Manage business document design and development | ASSIGNMENT HELP

Assessment Task 1 BSBADM506 Manage business document design and development

Page 1 of 7

Identify and establish documentation

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standards

Submission details

Candidate’s name Phone no.

Assessor’s name Phone no.

Assessment site

Assessment date/s Time/s

The assessment task is due on the date specified by your assessor. Any variations to this

arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for

details.

Performance objective

You will need to demonstrate skills and knowledge required to identify and establish

document standards in an organisational context.

Assessment description

In response to a simulated business case study and a scenario, you will answer and

submit written answers to four questions.

Procedure

1. Read the scenario in Appendix 1 and make sure you have received the Adept Owl

simulated business documentation provided by you assessor.

2. Read through the questions provided in Appendix 2 of this task.

3. Respond to the questions by referring to the Adept Owl simulated business

documentation provided by your assessor and the scenario in Appendix 1.

4. Submit written answers to your assessor within an agreed timeframe and in an

agreed format. Ensure your answers reflect specifications as outlined below. Keep

copies of all submitted materials for your records.

Assessment Task 1 BSBADM506 Manage business document design and development

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Specifications

You must provide:

● written answers to four questions (provided in Appendix 2).

Your assessor will be looking for responses to questions that demonstrate:

● literacy skills to read and interpret policies and procedures

● research and analysis skills to evaluate content, structure and purpose of technical

texts, and to adapt task instructions to suit changes in technology

● knowledge of cost constraints

● knowledge of document production processes

● knowledge of key provisions of relevant legislation and regulations, codes and

standards that may affect aspects of business operations, such as:

○ anti-discrimination legislation

○ ethical principles

○ codes of practice

○ privacy laws

● knowledge of sources of expertise that are external to the organisation or

workgroup.

Adjustment for distance-based learners

● No changes are required to the assessment procedures or specifications.

● Submitted answers to questions may be in electronic or paper-based format.

Assessment Task 1 BSBADM506 Manage business document design and development

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Appendix 1: Adept Owl scenario

Background

Adept Owl produces high-quality, entertaining board, card and puzzle games for the

enjoyment of all ages. According to the company’s vision, Adept Owl intends to establish

its reputation within five years, ‘as one of the finest, most innovative and entertaining

board game developers in Australia’. To achieve this goal, the company will need to

engage in several strategic directions:

● engaging with customers

● developing and improving products and production

● supporting innovative thinking, management and leadership skills

● creating a high-performing organisation

● ensuring sustainable materials and processes are used in manufacture and

distribution.

On the level of creating, maintaining and storing company documentation, these strategic

directions are supported by specific activities, for example:

● creating standards for documents, in the form of a style guide, to improve

readability (for internal and external customers) and to promote a consistent look-

and-feel

● creating procedures for document production that ensure consistent, high-quality

outcomes and efficiency

● designing templates and standard text – in conformity with the style guide and

production procedures – to improve workflow further

● developing people-focused implementation strategies – for example delivering

training on documentation – to ensure the cooperation of all staff in the

maintenance of document quality, sustainability, and legal and ethical compliance.

As a new member of the administration team, with a responsibility for team leadership

and document design and development, your first order of business is to identify the

existing documentation standards at Adept Owl.

In order to plan for meeting current and future organisational needs, you will need to

consider current performance and administration team capability.

Assessment Task 1 BSBADM506 Manage business document design and development

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Administration team performance

The administration team at Adept Owl performs a range of documentation tasks. These

tasks are grouped into several main areas of activity, which provide the basis for

measuring performance that drives organisational outcomes.

The administration team at Adept Owl uses the following performance scorecard, which

includes various targets for documentation output and quality.

Performance area Performance metric (KPI) Target Outcomes

Customer focus Per cent of documents

conforming to the style

guide

100% ?

Productivity Average time (per mail-out)

to edit the letter being sent

30 minutes ?

Average time per mail merge 5 minutes ?

Data entry error rate 3% ?

Employee development Number of training hours

per employee

20hrs per

employee per

quarter

Expense Average cost per mail-out

(excluding postage)

$100 ?

Average labour cost per

page of edited text

$50 ?

Sustainability Average sheets of paper

used per letter

3 sheets ?

Average toner use per

quarter

10 cartridges ?

Compliance Identified breaches of

legislation, including

WHS/OHS, anti-

discrimination, privacy

0 incidents ?

Privacy related complaints 0 incidents ?

Assessment Task 1 BSBADM506 Manage business document design and development

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Administration team capability

The administration team has identified six key skills that each team member will need to

perform at a practitioner level (see the legend for clarification of levels) or above:

Work task

Team member and current capability

You (team

leader) Pat Sam Kim

Creating and using templates in

Word and Excel.

Creating and using macros in

Word and Excel.

Creating and using mail merge

features in Word.

Creating and using form fields in

Word.

Creating and using drop down lists

in Excel.

Creating and using formulae in

Excel.

Legend:

Untrained – Team member has no training.

Learner – Team member cannot perform task independently.

Practitioner – Team member can perform task independently with supervision.

Operator – Team member can perform task independently.

Coach – Team member can train others to perform task.

Assessment Task 1 BSBADM506 Manage business document design and development

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Current business needs

In attempting to achieve its wider business goals, Adept Owl has a number of current

specific business needs relating to the skills capability and performance of the

administration team in designing and using documentation.

Letter mail-outs

One of the most common tasks undertaken by the team is writing letters to both internal

and external customers. In all cases such letters need to conform to Adept Owl house

styles. Currently letters are created from scratch. Mass mail-outs present a problem for

efficiency as letters are created individually. This practice presents a problem with respect

to consistency and wastage of resources. A standard procedure for completing a mass

letter mail-out including a mail merge that is consistent with existing letter standards is

required. In the interest of budgetary control, only existing organisational software should

be required. The entire mail merge process should take no more than 5 minutes to

perform.

Expense reporting

One type of document the organisation currently lacks standard processes for is expense

reporting. Staff use a range of methods to report expenses. There are several problems

associated with this arrangement. Staff complain about the time needed to input

expenses. Administration staff complain about the lack of consistency, including incorrect

or incomplete coding of expenses. Allowable expenses codes are:

● Food

● Transportation

● Communication

● Training

● Other.

A standard procedure for creating expense reports that encourages the use of time-saving

macros is required. In the interest of budgetary control, only existing organisational

software should be required. The entire procedure should take no more than 5 minutes to

perform.

Future business needs and capability

At this point it is unclear whether the organisation’s software list will be sufficient to take

the organisation through the next five years. The advent of social media platforms (Web

2.0) and their use in both internal and external business communications/marketing and

digital publishing technologies present both challenges and opportunities for Adept Owl.

Unfortunately, current software capability within the administration team means that the

team is barely proficient to use Microsoft Office and they will likely struggle with complex

document tasks without further training or recruitment to bolster capability.

Assessment Task 1 BSBADM506 Manage business document design and development

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Appendix 2: Test questions

Question 1

As a new member of the team you will need to identify organisational requirements.

Referring to the Adept Owl scenario in Appendix 1, the Adept Owl style guide and

procedures, identify:

● one requirement for information entry

● two requirements for file naming and storage

● two requirements for output or quality of document design and production

● two compliance requirements – explain how the existing Adept Owl processes help

ensure compliance with one piece of legislation and identify and explain one

possible code of practice or standard relevant to document production for possible

improvement of processes.

Question 2

Evaluate Adept Owl’s present and future information technology capability to satisfy

document design and production needs.

● With respect to human resource capability, where are the skills gaps that exist

currently within the administration team?

● How could the skills gaps be closed in keeping with organisational practices?

● What future IT capability needs (both physical and human) could the organisation

have with respect to document design and production within the next 2–5 years?

Identify at least one source of external advice or information you have used to help

you make this evaluation.

● What changes might be required to the Adept Owl style guide and procedures to

take account of anticipated technological changes?

Question 3

Referring to the Adept Owl style guide and procedures, identify three types of documents

used and required by the organisation.

Question 4

Develop a short procedure for either (a) a mass letter mail-out or (b) the creation of an

expense report. Ensure your procedures:

● follow general style requirements of the Adept Owl style guide; include at least two

references to the style guide or procedures, for example, storage or use of fonts or

headings

● adhere to information, budget and technology requirements outlined in the

scenario in Appendix 1.

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Marking Guide

Assessment Task 1: Identify and establish

documentation standards

Candidate’s Name Phone No.

Assessor’s Name Phone No.

Assessment Site

Assessment Date/s Time/s

Outcomes

Did the candidate:

Satisfactory

Yes No

Submit written responses to the four questions in Appendix 2 of the

Assessment Task, including a short procedure (question 4)?

Submit assessment documentation in agreed format and within agreed

timeframe?

Performance indicators

Did the candidate:

Satisfactory

Yes No

Question 1: Identify organisational requirements for information entry, storage, output,

and quality of document design and production?

Identify one requirement for information entry, for example:

● five allowable expense codes: food; transportation;

communication; training; other.

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Did the candidate:

Satisfactory

Yes No

Identify two requirements for file naming and storage, for example (from

the Adept Owl Computer Use Policy and Procedures):

● For ease of operator identification, add your initials to the end of

each filename. For example, JulyConf-mq.docx (document about

July Conference-keyed in by Mary Quinlan).

● Do not store company data on your computer unless absolutely

necessary. Company data should be stored in the appropriate

server drive. Unlike the servers which are backed up

automatically, data on your own computer is not backed up and

your work may be lost if you experience a system crash.

● If you use a laptop and require access to files offsite, you will be

set up with offline files allowing remote access to server files

away from the office.

Identify two requirements for output or quality of document design and

production, for example (from KPIs and targets in Appendix 1 of the

assessment task):

● data entry error rate = 3%

● % documents conforming to style guide = 100%

● average time (per mail-out) to edit the letter being sent = 30

minutes

● average labour cost per edited page = $50 per page.

Identify two compliance requirements and explain how the existing

Adept Owl processes help ensure compliance with one piece of

legislation relevant to document production, for example:

● Privacy Act 1988: Privacy Procedures and document storage

procedures protect against unauthorised access to customer or

staff information.

Identify and explain one code of practice or standard for possible

improvement of processes:

 AS ISO 15489 – 2002 Records Management

 AS 3806-2006 Compliance programs

 Managing the work environment and facilities Code of Practice

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Did the candidate:

Satisfactory

Yes No

Question 2: Evaluate organisation’s present and future information technology capability

in terms of its effect on document design and production?

Identify the skills gaps that exist currently within the administration

team, for example (from Administration team capability table):

● lack of sufficient Microsoft Word skills

● lack of sufficient Microsoft Excel skills.

State how the skills/capability gaps could be closed in keeping with

organisational practices, for example:

● training

● outsourcing of IT expertise.

State what future IT capability needs (both physical and human) the

organisation could have with respect to document design and

production within the next 2–5 years, for example:

● digital publishing software

● social media strategies for engaging customers and managing

workflow

● centralised document management

● communications technology expertise.

Identify at least one source of external advice or information used to

make this evaluation, for example:

● technology consultants

● business communications specialists

● business communication literature such as relevant books,

journal articles, online articles.

Identify what changes might be required to the Adept Owl style guide

and procedures to take account of anticipated technological changes,

for example:

● amendments of allowed software lists

● procedures for use of new software systems

● addition of procedures for social media communications

● addition of procedures for digital publishing and digital rights

management

● addition of style requirements, for example, for use on social

media platforms or use of new software.

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Did the candidate:

Satisfactory

Yes No

Question 3: Identify types of documents used and required by the organisation?

Identify three types of documents used and required by the

organisation, for example:

● letters

● minutes

● memos

● expense forms.

Question 4: Develop a procedure to establish documentation standards and design

tasks for organisational documents in accordance with information, budget and

technology requirements?

Follow at least two general style requirements of the Adept Owl style

guide, for example:

● font families

● address formatting

● storage.

Adhere to information, budget and technology requirements outlined in

the scenario, for example:

● procedures meet information needs of organisation by facilitating

sharing of correct and consistently formatted addressee

information for mail-outs; by restricting data entry to allowable

expense codes

● mail merges or completion of expense forms procedures take no

longer than 5 minutes to complete, thus contributing to

achievement of time and cost performance metrics

● specify average time of 30 minutes to edit a letter

● procedures require only Microsoft Office software.

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Comments/feedback to participant

Outcome: Successful Unsuccessful

Assessor name:

Assessor signature:

Assessment Task 2 BSBADM506 Manage business document design and development

Page 1 of 6

Design and develop templates and

standard text

Submission details

Candidate’s name Phone no.

Assessor’s name Phone no.

Assessment site

Assessment date/s Time/s

The assessment task is due on the date specified by your assessor. Any variations to this

arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for

details.

Performance objective

You will need to demonstrate skills and knowledge required to design and develop

templates and develop standard text for documents in an organisational context.

Assessment description

In response to a simulated business case study and a scenario, you will design and

develop templates and standard text for two types of business documentation in

accordance with business requirements and style guidelines. You will submit templates to

others for feedback, then you will improve and resubmit your final templates. You will also

prepare a written reflection in which you will demonstrate knowledge of the document

production process.

Assessment Task 2 BSBADM506 Manage business document design and development

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Procedure

1. Read the scenario below.

2. In response to the scenario, and referring as required to the Adept Owl simulated

business documentation provided, evaluate the purpose, audience and information

requirements for a letter template and an expense report.

3. Develop a draft letter template, including standard text, that:

a. meets scenario requirements including information and audience

requirements for standard text, style and tone

b. follows the Adept Owl style guide

c. includes at least one suitable editing macro (remember, to save a macro in a

template, you need to Save As a Macro-Enabled Template)

d. includes fields for use with mail-merge.

4. Develop a draft expense report template (see example in Appendix 1) that:

a. meets organisational requirements set out in the scenario

b. includes at least one suitable macro to improve the usability of the expense

report template

c. includes one other feature such as drop-down lists or form fields to further

automate or standardise document production.

5. Agree a timeframe for usability testing with your assessor (acting in the role of a

senior manager)

6. Develop a testing schedule in accordance with agreed timeframe.

7. Conduct peer usability testing with fellow learners and collect written feedback on

templates. Specifically request feedback on readability, appearance and usability.

Submit draft templates to assessor, who, in the role of a senior manager will

provide feedback for improving template design from the standpoint of the

organisation.

8. Make improvements to the two templates to incorporate feedback.

9. Print a hard copy of the final expense report according to organisational

requirements.

10. Write a reflection in which you describe the process you undertook to design and

develop standard text for the letter template and expense report template. Ensure

you include a description of how you:

a. incorporated organisational and audience needs into your templates

b. reviewed, evaluated and selected technology and complex technical

functions for use in automating document production, matching document

requirements with software functions

c. reviewed and selected document designs and layout in accordance with

organisational house style requirements

Assessment Task 2 BSBADM506 Manage business document design and development

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d. efficiently planned and tested templates and gathered feedback on usability

within agreed timeframe. Describe user feedback. Describe testing process:

testing of macros; testing of mail merge.

11. Submit documents to your assessor within an agreed timeframe. Ensure your

documents reflect specifications as outlined below. Keep copies of all submitted

materials for your records.

Adept Owl scenario: Design and develop standard text

As a new member of the administration team, with a responsibility for team leadership

and document design and development, you will need to lead and manage template

development.

One of the most common tasks undertaken by the administration team is writing letters

to both internal and external customers. To conform to business requirements, such

letters need to adhere to Adept Owl house styles and use Microsoft Word. The team and

organisation require easy-to-use templates to facilitate letter writing and editing for a

range of purposes and associated information content, for example marketing mail-outs

and internal communication. Macros may be useful for a range of editing functions:

● replacing multiple spaces with a single space

● replacing soft returns with paragraph breaks

● removing spaces that occur directly before or after paragraph breaks

● removing spaces that occur directly before or after tabs

● replacing multiple tabs with a single tab.

Currently, letters are created from scratch. Mass mail-outs present a problem for

efficiency as letters are created individually. This practice presents a problem with respect

to consistency and wastage of resources.

In particular, a letter template for production delays is sorely needed to standardise the

organisation’s communications with affected customers. See Appendix 1 for content

requirements and audience needs.

Another type of document the organisation currently lacks standard templates or

processes for is expense reporting. Staff use a range of methods to report expenses.

There are several problems associated with this arrangement. Staff filling out reports

complain about the time needed to input expenses. Administration staff complain about

the lack of consistency, including incorrect or incomplete coding of expenses.

There are several business needs associated with expense reporting. For example,

allowable expenses codes are:

● Food

● Transportation

● Communication

● Training

● Other.

Assessment Task 2 BSBADM506 Manage business document design and development

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See Appendix 1 for details on information and formatting needs for both the letter and

spreadsheet templates.

Finally, according to recent staff feedback, an expense report template that takes

advantage of time-saving macros is required. For example, macros could save time by

clearing fields or calculating totals.

Specifications

You must provide:

● draft and final templates for a letter and an expense report

● testing schedule

● copies of the written feedback on templates, for example mark-ups, emails, notes

● written reflection on process of document production undertaken.

Your assessor will be looking for templates and a written reflection that demonstrate:

● literacy skills to:

○ read and interpret policies and procedures

○ review and select technological designs

○ consider aspects of context, purpose and audience when designing and

formatting texts

● technological skills to manage design requirements and layouts

● knowledge of document production processes

● knowledge of the functions of a range of software applications, including desktop

publishing (formatting), word processing and spreadsheets

● knowledge of organisational policies and procedures relating to document design

and formatting.

Adjustment for distance-based learners

● No changes are required to the assessment procedures or specifications.

● Templates can be provided to testers (fellow learners and assessor) electronically

(via email, social media, etc.) and feedback received electronically (via email, social

media, etc.).

● Submitted documents may be in electronic (or paper-based format where relevant).

Assessment Task 2 BSBADM506 Manage business document design and development

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Appendix 1: Information and formatting requirements

Production delay letter template

Content:

● Opening paragraph: thanking the customer for their purchase and informing there

is a delay

● Body content: apologising for delay; stating the reasons for the delay, and expected

date of delivery

● Closing paragraph apology for inconvenience and an invitation for contact if

required.

Style:

● Professional

● Formal language

Tone:

● Friendly

● Apologetic

Assessment Task 2 BSBADM506 Manage business document design and development

Page 6 of 6

Expense reporting spreadsheet template

Presentation:

● Spreadsheet must be able to be printed on a single A4 page; landscape or portrait.

Dates:

● Data entry must be constrained to: date format only.

● Data entry must be formatted to: short date form.

Department:

● Must be chosen from list: Sales & Marketing, Administration, Executive, Operations,

Dispatch, Logistics.

Expense types:

● Must be chosen from list: Food; Transportation; Communication; Training; Other.

Item description:

● Data entry must be constrained to: text only.

● Data entry must be formatted to: italics.

Client ID number:

● Must be chosen from list: NA, AO-2006-0046, AO-2006-0050, AO-2008-0049, AO-

2009-0047, AO-2009-0051, AO-2009-0052, AO-2009-0053, AO-2010-0045, AO-

2010-0054.

Purchase or estimated amount, value or cost:

● Data entry must be formatted to: accounting.

Receipt attached?

● Must be chosen from list: Yes, No.

Example spreadsheet:

This form must be completed and submitted on a monthly basis,

no later than the 7th of each month with attached receipts.

Employee Name: David Employee ID:

Date Department Expense Type Description Client/Project # Amount

Receipt

attached?

5/1/2014 Administration Training Excel basics workshop NA 180.00$ Yes

Total Reimbursement 180.00$

Employee signature:

Authorised by:

EXAMPLE EXPENSE REIMBURSEMENT FORM

Ctrl+cf to clear cells

Assessment-Task-2-Expense-Spreadsheet-Template Printed: 2/24/2017

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Marking Guide

Assessment Task 2: Design and develop templates

and standard text

Candidate’s Name Phone No.

Assessor’s Name Phone No.

Assessment Site

Assessment Date/s Time/s

Outcomes

Did the candidate:

Satisfactory

Yes No

Submit draft and final templates for letter and expense report?

Submit usability testing schedule?

Submit copies of written feedback on templates?

Submit written reflection on process of document production

undertaken?

Submit assessment documentation in agreed format and within agreed

timeframe?

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Performance indicators

Did the candidate:

Satisfactory

Yes No

Submit a letter template?

(Note, see the example letter template provided on the Assessment Page of the

Facilitator Guide CD.)

Ensure template standard text meets purpose, content and audience

requirements, for example:

● opening and closing paragraphs have correct information (set out

in Appendix 1 of the Assessment Task), e.g., thanking the

customer for their purchase in the first paragraph, etc.

● formal style

● apologetic tone.

Conform to Adept Owl style guide, including with respect to style, layout

and address format (see pages 24–26 of Adept Owl simulated business

documentation for requirements).

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Did the candidate:

Satisfactory

Yes No

Include an editing macro, for example:

● replacing multiple spaces with a single space

● replacing soft returns with paragraph breaks

● removing spaces that occur directly before or after paragraph

breaks

● removing spaces that occur directly before or after tabs

● replacing multiple tabs with a single tab.

For example, in the example letter template, a macro has been enabled

to remove multiple spaces:

Ensure the Word template can be used in conjunction mail merging

functionality. For example, displaying mail merge fields (in example

template, mail merge fields are shown <<like this>>).

Make adjustments to templates following user testing.

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Did the candidate:

Satisfactory

Yes No

Submit an expense template?

(Note, see the example Expense Template Spreadsheet provided on the Assessment

Page of the Facilitator Guide CD.)

Meet organisational needs, for example:

● limit expense codes to five expense codes required: food;

transportation; communication; training and other.

● meet audience requirements, e.g.:

○ include five expense codes

○ create a simple template that is quick and easy to use

○ create a template that will allow staff to report consistently

and correctly

● fit-for-purpose

● capture employee name; date of expense/purchase; department;

description; client ID number; and purchase amount

● follows spreadsheet template requirements (set out in Appendix 1

of the Assessment Task), e.g. constrain data entry to date format

in the date column, etc.

Include a suitable macro, for example:

● to clear fields

● to calculate totals.

For example, in the example spreadsheet template, a macro has been

enabled to clear fields:

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Did the candidate:

Satisfactory

Yes No

Include an Excel technical function that is useful in automating

document production, such as:

● including a drop-down list to limit data-entry options

● limiting data entry in amount/purchase column to numbers only

(not allowing text).

Make adjustments to templates following user testing.

Print expense template according to organisational requirements:

● Print a copy that fits on a single A4 page (according to

requirement in Appendix 1 of the assessment task, and the

spreadsheet requirement in the Adept Owl style guide).

Submit a written reflection describing following management actions?

Describe how they incorporated organisational and audience needs into

the templates, for example through the appropriate use of standard text

in the letter template.

Describe how they reviewed, evaluated and selected technology and

complex technical functions for use in automating document

production, matching document requirements with software functions,

for example:

● matching need for automating editing functions with macro

functionality in Word

● matching need for limiting data entry to drop-down list

functionality in Excel.

Describe their review and selection of document designs and layout in

accordance with organisational house style requirements (Adept Owl

style guide).

Describe the process they undertook to test templates and gather

feedback on usability within agreed timeframe, for example:

● testing of macros

● testing of mail merge suitability

● make improvements in accordance with feedback provided.

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Comments/feedback to participant

Outcome: Successful Unsuccessful

Assessor name:

Assessor signature:

Assessment Task 3 BSBADM506 Manage business document design and development

Page 1 of 8

Develop strategies for use and

improvement of standard documentation

Submission details

Candidate’s name Phone no.

Assessor’s name Phone no.

Assessment site

Assessment date/s Time/s

The assessment task is due on the date specified by your assessor. Any variations to this

arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for

details.

Performance objective

You will need to demonstrate skills and knowledge required to develop and implement

strategies for the use of standard documentation and for continuous improvement of

standard documentation within an organisational context.

Assessment description

In response to a simulated business case study and a scenario, and following on from

Assessment Task 2, you will plan and deliver a short training session to introduce staff to

new templates. You will monitor both the success of the training and the performance of

the administration team and present findings in a written evaluation report.

Note: You will need to use the letter template developed in Assessment Task 2 to

complete this task.

Assessment Task 3 BSBADM506 Manage business document design and development

Page 2 of 8

Procedure

Note: Refer to the Adept Owl simulated business documentation provided for further

background on the business and guidance on styles and production processes.

Part A

1. Read the scenario below.

2. Examine team performance and capability (set out in Appendix 1).

3. Consult with your assessor to determine which staff member (Pat, Sam or Kim) you

will plan training for.

4. Plan a short training session (for your assigned staff member) on the use of the

letter template that you developed in Assessment Task 2:

a. Develop explanatory notes for the template for use by staff as job aids and

for use in the session delivery, on:

i. applying the style guide when using templates and macros

ii. considering aspects of context, purpose and audience when designing

and formatting texts

iii. naming the document and storage requirements.

b. Develop a session plan for a 10–20 minute session, which includes planning

for:

i. introducing and explaining the template and how it conforms with

organisational requirements

ii. demonstrating functions (those that need to be demonstrated

considering the staff member’s current skills)

iii. allowing practice and questions and providing feedback on

performance

iv. recording whether the staff member can use the template at the level

of ‘practitioner’ (see level description in the legend of Appendix 1).

Note: you will need to plan to monitor whether staff can demonstrate

use, naming and storage in accordance with organisational

requirements.

5. Arrange with your assessor to demonstrate or role-play training.

6. Deliver the training. Ensure you:

a. use communication skills to explain features. Ensure you ask questions to

confirm trainees’ understanding. Ensure you listen to trainees’ questions and

respond appropriately

b. draw attention to the importance of applying the style guide in using the

templates

c. follow your session plan to introduce, demonstrate, allow the trainee

opportunity to practise, provide feedback and then assess the trainee

d. record whether the staff member can use the template.

Assessment Task 3 BSBADM506 Manage business document design and development

Page 3 of 8

Part B

1. Develop an evaluation report on the state of document design and production at

Adept Owl. Your report should contain:

a. information on performance, current skills (outlined in Appendix 1) and

observed assessment in the role-played training session; ensure you

compare standards for document production, including performance targets,

with actual skills and performance to identify gaps

b. at least three recommendations for continuous improvement and closing

performance and skills gaps based on your monitoring of actual performance

(the training undertaken in Part A), performance and skills information

provided in Appendix 1, and research undertaken; ensure you:

i. include technical needs to close gaps and improve operations with

respect to template use

ii. include training needs with respect to technical functions

iii. include changes to policies, procedures or style guides to support

implementation of recommendations

iv. refer to the advice of experts or relevant sources of expert advice to

support recommendations, for example a business communications

expert you have access to or information from print or online business

literature

v. include a summary plan of all activities to implement recommended

changes over the financial year, including description of activity,

resources needed (including costs where relevant), person responsible

and timeframe. Use template in Appendix 2 or similar.

2. Submit your explanatory notes, session plan and evaluation report to your assessor

within an agreed timeframe and in an agreed format. Ensure your submitted

documents reflect specifications as outlined below. Keep copies of all submitted

materials for your records.

Assessment Task 3 BSBADM506 Manage business document design and development

Page 4 of 8

Adept Owl scenario: Implement strategies for use and

continuous improvement of documentation processes

You are the team leader of the Adept Owl administration team with responsibility for

leading document design and production.

According to the Adept Owl vision statement, the company intends to establish its

reputation within five years, ‘as one of the finest, most innovative and entertaining board

game developers in Australia’.

To help achieve this goal within your area, you will need to develop people-focused

implementation strategies, for example delivering training on documentation, to ensure

the cooperation of all staff in the maintenance of document quality, sustainability, and

legal and ethical compliance.

In order to contribute to continuous improvement by developing training and reporting on

performance, you will need to consider current performance and administration team

capability.

Assessment Task 3 BSBADM506 Manage business document design and development

Page 5 of 8

Specifications

You must:

● deliver a training session

● submit:

○ explanatory notes

○ session plan

○ evaluation report, including implementation plan.

Your assessor will be looking for delivery of training, supporting documents and an

evaluation report that, taken together, demonstrate:

● communication skills to present complex instructions verbally, to communicate

ideas logically, and to explain technical concepts and designs to others

● literacy skills to:

○ read and interpret policies and procedures

○ consider aspects of context, purpose and audience when designing and

formatting texts

● research and analysis skills to evaluate content, structure and purpose of technical

texts, and to adapt task instructions to suit changes in technology

● knowledge of document production processes

● knowledge of the functions of a range of software applications, including desktop

publishing, word processing and spreadsheets

● knowledge of organisational policies and procedures relating to document design

and formatting

● knowledge of sources of expertise external to the organisation or workgroup.

Adjustment for distance-based learners

● No changes are required to the assessment procedures or specifications.

● Delivery of training may be conducted via videoconferencing software or recorded

and submitted as a video file, for example, at the discretion of the assessor.

● Submitted documents may be in electronic or paper-based format.

Assessment Task 3 BSBADM506 Manage business document design and development

Page 6 of 8

Appendix 1: Adept Owl capability and performance

To implement strategies for improving capability and monitoring and reviewing

performance for the purpose of continuous improvement, you will need to consider the

current skills and performance of the team.

Administration team capability

The administration team has identified six key skills that each team member will need to

perform at a practitioner level (see the legend for clarification of levels) or above:

Work task

Team member and current capability

You (team

leader) Pat Sam Kim

Creating and using templates in

Word and Excel.

Creating and using macros in

Word and Excel.

Creating and using mail merge

features in Word.

Creating and using form fields in

Word.

Creating and using drop down lists

in Excel.

Creating and using formulae in

Excel.

Legend:

Untrained – Team member has no training.

Learner – Team member cannot perform task independently.

Practitioner – Team member can perform task independently with supervision.

Operator – Team member can perform task independently.

Coach – Team member can train others to perform task.

Assessment Task 3 BSBADM506 Manage business document design and development

Page 7 of 8

Administration team performance (Quarter 1)

The administration team at Adept Owl performs a range of documentation tasks. These

tasks are grouped into several main areas of activity, which provide the basis for

measuring performance that drives organisational outcomes.

The administration team scorecard below shows performance metrics, targets and

outcomes for the first quarter of the financial year.

Performance area Performance metric (KPI) Target Outcomes

Customer focus Per cent of documents

conforming to style guide

100% 80%

Productivity Average time (per mail-out)

to edit the letter being sent

30 minutes 60 minutes

Average time per mail

merge

5 minutes 10 minutes

Data entry error rate 3% 10%

Employee development Number of training hours

per employee

20 hrs per

employee per

quarter

5 hours in

first quarter

Expense Average cost per mail-out

(excluding postage)

$100 $165

Average labour cost per

page of edited text

$50 $68

Sustainability Average sheets of paper

used per letter

3 sheets 10

Average toner use per

quarter

10 cartridges 15 cartridges

Compliance Identified breaches of

legislation, including

WHS/OHS, anti-

discrimination, privacy

0 incidents 0 incidents

Privacy related complaints 0 incidents 1 incident

Assessment Task 3 BSBADM506 Manage business document design and development

Page 8 of 8

Appendix 2: Implementation/action plan template

Action/task Resources/cost Responsible person/role Timeframe

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Marking Guide

Assessment Task 3: Develop strategies for use and

improvement of standard documentation

Candidate’s Name Phone No.

Assessor’s Name Phone No.

Assessment Site

Assessment Date/s Time/s

Outcomes

Did the candidate:

Satisfactory

Yes No

Conduct a training session?

Submit explanatory notes?

Submit the session plan?

Submit the evaluation report, including implementation plan?

Submit assessment documentation in agreed format and within agreed

timeframe?

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Performance indicators

Did the candidate:

Satisfactory

Yes No

Part A: Conduct training session?

Prepare explanatory notes for staff members on:

● applying the style guide when using templates and macros, for

example:

○ introducing the style guide

○ highlighting the importance of applying it when using

templates

● considering aspects of context, purpose and audience when

designing and formatting texts, for example:

○ referencing the purpose of the letter template: to

standardise the organisation’s communications with

affected customers

○ provide very simple instructions on Word template use if

training Sam; focusing on using form fields if training Pat,

etc.

● document naming and storage requirements, for example (from

Adept Owl style guide, page 10):

○ speak to your Manager regarding the file naming

conventions used in your Department

○ for ease of operator identification, add your initials to the

end of each filename. For example, JulyConf-mq.doc

(document about July Conference-keyed in by Mary

Quinlan).

Develop training on the use of the letter template:

● develop session plans following a logical flow (introduction,

followed by demonstration, followed by practise, followed by

feedback and assessment)

● focus content of session plans on use of letter template.

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Did the candidate:

Satisfactory

Yes No

Implement training on the use of the letter template and macros and

adjust the content and level of detail to suit user needs.

● Adapt training to meet needs of staff members, focusing on areas

of need and not wasting time on skills already possessed by the

staff member.

● Use communication skills to explain features.

○ Ask questions to confirm trainees’ understanding

○ Listening skills

● Draw attention to the importance of applying the style guide in

using the template.

● Follow the session plan to introduce, demonstrate, allow practise

and feedback and assess.

Assess and record the staff member’s use of the template, including:

● checking that the staff member completes file naming and

storage according to style guide (e.g. add their initials to the end

of each filename)

● ensuring the staff member can create a letter (using the

template) independently with supervision (as set out in team

capability table ‘practitioner level’ performance)

● recording the staff member’s level of proficiency.

Part B: Produce evaluation report?

Compare current performance with targets and identify gaps, for

example:

● use of templates: 1 staff member cannot use to practitioner level

(as set out in team capability table)

● % documents conforming to style guide: performance 20% short

of target (as set out in performance targets and outcomes table)

● average time (per mail-out) to edit the letter being sent: time

taken is currently double the target (as set out in performance

targets and outcomes table)

● data entry error rate: 7% higher error rate than target (as set out

in performance targets and outcomes table).

Facilitator Guide Marking Guide

BSBADM506 Manage business document design and development 1st edition version: 1

Did the candidate:

Satisfactory

Yes No

Identify three recommendations to enable continuous improvement and

to close performance and skills gaps based on monitoring of actual

performance and research undertaken. As part of recommendations:

● include technical needs to close gaps and improve operations

with respect to template use

● include training needs with respect to technical functions

● include changes to policies, procedures or style guides to support

implementation of recommendations

● refer to the advice of experts or relevant sources of expert advice

to support recommendations.

Complete an implementation plan to enact improvements, including:

● description of activity

● resources needed (including costs where relevant)

● person responsible

● timeframe.

Comments/feedback to participant

Outcome: Successful Unsuccessful

Assessor name:

Assessor signature:

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