Business Document Design and Development - The Complete Academic Support Hub

Assessment-2

BSBADM506 Manage Business Document Design and Development

Student Must Fill this Section
Student Name:
Student ID:		Term:	Year:
Privacy Release Clause:	“I give my permission for my assessment material to be used in the auditing, assessment validation & moderation Process”.
Authenticity Declaration:	“I declare that: The material I have submitted is my own work; I have given references for all sources of information that are not my own, including the words, ideas and images of others”.
Student Signature:	Date:

Assessment Outcome
Assessor Name:
Attempt	Satisfactory	Not Yet Satisfactory	Date	Assessor Signature
Initial attempt		
2^nd 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 2 Design and Develop Templates and Standard text

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 design and develop templates and develop standard text for documents for an organisation.

Assessment Description

In this assessment you are required to design and develop templates and standard text for the case study organisation you used in Assessment Task 1, the Adept Owl Games Company. You are required to design and develop templates and standard text for two types of business documentation in accordance with business requirements and style guidelines, submit the draft templates for review to gain feedback, use the feedback to improve your templates and resubmit the final documents and prepare a written summary of your experience of the document production process.

Instructions

Read the scenario in Appendix 1 of this task.
Identify the purpose, audience and information requirements for:

A letter template
An expense report

Develop a draft letter template, including standard text, that:

Meets the purpose
Suitable for the audience who will use it in terms of standard text, style and tone
Includes required information
Follows the Adept Owl style guide
Includes at least one suitable editing macro (remember, to save a macro in a template, you need to Save As a Macro-Enabled Template)
Includes fields for use with mail-merge

Develop a draft expense report template (see example in Appendix 1) that:

Meets organisational requirements set out in the scenario
Includes at least one suitable macro to improve the usability of the expense report template
Includes one other feature such as drop-down lists or form fields to further automate or standardise document production

Agree a timeframe for testing the use of the documents with your assessor (who will act in the role of a senior manager).
Schedule to test out your templates on users (a sample of your fellow students) within the timeframe agreed with your assessor.
Test your draft templates out on your fellow students and request feedback on whether they are:

Easy to read
Easy to use
Record notes on any feedback they provide

Submit the draft templates to your assessor, who, in the role of a senior manager will provide feedback for improving template design. Record notes on any feedback provided.
Use the feedback to make improvements to the two templates.
Print a hard copy of the final template documents according to organisational requirements.
Write a summary describing the steps that you took to design and develop standard text for the letter template and expense report template. Ensure you include a description of:

How you included the needs of the organisation and the users when designing the templates.
How you reviewed, evaluated and selected technology and complex technical functions for use in automating document production
How you matched document requirements with software functions and applications to allow efficient production of documents
How you reviewed and selected document designs and layout in accordance with the organisation’s style requirements.
How you planned and tested templates with users and gathered feedback within the agreed timeframe.
The feedback received from the user test.
The testing process: testing of macros; testing of mail merge.

Submit all documents to your trainer.

What your assessor will be looking for as evidence

Evidence checklist:

Evidence MUST be submitted	Tick off Items When Submitted
The draft and final templates for a letter and an expense report	
A testing schedule	
Copies of the written feedback on templates, for example mark-ups, emails, notes	
A written summary of the steps that you took to design and develop standard text for the letter template and expense report template	

Your assessor will be looking for:

Literacy skills to:

read and interpret policies and procedures
review and select technological designs
consider aspects of context, purpose and audience when designing and formatting texts

Technological skills to manage design requirements and layouts.
Knowledge of document production processes.
Knowledge of the functions of a range of software applications, including desktop publishing (formatting), word processing and spreadsheets.
Knowledge of organisational policies and procedures relating to document design and formatting.

Appendix 1 Adept Owl scenario – Design and develop standard text

As a new member of the administration team, with a responsibility for team leadership and document design and development, you will need to lead and manage template development.

One of the most common tasks undertaken by the administration team is writing letters to both internal and external customers. To conform to business requirements, such letters need to adhere to Adept Owl house styles and use Microsoft Word. The team and organisation require easy-to-use templates to facilitate letter writing and editing for a range of purposes and associated information content, for example marketing mail-outs and internal communication. Macros may be useful for a range of editing functions:

Replacing multiple spaces with a single space
Replacing soft returns with paragraph breaks
Removing spaces that occur directly before or after paragraph breaks
Removing spaces that occur directly before or after tabs
Replacing multiple tabs with a single tab.

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.

In particular, a letter template for production delays is sorely needed to standardise the organisation’s communications with affected customers. See Appendix 1 for content requirements and audience needs.

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

There are several business needs associated with expense reporting. For example, allowable expenses codes are:

Food
Transportation
Communication

Training
Other

See below Information and formatting requirements 1 for details on information and formatting needs for both the letter and spreadsheet templates.

Finally, according to recent staff feedback, an expense report template that takes advantage of time-saving macros is required. For example, macros could save time by clearing fields or calculating totals.

Information and formatting requirements

Production delay letter template

Content:

Opening paragraph: thanking the customer for their purchase and informing there is a delay
Body content: apologising for delay; stating the reasons for the delay, and expected date of delivery
Closing paragraph apology for inconvenience and an invitation for contact if required.

Style:

Professional
Formal language

Tone:

Friendly
Apologetic

Expense reporting spreadsheet template

Presentation:

Spreadsheet must be able to be printed on a single A4 page; landscape or portrait.

Dates:

Data entry must be constrained to: date format only.
Data entry must be formatted to: short date form.

Department:

Must be chosen from list: Sales & Marketing, Administration, Executive, Operations, Dispatch, Logistics.

Expense types:

Must be chosen from list: Food; Transportation; Communication; Training; Other.

Item description:

Data entry must be constrained to: text only.
Data entry must be formatted to: italics.

Client ID number:

Must be chosen from list: NA, AO-2006-0046, AO-2006-0050, AO-2008-0049, AO-2009-0047, AO-2009-0051, AO-2009-0052, AO-2009-0053, AO-2010-0045, AO-2010-0054.

Purchase or estimated amount, value or cost:

Data entry must be formatted to: accounting.
Receipt attached?
Must be chosen from list: Yes, No.

Assessment Task 2 – Marking Guide

Outcomes

Yes	No
Did the student	Satisfactory
Submit draft and final templates for letter and expense report?
Submit a test schedule?
Submit copies of written feedback on templates?
Submit a written summary of the steps that you took to design and develop standard text for the letter template and expense report template?
Submit assessment documentation in agreed format and within agreed timeframe?

Performance indicators

Yes	No
Did the student	Satisfactory
Submit a letter template?
Ensure template standard text meets purpose, content and audience requirements?
Conform to Adept Owl style guide, including with respect to style, layout and address format?
Include an editing macro?
Ensure the Word template can be used in conjunction mail merging functionality?
Submit an expense template?
Meet organisational needs?
Include a suitable macro?
Include an Excel technical function that is useful in automating document production?
Make adjustments to templates following user testing?
Print expense template according to organisational requirements?
Submit a written reflection describing following management actions?
Describe how they incorporated organisational and audience needs into the templates?
Describe how they reviewed, evaluated and selected technology and complex technical functions for use in automating document production, matching document requirements with software functions?
Describe their review and selection of document designs and layout in accordance with organisational house style requirements (Adept Owl style guide)?
Describe the process they undertook to test templates and gather feedback on usability within agreed timeframe?
Follow the word limit as specified for the answers of the questions?

Outcome:	Successful	Unsuccessful
Student Signature:
Assessor Name:
Assessor Signature: