Produce Business Documents CMN306A - Software keyboarding and computer skills to complete a range of formatting and layout tasks • literacy skills to read and understand a variety

Special edition Design and produce business documents (Office 2013) suitable for use in training packages where BSBITU306A is an imported Unit This workbook supports BSBITU306A Design and produce business documents in the BSB07 Business Services Training Package. © Millbank Investments Ltd, NZ, June 2015

Software Publications writing team

ISBN 978-1-922241-99-3 Disclaimer

All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Millbank Investments Ltd, NZ or Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. Software Publications Pty Ltd (ABN 75 078 026 150) Head Office - Sydney Unit 3 25 Gibbes Street Chatswood NSW 2067 www.SoftwarePublications.com.au

Published and printed in Australia

ii Study Guide BSBITU306A © Millbank Investments Ltd, 2015

BSBITU306A Design and produce business documents

Unit descriptor This unit describes the performance outcomes, skills and knowledge required to design and produce various business documents and publications. It includes selecting and using a range of functions on a variety of computer applications.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Application of the unit This unit applies to individuals who possess fundamental skills in computer operations and keyboarding. They may exercise discretion and judgement using appropriate theoretical knowledge of document design and production to provide technical advice and support to a team.

Employability skills This unit contains employability skills.

Prerequisites There are no prerequisites for this unit.

Element Performance Criteria Page Reference

1. Select and prepare resources

1.1. Select and use appropriate technology and software applications to produce required business documents

Throughout workbook

1.2. Select layout and style of publication according to information and organisational requirements

Throughout workbook

1.3. Ensure document design is consistent with company and/or client requirements, using basic design principles

xix–xxiii

1.4. Discuss and clarify format and style with person requesting document/publication

xxvii

2. Design document 2.1. Identify, open and generate files and records according to task and organisational requirements

xix–xxiii

2.2. Design document to ensure efficient entry of information and to maximise the presentation and appearance of information

Throughout workbook

2.3. Use a range of functions to ensure consistency of design and layout

6, 16–20, 23–31, 40–41, 58–59, 79, 94–97, 108–110, 118–120, 142

2.4. Operate input devices within designated requirements

Throughout workbook

© Millbank Investments Ltd, 2015 Study Guide BSBITU306A iii

Element Performance Criteria Page Reference

3. Produce document 3.1. Complete document production within designated time lines according to organisational requirements

x

3.2. Check document produced to ensure it meets task requirements for style and layout

Throughout workbook

3.3. Store document appropriately and save document to avoid loss of data

Throughout workbook

3.4. Use manuals, training booklets and/or help-desks to overcome basic difficulties with document design and production

xvi

4. Finalise document 4.1. Proofread document for readability, accuracy and consistency in language, style and layout prior to final output

Throughout workbook

4.2. Make any modifications to document to meet requirements

Throughout workbook

4.3. Name and store document in accordance with organisational requirements and exit the application without data/loss damage

Throughout workbook

4.4. Print and present document according to requirements

Throughout workbook

iv Study Guide BSBITU306A © Millbank Investments Ltd, 2015

Skills and Knowledge This section describes the skills and knowledge required for this unit.

Required skills

• keyboarding and computer skills to complete a range of formatting and layout tasks

• literacy skills to read and understand a variety of texts; to prepare general information and papers according to target audience; and to edit and proofread documents to ensure clarity of meaning and conformity to organisational requirements

• numeracy skills to access and retrieve data

• problem-solving skills to determine document design and production processes.

Required knowledge

• appropriate technology for production requirements

• functions and features of contemporary computer applications

• organisational policies, plans and procedures

• organisational requirements for document design, e.g. style guide.

© Millbank Investments Ltd, 2015 Study Guide BSBITU306A v

Range Statement The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included. Variable Scope Page References Technology may include:

computers

xxiv–xxvi photocopiers printers scanners

Software may include:

accounting packages

xxv database packages spreadsheet packages presentation packages word processing packages

Business documents may include:

accounts statements n/a client databases 46–59, 88–95, 114–115,

121–124, 129–130, 133–135, 140–141, 145

newsletters 107–108 project reviews n/a proposals n/a

reports 7–9, 18–22, 43–45 web pages n/a

Organisational requirements may include:

budgets n/a correctly identifying and opening files Throughout workbook legal and organisational policies, guidelines and requirements xix

locating data v–viii

log-on procedures ii manufacturer's guidelines n/a occupational health and safety policies, procedures and programs

Software Publications WHS (included in exercise file download)

quality assurances and/or procedures manuals xvi

saving and closing files Throughout workbook security xiii–xv

vi Study Guide BSBITU306A © Millbank Investments Ltd, 2015

Variable Scope Page References storing data v–ix

Functions may include:

alternating headers and footers 20 editing 6 merging documents 23–31, 58–59, 94–95,

118–120 spell checking n/a table formatting 109–110, 142 using columns 108 using styles 16–20, 40–41, 79, 97,

142 Input devices may include:

keyboard Throughout workbook mouse Throughout workbook numerical key pad n/a scanner n/a toolbars n/a zoom percentage n/a

Naming Documents may include:

appropriate file type Throughout workbook authorised access xiii file names according to organisational procedure e.g. numbers rather than names ix

file names which are easily identifiable in relation to the content Throughout workbook

file/directory names which identify the operator, author, section, date ix

filing locations v–viii organisation policy for backing up files xii organisation policy for filing hard copies of documents xv

security xiii–xv Storing documents may include:

storage in directories and sub-directories v–ix storage on CDROMs, disk drives or back-up systems xii

storage/filing of hard copies of computer generated documents xv

storage/filing of hard copies of incoming and outgoing facsimiles n/a

storage/filing of incoming and outgoing correspondence n/a

© Millbank Investments Ltd, 2015 Study Guide BSBITU306A vii

Evidence Guide The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package. Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential: • designing and producing a minimum of 3 completed business

documents, using at least 2 software applications in the production of each document

• using appropriate data storage options • knowledge of the functions and features of contemporary

computer applications. Context of and specific resources for assessment

Assessment must ensure: • access to an actual workplace or simulated environment • access to office equipment and resources • access to examples of style guides and organisational

procedures.

Method of assessment A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: • direct questioning combined with review of portfolios of

evidence and third party workplace reports of on-the-job performance by the candidate

• review of final printed documents • demonstration of techniques • observation of presentations • oral or written questioning to assess knowledge of software

applications. Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: general administration units other IT use units.

viii Study Guide BSBITU306A © Millbank Investments Ltd, 2015

Employability Skills Mapping Employability Skills for FNS40211: Certificate IV in bookkeeping

Employability Skill

Industry/enterprise requirements for this qualification include

How this Employability Skill is covered

Communication • creating manuals and flowcharts • developing and writing reports to

specifications • establishing and maintaining networks • preparing and presenting information in

appropriate electronic format • questioning, listening and clarifying client’s

requirements • reading and interpreting workplace

information • using interpersonal skills (e.g. liaising,

listening and consulting) • using effective telephone techniques and

having the ability to negotiate solutions with clients and colleagues

Throughout this book, a wide range of word processed documents, spreadsheets, databases and presentations are created, communicating varied information.

Teamwork • applying knowledge of own role as a team member to meet workplace outcomes

• working with management to determine organisational reporting requirements

• working with others such as clients and external experts

n/a

Problem solving • applying estimating, forecasting and analysis skills

• analysing and verifying source documents • checking and coding data, reconciling

accounts, verifying and correcting discrepancies

• determining security protocols • identifying OHS hazards and applying risk

control • performing calculations

The document titled Software Publications WHS supplied with downloaded exercise files for this workbook contains information on WHS hazards. Excel is used to perform calculations throughout the workbook.

Initiative and enterprise

• analysing organisation’s business opportunities to determine cash or accrual accounting system and payment options in consultation with management

• investigating accounting discrepancies • referring non-routine problems to a

nominated person

n/a

http://training.gov.au/Training/Details/BSB30110

© Millbank Investments Ltd, 2015 Study Guide BSBITU306A ix

Employability Skill

Industry/enterprise requirements for this qualification include

How this Employability Skill is covered

Planning and organising

• ensuring the integrity of systems, records and reporting procedures are maintained

• maintaining accounting records for compliance purposes

• preparing, processing and maintaining financial records including payroll

• processing routine documents and maintaining files, managing information and scheduling and coordinating competing tasks

• recording, gathering and classifying information

• setting up, maintaining and reviewing systems

n/a

Self management • applying time management strategies to own work schedule

• managing own time and priorities and dealing with contingencies

• taking responsibility as required by work role and ensuring all organisational policies and procedures are followed

• working ethically and complying with industry professional code of practice and legislative requirements

Page xi covers timelines and deadlines.

Learning • adapting to change in technology and/or work practices

• following workplace safety procedures • identifying opportunities for own

professional development • maintaining currency of knowledge of

legislation and industry requirements • seeking information, advice or services that

fall outside scope of operation • using online help for self-learning purposes

In the final assessment, students are encouraged to use Help facilities or online material to find out how to complete certain tasks..

Technology • applying data entry and keyboard skills • operating computers, using word processing,

spreadsheet and database skills to produce workplace documentation

• using accounting specific software packages • using business technology to access, enter

and monitor information

The whole book requires the learner to operate a PC running Windows 8.1 and the following applications: • Microsoft PowerPoint

2013 • Microsoft Word 2013 • Microsoft Excel 2013 • Microsoft Access

2013.

40 SECTION 2 © Millbank Investments Ltd, 2015

Integrating Excel Data into Word When copying data from one application to another, you will frequently find that the two files have different formatting. This can cause problems when trying to integrate data.

Note The following information can also be applied when copying and pasting data within an application, such as between two Word documents or between two Excel workbooks.

Paste Options Button

The Paste Options button provides a range of options for formatting. This button displays once the data has been pasted; click on the button to display pasting options. The options available depend on the type of data being copied and pasted. The examples described below are some of the options seen when copying and pasting workbook data from an Excel workbook into a Word document.

Keep Source Formatting

The formatting in the source file is used, for example, the formatting used in the Excel workbook

Use Destination Styles

Applies the styles of the Word document to the pasted data

Link & Keep Source Formatting

Data is linked rather than pasted (if the workbook is updated, the Word document will be as well). Formatting from the source workbook will be used.

Link & Use Destination Styles

Data is linked rather than pasted (if the workbook is updated, the Word document will be as well). The styles used in the Word document will be applied to the data.

Picture

The data is pasted as a picture and cannot be edited

Keep Text Only

Only the text is pasted, without any formatting.

The above options are displayed when copying and pasting text and numbers from the worksheet into Word. Different options are available when you paste charts into a document. Exercise 28

1 In Word open the document called Fax - Alan Carter

2 In Excel open the workbook called Care Cosmetics - November.

3 Select worksheet cells A1 to F11 and click on the Copy button .

4 On the Taskbar click on to display Fax - Alan Carter.

5 Press Ctrl End, then press Enter twice.

6 Click on the Paste button to paste the data.

7 Click on the Paste Options button . Move your mouse pointer over the options provided. These options will be previewed in the document.

Ctrl O

Ctrl V

Ctrl C

© Millbank Investments Ltd, 2015 SECTION 2 41

8 Click on Use Destination Styles to apply the styles used in the Word document.

9 Change column widths if required, so that data displays clearly.

10 Save the document and leave it open for the next exercise.

Formatting a Pasted Worksheet Exercise 29

1 Using Fax - Alan Carter, click in the table and display the Table Tools Design Ribbon.

2 In the Table Styles group select an appropriate style from those available (avoid dark shading because this is a fax and it may not produce very clearly). Holding the mouse pointer over a style will preview the style. Clicking on a style will apply it.


Pasting Charts Charts are inserted into a Word document in a similar way to worksheet data. When a chart is pasted using the Paste button, the Paste Options Button displays as shown below.

Various options are presented for pasting the chart. For example a chart can be linked, so that the chart in the Word document updates when the worksheet is update. Alternatively it can be embedded; an embedded chart won’t update when the source worksheet is updated. Exercise 30

1 Using Fax - Alan Carter, add the following text to the fax under the worksheet table.

A column chart showing November sales by branch and a pie chart showing the average sales by branch for November are shown on the next page.

2 Press Enter twice and save the document.

3 Switch to Excel using the button on the Taskbar.

4 Click on the November Sales Chart tab.

5 Click in the white area at the left of the Chart title to select the chart area. Click on .

6 On the Taskbar switch to Fax - Alan Carter and paste the chart.

7 Click on and select Use Destination Theme & Embed Workbook.

8 Press Enter twice.

9 Switch back to Excel, click on the November Sales tab and click in the background of the

pie chart to select it. Click on .

10 Move to the end of the Fax - Alan Carter document and paste the pie chart.

11 Click on and select .

12 From the Home Ribbon click on the Center button to centre the chart.


Resize Handle

13 Change the Number of Pages: in the fax heading to 2.

14 Save and close Fax - Alan Carter.

15 Close Care Cosmetics - November.

Exercise 31

1 Open the document called Staff Training Memo in Microsoft Word.

2 Move the cursor to the end of the memo and press Enter twice.

3 Start Excel and open the workbook called Staff Training Costs.

4 Select cells A5 to D10 and click on .

5 Switch to Staff Training Memo and paste the worksheet data.

6 Click on . Ensure Keep Source Formatting is selected . This will retain the formatting from the worksheet.

7 Press Enter.

8 Position the mouse pointer on the Resize Handle of the table (as shown below). Click and drag to the right and slightly downwards to increase the size of the table.

9 Save and close the document.

10 Close Staff Training Costs in Excel. Linking Worksheet Data Data that is linked to a Word document from an Excel worksheet will be updated when the data is changed in the original file. The Word document is automatically updated when it is next opened, or it can be updated on screen. Exercise 32

1 In Word, open the letter Care Cosmetics - Jan&Feb Sales.

2 In Excel, open Projected Sales - Jan&Feb.

3 Select cells A1 to C16 and copy the data.

4 Switch to Care Cosmetics - Jan&Feb Sales.

5 Position the cursor in the line above Yours sincerely.

6 Click on the at the button of the Paste button to display paste options (this is an alternative to using the Paste Options button after pasting).


7 Click on the Link & Keep Source Formatting option . This will create a link between the pasted data and the file in its original form. This means that if the workbook is altered, the data will be updated automatically in the Word document.

8 Press Enter. Add the text shown below, pressing Enter after the last paragraph.

Because of the advertising campaign on Sports Massage Oil you can see that there has been a sharp increase in the sale of this product. I will be in my office on Friday if you wish to discuss details and strategic plans for the forthcoming months. If you require any further information on these figures, please contact me.

9 Save the letter. Leave the document and the worksheet open for the next exercise. Exercise 33

1 Display Projected Sales - Jan&Feb.

2 Press Esc then change the figures for Mountain Fresh Soap to the following. January 14500 February 5600

3 Save the workbook.

4 Switch to Care Cosmetics - Jan&Feb Sales.

5 Click on the sales for January and February and press F9 to update the table.

6 Reduce the bottom margin and remove any unnecessary blank lines so the letter displays on one page.


8 In Excel close Projected Sales - Jan&Feb.

Exercise 34

1 In Word, open the document called Care Cosmetics Directors Report.

2 If the Navigation Pane is not displayed at the left of the screen, display the Home Ribbon and click on the Find button .

3 Type: Note in the Search box at the top of the Navigation pane. The word note will be highlighted into the document.

4 At the end of the Note: paragraph press Enter.

5 In Excel, open the workbook Vita Health and select cells A3 to E9. Copy the data.

6 Switch to Care Cosmetics Directors Report and ensure the cursor is positioned on the blank line below the Note: paragraph.

7 Click on the Paste button.

8 Click on and select Link & Keep Source Formatting.

9 If a blank line appears above the table in the Word document, delete it.

Ctrl F


10 Display the Excel workbook.

11 Change the Kensington figure for 2013 to 2790 and save the workbook.

12 Switch to the Care Cosmetics Directors Report.

13 Click on the Kensington figure and press F9.


15 Close Microsoft Excel - Vita Health, saving changes if required.

Note When you reopen a document which contains linked data, the following message may display checking whether you want to update the document with the linked data. Click on Yes to update the document.

Inserting as an Object In the exercises above, you created a link between a Word document and an Excel workbook. When the Excel file is updated, so is the Word document, however the two files remain fundamentally separate.

An alternative method is to insert the Excel file as an object. The worksheet data actually gets inserted into the Word document. When you open the Word document, Microsoft Excel will also open. Double clicking on the object will open it in Excel, or you can right click on the Object to see the options shown at the right.

One thing to consider when using this technique is that a Word document with an object inserted in it will have a larger file size than one which contains a regular link.

Inserting an object can be done from the Object button on the Insert Ribbon or from the Paste Special option from the Paste button on the Home Ribbon. Exercise 35

1 Open the Care Cosmetics Directors Report document. If the message shown above displays, click on Yes to update the data from the link.

2 Press Ctrl End then Enter. Add the following text.

Figures for the previous four years which indicate the rate of growth in Vita Health’s various markets are shown below.

3 Press Enter and save the document.


Access - Add RSVPs to Presentation Attendees Form Main Mags have received several replies to the cocktail party invitation that need to be entered into the database. Exercise 120

1 In Microsoft Access open the database called Main Mags Book Store.

2 Double click on .

The first reply is from Mr Hopper from White Books. You will need to search for Mr Hopper and place a tick in the Attending Opening check box.

3 Click in the Last Name field.

4 Click on the Find button .

5 Type: Hopper as the name as shown below.

6 Click on and the record will display in the form.

7 Click in the Attending Opening check box to indicate that Mr Hopper is attending.

8 Add the other following RSVPs to the database using the same steps above.

Name Supplier

Mrs Glenda Verton News and Paper Distributors

Mrs Helen George Global Magazines

Mrs Jan Pigeon Presentation Books

Mr Harry Spalding Presentation Books

Miss Mary Blackson Magazine Extreme

9 Click on Cancel to close the Find and Replace dialog box.

10 Close frmPresentationAttendees. (All changes have been saved automatically.)

11 Leave the database open for the next exercise.


Access - Summary Query and Report In the Access database the number of products per supplier in each category needs to be tracked. Also the average cost for each product by supplier in each category, is required. Later this information will be put into the presentation for the shop opening. Exercise 121

1 Using the Main Mags Book Store database, display the Create Ribbon and click on .

2 With Simple Query Wizard selected, click on OK.

3 Click on the Tables/Queries and select Table: tblCategories.

4 Double click on the CategoryName field to move it to the Selected Fields: box.

5 Using the same steps, select tblSuppliers table and the SupplierName field.

6 From the tblProducts table add the UnitPrice field.

7 Click on Next.

8 Select the the Summary option. Click on .

9 Add a tick to the Avg option for UnitPrice. Add a tick to the Count records in tblProducts check box.


10 Click on OK and click on Next.

12 Type: qryProductsbyCategory as the name and click on Finish.

Widen columns as required to display all data. The query will be displayed showing each category with an average price.

You will also see which suppliers supply products in which category and the number count of products from each supplier.

13 Switch to Design View.

14 Click in the Avg of UnitPrice column in the Design grid.

15 Click on to display the Property Sheet.

16 In the Caption box type: Average Price and press Enter.

17 Click in the Count of tblProducts column.

18 Add the caption: Product Count

19 Run the query.

20 Save and close the query.

21 Exit Access.

12 Word © Software Publications Pty Ltd, 2014

Navigating Through a Document

Scrollbars

The vertical scrollbar is positioned at the right of the Word 2013 window. The horizontal scrollbar will display at the bottom of the window only if the window is too narrow to display the whole document on screen.

The vertical scrollbar contains the scroll box. Clicking and dragging the scroll box up and down the scrollbar moves you up and down through the document pages.

When using a mouse, the easiest way to move the scroll box is to roll the mouse wheel upwards to move up through the document and downwards to move down.

Insertion Point

When the mouse pointer is moved within text, it displays as an insertion point, sometimes called an I-Beam. You can move the insertion point to the location required, and then click the left mouse button to set the cursor at that position.

Keyboard

Use the arrow keys on the keyboard to move up and down a line at a time and left and right a character at a time.

Keyboard Shortcuts

The following are some useful keyboard shortcuts for moving through Word documents.

Action Keys

End of document Ctrl End

Beginning of document Ctrl Home

Word at a time Ctrl → or Ctrl ←

Down one paragraph Ctrl ↓

Up one paragraph Ctrl ↑

Beginning of line Home key

End of line End key

Navigation Pane

When a document contains headings, you can use the Navigation Pane to move to a specific part of a document.

Check is selected at the top of the Navigation Pane and any headings in the document will be displayed as shown at the right.

Click on to display thumbnails (reduced versions) of each page in the document. Click on a thumbnail to move to that page.

© Software Publications Pty Ltd, 2014 Word 13

Exercise 14

1 With Word open, click on and click on .

2 Navigate to your exercise files folder and double click on the file called Italy.

If your exercise files were downloaded from the internet, you may see the Protected View bar at the top of the screen.

3 If this bar displays, click on the Enable Editing button.

4 Practise moving the insertion point and clicking the left mouse button to position the cursor.

5 Practise using the arrow keys to move around the documents.

6 Check the Navigation Pane is displayed at the left of the screen. If it is not, click on the

View Ribbon tab to display the View Ribbon and add a tick to the Navigation Pane check box .

7 Ensure is selected in the Navigation Pane. The headings within the documents will be listed.

8 Click on Rome in the Navigation Pane. You will be moved to that section of the document.

9 Click on on the Navigation Pane. Thumbnails will be shown for each page in the document.

10 Use the Navigation Pane scrollbar to scroll to the top of the thumbnails.

11 Click on the icon for the first page.


Displaying the Rulers Rulers can be displayed at the top and at the left of the word document.

Exercise 15 1 Using Italy, display the View Ribbon.

2 Check there is a tick in the Ruler check box . If not, put a tick in the check box.

3 Leave the document open for the next exercise.

16 Excel © Software Publications Pty Ltd, 2014

USING THE FILL HANDLE TO COPY FORMULAS The fill handle is used to copy formulas, text and increment data.

Exercise 10 1 Make sure the workbook called Phone City is still open.

2 Ensure cell B19 is selected. Position the mouse pointer over the handle as shown at the right. The mouse will show as a +

3 Click and drag the fill handle to the right, to cell E19.

4 Click on cell C19 and look at the formula in the Formula Bar. The formula in cell C19 is not the same as the formula you created in cell B19. Excel has changed the formula relative to the column.

5 Click on cell G6.

This column needs to show the figures in the Total column increased by 10%. To do this a formula is required.

6 In cell G6 type: =

7 Click on cell E6, then type: *110%

8 Press Ctrl Enter to complete the formula while keeping the cell active.

9 With cell G6 selected use the fill handle to copy the formula down to cell G19.

10 Click on cell G10. Notice Excel has changed the formula according to the row.

0 appears in cells G11, G12 and G18 because there is no data to be calculated.

11 Select cells G11 to G12. Hold down the Ctrl key and select cell G18. Press the Delete key. Click on a cell to deselect. Your worksheet should look like this:

12 Save and close the workbook. Leave Excel open for the next exercise.

Fill handle

© Software Publications Pty Ltd, 2014 Excel 17

THE WORKBOOK A workbook is a single file in Excel. Each new workbook contains one worksheet, which is named Sheet1. You can add more worksheets if required. Worksheets are designed to display different data, e.g. a company might use a worksheet for each sales branch, then a final worksheet which totals all sales figures from each branch and displays a summary.

Sheet tabs are displayed at the bottom of the screen. You can move from worksheet to worksheet by clicking on a sheet tab, as shown below. (The Insert Worksheet button is used to add a new worksheet to the workbook.)

Summary – all regions

Active worksheet (displayed on screen)

Insert Worksheet button

Non-active sheet tab

Sydney

Melbourne

Brisbane

18 Excel © Software Publications Pty Ltd, 2014

SPREADSHEET REQUIREMENTS Before you can create your spreadsheet you need to work out exactly what the spreadsheet needs to do, the sort of data that will be entered and the way it will be laid out.

Purpose of the Spreadsheet What is the spreadsheet for? What does it need to do? If you are creating a spreadsheet for an organisation you will need to talk to the person who commissioned it to determine its purpose.

Find out what data is going to be entered into the spreadsheet. In many cases this data will already exist, e.g. on paper-based documents. Make sure you have all the relevant data before you start working on your spreadsheet.

Determine what calculations need to be performed by the spreadsheet to provide the required results. You will also have to find out how the data needs to be presented, e.g. are spreadsheets sufficient or will charts be required?

Organisational Requirements When designing a spreadsheet for an organisation, you may find they have specific organisational requirements for the document. Some of these may relate to the way the spreadsheet looks, such as:

• the selection of font styles and sizes to ensure reports match other organisational documentation

• the use of corporate colours for text or charts

• the inclusion of appropriate headers and footers

• the use of any existing templates.

Spreadsheet Planning Once you have determined what the spreadsheet should do, it is a good idea to sketch how the spreadsheet will look. This allows you to determine whether data is organised logically and whether the necessary calculations can be performed easily.

Make sure you show your plan to your workplace supervisor before you create the spreadsheet. He/she will be able to confirm that your plan is sound or make suggestions for how to create a more accurate or efficient spreadsheet. He/she will also be able to confirm that you have applied any organisation requirements.

© Millbank Investments Ltd, 2015 151

Evidence Guide Elements and Performance Criteria The elements and performance criteria are covered during assessment in the following ways.

Element Performance Criteria Assessment task


1.1. Select and use appropriate technology and software applications to produce required business documents

All Assessment Tasks

1.2. Select layout and style of publication according to information and organisational requirements


1.3. Ensure document design is consistent with company and/or client requirements, using basic design principles


1.4. Discuss and clarify format and style with person requesting document/publication

Task 3, Task 4, Task 5

2. Design document 2.1. Identify, open and generate files and records according to task and organisational requirements


2.2. Design document to ensure efficient entry of information and to maximise the presentation and appearance of information


2.3. Use a range of functions to ensure consistency of design and layout


2.4. Operate input devices within designated requirements


3. Produce document 3.1. Complete document production within designated time lines according to organisational requirements

Time limit can be applied to any/all Assessment Tasks

3.2. Check document produced to ensure it meets task requirements for style and layout

Task 3, Task 4, Task 5, Task 6

3.3. Store document appropriately and save document to avoid loss of data


3.4. Use manuals, training booklets and/or help-desks to overcome basic difficulties with document design and production

Task 2, Task 5

152 © Millbank Investments Ltd, 2015

Element Performance Criteria Assessment task

4. Finalise document 4.1. Proofread document for readability, accuracy and consistency in language, style and layout prior to final output

Task 2, Task 3, Task 4, Task 5, Task 6

4.2. Make any modifications to document to meet requirements


4.3. Name and store document in accordance with organisational requirements and exit the application without data/loss damage


4.4. Print and present document according to requirements


Required Skills and Knowledge The skills and knowledge are covered during assessment in the following ways. Required Skills How will Evidence be Gathered?

• keyboarding and computer skills to complete a range of formatting and layout tasks


• literacy skills to read and understand a variety of texts; to prepare general information and papers according to target audience; and to edit and proofread documents to ensure clarity of meaning and conformity to organisational requirements


• numeracy skills to access and retrieve data Task 2, Task 4, Task 5

• problem-solving skills to determine document design and production processes


Required Knowledge How will Evidence be Gathered?

• appropriate technology for production requirements


• functions and features of contemporary computer applications


• organisational policies, plans and procedures All Assessment Tasks

• organisational requirements for document design e.g. style guide



Employability Skills FNS40211 Certificate IV in Bookkeeping Employability skills for FNS40211 Certificate IV in Bookkeeping are assessed in the following assessment tasks. Employability Skill

Industry/Enterprise Requirements for this Qualification Include:

Task

Communication • creating manuals and flowcharts • developing and writing reports to

specifications • establishing and maintaining networks • preparing and presenting information in

appropriate electronic format • questioning, listening and clarifying

client’s requirements • reading and interpreting workplace

information • using interpersonal skills (e.g. liaising,

listening and consulting) • using effective telephone techniques

and having the ability to negotiate solutions with clients and colleagues

A range of electronic documents are created throughout the assessment

Teamwork • applying knowledge of own role as a team member to meet workplace outcomes

• working with management to determine organisational reporting requirements

• working with others such as clients and external experts

n/a

Problem-solving • applying estimating, forecasting and analysis skills

• analysing and verifying source documents

• checking and coding data, reconciling accounts, verifying and correcting discrepancies

• determining security protocols • identifying OHS hazards and applying

risk control • performing calculations

In Task 5, calculations are performed using Excel

Initiative and enterprise

• analysing organisation’s business opportunities to determine cash or accrual accounting system and payment options in consultation with management

• investigating accounting discrepancies • referring non-routine problems to a

nominated person

n/a


Employability Skill

Industry/Enterprise Requirements for this Qualification Include:

Task

Planning and organising

• ensuring the integrity of systems, records and reporting procedures are maintained

• maintaining accounting records for compliance purposes

• preparing, processing and maintaining financial records including payroll

• processing routine documents and maintaining files, managing information and scheduling and coordinating competing tasks

• recording, gathering and classifying information

• setting up, maintaining and reviewing systems

n/a

Self-management • applying time management strategies to own work schedule

• managing own time and priorities and dealing with contingencies

• taking responsibility as required by work role and ensuring all organisational policies and procedures are followed

• working ethically and complying with industry professional code of practice and legislative requirements

A time limit should be applied to all assessment tasks.

Learning • adapting to change in technology and/or work practices

• following workplace safety procedures • identifying opportunities for own

professional development • maintaining currency of knowledge of

legislation and industry requirements • seeking information, advice or services

that fall outside scope of operation • using online help for self-learning

purposes

In Assessment Tasks 2 and 5 the candidate is instructed to use help facilities

Technology • applying data entry and keyboard skills • operating computers, using word

processing, spreadsheet and database skills to produce workplace documentation

• using accounting specific software packages

• using business technology to access, enter and monitor information

The assessment requires the use of a computer running Windows 8.1 and the following applications: • Microsoft PowerPoint

2013 • Microsoft Word 2013 • Microsoft Excel 2013 • Microsoft Access 2013.


BSB Business Services Training Package

Supplement

This workbook can be used by learners completing a qualification in the BSB Business Services Training Package.


BSBITU306 Design and produce business documents Application

This unit describes the skills and knowledge required to design and produce various business documents and publications. It includes selecting and using a range of functions on a variety of computer applications.

It applies to individuals who possess fundamental skills in computer operations and keyboarding. They may exercise discretion and judgement using appropriate theoretical knowledge of document design and production to provide technical advice and support to a team.

No licensing, legislative or certification requirements apply to this unit at the time of publication. Elements and Performance Criteria

Element Elements describe the essential outcomes.

Performance Criteria Performance criteria describe the performance needed to demonstrate achievement of the element.

Workbook page reference

Assessment tasks


1.1 Select and use appropriate technology and software applications to produce required business documents

Throughout workbook

All assessment tasks

1.2 Select layout and style of publication according to information and organisational requirements

Throughout workbook


1.3 Ensure document design is consistent with company and/or client requirements using basic design principles

xix–xxiii All assessment tasks

1.4 Discuss and clarify format and style with person requesting the document/publication

xxvii Task 3, Task 4, Task 5

2. Design document

2.1 Identify, open and generate files and records according to task and organisational requirements

Throughout workbook


2.2 Design document to ensure efficient entry of information and to maximise presentation and appearance of information

xix–xxiii All assessment tasks

2.3 Use a range of functions to ensure consistency of design and layout

6, 16–20, 23–31, 40–41, 58–59, 79, 94–97, 108–110, 118–120, 142


2.4 Operate input devices within designated requirements

Throughout workbook



Element Elements describe the essential outcomes.

Performance Criteria Performance criteria describe the performance needed to demonstrate achievement of the element.

Workbook page reference

Assessment tasks

3. Produce document

3.1 Complete document production within designated timelines according to organisational requirements

x Time limit can be applied to assessment tasks

3.2 Check document produced to ensure it meets task requirements for style and layout

Throughout workbook

Task 3, Task 4, Task 5, Task 6

3.3 Store document appropriately and save document to avoid loss of data

Throughout workbook


3.4 Use manuals, training booklets and/or help-desks to overcome basic difficulties with document design and production

xvi Task 2, Task 5

4. Finalise document

4.1 Proofread document for readability, accuracy and consistency of language, style and layout prior to final output

Throughout workbook


4.2 Make any modifications to document to meet requirements

Throughout workbook


4.3 Name and store document in accordance with organisational requirements and exit application without data/loss damage

Throughout workbook


4.4 Print and present document according to requirements

Throughout workbook



Foundation Skills

This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance. Skill Performance

Criteria Description Workbook page

reference

Reading 2.1, 2.2, 3.2, 3.4, 4.1

Recognises and interprets textual information from a range of sources to determine and adhere to requirements

Throughout workbook

Applies strategies to self-correct and verify clarity and conformity of information

Throughout workbook

Writing 2.2, 2.3, 3.1, 4.2, 4.3

Develops documents using required format, accurate spelling and grammar and terminology specific to requirements

Throughout workbook

Organises content to support purposes and audience of material, using clear and logical language

Throughout workbook

Oral Communication

1.4 Confirms requirements with relevant personnel using specific terminology and listening and questioning techniques

Exercises can be discussed with trainer as required

Navigate the world of work

1.2, 1.3, 2.1, 2.4, 3.1, 3.2, 4.2-4.4

Recognises and follows explicit and implicit protocols and meets expectations associated with own role

Throughout workbook, Software Publications WHS

Interact with others

1.4 Selects and uses appropriate conventions and protocols when communicating in a range of familiar work contexts

Workbook exercises can be discussed with classmates or workmates

Get the work done

1.1-1.3, 2.1-2.4, 3.1-3.4, 4.1-4.4

Uses basic features and functions within applications to access, store, organise data and perform routine work tasks

Throughout workbook


Assessment Requirements v1.0 Performance Evidence

Evidence of the ability to: Assessment task

select appropriate technology and software for design and production of business documents


adhere to organisational requirements when: selecting layout and style opening and generating files producing documents within designated

timelines naming and storing documents printing and presenting documents


adhere to task requirements when producing documents including: applying basic design principles applying consistent formatting using appropriate styles using correct layouts proofreading as required


use appropriate data storage options All assessment tasks

apply knowledge of functions and features of contemporary computer applications


print and present completed documents. All assessment tasks

Knowledge Evidence

To complete the unit requirements safely and effectively, the individual must:

Assessment task

identify appropriate technology for production requirements


describe functions and features of contemporary computer applications


outline organisational policies, plans and procedures


list organisational requirements for document design e.g. style guide.
