Adjustment letter

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School

University of British Columbia *

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Course

201

Subject

Electrical Engineering

Date

Jan 9, 2024

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docx

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Jayden Podmorof Project Manager Chopra Environmental and Biotechnology Engineering (CEBEC) 1423 Wood St Kelowna, BC, V1Z 2P3 February 6, 2020 Pat McTaggart Manager Nature World 51 Burch St Kelowna, BC V4S 2B1 Dear Pat McTaggart, RE: CEBEC Environmental Control System Thank you for your phone call yesterday. I would like to take the time to address the concerns you raised, update you on the status of the Environmental Control System, and discuss how we can support you moving forward. First let me say that Chopra Environmental and Biotechnology Engineering (CEBEC) is sad to hear about the loss of the animals at Nature World. We understand how important these animals were to you. This whole situation, starting with the initial break-and-enter and theft of the parrots through to the loss of the remaining animals, is devastating and we want to assure you that we at CEBEC are here to support you. As you are aware, we have built a strong, positive working relationship with Nature World and Animals4Ever. We completed construction of the sanctuary in January of 2019 and provided an environmental control system (ECS) to maintain optimum conditions for the animals housed inside. As per our current contract we are responsible for maintaining this system for a period of three years (January 1, 2019 to Dec 31, 2021). We are one year into this maintenance contract and our monthly records indicate that the system has been performing smoothly with no incidents, issues or deficiencies reported by either the software or anyone at Nature World. On January 16, 2020 we learned that Nature World had been broken into and numerous parrot species had been stolen. Immediately upon becoming aware of the break-in we emailed you to find out whether the ECS had been compromised during the break-in and ofered to send a technician to your site to do a through check of the system. You replied to the email indicating the system was fine and declined the ofer of having a technician come out to inspect it. Unfortunately, it appears that the people responsible for the break-in did indeed compromise the ECS. After our phone conversation yesterday, where I learned that impurities in the air and

water led to the death of the remaining animals in the sanctuary we sent Kelly Zhou, our chief environmental engineer, to inspect the system. She ran a series of tests and discovered that a ‘slow-working, data-distorting’ virus used by the thieves to disable the security system also infiltrated the ECS thus causing it to malfunction. This unfortunate discovery came too late to save the animals however, as I mentioned earlier, CEBEC is here to support you through this devastating set-back and we have prepared two options for you to consider. Option one is to provide coverage through the Maintenance Contract to remove the virus and repair the ECS. Nature World incurs no costs and the time to complete is approximately two weeks. Option two involves replacing the ECS entirely. This will cost Nature World $300,000.00 and will also take approximately two weeks. I understand that you need an ECS that is reliable and fully functioning and it is my professional opinion that Option One provides the best solution for you. The ECS has been operating without incident since it was first implemented and only malfunctioned through outside tampering. Once repaired, you will have two years remaining on the existing maintenance contract with an option to extend coverage. Incurring the cost of a whole new system is, I believe, unnecessary as the existing system has been working without incident for a year and has proven to be stable and fully capable of maintaining the sanctuary’s internal environment. Again, we are sad that you are having to deal with this tragedy and we hope that Nature World can re-open for business swiftly. Please do let me know how you would like to proceed. You can reach me at 250-471-0090 or send an email to j.podmorof@cebec.com. Either option will take approximately two weeks to complete and we are committed to helping you move forward with the ECS that you choose. Sincerely, Jayden Podmorof Project Manager Chopra Environmental and Biotechnology Engineering Company (CEBEC) CC: Dr. Jared Chopra, Founder and CEO, CEBEC

Memorandum TO: Dr. Natalie Forssman, School of Engineering, UBCO FROM: J. Podmorof, 2 nd Year Engineering, DATE: February 13, 2020 SUBJECT: Explanation of Rationale and Strategy Used to Write Adjustment Letter The memorandum’s purpose is to explain the choices I made in writing my fictional adjustment letter to Pat McTaggart. The goal of the letter was to respond to Pat’s concerns, present her with two available options to move forward, and persuade her to choose the option mutually beneficial to herself and CEBEC. Tone and Language Keeping discussion from class in mind, I used a tone for the letter that was professional and informative without coming across as rude. Responding to Pat angrily would only further escalate the situation, which would likely result in an outcome unfavourable for both parties. Another guideline touched upon in class had to do with the avoidance of assigning blame to either party for what transpired. Although tempting at times to apologize for the tragedy in an attempt to show compassion, I made an efort to avoid apologetic terms when describing the situation. To show empathy, I Instead opted to describe the situation as unfortunate and explain that the CEBEC was saddened by the events and was there to support Nature World. Use of Resources While writing my letter, I referred to the EGBC code of ethics to ensure that my writing was relatively realistic for actual professional engineering correspondence. To summarize, the code of ethics made points to provide an honest professional opinion, to fully inform clients, and to treat clients fairly and courteously. I remained conscious of these points while writing the letter and tried to be as transparent as possible when outlining the situation and the two solutions, along with giving my fictional professional opinion. The Next Step Upon my submission of the letter, I will await your feedback to learn how I could have further improved on the assignment and become aware of whether or not some of the decisions I made in the writing process were appropriate. I can be contacted by email at jaydenpodmorof@gmail.com. References https://canvas.ubc.ca/courses/31700/files/folder/_Readings?preview=6897940

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