BSBADM506 Manage Business Document

Assessment-1

BSBADM506 Manage Business Document Design and Development

Student Must Fill this Section
Student Name:
Student ID:		Term:	Year:
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Student Signature:	Date:

Assessment Outcome
Assessor Name:
Attempt	Satisfactory	Not Yet Satisfactory	Date	Assessor Signature
Initial attempt		
2nd attempt/Re-assessment		

Information for Student:

All work is to be entirely of the student.

General Information for this assessment: Read the instructions for each question very carefully. Be sure to PRINT your FIRST name & LAST name in every place that is provided. Short questions must be answered in the spaces provided. For those activities requesting extra evidence such as: research reports, essay reports, etc. The student must attach its own work formatted in double space, Arial 12 pts. All activities must be addressed correctly in order to obtain a competence for the unit of competency. If the student doesn’t understand the assessment, they can request help from the assessor to interpret the assessment. Re-submission of assessment after the term will incur additional fees.

Re-assessment of Result & Academic Appeal procedures:

If a student is not happy with his/ her results, that student may appeal against their grade via a written letter, clearly stating the grounds of appeal to the Chief Executive Officer. This should be submitted after completion of the subject and within fourteen days of commencement of the new term. Re-assessment Process: An appeal in writing is made to the Academic Manager providing reasons for re-assessment /appeal. Academic Manager will delegate another faculty member to review the assessment. The student will be advised of the review result done by another assessor. If the student is still not satisfied and further challenges the decision, then a review panel is formed comprising the lecturer/trainer in charge and the Academic Manager OR if need be an external assessor. The Institute will advise the student within 14 days from the submission date of the appeal. The decision of the panel will be deemed to be final. If the student is still not satisfied with the result, the he / she has the right to seek independent advice or follow external mediation option with nominated mediation agency. Any student who fails a compulsory subject or appeals unsuccessfully will be required to re-enrol in that subject. The cost of reassessment will be borne by the Institute. The external assessor will base his/her judgement based on principles of assessment. These principles require assessment to be reliable, fair, practical and valid. Academic Appeals: If you are dissatisfied with the outcome of the re-evaluation process, you have a right to appeal through academic appeals handling protocol. To appeal a decision, the person is required to complete the WSC- Request for Appeal of a Decision form with all other supporting documents, if any. This form is available via our website. The completed Request for Appeal form is to be submitted to the Student Support Officer either in hard copy or electronically via the following contact details: Student Support Officer, Western Sydney College (WSC), 55 High St, Parramatta NSW 2150, Email: Complaints@wsc.nsw.edu.au The notice of appeal should be in writing addressed to the Chief Executive Officer and submitted within seven days of notification of the outcome of the re-evaluation process. If the appeal is not lodged in the specified time, the result will stand and you must re-enrol in the unit. In emergency circumstances, such as in cases of serious illness or injury, you must forward a medical certificate in support of a deferred appeal. The notice of appeal must be made within three working days of the concluding date shown on the medical certificate. The decision of Chief Executive Officer will be final. Student would then have the right to pursue the claim through an independent external body as detailed in the students’ complaint / grievance policy.

Please note you need to fully complete all tasks included in your assessment booklet to gain competency in this unit.

Assessment Schedule

Task	Due Date	Learner Sign	Trainer Sign Off	Comments
Task 1	Week 2

Comments/Feedback to Students

Assessment Task 1 Identify and establish document standards

Submission Details of Assessment

The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor. Submit this document with any required evidence attached. See instructions below for details.

Please ensure you keep an electronic and/or hard copy of this completed assessment for future use.

Purpose of the Assessment

This task provides you with the opportunity to demonstrate that you have the skills and knowledge to identify and establish document standards.

Assessment Description

This is a written assessment in which you are required to answer five questions relating to a case study business, the Adept Owl Games Company.

Instructions

1. Read the scenario about Adept Owl Games Company in Appendix 1 of this task.
2. Read through the questions provided in Appendix 2 of this task. Answer questions by referring to the Adept Owl company
3. Submit your written answers, in electronic or paper-based format to your assessor.

What your assessor will be looking for as evidence:

Evidence checklist:

Evidence MUST be submitted	Tick off Items When Submitted
Submit written answers to the five questions in Appendix 2	

Your assessor will be looking for:

Literacy skills to read and interpret policies and procedures

Research and analysis skills to evaluate content, structure and purpose of technical texts, and to adapt task instructions to suit changes in technology

Knowledge of cost constraints

Knowledge of document production processes

Knowledge of key provisions of relevant legislation and regulations, codes and standards that may affect aspects of business operations, such as:

• anti-discrimination legislation
• ethical principles
• codes of practice
• privacy laws

Knowledge of sources of expertise that are external to the organisation or workgroup.

Appendix 1 Adept Owl Scenario

Background

Adept Owl produces high-quality, entertaining board, card and puzzle games for the enjoyment of all ages. According to the company’s vision, Adept Owl intends to establish its reputation within five years, ‘as one of the finest, most innovative and entertaining board game developers in Australia’. To achieve this goal, the company will need to engage in several strategic directions:

• Engaging with customers
• Developing and improving products and production
• Supporting innovative thinking, management and leadership skills
• Creating a high-performing organisation
• Ensuring sustainable materials and processes are used in manufacture and distribution.

On the level of creating, maintaining and storing company documentation, these strategic directions are supported by specific activities, for example:

• Creating standards for documents, in the form of a style guide, to improve readability (for internal and external customers) and to promote a consistent look-and-feel
• Creating procedures for document production that ensure consistent, high-quality outcomes and efficiency
• Designing templates and standard text – in conformity with the style guide and production procedures – to improve workflow further
• Developing people-focused implementation strategies – for example delivering training on documentation – to ensure the cooperation of all staff in the maintenance of document quality, sustainability, and legal and ethical compliance.

As a new member of the company, with a responsibility for team leadership and document design and development, your first order of business is to identify the existing documentation standards at Adept Owl.

In order to plan for meeting current and future organisational needs, you will need to consider current performance and administration team capability.

Administration team performance

The administration team at Adept Owl performs a range of documentation tasks. These tasks are grouped into several main areas of activity, which provide the basis for measuring performance that drives organisational outcomes.

The administration team at Adept Owl uses the following performance scorecard, which includes various targets for documentation output and quality.

Performance area	Performance metric (KPI)	Target	Outcomes
Customer focus	Per cent of documents conforming to the style guide	100%	?
Productivity	Average time (per mail-out) to edit the letter being sent	30 minutes	?
Average time per mail merge	5 minutes	?
Data entry error rate	3%	?
Employee development	Number of training hours per employee	20hrs per employee per quarter	?
Expense	Average cost per mail-out (excluding postage)	$100	?
Average labour cost per page of edited text	$50	?
Sustainability	Average sheets of paper used per letter	3 sheets	?
Average toner use per quarter	10 cartridges	?
Compliance	Identified breaches of legislation, including WHS/OHS, anti-discrimination, privacy	0 incidents	?
Privacy related complaints	0 incidents	?

Administration team capability

The administration team has identified six key skills that each team member will need to perform at a practitioner level (see the legend for clarification of levels) or above:

Work task	Team member and current capability
You (team leader)	Pat	Sam	Kim
Creating and using templates in Word and Excel.
Creating and using macros in Word and Excel.
Creating and using mail merge features in Word.
Creating and using form fields in Word.
Creating and using drop down lists in Excel.
Creating and using formulae in Excel.

Legend:

Untrained– Team member has no training.

Learner – Team member cannot perform task independently.

Practitioner – Team member can perform task independently with supervision.

Operator– Team member can perform task independently.

Coach– Team member can train others to perform task.

Current business needs

In attempting to achieve its wider business goals, Adept Owl has a number of current specific business needs relating to the skills capability and performance of the administration team in designing and using documentation.

Letter mail-outs

One of the most common tasks undertaken by the team is writing letters to both internal and external customers. In all cases such letters need to conform to Adept Owl house styles. Currently letters are created from scratch. Mass mail-outs present a problem for efficiency as letters are created individually. This practice presents a problem with respect to consistency and wastage of resources. A standard procedure for completing a mass letter mail-out including a mail merge that is consistent with existing letter standards is required. In the interest of budgetary control, only existing organisational software should be required. The entire mail merge process should take no more than 5 minutes to perform.

Expense reporting

One type of document the organisation currently lacks standard processes for is expense reporting. Staff use a range of methods to report expenses. There are several problems associated with this arrangement. Staff complain about the time needed to input expenses. Administration staff complain about the lack of consistency, including incorrect or incomplete coding of expenses. Allowable expenses codes are:

1. Food
2. Transportation
3. Communication
4. Training
5. Other.

A standard procedure for creating expense reports that encourages the use of time-saving macros is required. In the interest of budgetary control, only existing organisational software should be required. The entire procedure should take no more than 5 minutes to perform.

Future business needs and capability

At this point it is unclear whether the organisation’s software list will be sufficient to take the organisation through the next five years. The advent of social media platforms (Web 2.0) and their use in both internal and external business communications/marketing and digital publishing technologies present both challenges and opportunities for Adept Owl. Unfortunately, current software capability within the administration team means that the team is barely proficient to use Microsoft Office and they will likely struggle with complex document tasks without further training or recruitment to bolster capability.

Discuss the budget issue with your trainer and assessor, who may give a cost constraint.

Appendix 2 Test Questions

Question 1

As a new member of the team you will need to identify organisational requirements.

Referring to Adept Owl scenario in Appendix 1, and the Adept Owl style guide and procedures supplied by assessor, identify the following:

1. One requirement for information entry
2. Two requirements for file naming and storage
3. One requirement for output
4. Two requirements for quality of document design and production
5. One compliance requirements: – (1) first explain how the existing Adept Owl processes help ensure compliance with one piece of legislation and (2) then identify and explain one possible code of practice or standard relevant to document production for possible improvement of processes.

Question 2

Evaluate Adept Owl’s present and future information technology capability to satisfy document design and production needs.

1. With respect to Information Technology capability, where are the skills gaps that exist currently within the administration team?
2. How could the skills gaps be closed in keeping with organisational practices?
3. What future IT capability needs (both physical and human, software specifications) could the organisation have with respect to document design and production within the next 2–5 years? Identify at least one source of external advice or information you have used to help you make this evaluation.
4. What changes might be required to the Adept Owl style guide and procedures to take account of anticipated Information technological changes?

Question 3

Referring to the Adept Owl style guide and procedures, identify three types of documents used & required by the organisation and their uses

Question 4

Develop a short procedure for either (a) a mass letter mail-out or (b) the creation of an expense report. Ensure that the procedures:

1. Follow general style requirements of the Adept Owl style guide; include at least two references to the style guide or procedures, for example, storage or use of fonts or headings. Include page number of the document (as reference) supplied by your assessor, which includes style guide.
2. Adhere to information, budget and technology requirements outlined in the scenario in Appendix 1.

Question 5

Write short notes on the following MS Word functions

1. Spelling and grammar check
2. Track Changes
3. 3 Options of “Accept” changes
4. 3 options of “Reject” changes
5. Comment Function

Assessment Task 1 – Marking Guide

Outcomes

Did the student	Satisfactory
Yes	No
Submit written responses to the four questions in Appendix 2?
Submit assessment documentation in agreed format and within agreed timeframe?

Performance indicators

Did the student	Satisfactory
Yes	No
Identify organisational requirements for information entry, storage, output, and quality of document design and production?
Identify one requirement for information entry?
Identify two requirements for file naming and storage?
Identify two requirements for output or quality of document design and production?
Identify two compliance requirements and explain how the existing Adept Owl processes help ensure compliance with one piece of legislation relevant to document production?
Identify and explain one code of practice or standard for possible improvement of processes?
Evaluate organisation’s present and future information technology capability in terms of its effect on document design and production?
Identify the skills gaps that exist currently within the administration team?
State how the skills/capability gaps could be closed in keeping with organisational practices?
State what future IT capability needs (both physical and human) the organisation could have with respect to document design and production within the next 2–5 years?
Identify what changes might be required to the Adept Owl style guide and procedures to take account of anticipated technological changes?
Identify types of documents used and required by the organisation?
Identify three types of documents used and required by the organisation?
Develop a procedure to establish documentation standards and design tasks for organisational documents in accordance with information, budget and technology requirements?
Follow at least two general style requirements of the Adept Owl style guide?
Adhere to information, budget and technology requirements outlined in the scenario?
Write short notes on the following MS Word functions; Spelling and grammar check Track Changes, 3 Options of “Accept” changes, 3 options of “Reject” changes?
Sufficiently explained the functions of spelling and grammar check, track changes, 3 options of “accept” changes and 3 options of “reject” changes?

	Outcome:		Successful		Unsuccessful
	Assessor Name:
	Assessor Signature: