University BizOps: Managing Business Document Design and Development

This report examines the management of business document design and development within BizOps, focusing on the responsibilities of a team leader in overseeing IT functions, retail operations, and project management. It details organizational policies, procedures, and the use of various templates such as customer service plans, complaint forms, and project reports. The report highlights contract modifications, incident and injury reporting, and adherence to WHS regulations. It also explores customer feedback mechanisms, invoice creation, and the use of software for discount management. The document also outlines the steps involved in drafting an invoice and strategies for cost and time management, including the use of software tools for data processing and record-keeping. Finally, the report discusses the benefits of using the newest version of Microsoft Office for improved teamwork, data management, and budgetary planning, highlighting the importance of timely upgrades for effective business operations.

Managing business document design and development
Name of student
Name of University
Author note

As a team leader of BizOps, it is important for me to manage the IT functions properly,
furthermore manage coordination for the retail operations division and projects that require
proper funding and budgetary activities. There are both present and urgent projects that require
proper invoices and thus when made purchases on large volumes, discounts have been provided
as well.
1. List of Organizational policies and procedures
Organizational policies
Communication policy
Confidentiality policy
Continuous improvement policy
Human resource management policy
Information management policy
Information technology policy
Quality assurance policy
Sustainability policy
WHS consultation policy
Risk management policy
WHS emergency response policy

WHS bulling and harassment policy
WHS alcohol, drugs and smoking policy
Organizational procedures
WHS incident investigation procedures
WHS hazard reporting procedures
Sustainability procedures
Risk management procedures
Resource acquisition procedures
Document control procedures
Conflict resolution procedures
Contract management procedures
Communication standard procedures
Continuous improvement procedures
2. BizOps use forms and templates. Templates are forms that can include the customer service
plan, customers’ complaints and feedbacks, project progress and project budget report. Various
templates that consist of features and information are needed to be filled to prepare an
appropriate document. Incident and injury report form is another type of document while there
are draft invoice and privacy policy statements included in the documents used by BizOps.

3. The existing contracts that were modified had been used to develop the contract form
templates and must include formatted macros and texts for increasing the speed of production
process. The staffs need to swap the templates among themselves afterwards to check whether
those meet the requirements of the organization and audience and whether it has the proper
layout, style and readability or not. The review procedures include evaluation of feedbacks by
the project manager and determining its reliability.
4. The incident and injury form includes the nature of incident, effects on health and treatment
procedures or responsive action undertaken to resolve the injury related problem. One of the
major aspect that enables the form to meet the organizational standards is the proper layout, tone
and content. As there were no responses and incident provided in the form, so it is not lea about
whether the tone and contents are appropriate or not. Use of accurate language, avoiding spelling
mistakes, writing clear and simple sentences for the document and maintaining transition
between the different parts of the incident or injury form document can enhance the readability
of the document. Active voice should be used as well.
5. The WHS laws, rules and regulations are promoted to maintain safe work conditions and
improve the health and safety of workers in Australia. Based on the WHS legislation, the most
important information are obtained to make sure that the incident is overcome properly. An
incident must be stored in the form for at least a year.
6. The six questions used to obtain feedbacks are:
What could be done for obtaining the feedbacks and responses of staffs of BizOps in Australia?
Are you satisfied with the forms and templates provided and can you read these properly?

Is it readable and proper information needed to manage the functionality of documents and
templates at BizOps?
How often do you check the templates and forms provided and how it helps you?
Are you suitable with the tone, content, language and layout of the forms and templates?
7. There was a complaint made by a customer regarding the functionality of a particular product
of BizOps, Australia. It was present in the customer complaint template or form and delivered to
the staff who need to provide it to the manager. It can also happen when the senior manager
provides a template to me and needs to be filled. During absence, it might get filled by someone
else based on the feedbacks of the users. It is important to note that only few members are
allowed to make amendments and that should be done with approval by me, as a team leader of
BizOps. Amendments can often affect the business functioning and the projects, so it is
important to ensure that the amendments are done with the approval of the team leader.
8. The invoice consist of the quantity of products in terms of volume, description of the product,
its unit price, GST, shipping and handling charges and the total price incurred. All these
necessary information are present, which shows that it complies with the documentation
standards. The software used to manage discounts for the products purchased in large volumes
are Tally.ERP9, Marg ERP9+ Billing and invoicing software.
9. The explanatory notes provide better understanding of legislation adopted at various levels and
during the Invoicing Directive. It clarifies the application of GST invoicing rules along with the
product description, shipping and handling charges and volume or quantity of products.
Quantity

15 desktop PCs are ordered
Description
Computer systems with proper hardware and software components installed to meet clients’
needs
Unit Price
A$ 500
Price
Total price of the desktop PCs added with the GST and shipping charges is A$ 25000
10. As a team leader, I need to encourage the IT staff and provide the explanatory notes to make
him understand about the invoice properly. I would like to share the quantity of products ordered
along with the price, GST and shipping charges to ensure that the staff achieve the desired skills
required to manage the IT department activities.
11. Steps for invoice draft:
Step 1: Completion of the order and the invoice is issued
Step 2: Utilization of the invoice template
Step 3: Writing the invoice
Step 4: Providing options for paying online
Step 5: Finally check and send the product to client

There might be time and cost constraints and to overcome that proper allocation of budget and
time is essential. The Express Load’s Batch Load Mode can flag the unfound data and the
utilization of Evidence Cruncher to OCR can convert image files into PDF format so that the
computer systems can scan it. Express Load’s CSV File Load Mode s also used for circulating
and storing master file.
12. Keeping records of the expenditures every month is essential for minimizing the money
spending. The careful planning and feasibility analysis could be a viable option for saving money
as well during the management of projects. Comparing the prices could also help in saving a lot
of money for the organization.
13. The newest version of Microsoft Office could promote better teamwork, introduce new chart
types in word, PowerPoint and excel with much more added functionality. It would be more easy
to get data in the Excel sheets and the smart lookup in the applications of Microsoft Office
newest version provides better flexibility. The budget cycle could be easily prepared by adding
data in the excel and in case the upgrade is delayed, it will hinder successful teamwork and
coordination and prevent proper budgetary plan too.