Case 3Case 3

What should you do first?Read everythin" rel="nofollow">ing on this handout before you begin" rel="nofollow">in writin" rel="nofollow">ing the memo.  Instructions for submittin" rel="nofollow">ing your memo appear toward the end of this document. Who are you?You are in" rel="nofollow">in the Management Train" rel="nofollow">inin" rel="nofollow">ing Program at Allgood Products, Inc., which has been in" rel="nofollow">in busin" rel="nofollow">iness sin" rel="nofollow">ince 1915. The company produces and sells three lin" rel="nofollow">ines of products: shelf bakery products, dry food products, and frozen food products.  Allgood Products has always followed the sensible policy of placin" rel="nofollow">ing purchasin" rel="nofollow">ing and production operations geographically near to the source of raw food materials.  Consequently, the Frozen Food Division has three large operations near the produce farmin" rel="nofollow">ing areas of Salin" rel="nofollow">inas, California; Camden, New Jersey; and San Antonio, Texas. Similarly, the Instant Foods Division places its manufacturin" rel="nofollow">ing operations in" rel="nofollow">in the Midwestern cities of Min" rel="nofollow">inneapolis, Min" rel="nofollow">innesota, and Des Moin" rel="nofollow">ines, Iowa.  Fin" rel="nofollow">inally, the Bakery Products Division, unlike the other two divisions, has no large central purchasin" rel="nofollow">ing function and for the most part buys its raw materials from the Instant Foods Division.  Bakery Products is divided in" rel="nofollow">into 30 main" rel="nofollow">in production areas where sizable automated bakeries serve large metropolitan markets.  The largest of these production units are in" rel="nofollow">in Hartford, Connecticut; Atlanta, Georgia; Dallas, Texas; and San Francisco, California. You are currently assigned to the office of Ms. Roberta Mason, the Chief Internal Auditor of Allgood, Inc.  Your title is Auditor. Mr. Frank Fin" rel="nofollow">innegan, Vice President for manufacturin" rel="nofollow">ing is takin" rel="nofollow">ing the company plane to Atlanta to visit the Allgood, Inc. plant there.  You are sent with him.  While he is conductin" rel="nofollow">ing other busin" rel="nofollow">iness, Ms. Mason wants you to check the Atlanta plant's compliance with company rules concernin" rel="nofollow">ing the proper usage, ventilation, and storage of hazardous and flammable materials.  This is your first off- site compliance audit, and you study the company rules carefully.  Ms. Mason tells you before you leave, "When you go out on one of these audits, the whole poin" rel="nofollow">int of the trip is to fin" rel="nofollow">ind out whether the plant is compliant or not—that's what your report has to show."  In addition, Ms. Mason asks you to pay close attention to how you audit because she needs you to write in" rel="nofollow">instructions on how to do a successful audit for the Auditor-Train" rel="nofollow">inee who is startin" rel="nofollow">ing in" rel="nofollow">in three weeks.  She would like you to submit the in" rel="nofollow">instructions for how to conduct an effective audit when you e-mail your audit of the Allgood plant (as one document). B. A. McCoy, the Assistant Plant Manager, is assigned to tour you around the Atlanta plant (this is your first visit) and to show you how caustic and flammable materials are handled. You note that in" rel="nofollow">in the Main" rel="nofollow">intenance department caustic liquids are used in" rel="nofollow">in a vat to degrease small metal parts before they are pain" rel="nofollow">inted.  The vat is covered by a fume hood, as required by company regulations.  Reserve caustics are stored in" rel="nofollow">in tightly sealed 55-gallon drums in" rel="nofollow">in a locked and ventilated area in" rel="nofollow">in the warehouse, as specified in" rel="nofollow">in the company safety handbook. You then question the department's supervisor about his handlin" rel="nofollow">ing of the highly flammable pain" rel="nofollow">ints used in" rel="nofollow">in protectin" rel="nofollow">ing certain" rel="nofollow">in equipment.  You also in" rel="nofollow">inquire about his use of KleanRite, the volatile purgin" rel="nofollow">ing agent used to clean pain" rel="nofollow">int guns and lin" rel="nofollow">ines.  The supervisor demonstrates that all regulations coverin" rel="nofollow">ing ventilation of spray booths, purgin" rel="nofollow">ing of pain" rel="nofollow">intin" rel="nofollow">ing equipment, and storage of materials are followed.  All pain" rel="nofollow">ints and purgin" rel="nofollow">ing agents are locked in" rel="nofollow">in a ventilated booth at the end of the day, as specified in" rel="nofollow">in the safety regulations. You fin" rel="nofollow">inish your in" rel="nofollow">inspection in" rel="nofollow">in time to fly back to the home office with Mr. Fin" rel="nofollow">innegan. What's your assignment for Case 3?Your assignment is to create a report of your audit to Ms. Mason. Your report should be in" rel="nofollow">in the form of a memo sin" rel="nofollow">ince this is a message sent within" rel="nofollow">in the company. In addition to the report, you will need to provide a set of in" rel="nofollow">instructions for how to conduct a successful Allgood Plant Audit, based on your experiences with this audit.  Your grade on this report will reflect what you have learned about effective technical communication so far in" rel="nofollow">in EH 372, in" rel="nofollow">includin" rel="nofollow">ing bottom lin" rel="nofollow">ine, parallelism, formattin" rel="nofollow">ing, conciseness, etc. Don't fall in" rel="nofollow">into the trap of thin" rel="nofollow">inkin" rel="nofollow">ing that bottom-lin" rel="nofollow">inin" rel="nofollow">ing and conciseness mean brevity.  Bottom-lin" rel="nofollow">inin" rel="nofollow">ing means puttin" rel="nofollow">ing important ideas where the reader can see them; it does not mean leavin" rel="nofollow">ing important facts or key supportin" rel="nofollow">ing details out of your report.  Conciseness or concision means “to the poin" rel="nofollow">int.”