BSBADM506 : Manage Business Document Design

9). The IT manager of BizOps in Australia manages the sources of external IT expertise. Obtaining feedbacks and responses from the IT workers can also help in obtaining IT knowledge and skills required to create a saving mindset and create cost saving opportunities at BizOps. The sources of IT expertise include training and developmental programs arranged for the individuals to determine the importance of IT and become habituated with the IT management functions (Frow et al. 2015). Electronic storage devices and databases will ensure easier access to the information and ensure successful management of IT skills, expertise and knowledge for controlling the business operations. With the assessment and monitoring of various IT sources, it will be easy for changing the infrastructure, maintain security of data and information and use external sources. The new external sources could bring architectural changes, implement new hardware and software components, cloud based implementations and manage virtualization of management practices. All these major aspects could bridge knowledge or skills gap and analyze the IT requirements that should be met to maintain the standards (Pollock, Jefferson and Wick 2015).  

10).After the creation and testing of templates and macros phases are completed, the template’s master file is created and stored. The IT manager is assigned with the task of handling the responsibilities associated with the master file and he can even make any modifications whenever needed. The addition of metadata enables the users to find the location of files easily through searching by keywords and then access the data and information required for fulfill9ng the naming and storage requirements.  

The naming conventions include providing a template name or naming the document sheet according to the development status (Trevino and Nelson 2016). Naming conventions for workbooks are putting ‘.xlsx’ to the file format and for naming the worksheets, it can be Asls, AsWasm ToBe, etc. Few common rules to be maintained are as follows:

• No use of spaces in the file names
• Not using of apostrophes
• Preventing use of special characters

Storage requirements are to be fulfilled by storing data and information present in the documents in databases applied with passwords to prevent any unauthorized access.

11). The circulation of master file means loading the first case file’s documents into the master file. This will create ease in loading the documents without the needed information so that it is available for searching and analysis. The Express Load’s Batch Load Mode is used to flag the missing information while the use of Evidence Cruncher to OCR can transform the image files into PDF format for getting scanned easily. There are other options including the use of Global Replace of master file for revising the maintenance utilities and fill the gaps with metadata from the documents. While working with large batches of documents containing the master file, the utilization of Express Load’s CSV File Load Mode could be a better option too (Becker, Kugeler and Rosemann 2013).

12). The organizational requirements are to propose cost saving methods and reduce the costs of managing business operations. To fulfill the requirements, BizOps needs to print copies of the templates that can store the organizational specific content in the form of texts, graphics and calculations. The users will be able to access the features of the template easily and create standardized workplace documents. The printed copies of the templates could be distributed to the users and employees of the organization, which should be filled up by them quite easily. The responses are recorded in the templates, which can be used as important information and data for preparing budget and other record others aspects of business operations (Bendre et al. 2015).

 

                                                            

 

13). BizOps monitored the macros to record the changes in formats while the templates provide a pre-formatted spreadsheet consisting of headers and formulas along with organizational content and features that just is needed to be fulfilled. A template could be created while preparing a spreadsheet and for controlling the entry and exit of data. The macro is used at the company when there is lack of control while formatting the data related to the change in invoice structure for the customers. The automation process efficiency will be increased with the creation of macros and it can facilitate the creation and updating of spreadsheets. The template, on the other hand, could create the structure of a document and put relevant data and information (Kepner et al. 2015).

14).The major documentation standards are documentation process standards, document standards and document interchange standards. The document process quality standards must be flexible and pass through quality checking to check whether it contain relevant data, headers and footers and subheadings or not. The documents must be checked for the interchange standards and whether it could be transferred electronically and its original form could be retained or not. The quality of the document will be against the organizational standards once it can distribute the information and preserve the skills and experiences of the organization. It is essential for managing the design and development of a new product too (Hofer et al. 2015). The quality standards shall be met when the document holds relevant information and data about the cost savings structure of the organization and it can be passed on to the employees. It should make them knowledgeable about the information and promote the cost saving approaches at BizOps.

15). The organizational needs change from time to time and the documents are updated to keep the information and content consistent and authentic. One such example is when BizOps needs to change a document due to some wrong information. The document holding wrong information, when passed on to the organizational members, can create negative mindset and even create misunderstandings, which will deteriorate the business efficiency. Thus, it is essential for reviewing the documents at regular intervals and make sure to formulate any changes to prevent misconduct afterwards (Sroka et al. 2015).

16). In respect of the organizational procedures, the feedbacks are collected through regular surveys to determine the areas of strengths and weaknesses. The exit interviews and conducting regular internal audits could identify the areas that should be improved for sustaining in business.

17). Change management strategy is important for implementing the improvements and work according to the organizational standards to delivering the best and positive business outcomes. Based on this strategy, communication is important for establishing positive relationships between the IT manager, financial manager and the senior management team of BizOps to ensure smooth business functioning (Chang et al. 2015).

18). The major things to be considered are Planning, Drafting, Reviewing, Revising, Editing and Publishing. The five major phases for managing a good document production process are:

• Identification of the audience and recipient
• Identifying the purpose of documents and keeping it focused
• Organizing the writing and content
• Reading the document again prior to sending
• It is important to ensure that the document appears professional

19). Use of Times new roman or Garamond for the body text could be beneficial. The documents should be set in proper size for making it readable in computer screen. Longer paragraphs should be avoided and the first paragraph must be on a first page. The notable aspects should be presented in bullet points or numbered lists. Maintaining blank lines between paragraphs is considered useful for enhancing the readability in document templates (LI and YANG 2013).

20). The standard texts should be developed for the documents by evaluating the technical functions and ensure proper automation process. The requirements of each document must be matched with the software functions and the testing of macros could further contribute to the management of documentation standards. The explanatory notes are prepared by using this format illustrated below.

Title

Objectives of the amendments

Consultation

Notes on provisions

Reasons

21).The self-directed training allows the learner to take responsibility for the management of own training to develop skills, knowledge and expertise. Assessment of readiness to learn is one of the methods of self-directed learning where individual learning is promoted. The self-evaluation, assessment of study habits and behaviors and support network are managed to evaluate the past experiences with independent learning. The learning goals should be set and the organizational members must be engaged in the learning process (Herrmann and Herrmann-Nehdi 2015). The deep approach transforms the self-directed learning, surface approach allows for enhancing the reproduction and the strategic approach can help the staffs of BizOps to gain the most relevant skills and knowledge o become successful at present and future.

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