Reference no: EM131685535

Manage Business Document Design and Development Assignment

Task 1 - With reference to the company information provided in the appendices, you will need to prepare a set of documentation standards for the business. This document will be used by employees when they produce documents on behalf of the company, and will need to include information regarding:

a) Policies relevant to information entry, storage, output, and document quality

b) The current technological capability of the company, and possible future technologies that will be acquired to assist with document design and production.

c) Types of documents that will be required by the organisation.

d) A minimum of 3 legislative requirements associated with document design or production.

e) A minimum of 3 costs associated with document production.

Your standards should contain no more than 600 words. The standards must be word processed, and be submitted to the assessor by the due date.

Performance Criteria -

• Identify organisational and legislative requirements for information entry, storage, output, and quality of document design and production
• Evaluate organisation's present and future information technology capability in terms of its impact on document design and production
• Identify types of documents used and required by organisation
• Establish documentation standards and design tasks for organisational documents in accordance with information, budget and technology requirements

Task 2 - Prepare three templates for the company: a business letter, an annual report, and an explanatory memorandum. Your templates are to be shared with all employees to create a standardised set of documentation being used by the company.

Your templates must:

a) Suit their purpose, intended audience and the information requirements of the document

b) Be readable and aesthetically pleasing, with a clear style and layout

c) Include a minimum of 1 macro, which automates an aspect of the template or performs a complex technical function

d) Be created in a program which is suitable for its purpose

e) Each be evaluated using the template provided in appendix G. Consider how easy the documents are to use, were to make, whether improvements need to be made, and how the required changes should be implemented.

Performance Criteria

• Ensure standard formats and templates suit the purpose, audience and information requirements of each document
• Ensure document templates enhance readability and appearance, and meet organisational requirements for style and layout
• Test templates, obtain organisational and user feedback, and make amendments as necessary to ensure maximum efficiency and quality of presentation
• Match requirements of each document with software functions to allow efficient production of documents

Task 3 - Your assessor will play the role of an administrative assistant for this assessment. You will need to meet with the assistant and coach them on how to use the new templates. As the supervisor of the training, you must supply the master files of the templates for this task.

Over the course of the coaching, you will need to:

a) Oversee the testing of the templates and the macros within.

b) Train the assistant to use the templates and macros, providing coaching and assistance where required.

c) Record feedback from the assistant, to be used to improve the templates.

After the meeting, you will need to use your feedback to improve the templates. You will have 7 days to complete the changes required. Your improved templates must be provided to your assessor in a soft copy for your records.

Performance Criteria -

• Evaluate complex technical functions of software for their usefulness in automating aspects of standard document production
• Test macros to ensure they meet the requirements of each document in accordance with documentation standards
• Develop and implement training on the use of standard templates and macros and adjust the content and level of detail to suit user needs
• Produce, circulate, name and store master files and print copies of templates and macros in accordance with organisational requirements

Task 4 - Using your self assessment (from task 2) and your feedback from assessment 3, develop a report for upper management regarding your templates. This report will serve as an introduction, and evaluation of the templates.

The report must:

a) Contain paragraphs, titles and subtitles

b) Explain how to use the templates, and how their style and format suit their use

c) Evaluate your templates against the standards that you produced in assessment 1

d) Contain a policy and procedure for the review of documentation standards, induding how the review procedure will be triggered

Your report must be word processed and contain no more than 750 words.

Performance Criteria -

• Prepare explanatory notes for the use of standard templates and macros using content, format and language style to suit existing and future users
• Monitor use of standard documentation templates and macros, and evaluate the quality of documents produced against documentation standards
• Review documentation standards against the changing needs of the organisation, and plan and implement improvements in accordance with organisational procedures

Attachment:- Assignment Files.rar