ENN1504

SEMESTER 01 (2023)

ASSIGNMENT 01

NB: THIS ASSIGNMENT CONTAINS TWO COMPULSORY QUESTIONS

Submit this assignment only if you are registered for Semester 1 in 2023. All
assignments should be submitted online on the Moodle platform and ensure that
your assignment is converted to a pdf file.
Check that you have uploaded the correct file containing your specific
assignment.
The plagiarism form, available on the last page of this tutorial letter, should
accompany this assignment.
The due date for this assignment will be made available to you on the myUnisa
landing page for this module.

QUESTION1: WRITING SKILLS IN WORKPLACE CORRESPONDENCE

Please read the following guidelines before attempting to answer this

assignment:

The purpose of this question is to assess your ability to write a memorandum. This
requires you to do the necessary preparatory reading so that you can answer the
question convincingly and adequately. You should ask yourself whether the intended
reader of this memorandum would grasp the purpose and respond with the expected
outcome.

Work through Unit 1 in the Study Guide and Learning Unit 1 in the Workbook before
attempting to answer this question.

Refer to the assessment criteria in this document. You will be assessed in terms
of content, context, structure, style, register, language accuracy, editing, and
proofreading. You may need to do some extensive reading to answer this question.
For instance, you may not be familiar with memorandum at a workplace; therefore,
you may need to acquaint yourself with this context to produce the relevant content

Open Rubric
in a logical and comprehensive answer.

BACKGROUND

You are the regional manager of the Ithemba Lethu youth development programme
that aims to empower youths from previously disadvantaged backgrounds. In the
previous years, the programme has not been able to accommodate more people due
to a lack of funding and some logistical issues. The government has now approved
the expansion of the programme and making it accessible to nearby communities with
centres in 10 different locations for a wider reach. This exciting opportunity needs to
be communicated to the community and interested youths. The programme is planned
to run for a year. Enrolment for 2023 will start on 05 January 2023, and the programme
will commence on 01 June 2023.

INSTRUCTIONS

Read the draft memorandum below, which contains some deliberate errors, and
improve it by revising, editing, and proofreading it. This means that you should write
an improved final version of the memorandum which will be sent to members of the
community and the youth.

In your final version of the memorandum, you should:

• Revise the structure of the memorandum.
• Include additional relevant information and omit irrelevant information.
• Use correct grammar and sentence structure to establish the appropriate style
and register.
• Write well-structured paragraphs that are concise, coherent, and logically
sequenced.

Draft Memorandum

From : Lethu Ithemba Developmental Programmer

to: any of the interested young people of the community of Makhosini

date: 07 May 2023

SUBJECT: 2024 ENROLLMENTS AND THE OPENING 10 NEW CENTERS

it is with great pleasure to inform the community of Makhosini on the developments
after deliberations with government and private sponsors. The ithemba lethu youth
development programme has been allocated 10 new locations to allow more youths
to partake in this exciting developmental program set to work on equipping youths with
neccersary kills for the workplace, university and life in general. The program has
acquired a 5-year sponsorship from the government and two major sponsors from
abroad. These new developments allow a larger intake as opposed to the recent
(previous) years.

These new developments will be of effect on 01 January 2024 and applications from
enrollments will commence on the 01 september 2023. Only unemployed youths aged
18 – 25 years can apply. high school and university students will not be considered for
enrollment due to time constraints as they are expected to be at the centre Monday to
Friday from January until the graduations in December. Successful applications will
be communicated in writing by December 2023.

Parents and members of this communities are urged to encourage the unemployed
youth to apply for this opportunity and it is important to note that there are no fees
payable to join. Online application forms are available on the program’s free to access
website www.ithembalethuydp.npo.za.

Further information can be found on the website www.ithembalethuydp.npo.za.

Yours in young people’s development

Kgosigadi Moremogolo

SUB-TOTAL: 50 MARKS

QUESTION 2: MINUTES OF A MEETING

The purpose of this question is to assess your ability to record minutes accurately and
objectively, using formal language. This requires you to do the necessary preparatory
reading so that you can answer the question adequately.

Work through Unit 2 in the Study Guide and Learning Unit 2 in the workbook before
attempting to answer this question.
BACKGROUND
Lately wireless technology has spread widely, and you can get connected almost
anywhere: at the university, at home, at work, in libraries, schools, airports, hotels, and
even in some restaurants. Wireless networking is known as Wi-Fi or 802.11
networking as it covers IEEE 802.11 technologies. The major advantage of Wi-Fi is
that it is compatible with almost every operating system, game device, and advanced
printer. The Procurement Manager for the University of Gauteng, Mr. Dicks, has
ordered six 805.11 Wi-Fi routers from KBee IT Connections on 14 January 2023 to be
installed at the three university campuses. The procurement department has waited
for six months with no routers delivered. While trying to call the company to enquire
about the delivery of the routers, the receptionist dropped their calls. Mr. Dicks then
decided to call a meeting of the university personnel including the ICT Department,
Heads of Departments, and Student Representative Council to provide an update on
the procurement process and share views about how to handle the matter.

INSTRUCTIONS

Below is a transcript (written or printed copy of exact words) of what was said under
the agenda item of this meeting presented in a form of a dialogue. As the secretary of
the procurement department, it is your responsibility to take down minutes during
meetings. The participants would like to address a range of issues about procurement
issues including the waiting period for the items bought and the challenges caused by
the delay, numerous unanswered calls, and alternative solutions to the problem. At
this point, the meeting is discussing agenda item 3.1: Procurement of Wi-Fi routers.
Write minutes of the meeting for agenda item 3.1. This means that the complete
format for minutes is not required. Remember that in taking minutes of a meeting,
we carefully select and summarise information, and make changes to style and
grammar. Note that you should not record what each person said in turn. You should
use the linear format of minutes (in sentences and paragraphs).
TRANSCRIPT

Dr. Coal (Chair): Colleagues, ever since the outbreak of Covid19, most of the
tertiary institutions including ours have opted for online teaching
and learning system. For the teaching and learning process to
succeed and be sustainable, the Wi-Fi system is essential to
provide institutions with the internet. Our institution is in the
process of procuring a Wi-Fi system to enable easy access to the
internet for employees and students. Let me allow Mr. Dicks, our
Procurement Manager, to briefly explain what this worldwide
phenomenon that provides us with internet access is, how it
works, and the challenges experienced to procure the Wi-Fi
router.

Mr. Dicks: Thank you, Chair. Like mobile phones, a Wi-Fi network uses radio
waves to transmit information across a network. The computer
should include a wireless adapter that will translate data sent into
a radio signal. The same signal will be transmitted via an antenna
to a decoder known as the router. Once decoded, the data will be
sent to the internet through a wired Ethernet connection. As the
wireless network works like two-way traffic, the data received from
the internet will also pass through the router to be coded into a
radio signal that will be received by the computer's wireless
adapter. The term 'hotspot' is used to define an area where Wi-Fi
access is available. It can either be through a closed wireless
network at home or the university offices, or even in public places
such as restaurants or airports. The university management
agreed that we procure Wi-Fi routers which would service our
three campuses with a powerful internet supply. We placed an
order of six 805.11 Wi-Fi routers from KBee IT Connections six
months ago, and the company has not delivered them yet.
Dr. Gobi: Just hold it there, Mr. Dicks! Are you saying KBee IT Connections
has not delivered the routers yet? The finance department has
agreed to this procurement last year, then why all this delay?

Ms. Padi: We are also surprised as the student leaders about why our
institution is not connected to a Wi-Fi router yet. If my memory
serves me well, this issue of Wi-Fi routers procurement was
discussed and finalised last year. The SRC office is overwhelmed
with complaints from students about network and data access
challenges. An update on this matter will be highly appreciated.
Dr. Coal: Colleagues, let us please give Mr. Dicks a chance to explain what
is going on with the procurement of these Wi-Fi routers so that we
can assist with ideas to resolve this problem.

Mr. Dicks: Oh yes! As I said, the procurement office conducted research

about the different service providers before finalising the
procurement process. KBee IT Connections was one of the most
prominent and cost-effective companies to work with. We then
placed an order of six 805.11 Wi-Fi routers last year. The
company promised to deliver within seven working days after
receiving the payment. Our administrator tried to call the company
to enquire about the delivery of the Wi-Fi routers, but the
receptionist dropped the calls. This delay is seriously affecting the
smooth running of the whole institution. Online classes cannot
happen due to poor network access. Module sites are barely
functional because of this delay. Assignments and submission
portals cannot be accessed. Furthermore, it is difficult to hold
online meetings through Zoom or Microsoft Teams, let alone
conduct virtual classes since our present system cannot carry the
load.

Mr. Son: The ICT Department is ready to migrate to the new system. We
are just waiting for the new Wi-Fi routers to be installed to upgrade
our internet system. New laptops have been purchased for staff
members; all we need is to install the most recent Microsoft
 software on the laptops for a quick run. We are also ready to train
staff members and students on how to access and utilise the new
portals for communication, access, and submission of
assignments. These procurement and delivery processes are a
serious hindrance and a delay to the whole plan. Given all the
challenges raised, what could be the way forward, colleagues?

Prof. Johnson: This issue about Wi-Fi routers procurement delays was tabled at
our recent meeting held with heads of departments.
Representatives raised various concerns about challenges
experienced by staff members and students on how slow and
unreliable the old internet system is, and how anxious they are as
they wait for the upgraded system. We were hoping that we would
migrate before the beginning of the new academic year so that
activities could run smoothly. Students from the worst socio-
economic backgrounds are the most disadvantaged by this
unreliable internet connection and data costs. Colleagues, is it
possible to revisit the research done on different service
providers, cancel the purchase transaction with KBee IT
Connections, and approach the second-best service provider to
get a better service?

Dr. Carl: I support the suggestion made by Prof Johnson. We cannot afford
any additional delays, nor compromise the credibility of our
institution’s teaching and learning programme because of the
unprofessional behaviour of this company. May I suggest that
after the cancellation of this transaction with KBee IT Connections
and request for a refund, we should engage our legal team to
demand the refund with interest?

Ms. Padi: There is a TV program called “Bua Fela” which I think can elevate
the process of exposing this irresponsible company and
accelerate a quick refund with interest. We can all access the
channel on the SABC platform. Students can also get first-hand
information and understand why the installation of the long-
 awaited Wi-Fi routers was delayed. We could also take this
company to the small claims court.

Dr. Coal: Oh! come on, Ms. Padi. A respectable institution like ours cannot
go the "Bua Fela" route. There are better and more respectable
procedures that could be followed to resolve this problem.
Colleagues, let's finalise this issue. Do we agree with Prof
Johnson and Dr. Carl's suggestions that we should engage our
legal team to cancel this transaction, and get a refund with
interest?

All: Yes Chair!!!

Dr. Coal: Thank you so much, colleagues. The procurement department

should update the university management team about this
problem and start with the legal process as soon as possible. In
the meantime, discussions with an alternative service provider
should start immediately. We cannot afford further delays on this
matter.
SUB-TOTAL: 50
MARKS
TOTAL: 100 MARKS