Project: BSBADM506 - Manage Business Document Design and Development

This document presents a comprehensive solution to the BSBADM506 Manage Business Document Design and Development project. The assignment involves creating a style guide, developing document templates, and writing a written assessment. The student was required to establish documentation standards, design templates for various documents, and develop standard text input using software like document management software, word processing software, and database programs. The project also included preparing explanatory notes, developing a training session, and creating a strategy for monitoring document use and continuous improvement. The written assessment includes questions on the importance of standardized documents, software programs, document types, purposes of macros, and other related concepts. The solution provides detailed answers and examples to demonstrate understanding of the concepts and practical application of document design principles.

Assessment Resource Summary
Unit Details BSBADM506 Manage business document design and
development
Assessment Type
This is a summative assessment, which requires each student to have
adequate practice prior to undertaking this assessment
Assessment 1 Must also be undertaken in a real or simulated office
environment
Assessment Methods
Projects Assessment 1 (Develop style guide and
3 templates)
Written Assessment Assessment 2
(Written Assessment)

Assessment Resource | BSBADM506
ASSESSMENT SUMMARY / COVER SHEET
This form is to be completed by the assessor and used as a final record of student competency.
All student submissions including any associated checklists (outlined below) are to be attached to
this cover sheet before placing on the students file.
Student results are not to be entered onto the Student Management unless all relevant paperwork is
completed and attached to this form.
Student Name:
Student ID No:
Final Completion Date:
Unit Code: BSBADM506
Unit Title: Manage business document design and development
Please attach the following documentation to this form
Result
S =
Satisfactory
NS = Not
Satisfactory
NA = Not
Assessed
Reassessment
S =
Satisfactory
NS = Not
Satisfactory
NA = Not
Assessed
Assessment 1
 Style guide attached
 Copies of 3 templates and standard text
attached S | NS | NA S | NS | NA
Assessment 2  Written assessment attached S | NS | NA S | NS | NA
Final Assessment Result for this unit C / NYC
Assessor Notes: (inclusive of reassessment, reasonable adjustment, further opportunities for gap
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Assessment Resource | BSBADM506
training etc): ______________
________________________________________________________________________________
_______
________________________________________________________________________________
_______
________________________________________________________________________________
_______
________________________________________________________________________________
_______
Student Declaration: I declare that I have been
assessed in this unit, and I have been advised of
my result. I also am aware of my appeal rights.
Name: ____________________________
Signature:
____________________________
Date: ____/_____/_____
Assessor Declaration: I declare that I have
conducted a fair, valid, reliable and flexible
assessment with this student, and I have
provided appropriate feedback
Name: ____________________________
Signature:
____________________________
Date: ____/_____/_____
Administrative use only
Entered onto Student Management Database  ________________
Date Initials
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Assessment Resource | BSBADM506
ASSESSMENT 1 – STUDENT INFORMATION
This information is to be handed to each student to outline the assessment requirements.
For this assessment you are to assume you are opening a new business. As part of your business
development, you are to manage the document design and development to ensure a consistently
professional image to your organisation.
Your first step is to establish your documentation standards taking into consideration:
- What types of documents you will require for your business (at least 3 different documents
required) eg: email , sales letter, Internal memo, brochure, website , order form.. etc
- The styles and types of documents you will be using
- Available technology for producing these documents ( Ms word, Ms Excel, Publisher)
- How the documents will be utilised, outputted and stored
- Develop an organisational style guide that outlines your documentation standards
Next, you are to develop your template design and development for each document, ensuring that:
- The templates and formats suit the purpose of each document
- The document templates enhance readability for appearance, style and layout
- They are tested and updated to ensure quality of presentation
Once you have developed your templates, you are to develop a standard for text input. This will require
you to:
- Evaluate the complex technical functions of your software for usefulness in automating
standard document productions
- Match each document to relevant software production
- Test the macros to ensure they meet the requirements of each document
Now that you have your templates and standard text, you are to:
- Prepare explanatory notes for the use of your templates and macros for your users (Style
Guide)
- Develop a short training session on the use of your templates and macro’s
- Develop master files, and include hard copies of your templates and macro’s
- Develop a strategy to monitor the use of your documents, and evaluate the documents
against their needs, including continuous improvement
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Assessment Resource | BSBADM506
Assessment Summary
In submitting this project, you are to include
 A completed style guide covering at least 3 different types of business document
 Copies of all templates and standard text
 A copy of your maintenance and continuous improvement standard
 A document summarising how you undertook this task, step by step, including your rationale
behind your outcomes
 Your assessor will observe you developing the above documents during class time
This assessment is due for submission on: _____________________________________________
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ASSESSMENT 2 – WRITTEN ASSESSMENT
Student Name:______________________________________________________________
Student ID No: _________________________________________ Date: _______________
Student Instructions
Written Assessment
 This assessment will be undertaken in the classroom, under test conditions.
 This is a closed book written assessment
 Time allocated: 2 hours
 Do not cheat during this assessment. If you repeatedly talk, or are caught cheating (which
includes copying answers from other people or sources), you will be removed from the classroom
and your assessment will be marked as “incomplete”. This means your assessment will not be
marked, and any opportunity for re-assessment will be subject to the outcome of an Appeal
Process or Disciplinary Hearing.
 Ask your assessor if you do not understand a question. Whist your assessor cannot tell you the
answer, he/she may be able to re-word the question for you
 Reasonable adjustment: If you require any adjustments to accommodate a need in order to
complete this assessment, please talk to your assessor. Arrangements will be put in place to
ensure a fair and flexible approach is undertaken for this assessment. Please note that the range or
nature of the adjustment will ensure that the outcomes of the unit are not compromised.
 Re-assessment: If you do not achieve the required standard, you will be given the opportunity to
be re-assessed by our Assessor. Arrangements will be made on an individual basis.
 Feedback: Your assessor will provide feedback to you after the completion of the assessment.
Your trainer assessor will also explain your rights to appeal under the colleges appeals process.
Questions
1 Why is it important to have standardised documents within an organisation
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Assessment Resource | BSBADM506
Standardized documents play an important role within an organization. Standardized documents have
the capability of removing confusion and ambiguity. Furthermore, they assist the businesses in
following the same processes and procedures with each and every customer without any regard for
who the process is affecting. Standardization is also maintained for the purpose of ensuring that the
business practices are just and fair. Standardization of documents leads to consistent quality, structure
and appearance of documents thereby making them easier to read and understand. It is also important
due to the fact that it builds the trust of the customers in services, products and systems and therefore
acts as an indispensable development tool for the organizations.
Furthermore, standardized documents bring innovation due to the use of reliable data and structured
methods that assists in saving time in the process of innovation. Moreover, the dissemination of the
ground- breaking ideas and knowledge also becomes easier for an organization. In simple words,
standardized documents are important as it allows any member of the organization including the staff
to make easy identification and interpretation of the relevant information. Moreover, when the
documents are standardized, the image of the company also improves ( Ménard & Ratté, 2016).
2 Describe3 different software programs and the type of document they are suited for
Document Management
Software
Document management software is software is suitable for the purpose of
storing and keeping a track record of the electronic files. Such software
performs the function of assisting the user in organizing, managing,
sharing and communicating the business critical information. Such
software are capable of meeting the required of organization of different
sizes ( Yilmaz, O’ Connor & Clarke, 2014).
Word Processing
Software
Word Processing Software is a software program in the computer which is
utilized for the purpose of composing, editing, formatting and printing
written documents. It further assists in manipulating a text document along
with applying the basic design to the pages. The documents that can be
manipulated include a resume, report, etc. The software also allows correct
spelling and grammar, creating and editing tables and inserting elements
from different software such as photographs or illustrations.
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Assessment Resource | BSBADM506
Database Programs
Database programs assists the users assists the users to input numerous
records into a single file and provides the facility of easily searching and
manipulating the records. In other words, with the help of a database
program, the user gets the facility of storage, search and retrieval system.
It further has the capacity of instantly picking the needed data and
producing it to the user along with appropriately managing the data
collections.
3 Describe 6 different documents and their purposes
E- mails
The purpose of e- mail is to send messages or letters electronically. Such transfer
of messages or letters is made from one computer to another. Another feature of e-
mails is to send a message instantly to more than one address at a single point of
time ( Rahman, Chakraborty & Ray, 2018).
Contracts
Contracts can be defined as the formal document that is entered into by the parties
for the purpose of entering into an agreement. In other words, the basic purpose of
aa contract is to make an agreement enforceable by law.
Letters
Letters are considered to be the common document which is used by the
companies for the communication purposes. It is also regarded as the method for
gaining the feedback of the recipient of the letter. They are a way through which
official communication can be made by the organization.
Invoice
Invoice can be defined as the written request made by the organization for the
payment of goods and services. The purpose of this document is to clearly specify
the general details such as the name of the company along with the contact details,
name of the customer and address, payment term and amount and this document is
kept as a proof that the goods or services have been delivered to the customer.
Government
Forms
Documents can be lodged with the government only on the basis of specific
guidelines. Such guidelines are generally clearly mentioned on the website of the
government. Therefore, the purpose of the preparation of these documents is to
fulfil the requirements specified by the government.
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Assessment Resource | BSBADM506
Reports
Report can be defined as the document that contains information in a graphic,
narrative or tabular form, prepared on regular, periodic, ad hoc or as required
basis. Reports may serve the purpose of referring to occurrences, events, specific
periods or subjects and may be presented or communicated in an oral or written
form ( Tregear, 2015).
4 What is the purpose of a macro?
The basic purpose of macro is to speed up production by way of ensuring the automation of the
repetitive tasks. Furthermore, macro is also used with the purpose of improving the usefulness by way
of reducing the associated errors and reducing the time needed for performing the actions. In other
words, the basic purpose of macros is to ensure that the documents standards are adequately met.
Macros play an important part in automating the formatting functions along with common tasks of the
user during the production of the document. The development of the macros also ensure that each and
every document produced by the respective staff is in adherence/ compliance with the quality
standards of the organization and can be easily produced and reproduced in an efficient manner. Once
the relevant macros and templates are developed and the training is provided to the staff regarding
their efficient and effective use, the organization needs to monitor how well they are being applied in
the work by the staff. Moreover, monitoring is also required for the purpose of examining whether
macros are continuously meeting the standards of the organization or not (Gaceb, Eglin &
Lebourgeois, 2014).
However, the macros are required to be chosen correctly as it is the responsibility of the organization
to have a check on the documents that are produced by its team members and are prepared with the
help of the document template of the organization. Additional training may also require to be
provided to the members of the team who are incapable of using macro due to their lack of knowledge
regarding the manner of use.
5 What cost constraints may affect your document design and development?
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Assessment Resource | BSBADM506
There are a number of costs associated with the design and development of a document. Such
costs include salaries or wages to the experts for the preparation of the documents, printing costs,
black and white printing or colour printing costs, costs associated with the printing machines,
printing paper, etc. All these costs are required to be met by the organization before supporting the
design and development of the document. The printing costs are high when the quantity to be
printed is more, also the paper costs are included in the costs constraints. Such constraints become
a hurdle in the design and development of documents for the organization. Other constraints ae
related to quality, commitment, time, facility restrictions, due diligence, staffing, speed, capacity
limitation, size of space, functionality, speed, risk obligation, etc.
Since documentation is one of the most important activities that are required to be adequately
completed by the organization, the assistance of the externa experts is obtained for preparing
documents in a proper manner. For this, high amounts are charged by the experts for providing
such advice. With the passage of time, the costs associated with printing has also significantly
increased due to which colour prints are often not preferred. Instead, preference is given to the
black and white prints as it appears cost effective to the organizations. Therefore, these costs
constraints also requires the business to make some compromises so that the design and
development needs can be met adequately (Alhéritière, Cloppet, Kurtz, Ogier & Vincent, 2017).
6 Describe the document production process you would follow when creating an organisations
internal and external document range.
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Assessment Resource | BSBADM506
The process of document production is an iterative process that involves drafting, checking and
revising the document. The process continues till the time the acceptable quality of the document
is produced. Such process assist in the creation of a quality internal and external document range.
The dependence of the acceptable quality is on the type of document and the potential readers.
The process initiates with the creation of an initial draft. The first stage is known as the creation
stage. After the creation of the initial draft, the draft is reviewed and comments are offered for the
purpose of making changes where needed. Furthermore, the comments are reviewed and
incorporated in the draft. This means that this stage requires re- drafting of the document at the
end.
The next stage is the polishing stage. The approved re- drafted document is then moved to this
stage where the text of the draft is proofread for the purpose of producing the final draft. After
proofreading, the final draft will be produced which will then be checked once again ( Lauer,
2015).
The document then moves to the next stages of the document production process which is the
actual production stage. In this stage, the layout text is produced and reviewed. After this, the print
masters are produced and lastly the copies of the documents are printed. In this way, the entire
internal and external document range can be prepared. One thing that needs to be kept in mind
during the production of external documents is that all the internal matters cannot be discussed in
detail in such documents. However, the internal documents will contain each and every aspect in
detail.
7 How do the following legislation / regulations effect the design of your document and content?
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Assessment Resource | BSBADM506
Legislation / regulations effect the design of your document and content in the following manner:
Ethical principles
The application of the ethics code is on the activities that are part of professional and/ or educational
roles of Process Work practitioners. It covers areas such as counselling, clinical, research, educational
practice of Process Work, supervision of trainees, teaching, social intervention, public service,
organizational consulting, administration and program design and evaluation. On these activities, the
ethics code is applicable across a variety of contexts such as in case of electronic transmissions,
internet, telephone, postal and in- person. This document consists of various elements such as
introduction, general principles, preamble and specific ethical standards.
The importance of general principles and preamble is to describe the aspirational goals that perform
the function of guiding the Process Workers towards the highest ideal of its practice. The term
reasonable, as used in this document, means the already existing professional judgement of
practitioners engaged in similar circumstances and similar activities, given the knowledge of the
practitioner ( Wheeler & Bertram, 2015).
Codes of Practice
Codes of practice can be defined as the document which performs the function of complementing the
occupational health and safety laws and regulations. The basic purpose of the codes of practice is to
offer detailed practical guidance on the manner of ensuring compliance with legal obligations along
with their adherence until and unless another solution with better or same safety and health standard is
in place. The design of the document of codes of practice covers the introduction, codes, the manner
of their usage, their meaning, status, etc. ( Chartered Institute of Building, 2014)
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