ENN1504 SEM 01 ASSIGNMENT 01 PREPARATION

SESSION(01)

29 February 2024

Presenters:
Mr R Maluleke
Dr M Madileng
 Agenda
 Team introductions

 Specific outcomes

 Module overview

 Unique numbers

 Minutes of a meeting
 Meet the team
 Mr MM Ralushai ralusm@unisa.ac.za
•Dr M Madileng madilmm@unisa.ac.za
•Prof P Pillay pillap@unisa.ac.za

•Mr R Maluleke malulr@unisa.ac.za

•Ms K Moganedi emogankt@unisa.ac.za
•Department of English Studies Helpdesk: englishstudieshelp@unisa.ac.za
•Module administrators :Mrs C Tabane tabannc@unisa.ac.za
Ms N Masilela masilnc2@unisa.ac.za
 Module overview
1. Skills-based module with a focus on transactional documents and the
language of business
a) Read the Study Guide, practice using Workbook, perform assignment
questions in Tutorial Letter 101
b) The assignment question is available on the module site. The questions
are also available in the Tutorial Letter 101 (Additional Resources and
Official Study materials shells).
2. Visit MyUnisa often (Announcements and Discussion forums)
 Specific outcomes

At the end of the semester, students should be able to:

1. Critique given texts

2. Revise, edit and proofread draft texts
3. Produce written texts for specific purposes relevant to a
work environment that reflects qualities expected in good
business writing.
 Unique numbers

- Each assignment is allocated a unique number

- Assignment 1, Semester 01: 540009: DUE DATE: 20 March 2024

- Assignment 2, Semester 01 : DUE DATE: 17 April 2024

 MINUTES OF A MEETING

The purpose of this question is to assess your ability to record minutes accurately
and objectively, using formal language. This requires you to do the necessary
preparatory reading so that you can answer the question adequately.

Work through Unit 2 in the Study Guide and Learning Unit 2 in the workbook
before attempting to answer this question.
IMPORTANT POINTS ABOUT WRITING MINUTES
OF A MEETING
 BACKGROUND

Lately wireless technology has spread widely, and you can get connected almost anywhere: at the
university, at home, at work, in libraries, schools, airports, hotels, and even in some restaurants. Wireless
networking is known as Wi-Fi or 802.11 networking as it covers IEEE 802.11 technologies. The major
advantage of Wi-Fi is that it is compatible with almost every operating system, game device, and
advanced printer. The Procurement Manager for the University of Gauteng, Mr. Dicks, has ordered six
805.11 Wi-Fi routers from KBee IT Connections on 14 January 2023 to be installed at the three university
campuses. The procurement department has waited for six months with no routers delivered. While trying
to call the company to enquire about the delivery of the routers, the receptionist dropped their calls. Mr.
Dicks then decided to call a meeting of the university personnel including the ICT Department,
Heads of Departments, and Student Representative Council to provide an update on the procurement
process and share views about how to handle the matter.
 INSTRUCTIONS
Below is a transcript (written or printed copy of exact words) of what was said under the agenda item
of this meeting presented in a form of a dialogue. As the secretary of the procurement department, it
is your responsibility to take down minutes during meetings. The participants would like to address a
range of issues about procurement issues including the waiting period for the items bought and the
challenges caused by the delay, numerous unanswered calls, and alternative solutions to the
problem. At this point, the meeting is discussing agenda item 3.1: Procurement of Wi-Fi routers.
Write minutes of the meeting for agenda item 3.1. This means that the complete format for
minutes is not required. Remember that in taking minutes of a meeting, we carefully select and
summarise information, and make changes to style and grammar. Note that you should not record
what each person said in turn. You should use the linear format of minutes (in sentences and
paragraphs, like you do in an essay format).
 TRANSCRIPT

Dr Coal (Chair): Colleagues, ever since the outbreak of Covid19, most of the
tertiary institutions including ours have opted for online teaching and
learning system. For teaching and learning process to succeed and be
sustainable, the Wi-Fi system is essential to provide institutions with the
internet. Our institution is in the process of procuring the Wi-Fi system to
enable easy access of the internet for the employees and students. Let me
allow Mr Dicks, our Procurement Manager, to briefly explain what this
worldwide phenomenon that provides us with internet access is, how it
works, and the challenges experienced to procure the router.
Mr Dicks: Thank you, Chair. Like mobile phones, a Wi-Fi network uses radio waves to transmit
information across a network. The computer should include a wireless adapter that
will translate data sent into a radio signal. This same signal will be transmitted via an
antenna to a decoder known as the router. Once decoded, the data will be sent to
the internet through a wired Ethernet connection. As the wireless network works like
two-way traffic, the data received from the internet will also pass through the router
to be coded into a radio signal that will be received by the computer's wireless
adapter. The term 'hotspot' is used to define an area where Wi-Fi access is
available. It can either be through a closed wireless network at home or the
university offices, or even in public places such as restaurants or airports. The
university management agreed that we procure a Wi-Fi router which would service
our three campuses with powerful internet supply. We placed an order of six 805.11
Wi-Fi routers from KBee IT Connections six months ago, and the company has not
delivered them yet.
 Transcript cont.:
Dr Gobi: Just hold it there, Mr Dicks! Are you saying KBee IT Connections has not delivered the
routers yet? The Finance Department has agreed to this procurement last year, then why all
this delay?
Ms Padi: We are also surprised as the student leaders about why our institution is not connected to
Wi-Fi route yet. If my memory serves me well, this issue of Wi-Fi procurement was
discussed about and finalised last year. The SRC office is overwhelmed with complaints
from students about network and data access challenges. An update on this matter will be
highly appreciated.

Dr Coal: Colleagues, let us please give Mr Dicks a chance to explain what is going on with this
purchase so that we can assist each other with ideas to sort the problem out.
Mr Dicks: Oh yes! Like I said, the procurement office conducted research about the different service
providers before finalising the procurement process. KBee IT Connections was one of the
most prominent and cost-effective companies to work with. We then placed an order of
six 805.11 Wi-Fi routers last year. The company promised to deliver within seven working
days after receiving payment. When following up with them, our administrator tried to call
the company to enquire, but every time she called, the receptionist dropped the calls.
This delay is seriously affecting the smooth running of the whole institution. Online
classes are not running smooth due to poor network access. Assignment access and
submission portals are barely functional because of this delay. It is difficult to hold on-line
meetings through Zoom and or Microsoft Teams, let alone prepare for auditing since our
present system cannot carry the load.
Mr Son: The ICT Department is ready to migrate into the new system. We are just waiting for the
new Wi-Fi line to be installed to upgrade our internet system. New laptops have been
purchased for staff members; all we need is to install the most recent Microsoft software
on the laptops for a quick run. We are also ready to train staff members and students on
how to access and utilise the new portals for communication, access and submission of
assignments. This procurement and delivery process are a serious hindrance and delay
to the whole plan. Given all the challenges raised, what could be the way forward,
colleagues?
 Transcript cont.:
Prof. Johnson: This issue about Wi-Fi router procurement delays was tabled at our
recent Heads of Departments’ meeting. Representatives raised various concerns
about challenges experienced by staff members and students on how slow and
unreliable the old internet system is, and how anxious they are as they wait for
the upgraded system. We were hoping that we would migrate before the
beginning of the new academic year so that activities could run smoothly.
Students from the worst socio-economic backgrounds are the most
disadvantaged by this unreliable internet connection and data costs. Colleagues,
is it possible to revisit the research done on different service providers, cancel
the purchase transaction with KBee IT Connections, and approach the second-
best service provider to get a better service?
Dr Carl: I support the suggestion made by Prof Johnson. We cannot afford any additional
delays, nor compromise the credibility of our institution’s teaching and learning
programme because of the unprofessional behaviour of this company. Maybe in
addition to a cancellation and a refund, we should engage our legal team to demand a
refund with interest.

Ms Padi: There is a TV program called “Bua Fela” which I think can elevate the process of
exposing this irresponsible company and accelerate a quick refund with interest. We
can all access the channel on the SABC platform. Students can also get first-hand
information and understand why the installation of the long-awaited Wi-Fi router was
delayed. We could also take this company to the small claims court.
Dr Coal: Oh! come on, Ms Padi. A respectable institution like ours cannot go the “Bua Fela”
route. There are better and respectable procedures that could be followed to resolve
this problem. Colleagues, let’s finalise this issue. Do we agree with Prof Johnson and
Dr Carl’s suggestion that we should engage our legal team to cancel this
procurement, and get a refund with interest?
All: Yes Chair!!

Dr Coal: Thank you so much, colleagues. The procurement department should

update the university management team about this problem and start with
the legal process as soon as possible. In the meantime, discussions with
an alternative service provider should start immediately. We cannot afford
further delays on this matter.
 POSSIBLE ANSWER

3.1 Procurement of Wi-Fi routers.

The chairperson, Dr Coal, introduced an item on the procurement of the Wi-Fi routers which most of
the tertiary institutions including the University of Gauteng needed to enhance their teaching and
learning. Mr Dicks, the Procurement Manager, first outlined how the worldwide phenomenon that
provided institutions with internet access transmitted the network from the supply system to the
different devices including the computers. He further informed the participants that after undertaking
research on the most suitable service provider, his office purchased six 805.11 Wi-Fi routers from
KBee IT Connections six months ago and that the company had failed to deliver.
Most of the attendees explained how the delay affected different departments, staff
members and students. They also indicated that students struggled to access and
submit assignments, online classes and meetings were disrupted, the old network
system was slow and unreliable, and the university hoped to migrate from the old
network system before the beginning of the new academic year. Mr Son, an ICT
technician , said that new laptops were purchased in anticipation that the new router
would enhance internet access and the speed of the network supply. He then urged the
participants to share their views on possible solutions to the problem.
Professor Johnson, Head of the Department, suggested that the procurement department should cancel
the purchase transaction done with KBee IT Connections and approach the second-best supplier for a
new deal. The suggestion was supported by Dr Carl who added that the university’s legal team should
also demand a refund including the interest. Ms Padi, member of the SRC, suggested that the
company should be exposed through the SABC programme called “Bua Fela” with the hope that
students would get access to all the information about the procurement issue, or take the company to
the small claims court. However, Dr Coal reminded the meeting that professional procedures should be
followed to resolve the matter.
It was unanimously agreed that the university’s legal team should get a refund including interest from
KBee IT Connections, and the procurement office would inform the management team about the
resolution and the other second-best company would be approached for a new deal.
QUESTIONS
Thank you