Document Design and Development

This document provides information about document design and development. It covers topics such as the document production process, document management system, desktop publishing, word processing, spreadsheet, key provisions of laws affecting document production, document standards and templates, and more.

MANAGE BUSINESS
DOCUMENT DESIGN AND
DEVELOPMENT

TABLE OF CONTENTS
WRITTEN QUESTIONS ...............................................................................................................1
PROJECT 1......................................................................................................................................4
Part A ..........................................................................................................................................4
Part B...........................................................................................................................................6
Part C...........................................................................................................................................8
Part D ........................................................................................................................................11
PROJECT 2 ...................................................................................................................................12
Part A ........................................................................................................................................12
Part B........................................................................................................................................14
Part C.........................................................................................................................................15
Part D.........................................................................................................................................15
REFERENCES..............................................................................................................................17

WRITTEN QUESTIONS
1.
Document production is iterative process that involves checking, drafting and revising
document. This should continue unless documents of acceptable quality has been produced.
Acceptable quality levels depend over document type and potential readers of document.
Process of documentation
Stage 1: Creation
Create Initial draft → Review draft → Incorporate review comments → Re-draft documents →
Stage 2: Polishing
→ Proof read tex → Produce final draft → Check final draft →
Stage 3: Production
→ Layout text → Review layout → Produce print masters → Print copies
The above process is followed for document production in the organisation as to ensure provided
are complete and well checked.
2.
Besides licensing, company is required to budget for actual implementation of the
document management system. Generally companies adopt for outside resource for management
of documentation.
Three costs involved in documentation
 Software Purchase costs
 Software maintenance cost
 Manual system of the document control.
3.
Desktop Publishing
Desktop publishing refers to process of forming lay out and of designing pages with
desktop. It is used for creating documents such as brochures, leaflets and newsletters. The
modern word processors come with basic features of desktop publishing. Features like frames
and templates make the software better for layout of complex pages (Yap, Abdul-Rahman and
Chen, 2017). The different software available for desktop publishing are Quark Xpress and Page
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Maker, firm could assemble things from single page to full length books. The understanding
about how software works is only beginning and looks easy in whole process. Desktop
publishing is helping to design proper and attractive layout of documents.
Word Processing
Word processing documents are text based documents which looks same whether viewed
on computer or on printed out hard copy. This is because the manuscripts are created using
computer which could be used to quickly enter texts and to interactively change word appearance
or general layout. The document use styles that enforce the consistency among various elements
of the manuscript. It could be changed by the users as per their needs and requirement. Content
of the documents are written generally in word document at first and than that document is used
for other processes. The document could easily exchange the information with other software.
Example: Microsoft word and Corel word perfect
Spreadsheet
It is computer application for the organisation used for analysing and storing data in the
tabular. These were mainly developed as a computerized analog for paper accounting works.
Program operates over data entered in the cells of table. Spreadsheet users could adjust stored
value and to observe effects on the calculated results. It has replaced paper accounting system
throughout business world. The spreadsheet application helps in recording the data effectively in
proper manner and presentable format. The graphical presentation of data using the spreadsheet
makes documentation to look better and understandable to the readers. The application software
are: Microsoft excel and LibreOffice Calc
4.
Key provisions of the below laws affecting document production
a. Anti - discrimination legislation
The anti discrimination law has been designed to protect against individual and structural
discrimination. Individual discrimination is committed by the individuals due to different factors
such as race, background or gender. On the other structural discrimination is caused by policies
and procedures which are disadvantage for certain group. This law ensures that policies and
procedures framed by organisation are not affecting any particular group of people. The
documentation that is biased toward a particular group in company is unlawful and should be
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changed. Every individual should be provided equal opportunities for growth and promotions
without any discrimination.
b. Privacy legislation
An organisation has to ensure that confidentiality of the information is not breached. It
requires the business to consider that privacy principles are considered while framing the
documents. Data protection and privacy laws is made for safeguarding the private information of
clients and also the organisation (Aubry and Lavoie-Tremblay, 2018). Documents related to
internal business information should be provided with confidentiality notice so that it is not
disclosed to external parties. Business should adopt clear desk policy where all the documents
are attended and cleared on time. Privacy legislations are important for the business to keep
information and data related to clients confidential and in proper security.
c. Copyright legislation
Copyright refers to legal right of owner of the intellectual property. It gives creators of
the original materials exclusive rights for further use and to duplicate the material for given
period of time when copyright item become public domain. It does not protects against the
independent development of same ideas, against only actual copying work of others. Ownership
of the copyright in the work allow owners to restrict use of unauthorised work like making
copies or issue of copies to public. Objective of legislation is to protect and manage their own
work with need and right of public to use the works.
5.
Document standards and templates and how it guides document production in organisation
The document standard in software project is important because the documents are only
tangible method of representing software and software process. The standardised document have
consistent structure, appearance and the quality and therefore be simple to understand and read.
The standard keeps the user to make properly structure and well framed document that is easy to
read and understand (Rasmussen and et.al., 2019). It allows the organisation to comply with set
standards regarding documentation in company.
Template is file which serves as starting point for the new document. The document
template is pre- formatted file in one or other way. It allows the users to follow a consistent
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structure and format so that it complies with the standards of documentation and contains all the
information which are necessary.
6.
Organisational policies and procedures that will guide in document production process
1 Code of Conduct
2 Anti discrimination policy
3 Data protection policy
4 Internet and email policy
7.
Sources of expertise that are available external to work-group or organisation.
1 IT manager and staff
2 Software trainer/ developer
3 Online tutorials and tutors
4 Short courses
8.
Methods to ensure consistent use of the standard documentation
1 Test Controls
2 Checking the presentation of documents randomly
3 Macros could be used for checking documentation use.
9.
1 Questioning back
2 Taking Feedback
3 Conducting trials.
PROJECT 1
Part A
Information Entry
Documents used to collect the information for client administration in fitness business are:
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 Client Information form
 Invoice template
 Feedback matrix worksheet
Australian Privacy Principles applicable to collection and entry of the client information
 APP6 – Use or disclosure of personal information
 APP10 – Quality of personal information
Quality assurance requirements at this stage
 Quality control checklist
 Ensuring that all the client information is complete, accurate and updated.
Information Storage
Methods used for the information storage
 Shared Network drive
 Computers
 Manual files
Legislative requirement
The legislative requirement applicable over this stage is APP 6 that provides
circumstances where company could use and disclose the personal information marketing after
meeting certain situations.
Security Requirements for the stage
 It has to keep the information in a safe and secure place
 Proper security control restricting unauthorised access.
Information Output
Documents that are information output
 Balance Sheet
 Cash Flow Statement
 Privacy template for fitness business
Legislative requirement applicable to this stage are
 Privacy policy
 Non discrimination policy
Quality assurance requirement at this stage are
 Each information produced should be complete and accurate
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 Information produced should be stored for the specified period of time.
Evaluation of present and future information technology capability
It is essential for the business to assess the information technology for capability and the
impact on documentation designs and production which includes cost effectiveness.
Hardware
 Photocopiers are enough to meet demand relating to printing and marketing materials like
flyers, posters and brochures.
 Computers of company are old and have issues with space, speed and the ongoing
maintenance. The computers systems are old and will not be able to manage the requirement of future
demand.
Software
 Windows 7 is reliable but the mainstream support has been lost and also the security
updates would be ceased in 2020.
 PCs include MS 2010 which is adequate as per current requirement but would not be able
to work with future operations (Dhakal and Chevalier, 2017). MS Outlook will be
updated that could standardise the email signatures and templates.
 It is required to upgrade Windows 10 operating system and Microsoft Office 365
Business Subscription.
Costs related to upgrading the systems
The cost relating to upgrading the system software is $500 which is within the budget.
Part B
Task 1
Cost Estimation
Cost Estimation
Tasks
Responsible
person/role Rate $/hour
Duration in
hours Cost
Formatting, filing,
typing
casual
administrati
on assistant 22 6 132
Content Writing &
Proof reading
Administrati
on officer 35 18 630
Finalising Administrati 35 4 140
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documents ve manager
Total 902
The above table show the cost estimation for completion of documents. The formatting,
filing and typing work would be conducted by casual administration assistant at rate of $22/hour.
Total of 6 hours will be required to carry out this task properly. The content writing and proof
reading work will be performed by administration officer at rate of $35/hour. It would take 18
hours for completing the task and all documents with proof reading to assess the errors. The final
work will be performed by administration manager who will analyse the whole documents, its
essential contents, complying with legislation requirements, formatting etc. The documents after
verification by the manager are sent for their intended purpose and use.
Task 2
Styles Requirements
Design requirements
Information related to clients should be saved both in
electronic and hard copy. Documents related to
policies and procedures should be maintained paper
based
Drawing and images
All business documents should contain logo of
company
Description of use of copyright
and protected materials
The copyright materials should be taken only for
reference and should not be adopted completely for
formatting
Language and writing style
There should be clear and understandable English
language.
Formatting conventions
Font size should be 12, Times New Roman with 1.5
line spacing in black colour.
Logo
It should be used in original colour with name of
company in suitable size at top of page.
Page layout
Pages should be numbered with clear identification
of version and copyright information should be
clearly mentioned
Editing and finalising
Proper proof reading
Checklist for confirming the document
Proper formatting
Documentation
Proof reading
Finalising
Approval protocol Document should be signed by the proper
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departmental authority
Conventions and saving
protocols.
File should be saved with proper name of related
documents and should be saved in properly named
folder.
Part C
a. GP's Letter
Vanessa Choi,
Operations Manager
CrossFit Endurance
123 Second Street, Brisbane, Qld, 4000
24th February 2021
To,
GP's Clinic
Level 2, 448 Boundary State
Brisbane Hill Qld, 4000
This letter has been written to inform about the services provided by the CrossFit
Endurance. It is fitness gym that provides safe space for the people of all age and the fitness
level for engaging in the constantly varied high intensity functional training movement and to
build fitness and health skills for better life. Gym provides trainings in the 2 modes, personal
training and group classes. The gym has the objective to develop health among people through
exercise and workout. Training is provided in special fitted CrossFit gym and is oriented
strongly towards serving the experienced athletes. It fosters strong spirit of the inclusivity and
community that makes it safe for normal people to start the fitness journey for starting the
training. The training has been split between beginner, intermediate and the advanced method.
Each group has experienced coaches that encourage the experience and inexperience clients to
do exercise and develop respect for the activities.
Exercise is very important for the people to have stable mind and healthy body. It has been seen
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that people are becoming ignorant about their health and exercise. Doing regular exercise makes
blood circulation proper and also keeps them away from the different diseases. Calories burnt
during the exercise helps to control different health issues like increasing cholesterol level.
Therefore, gym develops a habit of regular exercise and encourage them to live healthy life.
Yours Sincerely
Client Invoice for personal training
CrossFit
Enduran
ce
Street
Address
City, ST
ZIP Code
Phone
Number,
Web
Address,
etc.
INVOICE
BILL TO DATE
INVOICE #
PAYMENT TERM
DESCRIPTION HOURS RATE AMOUN
T
1 1 10.00 10.00
2 0
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3 0
4 0
5 0
6 0
7 0
8 0
9 0
10 0
11 0
12 0
13 0
14 0
15 0
16 0
SUBTOT
AL 10.00
DISCOU
NT
AMOUN
T
2.00
TAX 8.000% 0.64
GST 6.000% -
NOTES:
TOTAL 8.64
PAID -
TOTAL
DUE 8.64
PAYMENT
DETAIL
DATE TOTAL APPLIE
D TYPE CHECK/MONEY ORDER# NOTES
The above invoice template of CrossFit gym invoice template will allow the gym to make
invoices for the different customers using same template. The single template will allow to make
all the invoices in the excel. This application allows to keep record of all the information of
clients who have been invoiced. This helps in proper record keeping and also in managing the
business appropriately. The templates have automatic date fields that will automatic change the
date.
Instruction sheet
Offer Letter
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 The letter could be searched directly searched with name of 'Offer letter' in desktop.
 The address of the clinic could be changed directly in the address bar to whom letter is to
be provided.
 The letter will be saved with name of client in folder of offer letters on desktop.
Invoice
 It will be searched with customer invoice on desktop
 The invoice has to be first save with name of client in sales folder for respective month.
 The complete details regarding the client, training provided, number of hours will be
stated in invoice document.
 The address has to be filled of all clients in the documents. The rate of services will be
automatically calculated on inserting the charges.
 Number of hours has to be filled manually to calculate the total charge.
 The tax and GST will be calculated automatically in the invoice.
 Print out of invoice will be taken for providing one to the client and one for maintaining
record with gym.
 The invoice will be recorded both on computer and hard copy.
Part D
Questionnaire
CrossFit Gym
QUESTIONNAIRE
1. Are you able to understand the template ?
 Yes
 No
2. Are you able to understand the purpose of template ?
 Yes
 No
3. Were instructions useful to meet the template requirements ?
 Yes
 No
4. Was automation fields were working properly like date and amount calculation?
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 Yes
 No
5 Are improvements and amendments necessary ?
 Yes
 No
Analysis of questionnaires
The questionnaire was given to three colleagues performing the same job to test about the
work of template and use of instructions sheet.
Question No. Yes No
1 3 0
2 3 0
3 3 0
4 3 0
5 2 1
The analysis of results from 3 questionnaire shows that all the three users were able to
understand the templates. This shows that templates were made in easy and understandable
language that could be operated easily. All users were also able to understand the main purpose
of template. It could be interpreted from the analysis that the template are properly structured and
clearly provide the intended use of templates. The instructions provided for template were
correct and accurate as all the users were able to correctly complete the tasks given regarding the
template. The automation fields regarding date, calculation of amount and rates were working
properly without any mistakes. Only 1 from 3 is of the view that improvements could be made
for making it more better. However, issues were not provided by any user regarding existing
documents. The above analysis shows that no significant improvement is required in the template
and effective. They were able to complete the template using instruction sheet.
PROJECT 2
Part A
Training plan
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Training Session Plan
Training
topic:
To improve the performance of employees at Crossfit Endurance
Learning
objectives and
outcomes:
Helps to increase the productivity of employees. Also, assists in raise
financial performance of a company which assist to sustain the brand
image.
Duration: 15 minute
Resources
required:
Supervisor, students, experts, boardroom, computer system
Time (mins.) Mainpoints/ Activ ity
2 min Induction Helps to know about each other which enhanced
the interactions
5 minutes Examine own strength
and weakness in the
context of skills (as
desired by company)
Experts will ask questions to employee's peers
that assists to examine the strength and weakness.
Apart from this, they also conduct 360 degree
feedback in which supervisor and manager also
hare their views about performance of employee.
3 Strategies to be used
in order to improve
skills
Experts will provide different ways through which
their performance will be increased. Along with
this, they also improve their skills that will
benefited to their future.
4 Discussion During this stage, employees may ask any
questions to their professionals in order to solve
query. It might take long time.
1 Closing At last, training session will be completed and
employees as well supervisor also move to their
respective places.
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Part B
Role play
Trainee A: Good morning!!
Trainee B: Hello Good morning to you too.
Trainee A: do you understand the purpose of training.
Trainee B: Yes. But why you are asking to me?
Trainee A: just to ensured that whatever I understood is right or not.
Trainee B: okay. So tell me what you understand?
Trainee A: The training main purpose is to improve our performance and this is examined by
views of our peers.
Trainee B: Yes. You are right.
Trainee A: have you go through the instruction list provided by trainers and we have to
distribute the same to others as well.
Trainee B: Yes, I know. I am satisfied with the way of training conducted.
Trainee A: What are you talking about?
Trainee B: listen. I think that, if trainer identify strength and weakness by collecting views from
ourselves, then he might be not getting accurate answers. That is why, conducting 360 degree
feedback is more effective so that they make decision accordingly.
Trainee A: Yes. I am also think the same.
Trainee B: So let's implement the same, as the training is of only 15 minutes but it helps us to
examine our strength and what company is expected from us. Hence, there is a big gap between
us which needs to be filled through training session.
Trainee A: I am completely agreed with you. For that, we will conduct a question answer
session in which all members will asked question about each other in order to ensure whether the
skills has been improved or not.
Trainee B: Yes, this is right idea and also helps us to improve our communication skills as well.
Trainee A: Okay then let's do it, it is a good opportunity for us.
Trainee B: Okay. Thank you.
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Part C
EMAIL
To: John Wayne and Sam Ho
Subject: Feedback for letters
Dear member,
I have gone through your letter for Covid-19 policy and letter for the GP clinics. The
letters have been reviewed to check the quality and compliance with documentation standards
of company provided. The content and information provided is good but not as per requirement.
Improvements are mentioned below to take note of:
 The logo of company is not in the centre of policy letter as the standard require it to be
in centre.
 The paragraphs of the letter are not justified and left aligned only.
 Font size is 12 and also the actual font type is not Times New Roman.
 The margin of reports is not equal and justified.
 The letter has not been properly closed using proper signature of authorised person.
The above improvements has to be done to make it as per required structure and company
standard.
Yours Sincerely
Administration Manager
Part D
1. The technology requirements to manage the business documents and templates
Company is required to update the software and document template to meet the
requirement. The digital media has become highly advanced and used advance features to
properly carry out the work.
Technology Requirements
 Software Update
 Computers replacement
Documents
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 Policy template
The staff will be required to be trained and to operate the new machines and software.
The software requires proper training and also information. The changes required in documents
are size and placement of logo, to proper structure and proper margin.
2. Action Plan
Action / Task Resources Responsible Timeframe
Template change Internet Administration assistant 1 week
Designing Internet Administration assistant 2 week
Technical changes Software IT professional 3 weeks
Bug fixes Software IT professional 3 weeks
Training Software Manager 2 week
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REFERENCES
Books and Journals
Yap, J.B.H., Abdul-Rahman, H. and Chen, W., 2017. Collaborative model: Managing design
changes with reusable project experiences through project learning and effective
communication. International Journal of Project Management. 35(7). pp.1253-1271.
Aubry, M. and Lavoie-Tremblay, M., 2018. Rethinking organizational design for managing
multiple projects. International Journal of Project Management. 36(1). pp.12-26.
Rasmussen, M.H. and et.al., 2019. Managing interrelated project information in AEC Knowledge
Graphs. Automation in Construction. 108. p.102956.
Dhakal, K.P. and Chevalier, L.R., 2017. Managing urban stormwater for urban sustainability:
Barriers and policy solutions for green infrastructure application. Journal of
environmental management. 203. pp.171-181.
Online
Training Plan . 2020. [Online]. Available through:
<https://ohiostate.pressbooks.pub/drivechange/chapter/chapter-1/>.
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