BSBITU306 Design and produce business documents - Assessment Cover Sheet, Short Answer Questions, Case Studies

This page contains study material for BSBITU306 Design and produce business documents. It includes Assessment Cover Sheet, Short Answer Questions, and Case Studies. The content covers topics such as types of software applications for producing business documents, factors affecting software selection, functions and features of computer applications for designing business documents, procedural documents, organisational requirements for document layout, and more.

BSBITU306 Design and produce business documents
Assessment cover sheet
In order for your assessment to be marked you must complete and upload all tasks
and this cover sheet via the AAMC Training Group portal. Your assessment tasks must
be uploaded in an electronic format i.e. Word, Excel, PDF or Scan. A maximum of five (5)
attachments (maximum 20MB each) can be uploaded for this assessment. Please see the
step-by-step instructions in your Member Area on how to upload assessments.
Student details
Course name FNS40815 Certificate IV in Finance and Mortgage Broking
Assessment name BSBITU306 FMB Assessment V2.2
Surname SINGH Given name GAGANDEEP
Email [e-mail]
Phone [phone] Date 03/08/2018
When you upload your assessment you will be asked to confirm that your assessment
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
referenced appropriately. AAMC Training may conduct independent evaluation checks and
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
email advising you if you have been assessed as satisfactory. If you are marked as not yet
satisfactory you will be contacted and asked to provide additional information or re-visit the
assessment and re-upload your amended case study or written tasks.
Please contact our head office if you need assistance with your assessment:
Office: [phone] Fax: [phone] Email: [e-mail]
AssessmentV2.4 © AAMC Training Group A1

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.
Task 1 – Short Answer Questions
1. List three types of software applications that can be used to produce business documents.
1 MS WORD: In this software various types of word document like letter, report or any written
representation are recorded or prepared
2 MS POWER POINT: this office application is used to create presentation of a project.
3 MS EXCEL: in this application various types of calculation and accounting data are maintained
and prepared.
2. Which factors will affect the decision of what software to use? List at least three.
1 There are several factors that may affect the decision to use a particular software.
2 The required out come.
3 How this can be helpful in future.
4 Is there any additional technology needed.
3. Give a short description of a range of functions and features of computer applications that
can be used to design business documents. List at least three, the first is an example.
Function/Feature Description
1. Copy Allows you to duplicate a section of text.
2 Paste This allows to paste the copied data in a particular area
3 Cut This allows to cut any portion of the document
4 Undo This option eneable to get back to the earlier position.
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?
Procedural document:
A procedural document is the presented flow of procedure that are squally arranged and described.
The document is assertion of the workflow of every employee or the factors that are responsible to
A2 © AAMC Training Group AssessmentV2.4

BSBITU306 Design and produce business documents
perform the duties that are assigned to them. Further this is very helpful to segregate the duties and
responsibilities to the workers and employees who are engaged in the process. Work place
documemts are pepared and presented for various pourpose, tjis may convey the change in
production or providing dupport to ther customers, or may prepring the miniutes of the meetings
and others. The objective of the procedural document to implement the objective of the
understandability and to bulid the document communicative.
5. What organisational requirements need to be considered when designing and formatting
the layout of a document? Give at least four examples.
1 Purpose of the document.
2 The design can cover all the relevant factors that the company wants to convey.
3 The document must be concise.
4 Properly structured, i.e. the discussions and the components must be serially arranged.
6. Four pieces of business equipment are available in an organisation:
 A computer
 A scanner
 A photocopier
 A printer
Decide which piece or pieces of the above equipment to use in eachsituation in the
following table:
Situation Equipment used
A hard-copy report to be reproduced 10 times
A printer
And a scanner
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 this requirement 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?
In the marketing procedure, the success of the marketing depends on the proper and
constructive detail of the planning and the core area of domination that the company
is conveying to the public to make an influence on them to be a customer of the
organisation. The marketing procedure is a notification of the product or service that
AssessmentV2.4 © AAMC Training Group A3

BSBITU306 Design and produce business documents
the company is producing to its expected customer. For a successful marketing a
document must be require to ensure the goals and objective that are discussed here
under:
1. Promotion policy: this will define one of the various marketing policy that has been
chosen by the entity for this particular marketing purpose.
2. Product/ service characteristics: in this portion of the study the characteristic of the
product will be ascertain.
3. Price: Pricing is the main ingredient to lure the customer in the marketing procedure.
The customers are always attract towards the low pricing or discounted pricing
policies.
4. Packaging: the marketing document needs to be compacted to impact on the
customers. This means that the marketing tools needs to be overall attractive to the
customers, not only a single part. This will affect the customer choice.
b) List the steps required to create a timeline for producing the document.
It will take time to prepare the document, as there are many factors that are required
to be considered and a several of issues that may arise or impact on the customer are
required to be dealt with. Further the documents needs to be dealt in a particular time
log. The preparation of the documents may needs the following time:
1. Arranging all the documents: this will require 4-5 working days to collect.
2. Organising: For organising all collected data, it might take 1 day.
3. Evaluation: In the evaluation period, the discussion of the scoops and possibilities will
be discuses. This might require 1-2 working days.
4. Decision-making: in the documenting procedure all the factors and its impacts needs
to be ascertained and a detail discussion is required to make their on. This will take
around 2 days.
5. Notification and Sanctioning: this will take 3-4 hours to describe the steps that are
taken for producing the document.
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.
b) Summarise the key points of the article and how to overcome your problem.
Answer
In MS WORD application the picture and image can be inserted by
 Going to the insert tab on the top of the page and select pictures option for the images
that are available in PC.
A4 © AAMC Training Group AssessmentV2.4

BSBITU306 Design and produce business documents
 Select insert option and choose online pictures for pictures that are available on web
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…
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 screens that are open in the program 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 that the scanner created to TIFF format. You can
use Paint or another program to convert the file.
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?
Answer: a wde range of factors aare co9ndidred to be called as influencial for the
ptreparation of the document such as, audience, objective, secalability, comparability,
consistrancy and others. To represend the question the preparation of the payroll
document is designed.
AssessmentV2.4 © AAMC Training Group A5

BSBITU306 Design and produce business documents
The payroll is required to be design in such a manner that it must convey the here
under. Employee details. Salary or pay scale. Attendance of the employee. Payroll taxes. Basic wage. Dearness allowance. Increments. Total pay.
b. Explain why it is important for a business to maintain style design features when
creating these type of documents.
Answer:
The pourpose if the preparation of the document in the same style and format ti be
consistant in nature. Further it help in analysing the various data and making them
comparable.
c. Are the style design features of this document consistent throughout? What impact
does this have on its readability (positive or negative)?
Answer:
If the document are presented in the same way as it is dealing with the pervious year thyen
the consistency be evolped throught the service of the document. In addition to that the scalability
and the understandability to the audience will also be established. If the organization is able to
maintain aperticular form of document in the service period then this will surely left a positive
effect.
A6 © AAMC Training Group AssessmentV2.4

BSBITU306 Design and produce business documents
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.
In the preparation of the presentation, Lucy needs the following tools and application to
design the presentation:
1. Computer: to make the presentation, and designing.
2. Scanner: to scan the photos that are to be inserted in the presentation.
3. MS office Application: the presentation is prepared in the MS PowerPoint application.
4. Printer: to print the hard copy.
b) List the types of business software that Lucy would have used to design the presentation.
In the preparation of the presentationLucy needs the following application to deal with:
1. MS OFFICE: power point
2. MS OFFICE viewer.
3. MS OFFICE Excel :
4. Format painter:
5. Adobe Photoshop :
c) How did Lucy ensure that the style of the presentation met with the requirements of the
Company and that she used consistent design principles throughout the presentation?
Every company or organisation has his or her own set of information that are required to be dealt
in the presentation. The principals are not only the guidance rather it has an immense effect on
the document or presentation that is made on the desire of the company. In the given case Lucy
AssessmentV2.4 © AAMC Training Group A7

BSBITU306 Design and produce business documents
may evaluate the presentation that is made by her with any other existing business document in
similar nature. If there any existing document is available then a comparison should be made.
Nevertheless, if there is no single document available in relation to such presentation then Lucy is
required to comply with the principal instruction and other documents. Further, it is to be noted
that the document or presentation is holding all the required information that the management
seeks from such presentation. The inputs and the alalisyed document that are provided to lucy is
constitant in all the aspect, this will readably applay an immance procedure of positive impact of
the client thoughts that the documents are consistant and providing adequate and compareable
data.
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?
In the meantime, Mark comes to know that the board of directors requires the project. The
board of directors knows a little about the project details rather they need a concise but
material information regarding the project. Nevertheless, due to the miss representation
the management may take mark as responsible as being the project manager mark has
not sought and obtain the conformation from the higher authorities to understand who the
intended audience are. As a presenter of the data and report’s mark himself cannot decide
the audience. Because of this, the board meeting might be cancel or the Board members
might provide some time to Mark to make an immediate presentation of that. However, it
will surely hamper the work. In the future Mark needs to be more careful relating to those
issues
b) Mark should have clarified two points before beginning the task. What are the two points?
In the beginning of the task mark need to clarify to points:
1. The audience
2. The purpose.
A8 © AAMC Training Group AssessmentV2.4

BSBITU306 Design and produce business documents
c) Explain why it is important to clarify the purpose and audience of a document before
design begins?
The audience: the audience are the user of the presentation that Mike is required to
prepare. Further, the understanding of the demands and the expectation are required by
the maker of the presentation to deal with the audience. If the users of the presentation is
the board of directors or the higher official staff then the presentation needs to be concise
and full of evaluation of the budgeted data with the original data. This will help the
management to take speedy decisions. Whereas if the audience in lower or normal
employees of the company who are arranging the project they require raw data and detail
discussion of the project and the reason of deficiency. This will guide the project team to
work more coherently.
Purpose: a purpose is said to be an objective of a work. The preparer of the presentation is
required to understand the purpose to understand the needs of the project. In addition to
that, the project is required orientation procedure. If the presentation is required to
evaluate then a comparison will be provide, it is required to finding the issues of the
project then the details of the problem and its remedial action will be provided in the
presentation.
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.
AssessmentV2.4 © AAMC Training Group A9

BSBITU306 Design and produce business documents
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.
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
mustincorporate the above M&W Bookkeeping Corporate Style Guide, i.e. logo,
fonts and colours.The logo can 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.
A10 © AAMC Training Group AssessmentV2.4

BSBITU306 Design and produce business documents
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
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:
AssessmentV2.4 © AAMC Training Group A11

BSBITU306 Design and produce business documents
 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.
A12 © AAMC Training Group AssessmentV2.4

BSBITU306 Design and produce business documents
BUSINESS DOCUMENT EXPLANATIONS TEMPLATE
DOCUMENT 1 DOCUMENT 2
Name of document 245432 project 245432 project
Type of document .ppt exel
Company/Client
initial requirements
Make presentation of the
services that is to be presented
to the client.
Calculation of the budget
statement.
How I selected and
prepared resources for
this document
In this document the sourece
data is used from the
questioning document.
In this document the sourece
data is used from the
questioning document.
How I designed this
document
In this the designed is created in
different slides, every slieds are
filled with relevant datas and
offrings of the M&W book
keeping to its client.
In this excel file work sheet is
choused and renamed according
to the requirement. And the
sourec data is used to define the
budgeted statement.
How I produced this
document
The document is produced by
taking 6 slides and filling them
with required criteria.
The document is produced
baarreging all expected
expencess of the William and
mery in the expencessheads
and areenging the available
cash and balance in the other
columns. The “Sum” function is
used to calculate the total
expencess, and that is
subtracted from the available
balance. The remaining is the
cash in hand.
How I finalised this
document
The document is finalised by
reving the slids in the slide
show.
Then document is finalised be
rechaking the calculation
funcetion.
AssessmentV2.4 © AAMC Training Group A13

BSBITU306 Design and produce business documents
How I stored this
document
The document is saved by
prssingctrl+s option.
The document is saved by
prssingctrl+s option.
A14 © AAMC Training Group AssessmentV2.4