INDIRA KAKODKAR

ROLL NO: 22857

NON-GRANT DIVISION D

ADVANCED WRITING SKILLS IN ENGLISH

CODE: ENO 3503
FORMAL REPORT
Report on the Purchase of New Computers and Laptops
Prepared for
Mrs. Rashmi Agarwal
Managing Director

By
Ms. Indira Kakodkar
Manager of Purchase

Chandramukhi Software Company Ltd. Pune

13th August, 2024
This report has been requested by Mrs Rashmi Agarwal, the Managing Director of
Chandramukhi Software Company Ltd. to document the purchase of 16 new desktops out of
the existing 20 desktops and 10 new laptops with a budget of ₹50,000 and ₹70,000 each
respectively.

TABLE OF CONTENTS
SR. TITLE PAGE
NO.
1 INTRODUCTION 1

2 FINDINGS AND SIGNIFICANCE 2-5

2.1. Acquiring quotations for desktops based on technical features 2

2.1.1. Breakdown of additional features of desktop models 3

2.2. Acquiring quotations for laptops based on technical features 4

2.2.1. Breakdown of additional features 5

3 CONCLUSION 6
1. INTRODUCTION

This report, prepared for Mrs. Rashmi Agarwal, Managing Director of Chandramukhi
Software Company Ltd., outlines the necessity and process for purchasing 16 new desktops
and 10 new laptops to replace outdated and malfunctioning devices. The current desktops
were purchased 8 years ago, in 2016 and have encountered significant hardware failures due
to their outdated technology. This has left them unfit for use in the team’s daily operations.
Out of the 20 desktops, 16 are not functional and need to be replaced. The company has also
hired 10 new members to work off-site due to expansion. Therefore, the company needs to
purchase 10 laptops to give to the new off-site members. These devices are necessary to
ensure the productivity and efficiency of the team. The breakdown of computers and lack of
laptops has begun to disrupt the workflow, leading to delays in deadlines and overall
performance.

Employee feedback from the management team highlights a strong preference to replace the
current models of the desktops due to issues regarding the reliability and speed of the devices
which is impairing their performance. After a cost-benefit analysis, it was found that the
purchase of new computers and laptops would benefit the company in the long run.
Acquiring new devices with advanced features will ensure better performance, reduce
downtime and improve employee satisfaction, these potential gains outweigh the costs of the
purchase.

These devices were purchased in 2016 during which the budget for each computer was
₹35,000 making the total budget for 20 computers ₹7,00,000. Due to inflation and increasing
prices, the decided budget this year for the purchase of the 16 computers is ₹50,000 per unit,
totalling to ₹8,00,000. The budget for the laptops was ₹70,000 per unit and ₹7,00,000 in total.
Therefore, the new budget for 2024 is ₹15,00,000. To determine which brand is the best fit
for the company quotations have been acquired and are stated below.
2. FINDINGS AND SIGNIFICANCE

The current computers which were purchased eight years ago have experienced hardware
failures, battery issues, and screen and audio malfunctions. Checks by the Information
Technology (IT) Department have confirmed that it is no longer economical to repair the
desktops and continued usage of these models can pose a risk of data loss. That is why it is
imperative to purchase new desktops.

2.1. Acquiring quotations for desktops based on technical features

Out of the 20 desktops of the Management team, 12 are experiencing hardware malfunctions
and need to be replaced, while 4 have stopped working altogether. Therefore, a total of 16
computers have to be purchased. It is necessary to have 20 computers that are up to date with
the latest technology to ensure efficient working. The following quotations have been
acquired:
Table 1: Features of Different Desktop Models
2.1.1. Breakdown of additional features of desktop models

Other than the features listed above the desktops have the following:
 Inspiron Small Desktop - It comes with a Dell Multimedia Keyboard and Optical
Mouse, contains 4 frontal USB ports and 4 rear USB ports, and has 1 universal
headset jack. This version however does not have an Optical Drive and has an Intel®
UHD Graphics 730 card with shared graphic memory. On contacting the company,
the final offer quoted was 12% on each model on purchasing 16 computers.
 HP All-in-One PC Ryzen - Comes with a wireless keyboard, a mouse, a tilt privacy
webcam with temporal noise reduction and integrated dual array microphones. The
computer has a micro-edge, anti-glare displays with an AMD Radeon Graphics card,
and 5 USB ports, with 1 universal headset/microphone jack. The quotation put forth
by the company was an 8% discount on every unit purchased with free installation
and delivery.
 ASUS Vivo AiO V222 - The purchase of this product comes with a 1-year warranty
along with a Microsoft Office subscription, a wired keyboard and a wired optical
mouse. It has a Dual storage design, that contains both SSD (Solid State Drives) and
HDD (Hard Disk Drives), it has a NanoEdge, anti-glare display while being thin and
light-weight. It contains an Intel UHD Graphics 605 card. The final offer quoted by
the company was a joint 18% discount on the final price of the purchase of 16
computers and an extended warranty of 2 years.

Table 2: Breakdown of Cost for Desktop Models

Company Cost Per Total Cost Discount Cost After Budget
Unit Discount Saved

Dell ₹55,348 ₹8,85,568 12% per unit ₹7,79,299 ₹20,700

Inspiron (₹6,641 per
Small unit)
Desktop

HP All-in- ₹44,990 ₹7,19,840 8% per unit ₹6,33,460 ₹1,66,540

One PC (₹5398 per
Ryzen unit)

ASUS Vivo ₹30,990 ₹4,95,840 18% overall ₹4,06,588 ₹3,93,412

AiO V222 (₹89,251
overall)
Comparison was done between different desktop models using stacked analysis. This
revealed that the purchase of the ASUS model would lead to significant savings in budget as
compared to the Dell Technologies model. The further comparisons have been done with
respect to Table 2.
Comparison with respect to total cost, cost
after discount and budget saved

Companies
Graph 1: Comparison of Savings in Budget, Total Cost and Cost after Discount in Different
Desktop Models

2.2. Acquiring quotations for laptops based on technical features

Due to the expansion of the company, an additional 10 off-site members have been brought
into the management team. The nature of their work is remote and therefore it is very
important to equip them with updated technology that is on par with the rest of the team to
ensure efficient working and fair standards. For the purchase of 10 new laptops, the following
quotations were acquired:
Table 3: Features of Different Laptop Models

2.2.1. Breakdown of additional features

Other than the features listed above the laptops have the following features:
 Dell Inspiron 15 - The Inspiron 15 has 3 USB ports, 1 Power Jack and 1 Headset port,
and an English International Backlit Keyboard with a maximum total weight of 1.65
kg, it comes with Microsoft Office Home and Student 2021, a 1 Year Basic On-site
Support Service and a HD Camera with a Single Integrated Microphone. It has a
battery life of 4 to 5 hours The quoted offer from the company is a 15% discount on
the final purchase price of 10 laptops with a 2-year warranty.
 HP 15s Ryzen 5 - With a 15.6-inch display, anti-glare screen, and AMD Radeon
Graphics card the 15s Ryzen 5 weighs 1.69kgs and has a 7-hour battery life. It has 3
USB ports, 1 audio Jack port with in-built dual speakers and an HP TrueVision HD
Camera. The model comes with a Backlit Keyboard, 1-year warranty, McAfee Live
Safe (a one-year antivirus subscription), and Microsoft Office Home and Student
2021. The quoted offer by HP is a 9% discount on each laptop purchased and an
extended warranty of 3 years on the additional parts of the laptops.
 ASUS Vivobook 15X - With a 15.6-inch display, weighing 1.7kgs, the 15X comes
with an ErgoSense backlit Keyboard, 4 USB ports, an in-built Sonic Master speaker
and an in-built array microphone. It has a One-tough login via the touchpad
 fingerprint sensor, a 180° hinge rotation for diverse usage, with an ASUS AI noise
cancellation during video conferencing. It also includes a 1-year warranty, Microsoft
Office Home and Student 2021, and an average battery life of 6 to 7 hours. The final
quote received by the company was a 20% discount on each model purchased along
with a one-year Antivirus subscription.

Table 4: Breakdown of Costs for Laptop Models

Company Cost Per Total Cost Discount Cost After Budget
Unit Discount Saved

Dell ₹55,389 ₹5,53,890 15% overall ₹4,70,806 ₹2,29,193

Inspiron 15 (₹83,083)

HP 15s ₹40,980 ₹4,09,800 9% per unit ₹3,72,920 ₹3,27,080

Ryzen 5 (₹3,688 per
unit)

ASUS ₹30,990 ₹3,09,900 20% per unit ₹2,47,920 ₹4,52,080

Vivobook (₹6198 per
15X unit)

Comparison of the different laptop companies has been done by using stacked analysis, this
has revealed that the purchase of the ASUS model will result in significant savings and costs
the least among all the models. Comparison with respect to total cost, cost after discount
Comparison with respect to total cost, cost
after discount and budget saved

Companies
Graph 2: Comparison of Savings in Budget, Total Cost and Cost after Discount among
Different Laptop Models
3. CONCLUSION

After analysis of the current and future needs of the team and the company, along with an in-
depth evaluation of market options, the following products were selected and considered for
purchase of (A) Computers and, (B) Laptops (mentioned below):

A. Computers
1. Dell Inspiron Small Desktop
2. HP All-in-One PC Ryzen
3. ASUS Vivo AiO V222
B. Laptops
1. Dell Inspiron 15
2. HP 15s Ryzen 5
3. ASUS Vivobook 15X

After considering the possible offers and the features of all the desktops, the company will
benefit from purchasing the HP All-in-One PC Ryzen due to its advanced webcam that
provides noise cancellation during meetings, its storage capabilities and the purchase rate that
HP has offered along with the free installation and delivery. The purchase of 16 units of this
computer model will cost ₹6,33,460, which is ₹1,66,540 below budget. Though it is not the
cheapest option out of the above-quoted computers, the features of the Ryzen will be more
beneficial to the company. As for laptops the purchase of the ASUS Vivobook 15X is the
most cost-efficient laptop and has features suited for the work of the company such as One
tough login feature via the touchpad fingerprint sensor that will ensure the security of
company data, the 180-degree hinge rotation that provides easy usage, and average battery
life of 6 to 7 hours.

In conclusion, the purchase of new desktops and laptops for Chandramukhi Software
Company Ltd. is a critical step toward enhancing the efficiency and productivity of the
management team. The selection of the HP All-in-One PC Ryzen for desktop replacement
and the ASUS Vivobook 15X for the new laptops reflects a strategic decision to invest in
reliable, advanced technology that meets the company’s operational needs while staying well
within the allocated budget. These acquisitions will not only address the current hardware
issues but also support the company’s growth by providing the team with the tools necessary
to perform at their best. This investment is expected to yield long-term benefits, ensuring
sustained productivity and a more streamlined workflow across the organization.