Proposal vs. Report

 

               For many years the creation of a proposal was simple and most often hand written, than transcribed on to a word processor. With the introduction of the computer and the countless programs designed to add diagrams, calculations, spreadsheets, documents, and e-mail have changed the style in which technical writing is done.

            A proposal would involve an assessment of the area in question, measurements, pictures and a diagram of field of roof, and types of membrane, specifications, as well as customer contact, and involvement. The requirement of a test cut, and or core samples is conducted (this is done in order to comply with State, and manufacture codes and specifications are met). When the information is compiled, the development of a proposal can begin.

            Estimation of cost for material and labor is included in the proposal, with company markup. When the pricing is complete, a detailed proposal is created that includes warranty information, price, and production schedule. An attachment of the scope of work always accompanies the proposal, detailing all work that is to be performed as well as start and completion dates. A small summary is integrated in this attachment with an explanation of the inspection and any repairs which would be made.

            In a situation in which a standard report would be used in an appropriate manner would be the initial inspection of area of construction proposed, this would prepare and inform the audience, (management, and or customer) of any details involving issues, and the solution. If using a standard report in place of a proposal, it can be done if costumer is a part of the company’s client base. A report includes similar attachments. A proposal is action oriented, as the report recommends this action.   

Journals and Scientific Documents

 1. The purpose of journals and professional papers.

            To hone the writer’s research skills while providing information to a general or specific audience, this can be an academic and or professional.  The technical writer writing a professional paper would explain product information, explaining the steps and results of product. A journal would contain a scientific or science writing and can be written for a specific field such as the medical field, we see many medical journals in doctors’ offices; these are written with the patient in mind. Journals can also be written by doctors for doctors. Such is the case with all professional fields.

           

2.  The organization of a technical scientific paper.

            Organizing a technical scientific paper begins with considering the four elements, which are design, research and completion of paper that includes selecting a journal to publish article, a rough draft, writing of the paper and finally submitting the paper for publication.

            Preparing an outline,  defining, limiting and focusing on the subject, (if subject is entirely the writers) the paper should explain in detail the problem by researching existing literature, discussing and drawing conclusions by exploring methods that could alleviate the problem.

Assessing leader behaviors in project managers:

            Being a Project manager, one must incorporate multiple skills which would not limit the duties of a project manager. The project manager must be able to bring out desired results from team members. Leadership style of the manager determines whether the manager is successful within the organization and can be the success of the organization.

            To be a good project manager one must be a good project leader. The article states, "Project leadership is the ability to get things done well through others".  The ability of a project manager to motivate and delegate to subordinates; having a concern for tasks and a concern for people. 

            The correct balance of leadership and managerial skills and being able to recognize the challenges along the project life cycle, responding to subordinates with the appropriate leadership behaviors; these skills will optimize the success of project.

            The article serves to state the case that good leadership skills can be found in effective project managers and this will always lead to project success. The article also states that leadership skills that are present in good managers are not always found in other areas of leadership, of course it states that more research is needed to prove this argument.

 

 

 

 

Managing a Project

            As my day unfolds I become more aware that if some type of project management was not used, many conflicts would arise in a very short amount of time. Areas of life such as time management, budget management, and household management run proficiently when well planned. 

            My position in construction makes it necessary to manage each project from: Initiation to planning and design, execution, monitoring and controlling, to closing.

            Complex projects do require more attention as the degree of difficulty rises. With one project that requires a small amount of management, and then another which requires hours upon hours of management, both types of projects should be designed in the same manner.    

            A task or planned program of work that requires a large amount of time, effort, and planning, organizing and managing resources to bring about the successful completion of specific project goals and objectives will most always show success.Project management is a critical skill required for execution. It is an essential organizing and managerial discipline in achieving objectives for reaching set goals. The art of managing the product and service development cycle to achieve a balance of time, cost and quality is project management.

            Leadership means working with and through people by providing them with a vision of the future which is meaningful to them and motivating. Leadership is both strategic and pragmatic and encourages all members of a team to deliver their best as an individual, and team member.

“High performing teams are built by leaders who have a vision and have the courage and mandate to lead others towards it. Leadership is a privilege and is earned through demonstration of competency and integrity”.

 (MarketRight.com Ltd. Retrieved January 14, 2009, from http://www.marketright.co.nz/Site/definitions.aspx )

 

            As we can see, the role of the Project Manager is just what it means. Leadership is an aspect that is integrated into project management and is vital to the execution, quality and completion of project. Communication is an important part of being a project manager, without proper communication the project manager is nothing more than a title.  Being a Project manager, one must incorporate multiple skills which would not limit the duties of a project manager. The project manager must be able to bring out desired results from team members.        Leadership style of the manager determines whether the manager is successful within the organization and can be the success of the organization.

            To be a good project manager one must be a good project leader. "Project leadership is the ability to get things done well through others".  The ability of a project manager to motivate and delegate to subordinates; having a concern for tasks and a concern for people. 

            The correct balance of leadership and managerial skills and being able to recognize the challenges along the project life cycle, responding to subordinates with the appropriate leadership behaviors; these skills will optimize the success of the project.

            This serves to state the case, that good leadership skills can be found in effective project managers and this will always lead to project success. Leadership skills that are present in good managers are not always found in other areas of leadership.

The System Development Process

            Methodologies identify phases and actions, and the amount and scope of these phases and procedures may differ from one designer to the other, expert to expert, technique to technique, and business to business. The phases are:

 

1)     Scope definition:

            This is the first phase of a typical project is scope definition. The function of the scope definition phase is twofold. Initially, this answers the question, “Are there issues which merit examining?” Next, and if the issue merits examination, it establishes the extent and boundaries of the project, the project vision, any constraints or boundaries, the necessary project participants, and the schedule and budget.

 

2)     Problem analysis:

                        The problem analysis phase analyzes the existing system and the findings to supply the project team with a more methodical perceptive of the problems that started the project. The analyst repeatedly uncovers and reviews the latest issues and answers the most significant question, “Will it be profitable to solve these problems or will this exceed the budget to build the system that would explain these issues?”

 

3)     Requirements analysis:

            The requirements analysis phase sets priorities and defines the requirements for the business. The analyst approaches the users to discover what is needed and what the business wants the new system, cautiously avoiding any dialogue of technical execution. This is the most vital phase of the systems development. Omissions and errors in the requirements analysis may affect the project and cause user dissatisfaction with the finished system and can cause a budget deficit from a costly modification

 

4)     Logical design:

            The logical design phase translates business necessities into system models. The phrase logical design is interpreted as “technology independent,” meaning the pictures demonstrate the system independents of any possible technical explanation, and the systems model business requirements which have to be satisfied by whichever technical solution that is considered.

 

5)     Decision analysis: (a system analysis transition phase)

            The purpose of the decision analysis phase is to (I) recognize candidate technical solutions, (II) evaluate those solutions which are considered for achievability, and (III) advice a candidate system as the goal solution to be designed.

 

6)     Physical design and Integration:

            Physical design is the reverse of the logical design. The function of the physical design and integration phase is to convert the business necessities (partly by using the logical system models) into physical design specifications which facilitate the systems assembly. Physical design addresses larger element about how the technology will be put to use in the new system. The design will be constrained by the accepted architectural model from the prior phase. It is necessary for the design to adhere to all interior technical design principles that will make certain performance, usability, quality, reliability, and completeness.

 

 

7)     Construction and Testing:

            The construction and testing phase is a functional system that is ready for implementation. The reason of the construction and testing phase consist of two parts: (I) to build and test a system that fulfills business requirements and physical design specifications, and (II) to execute the interfaces linking the new system and existing systems. Any final documentation (any technical documents, such as: training manuals and help references) will be developed during the groundwork for instruction and system operation. The construction phase may also include installation of any software that has been purchased.

 

8)     Installation and Delivery:

                The installation and delivery phase is the deliverable operational system. The system changes from the environment of development into the production environment. System analysts must provide training to system users, write various production control and user manuals, and transfer existing files and databases into new databases, and carry out a final testing of the system. Any problems may instigate a rework of previous phases which were thought to be completed. System users can supply feedback as any new issues arise. The installation and delivery phase uses similar building blocks as the construction phase.

 

            “These phases are not absolutely sequential. The phases tend to overlap one another; in addition, the phases may be modified to the unique requirements of a given project (e.g., deadlines, complexity, strategy, resources)”. Whitten−Bentley: Systems Analysis and Design Methods, Seventh Edition    

© The McGraw−Hill Companies, 2007

 

Protocol

            Most every day most of us are asked to decide how to respond to issues which can influence others as well as dealing with possible consequences or outcomes from our decisions which we make. The ability to choose or decide about things in a clear and definite way without too much hesitation or delay logically or morally can be based on knowledge and personal conviction.

            During a brief tenure as a manager of a call center I discovered that one of my subordinates was using un-prescribed pain medication during work. It was so obvious the situation was almost embarrassing. I had just completed a seminar on human relations which dealt directly with the issue in which I faced. The problem was that the person in question was my Assistant, and the person who helped trained me.

            Morally, my decision was to confront my Assistant and do what I could to rectify and preserve the core of the Management team. The other decision that loomed was the answer to my Managers who knew about my Assistants circumstances, and how I would deliver the disciplinary action which was governed by a set protocol.

               Logically I was required to look past any personal beliefs and follow protocol to the letter, but morally my convictions conflicted with some areas of protocol, so I concluded that a small compromise could be introduced that would benefit my Assistant and the company.

            The compromise was accepted and became an addition to protocol. Instead of a suspension without pay, the Assistant would be given the option to enter a substance abuse program (out-patient) and still contribute to the company without losing any pay days, and the only other outcomes would be either suspension, or termination.

 

An Artificial Language

 

            Programming Languages are an artificial language used to write programs, and the behavior of the computer is controlled by the programming languages. Programming languages are also used to facilitate communication about the task of organizing and manipulating information.

             Machine language or generation languages allow the computer to understand only a certain set of instructions, and the machine languages are different for certain PC’s and the issues associated with machine languages are that they may be difficult to use, there are occurrences of errors, along with a dependence upon the machine.  Therefore the development of next generation languages was necessary.

            Generation programming languages are as follows: 1GL; in which low level are used, 2GL; low level assembly languages, 3GL; a high level language, 4GL; which is used in database programming, and 5GL; a language of visual programming. The progression of these generation languages from binary to assembly language made programming more easily.

            Object-oriented programming (OOP) is an organizing program surrounding objects with logic instead of processes (as it is with non-OOP). Data and the processes preformed on the data are combined as an object. The OOP allows the developer of the software to reuse objects with-in the project, as well as between projects.

 

 

 

 

Summary:

            All programming analyzed by a computer which inputs in a specific language against the formal grammar of that language, as these validate the input and create an internal representation of it for use in subsequent processing, goes back to binary which the computer executes. All of these languages are closely related.

Writing a Proposal

For many years the creation of a proposal was simple and most often hand written, than transcribed on to a word processor. With the introduction of the computer and the countless programs designed to add diagrams, calculations, spreadsheets, documents, and e-mail have changed the style in which technical writing is done.

            A proposal would involve an assessment of the area in question, measurements, pictures and a diagram of field of roof, and types of membrane, specifications, as well as customer contact, and involvement. The requirement of a test cut, and or core samples is conducted (this is done in order to comply with State, and manufacture codes and specifications are met). When the information is compiled, the development of a proposal can begin.

            Estimation of cost for material and labor is included in the proposal, with company markup. When the pricing is complete, a detailed proposal is created that includes warranty information, price, and production schedule. An attachment of the scope of work always accompanies the proposal, detailing all work that is to be performed as well as start and completion dates. A small summary is integrated in this attachment with an explanation of the inspection and any repairs which would be made.

            In a situation in which a standard report would be used in an appropriate manner would be the initial inspection of area of construction proposed, this would prepare and inform the audience, (management, and or customer) of any details involving issues, and the solution. If using a standard report in place of a proposal, it can be done if costumer is a part of the company’s client base. A report includes similar attachments. A proposal is action oriented, as the report recommends this action.   

The seven phases of the systems development life cycle

 

Planning:

 This phase is most important. Describes desired features and operations in detail, including screen layouts, process diagrams, business rules, and other documentation. By outlining in advance the project and the phases in the life cycle, the project takes shape in this phase. The company may bring in a systems analyst to do this; in some cases the company already has one (CIO) on the payroll. As this phase develops, the outline of a proposed system and feasibility analysis are put into action.

     

System Analysis:  

      This is the process in which the analyst finds the problem in the company and submits a solution and puts the project goals into defined functions and operation of the intended application. Tools that are used in this phase include requirements gathering, structured analysis, and (CASE) A computer-aided systems (software) engineering.  Planning may have to be considered and possible changes in feasibility may affect the budget or schedule.

Systems Design:

In this phase, the team submits in detail the specific functions and parts it will contain and what it will take to build it, and describes desired features including screen layouts, business rules, process diagrams, and other documentation. The two main areas of system designs, logical system design, which shows (such as blue prints) of system   and a physical systems design, which shows in detail the cost and materials of system. Scope creep (job as specified) and feature creep (an open ticket in case the owner wants to add something) are also used.

Development:  

This phase is where the company hires a programmer, data base developer and a network engineer; a programmer may use a flow chart for the process of system. This is final stage of the initial development, and the system is put into production. The occurrence of change is taking place. Instillation is a part of this phase. Training would benefit the company during the development phase.

Testing:

            Once the system is built testing of the system must take place to ensure workability and Brings all the pieces together into a special testing environment, then checks for errors, bugs and interoperability.  Any problem that exists will be found and addressed. In this phase, verification and validation are used.

Implementation:

                        The real code is written here. Now the system is ready for an actual working environment (training is most important in this phase). Instillation of systems components and old data is moved to new system, a direct cutover is used in this process, but it could be risky and difficult. This direct cutover usually takes place during off-peak hours. A parallel conversion can also be used.  Pilot testing is also one type of conversion, and a staged conversion.

Maintenance:

            In this phase changes, correction, additions, and moves are made. This, the least and perhaps most important step of all, may go on forever.

 

 

 

 

Collaborative and Individual Writing Processes

Advantages of collaboration:

A team of skilled experts is used who can collaborate, opposed to an individual writer that may have limitations, such as time and research, therefore broadening the knowledge base.

2)     Different opinions and strengths that may raise questions and possibly find an area in the document that needs correcting, and widening the responsibilities.

3)     A team environment will give each individual writer the chance to add their expertise and creativity giving an assessment of its good and bad qualities as a part of the group collaboration with respect to each writer as an individual.

 

Disadvantages of collaboration: 

 When differences come into the team effort one writer may offer an opinion or response which can cause division, and there may be difficulty in drawing conclusions or agreeing.   

2)     When time is a factor, and there is a lack of organization accompanied by unprofessionalism and a lack of appreciation by one or more member(s) of the team, the project may get watered down and the project may be in danger of failure.  

3)     Interpersonal conflicts derived from emotional reactions due to beliefs, and culture or religious backgrounds which disagree with the opinion or work of the other writer(s), and there may be issues when there is a deadline to be met and prolonging the project’s completion.

   

  In what situations might an individual writing process be preferable?

  The individual writing process can be preferable, and sometimes more gratifying and depending on the subject and without the process of other individuals being involved in the project, purity is retained in a more constant form. True, it may be a little more difficult to reach the goal of a deadline, but conveying a less opinionated piece of communication can conducted on a more proficient level with regard to an understanding, such as a project which includes personal experience and knowledge in relation to the intended audience.

 Conclusion:

            Technical writing comes in many forms and formats.  Collaborative efforts with regard to writing involving an educated team of experts can complement a project of difficult subject matter which associates with the audiences of the intent and profanely may have a positive effect on the project, from start to finish. In the same way, working in a group situation can create hardships which can directly damage the project. The individual writing process can be based on the personal value of the writer, or from a professional outlook which the writer may interject less opinionated writing which may give the audience a better understanding. Either type of process, technical writing should be organized as well as approaching the project in a professional manner.

But if one could consider the Bible technical writing, which would be the greatest example ever. 

Network Topology

              Is the study of the arrangement or mapping of the elements (links, nodes, etc.) of a network, especially the physical; the real, and logical; the virtual interconnections between nodes.

            A local area network (LAN) is one example of a network that exhibits both a physical topology and a logical topology. Any given node in the LAN will have one or more links to one or more other nodes in the network and the mapping of these links and nodes onto a graph results in a geometrical shape that determines the physical topology of the network. Likewise, the mapping of the flow of data between the nodes in the network determines the logical topology of the network. It is important to note that the physical and logical topologies might be identical in any particular network but they also may be different.

            The arrangement or mapping of the elements of a network gives rise to certain basic topologies which may then be combined to form more complex topologies (hybrid topologies). The most common of these basic types of topologies are;

• Star: The type of network topology in which each of the nodes of the network is connected to a central node with a point-to-point link in a 'hub' and 'spoke' fashion.
• Bus: (Linear, Linear Bus) the type of network topology in which all of the nodes of the network are connected to a common transmission medium which has exactly two endpoints.
• Ring: The type of network topology in which each of the nodes of the network is connected to two other nodes in the network and with the first and last nodes being connected to each other, forming a ring.

 

    I.                The Bus Topology

                  This type of network topology is generally used with Ethernet networks. Bus topology can be both Physical and Logical. The Bus topology is one of the simplest of the four network topologies to use, in its most basic form it is simply a case of running one cable (referred to as the backbone) from the first device/PC in the network to the last device/PC, and then add any further devices/PCs to the existing cable (backbone) between the first and last machines. This topology is probably the cheapest network type of all too initially setup, as only one cable is used the installation is fairly simple and economical.

 

 II.              The Ring Topology

       The physical ring topology is rarely used these days, a Ring topology networks the devices by connecting each device to its two neighboring devices Data is passed one way from device to device, fault tolerance in a physical ring topology is nonexistent, if one device/cable fails then the whole network goes down. Adding a new device to an existing physical Ring network can be complicated as any new device needs to go in between the existing devices.

 

 III.                The Star Topology

                      A physical Star topology connects the devices via a centralized unit such as a Hub or Switch. All data that is transmitted between nodes in the network is transmitted to this central node, which is usually some type of device that then retransmits the data to some or all of the other nodes in the network, although the central node may also be a simple common connection point (such as a 'punch-down' block) without any active device to repeat the signals. Star topologies are very common, especially in Ethernet networks; also, they are commonly mixed with one of the other topologies to create a hybrid topology.

 

 Resources:

 Resource: Information Systems Technology text

 

Database Management Systems (DBMS’s)

 

            Database Management systems (DBMS’s), are extremely important to the business community. For many companies information is their most valuable asset. These information systems can generate reports and give warnings when problems are occurring in a particular area of responsibility, whether it’s overseeing operations, finance, or personnel, and  the DBMS is a part of today’s business world. The DBMS is a program which allows computer users to create, store, and access and modify data. The DBMS ensures that data continues to be accessible and is organized, while assuring access privileges are managed.  Data security is an important part of any business, which prevents unauthorized users from accessing a company’s data. Authorized users are able to access an entire database or sub-sets (authorization to view certain data).      Businesses store data ranging from employee records, to payroll, as well as computation. Some DBMS’s can adjust to frequent usage of request, and other DBMS’s provide tools to monitor performance, allowing the user to make adjustment. The tracking of company records is Vidal to their performance, such as counting, summing, averaging, sorting, grouping, and cross-referencing.

             Programs such as Microsoft® Access 2007 are used proficiently in the corporate world of today’s business. Microsoft® Dynamics is a good DBMS and works well with MS office. From personal experience, I will testify to the benefits. The ability to track customers, as well as employee evaluations, finance, IT, marketing, operations, and sales, have become positively affected, adding to the efficiency of business.

 

DBMS benefits:              Improved use of corporate data Reduced complexity of the organization’s information systems environment. Reduced data redundancy and inconsistency. Enhanced data integrity. Application-data independence. Reduced application development and maintenance costs. Improved flexibility of information systems and increased access and availability of data and information.

Sources:  http://en.wikipedia.org Information Systems Technology, by Ross A. Malaga.Published by Prentice Hall. Copyright © 2005 by Pearson Education.