
Source: Canola oil, olive oil
Poly-unsaturated fat Action: Lowers low density lipoprotein (LDL)
Source: soybean, sesame
Fat in fish Action: Cholesterol lowering, special polyunsaturated fatty acids
Action: Omega-3 balances out omega - 6

NB Total Cholesterol LDL Cholesterol

mg/dl Under 130
Desirable Under 200 130–159
Borderline 200–239 160 and above
240 and above

Factors That Increase Cholesterol Levels

Factor Action and Source

Excess weight Action: Every two pounds equals 1 mg/dl of cholesterol
Source: inactivity and sedentary life
Saturated fat Action: Raising cholesterol levels due to higher stored fat
Sources: Butter, Mayonnaise, coconut oil, palm oil
Cholesterol foods Action: Increase low density lipoprotein (LDL) cholesterol levels
Sources: Animal products especially organ meats

NB Total Cholesterol LDL Cholesterol

mg/dl Under 130
Under 200 130–159
200–239 160 and above
240 and above

29
 Ideal Sugar Substitute

Factor Reason
1. Calorie-free Weight control
2. No bad after-taste Good cuisine
3. Heat tolerant Preservation of sweetness
4. Non toxic Cell health promoting
5. Safe for teeth Tooth decay prevention
6. Non-carcinogenic Cancer safe

Food Preservatives

Natural
Name Source
1. Ascorbic acid Vitamin C
2. Nitric acid Fruits
3. Tocopherols Vitamin E Vegetable oils
4. Toconierols Vitamin E Butter
Whole meal cereals
5. Caramel (dye) Natural substances
6. Annatto (dye) Natural substances

Controversial Additives
NB
1. Used to retard rancidity (rotting) in vegetables, candy potato chips, cereals etc
2. List of the generally recognized as safe (GRAS)
3. Red additives expected by consumers to be declared on food labels
4. Yellow additives considered necessary to be declared
5. Declared by default of artificial colouring of spices
6. Additives required to be certified for use

30
 Writing in Graphically Illustrated Communication
Item Description Qty Plastic Paper Price Total
jar bag difference saving
Powerboy 1kg 10 175 156 19 190
Gental detergent 200gm 10 40 36 4 40
Cafe Pele Coffee 50gms 10 169 150 19 190
Primo Drinking chocolate 100gms 10 75 50 25 250
Cadbury’s Drinking Chocolate 100gms 10 75 55 20 200
Bournita 100gms 10 90 60 30 300
Safariland Milk Powder 500gms 10 320 290 30 300
Britania Nice Biscuits 1kg 10 285 256 30 300
1470
Adapted from “Money” Daily Nation Thursday September 10, 2009

Salt Quantity Labels

Label FDA Requirement
Low Sodium Less than 140mg per serving
Very low sodium Less than 35mg per serving
Sodium free Less than 5mg per serving
Reduce sodium 75% or greater reduction
Unsalted No salt added

Nutrition in Medical Communication and Food Labels

Soybean Composition of Raw Edible Portion per 100g
DRA Energy 415kcal = 1,7420kj

Protein 36.5g
𝜇

Carbohydrates 21.0g

Fibre 9.30g

Vitamin A 2.00 𝜇g

Vitamin B Thiamine (B1) 0.875mg

Riboflavin (B2) 0.870mg

Niacin (B3) 10.5mg

Vitamin B6 0.375 mg

180-200 Folate 375 𝜇g

Cohalamin B12 6.00mg

Vitamin C 1.95mg
-
Vitamin E 1.95mg

800mg Calcium 275 mg

Phosphorus 705mg

280-350mg Magnesium 280mg

10-15mg Iron 15.1mg

Potassium 1,797mg

12-15mg Zinc 7.90mg

Total Fat 21.0g

Saturated Fat 2.90mg

Cholesterol -

Sodium 2.00mg
-

1.5-3.0mg Copper not found in this

Pontothenic acid B5
Manganese in soybean in soybean

DRA: Daily Recommended Allowances by US Department of Agriculture

31
Works Cited MLA Works Cited List

“Arts World Changes for the Better.”[ Electronic version) Journal of Fine Arts 5 (2004): Internet article based on
12 – 14. 5 Aug. 2006 http://www.musu.edu/jfa.html. print source (no author).

Earnet, Larry. “Investments: Diversification.” Kansas City Star 21 Jan. 2004: B4. Newspaper article (one
author)

Kridel, Tim. “Trading Spaces: The Power of Flash Memory.” Laptop Mobile Solutions for Magazine article (one
Business and Life. 1 Nov. 2002: 78 – 86. author).

Lorenz, Jerry R. “Commodity Exchange.” The World Book Encyclopedia. 10th ed. 2002. Encyclopedia article (one
author)

Merlin, Talcott I., William Case, Thomas Y. Wilson, and Arnold Menlo. “Effective Unpublished paper
Business Practices of UPS.” Global Symposium. Automotive Warehouse Distributors presented at a meeting.
Association. Dearborn. 2006.

Miller, Andrea. “Mission Impossible: Increasing Female Enrollment in Computer Internet only journal
Science.” Online Computer World 6 (2003): 25 Nov. 2004 article
<http://www.elecjournals/ocw.volume6/ejj0030.html>.

Moses, Michele S., and Mitchell J. Chang. “Toward a Deeper Understanding of the Journal article (two
Diversity Rationale.” Educational Researcher 35 (2006): 6 –11. authors).

“On-the-job Interview: Survey Shows Value of Temporary Work as Prelude to Full-Time Newsletter article from
Job.” PR Newswire 15 Oct. 2002. InfoTrac College Edition 10 Nov. 2002 electronic database
http://www.infotrac-college.com.

Psychological Encyclopedia of Literacy. Ed. Martin S. Psonga. CD-ROM. Chicago: Newsletter article from
Literacy Associates, 2006. electronic database

Schneider, Linda, and Arnold Silverman. Global Sociology 2nd ed. Boston: McGraw-Hill CD-ROM encyclopedia
Higher Education, 2000. article.

Sundaram, Anant K., Michael Bradley, Cindy A. Schipani, and James P. Walsh. Book, 2nd ed. (two
“Comparative Corporate Governance and Global Corporate Strategy.” Thunderbird on authors).
Global Business Strategy. Ed. Robert E. Grosse. New York: John Wiley & Sons, Inc.,
2000. 110 – 50.

United States. Census Bureau (n.d). Population Profile of the United States: 2000. 1 Jan. Governmental agency
2003 http://www.census.gov/population/www/pop-profile/profile2000.html. internet datafile.

Ursula County Board of Education. “Student Attendance Policy. School Board Policies. School district publication
Falls City, IA: Ursula County School System, 2004. (agency author)

World Bank. The World Bank Annual Report 2005: Year in Review. Washington, DC: Corporate report from its
International Bank for Reconstruction and Development and International Development website.
Association, 2005. 20 July 2006 <http://www.worldbank.org/>.

Yardley, William. “Police Describe Seattle Shooting as a Hate Crime.” The New York Daily newspaper article,
Times 30 July 2006. 30 July 2006 <http://www.nytimes.com>. electronic version

AC Krizen, Patricia Merrier, Joyce Logan, & Karen Williams (2008:616). Business Communication. 7th ed.

32
Chicago Manual Style CMS Bibliography

“Arts World Changes for the Better.”[ Electronic version) Journal of Fine Arts 5 (2004): Internet article based on
12 – 14. 5 Aug. 2006 http://www.musu.edu/jfa.html. print source (no author).

Earnet, Larry. “Investments: Diversification.” Kansas City Star 21 Jan. 2004: B4. Newspaper article (one
author)

Kridel, Tim. “Trading Spaces: The Power of Flash Memory.” Laptop Mobile Solutions for Magazine article (one
Business and Life. 1 Nov. 2002: 78 – 86. author).

Lorenz, Jerry R. “Commodity Exchange.” The World Book Encyclopedia. 10th ed. 2002. Encyclopedia article (one
author)

Merlin, Talcott I., William Case, Thomas Y. Wilson, and Arnold Menlo. “Effective Unpublished paper
Business Practices of UPS.” Global Symposium. Automotive Warehouse Distributors presented at a meeting.
Association. Dearborn. 2006.

Miller, Andrea. “Mission Impossible: Increasing Female Enrollment in Computer Internet only journal
Science.” Online Computer World 6 (2003): 25 Nov. 2004 article
<http://www.elecjournals/ocw.volume6/ejj0030.html>.

Moses, Michele S., and Mitchell J. Chang. “Toward a Deeper Understanding of the Journal article (two
Diversity Rationale.” Educational Researcher 35 (2006): 6 –11. authors).

“On-the-job Interview: Survey Shows Value of Temporary Work as Prelude to Full-Time Newsletter article from
Job.” PR Newswire 15 Oct. 2002. InfoTrac College Edition 10 Nov. 2002 electronic database
http://www.infotrac-college.com.

Psychological Encyclopedia of Literacy. Ed. Martin S. Psonga. CD-ROM. Chicago: Newsletter article from
Literacy Associates, 2006. electronic database

Schneider, Linda, and Arnold Silverman. Global Sociology 2nd ed. Boston: McGraw-Hill CD-ROM encyclopedia
Higher Education, 2000. article.

Sundaram, Anant K., Michael Bradley, Cindy A. Schipani, and James P. Walsh. Book, 2nd ed. (two
“Comparative Corporate Governance and Global Corporate Strategy.” Thunderbird on authors).
Global Business Strategy. Ed. Robert E. Grosse. New York: John Wiley & Sons, Inc.,
2000. 110 – 50.

United States. Census Bureau (n.d). Population Profile of the United States: 2000. 1 Jan. Governmental agency
2003 http://www.census.gov/population/www/pop-profile/profile2000.html. internet datafile.

Ursula County Board of Education. “Student Attendance Policy. School Board Policies. School district publication
Falls City, IA: Ursula County School System, 2004. (agency author)

World Bank. The World Bank Annual Report 2005: Year in Review. Washington, DC: Corporate report from its
International Bank for Reconstruction and Development and International Development website.
Association, 2005. 20 July 2006 <http://www.worldbank.org/>.

Yardley, William. “Police Describe Seattle Shooting as a Hate Crime.” The New York Daily newspaper article,
Times 30 July 2006. 30 July 2006 <http://www.nytimes.com>. electronic version

CMS title adapted from AC Krizen, Patricia Merrier, Joyce Logan, & Karen Williams (2008:616). Business
Communication. 7th ed.

33
 CMS Footnotes and Notes
Underline or italicize book
Indent five spaces titles. Capitalize first and
Use comma between last words and al principal
and use superscript
author and book title. words between. Do not
number
capitalize articles,
prepositions, and
coordinating conjunctions

Put author’s or 1
R. John Brockmann, Writing Better Computer User Documentation (New York: Wiley, 1986) 13
authors’ names in
normal order
2
David G. Byrd, Paula R. Feldman, and Phyllis Fleishel, The Microcomputer and Business Writing
Put (New
publication
York: St. Martin’s, 1986) 22-24. information in
Use specific parentheses.
page number or 3 nd
Robert A. Day, How to Write and Publish a Scientific Paper, 2 ed. (Philadelphia: ISI, 1983) 17 -18.
numbers of
reference. 4
Day 24 Place date in
Use no parentheses.
5
punctuation Producing Quality Technical Information (San Jose: IBM, 1986) 5-11.
between author
and page. 6
Thomas T. Barker, “Word Processors and Invention in Technical Writing,” The Technical Writing Teacher 16
Place quotation
marks around
(1989): 126.
article titles that
7
appear in Bob Schulman, Eric C. W. Dunn, and George Shackelford, Quicken, version 1.5, Computer software, Intuit,
periodicals or 1989. Place comma
anthologies. between article and
Capitalize first 8 journal title. Note
and last words
Barker 129.
that comma goes
and all principal inside quotation
words between. marks
Do not capitalize
articles,
prepositions, and
coordinating Use Arabic numerals for volume
conjunctions number, even if periodical uses
unless they are a
roman numerals
first or last
word.

Houp, Kenneth & Thomas Pearsall (1992:308) Reporting Information. 7th ed. New York: Macmillan.

34
 Team Communication on Project Feasibility

Type of Feasibility Dimensions of Feasibility

Operational Need for project

Departmental support and user support
Training in the project
Project sustainability
Gain to organization
Loss to individuals
Customer satisfaction / delight
Company goodwill enhancement
Policy and priorities
Legal and ethical issues

Specifications required for project

Technical Hardware, software network required
Technical expertise and consultancy needed
Capacity for expansion of project
Integration of project to other company work
Expansion capacity in company growth
Communication

Economic Cost of foregoing or postening project

Facility costs, licences, fees
Purchase costs for all materials, equipment
Hire costs for supplementing equipment
Value of benefits in terms of improving service
Value addition in eliminating delays
Benefits and deliverables clarified to stakeholders

Implementing within acceptable time

Fast tracked schedule without compromising
quality
Control of time to reduce cost of project
Schedule Clear timetable with convincing milestones;
Risks involved in float (time gains) or stock
standards activities
Coordination and control of critical path
Project leadership for project success

35
 Budgeting in the Business Plan

Anna’s Flowers
Annual Budget for 2005
Sales Consulting Total
January 10,500 4,500 15,000
February 10,000 5,500 15,500
March 10,800 5,700 16,500
April 10,100 6,050 16,150
May 12,100 6,000 18,000
June 12,100 6,250 18,350
July 13,000 6,600 19,600
August 9,950 6,000 15,950
September 9,700 6,200 15,900
October 9,900 7,000 16,900
November 8,500 7,150 15,650
December 7,300 6,900 14,200
Annual $123,850 $73,850 $197,700

Adapted from Ferrel, O. Geoffrey Hart, & Linda Ferrel (2006:443). Business A Changing World. Boston Burr Ridge (Illinois): McGraw – Hill.

Break-Even Chart Product Report

Expected sales: 20,000 units

KShs
Price per unit 30.00
Variable cost per unit 10.00
Fixed cost of production 100,000

Break-even volume

= Sh
=
= 5,000 units
Chart of Break-Even Zero Point

total cost

P
variable cost

fixed cost (overheads)

1,000 2,000 3,000 4,000 5,000

36
 Purchasing Feasibility Study Short Report
Comparative Features of Brand X and Brand Y Copiers
Brand Rental Cost Capabilities Limitations
Per month ($)
X $120.00 for 36 mos.  12 copies per minute 150 sheets in paper tray
 100 copies per setting
 8-second first-copy time
 $0.03 per copy
 two-sided print
Y $120.00 for 36 mos.  14 copies per minute $ 0.04 per copy
 100 copies per setting
 10-second first copy speed
 500 sheets in paper tray
 Two sided print

In order to assess the disadvantages, I surveyed five departments that already use the X or Y copiers to determine the
number of service calls required in a one-year period. This table shows the departments, the copier brand used, the
number of service calls, and departmental costs per year:

Service Calls and Costs for Brand X and Y Copy Machines in One-Year Period.

Department Brand Number of Service Average cost per Call ($)

Calls (#)
Personnel X 11 100.00 1,100.00
Payroll Y 2 105.00 210.00
Info Technology X 15 100.00 1,500.00
Records X 7 100.00 700.00
Purchasing Y 0 105.00 0.00

Both Brand X and Brand Y appear to be more reliable than our Atlas copier. Although Brand Y charges
more ($5.00 more per call) for a base service fee than does Brand X, the survey data reveals that Brand Y is
clearly the more reliable machine.

Therefore, I recommend that we lease a Brand Y copy machine, which will cost $60 less per year, give us
faster copies per minute, require fewer paper tray refills, provide two-sided printing capability-speeding up
production by 50%— and cut our maintenance/repair bills by approximately $4,000 per year.

May I have your authorization by Friday to negotiate a Brand Y lease?

JW: eg

Adapted from Van Alstyne, Judith & Merrill Tritt (2002:481). Professional & Technical Writing Strategies:
Communication in Technology & Science. Upper Saddle River (New Jersey): Prentice Hall.

37
 Plan for Indexing Fuel Issues in a User Manual of a Smart Engine

Precise engine (ECU) Exhaust system catalytic Sequential timing of

tuning for fuel converter fuel injection
combustion

Battery voltage Sealed fuel tank

accuracy

Working coolant Functioning evaporation

temperature sensor (EVAP) collector

Opening throttle in Induction manifold to

declaration for more deliver vapour for
combustion oxygen combustion

Exhaust gas recirculation Engine speed and

(EGR) for recombustion Communication injector match up to
1000times a second)

Camshaft position sensor Positive crankcase

for ignition frequency ventilator (PVC) to force
back unburnt fuel

Oxygen sensor precatalyst Barometric sensor feed

for upstream combustion 5V and returns to ECU
2 – 4.5V

Oxygen sensor post- Cold fuel injection time

catalyst for downstream 6 – 14 Typical injection
combustion 2 – 3 (in milliseconds)

Catalytic converter to last Electronic control unit Oxygen sensor to Last

86,000 – 100,000 miles maintaining stiochiometric 100,000 – 120,000m/s
air/fuel (14.7n)

38
 Evaluation of Understanding Calorific Value and Industrial Pollution

Calorific Value Score

1.0 – 4.0
Classification of Fuels
1. Primary Solid fuels including wood, peat, coal, tar sands
2. Secondary solid fuels (derived) including coke, charcoal, petroleum coke
3. Liquid fuels: petroleum
4. Secondary liquids including coal, tar, petrol, kerosene, diesel
5. Primary gaseous fuels: natural gas called liquid petroleum gas (LPG)
6. Drived gaseous fuels including water gas, coal gas, oil gas, biogas
Properties of Fuels
7. High calorific value: (liquid) 1 calorie per gram = 1.8BTU per 1b
8. Gaseous fuel value: BTU per cubic feet at 600F, 30in of Hg
9. Concentrations: Sc = sulphur, carbon; Ad = ash, dry mass; Ww = moisture,
working mass
10. Ignition temperature: heat at which fuel catches fire
11. Flame temperature: maximum obtainable heat of an object
12. Explosive range: limit of inflammability and stable burning
13. Flash point: volatility, 450F gasoline; 700F, kerosene (plane fuel)
14. Fire point: volatility with stable flame
15. Knocking: liquid fuel not reaching fire point and remaining unburnt
16. Combustible mass: carbon, hydrogen, oxygen, sulphur
17. Conditional combustible mass: oxygen, nitrogen
18. Ballast: non-combustible mass, moisture and ash
19. Better coke number: lower carbons liberated in fuel lubricants
20. Organic mass of fuel: carbon, hydrogen, oxygen, sulphur
Fuel Processing Methods
21. Gasification: Conversion of solid fuel into combustibles
22. Gasification range: 900 – 1,0000C
23. Hydrogenation: changing into hydrogen by reaction with it
24. Dry distillation (pyrolyis): fractionation of liquid fuels
25. Dry distillation of solid fuels: to decompose and form polymers, aromas
Index Total: ⁄

Adapted from KH Davis & F S Berner (2004: 3-9). Handbook of Industrial Chemistry. Vl 2. New
Delhi: CBS

39
 Plan for Indexing the Smart Engine in a User Manual

Temperature sensor Embedded Computer

Location
(ECU)

Coolant Sensor Emission control

Lubricants OBD warranty period

(5years)

Cylinder power Free repair by

manufacturer

Combustion knock Fuel knock sensors and

Communication circuits

Cylinder knock Oxygen sensors and

circuits

Air /fuel ratio Fuel system sensors and

circuits

Atmospheric pressure Air intake temperature

sensor and circuit

Medium height voltage Sea level voltage 3.8 – Lowest voltage

3.3 – 4.9 5.5 (below 1,000 fts) 2.5-4.0
3,500 – 4,500 (9,000 – 10,000ft)
(

40
 Assessing Comprehension of Industrial Chemistry Equipment and Pollution Control

Equipment Specifications and Capacity Score

1.0 – 4.0
Kilo-Scale Production
1. Simple, small, low publication cost of setting up plant
2. A few selected pieces of small batch equipment for production
3. Local instrumentation or cheap imports
4. Suitable for exploration or project screening work
5. Stirred batch reactors: Glass lined /SS316, 10 –501 units, 5 bar g 1500C
6. Batch crystallizer: Glass lined /SS316, 10 – 501 chilled brine cooking
7. Batch distillation unit: 20-1001, vacuum, 1500C
8. Nutsch filter: 0.2m2, vacuum / pressure
9. Cabinet dryer / vacuum dryer
10. Suitable for training circumstances and settings
Pilot-scale Production
11. Engineering and construction for integration of processes
12. Well defined unit processes or operations
13. Economically sized to reduce wastes/costs in tests for production
14. Suitable for process development
15. Stirred batch reactors: Glass lined / SS316, 100 – 5001, 10 bar g 2000 C
16. Batch crystallizer: Glass lined / SS316, 100 – 3001, chilled brine cooling
17. Batch distillation unit: Up to 10001, packed col, vacuum, 1500C
18. Centrifuge: 600mm diaM basket typet
19. Fluid bed dryer: Up to 50kg product capacity
20. Suitable for piloting before buying the real machine
Economic-Scale Production
21. Economically sized
22. Capable of handling big quantities
23. Equipment design and operation optimised
24. Viable after full piloting completed
25. Suitable for commercial production
Index Total: ⁄

NB: Pollution controllable in many cases by full combustion and recycling of given-off substances.
Adapted from K. H. Davis & F. S. Berner ( 2004: 560 – 561) Handbook of Industrial Chemistry. Vl 2.
New Delhi: CBS

41
 Logical Framework Column 4 – Assumptions e.g. Construct a Classroom

Column 1 Objectives Column 2 Indicators Column 3 Column 4 Assumptions

Verification

Goal Population increase

remains unchanged
Integrated community with hopeful
students and parents

Purpose Better grades resulting in

well-adjusted and
Students to use decongested facilities in
integrated community
busy and focused way

Outputs Benefit is clear to all new

classroom maintained
1. Capacity within the school to manage
along with older
the classroom and maintenance
2. Spacious classrooms with furniture classrooms
3. Improved internal term results
4. Better public exam results Reduction of congestion

Activities Vision and cooperation

prevented from fluctuating
1.1 Establish working relations with
school board and do required
lobbying of PTA
1.2 Prepare budget Low inflation and stable
1.3 Set up systems for fundraising costs
1.4 Enlist support of stakeholders
Raising enough funds and
county agencies’ support

2.1 Consult architect Permission to commission

2.2 Design the classrooms
construction firm
2.3 Obtain construction permits
2.4 Do inception, foundation laying Ensuring constructor’s
2.5 Commission constructor capability and
2.6 Have the classroom constructed professionalism
2.7 Monitoring of construction
2.8 Monitoring of grade change
2.9 Carrying out user survey and
participatory evaluation with
stakeholders

42
 Logical Framework Column 2 – Indicators – Constructing a Classroom
Column 1 Column 2 Indicators Column 3 Column 4 Assumptions
Objectives Verification
Goal Number of drop-outs decreases by 15% Population increase remains
Integrated community with hopeful Neighbouring villages in the county initiate unchanged
students and parents similar ideas
Purpose About 50% of candidates use the classroom by Better grades resulting in well-
Students to use facility in busy and August of the first year adjusted and integrated
focused way Students’ opinion on the school improved by community
March of the second year
Outputs Monthly meetings after start with > 7 including Benefit is clear to all
1. Capacity within the school to teachers new classroom maintained
manage and maintain new class Class to become school property along with other classrooms
2. A spacious classroom with sufficient Be in use in 7 months from project s tart
furniture Minimal number of drop-outs Reduction of congestion
3. Improved internal term results Seeking to repeat
4. Better public exam results

Activities Item Date due Enthusiasm and participation

1.1 Establish working relations with Project team ready __________ unfluctuating
school board and do lobbying of Lobbying undertaken __________
PTA Project committee chosen __________ Low inflation and stable costs
1.2 Prepare budget Monthly meetings during
1.3 Set up systems for fundraising planning __________ Raising enough funds and
1.4 Lias with Stakeholders Building phase with > 7 county agencies’ support
members not including teachers __________
by __________ Permission to commission
2.1 Consult architect construction forthcoming
Budgeting done __________
2.2 Design the classroom
Sufficient funds raised __________
2.3 Obtain construction permits Ensuring constructor’s
Ideas suggested and made part
2.4 Do inception, (foundation laying) capability and professionalism
of the design __________
2.5 Commission constructor
Design done __________
2.6 Have the classroom constructed
Planning permission __________
2.7 Monitoring of construction
Tenders announced __________
2.8 Monitoring of grade change
Contract awarded __________
2.9 Carrying out user survey and
Completion __________
participatory evaluation with
Tested by builders __________
stakeholders
Inspection __________
Survey carried out __________

43
 Logical Framework Column 2 – Indicators – Building a Classroom
Column 1 Column 2 Column 3 Column 4
Objectives Indicators Verification Assumptions
Goal Number of drop-outs decreases by 50% Minutes of Population increase
Integrated community with Neighbouring villages in the county initiate similar meetings remains unchanged
hopeful students and parents ideas Attendance
Purpose About 50% of candidates use the classroom by August records Better grades resulting in
Students to use facility in busy of the first year (7th month) well-adjusted and
and focused way Students’ opinion on the school improved by March of
Account records
Constructor integrated community
the second year
Outputs Monthly meetings after start with > 7 including income receipts Benefit is clear to all
1. Capacity within the school to teachers Report sent to
manage and maintain new class Class to become school property sponsor New classroom
2. A spacious classroom with Be in use in 7 months
maintained along with
sufficient furniture Minimal number of drop-outs seeking to repeat Plan discussed
3. Improved internal term results other classrooms
with designers
4. Better public exam results
Reduction of congestion
Certified copy and
Activities Item Date due Vision and cooperation
1.1 Establish working relations with original of design
Project team ready __________ prevented from
school board and do lobbying of fluctuating
PTA Certified copy and
Lobbying undertaken __________
1.2 Prepare budget original of permit
1.3 Set up systems for fundraising Low inflation and stable
1.4 Laias with stakeholders Project committee chosen __________ costs
Tender
Monthly meetings during planning __________ documentation in
Raising enough funds and
project file
1.1 Consult architect county agencies support
1.2 Design the classroom Building phase with > 7 members __________
1.3 Obtain construction permits not including teachers by Invoice
Permission to commission
1.4 Do inception, (foundation laying) __________ documentation in
Budgeting done forthcoming construction
1.5 Commission constructor project file
1.6 Have the classroom constructed __________
1.7 Do monitoring of construction Sufficient funds raised Ensuring constructor’s
Verbal reports
1.8 Monitoring of grade change __________ capability and
1.9 Carry out user survey and Ideas suggested and made part of professionalism
Examination
participatory evaluation with the design __________
stakeholders
registration sheets
Design done __________
Results slips
Planning permission __________
Project logbook
Tenders announced __________
Milestone
Contract awarded __________ schedule

Completion __________ Project brief

Tested by builders __________ Stakeholder list
Inspection __________
Status reports
Survey carried out __________
Completion report

Dearden, Philip (2005:40). An Introduction to Multi – Agency Planning Using the Logical Framework Approach. Welverhampton
(UK): Centre for International Development and Training / University of Wolverhampton.

44
 Logical Framework Column 3 – Verification – Constructing a Classroom (cont)

Column 1 Column 2 Column 3 Column 4 Assumptions

Indicators Verification
Objectives

Goal Number of dropouts Reports from Population increase

decreased by 50% examinations
Integrated community with happy focused remains unchanged
Subject teacher
students and parents Neighbouring report
villages in the
county initiate Attendance
similar ideas registers

Purpose About 50% of Participatory Better grades result in

candidates use the evaluation with
Students to use facility in busy and well-adjusted and
classroom by teachers and parents
focused way August of the first integrated community
year

Candidates’ opinion
on the school
improved by March
of the second year

Outputs Monthly meetings Minutes of Benefit clear to all

after start with > 7 meetings
1. Capacity within the school to manage maintained along with
including teachers
and maintain new class Follow up reports other classrooms
2. A spacious classroom with sufficient Class to become
furniture school property Annual reports
Reduction of congestion
3. Improved internal term results
4. Better public exam results Be in use in 7 Internal
months examinations

Minimal number of External

drop-outs examination
results
seeking to repeat
Drop-out records

Maintenance log

45
 How well a project runs depends in general – to a large extent – on the quality of its
communication and in particular on this: reports. Quality reports are the life-line of the project. If the
reports are not clear thinking about project issues becomes middle when a report is considered
uncommunicative a communication audit can be performed on it.
A communication audit pinpoints exactly which areas of the report are uninformative. When
this has been found out, it becomes possible to work on those week areas to improve the report. Before
a report is submitted, it ought to be subjected to a communication audit with a format such as the one
below.

Evaluating the Sectionizing of the Informal Short Report

1 2 3 4 5 6 7 8 9 10
1. The status line: personal/confidential
2. Heading of the memo
3. Reference line of the communication
4. The introductory section
COMMUNICATION

5. The investigation section

6. Concerns of the investigation [stationery]
7. Internal use/external purpose use [stationery]
8. Present practices (photocopying)
9. Findings (most important section)
10. Increase in costs [stationery]
11. Graphic showing findings[in most cases]
12. Cost due to sliding value of currency
13. Cost increase due to internal factors
14. Conclusion
15. Recommendations

⁄ x100

The format above is about escalating costs of photocopying and stationery is able to
diagnose where error has crept in during the writing. Item five (5) emphazies the importance of not
writing a report without conducting some form of research going contrary this results in one this:
personal opinion. However, rarely will the manager ask a team number in a project to write a report
based on an individual’s impressions.
If impressions were information, research would cease to be. There is overabundance of
opinions, impressions, points of view, and good guesses. But no manager will want to risk a

46
personal reputation of running a project based on the good guesses of his team: no matter how
competent the team.
The foundation on which a project is built – if it is not going to become a white elephant – is
that of tangible information. Verified information is what the project tender wants to see being
made the cornerstone of the project.
For opinions to be filtered out and the quality of information raised, audits would need to be
performed: on both plans and reports. After all the two are very closely related. Plans are about
projected actions. Reports are often about whether plans worked or not.
Informal evaluation of the project starts from the beginning. That is why the project concept
paper is becoming a popular ways of discussing viability before funds are committed to feasibility
studies. The team itself must be selected objectively.
Besides the need to assess how well prepared the phases are, there is the requirement to state
clearly the project benefits without which the project should not be attempted. Two concepts are
usually intertwined.
Evaluating the Long and Complex Project Cycle
Checklist Audit x/10
1. Conceptualization phase
2. Feasibility phase
COMMUNICATION

3. Specifications phase
4. Proposal phase
5. Definition phase
6. Inception phase
7. Planning phase
8. Implementation phase
9. Monitoring and evaluation phase
10. Completion, release, post-evaluation phase
11. Decommissioning phase
12. Recommissioning phase
13. Monitoring routines
14. Harvesting benefits
15. Project closure

⁄ x100

in ways that can cause confusion: the feature and its benefits.
The feature is the designer’s perspective of the deliverable; the benefit is the customer’s
view. Concentrating on the deliverable from the benefit viewpoint improves what is being offered to
the customer.

47
 Thus although the benefits item comes almost last in the evaluation format, it is impossible to
see a convincing concept paper in phase one without a strong benefit focus. If the project is well-
planned, the phases are interconnected by the benefit focus which among other things, determines
watchfulness for quality. Organizations are beginning to think about moving from customer
satisfaction with benefits to this: customer delight.
This distinction between feature and benefit must be clear. If a mobile phone company is
redesigning the phone or phasing out the but or scrolling so as to include a touch-screen feature, what
is the benefit to the customer. Already a button scrolling feature exits. What the customer stands to
benefit from all these two things: speed and convenience. Touch screen scrolling is faster and more
convenient.
What the sales person emphasizes is not touch-screen jargon. To move the product, the sales
effort must focus one benefits: speed and convenience. When these two are brought into sharp focus
right from the project conceptualization quality improves.
Activity

1. Name two features of the mobile phone which have been changed in major ways.
2. State the benefits the customer has enjoyed as a result of those changes.

48
 Instruction Writing Plans Step-by-Step Analysis
Open Ms Word application and go to the file test 5 – doc in C: / Project reports/.

Save the document to C: /Project reports / using the file name stationerycontrol.doc.

Zoom the stationery control document from 150 to 100%.

Select all the text in the document and change it from Arial to New Times Roman.

Change the text from jagged right to right justified.

Create two tables in Excel detailing wasteful expenditure.

Import the tables into the Stationery Control document after doing calculations in Excel.

Underline the title ‘Wasteful Use of Stationery.’

Change the row stubs and column subtitles to lower case.

Use the spell-check program for a run through the work.

Re-exlit the document three times paying particular attention to the expenditure figures.

Proof-read the outline numbering to ensure its accuracy.

Centre align the tables away from the left margin.

Change the font size from 14 to 12.

Set the line width for all borders in the tables to 1 point.

Change the top and bottom margins of the document to 3cms.

Align all figures in the tables from left to centre.

Change all paragraphs from line skipping to 5-space indenting, the equivalent of one table
spacing.

Reset all spacing from 1.5 to 2 point spacing.

Save the expenditure report document in C:/ Project reports/and make a backup copy.

49
Abbreviations and Acronyms

2D : Two-dimensional
3D : Three-dimensional
AC : Alternating Current
Assy : Assembly
CAD : Computer aided design
CAM : Computer aided manufacturing
CAN : Engine controller area network
CIM : Computer integrated manufacturing
EMF : Electromotive force
GPS : Global positioning system
GRP : Glass-reinforced plastic
HSE : Health and safety executive
I/D : Inside diameter
LED : Light emitting diode
LAN : Local area network
MB : Megabyte
MAN : Municipal area network
O/D : Outside diameter
PAT : Portable appliance testing
PC : Personal computer
PPE : Personal protective equipment
PE : Potential energy
QA : Quality assurance
SS : Stainless steel
THK : Thick
TYP : Typical
USB : Universal serial bus
VPN : Virtual private network
VOC : Volatile organic computer dangerous to health of environment
WAN : Wide area network internet most well known (WAN)

50
 Glossary
Abrasion: wearing away through rough contact that causes friction with other objects.
Acid rain: rainfall with trace elements of acid from environmental pollution caused by fuel emissions.
Aesthetic: changes to the look of a product not for functional efficiency but attractional purposes.
Bluetooth: open source wireless technology for exchanging data, say, on the workplace table
CAD: software in engineering used to produce drawings in manufacturing projects.
Coating: applying a layer of material on a surface for preservation or for aesthetics.
Ductility: a material’s ability to stretch the result in thin rods or wire.
Ergenomic: requirement to design things to include the features of safety, ease of usage, and for comfort.
Ferramagnetic: fashionable into a magnet due to having large amounts of iron, nickel, or cobalt.
Fossil fuels: types of energy-giving minerals from plant or animals that include coal, oil, or natural gas.
Four Rs: Reduce (e.g. smaller higher engines; poverty re use recycle (e.g. paper); recover (e.g. energy
recovery from Mathenge plant).
Glass reinforced plastic: product made of polyster or similar resinous (quamlike) material reinforced by
matting crystalline contents of glass fibre (e.g. fibre optics)
Hazards: something solid, liquid, gas, or design not sfe to use without safety measures.
High carbon steel: reinforced mateallic sheets or ingots with high rating of hardness and containing 0.8 –
1.4% carbon.
Incinerator: containers of various sizes in which waste materials – safe or hazardous - are burnt.
Light weighting: designing products including mobile phones to achieving case of protability and
economy of material.
Maintenance: service to look after something once sold to a client and sometimes carrying a warranty of a
stated period, usually two years.
Medium carbon steel: reinforced metallic sheets or ingots containing 0.3 – 0.8% carbon to become
stronger than mild steel 9low carbon steel; which has 0.1 – 0.3 carbon.
Nicad: nickel and cadmium combined to form the compound nicad used reachable batteries e.g. mobile ph
one batteries).
One-off production: a situation where in situations like piloting a project only may be produced.
Piezoelectric materials: subjected to high stress on pressure, liquids or materials may burnt or, or produce
an electric charge, with piezoelectrics doing the latter.
Planned maintenance programme: action schedule for service or repairs to a product.
Quantum tunneling composites: materials which is subjected to higher pressures or stress increase their
power conduct electricity.
Recycling: using again the old material such as paper to make new products.
Sensor: a component that reacts to changes in the environment such as heat, speed, temperature, electricity,
or electromagnetic currents.
Smart material: material that can adapt to the environment by allowing one or more of its properties to be
changed flexibly altered; includes material for spectacle frames, engine sensors and actuators.
Stainless steel: material very resistant to corrosion due to being made of iron and carbon in addition
chromium and nickel.
Titanium: non-ferrous material highly resistant to corrosion and heat and because of being lightweight
and resistant to corrosion is used in manufacturing hot environment components of computers and aircraft.
User requirements: specifications made by the potential user of the product, obtained by researcher or
interviews.
Waste management: disposing of waste through plans for collecting, treating and transporting.
Zinc: non-ferous and anti-corrosive mineral used as protective crating in batteries and mild steel waste
bins, adding to expense but offsetting expense by low maintenance costs.

51
 Types of Products and Embedded Computer Systems

Manufacturing Sector Embedded Computers and Sensors

Aerospace Helicopters, aircraft, jets
Automotive Commercial vans, lorries, cars
Biomedical CT scans, magnetic resonance imaging (MRI) systems
Communications Boosters mobile phones, routers, satellites
Electronics Calculators, cameras
Environmental regulation Vehicle emission diagnostics
Home appliances Refrigerators, microwaves
Manufacturing plants Conveyer belts, robots
Medical Diagnostic instruments, surgical computers
Offices, shopping malls Lifts, conveyer belts
Street lighting LED light emitting diodes like those showing numbers like
eight (8) and three (

52
Project Charter
Project Name: 2014 - 001
File Location: G: information services /strategic plan / projects /2014 – 001 etc Charter doc

Project Vision
Our vision is to be a supplier of first-rate electricity for producing cereal products by doing the following:
1. Accepting only high grade inputs.
2. Enforcing low-level defect packaging.

Project Objectives
The project sets out to achieve part of the overall goal of transforming the county by producing:
1. A high quality distribution of low-energy bulb and high power energy lines to homes.
2. Creating employment in the county by constructing cereal processing factories.

Project Conception
The project is a public-private partnership between the County and external funders.

Problem Statement
Sector wide approach lacks locality focus by lumping everything in the agricultural sector. County strategic planning is locality-specific:
where groundnuts grow, there is to be a groundnuts factory; where peas grow, a dried peas project.

Project Strategy
The following strategy has been adopted:
1. Using a medium project cycle plan of 7, 8, or 9 phases to ensure visibility of project detail and risk.
2. Accommodating enough float in the critical path to deal with any emergencies.

Scope of the Project

For the project to work, the following areas have been researched with favourable results:

 Marketing the product  Accounts receivable and payable

 Sales  Project funders
 Customer care  Cooperative members
 Warehousing  Suppliers
 Inventory control and procurement  Merchandisers (supermarkets)
 Shipping and receiving

Business Constraints
There may be challenges in these areas: Reaching the level of ISO 9000 certification during the initial stage of inexperienced
production
Improving the process using higher benchmarks than ISO standards.

Technological Constraints
Difficulties may arise in the following areas: Maintaining high level machine servicing due to high expenses of consultant service
calls.
Keeping statistical quality control records.

Project Documentation and Communication

Without accepting that communication is the heartbeat of a project, coordination becomes almost impossible. To succeed, there
should be the following:
1. Weekly status meeting convened by the project manager and reports to record the progress made.
2. Daily regular member communication through email, dialogue, and constant briefings.
3. Utilization of G. information services/repository / projects /2014 – 001 MSIS charter 1… for project updates.
4. Use of the project file and the project log book as separate documentation for project control.
Project Organizational and Staffing Approach

The County Development Committee (CDC) is responsible for the following:

1. Naming the project manager from the best qualified.
2. Appointing the project team as recommended by the project manager.
3. Reviewing and accepting the project deliverables.
4. Keeping the vision focused on the goal.
5. Approving change requests involving the scope, quality, timelines, and budget.
6. Developing proactive tactical strategies to implement the project.

53
 Writing Energy-Efficient Project / Programme Objectives

Lighting Department / Unit Power Average Hours Approximate Percentage Energy Saving
(w) Used Per Year Energy Used
KWh/Year
Light Bulb 100 1,080 108 108-19 =
Compact Fluorescent Energy 18 1,080 19
Heating Department / Unit
Water Heater (1504L) 4,500 1,044 4,698 4,698-2,900 =
Energy-Efficient Model 2,800 1,044 2,900
Cooking Department / Unit
Refrigerator 360 6,000 2,160 2,160-1,100 =
Energy-Efficient Model 180 6,000 1,100
Adapted from John Langan (2007:404). Reading and Study. 8th ed. New York: McGraw-Hill.

Overall objective: To achieve a 40%-80% of yearly energy saving for the customer in all products.
Objective 1: Appointment of Project Manager
What will be done? How will it be done? Who will do it? How many or how To what advantages or
Method /Strategy much required? benefits?
Appoint a project Use project Project sponsor Project manager Obtain efficient project
manager management manager
experience and
relevant criteria
Objective 2: Selection of Project Team
What will be done? How it will be done Who will do it How many or how To what advantages or
Method/Strategy much required benefits?
Select project team Use experience and Project manager Select 9 team members Get team with high
members other relevant criteria for each project success potential
Objective 3: Team Division for Work Allocation
What will be done? How will it be done? Who will do it? How many or how To what advantages or
Method /Strategy much required? benefits?
Divide team into two Engineering research Project manager Engineering 5; cost Get a good feasibility
and cost planning accounting 4 study
Objective 4: Preparing Design and Cost Charts
What will be done? How will it be done? Who will do it? How many or how To what advantages or
Method /Strategy much required? benefits?
Designing and costing Engineering research Coordinating engineer Plan1 year engineering Well thought out design
and cost researching and coordinating research; 1 year cost and feasibility report.
accountant researching
(simultaneous)
Objective 5: Advance Product Testing
What will be done? How will it be done? Who will do it? How many or how To what advantages or
Method /Strategy much required? benefits?
Pilot testing the In-house pilot testing Project team 2 machines Avoiding costly recalls
machines of faulty machines

Objective 6: Handing Over for Marketing

What will be done? How will it be done? Who will do it? How many or how To what advantages or
Method /Strategy much required? benefits?
Marketing, sales, and Advertising, sales, Marketing 1,000 units to sell Small quantities not
servicing service engineer manager, sales force cost-effective to
service and engineer manufacture

54
 Gantt Chart of Project Tasks and Timelines

Week
Activity 1 2 3 4 5 6 7 8 9 10 11 12
Concept paper
Operational feasibility
Technical feasibility
Cost feasibility
Proposal
Proposal review
Project inception
Implementation (Pilot)
Commercial scope
Monitoring
Evaluation
Project release

Express and Implied Warranties in Projects

Warranties
Type How Created Possible Defences
Warranty of fitness for a 1. The Buyer’s purpose for use 1. Specific disclaimer must be
particular purpose UCC 2-315 must be expressly or in writing and be
impliedly known by the conspicuous. “There are no
setter, and warranties which extend –
2. The buyer must purchase in beyond the description on the
reliance of the seller’s face hereof” UCC 2-316 (2)
selection 2. Same (as warrant) of
merchantability
Implied warranty Arising from 1. By prior dealings and / or 2. Exclusion by specific
course of dealing or Trade usage custom trade language or as provided
UCC 2-3`4 (3) under UCC 2-316
Excerpt from Roger miller and Gaylord Jentz (1990: 268). Fundamental Business Law.

55
 Technical Communication

formats text graphics

estimate reports narration tables
feasibility reports definition outlines
incident reports explanation schemes
accounts reports argumentation pie charts
evaluation reports description flow charts
questionnaires classification /division perspective drawing view
manuals comparison-contrast exploded drawing view
memos cause-effect cut away drawing view
letters blue prints
press releases pictures
flyers photographs
minutes maps
C.V.s bar graphs
menus line graphs
contracts (suppliers) area graphs
agreements pie graphs
lab reports doughnut graphs
recipes rotated bar graphs
leave forms sketches
outlines drafts and plans
progress reports designs
field reports models
proposals forms
expense claim forms patterns
performance symbols
rating sheets emblems
agency capability logos
records

Product Instruction Writing Gantt Chart

Hours
1 2 3 4 5 6 7 8 9 10 11 12
Expert demonstration of instructions
Defining key terms to use
Breaking instruction into steps
Looking to meaning signaling devices
Dividing steps into groups
Planning feedback signs and statement
Including warnings of failure
Planning graphics and step summaries
Writing the set of instructions
Self-reviewing or peer reviewing for clarity
Editing the document
Submitting the work
Discussing the work with manager/client

56
 Choosing the Appropriate Graphic
Visual and Spatial Qualities
Branching: levels of importance
sectionizing writing
Clustering: showing the controlling centre of
information
Sketch: Outlines of a picture
Screen short image: computerized information
or simulation
Photograph: actual representation
Icon: Symbolic representation
Map: geographical or metaphorical ideas such
as mind maps
Instructions and Process Description
Table: register of items, conditions states
Flowchart: stages of process
Checklist: listing of what not to omit in items
of action
Audit: evaluates checklist item strength
Gantt chart: visually vivid time stepping
Critical path: time process approximations
Numerical Information
in Table: large numerical data
Pie chart: Size of data subgroups
Line graph: quantity of change in relation to
time
Bar graph: Comparison of quantity of items
Pictograph: Picturing the data vividly
Communication
Logical Relationships
Diagram: items or their properties
Organizational chart: lines of authority /
responsibility
Matrix criterion assessment
Logic box: two or more paths to choose from
Logic tree: choice of where to branch off
57
 Technical Specification for a Mobile Phone
Criterion
Performance of the product
Ergonomic design cutting down radiation
Fitting use e.g. glare reduction on screens
Speed as specified
Capacity as indicated
Powerful embedded computer
Non-complex manufacture and materials
Ease of manufacture
Memory and storage
Hard casing of plastic
Casing in different colours
Injection moulding forms
Insulated product
Charging cable insulated
Strong plastic battery casing
Ease of maintenance
Charging cable of sufficient length
Screen of non-sticky texture
Carrying size and weight (light weighting)
Unbreakability
Battery life cycle
Legal and safety compliance
Ethernet baseband signal version
Safe radiation emissions
Phone identification (PIN build) number
Headphone set
Display quality
Model number identification
Kenel version hardware number
Software version identification number
Warranty
Requirement
Suited for healthy and comfortable use
Non-straineous applications
Draft designs for client capacity shown on drafts
to display applications
Cutting down on cost e.g. materials
High capacity for both
To protect phones from knocks and destruction
Offering choice to customers
Moulding forms sets recesable
No heat conducted to hand and ears
To prevent electric shocks
To prevents shocks, acid burns
Hanging phone for charging undesirable
Ease of wiping dirt and dust portability
Screen of glass easily breakable
High storage capacity
Frequency allocation as GSM (Europe, Africa)
Danger of radiation to health
For security reasons
For safe driving
Legibility and eye-strain prevention
Commitment to do early repairs
Patent invention licence
Android open source Google sponsored.
NB:
United States: IDMA frequency
Code Division multiple access signal format.
58
 Auditing Understanding of Quality in Project Communication

Concept Week
1-4 5-8 9-10 11-12

Stakeholder Satisfaction
Identifying and communicating with internal stakeholders
Determining and communicating with external stakeholders
Establishing the requirements of each group
Adopting or developing benchmarks for meeting needs
Clarifying processes of work and deliverables
Aiming at exceeding expectations after meeting needs
Process Improvement
Ensuring harmonious collaboration with suppliers
Using a high standard model for supplier relations
Building into project processes capacity and flexibility
Adopting a highly-rated benchmark for deliverables
Work Atmosphere and Performance
Cultivating an equalitarian open work climate
Encouraging high standard task achievement
Coming down to individual coaching level
Building high capacity by delegating tasks
Helping others learn risk-taking in management
Keeping work morale unsagging through encouragement
Report-Based Management
Using facts in reports to manage the project
Encouraging use of graphics to summarize information
Complementing written with oral information
Using measurable indicators of quality
Analyzing data to become useful information
Encouraging truthfulness in reporting findings
Using focus group interviews for quality assurance
Sharing lessons from reports both oral and written
Encouraging use of success stories for inspiration

59
 Market Schedule of Maintenance

Light Use
PM (Months) 3 6 9 12 15 18 21 24 27 30 33 36
Clean/Dust exterior / Interior □ □ ■ □ □ ■ □ □ ■ □ □ ■
Clean Heads □ ■ □ ■ □ ■ □ ■ □ ■ □ ■
Lubricate Transport □ □ □ □ □ ■ □ □ □ □ □ ■
Clean Rubber Parts □ □ □ □ □ ■ □ □ □ □ □ ■
Clean Remote Battery Terminals □ □ □ ■ □ □ □ ■ □ □ □ ■
Clean Connectors □ □ ■ □ □ ■ □ □ ■ □ □ ■

Medium use
PM (Months) 3 6 9 12 15 18 21 24 27 30 33 36
Clean/Dust exterior / Interior □ □ □ ■ □ ■ □ ■ □ ■ □ ■
Clean Heads □ ■ □ ■ □ ■ □ ■ □ ■ □ ■
Lubricate Transport □ □ □ ■ □ □ □ ■ □ □ □ ■
Clean Rubber Parts □ □ □ ■ □ □ □ ■ □ □ □ ■
Clean Remote Battery Terminals □ □ ■ □ □ ■ □ □ ■ □ □ ■
Clean Connectors □ ■ □ ■ □ ■ □ ■ □ ■ □ ■

Heavy Use
PM (Months) 3 6 9 12 15 18 21 24 27 30 33 36
Clean/Dust exterior / Interior □ ■ □ ■ □ ■ □ ■ □ ■ □ ■
Clean Heads ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■
Lubricate Transport □ ■ □ ■ □ ■ □ ■ □ ■ □ ■
Clean Rubber Parts □ ■ □ ■ □ ■ □ ■ □ ■ □ ■
Clean Remote Battery Terminals □ □ ■ □ □ ■ □ □ ■ □ □ ■
Clean Connectors ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■

Your Machine
PM (Months) 3 6 9 12 15 18 21 24 27 30 33 36
Clean/Dust exterior / Interior □ □ □ □ □ □ □ □ □ □ □ □
Clean Heads □ □ □ □ □ □ □ □ □ □ □ □
Lubricate Transport □ □ □ □ □ □ □ □ □ □ □ □
Clean Rubber Parts □ □ □ □ □ □ □ □ □ □ □ □
Clean Remote Battery Terminals □ □ □ □ □ □ □ □ □ □ □ □
Clean Connectors □ □ □ □ □ □ □ □ □ □ □ □

Markel, Mike (1998:380). Technical Communication: Situations and Strategies. 5th Ed. New York: St. Martins.

60
 County Community College(s) Project for Machine Installers and Services

NB: Rules in Technical

1. No tie or dreadlooks to be worn at work site while on duty installing or servicing to
avoid accidents
2. Must be in a pair of overalls at work site if on duty installing or servicing machines.

Fish processors Geographical positioning system (GPS) trackers

Wheat millers Advertising studio colour mixers
Bakeries TV transmitters
Sugar millers Radio transmitters
Fruit crushers Telephone exchange systems
Juice bottlers ATM cash dispensers
Milk coolers Network boosters
Cooking oil extractors Data base servers
Coffee pulpers Internet servers
Tea processors Insecticide mixers
Salt extractors Pesticide mixers
Milk / soda dispensers Soap solution mixers
Water dispensers Cleaning detergent mixers
Laundry cleaners Dye mixers
Dry cleaners Drug mixers
Cotton ginneries CT scanners
Textile weavers MRI systems
Leather processors Disinfectant mixers
Solar panels Anti infectant mixers
Wind power generators
Hydro power generators More machines
Fuel power generators ____________________________
Paint mixers ____________________________
Manufacturing ink mixers ____________________________
Printing presses ____________________________
Plastic moulders ____________________________
Metal moulders ____________________________
Iron sheet moulders ____________________________
Vehicle assemblers ____________________________
Cement processors ____________________________
Rubber moulders ____________________________

61
 Evaluating Team-Spirit Communication and Management for Project Success

Stage Score
1.0 – 4.0
Forming the Project Team
1. Feeling and sharing enthusiasm for the project’s success
2. Understanding of stakeholder expectations and requirements
3. Development of the project deliverables and benefits
4. Comprehension of scope outlines and risks
5. Commitment to project charter and smooth relations
Storming and Elimination of Conflict
6. Overcoming resistance to project objectives and specifications
7. Interpersonal adjustment in entering power structures
8. Refining stakeholder timelines, budget, and quality plan
9. Developing scope details, work breakdown, and risk register
10. Charting out roles and laying down operational plans
Norming and Norm Acceptance
11. Feeling of settling in team tasks and communication roles
12. Becoming open in discussions of work and norms
13. Agreeing with sponsor and stakeholders for project inception arrangements
14. Improving work processes and communication channels
15. Building member team capacity and competencies
Performing and Finishing Milestones
16. Feeling team spirit in tasks and meeting of deliverables
17. Meeting functional and non-functional role requirements
18. Sharing accomplishments and informing stakeholders
19. Monitoring and controlling project for beneficiaries
20. Using lessons learnt to improve and speed up performance
Adjourning the Final Phase
21. Feeling sense of loss of the colleaqual atmosphere
22. Maintaining relationships for use in new project challenges
23. Endorsing of deliverables by team member approval
24. Rewarding team member effort an issuing follow-up sheets
25. Securing client acceptance of deliverables and benefits
Index Total: ⁄

62
 Auditing Management Planning and Reporting of Project Risks
Risk Score
1.0 – 4.0
Responsibility-Centred Risk
1. Careful monitoring of project from feasibility to finish
2. Strong lobbying – supporting senior management
3. Fast decisions at critical moments
4. Avoiding change in project ownership at inconvenient time
5. Corporate leadership with strong vision and mission
6. Adequate communication on responsibility challenges
7. Quality supervision preventing too much rework
8. Checking/illegal or unethical behaviour that stalls project work
Scope-Centred Risk
9. Management of project changes without over-expansion
10. Clear deliverables form the beginning
11. Defined lines of communicating scope risks
12. Understanding user needs and scoping them in
13. Objectives of the project clear form the start
14. Sufficient pre start time for scope definition
15. Breaking scope into phases for easier management
16. Using professional tools of estimating scope of work
17. Understanding all project requirements place in scope
Operation-Centred Risk
18. Avoiding underfunding of the project later phases
19. Fixing the budget after defining all scope activities
20. Setting well thought out deadlines and milestones
21. Avoiding excessive pressure and burn out
22. Building in sufficient float for needy times
23. Prioritizing project to avoid conflict of interest
24. Identifying all stakeholders and their stakes
25. Listening to users to make minor adjustments
Index Total: ⁄

63
 Constructing and Communicating Project Risk Register

Risk Item Specification Responsibility

Product Name and Branding
Ease of pronunciation by targeted customers
Graphological appeal in written form JK
Mnemonic potential to keep easily in memory
Word with high advertising potential
Sound-alikes as attracting legal liability
Scope Over-Adjustment
Agreeing only to request for feasible adjustments
Defining the scope in firm and clear terms
Sponsoring and using sufficient feasibility reports PK
Seeking professional advise internally and externally
Holding enough stakeholder consultations to avoid lawsuits
Cost Overrun
Budgeting milestone by milestone for cost clarity
Avoiding use of overtime to cut costs LM
Involving team in budgeting to increase awareness
Anticipating enough contingencies in budgeting
Taking advice of investors to avoid litigation
Quality Dispute
Agreeing on very clear specifications in the contract
Designing with stakeholder in project reviews GD
Conducting thorough feasibility studies
Using the best technology whenever possible
Specifying professional standard to avoid litigation
Timeline Overrun
Using progress reports to track the project
Insisting on thorough work breakdown schedule LN
Allowing only simple changes in the work
Building in high float to help in lag time
Avoiding lawsuits for missing handover deadlines
64
 Executive Summary Terms of Reference
 Problem to solve  Objectives  Cost
 Suggested solution  Scope  Legal dimensions
 Supporting research  Timeline  Regulation and control
 Policy guidance  Quality  Market forces

EXECUTIVE SUMMARY
This report for Ace Electronics Company, Inc. proposes the development of a reimbursable expense policy along with a
monitoring and control system to make expense practices more equitable, to allow for abuse detection, and to reduce costs.
Extensive interviews and expense records research reveal that expenses are excessive, existing policy is inadequate, and
methods of approval and control are deficient. By implementing this proposal, the approximately yearly $3.3 million reimbursable
expenses may be reduced by as much as $1 million.
We propose the development of a written reimbursable expense policy that incorporates a matrix of all allowable expenses,
categorizes employees, sets conditions and restrictions, and clearly states approval individuals.
Further, we propose procedural regulations that establish periodic report periods and deadlines, entail new report forms,
and institute a definite system of review and analysis. A work plan to carry out these proposals includes the appointment of a
director, the establishment of committees, and a listing of chronological duties.
By implementing this proposal reimbursable expenses shall be reduced, and adoption may well lead to cost reduction
sensitivity in other expense areas.
Van Alstyne, Judith & Merrill Tritt (2002:513). Professional & Technical Writing Strategies: Communication in Technology and
Science. Upper Saddle River (New Jersey): Prentice Hall.

Principles of Summarizing Documents

1 2 3 4 5 6 7 8 9 10

1. Choosing correctly format of presentation

2. Avoiding over-compression of message
3. Including only core information as briefed
4. Suppressing interpretation and viewpoint change
5. Ensuring summary points briefly illustrated
Communication

6. Reproducing author's points interconnectedly

7. Avoiding unimportant detail or repetitions
8. Using only most essential examples
9. Focusing on sense not sentence structure
10. Keeping well-chosen title point of reference
11. Retaining author-centred/reader-targeted tone
12. Ascertaining cohesion and clarity of points
13. Checking and rechecking draft against original
14. Editing and proofreading final draft
15. Ensuring completeness, self-contained intelligibility

65
 Principles of Summarizing Project Documents

NB: If no brief exists document is reduced to one third of its original length

Stage 1: Understanding
summary brief

Stage 14: Stage 2: reading for

Conducting an acid general drift
test

Stage 3: reading for

Stage 13: meaning
Proofreading comprehension
several times

Stage 12: Stage 4: reading

Substantive editing for structural
comprehension
Summary as
Written
Stage 11: Checking Stage 5:
Communication
for logic and Formulating a title
intelligibility of daft

Stage 6: Isolating
Stage 10: Prunning the main points
the excess word
10-15

Stage 7: Checking
Stage 9: Composing
for overlooked
a rough draft
points

Project milestone
reports

66
 Differences between Paragraph and Report Summaries
Despite their differences, paragraphs can achieve the same purpose as reports: communication. The
difference is the amount of information that is transmitted.
Below are the major differences between paragraphs and reports
Paragraph summary Report Summary
 Made of sentences with different evidence  Presents evidence in paragraphs
 Starts with evidence topic sentence  Paragraphs highly condensed
 Provides idea support  Condensation by summations
 Ideas support topic sentences  Summations introduced by topic sentence
 Often closes with a round-off sentence  Relies on graphical communication
 Paragraph type remains the same  Uses many paragraph types
 Length controlled by report word limit sign  Has one dominant paragraph type
posting clarifies
 Sentence sense  Uses a central summary idea
 Sentence sense aids paragraph  Must have a title
comprehension
 Local textual meaning important to reader  Title strengths meaning comprehension
 Defined by a word or page limit
 Required to be 1/3 of original if (limit
unstated)
 Signaling signposts aid coherence
 Coherence aids report comprehension
 Global textual meaning important to reader.

In spite of these differences, paragraphs summaries have a lot in common with report summations
including: extracting points, prewriting; writing and revising drafts which is substantive editing
(editing for substance). The final stage is proofreading.

67
 Signposting Words in Signalling Communication
1. first of all last of all furthermore
2. also in addition moreover
3. the other reason next for one reason
4. first likewise second
5. another for one thing finally
6. for example to illustrate such as
7. for instance specifically once
8. in the same manner in a similar way similarly
9. equally as just like
10. likewise by way of similarity just as
11. yet on the other hand otherwise
12. conversely however but
13. still in contrast put differently
on the contrary in variation
14. chief among these most noteworthy above all
15. significant among them a key issue the main thing
16. of most substance with particular attention to of critical force
17. most memorable the principle issue important to remember
18. what should be noted a major fact of central concern
19. most of all least of all of primary interest
20. special to mention chief in it all in particular
21. therefore as a result consequently
22. as a result because in effect
23. resulting in in consequence thus
24. effectively causing since

68
Without repeating any line, write the signposting words according tow hat each group signals as in
the example given here
1. illustration: for example, to illustrate, such
2. emphasis:
3. addition:
4. comparison:
5. contrast:
6. emphasis:
7. contrast:
8. addition:
9. emphasis:
10. emphasis:
11. cause-effect:
12. comparison:
13. addition:
14. emphasis:
15. contrast:
16. cause-effect:
17. addition:
18. cause-effect:
19. emphasis:
20. cause-effect:
21. comparison:
22. illustration:
23. addition:
24. emphasis:

69
 Narration

The section-centred leadership model was formulated by John Adair – the man considered one of
the leading researchers in modern leadership studies. To come to come to his conclusion that
communication was one of the most important hallmarks of a leader’s success, Adair studied
leadership in many contexts.

Thus project leadership, military operations, manufacturing production, marketing promotions -

these are but some of the areas which Adair used to support his views on the importance of
communication. He found out that without communication there would be no consensus building: a
central driving force in teamwork.

Therefore, the ACL theory was understood to consist of four main tenets: including teamwork key
functions, task performance, team spirit; and individual co-operation. To succeed at all these levels,
the leader has to communicate well.

Summarizing
1. Decide the best title for the passage above presented as a narrative.
A Action of leaders B Success in leadership Success in leader Communication for
2. Write down five points needed to sumamrise the passage
1. ___________________________________________________________________________
2. ___________________________________________________________________________
3 ___________________________________________________________________________
3. In above 50 words, summarize the main ideas of the passage
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________

70
Definition
A definition helps pinpoint the qualities or characteristics of the subject for better comprehension of it.
For this understanding to come out, several ways are used to bring it out: parenthetical, sentential,
operational, expanded exemplification, comparison-contrast, illustration, or use of history (etymology).
The parenthetical – a high level technical audience peer approach – uses a word of phrase; often
assumed to be optional. But this is not so with a sentential definition aimed at managers, customers, and
lay persons - by restricting a word’s meaning to its class and distinctive qualities. Moreover, the
sentential definition is stronger than the parenthetical one.
With an operation definition, the medium audience of top managers, production staff, customers
and top managers are treated to how something works: a process or a product. But an expended
exemplification whose audience is medium or low at technical issues clarifies meaning for the following:
top managers, customers, production staff, consumers, and the lay public.
Peers, experts, top managers, customers, production staff, the general public, consumers,
laypersons – these form a high medium, or low technical level audience heavily dependent on the visual
image known by this name: the graphic illustration – a picture for a thousand words.
Equating the familiar with the unfamiliar, the comparison – contrast definition makes meaning
familiar – the heart is a pump, for example – by use of analogy aimed at low a technically level audience.
If every approach does not seem to make sense, one can start or end with the history of a word –
the etymology – to expound on meaning to medium audiences by explaining the origin or root from
which a word is formed.

1. State the rhetorical strategy of the type of sentence beginning used in each of the paragraphs in the
definition passage.
a) Sentence one in paragraph one and two begin with one of the following statements
A. Subject first beginning
B. Prepositional phrase start
C. Item series beginning
D. Conditional clause start

b) Sentence one in paragraph three starts with one of the options below.
A. Subject first beginning
B. Contrastive phrase start
C. Conjunctive adverb beginning
D. Item series start
c) Sentence one in paragraph four begins with one of the following options
A. Subject first beginning
B. Prepositional phrase start
C. Item series beginning
D. Gerundive start
d) The fifth paragraph starts with one of these statements
A. Subject first beginning
B. Preprositional phrase start
C. Conditional clause start
D. Conjunctive adverb beginning

71
 Tabulation
Tabulation is writing by creating rows and columns in which to present information in
communication. What is put in the space created may be facts or figures. Below is tabulated
information summarizing how definitions may be understood.
Definitions

Method Characteristic Typical Audience Audience Technical

Level
Parenthetical Gives a quick understanding of Peers, experts High
a term with a word of phrase
Sentence Restricts a word’s meaning Top manager, customers, Medium or low
according to its class and operative and production
distinguishing features personnel, the general
public, consumers,
laypersons
Operational Explains briefly the working of Top managers, customers, Medium
an object operative and production
personnel
Expanded Clarifies meaning with an Top managers, customers, Medium or low
Exemplification example operative and production
personnel, the general
public, consumers,
laypersons
Comparison /contrast Equates the unfamiliar with the The general public, Low
familiar, often by means of consumers, laypersons
analogy
Illustration Supports a verbal definition Peers, experts, top High, medium, or low
with a visual image or depictionmanagers, customers,
operators and other
production personnel, the
general public, consumers,
lay persons
Etymology Explains the origins or roots of Top managers, customers, Medium
a word operators and other
production personnel
Lordeon, Salley & Celia Miles (1991:181) Writing Technical Reports: Basics and Beyond. New York: Glencoe
/McGraw- Hill

In summarizing contexts, tabulation can be handled in different ways. To reduce information,

column details may be removed. Entire rows or columns may be excised for the same purpose.
Similarly, if the information is found enough rows and columns can be created.

1. The untabulated passage on definitions is about 300 words. Write down the details of the
examples on the typical audiences that can be removed without doing much injury to the
passage.
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
2. Rewrite the original passage by reducing it to a summary of 250 words.
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
72
 Concept Test Description Format
New Product of Zero Sugar Mango Soft Drink

A county soft drink manufacturer would like to know, what you think about a new diet soft
drink. After reading the product description below, please answer the questions that follow.
Zero Sugar Mango Soft Drink

Here all for you is a sweetness without sugar in a bullying beverage that relieves thirst, sweetens the
tongue, and tuckles taste buds with a wonderful after taste of blended mango, sweetener, and more.

Helps all users check weight adding by controlling the urge for snacking and sweet sucking

The drink has no weight adding sub stances.

Comes in small, medium and large cans or bottles at very affordable prices

1. How similar or different do you consider this drink to be from other products now available
in the market? Tick one
[ ] Not at all the same
[ ] Somewhat similar
[ ] Slightly similar
[ ] Completely similar
2. If you tried and liked to product described above, how frequently would you be buying it?
Tick One
[ ] More than once a week
[ ] Once a week
[ ] Twice a month
[ ] Once a month
[ ] Less than all times above
[ ] Would not buy at all

1. Assume that the mango juice passage is oversummarized and you want to expand it. Write
down the points to use in the expansion.
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

2. Study the mango passage and expand the summary to 100 words for a sales flyer
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

73
 Concept Test Description and Sketch Format

A major pharmaceutical manufacturer would like to know what you think about a new mosquito
repellant. Please read the product description below and answer the questions that follow.

The plug and plague mosquito repellant by just plugging into a

socket a new mosquito repellent container, you can plague the
mosquito world a death in a matter of time. The repellent is
WARNING based on a fumigation formula that makes mosquitoes suffocate
A plugged fumes container to death or flee the site of action of fumes that fill the room.
should not be left on at the Electrical action ejects fume sprays in all directions snapping
socket for more than ten mosquito lives but or clearing the room of allot than all night:
hours. for 100 hundred nights

1. How significant do you consider the difference between this product and similar ones in the
market? Tick one
Very significant Results (%)
Somewhat significant 31%
Slightly significant 25%
Somewhat insignificant 14%
Completely insignificant 20%
2. If you tried and liked the product described above, how would you buy it? Tick one
Results (%)
Definitely to buy 17%
Probably to buy 26%
Might or might not buy 24%
Probably not to buy 13%
Definitely not to buy 20%

1. Assume that the mosquito repellent description is oversummarized. Write down the main points
to use to expand it.

__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
2. Expand the original mosquito piece into a flyer passage of 150words.
_________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

74
Comparison is placing things side by side with a view to observing their similarities. For companies
to close product gaps so that the potential between them is not exploited by competitors, they need
to do comparisons first.
Below is a comparative information sheet designed to help identify product spacing matrix for gap
closing.
Information
Bar code Sell – by the Contents Manufacturer Contact Weight Price
safety and and phone on
warrant labeling volume
litre or
to
Soft drink
products name
1. Mango 9612419 DDMMYY Mango JJ 0729374612
979786 flavour
2. Pineapple
3. Orange
4. Passion
5. Apple
6. Blackberry
7. Strawberry
8. Lemon
9. Guava
10. Water

Comparison can be multi-featured comparison or single-feature comparison. Its importance to

technical writing is in enhancing comprehension of whatever is being discussed in a given setting.

1. Using more than one criterion, define the term comparison in about 30 word
2. Discuss how to improve your mango and pineapple products using the following
considerations to close product gaps.
a) Research extending sell-by date
b) Reducing calory compounds
c) Increasing the product trustworthiness
d) Better value per weight or volume
e) Enhancing blended flavours and aftertastes
f) Providing better labeling for information
g) Making specification of ingredients clearer
h) Increasing assurance of product safety warrants
i) Guaranteeing better health to user
j) Showing environmental awareness in package decomposition

75
 Evaluation
Evaluation is assessing whether the intended targets have been achieved. It can be done in two-
ways qualitatively or quantitatively.

Below is a diagram assessing the use of time by recording the planned and the actual.

Gantt Chart Showing Use of Research Time

Activity Week
Evaluation 1 2 3 4 5 6 7 8 9 10 11 12
Find where Planned
to research Actual
Develop Planned
questionnaire Actual
Hire and Planned
train Actual
assistants
Administer Planned
questionnaire Actual
Do internet Planned
research Actual
Search Planned
government Actual
records
Read library Planned
articles Actual
Study Planned
consultant Actual
reports
Analyse Planned
questionnaire Actual
results
Prepare and Planned
submit Actual
report

One of the reasons for recording information in evaluation forms is for lessons learnt: mistakes
should not be repeated in the next project.

76
1. Write down ten reasons why a project researcher may hand in a late report.
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
2. In 150 words, summarize the main issues in the view that there should be no excuses created
to justify late project or product reports.
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

77
Interpretation
The claim that everything on the Internet is good is at best controversial and at its worst
misleading: seriously so. Although an information superhighway, what one gets depends on a
number of things.
To start with is the question of where one is on the Internet: a peer reviewed site or a non-
peer reviewed one. With just a bit of money to spare one can – like renting a post office box –
rent a site.
What would prevent one from getting an internet service provider (ISP) to upload – on
the site – substandard material? Robotic indexers scout twenty-four hours looking for new titles
to upload: automatically; without being peer reviewed.
However, directory sites function differently. Before the material can be uploaded, a peer
reviewer goes through it. If it does not meet the required standard, the directory – Google is the
most well-known – will not host it.
Metacrawlers such as highway 61 are search engines that mix the search approaches of
the peer reviewed material and the non-peer – reviewed hosting. If one is not competent to judge
the quality of such information, the directory – hosted sites would be more authoritative.
As in real life, a lot of good reading material is expensive. Thus sum sites require one to
buy information before downloading it; often not cheaply. But some universities migrate their
libraries to the internet for access when not physically one campus.
The classics in all disciplines are still not free: they come at a cost – even on the Internet.
1. In about 30 words, define an Internet site using at least two approaches in formulating a
definition.
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
2. Summarize the passage on how to interpret the Internet-hosted material that is upload
through Internet service providers (ISPs)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

78
 Mobile Phone Money-Sending Transaction Description

Topic statement
Titled description Function of mechanism

Reversal notification if Screen navigation

wrong number

Waiting for verification Option navigation

Verification duration Process initiation

Money-sending
communication
Call centre reversal Stepped order
initiation numbering

Forwarding transaction Reader-friendly

SMS language

Contacting call centre Receiver number entry

for reversal precision

Consequence of error Amount entry precision

E-money transmission
Confirmation of Withdrawal charge charge
transaction

79
 Mechanism and Process Technical Description

Graphic illustration
Purpose of description Audience need of detail

Inputs into mechanisms / Suitability of detail

process

Outputs of mechanism Clarity of mechanism

or process

Feedback of mechanism Captioning of graphics

success
Communication

Feedback of process Precision of process

success detail

Definitions in Division into parts

mechanism / process

Appearance indicators Sectioning into sub-

(e.g. web page) parts

Texture indicators (e.g. Classification of steps

medicine gels)

Colour scheme Active/passive agents Positioning of

indicators (e.g. traffic mechanism
lights)

80
 Effectiveness of Collaborative Instruction Writing

1. Showing the reason for the instruction to be there

2. Targeting effectiveness of the little heading the instruction

3. Mentioning introduction to the instruction

4. Listing the member of steps

5. Using hazard alert messages effectively

6. Placing hazard messages for high visibility

7. Distinguishing between danger, warning, caution, and note

8. Depicting hazard with effective icon

9. Employing correct colour coding for each hazard term

10. Using appropriate icon to depict the hazard

11. Organizing instruction sets chronologically

12. Using one idea for each step so as not to overload it

13. Spelling out all things and not assuming the knows

14. Distinguishing between high tech, low tech, and lay audience

15. Develop an effective conclusion

16. Making clear mention of warranties

17. Providing disclaimers to prevent careless use

18. Reflecting a good document design

19. Effective use of highlighting devices including space white

20. Correcting grammatical and typographical errors

⁄ x100 =

81
 Plan to Capture and Communicate Six Sigma Data
Gas Pipe Section Length
Location: Collection Time Period Start End Machine Machine
Cutting Shop Date: Date: 1 2
dd/mm/yy dd/mm/yy
Measurement Occurrence
<9½ 000 [3] [0]
9½ 000000000
9 9/16 0000000000
9 5/8 0
9 11/16 0
9 3/4 X0
9 13/16 XXXXXX00000000
9 7/8 XXXXXXXXXX00000000
9 15/16 XXXXXXXXXXXXXXXX0000000000000000
10 XXXXXXXXXXXXXXXXXXXXXXXXXXXX000000000000
10 1/16 XXXXXXXXXXXX000000
10 1/8 XXXXXXXXX000
10 3/16 XXXXX00
10 ¼ X
10 5/16
10 3/8
10 7/16
10 ½
>10 ½
TOTAL
Note: 0 = Machine 1 X = Machine 2
Adapted from Alan Larson (2007:123). Demystifying Six Sigma: A Company-wide Approach to Continuous Improvement.

Six sigma capability index Defect per million Percentage of Defect Free
opportunities (DPMO) output (%)
0.5 841,000 16
1 690,000 31
2 308,537 69.2
3 66,807 93.3
4 6,210 99.4
5 233 99.97
6 3.4 99.999966

82
 The Writing Process for Documents with Legal Implications

Document Concept and Potential Legal Liability

1. Regulatory liability in projects
1.1 Import - Export
1.2 Industry concentrations
1.3 Food standards
1.4 Blue prints
2. Stakeholder compensation
3. Noise pollution
4. Noise nuisance
5. Child labour recruitment
6. Occupational health
7. Copyright
8. Trademark
9. Patent
10. Product design
11. Product instructions
12. Product warranties

Revisions and Copy Editing Analysis of Audience or

to Avoid Liability Receiver and Legal
Implications

Communication: Planning the Strategy to

Drafting the Document Substantive Editing or Avoid Liability
Avoiding Liability Team Consultation

Preparing an Outline Bearing

Recording the Information Legal Implications in Mind
and Research Documentation

Gantt Chart or Timeline

Schedule for Document
Deadline

83
 Sales Agreement

James Ray (1998:59). The Most Valuable Business Forms You’ll Ever Need. 2nd ed. Naperville (Illinois):
Sphinx /Sourcebooks.

84
 Communication through Sales Agreement Clauses and Subclause

Title clause

Seller seal Identification of

covenanters

Better signature Buyer definition

Buyer seal Seller definition

Communication
Model verbal
Seller signature
identification

Covenant execution Model numerical

date identification

Relevant law to be Serial number

enforced identification

Remedies to invoke Payment method

Exchange clause
Amount paid
Consequences of default
Consideration clause

85
 Arbitration Agreement

James Ray (1998:95). The Most Valuable Business Forms You’ll Ever Need. 2nd ed. Naperville (Illinois): Sphinx /Sourcebooks.

Mediation Agreement

James Ray (1998:96). The Most Valuable Business Forms You’ll Ever Need. 2nd ed. Naperville (Illinois): Sphinx /Sourcebooks.

86
 Motion-Based Court Room Communication

Motion for new trial Motion to quash service

Motion for sanctions Motion to deny motion to

dismiss

Motion for judgment Motion default judgment

notwithstanding the verdict

Motion for summary judgement Motion to bring third party

defendant

Motion to make more definite Motion for protective order

and certain

Communication

Motion for examination Motion to file amended claim

Motion to inspect Motion for extention

Motion to reset hearing date

Motion in limine

Motion to set aside default

Motion to compel judgement

Motion to dismiss
Motion for judgement in the
pleadings

87
 Evaluating the Comprehension of the Pre-Trial Order Format of Communication

Pre-Trial Issue Score 1.0 – 4.0

I. Stipulations
1. Jurisdiction of the court over the parties before the court
2. Jurisdiction as to the subject matter
3. Capacity of the parties (majors, minors, soundness of mind)
4. All relevant and material facts of the case
5. Factual issues of the designation (identification) of the parties
6. Legal issues to be resolved in the suit
II Contentions
7. Contentions over matters parties are unable to stipulate
8. Claims considered abandoned if not in pre-trial
9. Jurisidiction, joinder, capacity part of contentions if unstipulated
10. Relevant and material facts as part of contentions
11. Legal and factual issues as contentions if unstipulated
III Exhibits
12. List of exhibits including maps, diagrams, signs, symbols
13. Copies to be provided to opposing counsel as per deadline
14. Unless objected to exhibits deemed identified as part of proof
15. Grounds for inadmissibility to be stated as objection
16. Exhibits whenever possible to bear same number as deposition
17. Deposition to be changed to tally with exhibit numbering
IV Designation of pleadings and discovery materials
18. All portions of pleadings to be designated (identified)
19. Discovery materials likewise designated
20. Designation to include depositions and interrogatories
21. Referencing designation to include volume, page, and line
22. Reasons for objections clearly stated
23. Depositions for cross-examination only not necessary to designate
V Witnesses
24. List of names and addresses of all witnesses
25. Briefly labelled what counsel to achieve with testimony
Index Total: ⁄

88
 Community Nutrition Programme
AMREF
TENDER NOTICE
Tender No: Amref/ Global Fund TB/15/09/2014
AMREF (African Medial and Research Foundation) invites sealed tenders for eligible candidates for the supply and Delivery of food
supplements to AMREF – Kenya Country Office, next to Wilson Airport Nairobi as set out hereunder:

LOT NO DESCRIPTION QTY

1 Ready to Use Therapeutic Feeds (RUTF) in paste/bars/powder form. 16,576 Boxes of
Packed in boxes /Cartons containing 150 sachets of 92-100g each for Total net weight of 13.8-15kgs per 150 sachets each
carton.
Shelf-life: Should have a shelf life of 24 months from the date of manufacture which should be well
indicated on the packaging
Quality certification: Must produce manufacturer’s certificate, importation certificate and Kenya
Bureau of Standards (KEBS) certification
Name and address of the manufacture, nutritional information per 100g and name of the product must be
clearly indicated on the packaging

Composition per 92/100 gram

Element Specifications/quantity
Moisture content 2.5% maximum
Energy 520-550 kcal/100g
Proteins 10-12% total energy
Lipids 45-60% total energy
Vitamins Vitamin A 0.8-1.1 mg
Vitamin D 15-20
Vitamin E 20 mg
Vitamin C 50 mg
Vitamin B1 0.5mg
Vitamin B2 1.2mg
Vitamin B6 0.6mg
Vitamin B12 1.6
Vitamin K 15-30
Biotin 60
Folic acid 200
Pantothenic acid 3
Niacin 5
Minerals Calcium 300 -600 mg
Phosphorus 80-140 mg
Potassium 290mg
Magnesium 10-14mg
Zinc 1.4-1.8mg
Iron 11-14mg
Iodine 70-140
Sodium 290mg/100g maximum
N-6 fatty acids 3-10% total energy
N-3 fatty acids 0.3-2.5 of total energy

NB 1. Accuracy and legal problems

100 x 150 x 16,576 = 248,640,000
92 x 150 x 16x576 = 228,748,800
= 19,891,200 = 19,891.20kg
NB2: 100 150 x 16.576 82x 150 x 16,576 = 248, 640,000 = 203,884,800
44,755,200 = 44,755.20kg
44,755.20k
-19891.20k
Specific performance 24,584.20
89
2 Fortified Blended Flours with sugar fortified with micro nutrients providing 380-400Kcals, 30-40 65,780 bags of 6kgs
protein/ 100gms. Packed in 3kgs plain polythene bags inside a 6kg waterproof bag. (2 pieces of 3kgs each in
Type: Fortified Blended Flour polythene bags in each
Labelling: MUST include manufacture and expiry date, Batch Number, ingredients, nutritional water proof bag) each
information per 100 grams, manufacturer’s contact details. totaling 394,680 Kgs
Quality and certification: The supplier quoting MUST be the manufacturer of the FBF and must
produce a manufacturer’s certification and Kenya Bureau of Standards (KEBS) certification.
Shelf life: 6 months from date of manufacture
Composition per 100 grams
FBF 10% Sugars
Energy 400kcal
Protein 14%
Fat 6%
Fibre 12%
Vitamin A 2300 IU
Vitamin B1 0.28 mg
Vitamin B2 08.2mg
Vitamin B3 5.0 mg
Vitamin B5 0.165 mg
Vitamin B12 1.3 mcg
Vitamin C 60mg
Vitamin D 200 IU
Vitamin E 7.5 IU
Folate 0.2 mcg
Ca-d-Pantothenate 0.28 mg
Copper 0.7 mg
Iron 8.0 mg
Zinc 12 mg
Calcium 260 mg
Sodium 650 mg

Delivery Schedule in Gantt Chart Format

Total
30th Sep 2014 11th Nov 2014 12th Jan 2015 14th Apr 2015 13th Jul 2015
16,576 3,947 boxes
boxes 150 788 boxes of TF
satchels
each 3,947 boxes of TF

3,947 boxes

3,947 boxes

Total
65,780 bags
of blended 13,156 bags
flours
13,156

13,156 bags

13,156 bags

13,156 bags

90
 Delivery and payments will be staggered as in the schedule below:

Delivery schedule

List of goods Quantity 30th 11th 12th Jan 14th April 13th July
Sept Nov 2015 2015 2015
2014 2014

Ready to use Therapeutic Feeds 16,576 Boxes of 788 3,947 3,947 3,947 3,947
(RUTF) in paste / bars/ powder form. 150sachets each boxes boxes boxes boxes boxes
Packed in boxes/ Cartons containing
150 sachets of 92-100g each for Total
net weight of 13.8-15kgs per carton.

Fortified Blended Flours with sugar 65,780 bags of 13,156 13,156 13,156 13,156 13,156
fortified with micro nutrients 6kgs (2 pieces of bags bags bags bags bags
providing 380-400Kcals, 30-40 3kgs each in
protein / 100gms. Packed in 3kgs polythene bags in
plain polythene bags inside a 6kg each water proof
waterproof bag. bag) each
totaling 394,680
Kgs

N/B: To be delivered to Amref Kenya Country Office Nairobi.

Interested eligible suppliers may obtain further information from and inspect tender documents at AMREF in Kenya
office situated along Langata Road, during working hours (8am – 12:30 pm and 2 pm – 4.30pm Monday to Friday)

A complete set of tender documents may be purchased by interested bidders upon payment of a non refundable fee of
Kshs. 3,000,00 per LOT. Payment should be deposited in the following bank accounts and receipt presented to the
Country Office:- Kenya Commercial Bank, Account Name Amref, Account No: 1111429243 or National Bank of Kenya,
Account Name: Amref, Account No: 0102058235400.

Completed tender documents are to be enclosed in a plain envelop (each LOT in separate envelop) marked with the
tender reference number and tender name.

Bids must be delivered to the address below at or before 1200hrs East African time on before Tuesday 7th October 2014
and will be opened in the presence of the bidders’ representatives who choose to attend at the same time on the same day.
Electronic bidding will not be permitted. Late bids will be rejected.

The address referred to is:

Country Director, Amref KCO, Langata Road, P.O. Box 30125-00100, Nairobi. Tel: 254-020-6994000, Fax: 254-020-
606340/602531

AMREF reserves the right to accept / reject any tender in part or whole and is bound to give reasons for its decision.

Daily Nation Monday September 15, 2014 p. 48

91

Remedy
Negotiated Settlement
A satisfactory solution
to most breaches of
contract is resolved by
the parties themselves
through voluntary
negotiated settlements.
Remedy
Specific Performance
Court-ordered remedy
when subject matter of the
contract is unique.
Example: if seller does not
deed contracted – for land
to buyer, buyer can get
court to order seller to
transfer the land.
Remedy
Rescission
Requires each party to
return the consideration
given the other. Often
used in fraud or
misrepresentation cases.
Adapted from Reed, Lee, Peter Shedd, Jere Morehead, & Marisa Pagnattaro (2008:196). The Legal Regulatory
Environment of Business. 14th ed. Boston: Irwin /McGraw-Hill.
Remedies for Breach of Contract
Remedy Remedy
Arbitration Compensatory Damages
The parties agree to abide by the decision of a Court-awarded damages to
neutral third party or parties. put the plaintiff in the same
position as if the contract
had been performed.
Includes lost profits on the
contract and cost of getting
a substitute performance.
Remedy
Consequential Damages
Court awarded damages
Breach of Contract arising from unusual losses
which the parties knew
would result from breach of
contract. Example:
plaintiff’s losses due to
closing of business when
defendant knew that failure
to deliver ordered
equipment would cause the
losses
Remedy Remedy
Normal Damages Liquidated Damages
A small amount – often $1 – awarded by the court to Where real damages for
the plaintiff for a breach of contract which causes no breach of contract are likely
financial injury to the plaintiff. to be ownership, parties
sometimes specify in the
contract what the damages
should be. Courts will
enforce these “liquidated”
damages unless they seem
to penalize the defendant
instead of merely
compensating the plaintiff
for uncertain losses
92
 Law Suit Process for Injury Complaint in Project Sales Demonstration

Out of Court settlement

Court jurisdiction

Agreement for Complaint for

commencement of trial Compensation for injuries

Witnesses Answer to complaint

Exchange of discovery Summons

materials

Designation of pleadings Capacity of parties

Communication
clauses
Exhibits Material facts

Contentions Factual issues and

designations

Pre-trial stipulations Legal issues and pleadings

Motion to set aside default Request to enter default for

judgment non-pleadings

Request for entry of Affidavit support for

default judgment request to enter default

Entry of default

93
 Communication Format for Serving of Summons to Appear in Court

In the High Court of Kenya, K County Circuit

____________________ other particulars
_____________________ SUMMONS IN A CIVIL ACTION
CASE NUMBER ____________
__________________
__________________
vs
__________________
__________________
TO_________________
YOU ARE HEREBY SUMMONED and required to file with the Clerk of this Court and serve
upon
PLAINTIFF’S LAWYER
___________________
An answer to the Complaint which is herewith served upon you within thirty (30) days after
service of this summon upon you, not inclusive of the day of service; failing which, judgment by
default will be entered against you for the relief demanded in the Complaint.

________________ ______________________
CLERK DATE

__________________
DEPUTY CLERK

RETURN OF SERVICE
Service of the Summons was made by me DATE
Name of server: DATE
Tick one box to indicate method of service:
Served personally to defendant Place of service_______________
Left copies of defendants usually place of residence with a person of appropriate age and
discretion residing therein ______Named: _____________
Placed advert in daily newspaper DN / ST dated_______________page _________________
Returned unserved: ____________________________________________________
STATEMENT OF SERVICE FEES
Travel Services Advert Total
DECLARATION OF SERVER
I declare under penalty of prejury according to the laws of the Republic of Kenya that the
information hereinabove provided in the Return of Service and Statement of Service FEES is
correct.
Executed on ________________Signature of server __________Address of Server __________

94
 Communication Format to Request for Entry of Application Default Judgment

High Court of Kenya

_______________County Circuit
Civil No ________________

_________________________

_________________________

Plaintiffs Request for Entry of Default Judgment

vs
________________________

________________________

Defendants

To: Honorouble Jerry Muchichi

Clerk of the High Court of Kenya

________________County Circuit

Upon the Affidavit hereunto appended, the plaintiff requests that you enter default the defendant
in the sum of One Million Five Hundred Thousand shillings (Shs1,500,000.00), plus interest
charged at Four Hundred and Ten Shillings and Ninety Six Cents (Sh410.96) per day from the
DDMMYY and the lawyers fees of Three Hundred Thousand Shillings, Five Hundred and
Ninety-Seven (Sh300,597.00).

The grounds for the default judgment request hereinabove against the defendant is for failure to
respond as to the Complaint of the Plaintiff, and the Affidavits – hereto-attached– of Mr.
Honestus Mwanifu and Mrs. Honestus Mwanifu neither in the minority nor relations of each
other.

__________________________

Appearing lawyer for defendant

Address: ___________________
___________________________

________________________________

95
 Format for Communicating Default Award Judgment

High Court of Kenya

_______________County Circuit

Civil No: _________________________

1._________________________

2. _________________________

Plaintiffs Judgment
vs
1.________________________

2.________________________

3._______________________

Defendants

The defendants, having failed to plead or by any other means start the defence of this action and
the default having been entered;

Now, upon application of the plaintiff and upon Affidavit that the defendants 1. _____________
2._______________________________3.____________________________are indebted to the
plaintiffs in the sum of One Million Five Hundred Thousand Shillings (Sh1,500,000), plus
interest charged at Four Hundred and Ten Shillings and Ninety Six Cents (Sh 410.96) per day
from DDMMYY and the lawyer’s fees of Three Hundred Thousand Shillings Five hundred and
Ninety-Seven Cents (Sh300,500.97); and that the above-named defendants being not in the
minority or incompetent or in the military service of the Republic of Kenya, it is hereby
ORDERED, ADJUDGED, and DECREED that the Plaintiffs recover of and from the defendant
the sum of One Million Five Hundred Thousand Shillings (Sh1,500,000), plus interest charged at
Four Hundred and Ten Shillings and Ninety Six Cents (Sh 410.96) per day from DDMMYY and
costs, including the lawyer’s fees of Three Hundred Thousand Five Hundred Shillings and
Ninety Seven Cents (Sh300,500.97).

This is dated DDMMYY.

_________________________
Jerry Muchichi
Clerk of the High Court of Kenya
________County Circuit
Address: ______________
______________________

96
 Communication Format for Motion to Set Aside Default Judgment

The High Court of Kenya

___________County Circuit
Civil No ____________

1___________________
2___________________
Plaintiffs Motion to Set Aside
vs Default Judgment
1___________________
2___________________
3___________________
Defendants

NOW COME the defendants through their lawyer, signed herein under pursuant to rule
_________of the Rules of Civil Procedure, and shows unto the Court:
1. The defendants have filed concurrently herewith a Motion Requesting Extension of Time to File
an Answer and a Motion to Compel wherein this civil action is laid out. The defendants request
the Court to read the motion herein under for information vitally relevant in the determination of
both of this motion and motion for extension of time.
2. The defendant contends that good cause exits to rescind and refuse the Plaintiffs application for
default on the grounds that:
a) The Plaintiffs denied the Defendants access to inspect to the original pressure cooker used for
product use demonstration and the photographing of the scene of the alleged accident.
b) Without access to the said appliance and scene of purchase, the discovery procedure is impaired
to the point of becoming null and void; hence the request through motion to compel access and
viewing of premises.
WHEREFORE, the defendants move the Court that both entry of default and default judgment
be revoked and that the Defendants be allowed to defend the suit in answer to the claims of the
Plaintiffs after the Motion to Compel has served its purpose.

__________________
Lawyer for Defendants
Address ____________
___________________
Phone ________________

Affidavit attached

97
 Sample Pre-Trial Order

1. Ann Wanjiku legal standing by herself )

2. Jan Wanjiku, minor represented by her ) Case No_____________
father )
Plaintiffs )
vs )
1. ABC Corporation ) Pre-Trial Order
Defendant )
2. DEF Distributors )
Defendant )
Date of conference DDMMYY )
Appearances: Ken Advocate, K County for plaintiff; EM Lawyer, M County for defendant

I Stipulations
A: All parties properly constituted before the court;
B: Court jurisdiction over parties confirmed;
C: Court jurisdiction over subject matter established;
D: All parties now properly designated;
E: No issue as to nonjoinder or misjoinder of parties;
F: First plaintiff a major appearing for herself;
G: Second plaintiff a minor appearing through the father;
H: Facts
1. Plaintiff a citizen of J Town in K County
2. Defendant a multinational corporation, licenced to do business in Kenya through Distribution
I: Legal Issues
1. May a seven-year old be guilty of contributory negligence?
2. Can a person participating in a product demonstration of a pressure cooker to buy it be
considered engaging in an activity legally designatable as a hazardous one.
J. Factual Issues
1. Were plaintiffs injured and did they suffer damage due to the negligence of the defendant?
2. How much, if any at all, would the plaintiffs be entitled to receive from the defendant as
compensatory damages?
II CONTENTIONS
A: Plaintiffs
1 Facts:
(a) That John Doe a trainee salesperson accompanied an experienced one and decided to
demonstrate the working of a pressure cooking appliance.
(b) That John Doe was allegedly negligent in that he demonstrated the working of an appliance
whose handling he was not competent about.
2. Factual Issues:
What amount, if any, are plaintiffs entitled to recover from defendance as punitive damages?
B. Defendant
98
1. Facts
That John Doe without authorization allegedly insisted on demonstrating the workings of a
pressure cooker while on internship as a student in a sales college.

2. Factual Issues
Did the Plaintiffs by negligence, and by participating in a dangerous demonstration contribute to
their injury and their having body parts allegedly being damaged?

III EXHIBITS
A: Plaintiffs

Number Document Title Objection

1 First Aid Report 1 Hearsy
2 First Aid Report 2 Hearsy
3 Photo of Plaintiff
4 Photo of Plaintiff
5 Photo of Scene
6 Pressure Cooker
B: Defendant Document Title
1 Photo of Scene
2 Unaltered Pressure Cooker

IV DESIGNATION OF PLEADINGS AND DISCOVERY MATERIALS

A: Plaintiff

Document Portion Objection Reason

Plaintiff’s first set of interrogatories No 1, 6,11 6 Privilege
Deposition of John Doe Vol. 1 line 9 Line 8 p. 1 through Hearsy
p. 1 through line 2 p5
line 7 p. 44
B. Defendant
None
Witnesses
A: Plaintiff Address Proposed Testimony
Name
Hum Maysong

99
V WITNESSES
A. Plaintiff
Name Address Proposed Testimony
Juka Malika P.O. BOX 315 Facts surrounding the hot
Kalemi contents scalding accident
Tuliki Kabiko P.O. Box 450 State of product used for
Labuk pressure cooker demonstration
K county
B: Defendant
1. All witnesses by plaintiff (by cross-examination)
2.Name Address Proposed Testimony
Facts surrounding the skills of
the product demonstrator
TRIAL TIME ESTIMATE : ______________days

Advocate
Counsel for plaintiff

Counsel for Defendant

APPROVED BY

JUDGE OF THE HIGH

COURT OF KENYA

100
 Communication Format for Certificate of Readiness for Trial

Certificate of Readiness for Trail

Completed Not waived Required

1. Jurisdiction issues settled X
2. All pleadings served X
3. Particulars of the Complaint served X
4. Physical examination completed X
5. Medical reports exchanged X
6. Compliance with Civil Procedure Rules X
7. Discovery procedures all done
8. No outstanding discovery requests X
9. Proceedings reasonably conducted X
10. Compliance with Precalender Rules X
11. Alternative dispute resolution open X
12. There being no outstanding issue, the case is ready
for trial

Dated: DDMMYY
___________County _______________
Esq
Lawyer for Plaintiff
Address: ____________________
__________________
Phone______________

101
 Monitoring and Evaluation Plan

Indicator Type What It Indicates Indicator Example

Quality Conformance Benchmark
Schedule Milestone Contingency time
Cost Unpricy Budget overrun
Availability Currency Obsolescence of technology
Specificatory Specifiability Photocopier features
Definability Controllability Risk
Explainability Adjustability Process
Accessibility Designability Reverse engineering
Utilization Triability Product
Effort Progress Task
Coverage Scope Term of reference
Efficiency Speed Frequency
Capacity Amount Volume
Proportion Amount Percentage
Value Value added Poverty reduction
Impact Extent Number impacted

The Difference between Leading and Managing in Projects

Leading
Bursting with creativity
Articulating project vision
Using project for change
Making participants enthusiastic
Communication
Managing
Maintenance of what is created
Specifying mission service charter
Recognizing organizational status-quo
Controlling for productivity

Inspiring action Seeking compliance

Listening to complaints Issuing work directives
Developing people growth Maintaining HR policy
Circumventing structural bottlenecks Respecting structural processes
Experimenting to innovate Establishing innovative routines
Seeking emotional commitment Monitoring performance
Empowering action Seeking accountability
Being people-centred Being order-centred
Using project points of reference Respecting organizational framework
Exercising flexibility Watching the limits of discretion

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 Project Supply Shortages Report
Date of report issuing the report __________________

Name of project___________________________ Department concerned______________________

Name of issuer of report_____________________ Checked by other numbers__________________

Project phase involved _____________________ Job being done ___________________________

Order number ____________________________ Time materials needed______________________

Message to purchasing officer_______________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

Reply from purchasing officer _____________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

Cause of shortages

Failure to notice low levels

Breakages

Shrinkage

Incorrect specifications

Purchasing errors

Design errors

Design changes and other errors

Certified and signed by us as follows:

1. Name _____________________________
2. Name _____________________________
3. Name _____________________________
4. Name _____________________________
5. Name _____________________________
Signature ____________Date ___________
Signature ____________Date ___________
Signature ____________Date ___________
Signature ____________Date ___________
Signature ____________Date ___________

103
 Preventing Strained Communication with Project Team

1. Analyse the words below taken for preceding diagram in terms of how the attitudes they
express can strain communication with project staff.
2. As shown in the example, match the words on both lists to show which solutions would
correct the problem of strained communication with the project team.
Attitude Solution

1. Unappreciativeness 1. 1. Solution-centredness
2. Centredness 2. 2. Politeness
3. Unemphatheticness 3. 3. Self-efficing
4. Being condenscending 4. 4. Positiveness
5. Dismissiveness 5. 5. Face-saving tact
6. Negativeness 6. 6. Empathy
7. Impolitenesss 7. 7. Integrativeness
8. Coarseness 8. 8. Being underfamatory
9. Being belittling 9. 9. Objectivity
10. Inconsiderateness 10. 10. Advisory care
11. Prejudice 11. 11. Considerateness
12. Being discouraging 12. 12. Etiquette-consciousness
13. Unpleasanteness 13. 13. Complimentativeness
14. Intrusiveness 14. 14. Assertiveness
15. Being unfair 15. 15. Being motivating
16. Discourteousness 16. 16. Fairness
17. Libellousness 17. 17. Privacy-consciousness
18. Being unmentoring 18. 18. Pleasantness
19. Blame-centredness 19. 19. Courtesy
20. Verbal aggressiveness 20. 20. You-centredness

104
 Communication in Non-Profit Projects of Organizations

Giving ECDE and post- Conserving animal

Retraining workers
ECDE aid habitats

Avoiding urban Sponsoring greening

industrial shifts to peri- activities
urban areas

Initiating low income Organizing coastline

housing clean-ups

Implementing pollution Supporting community

checking mechanisms health

Designing recycling Carrying out nutrition

programmes Communication campaigns

Ascertaining equal job Designing disaster

opportunities quick response

Improving employee Supporting farming

skills research activities

Offering children care Sponsoring scientific

and elder care research

Providing counseling to Helping reinvent Providing to counsel

county management government agencies central government

105
 The Presentation Delivery Theory

[Ray Birdwhistell]
Non-Verbal Codes
1.1Kinesics
1.2Vocalics
1.3Appearance
Haptics
Proxemics
Chronemics
Objects

[Kinesis
Movement’s meaning
Systematic analysis
Social meaning system
Movement’s impact
Methods of study
Idiosynchratic features
Non-idiosynchratic social system.

Proxemics (120, 1.30, 1.40 omitted

Gender posture factors
Sociofungal-sociopetal factors
Kinesthetic factors
Communication Haptic factors
Visualcode
Thermal code
Olfactory code
Voice loudness

General knowledge
2.0.0 Graphics
Tables
Pie charts
Graphs
Gantt charts
Schedules
Sketches
Blue prints
Maps
Drawings
Photographs

Adapted of Ray Birdwhistel’s and Edward Hall’s concepts (and general knowledge of graphics) Stephen Littlejohn and
Karen Foss (2011:126-130). Human Communication Theories. 10th ed. LongGrove (Illinois): Waveland.

106
 Focus of the Project Evaluation Audit by other Authorities

Item Score
1.0 - 4.0
1. Project viability according to feasibility and field inspection
2. Sustainability of the project in socio-economic environment
3. Validity of programme assumptions in project design
4. Justification for strategic options adopted
5. Reasonableness of chosen method of solving the problem
6. Articulation of objectives in project design
7. Validity of inputs for intended outputs
8. Effectiveness of pre-project training for launching
9. Sufficiency of the means of verification of achievement
10. Project effectiveness of progress in critical path
11. Effectiveness of the objectives to be realized
12. S
13. M
14. A
15. R
16. T
17. Project success in terms of cost-effectiveness
18. Efficiency in delivery of quality in the specifications
19. Positive impact of project actualization
20. Unintended negative consequences of project
21. Alternative strategy’s likelihood of success
22. Milestone documentation and meeting of deadlines
23. Ability to create float for emergency crashing (catching up)
24. Accountability and transparency of record-keeping
25. Lessons learnt for future use in projects
Index Total: ⁄

107
 J, K, L, or County Business Plan Calls for Applications
County Business Development Fund Programme Particulars
Sub counties: 12
Wards per sub-county: 4
Loans per ward: 16 (8 start ups, 8 for existing businesses)
Total loans: 768 (Value: Sh 307,200,000)
Start up loan: Sh 200,000
Loans for existing business (2 years or more old): Sh 600,000
One time administration fee: 4%
Interest rate: nil / 8%
Reserved awards: half the fund to youth, women, and those with disabilities
Repayment period: 4 years
Application technical evaluation: 60% (market 30%; job creation 15%; innovation 15%)
Application financial section clarity: 40% (labour, machinery, inputs, working capital
Ineligible businesses: alcohol, lending, pollutants, real estate, speculative

New Business Document Particulars

Business name: proposed or in existence
Business registration: registration certificate
Application for registration: application copies
Business person’s ID: identification or passport

Existing Business Document Particulars

Registration: Registration certificate
Business permit: one copy
Three months Expense records: bank, M-Pesa, SACCO
Income tax: PIN Certificate
Accounting records: certified copies

Sectors Eligible for Funding

Farming crops or livestock
Value adding of farm products
Manufacturing
Construction
Information communication technology (ICT) services
Wholesale business
Merchandising (retail)
Transport and communication
Hotels and restaurants
Handicrafts and carvings
Energy (micro wind, micro solar, micro hydro-energy)
Education

108
 Communication and Project Logistics

Logistical Considerations

Internal considerations

Supply market considerations:

 Supply market size Basic
 Level of competition (existing sellers in
decisions  Inventory facilities  Component design
market)  Handling facilities  Component range
 Legal considerations  Logistical facilities  Component flexibility
 Technological considerations
Make or buy
 Social considerations
 Industrial relations considerations
 General economic conditions
 Level of competition from other buyers
 Level of inflation Stage of  Payment policies  Level of materials (e.g. semi-
 Comparative currency levels purchase  Cash-flow considerations processed)
 Number of potential sources (after upstream
development)
 Purchasing strength

Communication
 Pricing information
 Cost information Production technology
Production facilities
Specific supplier considerations:
Schedule stability
 Quality of relationships
Industrial relations considerations
 Level of trust Existing
 Performance record source(s)
 Production technology Accuracy and topicality of supply
 Production facilities market information
 Level of flexibility Home or
 Quality level overseas
 Quality record
 IR record
 Financial stability One or more
 Pricing approach
 Credit policies  Accuracy and speed of
 Distance from buyer’s plant management information
 Inventory facilities
 Handling facilities
 Logistical facilities
 Proportion of sales to buyer

Adapted from Peter Bailey, David Farmer, David Jessop, & David Jones (2005:56). Purchasing Principles
and Management. 9th ed. Harlow (UK): Prentice

109
 Auditing Communication for Appropriateness of Stakeholder Message
Project Stakeholder Score
1.0 – 4.0
Internal Stakeholder Affected by Process
1. Owner manager originating the project
2. Sponsoring manager lobbying for project
3. Project manager selected to execute
4. Functional managers in the organization
5. Financing source in the organizational units
6. Project team executing the project plan
7. Technical experts in and outside the team
8. Employees in the organization
9. Stockholders with shares in the firm
External Stakeholder Affected by Process
10. Supplier furnishing project materials
11. Partners doing business with the organization
12. Creditors supplementing the funds
13. Government agencies such as regulators
14. Special interest groups like child employer suing lobbies
15. Neighbours in the project setting
16. Professional groups offering consultancy
17. Media following project development
18. Taxpayer questioning public use of expenses
19. Union preventing mistreatment of employees
20. Competitors checking eroding of advantage
Stakeholder Affected by Project Result
21. User of the project once complete
22. Team on basis of project performance
23. Sponsor and project manager reputational stake
24. Neighbours and special interest groups
25. Government agencies and the public
Index Total: ⁄

Law, Ethical Systems, and Human Behaviour in Projects

Ethical System Basic Tenets Example

Relativism Claim of no universal moral truth
Positivism or command Claim that law is only what is explicitly sanctioned or
theory prohibited by law and statute, divine or human
Utilitarianism Basis of judgement of action is consequences
Actions producing greater happiness better than others
Greater aggregate good better than individual good
Virtue ethics Not possible to legislated on morality.
Morals operate on higher plan than law
Morals an internal private affair.
Deontological ethics No rights without duties
Human rights to be carefully safeguarded
Moral privileges denied to others not acceptable
Talking to Athabaskans of Canada rude, potentially slanderous
silence to visitors of other Canadians rude, disrespectful.
British solution: talking about
Perfect weather project standards or relatively acceptable?
Religious commandments
Constitutional prohibitions
Problem of written and unwritten constitutions
Problem of customery prohibitions
Low project standards set by unclear law
If most people in the project happy, no need to worry about the
unhappy one
No need for universal health care project if most can pay for
themselves
No need for free education project implementation If most can
afford fees
Chance in life to live for exalted moral excellence or meet
minimal ethical standards
Choice to strive for project excellence even though taxing.
Best standard, Six Sigma, not in law statute anywhere in the
world.
Project leader to respect rights as well as allocate duties
Leader to accept criticism of unviable project plan

110
 Checklist on Understanding Project Monitoring by the Project Manager

Item Score
1.0 – 4.0
1. Ascertaining project vision to be on course as intended in the charter
2. Ensuring clarity of the mission activities for impact
3. Resharpening comprehension of problem being solved
4. Reinforcing strategic option of project in the programme (eg installers of machines)
5. Ensuring project assumptions not misunderstood
6. Ascertaining indicators of success are clear
7. Working to keep project objectives SMART
8. Frequency of keeping periodically updated well-written reports
9. Action of oversight with checklist of performance
10. Analysis to improve efficiency in the critical path
11. Adjusting the work plan according to reported information
12. Ensuring supply of inputs for intended outputs
13. Funding as input for financing the activities
14. Time schedule as input for milestone reports
15. Quality checklist as input for ensuring no deviations
16. Routine tasks as input for critical path progress
17. Progress reports as sources of information
18. Invoices as documents of funding accountability
19. Stakeholder meetings for feedback on project direction
20. Information to help project manager crash (hasten) activities
21. Feedback to help create float (spare time) for contingencies
22. Ensuring project impact is not diminished or diluted
23. Helping spot out contingencies for quick control
24. Ensuring beneficiary of project satisfied
25. Ascertaining funder/sponsor of project updated

Index Total : ⁄

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 A Cycle for a Six-Phase Training or Conferencing Plan

THEME
IDENTIFICATION

 Review of topics
 Topic choice
 Concept paper
FEASIBILITY
CONFERENCE STUDIES Feasibility analysis
CLOSURE

 Conference phasing feasibility

 Closure press release
 Completion checklists
 Quality reviews
 Conference accounts
 Completion reports
 Cost feasibility
 Objectives and risk evaluation
 Equipment requirements
 Speaker CVs
COMMUNICATION
 Feasibility reports

MONITORING AND
EVALUATION OF TERMS OF REFERENCE
CONFERENCE PROPOSAL APPROVAL

 Break-even chart inclusion

 Cost information factsheets
 Quality services  Constraint controls
 Timelines  Technical requirements
 Speaker schedules  Timeline briefs
 AVA performance  Key note speaker briefs
 Expense reviews  Exhibition plan
 Evaluation reports
CONFERENCE
PROMOTION

 Priority setting and start

 Mailing lists and biodata
 Advertising for confirmation
 Press release adverts
 Progress reports on promotion

112
The book is an A4 bound, lined book and not a loose-leaf file or folder. Record events with essential relevant data such as:

 Date;
 Time;
 Who is involved;
 Key points or content.

Events to record include:

 Telephone calls – incoming and outgoing;
 Faxes – incoming and outgoing;
 Letters –sent and received;
 Memos – sent and received;
 e-mail sent and received
 purchase instructions issued;
 contracts signed;
 action plans agreed;
 problems encountered;
 solutions derived;
 problems encountered;
 solutions derived;
 decisions taken – and how implemented;
 reports issued;
 meetings – sponsor, team, third party, one-to one.
The log book is not a personal document – it is an addendum to the project file. When using a log book:
 Use every page and number them sequentially;
 Never remove any pages;
 Start each day with a new page;
 Always write in pen, ball-point or felt tip, never pencil;
 Write on every line;
 Rule out all unused liens at the end of each day and sign the page at the bottom;
 Do not allow anyone else to write in the log book – even the project sponsor.

Young, Trevor (1999:58). The Handbook of Project Management South Asian Edition. New Delhi: Kogan Page.

Project records
Do not rely on the integrity or availability of computer records alone. The information in the file includes at least:

 The stakeholder list;

 The project organisation chart;
 The project brief;
 The scope of work statement;
 The project risk log;
 Risk management forms;
 The plan schedules and all updates;
 Estimating records;
 Key stage responsibility charts;
 Activity responsibility charts;
 The issue log if you decide to use one;
 Issue management forms;
 The project milestone schedules;
 Status reports;
 Meetings minutes/action lists;
 Project change requests;
 Project review reports;
 Contracts;
 Financial reports and documentation;
 Customer and supplier information;
 Handover checklist;
 Completion certificate(s);
 Evaluation report.

Young, Trevor (1999:164-165). The Handbook of Project Management South Asian Edition. New Delhi: Kogan
Page.
113
 Types of Project Plans

Farming Manufacturing Construction

County government Mining

Sub-county government Wholesale trade

Central government Retail trade

Communication
in
Legislative and judicial projects Transportation
services

Leisure and hospitality Warehousing

Health care and social Financial services

assistance

Educational services Business services

Utilities Professional and Information services

occupational services

114
 Stakeholder Analysis and Theory
Stakeholder analysis is one process by which a firm or an individual can apply the theories discussed
in the previous chapter to reach an ethical decision, "Stakeholders" includes an of the groups and/or
individuals affected by a decision, policy, or operation of a firm or individual. Stakeholder theory
suggests that, to reach ethical decisions, we need to subscribe to the following decision-making
process:

A. Identification: What is the moral dimension? What is the ethical issue? Often we don't even
notice the ethical dilemma.
B. Facts: Gather all of the relevant facts. It is critical at this stage that we do not unintentionally
bias our later decision by gathering only those facts in support of one particular outcome.
C. Alternatives: Identify the alternatives for your decision. Once you have gathered the facts, you
will now be equipped to determine the variety of decision possibilities at your disposal. Explore
not only the obvious choices, but also those that are less obvious and require some creative
thinking or moral imagination to create.
D. Stakeholders: Now you are at a stage to identify the interested parties (i.e., stakeholders)
based on the compiled facts and alternatives. Who is affected by our decision or any of the
alternatives? What are their relationships, their priorities to me, and what is their power over my
decision? Who has a stake in the outcome? Do not limit your inquiry only to those stakeholders
to whom you believe you owe a duty; sometimes a duty arises as a result of the impact. For
instance, you might not necessarily first consider your competitors as stakeholders; however,
once you understand the impact of your decision on those competitors, an ethical duty may arise.
E. Impact: What is the impact of each alternative on each stakeholder?
F. Guidance: Can you discuss the case with relevant others, gather additional opinions or
perspectives? Now is the time to consider the theories - What values are involved?
G. Constraints: Is the decision in line with legal and organizational rules?
H. Comfort: Are you comfortable with the decision? Can you live with it?
I. Assessment: Have you built in mechanisms for assessment of your decision and possible
modifications, if necessary?

O'Brien, Jerry (2005:92-93). Business Ernies Timeline. Perspectives in Business Ethics. 3rd ed.
Laura Hartman, Ed. New York: Irwin /McGraw-Hill.

115
 County Non-Profit Making Projects
Project Condition cost / capacity
Setting up monthly senior citizens cash stipend >70yrs
Writing a county strategic plan Every 5 years
Launching senior citizens NHIF cover >70yrs
Setting up Ambulance Service (4-7 ambulances) Sh. 4.2m (each)
Constructing renal units Level 5 hospital
ICU facilities Level 5 hospital
Acquisition and installation of two hospital power generators centres Sh 2.4m (each)
Setting up oxygen producing plants 160 ltrs/minute
Constructing early childhood education centers 5 per ward
ECDE stipend for ECDE kindergarten teachers 1,000-2,000trs
Setting up day school bursary funds Sh 8500-sh 10,000
Setting up youth polytechnic bursaries Sh 8,500-sh 10,000
Installing milk cooling plants 2,700ltrs x 15 centres
Setting up grass baler centres for hay making 2,000 acres /yr
Buying and scheduling tractors for farmers 1 for 3 wards
Buying and scheduling water boozers for hospitals / schools 15,000 ltr boozers
Laying county fibre option cable 1 town a year
Construction of bridges on (B), C, D, E roads Min small, medium
Constructing footbridges (60) Minbridge (Sh 1m – 3m)
Developing stadiums and sports for national / international competitions Sports sponsorship
Construction of county housing Ten acre space in phases
Piped water extension projects 1,000-2,000trs
Rural electrification of county wards Sh 5m – 9m per ward
ICT county public computer literacy training laboratories 10-20 shared
Buying and servicing borehole drilling machinery (drilling rig, crawler tractor, (shs 130) 15,000
loader) beneficiaries
Constructing irrigation dams (where rivers available) Sh 4m per dam
Setting of rock and archeological ecotourism centres 100,000 beneficiaries
Constructing airstrips for tourism development Beneficiaries all count
Construction of cattle dips (25) Sh 1m each
Constructing rain harvesting waster structure 1 per ward.

116