Reference no: EM132266176

Assignment: Task 1 - Learner Workbookactivities.

Summative Assessments

The summative assessments are the major activities designed to assess your skills, knowledge and performance, as required to show competency in this unit. These activities should be completed after finishing the Learner Guide. You should complete these as stated below and as instructed by your trainer/assessor.

Skills, knowledge and performance may be termed as:

• Skills - skill requirements, required skills, essential skills, foundation skills

• Knowledge - knowledge requirements, required knowledge, essential knowledge, knowledge evidence

• Performance - evidence requirements, critical aspects of assessment, performance evidence.

Section A: Task 2 - Skills Activity

The Skills Activity is designed to be a series of demonstrative tasks that should be assessed by observation (by the assessor or third party, depending on the circumstances).

It will demonstrate all of the skills required for this unit of competency - your assessor will provide further instructions to you, if necessary.

Section B: Task 3 - Knowledge Activity (Q & A)

The Knowledge Activity is designed to be a verbal questionnaire where the assessor asks you a series of questions to confirm your competency for all of the required knowledge in the unit of competency.

Section C: Task 4 - Performance Activity

The Performance Activity is designed to be a practical activity performed either in the workplace or a simulated environment. You should demonstrate the required practical tasks for the unit of competency and be observed by the assessor and/or third party, as applicable to the situation. If the third party is required to observe you, you will need to make the required arrangements with them.

If necessary for the activities, you should attached completed written answers, portfolios or any evidence of competency to this workbook.
An explanation of demonstrations and observations:

Demonstration is off-the-job (classroom based tasks)

A demonstrationwill require:

• Performing a skill or task that is asked of you

• Undertakinga simulation exercise

Observation is on-the-job (work based tasks)

The observation will usually require:

• Performing a work based skill or task

• Interaction with colleagues and/or customers

Your Trainer/Assessor will inform you of the task they would like you to complete. The task will cover one of the unit's elements.

The task will take place in the training environment, depending on the task to be undertaken. Your Trainer/Assessor will ensure you are provided with the correct equipment and/or materials to complete the task. They will also inform you of how long you have to complete the task.

You should be able to demonstrate you can:

• Compare a business with competitor businesses

• Identify business opportunities for innovation and reform

• Describe how you could implement innovation

You should also demonstrate the following skills:

• Reading

• Writing

• Numeracy

• Get the work done

Workbook activity tasks 1A - 5A

Complete the following activities individually or in a group (as applicable to the specific activity and the assessment environment).

Activity 1A: Objective To provide you with an opportunity to identify organisational and legislative requirements for information entry, storage, output, and quality of document design and production.

1. Researchan organisation, and then outline the requirements they would need for information entry, storage, output, and quality of document design and production.

2. Summarise any relevant legislation that should also be taken into consideration.

Activity 1B

Objective: To provide you with an opportunity to evaluate an organisation's present and future information technology capability in terms of its impact on document design and production.

Activity: 1. Give examples of the different types of software that can currently be used within an organisation to design and produce business documents.

2. What impact do you think they have on the actual design and production of the documents?

3. Now consider the future of an organisation and the software used within it.

(A): What do you think will happen in terms of information technology capability and what impact do you think this will have on the design and production of business documents?

Activity 1C

Objective: To provide you with an opportunity to identify types of documents used and required by organisation.

Activity: 1. Give five (5) examples of some of the different types of documents that are used and required by an organisation.

2. Imagine that you have been given responsibility for highlighting the benefits of a brand new business process. Which forms of documentation would be suitable for this purpose?

Activity 1D

Objective: To provide you with an opportunity to establish documentation standards and design tasks for organisational documents in accordance with information, budget and technology requirements.

Activity: Choose one (1) organisational document and establish the documentation standards and design tasks for this document. Ensure your answer refers to information, budget and technology requirements.

Examples of documents could include:

Internal documents: / Job descriptions / policies/ Procedures / Manuals /Agendas / Minutes etc

External documents: Business letters / Menus / Leaflets / Invoices / Purchase Orders/ Account statements / Surveys etc

Activity 2A

Objective: To provide you with an opportunity to ensure standard formats and templates suit the purpose, audience and information requirements of each document.

Activity: Choose two (2) different types of business documents and create a template for them using for example, MS Word, MS Excel, Adobe PageMaker, MS PowerPoint, MS Office Templates, or similar applications.

Ensure that these templates suit the purpose, audience and information requirements of each document. Attach copies of your templates to this workbook.

Activity 2B

Objective: To provide you with an opportunity to ensure document templates enhance readability and appearance, and meet organisational requirements for style and layout.

Activity: 1. Using the templates that you created in Activity 2A, outline how these documents can enhance readability and appearance for the intended audience.

2. How do your two templates meet the style guides requirements for style and layout? (The Style Guide is attached at the end of this workbook)

Activity 2C

Objective: To provide you with an opportunity to test templates, obtain organisational and user feedback, and make amendments as necessary to ensure maximum efficiency and quality of presentation.

Activity: 1. What methods could an organisation use to test templates?

2. Explain what would be the key success criteria for these templates?

3. In groups of three or four. This is your focus group.
Take it in turns to test one of your templates from Activity 2A and gather feedback from the group members about this.

4. Using the feedback given by the group members, outline any amendments that you feel should be made. Why do you think these amendments should be made?

(For each of your templates, enter data and information to check that your templates work effectively. When entering data you will probably discover that some changes are needed to your layout or design, but do not make changes to your first draft master documents at this stage, as you need to show evidence of that you have tested them and improved them).

Activity 3A

Objective: To provide you with an opportunity to evaluate complex technical functions of software for their usefulness in automating aspects of standard document production, and match requirements of each document with software functions to allow efficient production of documents.

Activity: 1. Choose a type of document that you could be responsible for designing and producing within an organisation. What technical functions could you be expected to use when creating that document? Your chosen technical functions should match the requirements of your chosen document.

2. How do your chosen technical functions work?

Activity 3B

Objective: To provide you with an opportunity to test macros to ensure they meet the requirements of each document in accordance with documentation standards.

Activity: 1. Create a macro that can be used for a business document in Microsoft Word. Provide a step-by-step (with screenshots) account of your methods.

2. Now test your macro and provide a step-by-step (with screenshots) account of the process.

3. Does your macro meet the requirements of your particular business document? How does or doesn't it?

Activity 4A

Objective: To provide you with an opportunity to prepare explanatory notes for the use of standard templates and macros using content, format and language style to suit existing and future users.

Activity: Think about the templates and macro that you have developed in previous activities. Choose one and develop explanatory notes for the use of it. Ensure that you use content, format and language style to suit existing and future users.

Activity 4B

Objective: To provide you with an opportunity to develop and implement training on the use of standard templates and macros and adjust the content and level of detail to suit user needs.

Activity

1. Think about an organisation. Which methods of training could be used to update employees on the use of templates and macros?

2. You are responsible for developing and implement this training. How would you approach this? Create a plan for how you would develop and implement the necessary training.

Activity 4C

Objective: To provide you with an opportunity to produce, circulate, name and store master files and print copies of templates and macros in accordance with organisational requirements.

Activity: 1. Refer to your templates created in Activity 2A and your macro created in Activity 3B.

If these were to be your master files, what would you name them and how would you store them? Keep an organisation's policies and procedure requirements of document storage in mind.

Print off copies of your new master files and attach a copy to this workbook. Again, Keep an organisation's policies and procedure requirements in mind.

Activity 5A

Objective: To provide you with an opportunity to monitor use of standard documentation templates and macros, and evaluate the quality of documents produced against documentation standards, and review documentation standards against the changing needs of the organisation, and plan and implement improvements in accordance with organisational procedures.

Activity: 1. What systems could an organisation establish for the review/updating of standard documentation templates and macros?

2. How could an organisation identify the need for documentation changes and implement improvements?

Section A: Skills Activity - Task 2

Objective: To provide you with an opportunity to show you have the required skills for this unit.

A signed observation by either an approved third party or the assessor will need to be included in this activity as proof of completion.

This activity will enable you to demonstrate the following skills:

Learning:

• Actively reinforces own knowledge and skills by training others

Reading:

• Evaluates information from complex texts, including organisational policies and procedures

• Extracts and evaluates information from a range of support sources to extend understanding

Writing:

• Selects text type, subject matter and language to suit a specific audience and purpose

• Organises content to support the purposes and format of the product

Oral communication:

• Participates in verbal exchanges to gain information

• Uses listening and questioning techniques to clarify and confirm understanding

• Presents complex technical information adjusting presentation style and vocabulary to suit audience

Numeracy:

• Recognises and interprets numerical information related to budgets

Navigate the world of work:

• Recognises and adheres to organisational and legislative requirements

Interact with others:

• Actively identifies requirements of important communication exchanges, selecting appropriate channels, format, tone and content to suit purpose and audience

Get the work done:

• Applies formal processes when planning complex tasks, producing plans with logically sequenced steps, reflecting an awareness of time constraints

• Systematically gathers and analyses all relevant information and evaluates options to make informed decisions

• Utilises a broad range of complex features within digital applications to improve productivity, optimising software functions for specific purposes

Answer the activity in as much detail as possible, considering your organisational requirements.

1. Create a brief design of a document of your choice. Produce a plan first with sequenced steps and consider time and money constraints. Your document should be producedin accordance with policies and procedures, budget and technology requirements.(refer to Activity 1D)

Design the document clearly selecting the text type, subject matter and language to suit a specific audience and purpose, Think of your "trainees" from Activity 4B. Then organise the content to support the format and purpose of the document.

Communicate and present information about the document to your fellow students in your class. Produce a training plan to teach them about it and adjust the presentation style to suit the audience you are communicating with. (Use activity 4bTraining plan template)

Utilise a range of technology equipment and software features available within digital applications to improve and optimise the document.

Monitor progress of the document, gathering and analysing feedback from fellow students (Feedback template attached).
Use the information gathered to evaluate options and make decisions about any amendments or improvements that need to be made.

Section B: Knowledge Activity (Q & A) - Task 3

Objective: To provide you with an opportunity to show you have the required knowledge for this unit.

The answers to the following questions will enable you to demonstrate your knowledge of:

• Identify costs involved with the implementation of standard documentation

• Describe document production processes

• Explain the software applications relevant to document design and development in the organisation

• Identify key provisions of relevant legislation and regulations, codes and standards affecting document production

• Outline organisational policies and procedures relating to document production

• List sources of expertise available externally to the organisation or workgroup

Research and answer each question in as much detail as possible, considering the stated requirements of each question.

1. What costs need to be considered when producing standard documents?

2. Briefly describe the document production process.

3. What software applications are relevant to use in document design and development?

4. Research the key provisions of relevant legislation and regulations, codes and standards affecting document production in an organisation?

5. Research and explain whatorganisational policies and procedures could be related to document production?

6. Whichsources of expertise are available externally to an organisation or workgroup?

Section C: Performance Activity - Task 4

Objective: To provide you with an opportunity to demonstrate the required performance elements for this unit.

This activity will enable you to demonstrate the following performance evidence:

• Identify the organisational needs, requirements and information technology capabilities relevant to the design and production of documents

• Establish documentation standards to meet organisational requirements

• Design, test and amend document templates

• Develop and implement documentation and training to support use of standard templates and macros

• Monitor the implementation of standard documentation templates and macros and make improvements in line with organisational requirements

Answer the activity in as much detail as possible.

1. Using a document of your choice, design and develop a template that could be used across an organisation. When producing the template, you should take into consideration an organisation's needs, requirements and technology capabilities.

Test this template within the class environment with feedback from class members and outline how it ensures efficiency and quality, then make any amendments if required.

Presentto the class a macro that can be used to automate aspects within your chosen document. Test this macro using class members and outline how it meets the relevant requirements, making any amendments where required. (Attach your presentation slides)

Develop and implement atraining planto teach people in an organisation how to use the template and macro. (Training plan attached) You should make a presentation to the class and provide written documentation. Take the time to plan and create your presentation and prepare explanatory notes for your audience. (Attach a copy of your presentation and notes)

Your presentation can be in any appropriate format, e.g. as a training manual, as procedures, work flow chart, report etc , but must be suitable to the audience and should contain:

• an introduction and an explanation of what it is

• a description of the purpose of each document

• detailed instructions for how to complete each document

• a process for staff to give feedback or seek further clarification

• processes for monitoring the implementation of the document templates, periodically reviewing and modifying them.

Arrange a time to present it, also print copies of your template and macros forsubmission.

Monitor the implementation of templates and macros from your training, gather feedback using the attached Feedback template (N?2) from students in your training who are using the templates and make any improvements needed in line with your training documentation requirements.

Information related to above question is enclosed below:

Attachment:- LearnerWorkbook.rar