Contents Before you begin vii Topic 1: Establish documentation standards 1 1A Identify organisational requirements for document design and production

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Contents
Before you begin vii
Topic 1: Establish documentation standards 1
1A Identify organisational requirements for document design and production 2
1B Evaluate the organisation’s IT capability in terms of document design and production 8
1C Identify types of documents used and required by the organisation 14
1D Establish documentation standards and design tasks 16
Summary 24
Learning checkpoint 1: Establish documentation standards 25
Topic 2: Manage template design and development 31
2A Ensure standard formats and templates suit document requirements 32
2B Ensure templates enhance readability and appearance, and meet style and
layout requirements 37
2C Test templates, obtain feedback and make necessary amendments 41
Summary 44
Learning checkpoint 2: Manage template design and development 45
Topic 3: Develop standard text for documents 49
3A Evaluate software functions for their usefulness in automating document production 50
3B Match document requirements : with software functions 58
3C Test macros to ensure they meet document requirements 64
Summary 69
Learning checkpoint 3: Develop standard text for documents 70
Topic 4: Develop and implement strategies to ensure the use of standard documentation 77
4A Prepare explanatory notes for the use of templates and macros 78
4B Develop and implement training in the use of templates and macros 82
4C Manage master files 88
Summary 91
Learning checkpoint 4: Develop and implement strategies to ensure the use of
standard documentation 92
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Topic 5: Develop and implement strategies for maintaining and improving documentation 99
5A Monitor use of templates and macros, and evaluate document quality 100
5B Review documentation standards against the changing needs of the
organisation, and plan and implement improvements 104
Summary 110
Learning checkpoint 5: Develop and implement strategies for the maintenance and
improvement of documentation 111
Final assessment 119
Assessment information and scope 120
Are you ready for assessment? 121
Final assessment overview 122
Assessment plan 123
Final assessment tasks 124
Record of outcome 155
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Before you begin
This learner guide is based on the unit of competency BSBADM506 Manage business
document design and development, Release 1. Your trainer or training organisation must
give you information about this unit of competency as part of your training program. You
can access the unit of competency and assessment requirements at: www.training.gov.au.
How to work through this learner guide
This learner guide contains a number of features that will assist you in your learning. Your
trainer will advise which parts of the learner guide you need to read, and which practice
tasks and learning checkpoints you need to complete. The features of this learner guide are
detailed in the following table.
Feature of the
learner guide
How you can use each feature
Learning content Read each topic in this learner guide. If you come across content that
is confusing, make a note and discuss it with your trainer. Your trainer
is in the best position to offer assistance. It is very important that you
take on some of the responsibility for the learning you will undertake.
Examples and case
studies
Examples of completed documents that may be used in a workplace
are included in this learner guide. You can use these examples as
models to help you complete practice tasks, learning checkpoints and
the final assessment.
Case studies highlight learning points and provide realistic examples of
workplace situations.
Practice tasks Practice tasks give you the opportunity to put your skills and knowledge
into action. Your trainer will tell you which practice tasks to complete.
Video clips Where QR codes appear, learners can use smartphones
and other devices to access video clips relating to the
content. For information about how to download a QR
reader app or accessing video on your device, please visit
our website: www.aspirelr.com.au/help
Summary Key learning points are provided at the end of each topic.
Learning checkpoints There is a learning checkpoint at the end of each topic. Your trainer will
tell you which learning checkpoints to complete. These checkpoints
give you an opportunity to check your progress and apply the skills and
knowledge you have learnt.
Final assessment The final assessment provides you with the opportunity to
demonstrate all of the learning that you have undertaken for this unit
of competency. Your trainer/assessor may ask you to undertake the
final assessment tasks.
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Topic 1
Establish documentation standards
Within any sizeable organisation or business, there is a need for some form of document
control. This allows all staff to prepare documents with a consistent look, maintain quality
standards as identified by the organisation and legislation, produce documents efficiently,
track changes to templates and macros, and make improvements where necessary.
In managing an organisation’s documents, you need sound knowledge of what your
organisation requires in terms of the types of documents, image, styles and layout, storage
and transmission requirements, as well as the organisation’s IT capabilities.
In this topic you will learn how to:
1A Identify organisational requirements for document design and production
1B Evaluate the organisation’s IT capability in terms of document design and production
1C Identify the types of documents used and required by the organisation
1D Establish documentation standards and design tasks
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In today’s business environment, almost
all documents are created and maintained
electronically using a range of commercial or
organisational software packages. Be familiar
with the ones your organisation uses such as
databases, desktop publishing, spreadsheets
and word processing, and know when to
use each type of software. You may need to
arrange training for team members. Make
sure your own skills are up to date as software
technology continues to improve and new
programs are regularly added to software provisions.
Criteria for document production
To ensure documents such as business letters, reports, forms, newsletters and memos are
consistent in style and layout, a design format is generally applied and a document control
procedure is in place. This allows as organisation’s communications to reflect the desired
style and standard of quality.
Managers need to ensure they know the format and standards required for each type
of document the organisation produces. They also need to be able to explain these
requirements to new staff members. Managers should ensure staff they are responsible for
follow the procedures for producing documents and maintaining the standards set by the
organisation.
The following design and production criteria are commonly used and should be adhered to
by staff responsible for producing documents.
Design and production criteria
Maintain a format in line with the company brand. This will
protect, maintain and enhance the company’s reputation.
Set a quality standard that dictates everything from the
language used to the print size of the text and the dots-per-inch
(dpi) print quality of the finished document.
Maintain content protection through specified formatting and
the inclusion of legal notices, disclaimers, statements and/or
copyright notices.
Comply with anti-discrimination legislation, ethical principles,
codes of practice and privacy laws.
Create an archiving protocol, including version control for
document retrieval and version identification. Contracts,
manuals and procedures may need regular updating.
1A Identify organisational requirements for
document design and production
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2 Manage design
Manage template design and development (or consider audience, purpose,
language, document layout, etc.).
3 Develop standard text
Develop standard text for documents (or evaluate and test macros and other
software functions for their usefulness in reducing document production time).
4 Implement strategies
Develop and implement strategies to ensure the use of standard documentation
(or prepare explanatory notes, implement training and store master files).
5 Maintain and review
Develop and implement strategies for the maintenance and improvement of
standard documentation (or review document, template and macro use and
make improvements where necessary).
Design formats
In many organisations, all documents, whether those being sent from the organisation or
those for organisation personnel use only, will follow a format or template that is designed
to meet the organisation’s criteria. Templates are established style models used to create
documents. Make sure you understand all of the organisation’s requirements so you can
maintain quality standards within your team and train new team members when needed.
Learn the technical skills needed to manage design requirements and layouts.
Specific formatting requirements may include:
• the size and location of the company logo; for example, at the top right of the document
and 3 x 2 centimetres
• a subject line
• the size and type of font
• whether the text is justified or not
• the size of headings and subheadings
• the use of white space
• content in footers and headers; for example, a network pathway in the footer such as <F:/
Docs/Letters/Out/2015/Any_Name.doc>
• specified inclusions; for example, disclaimers or ownership warnings in specific types of
documents.
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Storage
There are a number of aspects to consider when storing documents. Some industries, such
as the health, law, education, real estate and finance industries, have requirements under
either legislation, regulations, codes of practice or registration rules for archiving certain
documents and maintaining them for a specific period of time.
Considerations for storing documents
•• Documents should be stored as templates on a central server so everyone has access
to them.
•• Make sure file paths are structured logically and meet organisational requirements.
•• Be aware of legal obligations for the storage or recording of issuance associated with
the documents you are producing.
•• An organisation should have a secure document backup procedure.
Output
Output is the format that the organisation requires documents to be in. Some organisations
may also require that clients receive information or notifications in a specified format; for
example, a client must be informed by letter as an email is neither sufficient nor appropriate
to meet a legal requirement. Another example may be where organisational policy dictates
that all meeting minutes must be recorded using the organisation’s template and placed on
the intranet.
Example: the importance of a systematic and consistent
approach
A large property development company has a document standards and style guide. However, the
new manager discovers that it has not been reviewed for nearly six years.
There are several macros in the office software suite, mostly made by staff members to automate
their own processes, but not accessible by all personnel. In addition, there are no electronic
document standards. The production of stationery, including letterheads, is outsourced. These
documents now seem old-fashioned and in need of an update, and although the office is now
completely computerised, there are no templates.
The company needs to identify the
documents it produces, or could produce,
internally. By systematically looking at
the functions of the department, the new
manager follows the flow of documents
that includes letters, emails and memos
– all requiring, but as yet not employing,
a common format, look or ‘brand’. The
manager also notes that a range of styles
is used when writing to various clients.
There is also a need to standardise the
content.
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Printers
Does your current printer have sufficient
capability to print quality images or will you
need to upgrade?
Scanners
Do you have or need a scanner for inserting
photographs or images? Is it of sufficient quality
for desktop publishing?
Digital imaging
Do you have access to a digital camera or
digital video recorder for photography within the
organisation?
DVD production
If you are copying company documents to DVD,
even for storage purposes, do you have enough
DVD writers in your office?
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… continued
4. Briefly describe the existing organisational process for document production.
5. Write a brief entry for a style guide on one aspect of document production to set the standard for
this area.
6. Research one of the following examples of document preparation guides and list any standard
you think would be appropriate to include in your organisation’s style guide:
www.aphis.usda.gov/brs/pdf/Doc_Prep_Guidance.pdf
www.publish.csiro.au/media/client/asstyleguide.pdf
Summary
1. Document control is employed to protect the organisation’s brand or reputation by
applying a common set of rules across all documents produced by the organisation.
2. Standards in design, finish and content of documents transmit a professional corporate
image and enhance the organisation’s brand.
3. The ability to produce documents of a specified quality and standard is dependent upon
the organisation’s computer software and hardware capacity.
4. You need to examine the types of documents generated within your department or
business unit. With reference to the corporate business plan, you need to determine
what documents are currently being produced and what may be required in the future.
5. Document standards are established for application across an organisation, dictating a
common theme and design and allowing easier document production and transfer of
information.
6. An organisational style guide is a quick and easy reference to the style required for all
internal and external documents produced by the organisation.
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Topic 1
Establish documentation standards
This learning checkpoint allows you to review your skills and knowledge in establishing
documentation standards.
Part A
1. List five of the most important organisational policies and procedures that should be
applied to document design and formatting.
2. What is the purpose of a document control process?
3. How does your organisation, or one you are familiar with, assess document quality?
What criteria are used?
Learning checkpoint 1
Establish documentation standards
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Topic 2
Manage template design and development
A basic template for staff
meeting minutes, but a more
complex format for a board
meeting
Different standard letters
for an inquiry, unsuccessful
candidates, overdue payments,
customer rewards, etc.
Templates or standard
formats for regular items
such as reports, faxes,
labels, promotional material
and briefing papers
Different formats for emails to
external and internal recipients
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Topic 3
Develop standard text for documents
Some of these functions are described here.
Form field Macro
└ └ How it speeds up production:
• Limits data entry requirements
• Verifies data entry
• Formats data
└ └ How it improves usefulness:
• Verifies data entry
• Creates consistent format
└ └ How it speeds up production:
• Automates repetitive tasks
└ └ How it improves usefulness:
• Reduces time required
• Reduces associated errors
Merge criteria Link
└ └ How it speeds up production:
• Defines criteria for merging
documents
• Avoids duplicating documents
└ └ How it improves usefulness:
• Reduces time for merging
• Reduces associated errors
└ └ How it speeds up production:
• Avoids duplicating documents
└ └ How it improves usefulness:
• Reduces errors from cutting and
pasting
• Reduces time for linking
documents
Index Embedding
└ └ How it speeds up production:
• Predefines key words or criteria
for indexing
└ └ How it improves usefulness:
• Facilitates searches within
documents
└ └ How it speeds up production:
• Predefines placement of
embedded images
└ └ How it improves usefulness:
• Reduces formatting time
• Creates consistent format
Exporting/importing
└ └ How it speeds up production:
• Avoids duplicating data
• Reduces time to populate
documents
• Automates extraction of data
└ └ How it improves usefulness:
• Pushes/pulls data between
documents
• Reduces associated errors
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Efficiencies gained from other functions
Organisations’ documentation requirements will vary. A software function may be highly
useful in one place but not used elsewhere. Most organisations have a need for letter
templates, however, and a manager should seek to be informed about functions that may
automate and speed up the production of letter documents. Here is a list of functions and
the ways in which they may be useful.
Developer tools
Allow users to develop
sophisticated programs within
a software application; for
example, scheduling letters to
run automatically
Signature protection
• • Identifies whether users
have reviewed or approved a
document
• • Digital signature protection
allows users to sign
documents electronically,
ensuring document integrity
for other users
Document comments
• Provide additional
information about elements
of the document
• May provide additional
information to users of a
template, but be concealed
when letters are printed
Document protection
• • Protects documents from
unauthorised access
• • May be used to protect
sections of the document
from being altered by general
users
• • Allows for data entry in
unprotected cells within
spreadsheets
Section breaks
Allow for different styles to be
used within different sections
(headers/footers, page
orientation, page numbers, etc.)
Header/footer
Inserts common information on
each page or specified pages
without re-entering data; for
example, date created, page
numbers or file paths
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Topic 3
Develop standard text for documents
Mail merge letter
└ └ Requirements:
• Multiple addressees
• Fill-in area for free-flow text
• Formatted text
• Embedded graphics/text; link-in text from other documents
• Font styles and specified formatting
└ └ Software functions:
• Form fields
• Macros
• Margins
• Format and fonts
• Ruler
• Table
Business email
└ └ Requirements:
• Formatted text
• Embedded graphics/text
• Link-in text from other documents
• Prescribed font styles and formatting
• Address block
└ └ Software functions:
• Form fields
• Macros
• Format and fonts
• Print layout
Spreadsheets
Spreadsheets have largely replaced paper-based accounting calculations in organisations,
and have multiple uses. These powerful software programs can be used to display, store,
arrange and manipulate data. It is essential to know how to use spreadsheets to fulfil the
requirements of roles that involve data analysis.
One spreadsheet function that many organisations make use of is a ‘look up’ function,
which searches for data within one spreadsheet and returns it to another. It may be used to
provide the address for a customer; for example, ‘Vlookup’ looks for a value in the leftmost
corner of a table then returns a value in the same row from the column specified.
The following suggests software functions that can be used to meet spreadsheet
requirements automatically.
• Page/section break
• Date/time
• Header/footer
• Symbol
• Bullets/numbering
• Print layout
• Insert, cut/paste
• Merge
• Link
• Embedding
• Attachments
• Merge
• Document encryption
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File name changes Reference file names may have been changed
Changing file names can make the reference file
difficult to find, for example when the file ‘index.doc’
has inadvertently been changed to ‘index1.doc.’
Version conflict Version conflict
There may be a version conflict where the user has
an older version of the application for which the
macro has been developed.
User actions Individual actions can disable macros
Someone may have modified the version; for
example, if a user has ‘personalised’ toolbars
on their version of Microsoft Word and added or
removed menu items, the macro may not be able to
complete a function, causing it to stop.
Macros not
enabled
Macros not enabled
Macros imported from the internet can be the
cause of virus infections on systems, so IT
departments in large organisations often disable
the use of macros across entire networks by
default. If your application cannot run macros at all,
see your IT staff.
Internal or external changes
Macros may not address requirements because the requirements of the specific document
have changed, or broader external changes have affected the validity and currency of the
macro. This may be because of:
• changes to the organisation, such as change of name, address or trading name/s
• changes in statutory or regulatory requirements
• changes in billing or invoicing methods
• impacts of government, including changes to tax rates or corporate law, state
government or council decisions.
Other difficulties may arise from antivirus software, especially when running macros. This
should not be a problem if all your computers are running the same antivirus application, as
any clicks you perform to ‘accept’ macros will be duplicated on the workstation running the
macro. If you are using different software or some are using no antivirus applications, you
may find you must define (record) the macros on those specific computers.
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Final assessment overview
To demonstrate your competency using this final assessment you must successfully
complete three assessment tasks.
Complete the following
task
•• Part A – Questioning
You will demonstrate a sound knowledge of the unit requirements in
your responses.
Select and complete
one of the following
•• Part B – Project: Managing business document design and
development at BizOps Enterprises
You will demonstrate your skills and knowledge by completing a
scenario-based project.
OR
•• Part C – Project: Managing business document design and
development at work
You will demonstrate your skills and knowledge by completing a project
in your workplace.
Select and complete
one of the following
•• Part D – Observation
Your work performance will be documented while being observed by an
assessor.
OR
•• Part E – Third-party report
Your work performance will be documented using a third-party report
completed by a relevant supervisor.
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Final assessment
BSBADM506 Manage business document design and development
Assessment plan
Complete the following form with your assessor.
Training organisation
name:
Learner name:
Phone number:
Email:
Assessor name:
Unit of competency: BSBADM506 Manage business document design and development,
Release 1
Assessment parts
selected:
Part A – Questioning
Select and complete one of the following:
Part B – Project: Managing business document design and
development at BizOps Enterprises OR
Part C – Project: Managing business document design and
development at work
Select and complete one of the following:
Part D – Observation OR
Part E – Third-party report
Ready for assessment
declaration:
I confirm that the purpose and procedures of this assessment have
been clearly explained to me. I have been consulted about any special
needs I might have in relation to the assessment process. The criteria
to be used for this assessment have been discussed with me, as have
the consequences and possible outcomes of the assessment.
I have accessed and understand general assessment information as
provided by my training organisation.
I have been given fair notice of the date, time, venue and other
arrangements for this assessment. I have completed a selfassessment
of my performance of the skills and knowledge for this unit
and confirm that I am ready for assessment.
Learner signature:
Date:
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Final assessment tasks
Part A – Questioning
Purpose You will demonstrate a sound knowledge of the unit requirements in
your responses.
Instructions to the
candidate
All questions must be answered satisfactorily for Part A to be
completed satisfactorily.
There is no restriction on the length of the question responses, or time
restriction in completing the assessment.
You must complete all questions unassisted by the assessor or other
personnel, but may refer to reference material as needed.
Resources required The question responses section is the only resource required for this
questioning assessment to be completed.
Assessment conditions Assessment must be conducted in a safe environment where evidence
gathered demonstrates consistent performance of typical activities
experienced in the general administration field of work and include
access to:
•• computer hardware and other document production equipment
•• software applications appropriate to the task
•• media for production of documents
•• samples of high quality standard documents.
Assessors must satisfy NVR/AQTF assessor requirements.
Reasonable adjustment If you do not wish to respond to the questions in written form, an
interview may be used as an alternative approach if negotiated with
your assessor.
Candidate to complete
Candidate name:
Date of assessment:
Assessment
declaration:
I declare that no part of this assessment has been copied from another
person’s work, except where clearly noted on documents or work
submitted.
I declare that no part of this assessment has been written for me by
another person. I understand that plagiarism is a serious offence that
may lead to disciplinary action by my training organisation.
Candidate signature:
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Final assessment
BSBADM506 Manage business document design and development
Question 1: Identify two examples of organisational and legislative requirements regarding
information entry and output. Why is it important to follow these organisational
and legislative requirements?
Answer:
Marking: Satisfactory Unsatisfactory
Question 2: Why is it important to follow organisational and legislative requirements
regarding storage of information?
Answer:
Marking: Satisfactory Unsatisfactory
Question 3: Why is it important to ensure standard document formats and templates suit
their purpose?
Answer:
Marking: Satisfactory Unsatisfactory
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Final assessment
BSBADM506 Manage business document design and development
Record of outcome
Training organisation
name:
Candidate name:
Unit code and title: BSBADM506 Manage business document design and development,
Release 1
Assessor name:
Assessor email:
Assessor phone
number:
Assessment tasks: Satisfactorily
completed
Part A – Questioning
Part B – Project: Managing business document
design and development at BizOps Enterprises OR
Part C – Project: Managing business document
design and development at work
Part D – Observation OR
Part E – Third-party report
Declaration: In completing this assessment, I confirm that the candidate has
demonstrated all unit outcomes through consistent and repeated
application of skills and knowledge with competent performance
demonstrated in multiple instances over a period of time.
Evidence collected has been confirmed as:
Valid
Current
Sufficient
Authentic
Final result:
Result date:
Assessor signature:

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