Design and Produce Business Documents PDF

BSBITU306 Design and produce business documents
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Student details
Course name
Assessment name BSBITU306 Assessment
Surname Given name
Address Postcode
Email
Phone Phone (other)
Current occupation
Industry Years in industry
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AAMC Training is your own work and NOT the result of plagiarism or excessive collaboration, and that all
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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
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BSBITU306 Design and produce business documents
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.
Assessment instructions:
 Your answers to the task questions are to be typed into this document and uploaded.
 No assessment word count has been specified, although you are expected to provide good
quality answers to the questions.
 Although some general discussion between students covering the assessment is allowed,
your responses to each of the questions must be an individual effort.
Task 1 – Short answer questions
1. List three types of software applications that can be used to produce business documents.
1 Excel Spreadsheets can be used for the purpose of demonstrating financial
estaimates of a business.
2 MYOB Software can be used by a business ti generate financial reports
depending on the nature of report which is required by the business.
3 Xero is financial software which is used for generating reports which
demonstrate financial performance of a business during a period.
2. List at least three factors that will affect the decision of what software to use to produce
business documents.
1 The outcome and accuracy of the software which is used for generating
appropriate report.
2 The usefulness of the software and the nature of report which is generated by
the software
3 The technology which is used by the software and how efficient the same in
generation of reports. A technologically advanced software would be providing
better results in comparison to any other option.
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
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Example: Copy Allows you to duplicate a section of text.
1 Find and
Replace
This is an important function as this allows the users to search and
pinpoint certain words in the business documeny and replace the
same. One click can change entire document by replacing the
required word
2 Inserting
Watermark
Business often requires sending important business documents to
third parties and therefore in order to protect the content of the
document with minimum editing function, a watermark can be
inserted. This also acts as a brand logo of the company and
effectively helps in promotion of products of the business.
3 Change in
Layouts and
Templates
Business documents which are prepared in word document comes
with the option of change in layout and template which makes the
business document more professional and attractive. In addition to
this, this also helps in better designing of the business documents.
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?
The procedural document which ensures complete uniformity in formatting and preparing
all documentation and serves as different identifier for a business is the code of conduct
document which is formulated by the senior management of the company
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 business needs to recognise the visual, font size and margins while
presenting information in a business document.
2 The writing style and alignment of the sentences along with spelling mistakes
needs to be checked in an appropriate manner.
3 The layout of the document and protocols needs to be followed for graphic
images if any included.
4 Ocassional use of logos and brand name in the document so that the document
can have a official status
6. Four pieces of business equipment are readily available in any 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 photocopier
A hard-copy photograph needs to be placed in an e-newsletter
A scanner
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BSBITU306 Design and produce business documents
A proposal needs to be written and 50 copies made
A printer
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?
The marketing flyer needs to be designed in an appropriate manner considering
professional requirements of the business. The design of the documents and formatiing
of the document should be appropriate and special consideration should be placed for
ascertaining if proper logo and watermarks are maintained. In addition to this, proper
signature and product specification should be present in the document so that
appropriate sales can be generated from the same.
b) List the steps required to create a timeline for producing the document.
The steps which are required to create a timeline are appropriately listed below in
details:
 Ascertain the scope of the document and what the content would be for the
document.
 Create a work breakdown structure for the document and also the content
which is to be included.
 Properly format the document and ensure that proper writing style and pattern
is followed for the document.
 Determine the considered audience for the document and review whether any
other specification is required or not.
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. Once found,
summarise the key points of the article and how to overcome your problem.
The insert function of the word document is not working properly and while inserting
picture only the outline for the picture is appearing. The steps which can be taken in order
to avoid such a situation from arising are listed below:
 In the word option there is an advanced tab where one can go to online web tab.’
 From her settings needs to be changed in the picture tab and the pixel range needs
to be set at 96 per inches instead of 120.
 This would help in optimizing the problem and ensure that the pictiure which is
intended for the word document is properly pasted.
The solution which was given from the web support for word document significantly helps in
solving the problem and thereby helped in timely preparation of the word document. In
addition to this, one other setting which can be availed is the alteration of compression
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BSBITU306 Design and produce business documents
settings of the system which would also ensure that resolution of the picture is maintained
and the same is properly pasted in word document.
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 table below:
Part B options:
 a document is not saved correctly or frequently or the computer program stops
performing its expected function.
 a file management application designed to manage files, folders and drives.
 consistent, simple and meaningful when being saved as this aids the identification and
retrieval of documents.
 convert the file created to TIFF/JPG/PDF format. You can use Paint or another program
to convert the file.
 ensure that all open programs are closed correctly prior to closing the application.
 ensure that you understand the method of saving prior to exiting, which is applicable
to the program you are using.
 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.
 you can click the Mark as Final command.
Part A of sentence/paragraph Insert correct part B of sentence/paragraph
If you want to edit a document that
is marked as final…
you can click the Mark as Final command
Naming methods of documents
need to be kept…
 consistent, simple and meaningful when
being saved as this aids the identification
and retrieval of documents.
Windows Explorer is…  a file management application designed to
manage files, folders and drives.
The find and replace feature in
Office 2010 is used to…
 find and replace text, formatting,
paragraph marks, page breaks and other
items.
Data loss occurs when…  a document is not saved correctly or
frequently or the computer program stops
performing its expected function.
When exiting an application you
need to…
ensure that all open programs are closed correctly
prior to closing the application
The modifications you make will
depend on…
 what computer software you are using,
what sort of business document it is and
the nature of the modification.
Always save prior to exiting and…  ensure that you understand the method of
saving prior to exiting, which is applicable
to the program you are using.
When editing a scanned document…  convert the file created to TIFF/JPG/PDF
format. You can use Paint or another
program to convert the file.
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BSBITU306 Design and produce business documents
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?
The factors which influence the design of the document which is being created afre
listed below:
 The content of the document and how important is the design to ensure that content is
well documented.
 The margin and layout which is used for covering the message which is portrayed in
the word document.
 The designing of the business document is also important for properly classifying the
information which is shown in the business document. This would make the information
more highlighted and the it can effectively cover the message.
b. Explain why it is important for a business to maintain style design features when
creating these type of documents.
The business documents must be properly formatted and designed in order to
demonstrate a professional conduct and also to ensure that every detail is effectively
portrayed in the business document. Effective designing of business documents
ensures that it provides guidelines for the way a brand should be presented from both
a graphic and language perspective. The message can be portayed in more ways than
one if effective formating and designing is followed. In addition to this, effective
designing also ensures that multiple contributors create in a clear and cohesive way
that reflects the corporate style and ensures brand consistency through the message
which is portrayed.
c. Are the style design features of this document consistent throughout? What impact
does this have on its readability (positive or negative)?
The style and design of a business document needs to be consistent so that proper
consistency is maintained in the financial situation of the business. If proper
consistency is maintained throughout the document and the same positively affects
the readability of the document and promotes transparency in delivering information.
The style of the document also promotes professional behaviour in the business and
therefore the same needs to maintained in case of any business documents.
Task 2 – Case Studies
CASE STUDY 1
Mary-Jane McCoy is the Office Manager for DNZ. As part of her role she has to prepare
documents for her manager, Paul, who is going to make a presentation to all staff next week.
He has asked Mary-Jane to create the presentation, including the presenter notes.
Mary-Jane uses DNZ 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
Mary-Jane had to scan before she could insert them into the slides.
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BSBITU306 Design and produce business documents
a) List the types of business equipment that Mary-Jane would have used to design the
presentation.
Mary Jane could have used projector and laptop for appropriately presenting as well as
designing the business document. In addition to this, Mary Jane can use software programs
such as PowerPoint and visme for preparing the presentation so that the same is effective
for all the parties. It is to be further noted that appropriate tools are provided in power
pont as well as visme for designing a business and the same would be efficient in
appropriate designing of the business document of Mary Jane.
b) List the types of business software that Mary-Jane would have used to design the
presentation.
The software which could bee used by Mary Jane for designing the business document are listed
below in point form:
 Visme can be used which is a cloud-based presentation tool that allows a user to create
highly visual presentations to engage viewers and communicate your ideas.
 Pitcherific is not only a presentation solution, but also a platform for enhancing
presentation skills of individuals and provides appropriate presentation solutions. The
programs is basically template-based that provides guidance through the presentation
creation process.
 Canva is another option for designing and it is basically an online platform that provides
templates for wide varieties of business-related publications, like resumes, newsletters,
business cards, media kits, brochures.
 Power Point is the most popular option for making presentation and therefore the
same is quite preferred everywhere. However, Microsoft has other tools that can
introduce a new level of practicality to the standard presentation. It recently introduced
the ability to create live and on-demand events in Microsoft 365. This is an more efficient
tool which can be used for enhancing the presentation skills for a business and enhances
the communication process for a document.
c) How did Mary-Jane ensure that the style of the presentation met with the requirements of the
Company and that she used consistent design requirements throughout the presentation?
In order to ensire that a proper designing pattern is maintained, Mary Jane followed the
principles of designing which was applicable in the company In addition to this, Mary Jane also
maintained a certain level of designing principles and maintained presenter notes so that the
same is compatible with the presentation which is provided . In addition to this, Mary Jane has
alsio maintained a hard copy of the presentation so that in case of any fault, changes can be
made in the file and appropriately presented.
CASE STUDY 2
Paul has asked Mary-Jane to put together some information describing the progress of a new
project. Mary-Jane assumed this information was for the credit representatives of DNZ. Mary-
Jane wrote a detailed report outlining the project’s progression.
When the time came for the document to be used, Mary-Jane discovered that it was for new
business referrers 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. Mary-Jane had no time to change the document.
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BSBITU306 Design and produce business documents
a) Mary-Jane did not design the document for the intended audience. What might be the
consequences?
The document was in appropriately designed for an inappropriate auidience and therefore
the same would have a severe impact on the outgoing of the meeting and affect the
operational process of the business.
b) Mary-Jane should have clarified two points before beginning the task. What are the two
points?
She needed to clarify whether the layout would be a presentation or a detaled report for
the purpose of advice. In addition to this, the form of presentation which would be
preferred by the clients also needs to be lcarified.
c) Explain why it is important to clarify the purpose and audience of a document before
design begins?
The designing process requires resources and time investment whichif done wrong can
hamper the operations of the business and also impact the efficiency of the business in a
bad manner.
Task 3 – Workplace project
You are required to design and produce two (2) business documents. You must use the
DNZ Financial Services Corporate Style Guide (see below), 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 prepared your resources for each document.
b) designed each document.
c) produced each document.
d) finalised each document.
e) stored each document.
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BSBITU306 Design and produce business documents
Select two (2) of the following three (3) options, ensuring that you produce two (2)
documents using at least two (2) different software applications.
Each document must incorporate the DNZ Financial Services Corporate Style Guide,
i.e. logo, fonts and colours. The logo must be copied and pasted into your documents.
OPTIONS:
1. Paul has asked you to prepare an appropriate expenses vs cash in bank report for the
upcoming “First Home Buyer” event. You have determined the following costs and now need
to place the information into excel format for presentation to Paul.
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
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BSBITU306 Design and produce business documents
$5,000 sponsorship fee for event
$3,000 merchandise and brochures for the event
$1,000 stand prize
$2,500 equipment for the stand
$500 staff attendance fee
$1,000 insurances
$280 delivery of stand merchandise
2. Paul would like Mary to produce a marketing brochure for the First Home Buyer Event. He
would like this to be printed on professional paper in A4 format and has asked for 200
copies. The marketing brochure may be created in Word, PowerPoint or similar software
and should include the following:
 The name of the business
 The types of loan/lease products they offer
 Contact details and location
 Hours of operation
You may wish to include a catch phrase or value proposition such as, “Competitive
products and services” or “Helping you choose the best finance for your situation” or “Let
us take the stress out of finding the right finance solution”, or make up your own!
3. Paul would like to capture some basic information regarding potential clients from the First
Home Buyer event. This information will allow the attendees to also go into the draw to win
the major prize giveaway.
 Name, email address and contact telephone number
 Are you looking for your first home?
 Have you already found a home you would like to buy?
 Are you currently living at home or renting?
 Are you working with another salesperson/finance broker?
 How soon would you like to move?
 Do you have savings or funds towards the purchase?
 Are you and your spouse (if applicable) currently working?
You may wish to get more creative with this document by placing yes/no boxes to be ticked
next to each of the points above or you may even like to ask if they work full time, part time
or casual.
NOTES:
 Your submission will 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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BSBITU306 Design and produce business documents
BUSINESS DOCUMENT EXPLANATIONS TEMPLATE
DOCUMENT 1 DOCUMENT 2
Name of document
Type of document
Company/Client
initial requirements
How I selected and
prepared resources for
this document
How I designed this
document
How I produced this
document
How I finalised this
document
How I stored this
document
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