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Design and producebusiness documents

BSBITU306A

Assessments

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BSBITU306A Design and produce business documents – Assessments

© 2010 Aspire Training & ConsultingLevel 8, 409 St Kilda Road MELBOURNE VIC 3004 AUSTRALIAPhone: (03) 9820 1300

First published March 2010

ISBN 978 1 74240 439 4

BSBITU306A Design and produce business documents - Assessments

Assessment activity 1Selecting and preparing resourcesThe following table maps the assessment activity in this chapter against the element and performance criteria of Element 1 in BSBITU306A Design and produce business documents. The activity has been designed for all learners to complete.

Part Element Performance criteria

A 1 1.1

B 1 1.1, 1.2, 1.3

C 1 1.4

Part A1. Choose four types of business documents from the seven listed in this chapter.

Explain the purpose of each document. Write one paragraph about each document.

2. Four pieces of business equipment are available in an organisation: a computer a scanner a photocopier a printer.

Decide which piece or pieces of equipment to use in each situation in the following table. Use a similar table to record your answers.

Situation Equipment needed

A hard-copy report needs to be reproduced 10 times.

A hard-copy photograph needs to be put into an e-newsletter.

A proposal needs to be written and 50 copies made.

A hard-copy accounts statement needs to be updated and emailed to an accountant.

© Aspire Training & Consulting3


Part BRead the case study. Write down, or tell your trainer, your answers to the questions.

Case studyMoira works as an executive assistant. Part of her role is to prepare documents for her manager, who is going to make a presentation to all staff next week. He has asked Moira to develop the presentation, including the presenter notes. Moira found the organisation’s style guide for developing presentations and designed the information accordingly. She used consistent design principles throughout the document. She prepared presenter notes and made a hard copy. The presentation included some photographs that Moira had to scan before she could include them on slides.

1. List the types of business equipment that Moira would have used to design the presentation.

2. List the types of business software that Moira would have used to design the presentation.

3. How did Moira make sure that the style of her presentation met with the requirements of her organisation and that she used consistent design principles throughout the document?

4. ‘Use the right tool for the job.’ Explain why this motto is useful when designing business documents.

5. Explain why multiple business technologies are usually needed to develop a business document.

© Aspire Training & Consulting 4


Part CRead the case study. Write down, or tell your trainer, your answers to the questions.

Case studyEleni works as an office administrator in a large organisation. One of her duties is to design presentations. These are sometimes for the board of directors and sometimes for her colleagues. One day Eleni was asked to put together some information describing the progress of a new project. Eleni assumed this information was for her colleagues. She wrote a detailed report outlining the project’s progression.When the time came for the document to be used, Eleni discovered that it was for the board of directors, who had little knowledge of the new project! They prefer visual presentations rather than the text-based documents, as they don’t have the time to read them. Eleni had no time to change the document.

1. Eleni did not design the document for the intended audience. What might be the consequences?

2. Eleni should have clarified two points before beginning her task. What are the two points?

3. Explain why it is important to clarify the purpose and audience of a document before design begins.



Assessment activity 2Designing the documentThe following table maps the assessment activity in this chapter against the element and performance criteria of Element 2 in BSBITU306A Design and produce business documents. The activity has been designed for all learners to complete.


A 2 2.1, 2.3, 2.4

B 2 2.1, 2.3, 2.4

C 2 2.2

Part A1. Create a simple business document using Microsoft Word. Format the document

using the following formatting functions: A Style with a font and font size selection The Bold, Italic and Underline functions At least one Alignment function Numbering or Bullets The Decrease or Increase Indent function An outside Border Highlighting or Font Colour Insert a graphic

Write down the specifications of the formatting you have used.

2. ‘In today’s business environment, the manager who has the relevant data first often wins, either by making the decision ahead of the competition, or by making a better, more informed decision.’

Describe how creating and updating records and files allows management to make better decisions.

3. Imagine that you are training someone to use a keyboard and mouse. Design a cheat sheet or tips page with at least five points for your student to learn. Explain how you are going to teach each point.



Part B1. a) You are going to design a document for your organisation or an organisation

that you are familiar with. If you are in the workplace, talk to a manager and decide on a business document that needs to be designed. If you are learning in a classroom or at home, design an absenteeism report for Happy Kids Primary School. The daily report should show which children are absent on a particular day, how many days they have been absent, and whether there has been any information from the parents about why the child is absent. It might also show which classes the children are in.

b) Choose an appropriate software application to design your document and give a reason for your choice.

a) Make sure that the document includes: appropriate design principles a range of formatting functions.

b) Describe how you used the principles and functions.

c) As you work, use the shortcuts on your keyboard and customise your mouse to whatever suits you best. Describe how you did this.

d) Identify any other files or records you had to access in order to create this document. Explain where they are stored and how you accessed them.

e) Give the digital copy of your document a name. Explain how this meets the requirements of your organisation.

2. a) You are going to design a business document using the following content.

Dealing with stress Take regular breaks Exercise Find someone to talk to Reduce your tea and coffee intake Every 20 minutes rest your eyes. Take a walk around the office. Try to go outside at lunchtime. What are other ways to de-stress? If you are sitting for long periods or working at your computer for extended periods, stretch your fingers, arms, shoulders, neck and legs. Have a copy of exercises pinned up near your workstation. Talking to someone about how you feel helps you let off steam. A good laugh also helps you to calm down and puts the reasons for your stress into perspective. Tea and coffee are stimulants. Too much caffeine keeps you awake and hyperactive.

b) Use Microsoft Word to design your document.



f) The design of the document is up to you, but try to include a graphic. You must also include: appropriate design principles styles table formatting headers and footers.

Describe how you used design principles and the functions listed.

g) As you work, use the shortcuts on your keyboard and customise your mouse to whatever suits you best.

h) Identify any other files or records you had to access in order to create this document; for example, files from your place of study or at home. Explain where they are stored and how you accessed them.

i) Give the digital copy of your document a name. Explain how this meets the requirements of your place of study or home.

Part C1. Go to the following website, which is the section of the Australian Taxation

Office website containing numerous forms, www.ato.gov.au/searchformspubs.asp?mnu=25518&mfp=&fb=fs&st=tp&cy=2005.

2. Select a Microsoft Word format form that displays a particular theme; that is, colours, fonts, line and fill effects, headings and sub-headings. Copy and paste the form to a new Microsoft Word document and save it.

3. Print off a copy of the document as it is, before you make any changes. Now, use the document theme features to create two more documents. Use the text from the form you have selected but apply either a predefined or a custom document theme to change the appearance of the entire document. Change the colours, fonts and any line and fill effects. (If there aren’t any on your original form add some in.) Once you are happy your new form has a professional and modern look, print it and submit it (together with the original) as part of your assessment.

4. Once you have done this, go back to your original form and go through this process again but using a different theme. Also add some graphics. Print this new form and submit it as part of your assessment.


http://www.ato.gov.au/searchformspubs


Assessment activity 3Producing the documentThe following table maps the assessment activity in this chapter against the element and performance criteria of Element 3 in BSBITU306A Design and produce business documents. The activity has been designed for all learners to complete.


A 3 3.1, 3.2, 3.3

B 3 3.3, 3.4

C 3 All

Part AYou have been asked to produce a business document by a certain date. To successfully meet this requirement, you need to define the scope of the document.

1. What does this statement mean?

2. How would you develop a time line to produce this document?

3. Read the case study and complete the activity. Write down, or tell your trainer, your responses to the tasks.

Case studyOffice Temp is an organisation that supplies temporary office staff. It has four work groups, each with two major areas of operations: Temporary Staff CVs and Client Information. There are multiple files that need to be stored in folders representing each area of operation. All staff CV files must start with CV and all client information files must start with CI. The work groups have a shared directory on the C drive.

a) Design a hierarchical folder structure to suit Office Temp. Refer to the example in this chapter if you need help. Make sure you choose folder names that are consistent, simple and meaningful.

b) Translate the following edit marks. Reproduce the following text with all edits corrected.



Part B1. Decide which of these statements is true (T) or false (F).

a) Data loss occurs when a computer program stops performing its expected function.

b) Data loss is always caused by computer malfunction.

c) After working on a document you need to exit the application to maintain security and to free-up computer resources.

d) To prevent information loss, work on multiple documents at once.

e) The main cause of data loss is human error.

f) Computer viruses rarely destroy data.

g) Operating system or application bugs cause data loss.

h) Randomly hitting keys will usually solve all software problems.

i) Saving a document should be done only once it is completed.



2. Write down, or tell your trainer, the answers to the following questions.

a) Describe a problem you have, or have had, when using Microsoft Word. Go to the Microsoft Office website at http://office.microsoft.com and select Word as the product you want to inquire about.

b) Find an article on Word that helps you solve your problem.

c) Summarise the key points of the article.

Part C1. You are going to produce a business document, such as a newsletter or a report.

The topic is up to you, but you must discuss it with your trainer before you start.

To develop the document, make sure that you do the following:

Scope the document to decide exactly what information it will contain. Identify every task that must be done to produce the document. Prepare a time line and allocate some time for every task. Develop the document. Proofread and edit the document for spelling, grammar and punctuation.

2. Store the document in an appropriate way. Explain how you have done this.

3. Describe any difficulties you had when producing this document and explain how they were overcome.



Assessment activity 4Finalising the documentThe following table maps the assessment activity in this chapter against the element and performance criteria of Element 4 in BSBITU306A Design and produce business documents. The activity has been designed for all learners to complete.


A 4 4.4

B 4 4.1

C 4 4.2, 4.3

Part A1. Explain what methods you use within your organisation for printing and

presenting business documents. Provide samples if available and appropriate.

2. Talk to a friend, relative or teacher you know who is responsible for producing business documents. Find out what printing and presentation methods they use. Ask for some samples if available and appropriate.

Part BUsing a software application of your choice, prepare a document that provides a list of tips for best-practice proofreading. Use the information contained in the accompanying Aspire workbook for this unit and anywhere else you can source it from. You could also refer to the websites that are sourced in the Aspire workbook or to other reference material. Your document should be in a format that is easily readable, accurate and displays consistency of language, style and layout.



Part CMatch the beginning of the sentence or paragraph to the correct ending to show your understanding of how to make modifications, name and store documents and exit the application without data loss or damage. Record your answers in the blank table below.

If you want to edit a document that is marked as final

applications is used to find and replace text, formatting, paragraph marks, page breaks and other items.

Naming methods of documents need to be kept

what computer software you are using, what sort of business document it is and the nature of the modification.

Windows Explorer is convert the file that the scanner created to TIFF format. You can use Paint or another program to convert the file.

The find and replace feature in Office 2007

a file management application designed to manage files, folders and drives.

Data loss occurs when ensure that all screens that are open in the program are closed correctly prior to closing the program.

When exiting an application you need to

you can click the Mark as Final command.

The modifications you make will depend on

consistent, simple and meaningful when being saved as this aids the identification and retrieval of documents.

Always save prior to exiting and

ensure that you understand the method of saving prior to exiting, which is applicable to the program you are using.

When editing a scanned document

a document is not saved correctly or frequently or the computer program stops performing its expected function.



If you want to edit a document that is marked as final

Naming methods of documents need to be kept

Windows Explorer is

The find and replace feature in Office 2007

Data loss occurs when

When exiting an application you need to

The modifications you make will depend on

Always save prior to exiting and

When editing a scanned document



Final assessmentBSBITU306A Design and produce business documentsTo be assessed as competent in BSBITU306A Design and produce business documents you must provide evidence of the specified essential knowledge and skills. Details of the essential knowledge and skills can be found in the ‘Before you begin’ section of this workbook.

Assessment mappingThe following table maps this final assessment activity against the elements and performance criteria of BSBITU306A Design and produce business documents.


A All All

B All All

C All All

Detailed mapping of this workbook against the methods of assessment, the elements, the performance criteria and essential skills and knowledge is available in the Aspire Trainer’s and assessor’s guide for this unit.

The following activity forms part of your assessment of competence. You may also need to provide various workplace documents or third-party reports. Your trainer will give you guidance in this area.

The following activity has been designed for all learners to complete.



Part A: Essential skillsYour trainer needs to observe you demonstrating the following essential skills in your workplace or in a simulated environment.

Essential skills Example

Demonstrate how you have: keyboarding and computer skills to

complete a range of formatting and layout tasks.

Show your assessor how you can produce a range of simple documents by entering text and numerical data.

Demonstrate how you have: numeracy skills to access and

retrieve data.

Show your assessor how you can use numerical data to create a folder and file hierarchy and the process you use to access and retrieve the files.

Demonstrate how you have: problem-solving skills to determine

document design and production processes.

Describe to your assessor a time where you have had to use problem-solving skills to ensure that you have used various document formats or software applications to produce documents that satisfy the instructions you were given.

Part B: Essential knowledgeAnswer question 1 or 2.

1. If you are currently working, choose one business document from your workplace, then answer these questions.

a) How did your organisation specify the design for this document?

b) How does your organisation store this document? Do you have to keep both a hard copy and a digital record? Why or why not?

c) Are the style design features of this document consistent throughout? If not, what impact does this have on its readability?

OR

2. If you are a classroom or home-based learner, choose a brochure or business document from a local business, library or council and answer these questions:

a) What factors do you think influenced the design of the document?

b) Is the document similar to other brochures and documents from the same organisation or from similar organisations?



c) Are the style design features of this document consistent throughout? If not what impact does this have on its readability?

3. Choose a local business or organisation to research. Interview one of the employees to find out the following information.

a) Which pieces of business equipment are most frequently used and why?

b) Which business software is most frequently used and why?

c) Which kinds of business documents are most frequently produced by the organisation?

d) How are documents stored?

e) Find out how one document is designed and developed. List all the business equipment and software used in its production.

f) Explain if the style design features of this document are consistent throughout. If not what impact does this have on the readability of the document?

4. The following business document is a financial report for Rural Primary School. The document has many design and layout errors and inconsistencies. You are required to reproduce the document correcting all of these errors and inconsistencies. Document any difficulties you encountered and how you overcame these. You need to incorporate the following best-practice features into the final document: Select the most appropriate software. Select the most appropriate technology. Select the most appropriate format and style to maximise the presentation of

the information. Ensure consistency of design using basic design principles. Use a range of functions to redesign and reproduce the document; for example,

headers and footers, spellchecking, formatting columns, highlighting headings and text alignment.

Proofread the final document and make any necessary modifications. Select the most appropriate method of storing and saving the document. Select the way you will present the final document.



financial report for rural primary school march 2011balances 1.1.11 official account $2,358.06

high yield account $23,011.37 $25,369.43

surplus held in credit approx $6,000 total surplus carried forward from 2011 $31,369.43

gigh yield investment account28.1.11 xchool cash grant term 1 received $5,525.21 Bank Interest - High Yield Investment $106.37

Transfer of funds to official account $(2,500) Balance 1.2.11 $26,142.95

Official AccountBalance 1.2.11 $2,358.06 Receipts to 28.2.11 (including $2500 invest transf) $3,118.45 Payments $1,829.10

Closing Balance 28.2.11 $3,639.21

high yield investment account11.2.11 DEET - reimbursement for electrician $2,00028.2.11 Bank Interest $105.75 17.2.11 Transfer of funds to official account $(2,500)Closing Balance 28.2.11 $25,748.70

OFFICIAL ACCOUNTcash Receipts (including $2500 invest transfer) $2,572.00 Cash payments $2,230.33 Closing Balance 28.2.11 $3,989.08

High Yield Investment Account29.3.11 DEET - Student Support Servcies grant $1,373.55

Bank Interest $119.63 Balance 31.3.11 27,241.88



Official AccountCash Receipts $80Cash Payments $3,655.65 Closing Balance 31.3.11 $413.43

On 11 March $5000 was transferd from the investment account to theofficial account. bank reconciliations, end of month reporting to DEET and BAS lodgement have all been completed for March. a credit/cash transaction request for the2010 surplus of $6000 has been processt plus another $10000 held incredit budget held by DEET. this enables us to have this $16,000in the investment account earning interest.

Part C: Present your portfolioThrough the completion of the practice tasks and assessment activities in this workbook, you have now gathered a variety of documents, reports and other documentation relevant to this competency.

Present this information in a portfolio to your trainer.


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