Reference no: EM132362746

SIT50416 Diploma in Hospitality Management

ICT Business Documents

BSBITU306 Design and Produce business documents

BSBITU402 Develop and use complex spreadsheets

Purpose of the Assessment

BSBITU306 Design and Produce business documents

1.1 Select and use appropriate technology and software applications to produce required business documents

1.2 Select layout and style of publication according to information and organisational requirements

1.3 Ensure document design is consistent with company and/or client requirements, using basic design principles

1.4 Discuss and clarify format and style with person requesting document/publication

2.1 Identify, open and generate files and records according to task and organisational requirements

2.2 Design document to ensure efficient entry of information and to maximise presentation and appearance of information

2.3 Use a range of functions to ensure consistency of design and layout

2.4 Operate input devices within designated requirements

3.1 Complete document production within designated timelines according to organisational requirements

3.2 Check document produced to ensure it meets task requirements for style and layout

3.3 Store document appropriately and save document to avoid loss of data

3.4 Use manuals, training booklets and/or help-desks to overcome basic difficulties with document design and production

4.1 Proofread document for readability, accuracy and consistency of language, style and layout prior to final output

4.2 Make any modifications to document to meet requirements

4.3 Name and store document in accordance with organisational requirements and exit application without data loss/damage

4.4 Print and present document according to requirements

BSBITU402 Develop and use complex spreadsheets

1.1 Organise personal work environment in accordance with ergonomic requirements

1.2 Analyse task and determine specifications for spreadsheets

1.3 Identify organisational and task requirements of data entry, storage, output, reporting and presentation requirements

1.4 Apply work organisation strategies and energy and resource conservation techniques to plan work activities

2.1 Utilise spreadsheet design software functions and formulae to meet identified requirements

2.2 Link spreadsheets in accordance with software procedures

2.3 Format cells and use data attributes assigned with relative and/or absolute cell references, in accordance with task specifications

2.4 Test formulae to confirm output meets task requirements

3.1 Evaluate tasks to identify those where automation would increase efficiency

3.2 Create, use and edit macros to fulfil requirements of task and automate spreadsheet operation

3.3 Develop, edit and use templates to ensure consistency of design and layout for forms and reports, in accordance with organisational requirements

4.1 Enter, check and amend data in accordance with organisational and task requirements

4.2 Import and export data between compatible spreadsheets and adjust host documents, in accordance with software and system procedures

4.3 Use manuals, user documentation and online help to overcome problems with spreadsheet design and production

4.4 Preview, adjust and print spreadsheet in accordance with organisational and task requirements

4.5 Name and store spreadsheet in accordance with organisational requirements and exit application without data loss or damage

5.1 Determine style of graph to meet specified requirements and manipulate spreadsheet data if necessary to suit graph requirements

5.2 Create graphs with labels and titles from numerical data containedin a spreadsheet file

5.3 Save, view and print graph within designated timelines

ASSESSMENT TASKS

There are two (2) tasks to complete for this unit of competence:

This assessment is based on ACA Restaurant Café’ Business Plan and uses several scenarios to complete the 2 (two) Tasks. Certain tasks contain sub-tasks with written questionnaires, case study analysis and project work.

These tasks comprise the assessment of the application of ACA Restaurant Café’ business standards and policy knowledge and addressing the need touse spreadsheet software to complete business tasks and produce complex documents. You will need to demonstrate management and administrative skills to employ in a range of work environments required in the creation of complex spreadsheets to store and retrieve data. These skills aim in providing administrative support within ACA Restaurant Café’ for designing and working with spreadsheets relevant to their own work roles.

You are required to respond to all the tasks by demonstrating your skills and knowledge within the assessment guidelines and requirements. Certain tasks have been developed with templates, tables, and sections with appropriate spaces, in which you will have to complete and/or provide information to ensure you demonstrate the skills and knowledge of the units. Marking criteria have been provided to support the student’s understanding of the requirement for each task.

To be deemed competent in this assessment each student must demonstrate through complying to necessary ergonomics requirements, using spreadsheet design software functions and formulae, linking spreadsheets in accordance with software procedures, format cells and use data attributes, classify automation to increase efficiency, import and export data between compatible spreadsheets,  generate graphs with labels and titles from numerical data and naming, printing and adjusting the spreadsheet.

You are to provide information in given templates as specified in suggested examples relevant to specific business. You will have to respond to all the tasks by demonstrating your skills and knowledge within the assessment guidelines and requirements. In Task 2B and 2C, you are required to follow a certain layout and design by following specific instructions and guidance to ensure you validate the required skills and knowledge.

Your responses must comprise:

• a comprehensive, detailed and integrated work operations information and management plan

• a work strategy, operation procedures and ergonomic requirements

• a formal strategy to use spreadsheet software to complete business tasks and produce complex documents

• a reflection of current relevant legislation regarding diversity, working conditions and WHS acts

• formal and planned involvement with a wide range of stakeholders

• a documented risk, issues, and change-management methodology

• a quality execution plan with assurance and control processes of work operations forthe creation of complex spreadsheets to store and retrieve data

• a restaurant café’ team-based environment

Evidence of the following is important:

• demonstration of work operations implementation and its standards within the workplaceto designand work with spreadsheets ensuring automation and standardised spreadsheet operation to increase efficiency

• knowledge of workflow and system application and the promotion of ergonomics, work periods and breaks, and conservation techniques.

Task 1 – Analysis and preparation

This activity has been designed to assess your knowledge and understanding of the need for research and analysis for managingand using spreadsheet software to complete business tasks and produce complex documents.

This task consists of questionnaires which associate with the knowledge of the work operations procedures and standards throughemploying a range of work environments required to create complex spreadsheets to store and retrieve dataand provide administrative support within the businessservices of the ACA Restaurant Café. The responses should include the following:

• Must be relevant to the scenario, business functions and standards of ACA Restaurant Café that you will find in e-learning unless otherwise stated. Responses should link to the theoretical and legislative aspects of work operations followed by relevant experience/exposure within ACA Restaurant Café’ work environment and the scenario incident stated within the assessment. Your response to the questionnaires must relate to roles and responsibilities and business of the restaurant café.

• The questionnaires have been developed with templates and sections with appropriate spaces, in which you will have to complete and/or provide information to ensure you demonstrate the skills and knowledge of the units. Instructions are provided to which students must comply to gain the competency level.

• Marking allocations have been stated with each task to support the comprehension of the required information to be delivered.

• Demonstrate that you can or have applied what you have learned, regardless of whether you have undertaken all the performance requirements ofthe workplace.

Task 2 –Demonstration, development and usage of document

This activity has been designed to assess your knowledge and understanding of complying with ergonomic requirements to conduct computer work, utilising spreadsheet software to design ,develop complex documents required by the business in such a way that aims to reduce work pressure and increase productivity through using the software’s automation formulae’ functions.

This task consists of demonstrating ergonomic requirements and creating two (2) business related spreadsheetsthat will contribute to maximise efficiency of work operations. The execution of this task should include the following:

• Must be relevant to the standards and policies of ACA Restaurant Café, scenario and Business Summary plan that you will find in e-learning unless otherwise stated. Responses should link to the theoretical and legislative aspects of customer service practices followed by relevant experience/exposure within ACA Restaurant Café’ work environment. The information provided must relate to roles and responsibilities and business of the restaurant café.

• A demonstration task has been designed in which your Assessor will stage a real-workplace environment. Certain WHS procedural acts based on ergonomicshave been contemplated within the development of this task. You are to follow the guidelines on how to demonstrate this task with reference to the marking guide provided within the task. Partners from your class will be required to assist you complete this task for the development of an evidence.  Instructions are provided to which students must comply to gain the competency level. A template form is also required to be completed as part of this task, which can be located in e-learning.

• To generate the two (2) organisational spreadsheets, you must refer to provided examples, snapshots and numerical data with reference to the Scenario statedand standards of ACA Restaurant Café and must comprise of the requirements to accommodate the performance requirements as stated in the task instructions and marking guide. To complete this task, the student must comply and reflect to the samples given with data to ensure the developed spreadsheets map with the requirement and is similarly generated. You mustfollow the guidelines on how to demonstrate and/or complete the taskwith the use of the information given. Layout, colours and design may be altered, however the numerical data given must be utilised.

• theory answers without reference to ACA Restaurant Café’ business operations will not be assessed as satisfactory

• Demonstrate that you can or have applied what you have learned, regardless of whether you have undertaken all the performance requirements ofthe workplace.

Develop and use of Business Documents including spreadsheet software for business tasks

As stated in the Business details above, ACA Restaurant Cafe’ is owned and managed by partners Emma Supreme and Rufus Clarendon. It is located within ACA Hotel.

The Restaurant Café’ is currently open:
Monday – Friday:     6:00am – 9:30pm
Saturday:    8:00am – 4:00 pm
Sunday     8:00am – 12:00 pm

ACA Restaurant Cafe’ has been experiencing consistent growth in sales and numbers of customers over the last two years.

The Owners of ACA Restaurant Cafe’, fosters an environment of energy, skills, and determination to establish and maintain a business relationship with customers, suppliers, strategic partners and with other businesses creating service contracts, commission-based arrangement, and association-based relationship.

Understanding the need for quality business relations being a vital element of the business operations, they cater to improve the implementation of innovative strategies and service policies that address every conceivable aspect of the customer experience. ACA Restaurant Café’ treats their business partners, customers and other community members with honesty, trust, fairness, and respect that contributes to strength and longevity in the business relationship which promotes better work and a more valued environment.

Based on the business’s ACA Restaurant Café’ fosters, they have been currently revising all their policies and procedures and work operations to ensure they remain complaint with the legal regularity and maintain good business rapport with their business relations. Please refer to the, Business Summary plan (available on e-learning) for ACA Restaurant Café’s business operations and functions.

SCENARIO 1
BUSINESS RELATIONS

Since the year ACA Restaurant Café has been established in 2014, Building a solid rapport and eventually, a long-term relationship with partners, contractors, customers, networks and suppliers through creating connections, looking out for their best interests and maintaining communications. Generically, the Owners of ACA Restaurant Café have already developedand continuously seeking to improve the businessrelationships with many, however one of them being the following:

• Contractors -with ABC Tech Company – have been in business for a while with providing IT support and training services for educating staff on using the technologies. Just recent service contracts since last three months – Installation of new technology system (Microsoft Surface Pro) within the restaurant integrated with ordering and tracking of inventory to improve the accuracy of order, and speed and proficiency of service.

Automated kitchen functions with POS systems allowing to organise food and beverages orders to reduce waste, cooking the right amount of food to minimise waste.  Kitchen automation software allows the chef to see what they need to cook and when.  – helps front-house and back of the house to communicate without causing communication. ABC Tech to service contracts for internet, system technology for online ordering and supply of self-ordering tablets, services of technical equipment, repair and or maintenance services based on the terms of a legally binding contract. Self-ordering using tablets contracted to be connected in the next three months.

Payment Plan agreement with ABC Tech Company

ABC Tech Company has realised that the credit terms are best described at Net 30.

They have in their Terms of Service that 10% must be paid when the consultation training agreement is signed. The remainder is billed on completion of the training program.

So, from experience with accounts receivable collections, the owner assumes the following when projecting cash receipts for the cash flow budget;

• 70% of the accounts receivable are collected in the month following the completion of the training

• 20% of the accounts receivable are collected in the second month following the completion of the training

• 10% of the accounts receivable are collected in the third month following the completion of the training

ACA Restaurant Café’ has been using ABC Tech Company’s training services every month, to ensure their staff are competent using and updated on new innovative features and software maintenance of the technologies used with the restaurant café’.

A part of the business dealing has been agreed with ACA Restaurant Café’ would be that, ABC Tech Company will receive payment for training services in a certain payment plan on monthly basis. Since they have installed the Microsoft Surface Pro, the Owners require more regular training to ensure staff are confident in using the technology to reduce errors in their work and improve services.

Task 1 – Preparation of the development of spreadsheet
               
Throughout the years, the Owners have developed multiple business documents and used spreadsheets to store information, model and manipulate data sets, create graphical visualizations, and inform future planning, and decision making. They have catered using Microsoft Excel software as the preferred software to organise and categorise data into a logical format

However, they have noticed that the spreadsheet used within the restaurant café’ has not serviced the appropriate purpose of making their work efficient. The spreadsheet developed does not present any pre-set and user-defined formulas, for which, every and every time, they have developed new spreadsheets and input data based on manual calculations.

Knowing how spreadsheet can evaluate tasks to identify automation that can  increase efficiencythrough pre-set and user-defined formulas (for mathematical, statistical, financial and organisational transformations on sets of data) they are looking at establishing new spreadsheets for the business that will have formulas pre-recorded that would support work operations to be more faster and efficient, especially for business recording.

Assume it is the 1st of January 2019 and the Owners prefer to keep track of their finances before the end of financial year.

Joe Roux, the Manager of ACA Restaurant Café’ has been given the responsibility to ensure the required spreadsheetsare created within 1-week time. So,now, he has assigned this responsibility to you, as Tony Baldwin, Second Manager. You had been recruited not too long ago, and as being part of the management team, Joe Roux reasons that you must be aware of all organisational procedures for all documentation.

As Tony Baldwin, you have decided to research more about the complex spreadsheets and its purposes.

Your task is to:

Written Responses:

Respond to the following queries in the appropriate spaces below:

All responses must:

• be relevant to the Business summary, standards, and policy of ACA Restaurant Café’ and Scenario 1, unless otherwise stated.

• demonstrate that you can or have applied what you have learned from acknowledging the policy

• theory answers without reference to ACA Restaurant Café’ business will not be assessed as satisfactory

Question 1: State the various typesof spreadsheetsyou would consider developing for ACA Restaurant Café’ and how to do you think they would serve the purpose for such requirements?

Question 2: State what you think would be the differences between a formula and a function. Provide explanation with including where you can use them and test them in a linked spreadsheet for the purpose of ACA Restaurant Café’ business functions.

Question 3: Considering the work operations of ACA Restaurant Café, what do you, as the Second Manager, need to consider adheringto task requirements when designing a spreadsheet for the business and how do you apply them?

You may refer to the following and their impacts to include within your responses:

• formatting

• style, design and layout

• presentation

• readability of data

• macros and automatingtasks

• formulas

• using appropriate templates

• graphs

• advanced functions

Question 4: What type of charts would you select to include in the spreadsheet in excel for ACA Restaurant Café? List at least three (3) charts. Explain an overview of the chart creation process in Excel.

Question 5: Outline the procedure, how you, as the Second Manager,would

a. use the help function which includes user documentation and /or online help to solve any problems that may raise during spreadsheet development, provide an example.

b. seek the support of personnel on matters relevant to spreadsheet development and what would you consult with them

c. name and store the required spreadsheet in accordance with ACA Restaurant Cafe’s (organisational) requirements

d. preview the spreadsheet, identify any issues to be adjusted and print spreadsheet in accordance with ACA Restaurant Cafe’s (organisational) requirementsand task requirements (including printing of graphs and charts)

e. exit application ensuring there will be no data loss or damage

Questions 6: Define what is ergonomics is and state howit relates to health and safety when conducting work with computers? Explain how you, as the Second Manager of ACA Restaurant Café’, can ensure all staff can meet the organisational requirements for ergonomics, work periods and breaks, and conservation technique.

You may consider the following to include within your responses:

• choice of devices, e.g. laptops over desktops

• set power management options e.g. monitors brightness, hibernation features, printing option and/or automated power-down

• installation of a programmable or smart thermostat

• use energy saving features of all devices

• upgrade all outdated equipment

• sitting periods and intermittent breaks in between computer work

• task variety in designing the work e.g. mix of keyboard other computer use involving change in posture and muscles

• promote sustainability in the workplace

Task 2 – Develop and use of spreadsheet with graphical presentation
               
Assume it is the 1st of January 2019 and the Owners prefer to keep track of their finances before the end of financial year.

As discussed with the Owners of ACA Restaurant Cafe’ Joe Roux, the Manager, is managing the duty to review the future payment plans for ABC Tech Company. It has been decided to use appropriate spreadsheet template and compare the financial situation from last year during the same period by generating graphical representation.

The Owners require you to create these two spreadsheets that obey to organisational requirements with software functions and formulae incorporated, that aims at increasing efficiency in ways that, when any changes will require within the spreadsheet, only modifying the data will be required. This document will be saved within the business’s database system and can always be used. 

However, the Owners ensured that for all computer work that will be executed within ACA Restaurant Café’ must comply with health and safety ergonomics requirements. They understand that by designing a workstation and/or job to allow for good posture, less exertion, fewer motions and better heights and reaches, can reduce exposure to work hazards and often improve productivity. They have suggested to Joe Roux to ensure that a minimum break of at least 5 minutes in every hour should be spent away from the screen, with change of posture regularly, refocusing the eyes; and undertaking some simple stretching exercises at desk.

They have created a computer workstation checklist (available on e-learning) that they wish for all staff to use prior and/or during any computer work. The aim is to identify any physical factor within the work environment that can harm thebody, and to promote improved WHS regulations by optimising performance and reduce the risk of repetitive strain injuries.

The Manager, Joe Roux, to monitor that all staff who are executing computer work must complete the ergonomic assessment checklist, available on e-learning.

Your Task is to:

A. To demonstrate appropriate ergonomic requirements to conduct computer work and by completing the computer workstation checklist, which can be located from e-learning.

You, as Tony Baldwin, Second Manager, have been asked to follow the organisational WHS procedure for ergonomic for computer work and complete the checklist to ensure safe work practice.

Your Assessor take the role of Joe Roux, Manager of ACA Restaurant Café’, and will stage real-life workplace environment (ACA Restaurant Café’ back office) with a computer workstation. You are to follow the guidelines as listed in the checklist (available on e-learning) and demonstrate correct ergonomics.

Evidence that you must present and submit for this task:

1. Physical demonstration of (but not limited to) good posture, sitting arrangement considering height, table, chair and arm rest adjustment, set up of computer screen, keyboard and mouse, check for lighting and/or removal of any hazards. Please refer to the computer workstation checklist (available on e-learning) to cover relevant areas.

2. Completed checklist of the workstation (available on e-learning). You are to provide relevant information based on the staged workstation provided.

print the copy and you may complete it by handwritten and submit as an attachment with this assessment. Must include your name and student number on the form or

you may choose to complete the form electronically, print and submit as an attachment with this assessment. Must include your name and student number on the form.

3. A labelled photograph of you seated within the setup workstation. For this task, you may require the assistance of your classmate to take the photo. Please attach the photo with the assessment.

• Add textstext beneath the photo explaining the key points of ergonomic compliance and the date the photo was taken.

The photo should cover the following when you are seatedat your work area:(you may take more than one photo if required)

show that the height of the chair has been correctly adjusted for you

monitor and keyboard (and any document holder) are correctly positioned for you

add textsbeneath each photo explaining the key points of ergonomic compliance and the date the photo was taken.

must include your name and student number on the photos and submit as an attachment with this assessment.

B. To design and develop a spreadsheet with pre-set and user-defined formulas using MicrosoftExcel Software to calculate the“Cash Receipts accounts receivable collection pattern and sales forecast the first 6 months of 2019. You have been given 1-week time to complete and print the required documents by management.

Assume it is the 1st of January 2019 and the Owners prefer to keep track of their finances before the end of financial year. They require this spreadsheet to be completed within a week.

You are required to use the data provided in Table 2 table given below to assist you develop the necessary spreadsheet.

The previous year’s “Cash Receipts accounts receivable collection pattern and sales forecast” spreadsheet for the first 6 months (January 2018- June 2018) has been given bellow in Sample 1.

Relevant data has been taken from “Table 1: Jan 18 -Jun 18”, and an example of how the spreadsheet would be presented when completed is shown in “ Spreadsheet 1: Cash Projection Training Cash Receipts Projection: Jan 2018- Jun 2018”, has been provided for your understanding.

The conditions of the spreadsheet have been applied based on the “Payment Plan agreement with ABC Tech Company”, as stated below. This had been agreed between ACA Restaurant Café’ and ABC Tech Company as stated earlier at the start of the assessment.

The data has been inputted in the excel software using appropriate excel functions e.g. formatted cells and use of data attributes assigned with relative and/or absolute cell references, testing of created formulae to confirm output, importing and exporting data between compatible spreadsheets.

C. You are to create a comparison analysis spreadsheet for the months of Jan – June for the years 2018 and 2019 by using a graphical presentation.

Assume it is the 1st of January 2019 and the Owners prefer to keep track of their finances before the end of financial year. They require this spreadsheet to be completed within a week.

You are to create a chart graph with labels and titles from the numerical data contained in the spreadsheet files that you have saved for ACA Restaurant Café that contains the “ Cash Receipts projection for the year 2018 and 2019” for the months for Jan- June for ABC Tech Company.

An example snapshot of how the result may look like,has been given below with for your understanding.