workbook 3 -working with ict in a business environment workbook 3... · you may also be asked to...

Learner’s Workbook

Learner:

Employer:

Assessor:

Business and Administration

Workbook 3 – Working with ICT in a

business environment

©Copyright Reed Treasury Limited 2012


Welcome!

This workbook has been designed to support your learning within the workplace

and to provide you with a reminder of top tips, skills and knowledge you have

gained along the way for your day-to-day role.

It has been written to assist you and should not be relied upon to complete the

qualification. In some topics this workbook will build on the first two you have

completed.

Your Assessor will be reviewing the workbook. It will be used as part of the

assessment process for one of your core units for the qualification, in conjunction

with being observed to see that you are applying the knowledge within your role.

You may also be asked to elaborate on the answers you have provided in the

workbook through discussion with your Assessor, and you could also be asked to

provide further supporting evidence to ensure you meet the full criteria.

To ensure you meet the criteria of the qualification please answer the questions

fully, providing as much evidence from your own role and workplace to support

the answers you have given.

Additional notes pages have been allocated at the back of the workbook, enabling

you to make notes when you have experienced a particular situation or found

something that works well from the learning you have completed.

Your Assessor will be providing you with feedback at the end of your observations.

Use this feedback as part of your review and reflect elements in the workbook.

Your Assessor will provide you with some guidance about how long each individual

activity and task in this workbook should take. You will be responsible for

discussing timelines/deadlines and ensuring that you meet them- don’t forget to

take your work and personal life commitments into consideration when planning.

©Copyright Reed Treasury Limited 2012 3

Contents

Workbook 3 – Working with ICT in a business environment

3.0 – Using Computers and software programmes in the workplace ............................................... 5

3.0.1 - How much do you know? ....................................................................................................... 5

3.1 – Using software applications in your workplace .................................................................... 13

3.1.1 - Word processing - creating and formatting documents ...................................................... 13

3.1.3 – Creating and transferring information between applications............................................. 26

3.1.4 - Review your knowledge and understanding ........................................................................ 29

3.2 – Communicating electronically.............................................................................................. 30

3.2.1 – Company policy and procedures ......................................................................................... 31

3.3 – Saving, storing, archiving of information and documentation............................................... 36

3.4 - Review your knowledge and understanding ......................................................................... 43

3.5 – Make a note!....................................................................................................................... 45

SIGNATURE PAGE ........................................................................................................................ 50


3.0 – Using Computers and software programmes in the workplace

3.0.1 - How much do you know?

There are key software applications that are used in business today and there are common software

applications that are used across most businesses.

There are 5 common software applications listed below - provide a brief overview of what each one

is used for and how you use them in your role. Provide your Assessor with examples of

documents/pieces of work where you have used the application.

Continue on the ‘Make a note’ pages if you need to...

Using computers and computer software is an integral part of the day-to-day

responsibilities of anybody working within the Business Administration environment.

Most of us have had experience of using a personal computer, however there are systems

and software applications in the workplace that not everyone has experienced or used.

Microsoft Access


Microsoft Excel


Microsoft Outlook


Microsoft PowerPoint


Microsoft Word


Are there other types of software applications you use in your

Administration role? If so, list them below with an example of the

type of work you use them for.

Does your company use any bespoke software applications? List what they are below:


Explain why it is important to use such software applications to support you in your role:


Considering teams such as Reception, provide examples of how an

IT software application can support such teams. Record your

answers below:


3.1 - Using software applications in your workplace

3.1.1 - Word processing - Creating and formatting documents

How do you create a document in applications such as Microsoft Word?

List the steps you would take to create the document you have provided as evidence to your

Assessor earlier in the workbook


You have already identified the differences between common

software applications used in business today. You are now going to

demonstrate how you use such applications to do your day-to-day

duties.


Is there a difference in the way you write a letter in the business environment in comparison to a

personal letter? Provide examples of the differences to support your answers below:

Does your company have templates / standard formats for letters and formal documents? Explain

how you use the templates/formats, providing your Assessor with examples.



TASK

Provide an example of how you have taken written notes in your

role and formatted them into a Word document. Provide your

Assessor with examples of the notes you used and the completed

document at your next appointment.

ACTIVITY – Formatting a document

If you do not have an example with evidence to provide your Assessor

complete the following activity:

• Record the next telephone conversation or meeting you have at

work concerning a business matter.

• Record the conversation by taking notes.

• You will use the conversation to draft a formal document using your company template /

standards to outline the content of the conversation and summarise with any actions

required and who is responsible for those actions.

• You are to select the document format that you will use to formally record the information

and provide your reasons for selecting that document type below.


ACTIVITY – Construct a formal business letter

In order to demonstrate your knowledge and experience gained to date, bring a formal business

letter that you have recently created and sent at work to your next Assessors appointment.

If you haven’t constructed and sent a formal letter, use the following activity scenario to

demonstrate your skills.

Activity instructions:

1. Create the letter to Mr Pac from Luminations Consulting. Use the Buzz Ltd invoices to find the

details, following these instructions.

2. Save the letter as you would for a professional document in your workplace.

3. Attach your letter to an email and send it as evidence to your Assessor in time for your next

appointment /or for the agreed deadline date.

You have demonstrated how you would format a document in Word and how you would save

and archive. You are now going to evidence how you construct a business letter in Word.

Scenario

You are working as an Administrator for a Design and Technology company called BUZZ ltd.

One of your responsibilities in your role is to chase up outstanding invoices. Currently a company

called Luminations Consulting has 5 outstanding invoices! Your manager gives you the five invoices.

Your manager is not very happy with this and has highlighted this as a priority. He has asked you to

write a letter to Mr Pac the Managing Director informing him of the outstanding invoices and

requesting payment.

Mr Pac is a longstanding customer and usually payment is received promptly. Your manager needs

the money to be paid in two weeks.


Activity - Invoices for Mr Pac

Invoice 1 of 5

INVOICE BUZZ Ltd

Life is better when there is a Buzz about it...

31 Amelia Street,

London,

SW17 8LM

Phone 0208 708 4444 Fax 0208 708 4443 INVOICE #10834

DATE: JUNE 16TH 2012

To:

Mr Pac

Luminations Consulting

Drakefield Road

NE11 1AY

0207 745 584

Ship To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584

Comments or special instructions:

QUANTITY DESCRIPTION UNIT PRICE TOTAL

5 Installations of signage for front of building £1600 £8000

SUBTOTAL £8000

VAT £1400

SHIPPING & HANDLING £1000

TOTAL DUE £10400

Payment Terms: 30 days from receipt of invoice

Thank you for your business!


Invoice 2 of 5

INVOICE BUZZ Ltd


31 Amelia Street,

London,

SW17 8LM


DATE: JULY 16TH 2012

To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584

Ship To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584



3 Designs for interior display lighting £2000 £6000

SUBTOTAL £6000

VAT £1050


TOTAL DUE £7050




Invoice 3 of 5

INVOICE BUZZ Ltd


31 Amelia Street,

London,

SW17 8LM


DATE: JULY 20TH 2012

To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584

Ship To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584



1 Installation of 3 metres of fibre optic cable for premises

on Old Kent Road £6533 £6533

1 Fibre optic cable (3 metres) £2500 £2500

SUBTOTAL £9033

VAT £1580.77


TOTAL DUE £10613.77




Invoice 4 of 5

INVOICE BUZZ Ltd


31 Amelia Street,

London,

SW17 8LM


DATE: AUGUST 27TH 2012

To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584

Ship To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584



1 Company Logo £2300 £2300

SUBTOTAL £2300

VAT £402.50


TOTAL DUE £272.50




Invoice 5 of 5

INVOICE BUZZ Ltd


31 Amelia Street,

London,

SW17 8LM


DATE: SEPTEMBER 16TH 2012

To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584

Ship To:

Mr Pac


Drakefield Road

NE11 1AY

0207 745 584



1 Delivery of 200 halogen light bulbs £60.00 £60.00

200 Halogen light bulb £0.50 £100

SUBTOTAL £160

VAT £28


TOTAL DUE £188




3.1.2 – Bespoke software applications

TASK

Review the bespoke applications you have identified earlier in the workbook. Select the one

that you have most experience of using in preparation for the next activity.

What is the name of the bespoke software application you have selected?

What do you use the application for in your day-to-day role?

You have already provided a brief overview of bespoke applications in your workplace. It is

common practice for organisations to have software designed specifically for them, as not all

businesses have the same requirements when it comes to computer applications.

You are going to have the opportunity to demonstrate your knowledge and experience of

working with such applications.


What are its key features? Please list below:


Were you trained/shown on how to use the application? If so, explain how you were trained and

outline any policies and procedures that are involved in using the application.


ACTIVITY – Demonstrate your abilities and knowledge for using a bespoke application

In preparation for your next meeting with your Assessor, select a piece of work that you have

recently created using the application and complete the following below:

Record how you created the piece of work and what it was needed for, with a step by step guide /

explanation of how you did this.



3.1.3 – Creating and transferring information between applications

Microsoft Word has similar functions to Excel such as the capabilities of creating tables within its

documents. Explain why you would need to insert a table or chart from Excel into Word below:

You have already demonstrated your understanding of what the

Microsoft Excel software application is used for and how it is

used in your company.

You will now demonstrate your capabilities of using it in your

day-to-day role. If it is an application that you are not familiar

with, it will give you an opportunity to practice


Explain how you would insert a table of information from Excel into Word,

illustrate the steps below using a flow diagram:


ACTIVITY – Transfer information between software applications

In order to demonstrate your knowledge and experience gained to date, provide an example of when

you have inserted a table from Excel in to a Word document at work, attach it to an email and send it

to your Assessor before your next appointment.

If you haven’t transferred information between software applications in your work, use the following

activity scenario to demonstrate your capabilities and skills. Keep any notes / drafts you have created

while completing this activity to provide your Assessor as evidence for your portfolio.

Instructions

1. Create a table in Excel.

2. Make sure your table clearly displays the information that your manager has requested

i.e. invoice numbers, descriptions, total due from each invoice and overall total due from the

combination of the 5 invoices

3. Save the file as you would for a professional/customer document

4. Print your document for evidence to be used in your portfolio with your Assessor .

5. Copy the cells of your table in Excel and Paste into the formal letter you created earlier in the

workbook in Word

6. Above the table add a summary of the contents/information in the table you have inserted.

7. Save the document as you would for a professional/customer document

8. Attach your updated letter to an email to your Assessor in time for your next appointment/to

meet the agreed deadline for this activity.

Scenario - Summary of outstanding invoices for BUZZ Ltd

Your manager wants you to create a table in Excel which clearly displays information regarding

the 5 outstanding invoices for Luminations Consulting.

Your manager wants to see in your table:

• invoice numbers

• descriptions

• total due from each invoice

• overall total due from the combination of the 5 invoices


3.1.4 - Review your knowledge and understanding

Review what you have covered so far in this section about the use of computers and

software applications. Consider the requirements in terms of using them safely within

your organisation such as the legislations / procedures in place to support you.

Identify your strengths as well as the areas you need to develop in order to use them

effectively and in line with the legislations and procedures:


3.2 – Communicating electronically

Providing examples, identify the differences between a personal and business email:

What are the differences between a business email and a business letter? State the differences

below:

Formal letter writing is an essential skill in an Administration role. However, more and

more communication in business is being done electronically. Due to the emergence of

technology over the last 15 years, emails are used by people for both personal and

business purposes as methods of communication.


3.2.1 – Company policy and procedures

What is your company policy with regards to email and internet usage? Provide examples below:

Policies and procedures are important in upholding and protecting the

employer and employee when using electronic forms of communication. In addition

to your company’s policies and procedures, you need to be aware of the laws and

regulations which are set outside of your organisation and how they apply to you

and your job.


Review the previous workbooks you have completed and state which external policies apply to you

when using a computer and software applications. Provide examples of how you stay safe using

and adhere to the policies when using computers and software applications in your day-to-day

work.



Does your company have a format / template for email communication? If so, provide an example

of an email you have recently created at work, by either forwarding it via email to your Assessor in

time for your next appointment with them or print off for your next appointment with them.

If your company does not have a template/format, create one that would be appropriate to use in

your current day-to-day role. Attach the template to an email and send it to your Assessor in

preparation for your next appointment with them. Explain what you have included in the template

and why.


When using email applications at work what are possible the problems

you could encounter? Provide examples where possible below:

Explain what you would/should do to overcome such problems?


Considering your company hierarchy and policies, who would you contact

in your work concerning IT problems and queries?


3.3 – Saving, storing, archiving of information and documentation

List the methods of storage and archiving that are used by your company, stating

why they are used and for what types of information/documentation

Why is it important for information and documents to be saved/stored? Provide examples to

support your answer

Depending on where you work will depend on the type of saving, storing and

archiving of information / documentation your company implements.


Describe how you would save/store documents you have created, explain

how and why you have stored them below:


Does your company have an archive/storage policy?

State what your company’s policy and procedures are for document storage and archiving, provide

examples:


TASK

Consider the above information and the legislations you have already covered in the

previous workbooks; use discussions with your colleagues / line managers and research to

identify the types of information companies are required to store and be able to present

when requested and establish who the external agencies / government bodies the statement

above is making reference to .


‘All businesses must keep and preserve certain records and accounts and be able to

present these upon request.’ (Source: www.businesslink.gov.uk/bdotg/action/layer?topicId=1079819147)

There are various official external agencies / government bodies who require information from

companies. In some circumstances there are laws to state what information should be kept and

submitted to them. It is important to have an understanding of what information is required and

why and what your role could be in the handling / sending of information on behalf of your

company.


Which of the above agencies/organisations does your company have to provide records to?

What is your role / responsibility when providing such information:


What are your company procedures for storing accounts, information and records for the

external agencies / organisations?


Review the legislations and regulations you researched in the first

workbook. Identify the external legislations which apply to the storing /

archiving of information for your company. Provide examples of them

below.


3.4 - Review your knowledge and understanding

Review your knowledge and understanding of communicating electronically and your

company’s saving, storage and archiving practices and policies.

Identify your strengths as well as the areas you need to develop in order to be able to

work safely and effectively:

Continue on the next page if you need to…………..


Review your knowledge and understanding continued……………..


3.5 – Make a note!

Take some time to make a note of your top tips and learning

outcomes gained during this qualification and your work experience.

SIGNATURE PAGE

Statement

All work completed within this workbook belongs to the learner and all

information provided is accurate and correct.

LEARNER SIGNATURE & DATE:

ASSESSOR SIGNATURE & DATE:

EMPLOYER SIGNATURE & DATE:

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