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BSBADM506 Manage Business Document Design And Development

Question 1

As a new member of the team you will need to identify organisational requirements.

Referring to the Adept Owl scenario in Appendix 1, the Adept Owl style guide and procedures, identify:

1. One requirement for information entry

  • Data entry error rate Target 3%

2. Two requirements for file naming and storage

  • Creating procedures for document production that ensure consistent, high-quality outcomes and efficiency (i.e. effectiveness)
  • Designing templates and standard text – in conformity/ to meet with the style guide and production procedures – to improve workflow (i.e progress of work) further

3. Two requirements for output/production or quality of document design and production

  • Letter mail-outs

One of the most common tasks undertaken by the team is writing letters to both internal and external customers. In all cases such letters need to conform/meet to Adept Owl house styles.

  • Expense reporting

One type of document the organization currently lacks/does not have standard processes for is expense reporting. Staff uses range/many of methods to report expenses. There are several problems associated with this arrangement.

4. Two compliance requirements – explain how the existing Adept Owl processes help ensure compliance with one piece of legislation and identify and explain one possible code of practice or standard relevant to document production for possible improvement of processes.

Performance area

Performance metric (KPI)

Target

Compliance

Identified breaches of legislation, including WHS/OHS, anti-discrimination, privacy

Refers to the law on the right of people to be treated equally.

0 incidents

Privacy related complaints

Refers to the laws which deal with the regulation of personal information about individuals which can be collected by governments and other public as well as private organizations and its storage and use.

0 incidents

Question 2

Evaluate Adept Owl’s present and future information technology capability to satisfy document design and production needs.

1. With respect to human resource capability, where are the skills gaps that exist currently within the administration team?

  • Administration team performance

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/results.

The administration team at Adept Owl uses the following performance scorecard/record which includes various targets for documentation output and quality.

Performance area

Performance metric (KPI)

Target

Employee development

Number of training hours per employee

20hrs per employee per quarter

2. How could the skills gaps/not having enough skills be closed in keeping with organisational practices?

Administration team capability

  • The administration team has identified six key skills that each team member will need to perform at a practitioner/specialist level (see the legend / table of explanation below 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.

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.

3. What future IT capability needs (both physical and human) could the organization have with respect to document design and production within the next 2–5 years? Identify at least one source of external advice or information you have used to help you make this evaluation.

  • Without further training or recruitment to bolster/strengthen capability/performance

4. What changes might be required to the Adept Owl style guide and procedures to (take account/make a note, awareness) of anticipated/expected technological changes?

  • Current business needs

In attempting to achieve its wider business goals, Adept Owl has a number of current specific business needs relating to the skills capability/ability and performance of the administration team in designing and using documentation.

Question 3

Referring to the Adept Owl style guide and procedures, identify three types of documents used and required by the organization.

  • Mail merge - "mail merge" is a process to create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a word processing document which contains fixed text.
  • Letter mail-outs One of the most common tasks undertaken by the team is writing letters to both internal and external customers. In all cases such letters need to conform/meet to Adept Owl house styles.
  • Expense reporting One type of document the organization currently lacks/does not have standard processes for is expense reporting.

Question 4

Develop a short procedure for either (a) a mass letter mail-out or (b) the creation of an expense report. Ensure your procedures:

  • A mass letter mail-out

Letter mail-outs

  • Write an email
  • Open Gmail.
  • In the top left, click Compose.
  • In the "To" field, add recipients. If you want, you can also add recipients in the "cc" and "bcc" fields.
  • Add a subject.
  • Write your message.
  • At the bottom of the page, click Send.

5. follow general style requirements of the Adept Owl style guide; include at least two references to the style guide or procedures, for example, storage or use of fonts (types, styles of letters) or headings

Style

Details and Sample

Heading 1

Main Headings-Arial 16, Bold. Title Case*

Paragraph Spacing before and after 12pt

Heading 2

Sub Heading 1-Arial 14, Bold. Title Case

Paragraph spacing before and after 6pt

Heading 3

Sub Heading 2- Arial 12,Bold.Sentence case Paragraph spacing before

And after 6pt

Heading 4

Normal text- Arial 12

Paragraph spacing before and after 3pt

6. adhere/stick to information, budget and technology requirements outlined in the scenario in Appendix 1.

Performance area

Performance metric (KPI)

Target

Expense

Average cost per mail-out (excluding postage)

$100

Average labor cost per page of edited text

$50

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