ESTABLISHING DOCUMENTATION STANDARDS


ESTABLISHING DOCUMENTATION STANDARDS
(1) There are 4 SECTIONS WITH 2-3 QUESTIONS EACH IN THE SECTION THAT NEEDS TO BE ANSWERED
(2) There is a project it also has part 1 & part 2 needs to be answered.
Attach is the questionnaire and projects
BSBADM506B QUESTIONS
SECTION 1: ESTABLISH DOCUMENTATION STANDARDS
Question I
Choose an organisation with which you are familiar. It could be somewhere you have worked or visited. It might be a public library, school, sporting club etc.
Assume you need to develop standards which will be used to create new documents. Identify and report on the organisation’s requirements for information entry, storage, output and quality of document design and production.
Optimum file size should be less than 7MB
Question 1 part 2
Consider this scenario. You have been employed by LMN Pty Ltd to manage its new document design and production program. You have been asked to deliver a presentation to the organisation’s board of directors about how organisational requirements can impact on the creation of appropriate standards used to produce documents. The presentation must include details of the methods you will use to identify relevant organisational requirements.
Develop a presentation which you could deliver to the board of directors. Use notes and handouts if appropriate. If possible, deliver your presentation to your trainer. If not, submit the presentation in an agreed format.
Optimum file size should be less than 7MB
Question 2
Choose an organisation with which you are familiar. It could be somewhere you have worked or visited. It might be a public library, school, sporting club etc.
Conduct a detailed investigation of the organisation’s present and future information technology requirements insofar as they will impact on document production processes. Write a report in which you set out details of your findings. Include details of any information which you were not able to access but which would have assisted you to evaluate the organisation’s present and future information technology capability. Use headings as appropriate.
Optimum file size should be less than 7MB
Question 2 part 2
Consider this scenario. You work for an auditing company. You have been asked to audit a national retail chain. Select one access device and one instance of application software which could be used by the retail chain to produce documents. Create a memo which you could provide to your manager in which you set out the capabilities and constraints of the device and software. Provide examples where appropriate.
Optimum file size should be less than 7MB
Question 3
Choose an organisation with which you are familiar. It could be somewhere you have worked or visited. It might be a public library, school, sporting club etc.
Identify the types of documents which are currently used by the organisation and provide details of the required format and layout. Explain the type of information which would be expected to be included in each document type.
Topic : MANAGE TEMPLATE DESIGN AND DEVELOPMENT
Question 4
Choose three documents which you have obtained from three different organisations. The documents you choose must appear to have been created from a standard template. You could refer to an account from a utilities organisation, letter from a lawyer, advice from an accountant, notice from a government agency, brochure from a local gym, pamphlet from a council etc.
Describe the format of each document.
Provide details of the:
Intended recipient of the document.
Reason for the document.
Information which the document is intended to convey.
In your opinion, does each document achieve its purpose? Is it appropriate for the audience? Does it convey the required information? Explain why or why not.
Submit your answer for assessment.
Optimum file size should be less than 7MB
Question 4 part 2
Consider this scenario. You work as the manager for a taxi company. You must design a standard letter in which you explain that your organisation will now allow clients to book a taxi over the internet. This service will be free; however, your organisation will now charge a $10 processing fee on all bookings which are made over the telephone.
Design one document which you could use as a standard letter to be sent to your clients who operate e-commerce businesses and another which you could send to your cost conscious retiree clients. Save these as one word file and submit for assessment.
Optimum file size should be less than 7MB
Question 5
Consider this scenario. You work for a five star international hotel. You are responsible for training junior employees about the appropriate style and layout of documents.
Create a portfolio (saved as one document) of at least five documents which you will use to demonstrate what will, and will not, meet organisational requirements. Make sure you provide a description of each document and your assessment of whether or not the document will meet organisational requirements.
The portfolio should include examples of various types of documents of different standards. That is, it must contain documents which do not enhance readability and appearance as well as those which do.
Optimum file size should be less than 7MB
Question 5 part 2
Locate a 200 word excerpt from a book or internet page.
Calculate the:
Flesch Reading Ease Score.
Flesch-Kincaid Reading Age.
Gunning fog index.
Explain your findings. Based on the readability tests you conducted, assess whether you consider the excerpt contains language which would be suitable for a business document and enhances readability. The excerpt should be supplied by mail/fax or electronically if it and the analysis can be unloaded as one document.
Optimum file size should be less than 7MB
Question 6
Consider this scenario. You are the business development manager of a hairdressing franchisor. You have recently redesigned your organisation’s templates to account for a change in the organisation’s branding.
You have decided to ask 12 employees to help you with testing of the new templates. You will also discuss the documents produced from the templates with members of the organisation’s board of directors, hairdressing franchisees, suppliers and customers.
Design a plan which you could use to obtain feedback on the changes which have been made. Provide details of the nature of any discussions you will have and specific questions you might ask.
Optimum file size should be less than 7MB
Topic 3: DEVELOP STANDARD TEXT FOR DOCUMENTS
Question 6
Select any word processed document to which you have access and which has been saved electronically. The document should be at least three pages in length. (Type your own document if you cannot locate another one.)
Amend the document any way you wish using at least two of the following functions:
Record a macro.
Embed a link to a spreadsheet.
Create a table of contents.
Create an index containing at least five words/ phrases.
Describe the steps you took to use each function. Explain when each function would be useful. Submit a copy of original document and amended document you created together with your description of the procedural steps you took (saved as one file).
Optimum file size should be less than 7MB
Question 6 part 2
Consider this statement:
‘Any functions you are able to use to automate aspects of standard document production will create efficiencies and improve the accuracy of documents. For this reason, employees should be instructed to use them whenever they are available.’
Do you agree? Why or why not?
Question 7
Choose five examples of application software commonly used within organisations. Write a report in which you provide details of the main features of each program which you could use to produce documents. Submit your answer for assessment.
Optimum file size should be less than 7MB
Question 7 part 2
Create examples of three documents which could be produced using three different programs.
a) Program 1
Optimum file size should be less than 7MB
B) Program 2
Optimum file size should be less than 7MB
c) Program 3
Optimum file size should be less than 7MB
Question 7 part 3
Consider this scenario. You work for a mid-sized manufacturer. You have been asked to develop a guide which could be used by new employees who will be involved in document production. The guide must help the employees to select the appropriate software to use when producing different document types.
Optimum file size should be less than 7MB
Question 8
Open a new document in your word processor. Type this text exactly as it appears:
This is standard text which I can amend using a macro.
I can change the font.
I can insert line numbers.
I can change the style of the text.
I can change the page layout to landscape.
Record a macro to:
Change the font in the second line to Arial Black.
Insert automatic line numbering.
Change the font in the fourth line to italics.
Change the page layout to landscape.
Question 8 (a)
Make a note of the steps you took to record the macro.
Question 8 (b)
Test the macro to make sure it does what is stated in the text you typed. If not, re-record the macro to ensure it meets requirements. Describe the steps you took to conduct the testing.
Question 8 (c)
Submit the document you created using the macro you tested.
Optimum file size should be less than 7MB
Question 8 part 2
Consider this scenario. You work for a fast food chain. The style guide used by your organisation requires all tables within documents to have an outside border but no inside border. The header row must be shaded and headings must be typed in capital letters.
You need to create a table titled Shopping list. It will have two columns and 10 rows. The first column will have the heading Items. The second column will have the heading Number required.
The following items will be inserted into the first column of the table:
flour
tomato paste
cheese
pineapple
pepperoni
salami
capsicum
mushrooms
olives
Create a macro titled Shopping list which will allow you to automatically insert a table containing the required information in the appropriate format into a new document.
Test the macro to ensure it creates a table which is consistent with your organisation’s document standards for tables.
Optimum file size should be less than 7MB
Question 8 part 3
Use your research skills to locate at least three versions of training notes or instructions which an organisation has used to explain one or more processes or systems to employees or clients/ customers. Analyse the content, format and language style of the notes. Assess whether, in your view, the notes are suitable for existing and future users. Explain your reasoning.
Send a copy of the notes you analysed (eg by mail/ fax) and submit your analysis for assessment.
Optimum file size should be less than 7MB
Topic 4: DEVELOP AND IMPLEMENT STRATEGIES TO ENSURE THE USE OF STANDARD DOCUMENTATION
Question 9
Consider this scenario. You are the human resources manager in charge of training in a petroleum company. You have been asked to design and develop a comprehensive new training system which will be used to ensure those employees who use templates and macros have the required knowledge and skills.
Prepare a presentation which you could deliver to the board of directors in which you provide details of your training strategy. Ensure you include information about the provision of a training program which will suit the needs of all employees who will use templates and macros.
If possible, deliver the presentation to your trainer. If not, submit your presentation for assessment.
Optimum file size should be less than 7MB
Question 9 part 2
Prepare a script which you could use to deliver an onsite training session to teach inexperienced secretaries to:
Create a new template.
Record a macro to insert one paragraph of text.
Test the macro.
Provide details of any training methods you will utilise and visual aids you will rely upon.
Submit your answer for assessment.
Optimum file size should be less than 7MB
Question 10
Choose an organisation with which you are familiar. It could be somewhere you have worked or visited. It might be a public library, school, sporting club etc.
Design a set of procedures which the organisation could use to produce, circulate, name and store master files and print copies of templates and macros.
Submit your answer for assessment.
Optimum file size should be less than 7MB
Question 10 part 2
Undertake research; find out what options are available to digitally sign master files before storage. Write a report in which you set out your findings including the benefits of digital signatures and the procedures which can be used to create them.
Optimum file size should be less than 7MB
Projects
Project 1
Consider this scenario. You and four friends have developed a new environmentally friendly heater. You all have extensive business experience. Together, you have established a new company, Green Heaters Pty Ltd ACN 512 302 XXX, which will manufacture and sell the new heater to wholesalers. The five of you will comprise the board of directors.
The board has forecasted that Green Heaters Pty Ltd will sell 650,000 heaters in the first year and will employ 100 staff.
You have been given the task of designing and developing the standard documentation which will be used by Green Heaters Pty Ltd. You must present details of your plans to the board of directors.
Prepare a comprehensive report to the board.
Explain what you will do to manage the design and development of business documents.
Explain details of the methods and processes you will use to produce high quality documents.
Provide details of the types of documents which you will produce and how you will ensure that they will be suitable for requirements.
Explain the methods you will use to develop standard documents including templates and macros and provide information about any assistance you will need, including details of external sources.
Detail the strategies you will use to ensure employees use standard documents productively.
Provide information about the proposed organisational policies and procedures which will be implemented to govern the use of standard documents as well as ensure standard documents meet any changing requirements of the organisation in the short and long term.
Optimum file size should be less than 7MB
Project 1 part 2
Include prototypes of at least five documents, together with a sample of the written instructions which could be provided to employees who will use those documents.
a. Document 1 with written instructions (in one file)
Optimum file size should be less than 7MB
b. Document 2 with written instructions (in one file)
Optimum file size should be less than 7MB
c. Document 3 with written instructions (in one file)
Optimum file size should be less than 7MB
d. Document 4 with written instructions (in one file)
Optimum file size should be less than 7MB
e. Document 5 with written instructions (in one file)
Optimum file size should be less than 7MB
Please attend all of the 4 section that has 10 questions in it and 1 project with part 1 & part 2 and please keep the files size as required
What ever documents you used to answer the questions attach the original copy of the document & and it must be Australian documents only

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