Reports and Proposals (Class 9.2 – March 21, 2013)

1. Reports and Proposals(Class 9.2 – March 21, 2013) CSE 3316 – Professional Practices Spring 2013 Instructor – Bill Carroll, Professor of CSE

2. Writing and Completing Reports and Proposals

3. Long Message Formats Effective Visual Support Reports and Proposals

4. The “You” Attitude Message Tone Cultural Awareness Adapting to the Audience

5. Report Context Presentation Main Points Subject/Purpose Analysis Benefits Main Ideas Interpretation Structure Overall Tone Support Action Items Composing Reports and Proposals Introduction Body Conclusion

6. Accurate Complete Balanced Clear and Logical Documented Properly Drafting Report Content

7. Authorization Opportunity or Purpose Scope of Coverage Background Sources and Methods Terms and Definitions Limitations Report Organization Report Introduction

8. The Report Body • Explanations of problem or opportunity • Facts, statistics, and trends • Results of studies or investigations • Discussion and analysis of potential actions • Advantages, disadvantages, costs, and benefits

9. The Report Body • Procedures or steps in a process • Methods and approaches • Criteria for evaluating options • Conclusions and recommendations • Support for conclusions and recommendations

10. Summary Conclusions Recommendations Action Plans The Report Closing

11. Strategies for Successful Proposals • Demonstrate your knowledge • Provide examples and information • Research the competition • Prove your proposal is feasible • Relate your proposal to the reader • Package the proposal attractively

12. Introduction Body Conclusion Background The Solution Key Points Solution Work Plan Benefits Scope Qualifications Merits and Qualities Organization Detailed Costs Commitment Drafting Proposal Content

13. Drafting Online Content • Build trust with intended audiences • Adapt content for global audience • Include reader-oriented content • Use a concise, skimmable format • Include effective links

14. Readability Words Introductions Frameworks Sentences Summaries Relationships Paragraphs Overviews Guiding the Readers Headings and Links Transitional Devices Previews and Reviews

15. Technology forReports and Proposals Templates Linking and Embedding Electronic Forms Electronic Documents Multimedia Documents Proposal-Writing Software

16. Consistency Emphasis Interpret Images Visual Literacy Contrast Convention Balance Simplicity Create Images

17. Data and Information Concepts and Ideas Pick the Right Visuals

18. XXX XX XX XXX XXX XXX XXX XXX XX XX XX XX XX XX XX XX The Parts of a Table Multicolumn Head* Column Head Subhead Subhead Subhead Subhead Row head Row head Subhead Subhead Total Source: (In the same format as a text footnote). *Footnote (for explanation of elements in the table).

19. Use Common Units Round Numbers Label Columns Preparing Data Tables

20. Rows and Columns Limit Information Document Sources Preparing Data Tables

21. Trends Variables Relationships Line and Surface Charts 100% 80% 60% 40% 2006 2007 2008 2009

22. Average Kiln Temps Temperature °F

23. 90,000 80,000 70,000 60,000 50,000 Average Per Game 40,000 30,000 20,000 10,000 0 2003 2004 2005 2006 2007 2008 2009 Other Students Families Alumni Staff Home Game Ticket Sales

24. Compare Items Show Changes Indicate Composition Show Relative Sizes Using Bar Charts

25. CommuniCo Staff Computer Skills

26. CommuniCo Preferred Communication Media

27. 16,000 $8,000 14,000 $7,000 12,000 $6,000 10,000 $5,000 8,000 $4,000 Head Count Training Costs 6,000 $3,000 4,000 $2,000 2,000 $1,000 0 $0 2004 2005 2006 2007 2008 2009 Head Count Training Costs CommuniCo Employee Training Costs

28. The Number of Slices Logical Arrangement Contrasting Colors Numbers or Percents Using Pie Charts

29. Percentage of Time Spent OnlineBy Age Group

30. Countless Data Points Wide Graphical Variety Complex Dynamic Data Data Visualization

31. Keyboard Input First Hard Copy Next Hard Copy OK? Edit Yes Edit Yes Submit Report No Add? Keyboard Input/Edit Keyboard Input/Edit No Style and Spelling Style and Spelling Flow Chart of the Report Writing Process

32. Chief Executive Officer Executive Vice President President Executive Vice President Vice President Vice President Vice President Vice President Vice President Region 1 Region 2 Region 3 Region 4 Region 5 District A District B District C District D District E District F District G Organization Chart: The Chain of Command

33. Other Business Graphics Maps Drawings Diagrams Photographs

34. Shapes and Text Computer Animation Digital Video Animation and Video

35. Position Appearance Design Consistency Title/Number Documentation Efficiency Caption/Legend Honesty Designing Effective Visuals Templates Body Text Accuracy

36. Revising Producing Proofreading Distributing Completing Reports and Proposals

37. Content Readability Organization Style and Tone Revising Reports and Proposals

38. Prefatory Parts Text of the Report Supplementary Parts Producing Formal Reports Type of Report Audience Needs Report Length Type of Company

39. The Prefatory Parts Cover Title Fly Title Page Letter of Authorization Letter of Transmittal Table of Contents List of Illustrations Synopsis or Abstract Executive Summary

40. Introduction Body Closing The Text of the Report

41. Supplementary Parts Appendixes Bibliography Index

42. Unique Prefatory Elements Copy of the RFP Synopsis/Executive Summary Transmittal Document Formal Proposals

43. Text of a Proposal Introduction Body Section Conclusion

44. Inconsistencies Errors and Omissions Missing Elements Proofreading

45. Distribution of Reports and Proposals Physical Electronic Web-Based