This is a scenario based assessment suitable for ICT Graduates) Participants will be assessed as individuals Scenario Your company, ABC Partners, has been contacted via email by a prospective client (Dr Paul Simmons Simmons Medical Practice) who you recently met at a networking function You do not have any detailed knowledge about his business or his scope of works TASK (1) Reply to Dr Simmonss email (remember that you have only met him once) Your aim should be to gather detailed information about his business, his needs and his scope of works in order for you compile a proposal report (200 words) In the email try to build your relationship further and extract some key information about his business, including Number of staff (including specialist medical, admin) workstation requirements specialist equipment and software used Dr Simmonss data server and host home to office links links with work What is the current IT support Why does Dr Simmons want to change Etc Imagine you received the following information from Dr Simmons The medical centre is owned by Dr Simmons (including the premises) Expensive specialist medical equipment is leased and maintained by the respective company Three full time General Practitioners use consulting rooms and use a desktop and printer linked to the network Support staff consists of 1 F T and 1 P T medical receptionist 1 F T and 1 P T nurse All use a variety of IT equipment One visiting Skin Specialist comes once a week and rents a consulting room She subleases Dr Simmons technical equipment Dr Simmons is responsible for all IT maintenance and data storage Dr Simmonss wife is a registered nurse and works in the clinic about 8 hours per week She is a partner in the business Dr Simmons is responsible for all consumables and maintenance of equipment, then gets reimbursed by the other GPs There is an IT contract in place, but will come to an end in 1 months time Dr Simmons and the other GPs bulk bill their patients but some of the IT network ad equipment is not reliable Dr Simmons thinks the current accounting service uses complicated software and is not integrated enough with his patient management system The Patient Management System is not automated enough to trigger reminders of appointment times with patients mobile phone Dr Simmons believes he does not get enough advice from his IT consultant about ways to invest and improve his technology TASK (2) Based on the information above, plan and write a Business Proposal using the template provided (1000 words) Your final report should provide Dr Simmons with detailed information about your businesss capability and what services products your firm proposes to provide to match his needs Services may include Network Technology and Data Management upgrades Systems analysis and proposal for better integration of functions in the medical centre Investment in higher value client service management etc TASK (3) Design a second email to Dr Simmons to give him your Business Proposal (for ongoing accounting and financial services) The proposal includes overall service fees (e g yearly retainer) further itemised charges fees and additional services for specific purposes (e g Annual reviews and equipment testing Safety audits) Attach your proposal to this email (100 words) Email Assessment Not Competent Competent Assessment Criteria Explanation of the Criteria Task 1 Task 3 Task 1 Task 3 Linear style The purpose of the information is made obvious and follows a logical structure Unity, logic, cohesion All words are necessary And each paragraph has a specific purpose Tone is appropriate for audience The words are the right level of formality This includes the greeting and sign off The language used must be at an appropriate level for two colleagues communicating Therefore Hi is too informal Emotive language is not acceptable Id love to and text language must be avoided The following are allowable Contractions e g Im wouldnt Dashes combine sentences e g Harry came over from accounts he helped me with the payroll Grammar The following grammatical structures are correct articles, prepositions, tenses, subject verb agreement Capital letters are correct (proper nouns, first person singular, first word of a sentence) Capital letters should be used for proper nouns, first person singular, first word of a sentence Linear style The purpose of the information is made obvious and follows a logical structure Report Proposal Assessment (Task 2) Not Competent Competent Assessment Criteria Explanation of the Criteria Report Proposal answers the question The report shares research findings, explores and makes recommendations There are no unexplained abbreviations Standard abbreviations such as BAS or ATO are allowed Any unusual acronyms must be explained by the writer There are no word phrases which are too informal for a business report Informal language which includes slang, emphatic language, emotive language, text language should not be used in business proposals or reports Grammar The following grammatical structures are correct articles, prepositions tenses, subject verb agreement Capital letters are correct Capital letters should be used for proper nouns, first person singular, first word of a sentence No gender specific language or other generalisations Gender specific language might be the use of the word he when speaking about both genders Other generalisations means assumptions made to a broad section of society for which there is no evidence to substantiate the claim An example elderly people do not like living in retirement villages Paragraphs have a topic with a topic sentence Each topic has its own sentence The first sentence of the paragraph introduces the reader to the idea The other sentences expand upon this idea A Business Proposal is mainly written for the purpose of bringing together two businesses or entrepreneurs, who have a common interest, but different backgrounds and expertise The Business Proposal sets out the main opportunities and strategies, which would help both businesses profit more together, than each one would separately A Business Proposal is typically used by Business to Business service companies (e g accounting firms or logistics companies) to recruit new customers after an initial general approach to the business targeted Use the following template, when writing a Business Proposal The cover page must include Image or Company Logo (Company making the proposal) Title of the proposal Prepared for Company Name Address Contact Details Submitted by Company Name Address Contact details Submitted on (Date) The Proposal starts with a Statement of confidentiality Non Disclosure This aims to protect the intellectual property and confidentiality of either party involved Like a Business Report, the Business Proposal has an Executive Summary This is a separate section of the Proposal and appears at the front It contains key findings, opportunities and recommendations of the proposal The contents page lists all parts of the Business Proposal (add links to page numbers later) Company background Brief overview and achievements of the targeted company or business Identification of Needs Opportunity SWOT or Needs analysis of the targeted business Assumptions regarding additional requirements The main Opportunity Project Scope Proposed Strategy or Plan Objectives Overall Strategy Deliverables Benefits of our Proposal Our Competitive Advantage Our Team Qualifications Our Success Stories Implementation Plan Methodology Scheduling Testing Evaluation Performance Indicators Costs or Budget Cost breakdown Payment Terms Guarantees Conclusion The conclusion expresses hope that the company will consider the new business relationship based on this proposal It also outlines the steps that should be performed in order to come to a final and binding agreement (incl further submissions, counter proposals, negotiation of fees, clauses and conditions Appendices These contain supporting information, flow diagrams, installation schematics, financial projections, testimonials from clients, limitation of liability, applicable patent law, etc Please adapt the above template for the specific proposal you write for Dr Simmons Note For this exercise

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This is a scenario based assessment suitable for ICT Graduates). Participants will be assessed as individuals. Scenario: Your company, ABC Partners, has been contacted via

This is a scenario based assessment suitable for ICT Graduates). Participants will be assessed as individuals. Scenario: Your company, ABC Partners, has been contacted via email by a prospective client (Dr. Paul Simmons - Simmons Medical Practice) who you recently met at a networking function. You do not have any detailed knowledge about his business or his scope of works.

TASK (1): Reply to Dr Simmonss email (remember that you have only met him once). Your aim should be to gather detailed information about his business, his needs and his scope of works in order for you compile a proposal report. (200 words) In the email try to build your relationship further and extract some key information about his business, including: Number of staff (including specialist medical, admin); workstation requirements; specialist equipment and software used; Dr Simmonss data server and host; home to office links; links with work; What is the current IT support?; Why does Dr Simmons want to change? Etc. Imagine you received the following information from Dr Simmons:

The medical centre is owned by Dr Simmons (including the premises)
Expensive specialist medical equipment is leased and maintained by the respective company
Three full time General Practitioners use consulting rooms and use a desktop and printer linked to the network
Support staff consists of 1 F/T and 1 P/T medical receptionist; 1 F/T and 1 P/T nurse. All use a variety of IT equipment
One visiting Skin Specialist comes once a week and rents a consulting room. She subleases Dr Simmons technical equipment
Dr Simmons is responsible for all IT maintenance and data storage
Dr Simmonss wife is a registered nurse and works in the clinic about 8 hours per week. She is a partner in the business
Dr Simmons is responsible for all consumables and maintenance of equipment, then gets reimbursed by the other GPs
There is an IT contract in place, but will come to an end in 1 months time.
Dr Simmons and the other GPs bulk bill their patients but some of the IT network ad equipment is not reliable
Dr Simmons thinks the current accounting service uses complicated software and is not integrated enough with his patient management system.
The Patient Management System is not automated enough to trigger reminders of appointment times with patients mobile phone
Dr Simmons believes he does not get enough advice from his IT consultant about ways to invest and improve his technology

TASK (2): Based on the information above, plan and write a Business Proposal using the template provided (1000 words) Your final report should provide Dr. Simmons with detailed information about your businesss capability and what services/products your firm proposes to provide to match his needs. Services may include: Network Technology and Data Management upgrades; Systems analysis and proposal for better integration of functions in the medical centre; Investment in higher value client service management; etc. TASK (3): Design a second email to Dr Simmons to give him your Business Proposal (for ongoing accounting and financial services). The proposal includes overall service fees (e.g. yearly retainer); further itemised charges; fees and additional services for specific purposes (e.g. Annual reviews and equipment testing; Safety audits). Attach your proposal to this email. (100 words)

Email Assessment	Not Competent	Competent
Assessment Criteria	Explanation of the Criteria	Task 1	Task 3	Task 1	Task 3
Linear style	The purpose of the information is made obvious and follows a logical structure.
Unity, logic, cohesion	All words are necessary. And each paragraph has a specific purpose
Tone is appropriate for audience	The words are the right level of formality. This includes the greeting and sign-off. The language used must be at an appropriate level for two colleagues communicating. Therefore Hi is too informal. Emotive language is not acceptable Id love to and text language must be avoided. The following are allowable: Contractions e.g. Im/wouldnt Dashes combine sentences e.g. Harry came over from accounts he helped me with the payroll
Grammar	The following grammatical structures are correct - articles, prepositions, tenses, subject/verb agreement
Capital letters are correct (proper nouns, first person singular, first word of a sentence)	Capital letters should be used for proper nouns, first person singular, first word of a sentence
Linear style	The purpose of the information is made obvious and follows a logical structure.
Report/Proposal Assessment (Task 2)	Not Competent	Competent
Assessment Criteria	Explanation of the Criteria
Report/Proposal answers the question	The report shares research findings, explores and makes recommendations
There are no unexplained abbreviations	Standard abbreviations such as BAS or ATO are allowed. Any unusual acronyms must be explained by the writer.
There are no word/phrases which are too informal for a business report	Informal language which includes slang, emphatic language, emotive language, text language should not be used in business proposals or reports.
Grammar	The following grammatical structures are correct articles, prepositions tenses, subject/verb agreement
Capital letters are correct	Capital letters should be used for proper nouns, first person singular, first word of a sentence
No gender specific language or other generalisations	Gender specific language might be the use of the word he when speaking about both genders. Other generalisations means assumptions made to a broad section of society for which there is no evidence to substantiate the claim. An example elderly people do not like living in retirement villages
Paragraphs have a topic with a topic sentence.	Each topic has its own sentence. The first sentence of the paragraph introduces the reader to the idea. The other sentences expand upon this idea.

A Business Proposal is mainly written for the purpose of bringing together two businesses or entrepreneurs, who have a common interest, but different backgrounds and expertise. The Business Proposal sets out the main opportunities and strategies, which would help both businesses profit more together, than each one would separately. A Business Proposal is typically used by Business to Business service companies (e.g. accounting firms or logistics companies) to recruit new customers after an initial general approach to the business targeted. Use the following template, when writing a Business Proposal:

The cover page must include:

Image or Company Logo (Company making the proposal) Title of the proposal Prepared for: Company Name Address Contact Details Submitted by: Company Name Address Contact details Submitted on (Date)

The Proposal starts with a Statement of confidentiality & Non-Disclosure. This aims to protect the intellectual property and confidentiality of either party involved

Like a Business Report, the Business Proposal has an Executive Summary. This is a separate section of the Proposal and appears at the front. It contains key findings, opportunities and recommendations of the proposal.

The contents page lists all parts of the Business Proposal (add links to page numbers later):

Company background

Brief overview and achievements of the targeted company or business

Identification of Needs & Opportunity

SWOT or Needs analysis of the targeted business
Assumptions regarding additional requirements
The main Opportunity
Project Scope

Proposed Strategy or Plan

Objectives
Overall Strategy
Deliverables

Benefits of our Proposal

Our Competitive Advantage
Our Team Qualifications
Our Success Stories

Implementation Plan

Methodology
Scheduling
Testing & Evaluation
Performance Indicators

Costs or Budget

Cost breakdown
Payment Terms
Guarantees

Conclusion

The conclusion expresses hope that the company will consider the new business relationship based on this proposal. It also outlines the steps that should be performed in order to come to a final and binding agreement (incl. further submissions, counter proposals, negotiation of fees, clauses and conditions. Appendices These contain supporting information, flow diagrams, installation schematics, financial projections, testimonials from clients, limitation of liability, applicable patent law, etc. Please adapt the above template for the specific proposal you write for Dr Simmons. Note: For this exercise: