Diploma of Business Administration - Manage Business Document Design and Development

This assessment covers legislative requirements for document design, standards development, IT capability evaluation, document templates, and more. It includes written questions and a case study report.

Business, Accounting and Finance
BSBADM506 Manage business document
design and development
Student Assessment
Student Name:
Student Number:

Written Questions and Answers
Assessment is all about collecting evidence and making decisions as
to whether or not a student has achieved competency. Students are
required to answer all the questions. Evidence is information gathered
that provides proof of competency. While evidence must be sufficient,
trainers and assessors must focus on the quality of evidence rather
than the quantity of evidence.
1. Describe the legislative requirements for information entry,
storage, output, and quality of document design. Your answer needs
to include legal, privacy and ethical requirements.
Identifying the archival resources of the Commonwealth (that is,
Commonwealth information of enduring value)
Preservartion of publically avauilable sources is also a legsilative
requirement
Supervision of commenwealtyh records is another essential legilstive
requirement ehich needs to be fulfilled effectivelly.
2. You need to develop standards which will be used to create new
documents for an organisation. What could be the organisation’s
requirements for information entry, storage, output and quality of
document design and production? Describe how you can identify the
needs and provide examples of the sorts of needs commonly found.
Make sure you include the 5 phases of document production process
in your description.
Clarity: It is important that the information inclued in the document
clearly communicates the issue so that miscommunication can be
reduced.
Organisation: This involves organising the information in a logical
order so that the information can be easily found.
3. You need to evaluate organisation’s present and future information
technology capability in terms of its impact on document design and
production. Describe how you can evaluate the IT capability and
ensure you include the limitations and budgetary considerations in
your explanation.
IT KPI's can be used such as systems reliability and network
performance.
4. During the process of evaluating an organisation’s present and
future information technology capability in terms of its impact on
document design and production, what information would you need
and what sort of things might come under scrutiny? Ensure you

include the applications and IT infrastructure categories in your
explanation.
Mean Time Between Failure (MTBF) is an important information which
can be used to showcase time between failure and provide efefcitve
evaluation of the IT cpabilities.
Mean Time to Failure (MTTF) is also useful in evaluation of IT
capabilities as it showcases uptime after resolution of a problem.
5. You are required to identify the different types of documents used
and required by organisation. Identify at least 5 examples and how
you would know what is required?
 Application Form (Offline Mode)
 Memorandum of Association and Articles of Association
 Name Reservation
 Constitution of Company or Replaceable Rules
 Form 410 – For reserving the name
 Information on the shareholders and directors
 Information on Registered Office Address
6. Consider this statement:
It is not necessary to focus on the organisation’s information, budget,
resources and technology requirements when establishing
appropriate standards for document creation. If standards will be
enough to deliver the appropriate quality of documents, this is all that
matters. Do you agree? Why or why not?
It is important because such information is needed by agencies and
internal stakeholders.
7. You work as the manager for a taxi company. You must design a
standard letter in which you explain that your organisation will now
allow clients to book a taxi over the internet. This service will be free;
however, your organisation will now charge a $10 processing fee on
all bookings which are made over the telephone. What do you need to
consider when create a document you could use as a form letter to be
sent to your clients who operate e-commerce businesses and another
which you could send to your cost-conscious retiree clients?
Concise nature of document needs to be the focus during such type of
situation.

8. How do you ensure document templates enhance readability and
appearance, and meet organisational requirements for style and
layout? What do you need to consider? Your answer should include
examples of the various layout features and style requirements.
There are different layouts which can be used to create document
templates for professional work. The first layout is print layout which
can show document as per the printing on the page breaks. There is
also draft layout which can be used while creating document templates
and modifying them as per different requirements. Character and
paragraph are two different styles in word which can be used to
emphasise information in templates.
9. You are the manager of a franchise and have recently redesigned
your organisation’s templates to account for a change in the
organisation’s branding. You have decided to ask the employees to
help you with testing of the new templates.
You discuss the documents produced from the templates with
members of the organisation’s board of directors, franchisees,
suppliers and customers. What needs to be considered to develop a
plan to obtain feedback on the changes which have been made? Give
2 examples of the questions you would ask the stakeholders.
The feedback loop is effective and communication is completed quickly.
The two questions I would ask are their view of documents needed and
how these documents can be simplified to gain desired objectives.
10. Consider this statement: Any functions you can use to automate
aspects of standard document production will create efficiencies and
improve the accuracy of documents. For this reason, employees
should be instructed to use them whenever they are available. Do you
agree? Outline your reasons why and include at least 4 examples of
complex functions.
Yes I agree because it essential foe effective functioning. The
complexity of a business firm depends on the scope of its expansion and
many other factors. Translating languages, creating equation, using
outline view and beautifying fonts with kerning are some complex
functions which can be used enhance a standard document.

11. Choose five examples of application software commonly used
within organisations. How would you match the requirements of each
document with the software functions to allow efficient production of
documents?
The windows operating system is an application software which is
commonplace. In addition to this, the mac operating system is an other
heavily used application software in professional environment. Apart
from this Chrome OS is an example of software which can be seen
being in daily use in workplaces. Finally there is also Chromebooks
which can be seen being used as a professional application software.
12. Explain what steps you would take to record and test the standard
text which you can amend using a macro: Example standard text
below.
I can change the font.
I can insert line numbers.
I can change the style of the text.
I can change the page layout to landscape.
Record a macro to:
a. Change the font in the second line to Arial Black.
b. Insert automatic line numbering.
c. Change the font in the fourth line to italics.
d. Change the page layout to landscape.
Make a note of the steps you took to record and test the macro to
make sure it does what is stated in the text. If not, re-record the
macro to ensure it meets requirements. Describe the steps you took
to conduct the testing.
The first step is to select the text and use the toolbar and the software
to make changes such as font and page layout. Then the document
needs to be saved.
13. You locate at least three versions of a document which an
organisation has used to explain one or more processes to employees.
You are asked to analyse the content, format and language style of
the notes. Assess whether, in your view, the notes are suitable for
existing and future users and explain your reasoning.
Notes are important because they can be used to create extra
information and communicate the context of information to receiver.

14. What do you need to consider when developing and implementing
training on the use of standard templates and macros and adjust the
content and level of detail to suit user needs? You will need to
identify and consider suitable types of training.
The primary consideration is the goal of the training which helps identify
the primary areas of the standard template winch needs to be tweaked
and changed in order to help the end user. In addition tot his the time
frame in which the training needs to be completed is also another
important consideration. Instructors led training is an example of
suitable training method. In addition to this virtual simulation can also
be used as method of training.
15. How do you produce, circulate, name and store master files and
print copies of templates and macros in accordance with
organisational requirements? Make sure you consider external
expertise.
The task of designing master files including templates and macros is
only given to individuals with hgh autority because these individuals
have the ability to identiofy the chages which need to be amde in order
to create such signifcant documentation.
 The first step is to design and create the template in microsoft
word and then select the file tab present in the ribbon section of
the word document.
 After this the next step is to find save as option by scrolling down
and saving the document as company name and master files in
my folder
 The final step is formatting which includes deciding a name for the
file, writing a description, and then saving it as Word
Template.dotx.
16. What are some monitoring strategies in the use of standard
documentation templates and macros? Identify at least 3 strategies
The first monitoring strategies is to use key performance indicators for
documentation to identify level of performance this can include usage of
consistent writing and number of modifications. In addition to this using
AI technology to check mistakes in use of standard documentation
templates and macro is also helpful monitoring strategy. Finally there is
also the strategy to enforce direct communication between employees
and leaders so that they are able to supervise effective usage of
templates and macros.

17. How do you evaluate the quality of documents produced against
documentation standards?
 Framework– This involves focusing on the formatting of the
document and making it as per standadized element of the
document.
 Uniformity– Ensuring consistancy of writing style and vocabularry
used also helps evaluate the quality of document.
 Comprehensiveness– This evaluating factor looks at the
comprehensive nature of the document and the information
provided for every type of end user.
 Control– This evaluating factor focuses on identification of clarity
and clear attainment of goals.
 Compliance– The attainment of legislative requirement also help
test the document against standards.
18. Consider this statement: Once you have developed
documentation standards which meet organisational requirements,
there is no need to spend time continually reviewing them. To do so
will only result in increased costs and time wastage and could lead to
inconsistency in documents produced from standard templates and
macros. Do you agree? Why or why not?
I do not agree with this statement. The reason for this is that reviewing documentation processes helps
identify any inefficiencies in document standardisation in relation to changes in external environment and
internal goals of the company. This type of modification is needed for keeping the standardised documents
and macros helpful for achieving company objectives in changing external environment.

Assessment Outcome Written Questions
Question Correct ()
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Assessed by ______________________________________________
Assessor Signature_________________________ Date _________

Project 1 – Case Study Report
Explain how your company should identify and monitor the implementation of
standard documentation templates and macros and make improvements in line
with organisational requirements. You need to cover:
 Develop strategies to assist people to use the standard documentation
 Provide training when needed (for both old and new employees)
 Adjust the content and level of details to suit user needs
 Distribute and store the documentation
 Organisational and legislative requirements for information entry, storage,
output, and quality of document design and production
 List external expertise considered
You will be required to write a report with a minimum of 200 words.
The Waterfall approach is a linear method with distinct goals for each
development phase. Teams that use waterfall spend a reasonable
amount of time on product planning in the early stages of the project.
This strategy can help employees at the company effectually utilise
standard documentation. The different layouts and styles available in
Microsoft word along with complex function can be used to make
necessary changes and adjust the document according to user needs.
This can involve using translation function to create standardised
documentation in different languages so that it can be easily utilised by
employees in international outlets. Email is the best way to distribute
standardised documentation as it helps reach employees remotely. In
addition to this the best way to store standardised documentation
templates and macro is to store documents in a removable flash drive
with password protection. It is also important to look at the primary
legislative requirement for storing and using documentation such as the
data protection legislative requirement to avoid any legal trouble. This
can be accomplished by gaining information about various legislative
needs applicable on standardised documentation. The external
expertise which need to be considered involves taking legal advise from
outside to carefully cover all legal requirements.

Assessor needs to use the below meeting performance checklist to assess the
Case Study.
Items Yes/
No
Comments
 Develop strategies to assist people
to use the standard documentation
 Provide training when needed (for
both old and new employees)
 Adjust the content and level of
details to suit user needs
 Distribute and store the
documentation
 Organisational and legislative
requirements for information entry,
storage, output, and quality of
document design and production
 List external expertise considered
Assessed by ______________________________________________
Assessor Signature_________________________ Date _________

Business, Accounting and Finance
BSBADM506 Manage business document
design and development
Assessment Outcome Record
In order to be deemed competent in this unit, the candidate must answer all
written questions correctly and satisfactorily complete all practical tasks. In
order to complete all practical tasks, all Observation Criteria need to be
satisfied, i.e. demonstrated and marked as an 'S'. The task summary outcome
must be noted as satisfactory to note the demonstration of a satisfactory
outcome for each practical task requirement.
Student Name
 Not Yet Competent  Competent
Comments
Assessor (Name)
Assessor Signature
Date