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C768, Task 1
Western Governors University
Table of Contents
A. Internal Communication Artifacts………………………………………………………………………………… B. Fact sheet Artifact…………………………………………………………………………………… …………………… C. Writing Process Analysis for Each Artifact…………………………………………………………………….. D. Audience Analysis for Each Artifact……………………………………………………………………………… E. Sources…………………………………………………………………………………… …………………………………… A. Internal Communication Artifact TO: [email protected] FROM: …………………[email protected] DATE: ……, SUBJECT: Solution to Increase Productivity Hello, my name is ……... I am a member of the IT team for our company. I have been asked to select a product to improve the day-to-day productivity of our workers. We will be transitioning all the remote logins from a sign in token device, to a facial recognition sign in. Currently, to access our company remotely in the field, the worker would need to connect a magnetic USB type device into their computer to access the system securely. We start by removing this sign on process completely. Then we would connect the worker’s company iPhone Face-id to the sign on process. This is done through a free application in the Apple store that is downloadable through the employee’s phone.
There are many benefits with the implementation of this solution. To start, the workers will not have to worry about losing their token device or having to return to the office, getting replacements. The time saved from misplaced or lost tokens would increase employee productivity. The company would no longer need to spend money for the token device. This would eliminate that cost completely. The increased accessibility to the system allows employees, in the field, to complete each job more efficiently. To implement the solution, we must configure our systems VPN to the face-id for our employee’s iPhones. Each employee would receive an email outlining the simple steps for access. The employee would be implementing the solution and be able to set up their phone in the field, thereby, eliminating the need for lost productivity with an increase in administration time. There would be no additional cost in purchasing equipment. We would just task them to complete this assignment prior to their first appointment for the day. The cost for Ping ID, is 5 dollars a month. The company should see an increase in productivity within the first month of use. Thank you for your time.
Phase one will be setting up PingID for employees to sign on the company server. Phase two will involve every employee setting up their iPhones at the beginning of the workday. Phase three will be the collection and disposal of old tokens that the employees carried. C. Writing Process Analysis for Each Artifact Artifact 1: This is created for a CIO or an executive type person working at the company, someone who would be able to decide on what course of action to take. The first step used when writing the memo was the planning process. The planning process refers to a direct organized approach to working on the writing task. I needed to brainstorm situations for the problem I wanted to solve. I wrote out various ideas that I could talk about. Then I took those ideas and thought about multiple bullet points within each idea. This step was easy for me. After the planning stage I began the drafting process. The drafting stage refers to putting words together for a first draft. Each draft's intent is to improve upon the last. I used the draft stage to shape my memo. Once I wrote a couple paragraphs, I would look at all the ideas I had from the planning stage and go back to expand on the paragraphs I wrote. The last stage used for this artifact was the revision stage. The revision stages refer to looking at the whole paper with a fresh critical perspective to make sure the paper is punctually correct and uses proper grammar. When I thought I finished my memo, I would take an hour or so and come back to my computer and read it out loud changing any part that needed work. Artifact 2: This artifact is intended for members of the IT department to give them an overview of what we will implement, and the steps needed to complete the task. To create the fact sheet I again, started with the planning process. This meant gathering ideas and putting them on paper to give me a direction to go in. Once I brainstormed ideas, I looked at examples for the resources given and followed a similar structure for my fact sheet. When I felt the planning stage was over, I entered the drafting stage. Since the drafting stage refers to putting a complete version together, I decided to first look for the images about my solution, then answer the questions given for the task. I then moved on to the revision stage, which refers to the process of looking at the work you put together and looking for errors to polish it into a final draft. I used this stage to expand on some of the ideas I put together and polish the overall artifact.
D. Audience Analysis for Each Artifact Audience 1: The intended person in the first audience is a higher executive in the company and is someone who can decide about the implementation of the solution. · I believe the CIO would have to be a semi-expert on the subject matter discussed. To approve a final decision on the solution, the person must be qualified enough to have a basic conversation on the technical aspect. · I was able to impact the first artifact in a way that would effectively communicate to the CIO the product, so they would understand and ultimately approve the idea. · The CIO, “or chief information officer, is an individual who oversees the information technology (IT) department within an organization.” ( Role of a CIO: What does a Chief Information Officer do? 2021) Their focus is to continually maintain and improve productivity by transforming complex tasks into easy one through automated systems. · I was able to leverage this information by choosing a complex task of signing into company resources remotely, into a simple, more efficient way. · A personal attribute of a CIO is someone who would be very detailed oriented and someone who would need to plan for all situations. · I utilized this information by laying out the implementation process into multiple stages and gave the reader a background on the information. · I would describe the reading style of an executive or someone of power in a company as extensive. To make an informed decision on an idea that is presented to them, they would certainly read the fine print to fully understand what is being offered. · I responded to this knowledge by displaying the information in a way that was easy to read and understand. The artifact had steps, stages, and different phases to help give the complete picture of the solution.
Role of a CIO: What does a Chief Information Officer do? (n.d.). Retrieved January 05, 2021, from https://www.indeed.com/hire/c/info/role-of-cio?aceid= “Pingidentity.” PingID.com , 2021, www.pingidentity.com/en.html.
