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BSBADM506 Manage Business Document Design And Development

tag 0 Download 0 Pages / 0 Words tag 21-06-2022
  • Course Code: BSBADM506
  • University: Victoria University
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  • Country: Australia

Answer:

Introduction 

Adept Owl Games Company deals with development of high quality entertaining board card as well as puzzle games for their consumers. The leading role of the company is to develop highly facilitated platform to deliver different strategic directions to their consumers. The existing business structure of the company lags some of the operational and functional activities. In order to resolve those particular issues it is necessary for the business developers and the project managers to incorporate certain additional organizational requirements. In order to meet the requirement of the consumers it is very much necessary for the system developers to identify all available organization requirements very carefully. If any of the information is found to be missing then after the implementation of the system the company will face major rang of risks. Considering the given scenario the requirements for information entry, requirements for file naming and storing, requirements for quality for the document designing and production ad at the same time the compliance requirements for the business are also elaborated in this report.

In addition to this for satisfying the consumers the Adept Own Company is willing to develop a future plan for Information Technology capability. With respect to the abilities of the human resources associated to the company it has been defined different issues are associated to it. Apart from this, it is also defined that three different types documents should be used those are needed by the organization. Two different types of procedures are there such as mass letter mail out and creations of an expense report are there. However, among these approaches the mass letter mail out approach is found to be the most beneficial for the Adept Owl Company.  

Assessment 1

Question 1

In order to manage the business documents design and development of the company it is necessary for the company to identify the organizational requirements. After considering the Adept Owl Style guide it is defined that, proper procedures are needed to be incorporated to it. The requirements for information entry, the way to name the file and storage, the requirements for improving the output quality, document designing and production and eve the compliance requirements are elaborated in this section.

Requirement for information entry

The main requirement for information entry is the data storage. With the incorporation of data server to the company, it will be able to store huge set of information automatically in their database. Even, with the help of the data storage the information could be managed in much better way. The issues associated to manual information entry will be minimized completely after adoption of the database to fulfill the purpose of data entry.

Requirement for name files and storage

 In order to access any information from the server or database it is necessary for the system developers to give proper named to the files. If accurate names are not given then information access will become difficult for the company. However, in order to give names to the files or storage certain procedures and policies are needed to be incorporated. In order to distinguish one file from the other the necessary criteria those must be incorporated include the following:

  • File names should be given based on project or experiment’s names
  • Names should be given based upon location and spatial condition
  • Considering conditions
  • Considering the type of the data

However, for naming the files the requirements are as follows:

  • There are certain extensions those are needed to be incorporated to the file names such as EXE, PROJ or BAT. A leading dot (.myfiles.html) should be incorporated to name the files.
  • A complete file path should be complied for name the file, folder or storage.

Requirements for output or quality of document design and production

In order to develop a simple and user friendly data server for the consumers of any business organization it is important to consider the requirements for document the designs and production details.

Security: Security is the most important aspect that must be considered to avoid the unwanted data access. If the server developers fail to incorporate proper security aspects then, the consumer might not get the expected outcome from the server. Application firewall, DMZ and encryption are the most widely used technologies those help the consumers to get expected outcome from the server.

Usage of Quality improvement registers: If the system developer fails to use the information stored in the database properly then the system might fail to deliver the expected outcome. In order to resolve this particular issue from the database system, a quality improvement register should be incorporated to the system, to allow the developers to utilize the data systematically with improved quality care approach.

Compliance requirements

 With the help of proper compliance components the system developers will be able to meet the requirement of the consumers. The considered requirements for Adept Owl game developing companies are as follows:

Appointment for the Auditors: The Company is required to hire professional auditor for their company to make all the necessary budget estimation related calculation. Within 30 days after the registration of the company they must appoint auditors for the company. However, for appointing the auditors the higher authority members and managers are needed to arrange professional level meeting. Again, if they fail to hire the auditors then, the managers should inform about this to their fellow.

Issue of share certificates to the subscribers:  Within the period of two months just after the incorporation, the company is required to share proper certificate to the subscribers of the memorandum. If the company fails to do so then, an amount will be changed.

Question 2

In order to satisfy the documentation design and production level needs, certain components are there those should be incorporated those are needed for the evaluation of adept Owl’s current and future information technology abilities. The production level needs are elaborated below:

Skill gaps exist in the Administration team 

The administration team of the business organization, Adept Owl Company is responsible to deliver a high quality, entertaining board, and card and puzzle game to the consumers of different age groups. However, in order to meet the requirement of the consumers all the activities should be done appropriately. After analyzing the details of the company’s background, certain gaps have been identified among the administration team. The identified gaps are as follows:

Lack of technical skills of the employees: Not a single but simultaneously many projects are serving by the company and the employees those who are working for the company lags professional skills.  Due to lack of professional skill, they are unable to deliver high quality, entertaining board and puzzle games for the consumers.

Lack of security oriented skills: The storage developed by the company does not have proper security skills and due to this reason the information stored in the server could get hijacked easily by the unwanted attackers. Not only this but also, for designing the templates and the standard text proper security skills are needed which are lagging.

Lack of leadership skills: The project managers and the other administrative heads fail to motivate the employees of Adept Owl company even the company does not possess proper friendly working ambiance thus, the consumers fail to deliver high quality outcome and efficiency to the consumers.

Communication skills: The employees working for the company are belongs to different locations thus they have different language. In order to share the creative technical ideas to each employee it is necessary to use proper communication skills. However, due to lack of communication technique the employees fails to interact with each other properly which leads to failure of the workflow.

Practices to close the skills gaps

In order to resolve the issues of skills gaps the steps those must be undertook are as follows:

 Open communication: Open communication is referred to as one of the most important things that help to minimize the issues of skills gaps. Three different types of communication approaches are there such as upward communication, downward communication, horizontal communication and open communication. With the help of open communication the employees will be able to communicate to rest of the employees and also will be able to share their views with others.

 Arrangement of training and development programs: In order to make the employees technically skilled, the company is required to arrange proper training and development programs. With the help of this program the skill gaps would be completely minimized.

 Hiring technical experts: The Company should hire technically skilled experts at the top level of the organizational hierarchy. By hiring technically skilled person the others will be able to get support as well.

 Adoption of ongoing technical changes: Technology is improving day by day and based on those technologies the company is needed to acquire advanced one including security and procedures. With the help of technical changes the company would be able to resolve the issues associated to skill gaps.

IT capability requirements

In order to meet the requirement of the consumers with respect to document designing and production it is necessary for the consumers to adopt both the human and physical capabilities.  In the coming next 2 to 5 years different sources of external advice information are required to evaluate appropriately. It will help the project manager and the other project team members to generate the expected project outcome.  

The needs for IT human capability are as follows:

Technical experts: In Order to develop card and puzzle games for the consumers it is necessary for the Adept Owl to hire technical experts for their consumers. By hiring experts for the company the company would be able to serve as per the requirements for the consumers. It will also help the company to engage several strategic directions. For creating a highly performing organization both the products and productions are needed to be developed. In order to develop such system for the consumer’s additional innovation thinking, management and leadership skills are also required.

Auditors: Auditor is another important human requirement for the company. The auditors are responsible to make a feasibility study for the company to ensure whether the requirements and resources gathered for the company are feasible enough or not, if these are not defined to be feasible then additional change should be brought by the management authority to develop proper audible components.

Partners: Besides the technical experts and auditors the company should also make partnership to some of the well known organizations. With the help of proper partnership all the necessary changes could be brought according to the requirement and even the organizational gaps could also be minimized if partnership is brought to the company.

The physical IT capability needs are as follows:

Hardware: In order to develop puzzle games for all ages of consumers the Company ought to adopt accurate hardware devices. It will help the company to develop the objectives properly within the estimated time phase. It will ensure the consistency of the company including high quality design documentation ad production as well.

Software: For managing the requirements and resources adopted for Adept Owl, it is necessary for the company to get license of proper software. If proper software is adopted then, the company would be able to design the templates ad standard text as well. In order to improve the workflow further to gain competitive advantages. Without the help of proper software the company will not be able to serve as per the requirements of the consumers. In order to meet the requirements of the consumers besides software license, Service Level Agreement (SLA) is another component that is also needed to be adopted by the management authority.  

Suppliers: The suppliers are other physical resource for the company, because due to lack of proper material supply they might not be able to meet the requirements of the consumers. Based on the type of the business the management authorities are needed to establish proper contract to the suppliers. As for managing large set of information this company is needed to contract to cloud suppliers like Amazon Web Server (AWS). With the help of this contract the company could get large and secured database. From this database both the employees and consumers will be able to access information from the server with a huge security base.

Operational facilities: For meeting the requirements of the consumers besides the hardware and software another important thing that is needed to be adopted in the operational facilities. With the help of different operational facilities the company will be able to get, competitive advantage and throughout long term success as well.

Change requirements

 After analyzing the details of the products and services served by the dept Owl Company it is defined that, the existing managerial and operational ability of the company is lagging many approaches those are needed to be mitigated. It has been found that due to lack of security and data management ability the company fails to manage all information accordingly. In order to mitigate these issues associated to data management proper change requirements are needed to be acquired by the managerial head of the organization.  The change management approach is needed to be adopted by the company for the below components:

Inaccurate requirements gathering approach: Due to incorrect requirement gathering approach the company fails to meet the expectation of the consumers. For improving the existing requirements gathering approach it is necessary to bring changes in the requirement gathering technique used by the company.

Improvement of stakeholders: The stakeholders of the company are not standing suitable for the company thus for improving the existing situation they should bring changes in their stakeholder list. After consulting to the managerial head the stakeholder’s lists could be changes accordingly. The stakeholders are required to make necessary changes for approving the existing stakeholders.

Change required in business analysis approach: The business analysis approach used in Adept Owl Company is not beneficial at all. In order to improve the current issues associated to the company it is necessary for the system developers to adopt the most suitable driven approaches. There are two different process driven approaches are there such as plan driven approach and change driven approach. After considering the background scenario of Adept Owl Company it is necessary to impact analysis must be brought. After selecting the domain that is to be changed proper cost, time, and project artifacts are required to be developed by the authority. It will help the company to course proper action plan and risk changes as well. Process authorization and impact communication are other components those must be adopted by the management authority of the business organization named as Adept Owl Company.  

Question 3

Three different types of documents used and required by the Adept Owl Company are as follows:

Letters: With the help of the letters the management authority would be able to share their decisions to the rest of the employees who are working in the Adept Owl Company. Though, this approach is quite old fashioned nowadays but still currently the company is using this particular format of documents.

 Minutes: Minutes is nothing different but is also known as the meeting minutes, with the help of the meeting minutes the essence of all the arranged meetings could be detailed properly. The details holds by the minutes are:

  • The undertaken decisions
  • Plan for long term success and next generation development
  • Tracking and identification of the action  plan
  • Pre planning  and record tracking for the meeting
  • For the future references, filling or storage of  the minutes

Memos: Memos are note, documents and communication platforms that help to store the events by recording it. In order to share the organizational decisions those have already been undertaken by the management are shared through the memos.

Expense forms: Another type of document used by the Adept Owl Company are expense forms.

Question 4

There are different types of general style requirements for Adept Owl Style guide are present and these are font families, storage, address formatting etc. In addition to the information, budget and other technical outlines developed in the scenario, the examples are as follows:

  • It is necessary to consider the organizational information requirements through facilitating and sharing the proper and continuously formatted addressed data for the mail outs with a restricted level of data entry for allowing the expense codes.
  • 5 minutes are enough to complete the course of mail merging and expense form procedure as well. However, accurate contribution for time and cost are also needed to achieve the performance metrics.
  • In order to edit the letters specified average time limit is 30 minutes. On the other hand, this procedure only needs Microsoft Office Software.

Assessment 2

Evaluation of the purpose, audience and information requirements for the letter template and the expense report 

The main purpose of the Adept Owl Company is to produce high quality, entertaining a game for the consumers belongs to different age group. It is defined that the vision of the company is to establish perfect reputation of the company within upcoming 5 years with creativity, innovation and entertaining board games throughout Australia.  

In order to meet these requirements the company is needed to engage with the consumers with on time and quality delivery. Again development of production and products are also required to establishing the organization as a high performing one.

The audiences of the company are not bounded within a particular age group rather it is determined that for this particular company the audiences are for everyone.

Development of a draft letter template 

To,

The CEO,

Adept Owl Company,

Subject:  Letter about team response

I would like to inform you that, the new task that has been undertaken by the management authority is to writing letters to both the internal an external consumer of the company. Currently we are using scratch but in order to develop such template different format could be used however, after analyzing the background scenario of Adept Owl it is determined that, for this company Macros is the most suitable platform that to be used. It is useful for the range of editing functionalities.

I shall be thankful if you provide us all the necessary supports those are needed to develop such template.

-Thanks and regards

(Administration team member)

Name <Please fill>

-Thanks and regards

Development of an expense report template 

To,

The CEO,

Adept Owl Company,

Subject:  Letter for template improvement using macros

I would like to inform you that, in order to improve the existing letter writing format from scratch to macros, a huge amount of capital investment is needed. Considering all the requirements it is determined that for developing such template all the necessary costs should be adhere. After consulting to the finance manager and other members of the system development team I get to know that certain hardware, software and advanced technologies are needed. Kindly allow the accounts department to look into this case. Again for further automation drop down list and form field s are also required to be included.

I shall be thankful if you arrange the necessary expenses.

-Thanks and regards

(Administration team member)

Name <Please fill>

-Thanks and regards

Development of Time schedule for testing 

WBS

Task Name

Duration

Start

Finish

Predecessors

0

Testing timeframe

93 days

Tue 10/10/17

Thu 2/15/18

 

1

   Understanding the current scenario of Adept Owl

6 days

Tue 10/10/17

Tue 10/17/17

 

2

   Analyzing Scratch

7 days

Wed 10/18/17

Thu 10/26/17

1

3

   Identification of features of macros

6 days

Fri 10/27/17

Fri 11/3/17

2

4

   Designing the template

6 days

Mon 11/6/17

Mon 11/13/17

3

5

   Testing the template

6 days

Tue 11/14/17

Tue 11/21/17

4

6

   Segmenting the responsibilities of the project team members

7 days

Wed 11/22/17

Thu 11/30/17

5

7

   Collecting feedback

6 days

Fri 12/1/17

Fri 12/8/17

6

8

   Adhere features to the template as per the feedback generated by the consumers

5 days

Mon 12/11/17

Fri 12/15/17

5,7

9

   Developing draft letter template

6 days

Mon 12/18/17

Mon 12/25/17

8

10

   Developing expense report template

9 days

Tue 12/26/17

Fri 1/5/18

2,9

11

   Developing final expense report template

12 days

Mon 1/8/18

Tue 1/23/18

10

12

   Stakeholder signoff

5 days

Wed 1/24/18

Tue 1/30/18

11

13

   Final documentation

3 days

Wed 1/31/18

Fri 2/2/18

12

14

   Post maintenance

9 days

Mon 2/5/18

Thu 2/15/18

13

Figure 1: Testing timeframe

(Source: created by author)

Production of delay letter template 

To,

The CEO,

Adept Owl Company,

Subject:  Letter for production delay

I would like to tell you that, I am very much thankful to the consumers for informing us about purchasing details and delay delivery of the products. We would like to develop our existing service capabilities so that we could satisfy the consumers.

I would like to apologize to the consumers for the delay delivery. Since 5 to 6 days we are facing major technical level errors and due to this reason we are failing to deliver the products and services on time. Not only this but also for lack of communication the project developers are unable to interact to the project developers. I want to inform you that we are working on the technical gaps and it is expected that, within 1 week we will be able to resolve our issues and also could be able to deliver the products as per the entered orders.

Again, I would like to apologize to all our consumers, for this inconvenience and for further information we would like to tell you to feel free to contact to our customer care services. Whenever required you people could contact us

-Thanks and regards

(Administration team member)

Name <Please fill>

-Thanks and regards

Assessment 3

Part A: Examining the Team performance and capability 

 After analyzing the capability of the team members it is defined that three members associated to the task are Pat, Sam and Kim.


Determining staff training 

From the performance detail of the team members the below is defined:

Pat:

  • Is operator for creating and using templates in the word and excel templates
  • Learner of creating template using macros
  • Learner of creating and using the mail merge features in the word file
  • Learner of creating drop down list in the excel sheet

Sam:

Practitioner of creating and using the mail merge features in the word, creating drop down list in the excel sheet, creating and using formulae in the Excel sheet.

Kim:

Kim is practitioner of creating and using templates in the word and excels templates, creating template using macros and learner of creating and using form fields in the word.

Development of short training session 

Based on the skills and capabilities of the project team members the company is required to arrange proper training and development programs. With the help of training and development programs the abilities that the project team members would be able to gain include the following:

  • The developers will be able to identify the issues associated to scratch
  • Become efficient to develop writing letter templates using macro
  • By attending training on macro the team members could replace multiple spaces with a single space. They could replace soft returns with a paragraph break including replacing multiple tabs with a single tab.
  • While developing individual letter in mass mail out different issues were rose and those could be minimized completely after the adoption of the  macros
  • From the feedback generated from the existing consumers additional changes could be added to the system  for additional development

A 10-20 minutes training sessions on the below categories are arranged by the company o a weekly basis:

Topic of training

Frequency

Creation and use of template  the both word and excel

Weekly

Creating and using macros in both word and excel

Twice in a week

Creation and usage of mail merge features in the word file

Twice in a week

Creating and using the form field in word document

Twice in a week

Creating formulae in excel

Weekly

Creating and using drop down list in Excel

Weekly


Delivery of training schedule 

WBS

Task Name

Duration

Start

Finish

Predecessors

0

Training schedule

49 days

Mon 10/12/09

Thu 12/17/09

 

1

   Topic of training

5 days

Mon 10/12/09

Fri 10/16/09

 

2

   Creation and use of template the both word and excel

9 days

Mon 10/19/09

Thu 10/29/09

1

3

   Creating and using macros in both word and excel

10 days

Fri 10/30/09

Thu 11/12/09

2

4

   Creation and usage of mail merge features in the word file

6 days

Fri 11/13/09

Fri 11/20/09

3

5

   Creating and using the form field in word document

6 days

Mon 11/23/09

Mon 11/30/09

4

6

   Creating formulae in excel

10 days

Tue 12/1/09

Mon 12/14/09

5

7

   Creating and using drop down list in Excel

3 days

Tue 12/15/09

Thu 12/17/09

6

Figure 2: Training schedule

(Source: Created by author)

Part B: Evaluation report 

Action or task

Resources or cost

Responsible person

Timeframe

Identification of the overall project goal

NA

Project manager

2 Months

Setting Smart goal

NA

Project manager

2 Months

Identification of individual task and order those based on the priority

Project plan document

Team lead

3 months

Arrangement  training programs for the project team members  

Trainers and demo software

Team lead

4 months

Identification of challenges and based on those proper migration approaches are required to be adopted  

Project report

Team lead

4 months

Conclusion 

From the overall discussion it can be concluded that, implementation of information, technology are budget are the three most important things those should be considered for improving the operational as well as functional excellence of any business organization. After analyzing the background case scenario of Adept Owl Games Company it is defied that the company is willing to produce high quality, entertaining board and puzzle games for the consumers who belong to different age groups. The company wants to develop its reputation within the upcoming 5 years however many aspects are there which are missing. In order to gain competitive advantages from the marketplace different strategic directions are undertaken by the management authority of the company. In addition to this the products and production qualities are also needed to be improved and the ways through which these might be developed are also elaborated in this report.  It is found that the existing document standards at the Adept Owl are little week therefore those are also needed to be developed accordingly to meet the requirement of the consumers. Even for arranging new meeting agendas the current performance and the capability of the administration teams are also illustrated in this report. Besides these, the organizational requirements, the document design and production requirements, three different types of documents and a mass letter mail out procedure for the company is also elaborated in this report.

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