Recommendation Report

Written by Dr. T. Miles

OVERVIEW
A recommendation report proposes a solution to a problem or evaluates possible solutions and recommends one. Before proposing or recommending a solution, the report needs to identify the problem. Think about the various problems you encounter everyday or read about in the paper. EXAMPLE: A HEALTH CARE/ECONOMIC PROBLEM For instance, Congress is trying to figure out how to control the ever-increasing cost of edicare! edicaid. The problem seems to be that if we don"t reform the system, part of edicare #health insurance for seniors$ may go broke in ten years #though such predictions have e%isted ever since edicare was created$. But reforming the system may re&uire some seemingly unpleasant lifestyle changes' seniors may have to enroll in managed care plans #( )s$* in the case of a terminal illness, no e%treme measures would be taken to effect an #unlikely$ cure or to e%tend life. This would mean that certain conditions--like liver failure late in life due to alcoholism--would be treated with measures less e%pensive than a liver transplant, while other conditions, such as hypertension would get more, and faster, treatment. Are ( )s the solution+ A feasibility study would evaluate this solution ,among others, as a way to respond to the problem of rising edicare costs. EXAMPLE: TECHNOLOG !PGRA"E -n technology, problems are often resolved with a technical upgrade. For instance, you put dual airbags in cars because people too often don"t use seat belts, and airbags prevent further in.ury even when seat belts are used. The problem here, which motivates people to improve a process, is that people continue to sustain severe in.uries despite the availability of seat belts and dual airbags. Taking this one step further, some car companies #like /olvo$ are not installing side airbags, in addition to the two in front, to protect people against side impacts, which often do not activate the two front airbags.

EXAMPLE: #OCIAL #CIENCE/COMM!NICATION -n the areas of social science and communication, a 0technical upgrade0 might e%ist in the field of small-business management, where many researchers are discovering that a business will run more efficiently if the employees are asked for their advice about how to improve processes.

$ACTOR# TO CON#I"ER WHEN "EVI#ING A #OL!TION

1. Be #ITE #PECI$IC. That is, don"t propose a general solution* propose

one that is specific to your situation. 2. 3urvey what is currently known about your sub.ect through research. #!PPORT your recommendations with RE#EARCH. 4. Consider ECONOMIC A#PECT#. 3ince money is involved in the improvement of almost anything, you must take into account the economic aspects. 5o a long-term cost analysis. 6ill the improvement, over time, be worth the increased cost+ (ow would one determine that+ 7. Consider CHANCE and human nature. Try to anticipate the une%pected. For instance, Corridor ( in 6/ may not be built--not because of all the environmental studies, but because we have now learned that there are Civil 6ar sites along the route--which no one, apparently, knew about before.

ORGANI%ING THE REPORT

-f you will read Chapter 11 in 8eep, you will see that there are conventions for organi9ing feasibility studies #see pp. 4:;-41: for details, and 42<-442 for an e%ample$ and proposals #see pp. 422-42= for details and pp. 47>-?2 for an e%ample$. Both of these organi9ational patterns can be used for your recommendation report, although the @8)@)3AA F)8 AT will probably fit most topics better than the feasibility study format. -f you want to adapt either of these patterns, discuss your plans with your professor. -n brief, here are the basic elements of each pattern. @lease be sure to look at the book to see the sub-sections for each of the main points outlined here. PATTERN &: $EA#IBILIT #T!"

#3ee pp. 4:;-41: in 8eep for details, and pp. 42<-442 for an e%ample$ 1. -ntroduction 2. Comparison of Alternatives 4. Conclusions 7. 8ecommendations PATTERN ': PROPO#AL REPORT #3ee pp. 421-2= in 8eep for details, and pp. 47>-?2 for an e%ample$ 1. @roblem 2. @roposed 3olution 4. Beeded C&uipment!@ersonnel 7. 3chedules ?. Budget =. Cvaluation 3ystem >. C%pected Benefits ;. 3ummary!Conclusions 3ee the book for sub-sections and details about these patterns and the purposes for each type of report. Choose the organi9ational pattern that suits the purpose#s$ of ,your, report best* keep your readers" needs in mind.

EVAL!ATIVE CRITERIA
DEou may have to hit 0reload.0--on the toolbar at the top of your screen.F The recommendation report, the final assignment in CBGA 2:;, builds on the skills you"ve been developing all semester. Eou will once again need to use the audience awareness, organi9ation principles, and document design skills that you used in the first two assignments* you will also draw on global and finetuning revision strategies from the editing assignment. This assignment, like the instruction manual, asks you to establish credibility in two ways' first hand knowledge and research. Aike the instruction manual, it asks you to consider organi9ation strategies. Finally, your report will incorporate the research and planning from assignment ?.

REMIN"ER: @lease attach assignment H? to the back of your

8ecommendation 8eport to remind us of your audience and your preliminary research.

1. Cstablish credibility' o 5emonstrate knowledge of the problem o 3how e%pertise in your recommendation#s$ o -ntegrate research 2. 3how an awareness of readers" needs in your decisions about organi9ation #see 8eep, Chapter 11, pp. 4:;-41: and 421-42=$. 4. 3how an awareness of readers" needs in your decisions about content. 3pecifically' o in your decisions about tone and style o in your decisions about the amount of detail you provide in descriptions, e%planations, or analyses of the problem, solution, costs or effects. o in your decisions about what points you will emphasi9e #through graphics, placement in your te%t, use of supporting documentation, etc.$ 7. 5emonstrate your attention to format' o 3et up the recommendation report as a short memo report addressed to the person whom you hope will act on your proposal. #3ince this memo is not addressed to your professor, attach a simple cover sheet to the top of your report. Aist your professor"s name, your name, and date .ust to be sure your paper ends up in the right mailbo%$ o Ise headings, paragraphing, spacing, and typography well o -nclude a graphic if relevant ?. 5emonstrate your ability to document a source. -f you need a review, look at Chapter < in 8eep or check out @urdue"s on-line guide to A@A documentation. o Ise parenthetical documentation in the te%t. o Ise accurate A@A style to list only the references cited in the te%t of your report. #3ee Chpt. < in 8eep$ o -ntegrate at least three current sources #nothing older than two years$. =. 5emonstrate attention to fine-tuning revisions. -f you need a review of punctuation or usage, check out the handouts available from @urdue"s online writing center. o -mprove 3CBTCBCC 3TEAC #pp. 147-14>$ o Attend to 6)85 C()-CC3 #pp. 14;-17?$ o Avoid 6)85-BC33 #pp. 17?-7=$ o Ise ACT-/C /)-CC when possible #pp. 14>-14;$ o Avoid 3IBJCCT-/C8B disagreements o Attend to C) A I3C after introductory clauses

o o o o o o

Avoid 3CBTCBCC F8AG CBT3 Avoid 8IB-)B #)8 0FI3C50$ 3CBTCBCC3 Ise A@)3T8)@(C3 accurately Ise @A8AAACA 3T8ICTI8C Avoid other errors in G8A A8 AB5 @IBCTIAT-)B #see pp. 744-74;$ @8))F8CA5 carefully #p. 147 and pp. 77;-77<$

http'!!www.as.wvu.edu!Klbrady!2:;report.html Chapter 58. RECOMMENDATION REPORT

Introduction to Recommendation Reporting

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Definition

Writer ! "oa# or A!!ignment

$i!ua# %tructure

&ocu!ing Method!

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We#come'
This introductory page offers a simple, brief summary. For more, go to "Basics" and to "Sample Papers" by students. If you understand this type of paper already or want to e plore it in more depth, you might prefer to read "!d"anced #ethods." !ll fi"e web pages of this chapter are listed in the right-hand column--simply clic$ on the page you want to see.
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Definition
%ecommendation reports are different from proposals and simple reports. Proposals only suggest one product or action, and simple reports offer descriptions of details or progress. %ecommendation reports, howe"er, discuss differing solutions to a problem. &e can compare the three types of papers to a trip to a store. Simple reports are li$e going to the store and simply loo$ing at what is there' proposals are li$e shopping for one product and buying it' recommendation reports, howe"er, are li$e going to the store because of a problem, then comparison shopping for the best product to sol"e your problem. &hen do you need a recommendation report( )ou need it when you ha"e a problem or need, and the solution or answer is not simple. If there really is only one simple answer to your need or problem, you can easily e press this answer by writing a proposal. *owe"er, if what you actually

need is a thorough e amination of se"eral competing solutions, a recommendation report can help you and your readers sift through the e"idence and ma$e rational choices. --Return to top.

Writer ! "oa# or A!!ignment

The Problem In professional wor$, businesses and people must ma$e changes and try new methods. *owe"er, in larger operations or in those in which a thorough re"iew of se"eral possibilities needs to be shown to a group of sta$eholders, a method of e"aluating multiple solutions needs to be used. The !ssignment %ecommendation something new--a real or imaginary pro+ect--that should be adopted by the audience. The audience for this proposal is a real or imaginary business, group, or super"isor who has the power to accept the proposal. ,iscuss -./ the need or bac$ground in the business, -0/ se"eral possible solutions, -1/ e cellent criteria for e"aluating the possible solutions, -2/ the application of the criteria to the possible solutions, and the final choice-s/. ,e"elop these parts with at least three four di"isions of at least two paragraphs each. The recommendation report also should ha"e an introduction and a conclusion that summari3e, should be written in standard essay or profesisonal letter form, and may or should include 4uotations, paraphrases, illustrations, graphics, et al. Be sure to cite your sources for such details in your paper, and document them at the end in a bibliography -or in some systems, with footnotes or in-te t notes/. --Return to top.

%ummar()Out#ine of the $i!ua# %tructure

*ere is a typical structure or organi3ation for a %ecommendation %eport. #ore de"elopment of this structure is shown in the "Basics" section. Organi*ation of a Recommendation Report

+ni,ue Tit#e

T)P5 6F P!P5%, P%6B75#, P6T58TI!7 S679TI68S, : FI8!7 ;*6I;5

-! Parag. Summary<!bstract --and<or a Parag. on Final %ecommendation--as 8eeded or %e4uired/

Section .= Problem or 8eed Section 0= Possible Solutions : 5"aluati"e ;riteria Section 1= 5"aluation -Application of Criteria to Solutions/ Section 2= Final ;hoice

-If needed= )our ;redentials !8,<6% 5 pected 6utcomes of Implementation/

B%I5F %5ST!T5#58T 6F P%6B75#, P6T58TI!7 S679TI68S, : FI8!7 ;*6I;5

Bibliography >if 8eeded? Bitson, !.@. Book. et al. @ones, ,. 7. ";hart," et al. Smith, #. S. ",iagram," et al. Aamura, %.F. "Personal Inter"iew," et al. --Return to top.

&ocu!ing Method!

! "focus" in writing helps you at any gi"en moment to concentrate on writing. *ere are se"eral helpful, important focuses people use to de"elop a recommendation report.

%+-.ECT= For a recommendation report, brainstorm a list of bac$groundinformation details so e"erything useful is included. !lso brainstorm a number of possible solutions, e"en unusual or strange ones. !nd brainstorm a "ariety of e"aluati"e criteria, as well. It is better to start with too much and then delete some of it than to start--and $eep--too little. In addition, can you write about your sub+ect fully and logically( &hat is the specific method of problem sol"ing you propose( &ill your audience find your problem and solution appropriate and interesting( &IR%T / %ECOND DRA&T%= Start with one or two methods that wor$ best for you, but de"elop the others in later drafts. a. b. &ree01rite= write as much as you can 4uic$ly on what you $now or ha"e collected about your sub+ect or its parts. "ather detai#!= write descriptions or a list of the proofs you ha"e for your materials--facts in the form of charts, lists, or diagrams' as 4uotations, and<or from reports of peopleBs e periences that can be "alidated independently. Write for (our audience= "isuali3e it. &hat facts and<or ideas is it willing to consider, in what style or tone, and with what $ind of organi3ational presentation( Organi*e= ma$e an outline using the structure abo"e or whate"er structure your instructor suggests. Re!earch= if re4uired, mi research of your paper with the abo"e methods to de"elop a first draft before, during, or after your research. Be sure to use proper citation and documentation for e"ery source, e"en for charts and diagrams, illustrations<images, and personale perience anecdotes.

c.

d. e.

%T23E4 TONE4 and WRITER % RO3E= ,e"elop -in early or late drafts/ a professional style and tone of efficient, interested, reasoned, fair logic. In your role as a writer, you should sound business li$e and positi"e, and present potential or real problems constructi"ely, discussing how they will be fi ed.

A+T5ENTICIT2= Be honest and pro"ide as much full disclosure as possible about potential problems and needs' howe"er, do not o"er-emphasi3e them nor discuss typical problems that are easily resol"ed. It may be useful, e"en good, to mention at least one or two minor difficulties and how they are resol"ed' this is authentic in that it allows your readers to see that you ha"e considered problems rather than a"oided them. 6therwise, present your material with the clear intent to inform fully, realistically, and logically. ;onsider your audienceBs needs and interests in order to ser"e them properly. In addition, if possible, de"elop an interest in the pro+ect -if you ha"e not already done so/, such that it is a meaningful e"ent in the company to you, e"en as you maintain a professional attitude about it.
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http'!!www.tc.umn.edu!K.ewel::1!College6riting!68-TC6)8L!6)8L@AACC!8eco mmendation!default.htm

Eour team"s target document is a collaboratively written recommendation report which comments upon the potential for either the construction and maintenance of a web page #feasibility study$ or revisions to an already e%isting page #usability study$. This document should effectively mediate between the client"s needs and the course"s goals for this pro.ect. That is, your team"s work should reflect consideration of both the client"s desires and resources and the class"s criteria for the research and production of a professional recommendation report. Eour completed &(t "ra)t of the 8ecommendation 8eport should be emailed to me and your assigned peer response team by *:++pm on W, -/&. and your polished $ina/ "ra)t is due by *:++pm on R, -/'*.

purposes
The purpose of the report is to communicate directly to the client, both visually and verbally, feasible steps that its organi9ation could take in order to better utili9e the potentials of the web. Eour recommendations should focus upon a few well-researched options that the client could implement immediately. These options, however, also must enhance the client"s long term web communications plans.

report sections
Eour >-< page #not including appendices$, single-spaced, full-blocked report should integrate visuals throughout and will have > main components' 1. Title page 2. )verview 4. Analyses 7. 8ecommendations 5escription 8ationale @lan ?. Cost Analyses =. Aist of 8esources >. Appendices

description of report sections

Eour recommendation report, addressed directly to the client, must include the following sections.

title page
3hould include the title of the report, the client for which the report is produced, the authors" names, and the date on which the report is submitted to the client.

overview
3hould provide a brief description of the report including a general analysis of the client"s needs and the team"s proposed responses to those needs.

analysis

3hould conte%tuali9e the report within the larger pro.ect. That is, this section should provide a brief history of your field research. This discussion should conte%tuali9e your team"s research so that the client can understand better the process that your team followed in order to formulate its recommendations.

recommendations
As mentioned above, your team should highlight a few manageable options that the client can implement in order to meet its long-term web-communication goals. 6hether you are conducting a feasibility or usability study, each of your recommendations should include the following 4 components' description should e%plain to the client the steps or actions that you are advocating. Eour description should provide specific details from your research in relationship to the client"s conte%t. rationale should e%plain the why of your support of this particular action* e%plain to the client both why your team sees this action as feasible and how this action will benefit the client both immediately and in the long term. plan should describe to the client the specific steps necessary for the implementation and maintenance of this recommended action. Eour discussion should also include a timeframe for these steps. Again, provide specific details from your field research.

cost analyses
3hould provide an analysis and estimate of the cost factors involved in your client"s implementation and maintenance of your team"s recommendations. -n addition to your written summary, your team should provide this information to the client in the form of table#s$ which break down the costs for each recommendation as well as for all the recommendations combined. 3ome cost factors to consider include personnel, hardware, software, internet access, maintenance, etc.

list of sources
3hould reference all internal and e%ternal sources consulted throughout the research process including those sources related to costs and e%penditures. These sources should be formatted following A@A style guidelines. For instructions, consult @urdue"s )nline 6riting Aab.

appendices

3hould include documents that support and enhance your recommendations to the client. @otential attachments include technical documentation, instructions, glossaries, illustrations of pages, a diagram of potential web page layout, etc.
http'!!www.u.ari9ona.edu!Kkimmehea!purdue!721!rr.htm