Document Production Processes

Running head: DIPLOMA IN PROJECT MANAGEMENT 1
Diploma in Project Management
Name:
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DIPLOMA IN PROJECT MANAGEMENT 2
Assignment 2
1. Document production processes
These include the following:
 Determining which items should appear on the documents and creating a draft to which some
comments can be added to by the team and incorporated for a more complete document
(Joslin & Müller, 2016). This is done by a word processor such as Microsoft Word or a
Spreadsheet such as Microsoft Excel if the documentation is of a financial nature and
requires calculations (Sánchez, 2015). The type of information to go into the documentation
will mainly be determined by the type of document. For example, a document to be used for
financial purposes will require different information from a document to be used for
information purposes in the organization.
 The draft created in the previous step is then proofread to eliminate all possible errors and
mistakes before a final draft is produced, this final draft is also checked for mistakes one
final time (Kerzner & Kerzner, 2017). When the draft is produced, it has to be checked to
ensure that it has captured all the required information; and that the information is captured
in a concise way. Proofreaders should check out for common pitfalls regarding documents;
the chief one being ambiguity of meaning conveyed by the information.
 The ready text is then laid out according to the demands of the final document and the layout
also reviewed again to ensure that it is perfect. It may be laid out in MS Word on in Adobe In
Design (in case of a publication) (Hosono & Shimomura, 2017). Document layout may be a
simple or complicated process which needs to be carefully considered. The designer of the
document has to approach the design from the perspective of the reader or customer of the

DIPLOMA IN PROJECT MANAGEMENT 3
document and see if it is suitable for the consumption of the user. For instance, does the
document layout present a neat arrangement, easy to use, where the reader can access the
required information easily?
 Master copies are then produced of the documentation which will be used to produce the
document in bulk in future (Nicholas & Steyn, 2017). It is important for organizations to
store their master copies in a secure way so that in case of future production, these can be
retrieved and used. With today’s technology, master copies can be stored in soft copies,
making it easy to retrieve and print these copies in future, or to adjust them to incorporate
recent changes and use them in future.
 Copies of the documentation are then produced based on the order or requirements
(Maříková et al., 2015). Organisations may choose to invest in expensive high technology
printers which may produce coloured or black outputs, or, if they do not produce a lot of
documentation, they may opt to outsource this function.
2. The table below represents the costs associated with the execution of ordinary
documentation:
Item Unit Cost No. of
units
Total
cost
Year 1
Purchase of MS Office suite (that will have MS
Word and MS Excel)
$48 1 $48
Purchase of CorelDraw Graphics Software $635 1 $635
Purchase of Foxit Phantom PDF Software $159 1 $159
Purchase of Adobe Creative suite for a variety of $1,299 1 $1,299

DIPLOMA IN PROJECT MANAGEMENT 4
tools to work on text and graphics.
Developing the design of the standard
documentation
$5 per page 30 $150
Printing costs of the documentation $ 0.1 per
page
2,100 $$210
Sub-total $2,501
Year 2
Printing costs of the documentation $ 0.1 per
page
2,400 $$240
$240
Year 3
Printing costs of the documentation $ 0.1 per
page
3,000 $$300
Sub-total $300
Grand Total $3,041
NB: the above prices are only indicative prices of the items listed, the real prices may mostly
be a bit lower than the cited prices. The prudent thing to do in budgeting is to quote a bit
higher in order to avoid funds shortages as is the case with conservative budgets.
3. Software applications associated with document policy.
The software applications that can be used here are:
 MS Office: for Microsoft Word and Microsoft Excel, which are used to generate general
documents and financial documents respectively.