Business Document Design and Development

Assessment-3

BSBADM506 Manage Business Document Design and Development

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Student Name:
Student ID:		Term:	Year:
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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.

Comments/Feedback to Students:

Assessment Task 3 Develop strategies for use and improvement of standard documentation

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 develop and implement strategies for using standard documentation within an organisation, and for improving documentation.

Assessment Description

This assessment follows on from Assessment Task 2 using the Adept Owl case study scenario. It require you to plan and deliver a short training session to introduce staff to new templates, monitor the success of the training and the performance of the administration team, and present findings in a written evaluation report. You will need to use the letter template developed in Assessment Task 2 to complete this task.

Refer to the Adept Owl organisation documentation provided by assessor in Assessment Task 2, for further background on the business and guidance on styles and production processes.

Instructions

Part A

1. Read the instructions below.
2. Review the information on team performance and capability in Appendix 1, Part A of this task.
3. Consult with your assessor to determine which staff member (Pat, Sam or Kim) you will plan training for.
4. Plan a short training session (for your assigned staff member) on the use of the letter template that you developed in Assessment Task 2. You will need to:
5. Develop explanatory notes for the template for use by staff as job aids and for use in the session delivery, on:

1. Applying the style guide when using templates and macros (in reference to content, format and language style)
2. Considering aspects of context, purpose and audience when designing and formatting texts
3. Naming the document and storage requirements.
4. Develop a session plan for a 10 – 20 minute session, which includes planning for:

1. Introducing and explaining the template and how it conforms with organisational requirements
2. Demonstrating functions (those that need to be demonstrated considering the staff member’s current skills)
3. Allowing practice and questions and providing feedback on performance
4. Recording whether the staff member can use the template at the level of ‘practitioner’ (see level description in the legend of Appendix 1, Part A). Note: you will need to plan to monitor whether staff can demonstrate use, naming and storage in accordance with organisational requirements.
5. Arrange to deliver the training to a staff member (to be played by your assessor).

6. Deliver the training to the staff member (assessor). Ensure you:

1. Use communication skills to explain features. Ensure you ask questions to confirm trainees’ understanding. Ensure you listen to trainees’ questions and respond appropriately
2. Draw attention to the importance of applying the style guide in using the templates
3. Follow your session plan to introduce, demonstrate, allow the trainee opportunity to practise, provide feedback and then assess the trainee
4. Record whether the staff member can use the template.

Part B

1. Develop an evaluation report on the state of document design and production at Adept Owl. Your report should contain:

1. Information on performance, current skills (outlined in Appendix 1) and observed assessment in the role-played training session; ensure you compare standards of style guide for document production, including performance targets, with actual skills and performance to identify gaps
2. At least three recommendations for continuous improvement and closing performance and skills gaps based on your monitoring of actual performance (the training undertaken in Part A), performance and skills information provided in Appendix 1, Part A, and research undertaken; ensure you:
   1. Include technical needs to close gaps and improve operations with respect to template use
   2. Include training needs with respect to technical functions
   3. Include changes to policies, procedures or style guides to support implementation of recommendations
   4. Refer to the advice of experts or relevant sources of expert advice to support recommendations, for example a business communications expert you have access to or information from print or online business literature. You can use Harvard Business Review, as example.
   5. Include a summary plan of all activities to implement recommended changes over the financial year, including description of activity, resources needed (including costs where relevant- e.g. AUD$18/man-hour), person responsible and timeframe. Use template in Appendix 1, Part B or similar.
   6. Include a plan on how you will measure the effectiveness of training.

2. Submit your explanatory notes, session plan and evaluation report in an agreed format to your assessor within an assessor-determined timeframe as outlined below. Keep copies of all submitted materials for your records.
3. Apply different monitoring strategies for the use of standard documentation template and macros, and evaluate the quality of documents produced against documentation standards.

What your assessor will be looking for as evidence:

Evidence checklist:

Evidence MUST be submitted	Tick off Items When Submitted
Observation Checklist for training session	
Explanatory notes	
A session plan	
An evaluation Report, including implementation plan	

Your assessor will be looking for:

Your assessor will be looking for delivery of training, supporting documents and an evaluation report that, taken together, demonstrate:

• Communication skills to present complex instructions verbally, to communicate ideas logically, and to explain technical concepts and designs to others
• Literacy skills to:

• read and interpret policies and procedures
• consider aspects of context, purpose and audience when designing and formatting texts

• 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 document production processes
• Knowledge of the functions of a range of software applications, including desktop publishing, word processing and spreadsheets
• Knowledge of organisational policies and procedures relating to document design and formatting
• Knowledge of sources of expertise external to the organisation or work group

Appendix 1

Adept Owl scenario – Implement strategies for use and continuous improvement of documentation processes

You are the team leader of the Adept Owl administration team with responsibility for leading document design and production.

According to the Adept Owl vision statement, the company intends to establish its reputation within five years, ‘as one of the finest, most innovative and entertaining board game developers in Australia’.

To help achieve this goal within your area, you will need to develop 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.

In order to contribute to continuous improvement by developing training and reporting on performance, you will need to consider current performance and administration team capability.

Part A: Adept Owl capability and performance

To implement strategies for improving capability and monitoring and reviewing performance for the purpose of continuous improvement, you will need to consider the current skills and performance of the team.

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.

Administration team performance (Quarter 1)

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 scorecard below shows performance metrics, targets and outcomes for the first quarter of the financial year.

Performance area	Performance metric (KPI)	Target	Outcomes
Customer focus	Per cent of documents conforming to style guide	100%	80%
Productivity	Average time (per mail-out) to edit the letter being sent	30 minutes	60 minutes
Average time per mail merge	5 minutes	10 minutes
Data entry error rate	3%	10%
Employee development	Number of training hours per employee	20 hrs per employee per quarter	5 hours in first quarter
Expense	Average cost per mail-out (excluding postage)	$100	$165
Average labour cost per page of edited text	$50	$68
Sustainability	Average sheets of paper used per letter	3 sheets	10
Average toner use per quarter	10 cartridges	15 cartridges
Compliance	Identified breaches of legislation, including WHS/OHS, anti-discrimination, privacy	0 incidents	0 incidents
Privacy related complaints	0 incidents	1 incident

Part B Implementation / Action Plan Template

Action/Task	Resources/Cost	Responsible person/role	Timeframe

Assessment Task 3 – Marking Guide

Outcomes

Did the student	Satisfactory
Yes	No
Deliver a training session?
Submit explanatory notes?
Submit a session plan?
Submit an Evaluation Report, including implementation plan?
Submit assessment documentation in agreed format and within agreed timeframe?

Performance indicators

Did the student	Satisfactory
Yes	No
Prepare explanatory notes for staff members on applying the style guide when using templates and macros?
Prepare explanatory notes for staff members on considering aspects of context, purpose and audience when designing and formatting texts?
Prepare explanatory notes for staff members on document naming and storage requirements?
Develop training on the use of the letter template?
Implement training on the use of the letter template and macros and adjust the content and level of detail to suit user needs?
Assess and record the staff member’s use of the template?
Compare current performance with targets and identify gaps?
Identify 3 recommendations to enable continuous improvement and to close performance and skills gaps based on monitoring of actual performance and research?
Complete an implementation plan to enact improvements including description of activity, resources needed, person responsible, timeframe and how to measure effectiveness of training?

Outcome:		Successful		Unsuccessful
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Assessor Name:
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