Justification Report
ENG 315 – Professional Communications
Professor Chris Barham
February 8, 2015

Dr. Chris Barham
Professor of English
Strayer University
150 Riverside Pkwy
Fredericksburg Va.22408

February 22, 2015

160 Rouzie Drive
Tappahannock, VA 22560

Dear Dr. Barham:

I am pleased to present the report that you authorized regarding Company employees having a need to be supplied computer laptops and wireless capabilities while working out in the field.

Recent research of some of the top cities Police Departments have shown that when a portion of their field officers were supplied with Laptops and wireless capability they were able to do there work more efficiently. It is therefore the recommendation of our company that we purchase laptops for our employees who are doing paperwork in the field to cut down on extra time spent running to the office to fill out and turn in paperwork that can be done on the laptop.

Thank you for allowing me the opportunity to research the potential benefits of our employees having laptop computers in there vehicles. I appreciate your consideration of my recommendation. Should you have any questions regarding this report, please do not hesitate to contact me at (804) 236 -6034.

Sincerely,

Enclosure: Justification Report

Table of Contents

Executive Summary………………………………………………………………………………4
Problem Statement………………………………………………………………………………..6
Terminology………………………………………………………………………………………6
Report Overview………………………………………………………………………………….6
Overview of Alternatives…………………………………………………………………………6
Criteria…………………………………………………………………………………………….6
Research Methods…………………………………………………………………………………7
Evaluation of Alternatives………………………………………………………………………...7
Findings and Analysis……………………………………………………………………………..8
Recommendations…………………………………………………………………………………9
References………………………………………………………………………………………..10

Executive Summary
This report examines the feasibility of our company equipping its employees with laptops that are to be used for field usage. Methods of analysis included the research of agencies, such as the city Police Department and local companies that have equipped their employees with laptops so that they are not tied behind there desk the majority of the time, but they are able to get out to there clients more office and perform there daily task more efficiently. Results have shown through collected data that each agency was able to be more up to date in getting work turn in on time and focus better in getting there jobs done without being rushed.

However the reports find that, while both were able to complete there jobs more efficiently and on time, finding also so shows that for most businesses that to change from a manual to up to date technical system is very costly and most business do the upgrade gradually through a two to three year time frame. But the change has each company has created considerable savings and create profits for each business.

The Stress of a Job Without Technology

Problem Statement
A large majority of the company’s paperwork is constantly being turned in late. Our company wants all of our employees to have a laptop in their vehicle with Internet connectivity so that they are able to turn in their paperwork on time. This is because most of our employees are so far away from the office that they are leaving the jobsites late the majority of the time.

Terminology
“Laptop”- a smaller version of a desktop computer that can be taken with a person to certain locations. (Portable).

“Wireless” – being able to get Internet service while away from home or work through the capability of a portable modem an obtaining a signal.

Report Overview
This report was created to help our company decide if equipping our employees with laptops and wireless router will it help them to perform better when they are out in the field on the Jobsites. There has been a major problem with the employees getting their paperwork turned in on time to the company, so it has been suggested that we research on the benefits of equipping our company with laptops and wireless routers.

Overview of Alternatives
These are some alternatives that my coworkers and myself would like to present to you.
• Alternative A Give each employee out in the field a laptop with wireless capabilities, and a printer and a folder of every document needed in word format so that they would be able to either print it and have it signed, or they will be able to fill out there daily work forms and email them back to the office on a daily basis. This was considered due to the fact that most of us have company vehicles and show up to the office very seldom.

• Alternative B Have every employee to show up to the office on the first workday of the week so that they can talk to there supervisors about any problems that might have been encountered during the week, and find out about anything that is new and going on within the company. This way while they are at the office the employee can build himself a file of the forms that they use the most on the job and don’t have to be calling back to the office because they need extra forms. The only problem is that most of the jobs we go to cover such a broad area that it take some employees a few hours to reach them.

Criteria 1. Cost - How much will it cost to supply all employees with laptops and wireless?

2. Training – Will there be any training involved?

3. Time management – Will employees get all their paperwork turned in on time?

4. Wireless signal – Will the laptops be able to pick up a signal in every location?

5. Morale – Will the employee’s morale pick up with having laptops to do their work on?

Research Methods
We research several occupations such as policemen, administrators and analyst at certain corporations to see if working with today technology, such as laptops and smart phones, and wireless Internet helped them to do their jobs any faster with less stress. We searched the internet to find these Occupations in certain cities and in certain Companies.

Evaluation of Alternatives
Criterion 1, [Technology]
Alternative A
1. Companies that have replaced their old system of files and forms with technology have cut cost; improve efficiencies, and a better workflow at the job.
2. Employees being trained on how to fill out the company’s forms on the internet.
3. Placing certain locks on the computer’s wireless to ensure that the employees are not misusing the internet.
4. Ensure that employees know to turn off computers at the end of the workday.
5. Placing usernames and passwords on each employee’s computer so that only the employee having the computer can have access to it.

Alternative B
1. Have employees pick up their laptops at the beginning of each workweek.
2. Have each employee to turn in his or her forms with the laptop at the end of the workweek.
3. Equip each vehicle with it’s own workstation and printer to be able to print off the forms once the have filled them out.
4. Have all laptops equipped with electronic forms so that they can be filled out and electronically signed.

Criterion 2, [job stress]
Alternative A
1. Have all forms for the job already organized and prepared so that you won’t have to be looking for them when needed.
2. Create folders for each part of the job.
3. Have your employer create a drop slot so that you can turn your job in by dropping it in a slot.
4. Have employer to create weekly list of job locations to make your job easier.
5. Ask questions if there is something that is not understood.

Alternative B
1. Employers need to recognize employees, which are stressed from certain job issue and address them, and come up with some sort of solution that will help each employee from feeling “so overwhelmed”.
2. Employer putting in place stress alternatives, to help an employee not to carry so much stress on themselves by offering wellness programs, fitness programs, and life coaches to help employees deal with the burdens that a job can present to a employee.
3. Employers implementing an extra break in workday to help employee to relieve from work stress.
4. Employers implementing an employee’s night to help their employee unwind and interact with other employees and staff.
5. Employers incorporate quarterly all hands meetings, so that certain areas can be addressed, so that some sort of solution can be worked upon.

Findings and Analysis In our findings it has been determined that employees who’s employers has furnished their staff with some of today’s technology has perform their jobs more efficiently. These employee were also able to get all of there assignments turned in on time, and missed very little time from work because of being stressed out.

Figure 1: Alternatives Analyzed by Criteria

Criteria Company using Technology, Results: Company without Technology, Results:
Cost of Equipment Expensive Moderate
Technology effiency High Low
Training Time High Moderate
Production Time High Low
Employees Morale High Low

The chart in Figure 1, indicates that the Company that is using Technology has overall higher
Feasibility (i.e. it makes more sense to adopt based on the results) than The Company that hasn’t given its employees technology to work with. The company with Technology has all high Feasibility Results and the company without technology has only Low and Moderate Results.

Recommendation
It has been recommended that our company gradually incorporate equipping its employees with laptops and portable wireless routers so that its employees are able to fill out its’ forms and do the necessary paperwork that the company so urgently needs each day. The company will equip each of its employees with the laptops and wireless routers over a two- year period.

References

Information Technology; Wireless devices improve efficiency, but costs, other factors hinder acceptance. (2004, October 18). Managed Care Weekly Digest, p.109.

Amesbury police fight crime with laptops. (1996, November 01). American City & County, ({111}), 18(3).

Russell, J. (2014, October 06) "Employees need a balance." Washington Post, A18.