MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT

(b) Emails and memorandums Business letters for communication convey (Chountalas & Lagodimos, 2019) Transactional documents to initiate business terms and policies with clients Financial documents to maintain the business profits and loss statements (c) Comprehending business terms and policies Transparent business communications and maintenance of transactional methods Mutual understandings of project criteria Clear dealings Maintaining financial records inclusive of both lucrative and unprofitable dealings Question 2 APPLICATION FUNCTIONS FEATURES WordPress Customise setting (add_setting()

MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT

Table of Contents
1.0 Task 1................................................................................................................................3
2.0 Task 2..............................................................................................................................20
2.1 Activity 1.......................................................................................................................20
2.2 Activity 2.......................................................................................................................22
2.3 Activity 3 – Role play....................................................................................................23
2.4 Activity 4.......................................................................................................................23
2.5 Activity 5.......................................................................................................................24
2.6 Activity 6 – Role Play....................................................................................................26
3.0 Task 3..............................................................................................................................27
3.1 Activity 1.......................................................................................................................27
3.2 Activity 2 – Role Play....................................................................................................32
References............................................................................................................................33
Page 2 of 33

1.0 Task 1
Question 1
(a)
Employment agreement
It includes records related to employees like recruitment, data of joining, promotions,
performance ranks, incentives earned, etc.
Financial documents
This holds records like income statements, bank statements, balance sheets, payroll
reports, etc.
Compliance and regulatory documents
The records regarding security and compliance based information like tax
documentation, tax ID, verification forms are to be maintained herein.
Non-disclosure agreement
It is important for organizations to have records of client lists, financial records,
project details, pricing designs, ideas designs, etc.
(b)
 Emails and memorandums
 Business letters for communication convey (Chountalas & Lagodimos, 2019)
 Transactional documents to initiate business terms and policies with clients
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 Financial documents to maintain the business profits and loss statements
(c)
 Comprehending business terms and policies
 Transparent business communications
 Clear and evident maintenance of transactional methods
 Mutual understandings of project criteria
 Clear dealings
 Maintaining financial records inclusive of both lucrative and unprofitable
dealings
Question 2
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APPLICATIO
N
FUNCTIONS FEATURES
WordPress  Customise setting
(add_setting())
 Escaping HTML
determinants
(esc_attr())
 esc_attr()
 _e()
 Responsive design
 Multiple designs of pages
 Auto support and upgrade
 Theme customisation
Google Drive  15 GB space, file
storage and sharing
 Powerful search
 Smart functioning with
apps like Docs, Slides,
Google forms, sheets,
etc
Microsoft
Word
 Title bar and quick
access
 Word ribbon
 Document designs
 Hidden features
 Status bar
 The word or text
entering
 Formatting
 Save and print
 Tools collaboration
Notepad  Create
 Open
 A text editor (Software
genre)
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 Read plaintext files
 Supports all formats
of MS Windows
 Microsoft Corporation
(Developer)
TextEdit  Rick text formatting
 Supports HTML style
tags
 Large documents
optimization
 The advanced form of
WYSIWYG
viewer/editor
Google Docs  Table creation
 Spreadsheet
programs
 Filtering
 Formula calculations
 Clear formatting
 Suggestion mode
 Bookmark
 Offline mode support
 Add fonts
Adobe
Indesign
 Posters
 Flyers
 Magazines,
 Presentations,
ebooks
 Creating adobe
systems
 Adobe InDesign CC
Adobe
Creative
Cloud
 Graphic design
 Web development
 Photography
 Video editing
 Adobe Systems
(Developer)
 Set of application and
services supporting
Adobe systems
Question 3
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APPLICATIO
N
DESIGN DIFFICULTIES
HELP
PRODUCTION HELP
WordPress  Contact through
email
 24 hours
available chat
support
 Customer support
 site:wordpress.org/support"
operator
 wordpress.org platform
websites
Google
Drive
 Portal support
 Toll-free
numbers
 Chat through
hangouts
 Different android versions
 EMEA and JAPAC customer
support
Microsoft
Word
 Toll-free
numbers are
available
 Custom Tab
 Help system in
word file
 Checking subscription status
 Clicking on multiple choices
 Troubleshoot activation
Notepad  Click on
System32
subfolder in
Windows
 File notepad.exe
 Control panel
 PR programs and features
 Reinstallation of programs
TextEdit  Checking on the  Software updates
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print dialogue
box
 Print queue
 Error log for clues
Google
Docs
 Refreshing page
 File open
through a
different browser
 File formatting
 Smaller file
 Turning off browser plugins
and extensions
 Turning off the offline
settings and restart
Adobe
Indesign
 Selecting the
apple menu
 Force Quit
 ALT +Delete
 Task manager
 Taking file support
 Export
 Mark-up language
Adobe
Creative
Cloud
 Updating
creative cloud
 Reinstallation of
Photoshop
 Un-installation of
creative cloud
application
 Altering the language of
Creative cloud app
 Updating adobe application
Question 4
1 Computer network and internet connections
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Presently, every operation is initiated through computers and smart devices (Poozhiyil
et al. 2019). Therefore, the presence of computer networks are necessary and internet
connections for getting access to unknown information, connected to clients,
communication convey, information search, etc.
2 Multifunction printer
Printed records are important sometimes within the organisation to meet several
operational demands. For project outlays and other hard copy records multifunction
printer is required.
3 Network Switch
Routers have limited physical ports, hence, it can be connected to network switch
having 48 ports to get access to better and speedy internet services.
Question 5
 ACE (Audit Control Environment) can generate and maintain records of audits
contents as per the policies activated by the organization
 Alfresco community can help organizations to maintain simple office
documents for photographs, scanning, designing engineering drawings and
large video files (Nalchigar & Yu, 2020).
 APPX Software Inc to manage and maintain daily operational records,
schedules, dealings, transactional records, etc.
 BWF MetaEdit allows to embed, editing and exporting metadata files
supporting Broadcast WAVE Format
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 CINCH is a web based lightweight tool designed to restore archives, libraries
and authenticate web mates materials that are freely available on the internet.
Question 6
a) It eliminates legal or governmental interruptions
b) It keeps the content apt and precise and the delivery execution becomes
prominent
c) It maintains a numeric flow that can keep the list in perfect chronology
d) It helps the readers or clients to recognize the actual key points
e) It displays the position of a text and specifically using at the beginning of a
paragraph
f) It can distinguish the context form the general ones and specific emphasis can be
paid on the particular word or terms
g) It can design a well structured document that becomes simplifies the readability of
texts
h) Related contents and sub points can be used in blank rows and columns
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Question 7
 The setting of password requirements
 Outlining email security or confidentiality measures
 Maintaining perfect data sensitivity without degrading any competitors
 The setting of rules to handle technologies
 Setting corporate policies for employees before handling or accessing social
media or getting internet access
 Keeping cybersecurity policies up-to-date
 Storing personal details of the resources in protected spreadsheets with a
strong password.
Question 8
a) Sumproduct is basically used in the Excel sheet to multiply arrays and returns to
get the sum of products
b) The indirect function can develop references that would not change if columns
and rows are entered in the worksheet.
c) Database functions are used to calculate the simple data operations
d) It is a statistical function helps in computing the linear trend line
e) Pivot tables are used in summarizing data, sorting, recognizing, group count, etc
f) Macros is a programming code running excel and help is forming routine tasks
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g) Scripts enable the user to speed up the work where backend functions get
populated and the final outcome generates automatically (Yanuarifiani, Chua, &
Chan, 2019,).
Question 9
a) Macros are to be tested because the process of using the tool may become faulty
if not used in a proper manner.
b) Macros shall be tested when the template may not yield the desired output after
being fed with the given data
c)
 What are the different types of macros?
 What is the usefulness of macros?
 How can it be used in MS office?
 What is macro in SAS (Statistical Analysis System)?
Question 10
Step 1: User observation and research\
The components in this step are continual cycling of the planning process, the
strategies are framed with correct user observation and research.
Step 2: Ideate
The components in this are ideas generation and problem identification.
Step 3: Prototype
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The determinants in this stage are developing an example of the product, test
concepts for products using software functionality, papery mock-ups and wireframes.
Step 4: Analyse
Components are prototype testing, feedback collection, validate assumptions and
design amendments.
Question 11
The factors are given below:
 Quality assurance
 Efficiency
 Process effectiveness
 Lesser physical effort
 Time utilisation
 Project completion on time or meeting deadline
 Communication improvement
 Creative strategic thinking
 Cost reduction and high productiveness
Question 12
Print information: It not only involves a greater array of periodicals and books but
also newsletters, microfiche, microfilm and many other subcategories.
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Media: Organisations that plan to endorse their product or service lines through ATL
(Above The Line) actions has to outsource their strategic methods to media
Purchase order: This document is sent to the suppliers on a request to product
purchase o0r offered service lines.
Official receipts: It is usually issued by organisations to their customers as printed
record evidence against their product purchase or services are taken.
Question 13
a) House / style guides
The house or style guide usually outlines the internal and external documentation
designs of an organisation. This covers the formatting and covers writing styles like,
choice of words, tone to be used, grammar styles, punctuations, etc.
b) Procurement & Purchasing policies and procedures
This generally helps the purchase with an outline regarding the products or raw
materials to be purchased to products or manufacture the final products (Williams,
Mosen & Schubert, 2020). The materials purchased are to be recorded in proper
documents to maintain a clear record.
c) Quality Management Systems
This system ensures every operation hall be performed with correct quality and
efficacy.
d) Meeting procedures
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Formal meetings are conducted within organisations that structures and support
team members to arrive at a clear decision.
e) WHS/OHS policies and procedures
The purpose of this policy is to direct and guide all the internal resources with
workplace safety measures to prevent injury, accidents, etc.
f) Human Resource policies and procedures
The policies and procedures are applied to guide the employees to inculcate proper
code or conduct with the organisations aligned to set rules and regulations (Attaran
& Woods, 2019). Employees deserving compensations, rights, wills and motivational
actions are usually focus through HR methods.
Question 14
The types of costs are detailed below
 Direct costs
 Indirect costs
 Fixed costs
 Variable costs
 Operating costs
 Opportunity costs
 Product and period costs
 Out of pocket and sunk cost
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Question 15
(a) The National Privacy Principles
This is the rule applied majorly for the health agencies for their contracted service
providers. It directs the firms with a set of rules regarding information collected and
managed in public forum.
(b)Occupation Health and Safety (/Workplace Health & Safety) laws and regulations
This rule has been incorporated to help management with guidelines to prioritise
their employees with their health and service measures. Employees; health and
safety are to be kept above all.
(c) Taxation laws and regulations
It claims that every business needs to operate with the principles of certainty,
fairness, efficiency and convenience.
(d) Fair Work regulations
These principles ensure that every employee shall be treated equally, based on their
merits and skills by excluding bias actions.
(e) Codes of Practice and Australian Standards
A code of practice is a document that has been prepared to offer practical guidance
related to fulfil the common duty or particular responsibilities under the laws and
regulations of Western Australian occupational safety and health.
Question 16
Strategies to monitor standard documentation templates are defined below:
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Step 1: Recognise and naming the process
Step 2: Defining the process scope
Step 3: Explaining the process boundaries in the templates
Step 4: Recognise the process outputs defined in the templates
Step 5: Organising the steps in a subsequent manner
Strategies to monitor macros are:
 By halting the calculations in the sheets
 Disabling the sheet and screen updating process
 Turning off the status bar updates
 Steering the copy and paste option
 Limiting the worksheet trips
Question 17
 Documentation control
 Internal audit
 Controlling the nonconforming product
 Controlling existing records
 Preventing actions
Question 18
 Understating and defining the strategic framework or project requirements
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 Establishing plan designs
 Defining the KPIs
 Incorporating the strategic reporting measures
 Tallying performance to final strategies
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2.0 Task 2
2.1 Activity 1
Question 4
Specific layout and/or style requirement for customer details form will be in line with
the style light of the organisation. For the purpose, the layout will be as follows:
The page fitting will be of standard A4 size paper with 1.27 cm line margin
throughout left, right, top and bottom. There should be Best Bite Cafe logo and in the
footer, there will be file location, file name and the date.
Question 5
The filename will be appropriate as per the organisation policy and the same will be
containing the word “Draft” unless the document is approved and the word “Final”
after the document gets approved by the supervisor.
Question 6
In this context, it may also be stated that this file should be stored on USB or a cloud
based storage services as maintained by the organisation and such storage will be
performed as per the naming convention of the folders including subfolders. The
folders will be named as per the business name that is Best Bite Cafe and subfolders
will be named after the name of the author of those documents.
Question 7
The budget constraints as related to the design process may include separate
provisioning for promotional part of the entire process including the training and
documentation cost. Moreover, designing charges may also form part of the entire
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project budget consideration. Such designing may be performed through an internal
employing team or by hiring external consultants for professionals for the purpose;
however, in such cases, the cost consideration and related implications must be kept
in mind while framing budget for the entire documentation and designing work.
Question 8
In line with the previous argument, the budget constraint may be applicable in the
production process of the document as well. There are requirements of keeping a
hard copy of the document in some cases and for the same printing and stationery
related expenses will be considered as part of the budget ("Document Designing
Standards", 2020). In addition, the storage service should also be kept in mind from
the viewpoint of its cost implication in the form of hiring charges of such services
from the service providers.
Question 9
The budget constraint in the production process of weekly beverage sales form is
partially different than that of the customer details forms as both the forms part of the
marketing and publicity related operations of the business. However, the customer
details form focuses more on the basic details about the customers, whereas weekly
beverage sales form contains the data and information related to the sales and
revenue of the business. In other words, the customer details form includes more
text then numbers as compared to weekly beverage sales form and therefore for
designing these forms necessary consideration will be to segregate the production
process by using relevant macros and considering their respective cost implications
in terms of hiring professionals etc.
Question 10
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The business organisation should be capable of using information technology
effectively for file designing and its document designing process ("Document
Designing Standards", 2020). While doing so the management must consider the
pros and cons of its IT capabilities. Information technology may act as a double
edged sword and inefficient and improper application of software and tools may
vitiate the basic purpose of document designing process of a business. For example,
any error in coding in the visual basic application (VBA) or macro may adversely
impact the output generating out of the designed templates or the form. On the
contrary, if the softwares are used effectively the same may enable not only pace but
also efficiency in the entire operation and thereby achieve excellence in terms of
documentation and communication.
2.2 Activity 2
Question 1
In order to design customer details form, the Microsoft Excel may be used and
functions such as v-lookup may be applied to extract the relevant customer details
like name, mobile number, email address and the name of preferred drinks etc from
the different tabs or worksheets of the Excel files.
Question 2
The customer details form may serve the purpose of documentation about the
revenue generating activity of the business at its basic level and the same may need
to be compliant in line with the style guide of the organisation. In order to effectuate
efficient communication within the operation, the forms should abide by the basic
design principles as mentioned in the style guide. Some of the principles may pertain
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to the designing logo of the company, maintaining the formatting requirements in the
form and storing the documents and forms in appropriate locations in the server.
Explanatory Notes – Customer Details form
(a) Purpose of the
form
Purpose of the form is to document the basic details about the
customer in terms of their name, contact details including address
and mobile number, email ID and name of preferred drinks. The
form provides an overview of the customer segment of the
business at the documentation level.
(b) Who is to
complete the
form
The form will be completed by the sales force of the business
which will be subsequently vetted and reviewed by the respective
supervisor from such a team.
(c) When the form
is to be
completed (if
not previously
completed)
Once the product is sold to the customer and the bill is generated
this form will be completed by the respective team member of the
business for internal documentation purpose.
(d) Information to
be entered
As stated earlier, the formula contains customer details including
the name, mobile number, address, pin code, email ID, preferred
drink, location etc,
(e) completed
forms
Yes
2.3 Activity 3 – Role play
2.4 Activity 4
Question 1
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In order to design weekly stock sales quantity form template, Microsoft Excel may be
used because the template will primarily contain the numerical data which may be
efficiently managed and documented in a data crunching application like Microsoft
Excel.
Question 2
The weekly stock sales quantity form will be designed as per the style guide of the
business and therefore formatted using the logo of Best Bite Cafe. In addition, MS
Excel template will follow standard naming convention as per the style guide and
stored on a server in appropriate for dad and subfolders if necessary.
Question 3 – Role Play
Question 4 – Role Play
Question 5
The first draft of weekly stock sales quantity form will be named as per the style
guide and the file name should contain the word “Draft” as the same has not yet
been approved by the authority.
Question 6
The file may be stored either on USB or the server maintained by the company. It
should be saved in the name as stated earlier and stored within the subfolder named
after the owner of the document. Such subfolder will be subsequently kept in the
folder named as per the naming convention mentioned in the style guide of the
business.
2.5 Activity 5
Explanatory Notes - Weekly Beverages Sales form
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(a) Purpose of
the form
Purpose of the form is to provide an overview about the weekly
sales that may have taken place during the last week so that the
relevant data and information may be stored and documented in
the business document at a very basic level.
(b) Who is to
complete the
form
The sales forms will be completed by the salespersons of the
business and the same should be reviewed by the supervisor or
sales manager responsible for the purpose.
(c) When the
form is to be
completed
The forms will be completed after the end of the relevant period for
which the form has been prepared; otherwise, the data from the
previous week could not be identified and accordingly populated
within the form.
(d) Job task to
determine the
Information to
be entered
The job task will include sales quantity and the rate and therefore
the total revenue amount from each of the different types of the
beverage.
(e) Unit
quantities and
decimals
If the figures and data contain decimal point the same should be
kept as it is up to two decimal points. In the case of percentage, the
first decimal point will be reported and in the case of amount $
(dollar) sign will be included. In the case of quantity, the whole
number will be reported only until and unless otherwise specified
by the team or the supervisor in this regard.
(f) Distributing
the completed
forms
Yes
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2.6 Activity 6 – Role Play
Page 25 of 33

3.0 Task 3
3.1 Activity 1
TRAINING PLAN – using standard templates and macros
(a) templates and
macros in business
document design
and development
The development of business operations and complexities
around it has given rise to the efficient designing of
organisational documents in compliance with the
organisational policy set for the purpose ("Document
Designing Standards", 2020). In order to record information
in the most optimum manner, It is wise for the business to
develop policies for organisational documentation and
designing. For the purpose, templates are used in the
business environment for business document design and
respective development.
Templates are generally prepared in line with the branding
policy of the organisation that are contained in the respective
style guides. There are different considerations that may
need to be kept in mind while designing organisational policy
manuals, documents etc. Such considerations pertain to the
font size, style, margin, colour palette to be used header,
footer including page numbers, alignment etc ("Document
Designing Standards", 2020).
The utility of the templates, therefore, derives its importance
from the very basic fact that organisational document bears
considerable impact not only on the process efficiency by of
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streamlining the communication but also on the brand value
of the business by way of aesthetically efficient
communication ("BSBADM506 Manage Business Document
Design and Development", 2020).
Macros this context is a useful tool to test the validity and
reliability of the templates to be subsequently used in
developing the organisation documents there in. Macros are
being run to test whether the templates deliver the desired
result and in case of any discrepancies the necessary
corrective measures are being undertaken accordingly.
(b) the benefits of
macros and
templates
As stated earlier, templates and macros form an integral part
of the document designing process of an organisation
When a template is being developed by the document
designing team the same is tested for its reliability and such
test is been performed by using a macro. In this context, it
may be stated that template preparation may add value not
only to the word processing but also the application of
technical knowledge such as macros and visual basics.
It is needless to mention that macros utility helps its user to
test a process involving repetitive tasks and thereby nullify
any risks arising out of the same. Using a macro significantly
improves the usefulness of a process by reducing the time
required and associated errors if any.
In the case of template designing and development, use of
macro, therefore, may yield contributing result towards
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cleansing the output error and any flaws inbuilt in the data
capturing process of those templates
(c) examples of
common elements
in company
documents, where
macros may be
suitable (at least eight
(8) examples)
Macros may be used in invoices especially in calculating the
amount whenever rate and quantity are input the amount
make it automatically calculated by way of using a macro.
In case of a business plan, the document may be formatted
as per the style guide of the organisation in terms of using
colour codes and designing header and footer of the
document.
The purchase order may be developed by using a macro to
include the company address to be automatically pulled up
from the database ("BSBADM506 Manage Business
Document Design and Development", 2020).
Similarly, sales bill orders may also be designed by including
the company details along with the bank details in the order
form and the same may be done through macro functionality.
The letter may be designed by macros using mail merge
utility of MS Office and in case of a large number of
recipients, the same function may be effectively performed
by using a macro.
In an email, salutation and signature may also be automated
by using macro and a standard template for standard email
communication may be developed through macro functions.
Financial statements may also be designed with the help of
macro in the field of indexing and therefore huge data set
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may be concisely presented in summary to the reader.
Finally, the presentation may also be designed and animated
by way of using macro such as formatting is in compliant
with the standard style guide of the organisation.
(d) examples of
templates and
macros available in
word processing
and spreadsheet
software
applications (at
least five (5) for
each)
Word processing:
Micro may be used in speeding up different actions in both
Word and Excel platform. For example, mail merge function
maybe e automated with the use of macro and preparation
of an organisation’s letter complaint with the style guide may
be produced in large numbers within a very short span of
time. Besides formatting, grammar checking, indexing,
referencing may also be performed by using macro in case
of word processing ("BSBADM506 Manage Business
Document Design and Development", 2020).
Spreadsheets:
On the other hand, number-crunching may be efficiently
streamlined with the efficient use of a macro. A large data
set containing customer data, for example, maybe tabulated
in summary form by extracting relevant information are there
from by functions such as v-lookup h-lookup etc and the
same may be performed through a single click by way of
using a macro. Besides as stated earlier conditional
formatting, use of what-if scenario, goal seek and other
functions may also be performed efficiently if the macro is
being used.
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(e) Considerations
when customising
standard software
or other industry
templates
Sometimes business houses may need to customise
standard software that is available in the market to the tune
of organisation requirements. For example, it has been
widely noted that accounting or inventory software that is
generally available in the market in their standardized form
and structure is customised by different large-sized
companies so that the software may generate the desired
result that would not have been possible in their generalized
format. Similarly, business templates may also need to be
revisited and changed from the standards as set for the
purpose earlier.
In these scenarios, it is important for the businesses to note
that such customisation for the changes may need to be in
conjunction with the organisational policy regarding
document designing. Also, the format and security issues
should be in line with the style guide of the business. The
security issue is widely prevalent in the externally-sourced
software that later on being customised as per organisation
needs. Therefore there may remain a significant scope for
issues around data security and privacy ("BSBADM506
Manage Business Document Design and Development",
2020). Such issues should be checked and any adverse
findings should readily be flagged off for removal or
corrective measures as necessary.
(f) typical features In order to reduce error and enhance document security,
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available to assist in
reducing errors and
enhance document
security
several measures may be undertaken. For example, data
encryption may be performed by using software that may
protect the data by regularly taking backups and storing
them in another location. Moreover, password protections
may be enabled to secure data access. Also, the digital
signature may be used to enhance the document security.
However, in such case, the certification and the service
provider may also need to be validated before hand for their
authenticity and reliability ("BSBADM506 Manage Business
Document Design and Development", 2020).
(g) useful elements to
incorporate into
templates and
macros for online
business
documents to
improve usability,
accuracy and
security
Different elements like data formatting, text editing, word
processing, adding animation and graphics, headers, footers
etc may be performed using macros ("BSBADM506 Manage
Business Document Design and Development", 2020).
3.2 Activity 2 – Role Play
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References
Attaran, M., & Woods, J. (2019). Cloud computing technology: improving small
business performance using the Internet. Journal of Small Business &
Entrepreneurship, 31(6), 495-519.
BSBADM506 Manage Business Document Design and Development. (2020).
Retrieved 19 February 2020, from
https://www.ozassignments.com/solution/bsbadm506-manage-business-
document-design-and-development
Chountalas, P. T., & Lagodimos, A. G. (2019). Paradigms in business process
management specifications: a critical overview. Business Process
Management Journal.
Document Designing Standards. (2020). Retrieved 19 February 2020, from
https://aspire-solidus-production.s3-ap-southeast-2.amazonaws.com/assets/
BXADM506/samples/BXADM506.pdf
Nalchigar, S., & Yu, E. (2020). Designing business analytics solutions. Business &
Information Systems Engineering, 62(1), 61-75.
Poozhiyil, S. T., McDowell, R. S., Bould, J. A., Balsara, C. R., & Lucovsky, M. H.
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