Justification Report Part 3

Assignment 2.3: Justification Report – Part 3 (Final)

Due Week 7 and worth 180 points

In Assignments 2.1 (Part 1) and 2.2 (Part 2) of the Justification Report, you built up the major parts of your formal, researched justification report (Problem Statement, Overview of Alternatives, Criteria, Methods, Evaluation of Alternatives, Findings and Analysis, and References). For Part 3 you will begin by inserting your revisions of Parts 1 and 2 based on your instructor’s suggestions. Then, you will include a few new sections. Note: Some sections presented below are out of order so pay attention to where the section should go (for instance, the Transmittal should be the second page of your report based on the provided template). It is essential that you present the final report in the correct section order.

Use the basic outline below to draft your paper. Organize your responses to each question under the following section headings:

Preliminary Parts (for Question 1)
Introduction (for Question 2)
Problem Statement (for Question 2b)
Terminology (for Question 2c)
Major Sections of the Report (for Question 2d)
Scope and Limitations of the Research (for Question 2e)
Recommendation (for Question 3)
References (for Question 4)
Using the provided template from Week 7, write Part 3 to complete a single-spaced report in which you:

Create the preliminary parts of the report that precede the Introduction (after reading Chapter 11 in the textbook). Each element (1a to 1d) appears on a separate page (1a should be page 1, 1b should be page 2, etc.). The preliminary part includes:
Title Page
Transmittal (stand-alone business letter)
Table of Contents
Executive Summary
Create an introduction that tells what your report is about. The introduction includes:
Begin with a general introduction paragraph that gives the reader any needed background information on the company or problem.
Include the Problem Statement that you already created and revised in Part 1.
Include terms that readers will need to know in order to understand the report.
Briefly summarize the major sections and findings of the report developed in Parts 1 and 2. Note: This is in addition to including the revised sections not instead of including the revised previous sections from Parts 1 and 2.
Discuss what your report will cover and what it will not (including limitations such as research, time, information, or any other factors the reader should consider when reading the report).
Create the Recommendation section of the Report.
Provide a one to two (1-2) sentence recommendation based on what your Evaluation of Alternatives and Findings and Analysis sections have determined is the most feasible alternative (i.e., solution) to the problem in the Problem Statement.
Create the References section, which goes at the end of the Report by pasting in your revised References page.
Note: Remember to organize the report by the section headings. The report should reflect a style and format appropriate for business; single spacing and bullet points are acceptable for formal business reports.

Your assignment must:

Be typed, single spaced, using Times New Roman font (size 12), with one-inch margins on all sides; citations and references must follow APA or school-specific format. Check with your professor for any additional instructions.
Include a cover page containing the title of the assignment, your name, the professor’s name, the course title, and the date. The cover page and the reference page are not included in the required assignment page length.
The specific course learning outcomes associated with this assignment are:

Support ideas or claims in body paragraphs with clear details, examples, and explanations.
Organize ideas logically by using transitional words, phrases, and sentences.
Use sentence variety and effective word choice in written communication.
Apply writing process strategies to develop formal business reports and / or proposals.
Use technology and information resources to research issues related to selected topics.
Write clearly and concisely using proper writing mechanics.

PART 1
Justification Report Part 1
Problem Statement
There has been the problem of fraud in the workplace. Money is frequently being siphoned out of the organization’s system. The level at which this is happening is yet to be established. It is noteworthy that unaccountable loss of money is disastrous to organizational sustainability and growth. In fact, the company has started experiencing losses. Given that the organization is comprised of 20 permanent employees, it is difficult to establish the exact point money is being lost. Other enterprises in the industry are running at huge profits since it provides basic commodities that are not subject to financial fluctuations. Therefore, in case the problem is not promptly addressed, the organization will lose its competitive edge, and eventually become illiquid, thereby closing down. The company will further gain from the research as it may implement a solution that can be beneficial in other ways, which may include, but will not be limited to, operational cost reduction and enriched reputation.
Overview of Alternatives
One of the alternatives include enforcement of values among the employees. It can be established that once employees become accountable and embrace integrity, the frauds cannot happen. Ethical values can be reflected in the organizational culture that the management should now revise. The organization can initiate ways of imposing the values, including motivating the employees towards the same, and punishing the defiants . Motivation ways include increased remuneration and reward to the ethical employees.
The second option encompasses a system that will monitor the activities of all employees. The system will be incorporated in all activities, especially those relating to any form of cash flow. Further, the systems will include authentication of each person accessing it, such that any activity on it can be directly attributed to a particular employee. The scheme involves a capital expenditure, with little recurrent cost of maintenance.
Criteria. Various measures will be employed in the evaluation of the alternatives, with the aim at establishing the most effective. Given that, the cost is of greatest importance, since. the organization prefers the option with the lowest price attached to it. In fact, the two options are not mutually exclusive, but capital constraints may require a choice between them that is currently being suggested. Another factor is time. Subsequent massive fraud can happen within a short period, and, therefore, the option that takes the least time to implement is favorable.
In addition, efficiency is another critical factor. The best alternative should optimally serve the primarily intended purpose. Moreover, the durability of the alternative should be considered, given that this factor not only implies on the long-term cost, but also reflects the consistency of the solution. The option that is reliable is consequently effective. Lastly, the desirability of the solution is crucial. It should be acceptable to the relevant stakeholders.
Methods. The research in establishing the best alternative includes a qualitative analysis that defines peer-reviewed studies in the two areas. The observations explain the advantages and disadvantages of each method. Further, the effects will be applied in the particular context, considering that each of the options is desirable under certain conditions. The subjective considerations will include the organization’s financial ability to implement each, the urgency of the issue, organizational culture, and the currently existing supportive equipment for each of the options. As a result, the research will involve breakdown of costs and time schedule for each of the options.

Part 2
Justification Report Part 2
Solutions to Company Fraud
It was discussed, in the previous section, how companies are defrauded money by being siphoned out by their employees. Two solutions were suggested to address this issue and reduce the losses incurred by the companies. The first was enforcing values to promote integrity and accountability amongst the workforce and the second was installing a system that monitors the activities of the employees but focusing more on the ones who deal with any cash flow. The option that will be pursued should be efficient, cheap, and take less time to be implemented.
Evaluation of Alternatives
The first solution anticipates that enforcing values in the workforce will result in a decrease in the employees stealing money from the company. A company that promotes accountability has fewer cases of fraud from within since the employees will be aware that their actions must be accounted to their seniors. Accountability will make them less likely to steal as they fear the consequences that will follow as compared to a carefree workspace where employees have the freedom and know that no one is monitoring them directly. Also, to promote good values in the company, the management may resort to rewarding the employees who are perceived or viewed as the most outstanding by offering a bonus, paid vacation or a recognition. Small rewards may resort to a significant change in the workforce as the workers will know that there is a reward for embracing good values.
The final solution that was mooted was the installation of a system that monitors activities of all the workers in the company. Particular attention should be placed on those who deal directly with the company revenue since they are the ones with a better chance to steal the money. Workers’ unions may see this as a violation of the employees’ privacy, but it is better to do this than to ensure that an honest workforce depends on trust alone (Lawrence, 2015).

Findings and Analysis
Companies that have previously resorted to remunerations as a way to enhance integrity and values in a business have seen a significant rise in productivity and commitment from the employees (Mitchell & Deery, 1999). For an employee to resort to stealing money from the company, they must be desperate or in dire need of the money or they feel that it is easy, and there is no accountability. Any way, if a proper mechanism is in place, such cases would be rare. By so doing, it will save the company a lot of money in expenses to buy systems and install them while the values will be a part of the institution in the long-run. The workers’ morale will increase since they will know that their efforts are appreciated and rewarded.
Monitoring employees either through surveillance cameras or by software in their computers is in a way a breach of their privacy, but is essential since the business should maintain its interests. So if there is suspicion or evidence of foul play in the workplace, the company should take appropriate actions to prevent it happening again. Monitoring the workers is effective as their movements and habits will be known and in case a similar occurrence happens, there will be evidence to track down the perpetrators. Such methods would be invaluable to the company’s efforts to curb fraudulent wastages.

References
Lawrence, D. (2015). Companies Are Tracking Employees to Nab Traitors. Retrieved December 8, 2015, from http://www.bloomberg.com/news/articles/2015-03-12/companies-are-tracking-employees-to-nab-traitors
Mitchell, R., & Deery, S. (1999). Eployment Relations: The Federation Press.

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