DATE:                       

 

TO:                  [ Your Primary Reader, not me ]

 

FROM:

 

SUBJECT:      A Proposal for Determining the Feasibility of Installing a Membership Card Scanner at In Shape Health Club

 

Cc:                   Rick Van Noy, CIO

 

Project Summary

 

After working at In Shape Health Club for three years as a  receptionist, I have witnessed the ineffectiveness of the current method used to monitor who enters the health club.  People who are not members of In Shape Health Club are using the facilities.  Consequently, In Shape is losing money due to unsold memberships and excessive wear and tear on its equipment.  I plan to determine the feasibility of installing a membership card scanner and, if feasible, I plan to compare the three top scanners to decide which one will best suit In Shape Health Club.   The report will be completed by March 20, 2100 and will cost approximately $745.00.

 

Introduction

 

Since In Shape Health Club opened in 2000, non-members have been using the facilities.  This is due to an ineffective way of monitoring who enters the health club.  Members are required to show their membership card to the receptionist before entering the workout area.  When the club is busy, individuals can easily enter the workout area without displaying their membership card, making it difficult to enforce the membership card policy.  This results in lost money due to unsold memberships, excessive wear and tear on equipment, and unnecessary lines for equipment use.  By researching, interviewing people in the know, and investigating, I will determine the feasibility of installing a membership card scanner at In Shape Health Club.  If feasible, I will determine which of the top-three scanners will be most suitable for In Shape.  This proposal outlines my plan for the feasibility study stated above.

 

Procedures

 

My proposed plan includes three phases:

 

1)       Research

2)       Analysis

3)       Writing the Report

 

 

1)       Research

 

In order to determine feasibility of installing a membership card scanner, I will gather information to answer the following questions:

 

1.                  How much money is In Shape Health Club losing on unsold memberships and on replacing and repairing equipment?

 

2.                  How much will it cost to purchase, install, and operate a membership card scanner?

 

3.                  Will the scanner require use of a computer and special software?

 

4.                  Will the scanner require additional employee training?

 

5.                  How will the members react to the scanner?

 

6.                  If installing a scanner is feasible, which scanner is most appropriate for In Shape?

 

I plan to gather my information from several sources.  I will interview James and Sharon Van Waardenburg, the owners of In Shape Health Club.  I will research membership scanners by speaking with customer service representatives from Staples, Office Depot, and Computer City; and by researching published and printed material in Consumer Reports.  Jeff Sinclair, manager of Gold’s Gym in Long Beach will also serve as a data source.  Until remodeling in 1997, Gold’s Gym used a membership card scanner.  I will ask Jeff how efficient the scanner was and why they removed the scanner when the gym was remodeled.  In order to determine how the members would react to a scanner, I will ask members to participate in a written survey.  Three hundred of the six hundred active members will be surveyed.  The survey will include questions about waiting in line for equipment and whether reduced lines and additional money for new equipment and aerobics classes would be worth the small inconvenience of using a scanner.

 

2)       Analysis

 

After researching, I will analyze the data that I have collected. The analysis phase will consist of two parts.  The first part will determine whether installing a membership card scanner is feasible.  I will make this determination by looking at the cost of purchasing, installing, and maintaining a scanner.  Will my primary readers save money by purchasing a scanner?  I will also determine whether the benefits of installing a scanner outweigh the disadvantages.  Second, if it is feasible to install a scanner. I will use the following criteria to choose the most appropriate scanner for In Shape Health Club: cost, warranty, maintenance, and ease of use.

 

3)       Writing the Report

 

After research and analysis, my group will divide information into sections for documentation.  We will combine our sections to form a rough draft.  From there we will create graphics, revise, edit and proofread, and complete our finished product.

 

Before submitted the final draft, I plan to have people who both are and are not involved in the fitness industry read and evaluate my report.  Irena Schallig, manager of In Shape Health Club, will play an important role in evaluating my report.  K.C. Cooper, one of my co-workers in Fremont Hall will also review my report.  I will also ask for your assistance in evaluating my report.

 

I will evaluate the success of my report, after delivering the final report, by the reaction of my primary readers.  In order to feel satisfied, the primary readers will have learned new information that will prove helpful in improving their business

 

 

Note:  Look at the course schedule for dates of activities like progress reports, etc.

 
Schedule

 

Table 1 provides a detailed schedule for completing each phase of the report.

 

 

 


PHASE DESCRIPTION                 COMPLETION DATE        HOURS REQUIRED

 

 

Ageement to Form Group                3/11/04                                    2

Research                                            March 11, 2010                      30 hours:                   

  Printed material research                  3/13/04                                    10

  Interviews                                         3/15/04                                    10

  Survey members                                3/18/04                                    8

 

Analysis                                              April 3, 2010                          10 hours:

  Determine feasibility                         4/3/04                                     3

  Compare scanners                             4/5/04                                     7

  Progress Report                                 4/8/04                                      2

 

Writing                                               April 15, 2010                                    29 hours:

  Project Outline                                  4/15/04

  Write rough draft                              4/15/04                                    15

  Revise rough draft                            4/19/04                                    5

  Write final draft                                4/22/04                                    5

  Edit and proofread                           4/24/04                                    3

  Bind and submit report                     4/29/04                                    1

 

                                                            TOTAL                                  69 hours

Table 1: Projected Timeline for Proposed Scanner Feasibility Study

 

Staffing/Qualifications

 

I have worked at In Shape Health Club as a receptionist for three years.  Prior to working at In Shape, I worked at Women Only, a private health club for women, for two years.  As a receptionist, I have had first hand experience dealing with this problem and have talked at length with the owners and finding a solution to correct this problem.  My experience in the fitness industry has provided me with the contacts I will need in order to accurately determine the feasibility of installing a membership card scanner at In Shape Health Club.  I have experience writing reports.  Included in my experience is a diet and exercise analysis that I wrote for a nutrition class.  Lastly, I direct community services at Cal Poly.  This leadership experience provides me with group leadership skills that will prove helpful in working as a team to write this report.

 

Cost/Breakdown


Table 2 provides a breakdown of the estimated cost for completing the report.

 

 

Time Costs

 

                        Researching Materials             12 hours

Note:  This is not your budget for equipment that would solve your problem. It’s a budge for your time and materials to complete your report (which could make recommendations on cost).

 
                        Interviewing                            10 hours

                        Surveying                                8 hours

                        Analysis                                  10 hours

                        Writing the Report                  29 hours

 

 

                        Total                                        69 hours x $10/Hour = $690.00

 

 

Material Costs

                        Duplication                             $20.00

                        Postage                                                    5.00

                        Telephone Calls                                     30.00

 

                                   

                        Total                                        $55.00                          $55.00

 

 

                                                                                                Total Costs     $745.00

Table 2: Projected Costs for Proposed Scanner Feasibility Study

 

Conclusion

 

Action needs to be taken in order to ensure that only members will be permitted to use the facilities at In Shape Health Club.  By resolving this problem, you could save money lost on unsold memberships and may actually increase membership sales.  It will prevent unnecessary wear and tear on equipment and would increase customer satisfaction when lines are shorter for equipment use.  With your approval I will begin research on the proposed project.