BSBITU306 Design and Produce Business Documents - Assessment Cover Sheet

This is an assessment cover sheet for BSBITU306 Design and Produce Business Documents. It includes student details, checklist of attachments, credit transfer, short answer questions, case studies, and workplace project. The document provides information on the types of software applications and factors affecting the decision of what software to use to produce business documents. It also discusses the functions and features available in Microsoft Word that can be used to design business documents. The document emphasizes the importance of maintaining style design features when creating business documents and clarifying the purpose and audience of a document before design begins.

BSBITU306 Design and produce business documents
Assessment cover sheet
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Student details
Course name
Assessment name BSBITU306 Assessment
Surname Given name
Email
Phone Date
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submission to AAMC Training is your own work and NOT the result of plagiarism or excessive
collaboration, and that all material used from any third party has been identified and
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contact your supervisor to discuss your assessment.
Checklist of attachments:
Task 1 – ☐Short Answer Questions
Task 2 – ☐Case Studies
Task 3 – Workplace project☐2 documents +☐Explanations of how you designed/produced.
Please indicate style of course undertaken:
☐Face to face – Trainer’s name: ☐Correspondence ☐Online
Once your assessment has been successfully uploaded it will be pending review with your
nominated course assessor. Your assessor will mark your assessment and you will receive an
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assessment and re-upload your amended case study or written tasks.
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BSBITU306 Assessment
CREDIT TRANSFER
You may be able to claim credit transfer for a unit/s of competency that you have previously
completed with AAMC Training or another RTO. If you have been awarded a record of result or
statement of attainment for the units detailed below then please go to the Credit Transfer tab
in your Learning Centre and follow the prompts.
This assessment relates to the following units of competency:
 BSBITU306 Design and produce business documents
Please refer to AAMC Training’s full Recognition Policy for further details.
Task 1 – Short Answer Questions
1. List three types of software applications that can be used to produce business documents.
1 ERP System
2 Xero
3 Tableau
2. List at least three factors that will affect the decision of what software to use to produce
business documents.
1 Specific aspects of the software like reporting functions and functionality
2 The associated cost with the software
3 Effciency and Ease of Acess of the Software
4
3. Give a short description of a range of functions and features available in Microsoft
Word that can be used to design business documents. List at least three, the first is an
example.
Function/Feature Description
Copy Allows you to duplicate a section of text.
1 Control + A Selction of the entire section of the document
2 Paste Allows the users in putting in the copied text
3 Cut Removal of the selected text and paste in on another document
4. Most companies/organisations have a procedural document to ensure complete uniformity
in formatting and preparing all documentation, signage, and any other form of identifier
consistent with the company’s brand. What is this procedural document called?
 Branding
5. What organisational requirements/standards need to be considered when designing
and formatting the layout of a document or template? List at least four.
1 The contents of the document are an important factor which affect the decision relating to the
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designing and formatting of documents.
2 Decisions regarding the text which is to be included along with font size, alignment and
structure.
3 The template which is to be designed by the management of the business.
4 Requirement of proper format which is to be followed by the business.
6. Four pieces of business equipment are available in an organisation:
 A computer
 A scanner
 A photocopier
 A printer
Decide which piece/s of equipment to use in each situation in the following table:
Situation Equipment used
A hard-copy report to be reproduced 10 times A printer
A hard-copy photograph needs to be placed in an e-newsletter A scanner
A proposal needs to be written and 50 copies made A photocopier
A hard-copy accounts statement needs to be updated and
emailed to an accountant. A computer
7. You have been asked to produce a marketing flyer for your organisation by a certain date.
To successfully meet the document design and layout, you need to get a brief to define the
scope of the document.
a) What details would you require in the brief to ensure you met the desired requirements
of the document?
 There is a need for the identification of the requirements of the companies for
designing as well as producing the documents
 Another need is the evaluation of the IT capabilities of the organizations for the
purpose of designing and producing the documents
 Next is the identification of the types of documents that the organizations use
and require
 It is needed for the establishment of the standards of documentation and
designing the summary of tasks 16
b) List the steps required to create a timeline for producing the document.
 Establishment of the criteria for creating document
 Identification of the purpose of the document in the first place
 Identification of the needs of the user
 Collection of the needed information along with the preparation of the draft
document
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 Reviewing along with proofreading
 Publishing
8. You are having issues inserting a picture using Microsoft Word. Go to the Microsoft Office
website at https://support.office.com and search the website for a solution.
a) Find an article on the site that helps your solve your problem.
Support.office.com. (2019) Available at: https://support.office.com/en-us/article/Insert-
scanned-text-or-images-into-Word-B4AE150E-319F-4E18-B27B-418F1D690823 [Accessed 1
Jan. 2019].
b) Summarise the key points of the article and how to overcome your problem.
 Edit Document – the need is the insertion of a picture from My Computer or Web
 It is needed for the selection of specific options to format with the help to select a
Picture Tools ribbon with the Format tab.
The problem can be solved by following the instructions which is for inserting an image in
a word document for which proper knowledge is to be obtained.
9. Match the beginning of the sentence or paragraph (part A) to the correct ending (part B) to
show your understanding of certain processes. Record your answers in the blank table below:
Part B of sentence/paragraph
is used to find and replace text, formatting, paragraph marks, page breaks and other items.
what computer software you are using, what sort of business document it is and the nature of the
modification.
convert the file that the scanner created to TIFF format. You can use Paint or another program to convert
the file.
a file management application designed to manage files, folders and drives.
ensure that all screens that are open in the program are closed correctly prior to closing the application.
you can click the Mark as Final command.
consistent, simple and meaningful when being saved as this aids the identification and retrieval of
documents.
ensure that you understand the method of saving prior to exiting, which is applicable to the program you
are using.
a document is not saved correctly or frequently or the computer program stops performing its expected
function.
Part A of sentence/paragraph Insert correct part B of sentence/paragraph
If you want to edit a document that is
marked as final…
One can click the Mark as Final Command.
Naming methods of documents need to
be kept…
Simple, consistent and meaningful at the time to save this
because this leads to identify and recover the documents.
Windows Explorer is… an application for managing files and it is designed for the
effective management of drives, folders and files.
The find and replace feature in Office
2010…
is utilized for finding as well as replacing certain items like page
break, paragraphs, marks, texts and others.
Data loss occurs when… a document has not been saved in the correct manner or the
computer stops performing the required functions
When exiting an application you need to Ensure that there is proper understading of the method to save
before existing and there is applicability of the used program
The modifications you make will depend
on…
What is the computer software that is being used, whar is the
nature of the business documents and what is the nature of the
modification
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Always save prior to exiting and… Ensure that there is proper understading of the method to save
before existing and there is applicability of the used program
When editing a scanned document… alter the file created by the sanner to TIFF format. There is
option for using Paint or another program for converting the
files.
10. If you are currently working, choose one business document from your workplace. If you
are not in the workplace, choose a brochure or business document from a local
business.Answer the following questions:
a. What factors do you think influenced the design of the document?
 Content
 Logo
 Graphics
b. Explain why it is important for a business to maintain style design features when
creating these type of documents.
 It has major importance because it allows in easy maintenance of perception,
consistency, time save, professionalism, integrity and money.
c. Are the style design features of this document consistent throughout? What impact
does this have on its readability (positive or negative)?
 Yes it is as it provides assistance in creating immediate as well as lasting
impression; at the same time, it can be recognized in any medium
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Task 2 – Case Studies
CASE STUDY 1
Lucy works as a Personal Assistant. As part of her role she has to prepare documents for her
manager, who is going to make a presentation to all staff next week. He has asked Lucy to
create the presentation, including the presenter notes.
Lucy found the Company’s style guide for creating presentations and designed the
presentation accordingly. She used consistent design principles throughout the presentation.
She prepared presenter notes and made a hard copy. The presentation included some
photographs that Lucy had to scan before she could insert them into the slides.
a) List the types of business equipment that Lucy would have used to design the
presentation.
Computer, Mouse, Laptop and Keyboard
b) List the types of business software that Lucy would have used to design the
presentation.
Microsoft Powerpoint
c) How did Lucy ensure that the style of the presentation met with the requirements of the
Company and that she used consistent design requirements throughout the presentation?
With the help of the steady observation of a company’s styale, features, designs
CASE STUDY 2
Mark works as an office administrator in a large organisation. One of his duties is to design
presentations. These are sometimes for the board of directors and sometimes for his colleagues.
One day Mark was asked to put together some information describing the progress of a new
project. Mark assumed this information was for his colleagues. He wrote a detailed report
outlining the project’s progression.
When the time came for the document to be used, Mark discovered that it was for the board
of directors who had little knowledge of the new project! They prefer visual presentations
rather than the text-based documents, as they don’t have the time to read them. Mark had no
time to change the document.
a) Mark did not design the document for the intended audience. What might be the
consequences?
 The consequence can be the absence of clear communication between the
reader and document and it can contribute to the lack of correctness in the
skills and knowledge of the users
b) Mark should have clarified two points before beginning the task. What are the two points?
 Identification of a reader
 Identification of the purpose of a document
c) Explain why it is important to clarify the purpose and audience of a document before
design begins?
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 With the help of the clarification of the Purpose and Audiance, person will be enable
in designing a document according to the understanding as well as expertise of th
audience. In addition, it will be easier in communication in case the preparer has
the knowledge about the purpose of the document
Task 3 – Workplace project
You are required to design and produce two (2) business documents from the following
scenario options.You must use the M&W Bookkeeping Corporate Style Guide
attached, including fonts and logos in both documents.
Your submission must contain the following:
 Two (2) documents designed by you and produced using two (2)different software
applications.
Both documents need to be submitted in their original format to enable the assessor to
review the formatting. For example, if you are submitting an Excel document then this must be
submitted as an .exe file, not ‘Cut and Pasted’ into a word document or exported to PDF. (NB:
The AAMC Training portal is limited to 20MB per file.) If you experience any issues uploading
any files, please contact our office.
 A separate document (using the template attached), explaining how you:
a) selected and preparedyour resources for each document.
b) designed each document.
c) produced each document.
d) finalised each document.
e) stored each document.
BACKGROUND INFORMATION:
Mary and William (husband and wife) have recently left ADJ Accounting services where they
met several years ago. ADJ recently moved location to another state and whilst Mary and
William were offered positions they decided that due to family commitments that they would
remain in Victoria.
The couple wish to set up their own bookkeeping business. William is a qualified CPA and has
built up some good clients over time with ADJ. ADJ do not have a problem with him making
contact with the clients. Mary is a qualified bookkeeper. The new business will offer
accounting and bookkeeping services to new and existing clients.
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CORPORATE STYLE GUIDE
Font:
Arial Arial Bold
ABCDEFGHIJKLMNOPQRSTUVWXYZ
abcdefghijklmnopqrstuvwxyz
1234567890!@#$%^&*( )
ABCDEFGHIJKLMNOPQRSTUVWXYZ
abcdefghijklmnopqrstuvwxyz
1234567890!@#$%^&*( )
Corporate colours:
CMYK RGB HEX PANTONE
0, 75, 100, 0 233, 93, 15 #e95d0f 1595 C
70, 20, 0, 20 51, 139, 184 #338bb8 542 C
0, 0, 0, 100 0, 0, 0 #000000 Process Black C
Logo:
Minimum size of the logo must be no smaller than 318 x 56 px wide, or 4.0 x 0.70cm on printed materials.
Logo must be sized equally and must not be distorted.

  
Select two (2) of the following four (4) options, ensuring that you produce two (2)
documents using at least two (2) different software applications.
Each document must incorporate the above M&W Bookkeeping Corporate Style
Guide, i.e. logo, fonts and colours. The logo must be copied and pasted into your
documents.
1. In setting up their own business William and Mary would like to understand their expenses
versus available funds to ensure they have enough savings to cover all required costs.
Insert the following figures into a M&W Bookkeeping corporate styled excel spreadsheet.
Using the ‘sum function’ calculate the amounts to produce the total outcome. These
figures cover projected operating expenses for the next 12 months.
Available cash $100,000 in savings with Westpac
Expenses
$10,000 fittings and fixtures (including tradesmen expenses)
$8,000 utilities (including connections)
$15,400 rental
$5,000 office equipment & stationery
$10,000 marketing and advertising
$3,000 for insurance
$39,000 living expenses
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2. Mary would like to produce a marketing flyer advertising the services the business
provides. She would like to be able to send this via email or print out flyers to hand to
potential clients. The marketing material may be created in Word, PowerPoint or similar
software and should include the following:
 The name of the business
 What they offer
 Contact details and location
 Hours of operation
You may wish to include a catch phrase or value proposition such as, “competitive prices”
or “we will match your current provider”.
3. It is important forWilliam to understand his client’s requirements and ensure he matches
the product/s to meet these specific needs. Using a relevant software program, create a
template document that can be used to collect relevant client data including some of the
following points:
 Name and contact details of the person in charge of accounts.
 What does your business sell/offer?
 Are you a state based or national client?
 If you are a national company, what states you operate in. (You may like to name the
states and have then circle the relevant ones)
 Average gross income per annum.
 Average gross expenses per annum.
 What the business would like to earn/achieve per annum.
4. William would like to present his products to a prospective client. Using PowerPoint or a
similar software application prepare a useful presentation for the new client. The
information presented should include the following:
 What the business does
 The level of expertise and background of Mary and William
 How it would benefit the business to use their services (i.e.; they offer ongoing
consultative services, cheaper prices, quality service, knowledge and expertise etc.)
NOTES:
 Your submission may be rejected if you fail to incorporate the Corporate Style Guide in
each document as requested.
 Please also ensure you complete and upload the business document explanations
template on the following page.
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BUSINESS DOCUMENT EXPLANATIONS TEMPLATE
DOCUMENT 1 DOCUMENT 2
Name of document M&W BOOKKEEPING M&W BOOKKEEPING
Type of document EXCEL PDF
Company/Client
initial requirements
Identification of the operating
expenses as well as available
balances with the aim to
ascertain the required balances
for starting the business
Marketing and advertising
How I selected and
prepared resources for
this document
There is the inclusion of some
calculations and thus, I selected
excel
It includes the printing of a
marketing material an thus, I
have selected PDF document as
it restrict anyone in making
changes in the document
How I designed this
document
Microsoft Excel Microsoft Word
How I produced this
document
I have opened the Microsoft
Excel and filled the required
details for available expenses
and balances. With the help of
the use of the Sum tools in
excel, I have summarized the
expenses with the aim to obtain
the available balance after
considering the expenses.
With the assistance of Microsoft
Word, few texts have been
incerted along with the pictures
for the finalization of flyer.
How I finalised this
document
With the help to save it on my
desktop.
With the help to save it as a PDF
file on the desktop
How I stored this
document
By clicking on save and
selecting the desktop as the
location
By clicking on save and
selection the desktop as the
location
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