Improving Document Quality and Style Guide

This assignment requires the learner to go through a case study, identify issues with the current documentation templates, and update organisational standards in the style guide. The learner must also describe activities or processes to resolve quality issues and improve document quality. This task is part of the BSBADM506 assessment and involves revising templates with new names as per the organisational guide.

Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No:
110080 | CRICOS No: 03520G
Assessment Cover sheet
BSBADM506 Manage business document design and
development
Stud
ent
nam
e:
Bikramjit Singh
Stud
ent
num
ber:
FL170561
Decl
arati
on:
I declare that:
 This
assessmentismyownoriginalwork,exceptwhereIhaveappropriatelycitedtheoriginals
ource.
 This
assessmenthasnotpreviouslybeensubmittedinthisoranyothersubject.Forthepurposesofgr
ading,IgiveFrontier
Educationthepermissiontoauthenticatetheassessment,includingcommunicatingacopyoft
hissubmissiontoacheckingservice(whichmayretainacopyoftheassessmentonitsdatabasef
orfutureplagiarismchecking).
☐ This assessment is my own work
☐ I have retained a copy for my records
Sign
atur
e:
Bikramjit singh Date: 3/18/2018
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from the typed name of the sender to an image of the handwritten signature of the sender.
Assessor use:
Attempt Competent Not Yet
Competent Date
Initial NYC 23/03/18
Final / /
Assessor name: Suruchi Takhtar
Assessor
Signature
Name: BSBADM506 Assessment Version:1.0 LastReviewed: March 2017

Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
Date: 23/03/18
———————————✂———————————————————————
Submission Record Student Copy – BSBADM506- Manage business document design and
development
Student Name Bikramjit Sodhi
Student I. D Date:
Frontier Education Representative Name: Suruchi Takhtar
Frontier Education Representative
Signature:
Stakhtar Date:23/03/18
Notes to Students:
Student Assessment
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 Please ensure you complete the front cover sheet prior to submission.
You are required to:
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
ACTIVITY 1: MULTIPLE CHOICE
INSTRUCTIONS
Each multiple-choice question has four responses.
You are to answer all questions.
1. A hospital is developing templates for their patient records system. The various documents
are accessed and/or used by medical and administrative staff, patients and their families.
What are two general organisational requirements the hospital has established for design
and production of these documents?
Standardisation and consistency across all production methods and document
layouts. ☐
Document design meets organisational strategic and business planning
requirements. ☐
Documents are tailored to meet individual employee job roles and customer
service outcomes. 
Information is able to be entered easily by users and stored in an accessible
location. ☐
2. The hospital has well-established document and record management policies and
procedures. How will they aid document design and production?
They establish clear guidelines for levels of document security, dissemination of
patient information, formats for patient records and describe production
processes.

They identify when, where and how documents are used, storage requirements
and restrictions and version control processes. ☐
They define organisational terminology used in patient records, establish
legislative requirements and describe scenarios documents are to be used in. ☐
They provide step-by-step procedures for document use which guides
formatting and content standards. 
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
3. Patient records must comply with a range of legislative requirements. How do the
provisions of privacy and freedom of information legislation and regulations impact
organisational requirements for storage and dissemination of patient records?
Privacy legislation requires patient records to be secured in locked filing
cabinets while freedom of information ensures patients and their families can
access personal records.
☐
All medical and personal records for a patient must be held in patients’ rooms or
nursing stations so they can access them at any time. ☐
Both legislations require the hospital to develop control documentation so staff
can monitor the use, storage, dissemination and destruction of patient records. ☐
Patient records must be stored securely, access restricted and have
processes in place controlling dissemination of records and information to
others. Correct 
4. What is one technique you can use to identify what documents are currently used in the
existing patient records system and require templates?
Ask employees who currently use or maintain the records system. Correct

Investigate types of patient records online. ☐
Discuss document and information needs with patients. ☐
Survey all medical and administrative staff. ☐
5. Maintaining the new, updated patient record system might be beyond the capabilities of
the hospital’s current information technology. What basic capabilities do you need to
investigate?
If existing internal and external storage devices have the capacity to store
documents in all types of formats. ☐
If the existing computer hardware and software applications are able to process,
display, operate and store the documents you plan to develop. 
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
If current hardware and software systems have the ability for users to access,
update and store documents via the internet when not physically at the hospital. ☐
If system upgrades are available, at what cost and installation times so you can
make recommendations to the Board. ☐
6. Which statement best describes the general capabilities and applications of word
processing software?
It is used to create visual communication documents that use graphics and
images as well as text. ☐
Text, images, information and other content are inserted into slides that are
displayed as a slide show. ☐
Information and data is displayed and manipulated in rows, columns and cells. It
analyses data by applying preset or user-defined formulas. ☐
Uses features such as text editing, basic desktop publishing and language
checking and correction to create and edit documents. Correct 
7. What external sources of expertise are available to help you identify organisational and
information technology requirements?
Administration staff, other managers, software support staff. ☐
Government advisory bodies, health industry employer associations and medical
specialists. ☐
Software and hardware suppliers, graphic designers, health industry
consultants. 
External users such as clients, patients, customers, suppliers, medical
practitioners. ☐
8. What are three expenses you need to identify at the planning stage of the document
design and development process?
Payroll, purchases and service providers. Correct 
Recruitment and labour, information technology and printing. ☐
Computer system hardware and software purchases, upgrades and training. ☐
Fees and charges for external service providers, consultants and contractors. ☐
9. Which of the following are examples of organisational standards that must be established
for documentation?
Quality controls, record management, output processes, design elements. ☐
Design tasks, layout options, production timelines, style guides. ☐
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
Software capabilities, user interfaces, access and security procedures. 
Language, images and graphics, production processes, security. ☐
10.What is the role of an organisational style guide?
It establishes document design and content rules and standards which can be
applied across an organisation and within a document. ☐
It assigns formatting standards to all types of documents; across all software
packages they are developed in. ☐
It defines an organisation’s corporate image by enforcing consistency in the use
of images, logos and document layout. 
It guides employees in the correct use of document templates to ensure
standards are met consistently across the organisation. ☐
11.The document design process consists of three stages: design, development and
production. Which of these tasks is completed in the development stage?
Researching existing documentation and creating the first draft. ☐
Proofreading and producing the final draft. Correct 
Producing template masters and variations. ☐
Reviewing and revising the first draft, confirming formatting. ☐
12.How does using a suite of software applications from the same developer (e.g., Microsoft,
Apple, Google) aid design and development of templates?
It is cheaper to purchase and use software from the same suite as it reduces
staff training and ongoing printing costs. ☐
They offer pre-developed templates which don’t need modification and can be
implemented immediately by the business. ☐
Applications from the same suite are integrated, allowing automatic transfer of
formatting and design standards between different types of templates. ☐
Completion of design tasks is faster and easier due to consistency in
terminology, layouts, functions and toolbars. 
13.What are two easily accessible external sources of assistance you can use if you encounter
difficulties when completing design tasks during template development?
Employees and others who currently use the software application. ☐
Information technology help desk and hardware supplier. ☐
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
The application’s help facility and online support services. ☐
Expert consultants and other IT service providers. 
14.A hospital is developing templates for all documents in its patient records system. A factor
in the design process is the document’s general and specific purpose. What is the purpose
of a Patient Consent Form signed by patients prior to undergoing any medical procedures?
To detail legal and legislative terms, conditions, rights and responsibilities, and
record decisions and agreement. 
To gather patient data, statistics and personal information, and detail legislative
standards relevant to the patient and hospital. ☐
To instruct patients on their rights and responsibilities prior to and after a
medical event. ☐
To confirm patient agreement to all hospital rules, regulations, standards and
procedures. ☐
15.Alignment and proximity are two basic design principles used to enhance the appearance
and readability of a document. How do they do this?
They create connections between elements in a document, leading to a more
ordered and organised design. Correct 
They ensure consistency in the appearance of design elements by aligning them
with margins, page, cell and text box borders. ☐
By aligning text, images and graphics in structured, ordered patterns with
similar topics clearly linked by proximity to each other. ☐
By balancing and repeating elements of the document in an ordered pattern to
create an easily accessible format. ☐
16.What is white space and how does it impact readability and appearance?
It is the space around, above and below text characters. If individual characters
are too close, text is harder to read and documents look cluttered. ☐
It is the blank space around document design elements. It makes documents
more visually appealing and focuses the reader’s attention on its contents. 
White space is the area between an image or graphic and surrounding text. The
amount of white space determines the size and amount of text on a page. ☐
White space is used to balance design elements in symmetrical patterns so the
document looks organised, ordered and linked to related topics and information. ☐
17.The hospital is in the testing phase for their Patient Consent Form template. They want to
complete other tests to identify any issues before field testing it. Considering the purpose
of the document (as identified in Q4), which method would provide relevant feedback
Stress testing in abnormal situations. ☐
Checked by the relevant government body (e.g., Department of Health) ☐
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
Checked by an external graphic design company. ☐
Evaluated by their expert legal advisors. Correct 
18.Testing feedback has indicated some of the wording in the Patient Consent Form template
must be revised to meet legal and organisational requirements. What is the process for
amending the template?
Return the template to Stage 1 of the production process, make all necessary
changes and complete all other stages and steps in the process. ☐
Make amendments to the template, finalise template masters and commence
implementation procedures. ☐
Make amendments, proofread changes and test the template again to ensure it
meets requirements and standards 
Complete all other testing processes, return the template to Stage 3 of the
document production process, make all necessary changes and finalise template
design.
☐
19.What is a macro and why are they used in document design and development?
A series of instructions that perform complex functions or calculations in
spreadsheet and word processing applications to reduce the number of user
errors.
☐
A single instruction that automatically completes a series of instructions at the
same time to automate repetitive tasks and improve document usefulness. ☐
A range of icons that allow developers to easily perform complex image design
tasks in presentation slides and desktop published documents. 
An automated process that can be embedded into templates to ensure users
cannot change formatting, layouts and styles without appropriate approval. ☐
20.How can the advanced word processing function ‘form fields’ improve the usefulness of a
template?
Form fields import data from other documents into the template. It speeds up
document creation and reduces errors by using pre-tested material. ☐
Form fields are pre-formatted text boxes that document users fill in to gain
access to other advanced template design features. ☐
Form fields identify what type and where document users must enter
information, ensuring accurate, appropriate data is gathered. Correct 
Form fields use tick boxes, rating scales and true/false responses to indicate
responses to preset questions in surveys and tests. It speeds up completion and
ensures responses to all questions.
☐
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
21.A hospital is developing templates for all documents in its patient records system. One
template is a Patient Consent Form. It details legal rights, responsibilities, obligations and
waivers and is signed by patients prior to undergoing any medical procedures. Which two
advanced functions would be used to automate certain features in this template?
Formatting and style macros and text linking function. ☐
Form field function and formula macros. ☐
Text merge and import functions. 
Margin and page layout macros and text merge function. ☐
22.You are about to test advanced functions embedded in the Patient Consent Form. Why is it
important you test the operation of macros and other advanced features used in this
template?
To make sure they respond correctly in all types of situations and scenarios, the
advanced features are user-friendly and macros complete all calculations
correctly.
☐
Macros and other functions should be tested at the same time as all other
aspects of the template to make sure they meet organisational style guide
standards.
☐
To make sure they perform the task or function as expected, in the correct
manner without affecting overall document design and purpose. Correct 
It is important in case the advanced features and macros have not been
embedded into the document correctly as this will reduce the template’s
functionality.
☐
23.Which of the following testing methods will give you feedback about the operation and
effectiveness of macros and other advanced functions used in the Patient Consent Form?
Field test. Correct 
Expert evaluation. ☐
Standards check. ☐
Government body check. ☐
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
24.A hospital is developing templates for all documents in its patient records system. One
template is a Patient Consent Form. It details legal rights, responsibilities, obligations and
waivers and is signed by patients prior to undergoing any medical procedures. You have to
prepare written notes for medical staff to explain how and when the form is completed.
Which of the following is the best format to use?
Training documentation including PowerPoint presentation and trainer notes. ☐
A step-by step procedure with introductory explanation of uses. 
Flow chart indicating each step in completing the form. ☐
An informal explanation written as a blog located on the hospital intranet. ☐
25.What techniques can you use when developing explanatory notes for the Patient Consent
Form template to make sure it meets the needs of its intended audience?
Present all information using dot points for easy assimilation, include pictures of
every single step in the process and a pre-completed form for comparison. ☐
Prepare explanatory notes in different formats to meet different users needs,
such as a procedure, a flow chart and a video. ☐
Use a writing style that’s appropriate for your audience, keep sentences short
and use visual aids if necessary. Correct 
Determine who the notes are being developed for, and when and how they will
be used before commencing writing. ☐
26. The new patient record templates are about to be implemented. The
administrative team that maintains patient records need to learn how to access,
use and store the new templates. Knowing that there is a limited budget, what type
of program would you develop for these experienced, long-term employees?
A generic group program presented as general information sessions. ☐
A tailored group program that covers template processes. Correct 
An individual program tailored to each employee’s identified knowledge gaps. ☐
An individual program designed to encompass procedures for all new templates. ☐
27.A new employee has joined the administration team three months after the templates
have been implemented and staff training completed. The only learning aids developed at
this point are written procedures. Based on this information, which of the following
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CRICOS No: 03520G
BSBADM506 - Student Assessment
learning and development activities will you implement to help the new employee learn
how to use the templates correctly?
E-learning. ☐
Workshops. ☐
Formal training. ☐
Coaching. 
28.What are two costs directly associated with the implementation of standard
documentation?
Payroll and lost production. ☐
Fees and charges for external training providers and contractors. ☐
Document production and office equipment. 
Printing and archiving of obsolete documents. ☐
29.What are two basic procedures that should be followed when creating master templates?
Master templates must be stored in both electronic and hard copies to ensure
they are accessible to all staff. ☐
Master templates should have file and formatting protections in place and must
be named using organisational naming conventions. Correct 
All master templates created using word processing or desktop publishing
software should be saved as PDF files to protect template formatting. ☐
All master templates that contain macros must be protected and given a higher
security clearance to protect automated formatting and data. ☐
30.The new Patient Consent Form has a version control number in its footer and file name.
What is the purpose of this numbering system?
To track changes and make sure the most up-to-date version of a template is
being used. 
To monitor usage of the template by counting the number of times it is
downloaded and by whom. ☐
It indicates what stage the template is at in the document design process so
designers and users know which documents are ready for implementation. ☐
It is used to track and store templates correctly by using numbers to indicate
the section, department, work area and team the template is used by. ☐
31.A hospital has recently developed and implemented templates for documents in its patient
records system. Which technique can you use to monitor if employees are using the
templates and macros during the first three months after implementation?
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
Record number of requests received for further training and development on
using the templates or their advanced features. ☐
Email all hospital staff on a regular basis and request feedback on when and
how they use the patient records templates. ☐
Monitor type and amount of feedback and queries received from staff via email,
telephone and face-to-face conversations. 
Develop and distribute monthly formal surveys to all administrative staff
requesting feedback on usage and effectiveness of the templates. ☐
32.It’s three months after the patient records templates were implemented. You want to
check the quality of documents produced using these templates. Which of the following is
an effective method of evaluating document quality at this point in time?
Conduct an audit on all printed and electronic documents developed from the
templates. ☐
Ask all employees who use the templates to complete a survey that evaluates
the effectiveness of the templates and the documents produced from it. ☐
Interview a random sample of patients to gain feedback on the useability,
readability and appearance of documents and to evaluate design standards. ☐
Check a random sample of completed documents against organisational and
template standards and style guides. 
33.How often should documentation standards and templates be reviewed against the
hospital’s organisational needs?
As required by organisational policies and procedures or continuous
improvement processes. ☐
Every time relevant legislation and regulations are updated. ☐
Templates should be constantly under review to ensure they meet all
organisational requirements. 
When requested by users and other stakeholders. ☐
34.After a review process was completed, a number of templates had to be modified to
improve performance. Two had significant changes made to their layout and macros used
in them. How should these changes be planned and implemented?
As the templates had significant modifications, they should go through all
stages of the document production process to ensure they meet style and
☐
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
design standards.
Review the templates to gain feedback on the changes, then finalised, updated
templates communicated to all users and affected stakeholders. (Correct) 
All modifications must be approved prior to implementation. Once changes are
made, updated templates are renamed and saved on the organisation’s
intranet.
☐
Proposed improvements to the templates are communicated to stakeholders,
approval gained, modifications made, templates reviewed and feedback sought. ☐
CASE STUDY 1
Hi, Kelly here. Thanks for helping me with this project! Let’s start with some background
information.
Kingfisher Garden Centre has an intranet that’s accessible to all employees in the
organisation, both in head office and all of our stores. Until recently, we had only a few basic
templates for letters, emails and other common documentation.
Everybody tended to modify the original template to suit their specific purpose. As a result,
there is little consistency in our documentation. Just think of all the time that’s been wasted
while everyone creates their own documents instead of using a template!
Our marketing manager has started developing style standards for all marketing and
advertising materials so we present a consistent, professional brand and public image. My
administration team and I plan to do the same for all our other internal and external
documents. We are starting with some of the documentation shared by the accounts and
purchasing departments.
Existing information technology
Kingfisher uses the Microsoft Office suite of software products that includes Word, Excel,
PowerPoint, Publisher and Outlook. The business also has accounting, purchasing and POS
systems. Head office and each of the stores have high speed A4 laser printers and at least
one colour printer. All standard office documentation is printed internally. Large or specialised
print orders and high-image marketing documents are printed off-site by a professional
printer.
Kingfisher intranet
You should familiarise yourself with the business. Check out background information about
the company in the ‘About us’ tab on the Kingfisher intranet. You can also view some of our
templates on the Kingfisher intranet. These are drafts we developed some time ago. The
templates are located under their relevant topics, for example, Quality Assurance, Human
Resources, Finance.
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
Task 1: Identify organisational and legislative needs
Q1: Based on your learning resource, case study information and business details on the
Kingfisher intranet, identify three overall organisational requirements for document
design and development processes.
1. Document Design and information entry:
2. It emphasizes on meeting the overall standards that includes goals and value
reflection, consistency, meet the requirements, and promoting the business.
3. Information entry and Storage: This section will be determining where, when, and
how, the documents are going to be used including the physical and virtual space
where the templates will be saved easily and every user can access it normally.
4. Output and quality: The output can be described to the means for the determination
of the where and how the documents are going to be viewed, sent, used, or
produced. Quality can be assured through determining the information entry, design,
output, and storage have been integrated.
Satisfactory ☐ Unsatisfactory ☐
Q2: When designing and developing documents, you must consider how information will be
entered, and storage and output requirements. Over the next few questions, briefly
describe considerations you will have to investigate for each of these areas.
What are two information entry requirements you should consider?
1. Templates will be used by the business’ employees
2. Customers filling the templates online or in person
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
Satisfactory ☐ Unsatisfactory ☐
Q3: What is one storage requirement you should consider?
Both the Soft and hard copy of the templates will be considered after complying them with
the policies and regulations of the organization developed regarding naming and storage of
those templates
Satisfactory ☐ Unsatisfactory ☐
Q4: What are two output requirements you should consider?
1. Usage of the template
2. Print location concerning external or internal
Satisfactory ☐ Unsatisfactory ☐
Q5: List two policies and procedures that impact the design process for the documents we
are going to develop. Briefly describe how they will influence or assist development.
Think about the two departments we are developing documents for (as outlined in the
case study information), existing policies and procedures available on the Kingfisher
intranet and your learning resource when answering this question
1. Information management: this will be focusing on the auditing, cataloguing, storage, and
acquisition. It will be helpful in identifying how and where information and data is being
saved and whether it is being stored, manually, or automatically
2. Information security: it will be determining how the data and information related to the
operational activities will be stored and secured including the levels of the security
classification to the data or information is being saved.
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
Satisfactory ☐ Unsatisfactory ☐
Q6: List two types of legislation that impact the design and development of the documents
we are going to develop. Briefly describe how they will influence or assist development.
Think about the two departments we are developing documents for (as outlined in the
case study information), existing policies and procedures available on the Kingfisher
intranet and your learning resource when answering this question.
1. Accounting Standards: the principals introduced by the GAAP can be responsible for the
defining the content and structure in the template.
2. Freedom of information: according to “the freedom of information Act 1982” is helpful in
allowing the associated individuals in manner to requesting the access to the documents
related to the personal information
Satisfactory ☐ Unsatisfactory ☐
Q7: Now it’s time to identify documentation shared by the finance department. Can you
identify three? Complete the table below and identify each document’s requirements.
We’ve already started listing some documents.
1. Document
name 2. Purpose 3. Use
4.
Informatio
n entry
5. Storage 6. Output
Quotation Price
estimate for
customers
Purchasing,
garden
design,
Warblers
Manual
entry by
staff
 Electronic
storage
Hard copy
in
customer
file
Printed
Electronic
attachment
Delivery
docket
Record of
delivery
details
Purchasing,
garden
centre,
Warblers
Automatic
entry by
purchasing
system
 Electronic
storage
Hard copy
in
customer
file
Template
external
print in self-
carbonating
duplicate
Client
document
internal laser
printer
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
BSBADM506 - Student Assessment
1. List of
Deliverable
s A list of all
products
demanded
by the
customer
Confirmation
of a bulk
order
Manual
entry on
paper or
electronic
document
Electronic
storage
hard copy
in
customer
file
Printed or
written list
memo
2. Cash Memo
Bill for the
purchases
made by the
customer
Breakdown
of the total
price after
delivery of
products to
the customer
Automatic
entry by
billing
machine
Electronic
storage
hard copy
in sales
file
Printed by
the billing
machine
3. Feedback
Form
Getting
service
feedback
from
customer
The
customers fill
the
document
and send it
back to the
company
Manual
entry on
electronic
document
Electronic
storage hard
copy in
feedback file
Auto
generated by
system
Satisfactory ☐ Unsatisfactory ☐
Task 2: Evaluate information technology (IT) capabilities
Q1: I mentioned at the start that we are using the Microsoft Office suite of applications. We
are going to use Word and Excel to create a lot of our templates. What features do these
two software applications have that make them appropriate for developing the
templates and documents you identified in Task 1 Q7?
Wide range of editing tools, files can be saved in various formats, easily manipulate
the layout and formatting, insert various links, and many more.
Satisfactory ☐ Unsatisfactory ☐
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Q2: Can you evaluate if the accounting and purchasing department printers have the
capabilities we need to print the documents we are developing and meet other
organisational requirements? Complete the checklist below.
You’ll need to look at the printer’s specifications to find out its capabilities. Go to the
‘Additional Resources’ folder in the LMS and open Printer Information Bizhub_423. This
document outlines general information and specifications. Both departments have the
423 model with separator and finisher options.
Green highlighted ones are incorrect. Please revise.
Output requirements Has capability?
(Yes or no)
Black and white printing Yes
Colour printing No
Colour scanning Yes
Scanned documents sent directly to shared folders Yes
Sort, staple and hole punch Yes
Duplex printing Yes
Compatible with Windows 2000 Yes
Printer memory = 500GB No
Output paper size A3, A4, A5 Yes
Copy speed above 50 pages per minute (ppm) No
Print up to 180gsm paper Yes
Satisfactory ☐ Unsatisfactory ☐
Q3: The marketing department has the same printer. The marketing manager is planning to
print a number of their marketing documents in-house in the future rather than use an
external professional printer. Can their current printer produce high quality colour
materials in a range of paper weights and finishes (matt, gloss, textured)? Explain your
response.
Yes it will produce high quality colour materials in different paper weights and finishes as it
is one of the basic features of laser printers.
Satisfactory ☐ Unsatisfactory ☐
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Task 3: Establish design standards
Case study – additional information
Now that we’ve analysed our requirements, we can establish organisational standards. I’ve
been developing the Kingfisher style guide with help from some of my team. Can you help me
write a few of the standards?
Go to Kingfisher’s intranet and click on the ‘Quality Assurance’ tab to view the current version
of the style guide. To access the intranet, click on this link or copy it into your internet search
engine: www.didasko-online.com/kingfisher
There are four topics left to write.
1. Security – documentation security standards.
2. Version control – which documents should be version controlled and correct numbering.
3. Number lists – standards for using vertical numbered lists.
4. Dates – standards for appearance, wording and punctuation of calendar dates.
Use Kingfisher’s existing policies and procedures, other standards already established in the
style guide and your internet search engine to help you establish appropriate standards for
these important topics. If you are searching on the internet, keep in mind we are located in
Australia!
Q1: Write organisational standards for document security.
 Security Levels: public, non-confidential, confidential, and restricted access for the
types of data or information about to be saved in the templates either in the hard
copy or in the soft copy database.
 It will be ensuring that the electronic documents are being stored as per the division
of the security levels stated in the above section and binding the users to access the
documents as per their authority and access levels.
Satisfactory ☐ Unsatisfactory ☐
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
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Q2: Write organisational standards for version control of templates and documents.
Version of the documents should be updated every week and the change log for the new
version should be noted in a separate document. Following can be listed for this sector:
The procedures, policies, records, documents, and forms have to be version controlled. The
year and the month needs to be printed at the footer and it should be minimum. The
restricted documents should include along with the procedures and policies aligning with
the hospital.
Satisfactory ☐ Unsatisfactory ☐
Q3: Write organisational procedures for number lists.
The number list should be created in such a way that the listed items are arranged in a
chronological / predetermined order. The list should only be created when there are a
number of separate items to be added in the same.
The numbers of five digits or more will be represented with commas and no spacing for
example 23,000 and so for the four digit numbers such as 5,999, numbers above ten could
be represented as numerical value, and finally the numbers could be represented in letters
for numbers below 10 such as two, three, four, etc.
Satisfactory ☐ Unsatisfactory ☐
Q4: Write organisational procedures for how to write calendar dates that are suitable for a
variety of documents and situations, for example, in a letter, sentence, spreadsheet,
marketing document or formal report. A minimum of two formats with examples of
suitable documentation is required.
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First the exact required dates are to be determined and then should be set
accordingly to the work calendar. Each of the office formats like spreadsheets, word
and others have predefined features to add selected dates to the document as
required.
Letter: 28 march 2018
Marketing document: March 28, 18
Satisfactory ☐ Unsatisfactory ☐
Assessor checklist
To be completed by the assessor.
Learner’s name: Bikramjit
Did the learner successfully
demonstrate evidence of
their ability to do the
following?
Assessor comments
Completed
Yes No
Recognised and identified
organisational and legislative
requirements for information entry,
storage, output, and quality of
document design and production.
Needs resubmission of unsatisfactory
questions.
Evaluated organisation’s present
and future information technology
capability in terms of its impact on
document design and production.
Identified types of documents used
and required by organisation.
Established documentation
standards and design tasks for
organisational documents in
accordance with information,
budget and technology
requirements.
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Did the learner successfully
demonstrate evidence of
their ability to do the
following?
Assessor comments Completed
Yes No
Evaluated information from complex
texts, including organisational
policies and procedures and support
sources.
Organised content and selected text
type, subject matter and language
for written documents to suit a
specific audience and purpose.
Selected appropriate
communication channel, format,
tone and content to suit purpose
and audience.
Systematically gathered and
analysed relevant information and
evaluated options to make informed
decisions.
Evaluated organisation’s present
and future information technology
capability in terms of its impact on
document design and production.
Identified types of documents used
and required by organisation.
CASE STUDY 2
Hi, Kelly again. I’m glad you’re helping me – the process is so much faster when a number of
people are working on it. Time to start developing templates for our documents!
Do you remember we are developing templates for documents shared by the accounts and
purchasing departments? We’re going to design a letter template to suit the needs of the
purchasing team. After discussions with purchasing staff we have identified the following
information.
 Letters are sent to existing suppliers, potential new suppliers, businesses seeking to gain supply
contracts for their products, contractors and other general communication.
 Letters to existing suppliers often include accounting information such as document numbers
(invoice, credit note, etc.) and extracts from accounts (for example, details from invoices) to support
account queries.
 Letters to potential new suppliers and contractors often include standard phrasing relating to
Kingfisher purchasing agreements.
There are two sample letters in the ‘Additional Resources’ folder in the LMS that have been
sent out recently – one is a general communication letter, the other is a letter to a supplier
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querying an invoice. Go to the ‘Additional Resources’ folder in the LMS and open and open
Sample letter 1 and Sample letter 2 to view them.
Task 1: Develop a document style guide
Q1: We’ll start with the format for a general communication letter. Any other letter templates
will be developed from this basic design. Complete the table below and identify
document styles and standards for the generic template. Use the style standards
established in Kingfisher’s style guide in Case Study 1 as a basis for your decisions.
Some information has already been completed for you.
Unsatisfactory
Template name: Generic letter
Style / format name Standard Use
Normal Times New Roman, 12 Font, First
Line, Double Spacing, Justified Body text
Heading 2 Times New Roman, 13 Font, Bold,
No Indent, Double Spacing, Justified Medium level heading
Heading 3 Times New Roman, 12 Font, Bold,
No Indent, Double Spacing, Justified
Low level paragraph or
emphasis heading
Table heading Times New Roman, 12 Font, Bold,
No Indent, Double Spacing, Centre Table or text box heading
Bullet Numbered Bulleted list
List paragraph Symbol Bullets Vertical list
Line spacing Double General document line spacing
Justification Justified General text alignment
Margins – top and
bottom 1” and 1” Page margin
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Margins – left and
right 1” and 1” Page margin
Footer Page Number Wording or content of footer
Q2: We also want to convert an existing word document into a spreadsheet template. Go to
the ‘Additional Resources’ folder in the LMS and open the Stocktake variance report. This
document is only used internally by managers when they calculate variances after
stocktakes are completed.
Based on the general format of the Word document and the organisational style guide,
complete the table below and identify document styles and standards for a spreadsheet
version of this template.
Template name: Stocktake sheet
Style / format name Standard
Normal Arial 11, justified, black colour, single spacing
Heading 2 Arial 13, bold, custom gold brown colour, space after 12 point
and space before 18 point
Heading 3 Arial 11, custom pacific blue colour, Bold, spacing same as
above
Table heading Cambria 11, black, bold and space after six point
Cell alignment – headings Arial 11 left on the centre
Cell alignment – body Centre or left
Margins – top and bottom 1” and 1”
Margins – left and right 1” and 1”
Page orientation Landscape
Footer Single word, half size of the plant’s current pot or root
ssystem
Unsatisfactory
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
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Task 2: Define document purpose and audience
Q1: Now that we have established styles and formatting, let’s identify the template’s
purpose, audience and required information.
Complete the table for both documents we designed in Task 1 – the letter and stocktake
sheet.
Template
name
Purpose Audience Required information
Letter
Unsatisfactory
To
communicate
about some
secure or
necessary
information
with a
particular
person or
department
The letter is for
the board
executives
To whom, by whom, and purpose of
the letter
Stocktake
Sheet
Satisfactory
To publish
stock details
and levels
Marketing
Department
Stock levels
Task 3: Ensure readability and appearance
Q1: It’s important the design techniques you have used enhance the appearance and
readability of the letter template. How do the formatting and style decisions made in
Task 1 enhance these two features?
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Formatting and styles essentially enhance the design and quality of the report. They make
it easier for the reader to read and understand the information contained in the document.
- You could have described about features.
Satisfactory ☐ Unsatisfactory ☐
Task 4: Evaluate and test document design
One other task on our template to-do list is to create a template for a newsletter for suppliers
and other service providers. We’ve never done this before but our HR department produces a
monthly staff newsletter that we can use as a starting point.
Go to the ‘Additional Resources’ folder in the LMS. There are two documents titled Kingfisher
Newsletter. One is a Microsoft Publisher document, the other a PDF version of the same
document. If you have appropriate software, open both versions. If you don’t have Publisher,
open the PDF document only.
Q1: Evaluate the newsletter based on the principles of design and organisational style
standards. List which design principles and style standards have been met and which are
lacking in this sample newsletter.
In the provided newsletter, the information is all cramped as the entire piece is given within
a limited document space. Furthermore, the readability of the entire piece is very poor and
hence, both of these need to be improved.
However, the layout and content of the newsletter maintains the standard and hence
New version is denoted on the header as it should be in the footer
Word spacing for the second heading is larger and it should be Arial 11
Date should have year
Table heading is also not Bold
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Satisfactory ☐ Unsatisfactory ☐
Q2: What changes would you make when creating a newsletter template that will enhance
appearance and readability while meeting organisational style guide standards?
While creating a newsletter template, the visual hierarchy will be enhanced so that the
reader can view the information more clearly. The amount of information within one page
will also need to be reduced to prevent congestion. I would have used following changes
Version number will be on the footer Second heading will be of Arial font size 11
Write format dating will be implemented
Table heading will be bold and size 11
Satisfactory ☐ Unsatisfactory ☐
Q3: Reviewing purpose and audience and designing the templates are all tasks in Stage 1 of
the document production process. The next two tasks in this stage are to create a first
draft of the template and review it. Briefly explain what these tasks accomplish at this
stage of the production process.
These tasks ensure there are no errors or misinformation in the document. This is the step
where the draft is evaluated before the preparation and printing of the entire document is
done.
The font size 11 is well visible to the individuals looking at the template and differentiating
the headings using the colours as specified in the above font style standard. Different colour
allows clear views and much space to target on the words and letters.
Satisfactory ☐ Unsatisfactory ☐
Q4: What technique(s) would you use to test the letter template you designed in Task 1?
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Some software can test a newsletter template as per user requirements. These software will
be used for assessing and testing the letter template.
Following techniques will be used to evaluate the letter template:
Field test and stress test that will be helpful in the on-job testing through entering the
standard contents. Again, the stress test will be helpful in the field evaluation through
highlighting the potential design faults.
Satisfactory ☐ Unsatisfactory ☐
Q5: What type of feedback do you hope to achieve by using the technique(s) listed above?
Each and every detailed feedback including template size, transferability, marking as spam
and others can be checked.
Very specific feedback will be needed in manner to consider the feasibility of the template
and general changes will be needed to be dealt with for the presentation and development
of a successful template
Satisfactory ☐ Unsatisfactory ☐
Assessor checklist
To be completed by the assessor.
Learner’s name: Bikramjit
Did the learner successfully
demonstrate evidence of
their ability to do the
following?
Assessor comments
Completed
Yes No
Ensured standard formats and
templates suit the purpose,
audience and information
requirements of each document.
Needs resubmission
Ensured document templates
enhanced readability and
appearance, and met
organisational requirements for
style and layout.
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CRICOS No: 03520G
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Did the learner successfully
demonstrate evidence of
their ability to do the
following?
Assessor comments Completed
Yes No
Tested templates, obtained
organisational and user
feedback, and made
amendments as necessary to
ensure maximum efficiency and
quality of presentation.
Described document production
processes.
Established documentation
standards to meet organisational
requirements.
CASE STUDY 3
Case study
We’ve been developing templates for purchasing and accounts. Two of the templates we have
developed are generic letter and stocktake sheet templates. At the moment they are only the
initial drafts. Now we need to see what advanced software functions we can use to automate
some of their functions. These should make them faster and easier for everyone to use.
Let’s revisit some of the situations the letter template is used for.
 Letters are sent to existing suppliers, potential new suppliers, businesses seeking to gain
supply contracts for their products, contractors and other general communication.
 Letters to existing suppliers often include accounting information such as document
numbers (invoice, credit note, etc.) and extracts from accounts (for example, details from
invoices) to support account queries.
 Letters to potential new suppliers and contractors often include standard phrasing relating
to Kingfisher purchasing agreements.
The stocktake variance report is only used internally by our managers when they are
calculating variances after a stocktake has been completed. It was originally designed to be
used in the stores but we think it could be used anywhere (for example, the café, function
area, administration, head office) as only the aisle number is a direct store reference. The
information from the actual physical product is recorded on another spreadsheet. A feature of
our purchasing system is product details can be transposed from its database into
spreadsheets.
Let’s see what macros or other functions we can use to make our templates even better
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
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Task 1: Identify and evaluate advanced functions
Q1: What are two software functions you can utilise in the letter template to make it faster
and easier to use? Briefly explain their function and how they will enhance the template.
Form Fields, ‘Import and export’ can be utilized within the letter template that will be
helpful in contributing the enhancement in the speed of the form filling. This will allow the
user to fill the blanks through selecting options form a list in manner to respond the
requests made in the form. This will allow the fields in the letter and lock the positions with
the template. This will be allowing users to fill the template in an easy and fast manner
without any trouble to the individuals.
Satisfactory ☐ unsatisfactory ☐
Q2: What are two inbuilt functions or macros you can utilise in the stocktake variance report
template to automate some aspects of its operation? If you are not sure of the correct
names or terminology for some functions, visit this website for assistance:
www.excelfunctions.net/.
Export and import, and Merge are the inbuilt functions those could be utilized for providing
fast access to the spreadsheets and excel sheets containing various records. This will allow
the users to merge the data from different files and thus, analyse the data. Merge function
will allow the user to link the mail and its relative data in the spreadsheet.
Following is the list of functions those are favourable for the template development:
Text Functions:
Excel Search Function and Excel Find Function
Logical Functions:
Excel And Function
Excel If Function
Excel Or Function
VBA Functions:
Other:
Split String in Excel
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
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Percentages in Excel
Convert Time to Decimal
Time Difference in Excel
Satisfactory ☐ Unsatisfactory ☐
Task 2: Test templates
Go to the ‘Additional Resources’ folder in the LMS and open the Generic letter template and
Sample letter 1.
Field test the generic template by recreating the sample letter using the template. Don’t
forget to save and print the completed letter or use print preview to check layout and
appearance. You are not required to submit your completed letter but should save it for future
reference.
Briefly discuss:
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 How easy or difficult the template is to use
The template was easy to use as all the sections were easily filled by just selecting the
macros and will make the process faster. Positive features of the template
The template is well structure and every data can be fed to the document and the letter
could be thus, allows the user to send letters to more than one user to others. Any amendments and changes to be made to maximise efficiency or include necessary
information
The body was not margined in well manner however; the blank space could be managed for
increasing the efficiency of the template. Even altering the font style size and colour can
also be applied for enhancing the appearance of the developed letter.
Satisfactory ☐ Unsatisfactory ☐
Q2: Go to the ‘Additional Resources’ folder in the LMS and open the Stocktake variance
report template and the Word document titled Sample variance report BBQ.
Field test the stocktake template by entering the details from the Word document into
the Excel spreadsheet. If you find some automated calculations don’t perform as
expected, check the format of the number data you have entered. You are not required
to submit your completed Excel stocktake report but you should save it for future
reference.
Not clear, ref learning guide
The results were satisfactory as the calculations were pasted normally however certain
letters and digits are overlapping another drawback was that the digits spacing were
disturbed after pasting on the excel template
Satisfactory ☐ Unsatisfactory ☐
Assessor checklist
To be completed by the assessor.
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Learner’s name: Bikramjit
Did the learner successfully
demonstrate evidence of
their ability to do the
following?
Assessor comments
Completed
Yes No
Tested templates, obtained
organisational and user
feedback, and made
amendments as necessary to
ensure maximum efficiency and
quality of presentation.
Needs resubmission
Evaluated complex technical
functions of software for their
usefulness in automating
aspects of standard document
production.
Matched requirements of each
document with software
functions to allow efficient
production of documents.
Tested macros to ensure they
met the requirements of each
document in accordance with
documentation standards.
CASE STUDY 4
Case study
Great work on developing and testing the templates in the last assessment! They are now
ready to be implemented across the organisation. The letter template was designed for use in
the accounts and purchasing departments but its design is so generic we’ve decided to roll it
out across a number of other departments too, such as HR and IT.
We very quickly identified that the stocktake variance report template can be used across all
sections and departments within the organisation.
Our next stage is to develop some support materials and decide what training is needed. I’d
like you to develop the support materials for the templates you have worked on. Then you can
help me develop a training program that encompasses all of the templates the team have
developed for the accounts and purchasing areas. More on that shortly. Let’s start with the
support materials.
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Task 1: Develop support materials
Q1: What written or other format(s) are appropriate to support existing and future users of
the templates?
Procedures, instruction manuals, training documentation, flow charts, FAQ section, Blogs,
Videos, PowerPoint Presentation, contacting through conference are the ways are the
appropriate approaches for future and existing users of the template.
Satisfactory ☐ Unsatisfactory ☐
Q2: What are two techniques you can use when developing support materials to make sure
they are suitable for their purpose while clearly communicating required information to
their intended audience?
Expressing the objectives via key points and systematic explanation are the techniques that
can be used.
Generic program and tailored group program that will include the series of information
sessions and a program that can be helpful for facilitating the administrator staffs.
Satisfactory ☐ Unsatisfactory ☐
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Q3: Choose one of the templates you have been working with– the letter template or
stocktake variance report. Choose a written support format from your responses Task 1,
Q1.
Prepare a written support document for your chosen template. The written document
should meet the following criteria.
 Written in a manner that is easily understandable to its intended audience.
 Written using appropriate formatting (e.g., headings, paragraphs, if a step-by-step
guide, then a step numbering system is used).
 Appropriate language and terminology for the type of document and intended
audience.
 The document’s content is suitable for its intended use.
 All relevant organisational and legislative requirements that impact use of the
document are discussed.
 The information, instructions or explanations provided in the document enable its
intended audience to use the template and any macros.
Save the completed document locally on your computer and name it ‘Case study 4 - Written
support materials’. Submit the completed task to your assessor.
Generic letter is submitted as an edit version of the sample
Unsatisfactory
Case study – additional information
Let’s start looking at what training our employees might need. We’ve developed a range of
new templates and modified others that were generated by our accounting and purchasing
systems. This includes inventory control documentation, such as invoices, requisitions,
delivery dockets, credit notes and stocktake documentation, supplier and stock lists, and a
range of reports, contracts and budgets.
They have all been developed using word processing and spreadsheet software. There are a
few desktop published documents (like the supplier newsletter we talked about in Case study
2). However, only two people use those templates and they are the ones who developed
them.
Most of these documents are used by employees across the organisation, ranging from staff,
frontline and higher managers. Most have only had minor changes made to them as their
original format was efficient. A number of the budget, contract and report templates have had
macros incorporated into them to increase efficiency.
The most common macro is linking cells and worksheets so information is automatically
transferred and updated across all connected formats. Linking and merging has been used in
word processed documents for corporate and client information, and standard clauses in
contracts, agreements and other documents.
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Initially, any training or staff development will be delivered to the purchasing and accounts
staff at head office. We will implement it to all store employees soon afterwards with the head
office team becoming coaches or mentors.
The purchasing and accounts departments’ busiest periods are the last week and first week of
the month when accounts, payments and reports are all prepared and submitted. An
accounting team member is on leave for one week in the second week and a new team
member is starting in accounts in the third week of the month.
Task 2: Develop and implement training
Q1: The first step is to find out what help and training they need. Based on the case study
information, what are two techniques you can use to identify training and staff
development needs of the accounting and purchasing teams?
Skill Audits or TNA (training needs analysis) and Management Referral will be needed to
implement within the training in manner to identify the needs for the training procedure.
Satisfactory ☐ Unsatisfactory ☐
Q2: The results of our training needs evaluation has shown that employees need little
training on new templates that are only minor modifications of the existing
documentation, however, they need general information about the changes, where they
are stored, how to access them, etc.
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What type of learning and development activity would you suggest we use to address
this need?
Generic program can be recommended as the better approach for mitigating this situation
and providing better training programs.
Satisfactory ☐ Unsatisfactory ☐
Q3: Six staff and three supervisors or managers have indicated they have limited
understanding of the types of macros we have incorporated into our new spreadsheet-
based templates and how to use them in budgets, reports or other documentation.
What type(s) of learning and development activity (ies) do you suggest we use to
address this need?
 Training will be helpful in addressing the identified issue and thus, it will be helpful in
informing them about all the options and selections.
Satisfactory ☐ Unsatisfactory ☐
Q4: Over the next few questions, plan how you are going to implement a ‘Macro Magic’
learning program for those who have identified they need assistance. Base your
responses on one activity identified in Q3. Remember, at this stage, the program is for
head office purchasing and accounting staff.
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To start with, when will you run the program? Explain when the program will run, the
time period for delivery (number of hours or days) and what factors influenced this
decision.
The expectation for the training is to be completed before the complete implementation of
the templates thus, the program will run for three months (ninety days) and the operational
business will be affecting the decision.
Satisfactory ☐ Unsatisfactory ☐
Q5: Where will the program be conducted? Will it be on or off-site? If off-site, what type of
venue? Explain what factors influenced this decision.
The program will be conducted on – premises during the development phase in the
conference room. The budget invest on the trainer and extra payment to the staffs will be
affecting this decision.
Satisfactory ☐ Unsatisfactory ☐
Q6:What resources do you need to run the program? List the physical and human resources
required, including any external specialists or support materials.
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500$ per hour will be invested, trainer will be needed for the delivery of the program, and
physical location will be needed for the communication between the staffs.
Conference room, systems, bigger display, projectors, microphones will be needed.
Satisfactory ☐ Unsatisfactory ☐
Task 3: Identify costs
Q1:An important factor to keep in mind when planning our learning and development program
and implementing the templates is how much it’s going to cost. Based on your responses to
the questions in Task 2, list the types of costs associated with your training program.
Salaries and wages, Lost Production, external training providers, training delivery
equipment, and equipment that will be needed to execute the program will be costing the
hospital and this budget will be associated with this project.
Satisfactory ☐ Unsatisfactory ☐
Q2: We’ve been given a budget for production of the documentation and delivery of ‘Macro
Magic’ training to the accounting and purchasing teams.
Go to the ‘Additional Resources’ folder in the LMS and open the Production project
budget.
Based on the forecasted expenses for learning and development in the month of
October, which department has been allocated significant funds to deliver training
programs?
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
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The production team was paid significant funds
Satisfactory ☐ Unsatisfactory ☐
Q3:Why do you think the focus of budget expenses changes from production costs to learning
and development in October?
Since the hardware and software was already setup and external contractors had taught
enough to the employees who can now teach or coach their juniors. Moreover, with passage
of time most of the employees have well learned about the trainings of their sector only.
Satisfactory ☐ Unsatisfactory ☐
Task 4: Manage master files
Q1:What is the purpose of a template master?
It is the base for all the templates being developed for the operational activities within the
hospital that record the procedures and policies of the management and is itself contained
in all the working documents.
Satisfactory ☐ Unsatisfactory ☐
Q2: Based on the organisational style guide standards, name the letter and stocktake
templates developed in Case study 1. As it’s a newly created template it’s the first version.
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Generic_letter_template_v1
Stcktace_variance_report_template_v1
Satisfactory ☐ Unsatisfactory ☐
Q3:What are two factors you must consider when deciding where to store these templates?
There should be a hard and soft copy of the master template and with the change in the
template new templates must be stored in these two forms.
Satisfactory ☐ Unsatisfactory ☐
Assessor checklist
To be completed by the assessor.
Learner’s name: Bikramjit
Did the learner successfully
demonstrate evidence of
their ability to do the
following?
Assessor comments
Completed
Yes No
Prepared explanatory notes for
the use of standard templates
and macros using content,
format and language style to suit
existing and future users.
Needs resubmission
Developed and implemented
training on the use of standard
templates and macros to suit
user needs.
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Did the learner successfully
demonstrate evidence of
their ability to do the
following?
Assessor comments Completed
Yes No
Produced, circulated, named and
stored master files and printed
copies of templates and macros
in accordance with
organisational requirements.
Identified costs and interpreted
budgets relating to the
implementation of standard
documentation.
Outlined organisational policies and
procedures relating to document
production.
CASE STUDY 5
Task 1: Monitor usage and quality
Q1: How can you monitor usage of the accounting and purchasing templates and
documentation we implemented in Case study 4?
Receiving informal feedback through face to face conversion, phone calls and emails or
receiving data through interviews, surveys, assistance requests, and meetings and
electronic counting of the downloads.
Satisfactory ☐ Unsatisfactory ☐
Q2: Briefly describe how you will monitor quality of documents produced using the letter
template. Indicate what techniques you will use and how you will evaluate quality.
Evaluating the documents presented through utilizing the template, reviewing random
samples and asking employees to send the document copies.
Satisfactory ☐ Unsatisfactory ☐
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Case study
We’ve finished the document production project and we now have over 200 templates for
documents used either across the organisation or in specific areas. It’s actually starting to
become a little confusing – we have 18 different letter templates alone!
We have just completed a review of our documentation and standards and here are some of
the results.
 Template and document names can be confusing when there are multiple similar items.
 Naming conventions are not being applied consistently across all areas of the organisation.
 The Colour 1 – Gold Brown organisational standard is proving to be too light when printed on black
and white printers. An alternative colour needs to be considered that is still in keeping with the
organisation’s logo and other colour schemes. One option is to use a darker version of the current
gold brown standard or choose a new colour scheme. Print quality must be a factor in the decision.
 Record management policies have been updated and version control information located in template
footers must now include both version number and date the document was last updated.
Task 2: Continuously improve documents
Q1: Go to the ‘Additional Resources’ folder in the LMS and open the Kingfisher style guide.
This is the same as the version you viewed on the Kingfisher intranet in Topic 2 of this
unit.
Where necessary, make decisions about how to resolve any of the issues identified in the
case study information. Update organisational standards in the style guide to reflect
these changing needs and policies.
Save the updated document locally to your computer as Case study 5 Task 2 - Updated
organisational style guide and submit it to your assessor.
Unsatisfactory – review again, some changes needs to be made in document. E.g.Colour
palette, Version control.
Q2: Describe what activities or processes you can undertake to resolve quality issues
identified in the case study information and improve document quality. How will these
steps be implemented to appropriate employees or sections of the organisation?
Each template will be revised with another name as mentioned in the organizational guide.
The changes will be made and transferred to the phase 2 where the template formation will
be executed again.
Satisfactory ☐ Unsatisfactory ☐
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Assessor checklist
To be completed by the assessor.
Learner’s name: Bikramjit
Did the learner
successfully demonstrate
evidence of their ability to
do the following?
Assessor comments
Completed
Yes No
Monitored the implementation
and use of standard
documentation templates and
macros.
Evaluated the quality of
documents produced against
documentation standards.
Reviewed documentation
standards against the changing
needs of the organisation.
Planned and implemented
improvements in line with
organisational procedures.
Needs resubmision
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
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Overall unit result
Learner’s performance
was: COMPETENT☐ NOT YET
COMPETENT☐
Supervisor/assessor’s feedback or additional comments to the learner:
Dear Bikram,
Thank you for your submission. Most of your responses are incorrect. It looks like you have
not made an effort to read learning guide as most of the answers reflect topics covered in
learning guide. I would suggest please read learning guide and questions carefully and
resubmit.
I have marked you Not Yet Competent. Please refer feedback and resubmit.
Please use this word document for revised answers and remove unsatisfactory responses
before adding new ones.
IF you need any assistance, please visit campus for further discussion.
Thanks
Suruchi Takhtar
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Frontier Leadership Pty Ltd trading as Frontier Education | ABN: 71 141 901 975 | RTO No: 110080 |
CRICOS No: 03520G
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Trainer & Assesor
Declaration:
I confirm that ___________________________________ has
competently and consistently performed the skills and tasks
associated with the above elements, performance and
knowledge evidence over a given period of time and on
multiple occasions. They are competent in workplace/training
environment requirements and procedures that relate to this
unit of competency.
Learner’s signature:
Supervisor/assessor’s
signature:
Date:
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