Requirements for Information Entry, File Naming and Storage, and Document Design and Production

This document discusses the requirements for information entry, file naming and storage, and document design and production. It also explores the skill gaps in Adept Owl's present information technology capability and suggests ways to close those gaps. Additionally, it highlights the future IT capability needs and the required changes in Adept Owl's style guide and procedures. Lastly, it identifies the three types of documents used and required by Adept Owl and provides a procedure for creating an expenses report.

BSBADM506 Manage business document design and development
Assessment 1
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Question 1:
1) One Requirement for information entry:
From the analysis of the case study, the organization - Adept Owl – has a large customer
base, number of products, orders and other financial transactional data. In order to efficiently
capture store and retrieve information, data entry has to be designed in a way that maximizes
the ability get information. For this reason, one of the major requirements in information
entry is;
 Expense information has to be entered in a consistent format that will allow selection
of the only allowed standard categories such as Training, Communication,
Transportation and Food
 Consistency in coding expenses with the specified expenses codes
Information entry should be organized in a way that information is divided into logical
groups to reduce duplication and enhance data entry and information retrieval. Data should
therefore be classified in distinct categories such as products, employees, customers, orders
expenses codes and expenses.
2) Two requirements for file naming and storage
 File names should be consistent with the contents of the files; appropriate names should
be used to ensure the files can be found easily.
 Consistent date formats in the form YYYYMMDD
3) Two requirements for output or quality of document design and production
Understanding quality requirements is critical in developing useful documents and designs.
For this case, the organization has to understand the users of the documents and what
information needs to be communicated. The documents should be consistent with the
guidelines of the organization in terms of;
 Visual presentation, including margins, fonts and style
 Spelling, grammar, punctuation and writing style
 Graphics standards, including the use of logos and brands
 Document naming conventions and filing protocols.
.

4) Two compliance requirements
Every organization’s communication has to comply with certain internal guidelines as well as set
rules of the land. For this case, the compliance requirements include;
 Compliance with the WHS/OHS and the anti-discrimination guideline
 Compliance with the organization’s brand attributes such as corporate colors, logo, color
schemes, and approved templates look and feel.
 Compliance with information copyrights as well as information privacy.
Question 2: Adept Owl’s present and future information technology capability to satisfy
document design and production needs
1. Skill Gaps
From the case study, there is a skill gap in almost all the skill categories identified except in
“Creating and using templates in Word and Excel”, where there is an Operator and Practitioner.
The skill gaps exist in;
 “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”.
2. How to close the skill gaps
The skill gaps can be closed by continuously offering on-job training to the members of staff,
and gauging their level of competency regularly.
 The organization must approve that the development of talents, information and
capabilities is healthy and worthwhile. A perfect way to do this is to test the employee
working in the organisation and give training and development to the employee and
checking whether all the employees are assigned in the proper and their job profile only
and by providing appropriate environment to the workforce.
 By giving proper training to the employee about his work so that he or she can become
expert of his work.
 By looking that the employees are working in the healthy environment. They are not
facing\f any problems and if they are facing then what can be the remedies to solve the
problems and to rescue them from that problem.
3. Future IT capability needs
 With the future looking promising for this company, there is need to have highly
qualified and skilled manpower at the company.
 Need for advancement of technology: For organization to survive in today’s
business environment, technology has to be factored in at every level of the
organization; from back-end operations to front-end marketing. Modern companies

are adopting the use of software systems such as Enterprise resource planning (ERP)
and Customer relationship management (CRM). By definition, an ERP “is business
process management software that allows an organization to use a system of
integrated applications to manage the business and automate many back office
functions related to technology, services and human resources” (O'Leary, 2000). In
essence an ERP integrates all operations of a company, thus providing “a single
source of truth” about the company’s operations (O'Leary, 2000). By adopting such a
system, the company will be shifting to a centralized database system which can
handle all the data storage needs of the organization, and provide off-site backups.
4. Required changes in Adept Owl style guide and procedures
 Changes related to policies of the organization: the organization’s policies should
change to focus on use of a single software system that has all the required features.
 With the changes introducing a single system for all operations, user rights have to be
defined; thus the guidelines of the organization should add sections that specify user
rights and roles on the system for each user group.
 Inclusion of security policies and acceptable use of information system resources by
employees of the company; this will help in avoiding misuse of IT resources.
Question 3:
Three Types of documents used and required by Adept Owl;
 Expense sheets
 Invoices
 Customer notification emails
 Expenses report
 Income report
 Letterheads
Question 4: Procedure for creation of an expenses report
 The spreadsheet used must be printable on an A4page
 Enter proper codes for expenses; each expense must have an expense code that exists in
the list of expense codes; Food; Transportation; Communication; Training; Other
 Information about departments must be selected from a drop down of existing
departments
 Formatting of monetary values must be in accounting format
 Dates must be constrained to short date format

 For mails, include the number of mails sent, total sheets of papers used, number of pages
of edited costs
 Clearly enter the unit price of each expense entry; the amount should be in accounting
format
 The last column should contain the total expense for each entry into the expense report.
 Have a summation of all the expenses at the bottom of the report.
References
O'Leary, D. E. (2000). Enterprise resource planning systems: systems, life cycle, electronic
commerce, and risk. Cambridge university press.