BSBADM506: Evaluating and Designing Business Documents - Questions

This document provides a comprehensive solution to the BSBADM506 written assessment, focusing on business document design and management. It addresses key aspects such as evaluating current and future capabilities in document design and use, including considerations for storage, version control, and system flexibility. The document offers practical examples of quality monitoring through compliance and performance monitoring, and identifies relevant legislation like the Archive Act and Privacy Act. It explores the costs associated with document design, including time-based calculations, realistic estimates, and fair terms, as well as the influence of budget and technology on document design. Furthermore, it describes advanced features in software applications like word processing, desktop publishing, and online documentation tools, providing examples of their best use. Finally, the document lists various stakeholders involved in business document design and development, including both internal and external parties.

BSBADM506
Written questions
You will need to complete the following questions for Assessment Event 1.
Complete your answers on this document and submit to the online area for this assessment
event.
Questions
1. Describe how an organisation can evaluate its current and future capability in designing and
using documents.
There are many ways to design and document processes. The hard part is to make them
relevant for the organizational staff so they are also executed. The only point is to add value
to the business. This requires staff involvement, ease of use and continuous change. Hence
the organization is required to monitor and check the documentation procedures regularly.
the most important things in evaluating the documentation procedure would be:
 Are all documents being stored in the database? This could render the application and
experience very sluggish. Its better done via metadata and stored locally within the
organization
 Is there a proper and easy to use version management system? There are several
versions to each document and storing each is quintessential to understand the
project entirely
 Are there too many forms and fields in forms that create your metadata? If so users
usually would skip filling all of it altogether
 Is the system flexible enough to avoid running to support for minor changes? Usually
the document management systems installed with large organizations are like legacy
software and a very small change in a form field needs support and therefore money
is one of the factor that woud habve to be considered as the documentation
procedures have to do with equipments that require money.
 Is the document flowing properly across departments? Documents need to
transmitted to other departments with proper approvals and this workflow creation
and editing needs to be flexible as people come and leave the organizations over
time. Updating the system should be easy.
 Most of all is the storage system of the documents secure? As because the system
would store the most confidential documents like POs, estimation and design.
2. Provide two examples of how an organisation can monitor the quality of document design
and storage.
Generally the organization can monoitor the quality of the document using the two practices:
Complaince monitoring
This process invoves the analysis made in-depth for the project or the process of the
organization. The organization would be checking the documents with the requirements of
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industry, organizational and laws standards and codes, principles of accepted community, good
governanc and ethical standards'. (AS 3806 - 2006: Compliance Programs, section 1.3.3).
Consistence observing and consistence examining mean to build up whether a procedure or
strategy is completed in conformance with significant outer necessities, regardless of whether
set through enactment, controls or bearings. It includes analyzing, at a genuinely clear level,
how associations 'accomplish something' and affirming 'consistence' with criteria. (CB029 -
2003, The Audit Skills Handbook, segment 1.8). Open workplaces ought to routinely survey their
congruity with the commitments of the State Records Act and the related norms and codes of
best practice to guarantee that the association is consistent and that issues of rebelliousness
are rectified
Perfromance monitoring
The process involves the monitoring and analysing theprocess and checking weather the
documenst are stored effecinetly in the system and also the organization can set up measures
for themselves that would help them check the document and make the evaluqation of the
document according to the measures set by them.
3. List two types of legislation that document designers should consider when managing
document design and development? Provide an explanation of why they are important.
The documents of the organization would have tom complaice with the standards approved
by the legislative boards. Hence the organization can follow two types of legislation for the
designing of the documents. The two type of legislations can be Privacy and compliance. For
example the Archive Act of 1983 can be considered and for the support the act of Privacy
Act 1988 is provided. In the archive act the national archivesa are used to oversee the
documentation practices in the 0organzations across the country.under the act the
roganizations would be :
Demolition, exchange, or modification of Commonwealth record subject to Archives'
approval. Following of records administration norms and different commitments set by the
Archives. Exchange of documented assets of the Commonwealth into Archives' care.
The organization is required to take some reasonable steps for the matianance of the
privacy of the data and documenation. This Act controls the treatment of individual data
about people. This incorporates its gathering, utilize, stockpiling and revelation. The Act
contains 13 Australian Privacy Principles (APPs) which direct the treatment of individual data
by most Australian Government offices. Application 4 and 11 contain arrangements for the
de-identrfication of individual data where it isn't contained in a Commonwealth record.
Application 10 plots the need to keep exact, avant-garde and finish individual data. The Act
likewise directs the utilization and administration of Australian expense document numbers,
individual data for therapeutic research and credit data.
4. Provide three examples of the costs associated with document design and management.
For the documentation for the organizations the would be have to undergo three types of cost
compenasation. They are:
Costs for the time based calculations:
The cost for the documentation is calculated by the time required to write a document. In
addition to this, it is also known that a pre existing document would take up less time than
that of a document that has to be started from scratch.For professionally made content the
cost of documentation would go up.
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The realistic estimates:
The realistic estimates would be providing the organization with the actual estimated cost
for the system. This means that the cost and the budget of creating document would not
depend on the minimum budget but take account of more of the realistic budgets.
Fair terms calculated costs:
The calculation of the of the fiar terms costs are done on the basis of the market values and
the general costs required for the development of the document.
5. How might an organisation’s budget and technology requirements influence document
design?
The budget and the technology of the organization varies to a great deal for the document to be
designed. A higher budgeted and effecint technology would be providing the organization to
design a document with a very efficient design. While a design of the lower budget would not be
much efficient and also the technology would also define the designing of the documents. The
documents with higher technical backgrounds would be having an efficient storage and higher
level of security for the documents.
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6. Describe three advanced features/functions within three different software applications
(desktop publishing, word processing and spreadsheets) that may assist you in producing
quality business documentation. Give an example of the type of document best designed by
the software.
The word processing softwares are requird for the manipulation of a text document. The
operations such as copying, deleting and formatting would be performed by the file in the
software. The word processing software can perfrom the fuctions such as Creating, editing,
saving, printing, Copying, pasting, moving, deleting text within a document. Additional
fuctions include Formatting text, Correcting spelling and grammar, Creating and editing
tables, Inserting elements from other software, such as illustrations and photographs. An
example of a word processing software is Microsoft Word.
In addition to this, there are desktop publishing softwares which helps the users too create
page layouts of the documents and also helps the users to combine pictures and ilustrations
wi h the document and hence ptovides a better. For example a prodcut catalog would be
desigened effeceintly by the destop publishing softwares. In addition to this the quality of
documentation is better in case of desktop publishing rather than word processing. For
example the indesign software can be used for the development of the tempaltes.
Thirdly, the online documentation softwares should also be noted. These are the best type
of documnenatation software. They work on the DOS envioronment and also provide
scripting languages. These languages provide the documentation by cascading the HTML
and CSS scripts. An example of this type of application is the WordPerfect.
7. Provide a list of stakeholders that could be consulted in business design and development.
At least one should be external to the organisation.
The list of stakeholders that are to be consulted for the dsign and development of the
documents of the organization are:
The owner of the organization
The managing directors of the organization
The project managers
The staffs
The content writers of the organization
The cleints of the organization
The suppliers of the organization
The vendors of the organization.
The suppliers and the vendors would be the external stakeholders to the systems
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