Manage business document design and development Please note You will be required to successfully complete one (1) assessment event to gain competency for this unit. Event 1 (of 1) Assessment requirements for Elements 1-5 will be by completion and submission of the documents outlined in this paper. Your result will be recorded as competent (AC) or not competent (NC). Instructions 1Complete Tasks 1-5 2Upload all tasks to the moodle by the required submission date. (Your facilitator will provide you with specific requirements for the documents) 3Ensure all assessment tasks contain a footer with your Name, Event No, Task No/filename, Date and document version number. 4It is advisable to complete the learning component within the moodle before attempting this assessment. Late and absent assessments Learners must submit work required by the due date, supplied by your facilitator. Late submission of an assessment event will be considered on an individual basis and negotiation should occur between the facilitator and the learner as part of this process. Reasonable adjustment Reasonable adjustment for completion of assessment tasks will be taken into consideration for applicable learners. Learners have a right to request a review of results. Consult your facilitator for advice. Plagiarism Penalties apply for plagiarism. Refer to the TAFE student policy. BSBADM506 Manage business document design and development performance criteria – Elements 1-5 Element 1-5 Performance criteria Elements describe the essential outcomes. Performance criteria describe the performance needed to demonstrate achievement of the element. 1 Establish documentation standards 1.1 Identify organisational and legislative requirements for information entry, storage, output, and quality of document design and production 1.2 Evaluate organisation’s present and future information technology capability in terms of its impact on document design and production 1.3 Identify types of documents used and required by organisation 1.4 Establish documentation standards and design tasks for organisational documents in accordance with information, budget and technology requirements 2 Manage template design and development 2.1 Ensure standard formats and templates suit the purpose, audience and information requirements of each document 2.2 Ensure document templates enhance readability and appearance, and meet organisational requirements for style and layout 2.3 Test templates, obtain organisational and user feedback, and make amendments as necessary to ensure maximum efficiency and quality of presentation 3 Develop standard text for documents 3.1 Evaluate complex technical functions of software for their usefulness in automating aspects of standard document production 3.2 Match requirements of each document with software functions to allow efficient production of documents 3.3 Test macros to ensure they meet the requirements of each document in accordance with documentation standards 4 Develop and implement strategies to ensure the use of standard documentation 4.1 Prepare explanatory notes for the use of standard templates and macros using content, format and language style to suit existing and future users 4.2 Develop and implement training on the use of standard templates and macros and adjust the content and level of detail to suit user needs 4.3 Produce, circulate, name and store master files and print copies of templates and macros in accordance with organisational requirements 5 Develop and implement strategies for maintenance and continuous improvement of standard documentation 5.1 Monitor use of standard documentation templates and macros, and evaluate the quality of documents produced against documentation standards 5.2 Review documentation standards against the changing needs of the organisation, and plan and implement improvements in accordance with organisational procedures BSBADM506 Manage business document design and development Marking Guide for Event 1 – Elements 1-5 Performance evidence Documents Completion date AC NC Identify the organisational needs, requirements and information technology capabilities relevant to the design and production of documents Task 1 Establish documentation standards to meet organisational requirements Task 2 Design, test and amend document templates Task 3 Develop and implement documentation and training to support use of standard templates and macros Task 4 and 5 Monitor the implementation of standard documentation templates and macros and make improvements in line with organisation requirements Task 5 Learner name Group name BSBADM506 Manage business document design and development Marking Guide for Event 1 – Elements 1-5 (continued) Knowledge evidence Documents Completion date AC NC Describe document production processes Task 4 Identify costs involved with the implementation of standard documentation Task 5 Explain the software applications relevant to document design and development in the organisation Task 1 and 3 Identify key provisions of relevant legislation and regulations, codes and standards affecting document production Task 2 and 4 Outline organisational policies and procedures relating to document production Task 4 and 5 List sources of expertise available externally to the organisation or workgroup Task 2 and 5 Learner name Achieved competency AC Not competent NC Facilitator’s signature Date BSBADM506 Manage business document design and development Event 1 Element 1 – Establish documentation standards Element 2 – Manage template design and development Element 3 – Develop standard text for documents Element 4- Develop and implement strategies to ensure the use of standard documentation Element 5 – Develop and implement strategies for maintenance and continuous improvement of standard documentation Scenario You have been asked by Janet Parker, Administration Manager – Swaggies (or your own organisation) to develop/update a range of business documents. You will need to refer to Swaggies Policy and Procedures Manual document or (use your own organisation) for analysis and evaluation. Note: Please let your Facilitator know if you are using your own organisation. Start to design, develop/update your business documents for your organisation. Complete Tasks 1-5 on the Assessment TAB. BSBADM506 Manage business document design and development Event 1 – Tasks 1-5 TASK 1 – DETERMINE DOCUMENT AND TECHNOLOGY NEEDS/CAPABILITIES Using the Event scenario gather information from the questions below, prepared for the Board of Directors of Swaggies (or your organisation), to determine the design and production requirements for the tasks of producing the logo and a range of business document templates. Questions Question Question 1 What is the purpose of the project? Question 2 What image do you want to project? Question 3 Who is the target audience? Question 4 Specify the range of documents requiring updating? Question 5 What technology/software is currently available and what equipment you expect/require to upgrade? Task 2 – Design a Logo The Board of Directors at Swaggies (or your organisation) has decided to incorporate a new logo into all new business documentation. 1They would like you to prepare a sample design to present to the Board at their next monthly meeting. 2Your design should incorporate the following: Company image and company name Use of colour Approximately 3.25 cm in diameter Description of design Use of WordArt, autoshapes, graphics etc 3Once you have completed your design, discuss with colleagues to obtain feedback for possible improvement. 4Provide a brief description of feedback received and the reason/s why you chose a particular design. NOTE: Ensure you understand and abide by copyright and trademark laws when creating your logo. BSBADM506 Manage business document design and development Task 3 – Design, Produce, Test And Evaluate A Range Of Business Document Templates Part A – Design and produce 1You are required to create two final business documents for Swaggies (or your organisation) using two different software packages, that may include templates, auto text, macros, styles, fill-in fields, drop down boxes, check boxes, formula, etc. Incorporate your logo created from Task 2. Note: You are not limited to the choices below (these are only a guide) as you may prefer to use other business documents. Not all requirements are listed as these depend on the documents you design. Software Document Examples Suggested Requirements Software functions Word Letterhead Mail merge letter Agenda Minutes of Meeting Report Service/Travel Request Leave Form Business Cards Flyerfor advertising Newsletter for staff Brochure for advertising Company logo is to appear on all documents Formatted text Prescribed font stylesand formatting Templates Auto Text Macros Styles Margins Fill-in/Date fields Form fields Bullets/numbering Tables Print layout Headers/footers Excel Tax Invoice Time Sheet Petty Cash Company logo to appear on all documents Importing/inputting data Perform calculations Sorting columns Retrieve account information from database Templates Formatting Macros Formulae Headers/footers Sorting Form fields BSBADM506 Manage business document design and development Software Document Examples Suggested Requirements Software functions Publisher Business Cards Flyerfor advertising Newsletter for staff Brochure for advertising Company logo on all documents Professional design and theme Formatted text Fill-in area Font styles andformatting Table of contents Templates Macros Master layout Margins Format; fonts Headers/footers Bullets/numbering Page/print layout Word-art Powerpoint Brochures Storyboard Tool Product Promotions Corporate Policies Personal Portfolio Online Photo Album Company logo on all documents Professional design and theme Formatted text Font styles Templates Animation/Transitions Macros Design themes Bullets/numbering Tables 2Please ensure you save all templates/documents as you will need to submit a soft copy of the templates. Also save macros created with templates (macro enabled template). Part B – Test and evaluate 1You are required to test your templates. Obtain feedback from management and users. 2Make amendments as necessary to ensure maximum efficiency and quality of presentation. 3Evaluate complex technical functions of software for their usefulness in automating aspects of standard document production. 4Match requirements of each document with software functions to allow efficient production of documents. 5Test macros to ensure they meet the requirements of each document in accordance with documentation standards. 6Include a printout of your macros. Note: You may want to use a table similar to the one shown below to document your findings. Template name Software package Testing criteria and amendments Feedback from management and users BSBADM506 Manage business document design and development Task 4 – User Manual And Style Guide In Task 3 you were required to create/update two templates/business documents for Swaggies (or your organisation). These business documents will be incorporated into the Swaggies (or your organisation) Policies and Procedures User Manual. Your task now is to: 1Create a user/procedures manual and style guide with detailed instructions on how to use these business document templates. 2All instructions should be clear and concise so all users can understand what they are meant to do. 3Use screen dumps, where necessary, so users can see what is required. 4File naming conventions to be used and storage of documents and templates 5Explain how to use the templates: Where to access the templates? What the template looks like when they first access it? Where they are to add text to complete the document? Basic functionality of the template (are there macros) 6Explain how to use macros: What the macro is for? The shortcut commands or button names 7Where to access help if required? BSBADM506 Manage business document design and development Task 5 – Implementation Plan (Staff Training) And Document Management Develop a strategy for delivering training to employees of Swaggies (or your organisation) in the use of the business document templates. Your task now is to: Part A – Develop 1Develop a training plan for all staff on how to use the templates, macros and other Swaggies (or your organisation) administration system documents. Training methods could be one or a combination of the following: In house External training by appropriate RTO Mentoring Self-directed On-line Part B – Monitor 2Ongoing monitoring – how are you going to monitor to ensure Swaggies (or your organisation) staff are keeping up-to-date? Part C – Manage 3Also include a brief description of how the following will be managed: Version control measures and backup Procedures for approval of new documents or updates to existing documents Internal audits and ongoing quality control Upload for Marking Provide your facilitator with the following documents by the submission date given by your facilitator: Questions Logo and feedback Two business documents Macro printouts Document findings User manual and style guide Training plan
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