How To Develop Standards And Guidelines For Producing Documents - Assessment Schedule

Have someone complete the forms (following your explanatory notes), and provide written feedback on the usability of each form. Provide users with enough information such as incident details, etc to be able to complete forms. To allow you to monitor the effectiveness of the templates you have designed, leave users free to make errors in using the template, especially if the templates or explanatory notes are unclear or deficient.

Provide a written reflection on monitoring the use of templates, evaluation of effectiveness of templates and continuous improvement that:

• Evaluates the quality of documents produced by users against MacVille guidelines.
• Describes the use (or misuse) of standard templates and macros by users.

A sample (blank) form submitted, with a completed copy, feedback statement and amendments statement, submitted in paper copy for each of the three forms developed.

• An accompanying electronic form saved and submitted in a standard template format, for each of the three forms developed.
• A secondary worksheet in the template for each form, including clear instruction for:

o how to provide information for the document

o how and where to save the completed e-form

o how and where to submit the completed printed form

o particular sections of the form that should be checked prior to use.

1. All assessments must be completed and delivered individually. Where an assessment involves group discussions, you should consider the input of your group but submit an individual assessment to your trainer.
2. Please read all instructions on completing each assessment. Instructions for completion are provided at the beginning of each assessment.
3. All written answers must be typed in a word document using Arial font, 12 size and single spacing if similar instructions are not provided in the assessment.
4. Your trainer will not be able to assist you in answering questions. However, your trainer will address any issues concerning questions requiring further explanation.
5. You may refer to your student learning resources or any other relevant resources when completing your assessment.
6. Assessments are due for submission as specified in the assessment schedule. Any variations to this arrangement must be approved by your trainer prior to the due date for submission.
7. You have access to computers which are equipped with Microsoft suite of products or any other relevant software and printing facility.
8. Use assessment templates if provided, to complete relevant sections of the assessment. You can also create your known templates for assessment evidence.
9. You must achieve a satisfactory result for all tasks to achieve competency in this unit.
10. All assessment answers should be submitted to the trainer in required format (soft or hard copy) as per trainer instructions with completed assessment cover sheet (if required).

Performance objective

You must demonstrate the ability to identify organisational requirements and establish standards for producing documents.

Assessment description

For this task you are required to review the scenario provided below, and develop standards and guidelines for producing documents. You will also be required to apply the standards you develop to an existing document.

The Human Resource department of MacVille is responsible for the management of personnel. Two key functions of the department are induction of new staff, and ongoing communication with existing staff, regarding company policies, procedures and expectations.

Currently, the department manages a small number of policy documents which are periodically created as required. They are often poorly formatted. The HR department has a shared network drive for storage of documents, however files are often not named so that they will be easily retrievable in the future.

As MacVille grows, so will the level of documentation required, so it is important that a system be implemented to streamline this process.

As a new member of the team, you have been asked by the HR manager to devise and develop a replacement system to ensure that policy and procedure documents are created according to standard guidelines.

Procedure

Your assessor will provide you with a text file, ‘MACVILLE Disciplinary Dismissal Policy’, for use in Step 3 of this procedure.

1. Review the scenario provided above.
2. Develop a one-page style guide outlining the standards for designing policy and procedure documents. The style guide should:
   1. ensure format of documents is appropriate to purpose and intended audience for document
   2. displays information in a way that enhances readability
   3. outline how documents should be named and stored
   4. address:
      1. font
      2. spacing

• bullet and numbering standards

1. headings

3. Use the text file ‘MACVILLE Disciplinary Dismissal Policy’ and format it in MS Word according to the style guide you have established. Submit the reformatted policy as an example to illustrate your style guide.

You must provide:

1. A one-page style guide addressing the requirements outlined in the procedure.
2. A sample policy formatted according to the style guide.

Your assessor will be looking for:

1. A one-page style guide submitted in paper copy.
2. A paper-copy of the ‘Disciplinary Dismissal Policy’ formatted according to the style guide.

Performance objective

Candidates must demonstrate the ability to identify documents used by an organisation and develop templates according to information requirements.

You are required to review the scenario and sample policy and procedure documents provided, identify the forms required by MacVille, and produce template documents for the forms identified.

Procedure

1. Review the scenario provided in Appendix 1 of this Assessment Task.
2. Review the policy and procedure documents provided in Appendix 2 of this assessment task.
3. Identify three forms required by the organisation.
4. Create templates for each of the forms. You must:

• Use appropriate software to create the template.
• Incorporate a range of formulas, functions and macros where appropriate.
• Provide explanatory notes for each of the templates, detailing how information is to be managed or input and how the form is to be stored or submitted when completed. Explanatory notes should also indicate any sections of the form that should be checked prior to use (e.g. check that department list reflects current organisational structure). Include reference to the use of at least one macro.
• Adhere to the MacVille guidelines for electronic documents and data entry in Appendix 3
• Ensure the templates are appropriately named and stored.

5. Submit the templates electronically (in a template format and printed out).
6. Have someone complete the forms (following your explanatory notes), and provide written feedback on the usability of each form.  Provide users with enough information such as incident details, etc to be able to complete forms are covered in BSBADM506 assessment answers.
   To allow you to monitor the effectiveness of the templates you have designed, leave users free to make errors in using the template, especially if the templates or explanatory notes are unclear or deficient.
7. Provide a written reflection on monitoring the use of templates, evaluation of effectiveness of templates and continuous improvement that:

• Evaluates the quality of documents produced by users against MacVille guidelines.
• Describes the use (or misuse) of standard templates and macros by users.
• Describes possible amendments you could make to each form, in response to feedback provided and to ensure better quality outcomes for MacVille documentation. Review scenario and justify your possible amendments by referring to organisational plans and future requirements for the HR department with respect to output, document quality, budgetary constraints, etc.

You must provide:

1. A printed blank copy of the three forms developed.
2. A printed completed copy of the three forms developed.  
3. Statement of feedback for each form.
4. A written reflection on monitoring, evaluation and continuous improvement
5. The forms as electronic documents, saved in template format.
6. Explanatory notes for each of the 3 templates

Your assessor will be looking for:

• A sample (blank) form submitted, with a completed copy, feedback statement and amendments statement, submitted in paper copy for each of the three forms developed.
• An accompanying electronic form saved and submitted in a standard template format, for each of the three forms developed.
• A secondary worksheet in the template for each form, including clear instruction for:
  • how to provide information for the document
  • how and where to save the completed e-form
  • how and where to submit the completed printed form
  • particular sections of the form that should be checked prior to use.

Performance objective

Candidates must demonstrate the ability to present and clearly communicate instructions about use and completion of document templates.

Assessment description

You are required to conduct a training session for the class, demonstrating the instructions for using and completing one of the templates you have designed.

Procedure

1. Conduct training session in class, demonstrating how to use and complete your template. The training should not take more than 10 minutes.
2. A participant should be selected to complete the template as per the demonstrated instructions.
3. Selected participant to provide verbal feedback on use of template.

Specifications

You must provide:

1. clear presentation and demonstration of instructions to use and complete your template
2. observe the participant who is using and completing your template
3. time for the participant to provide verbal feedback to you on the effectiveness of using the template.

Manage business document design and development - BSBADM506B, 2010, 2^st Edition, Version 2, Innovation and Business Industry Skills Council Ltd Australia, East Melbourne, VIC, Australia

Recommended reading

Some recommended reading for this unit includes:

References

1. ‘Download Free Legal Documents, Business Forms and Templates’, Hoover Web Design, <https://www.hooverwebdesign.com/business/menu_legal.php>, accessed 04/06/2010.
2. ‘State Records of South Australia – Standards for Record Management’, Government of South Australia <https://www.archives.sa.gov.au/management/standards.html>, accessed 04/06/2010.
3. ‘Principles of Good Design’, com <https://www.hodu.com/good-writing.shtml>, accessed 04/06/2010.
4. ‘16 Designer Job Descriptions’, Just Creative Design <https://justcreativedesign.com/2007/12/18/designer-job-descriptions/>, accessed 04/06/2010.
5. ‘Principles of Design’, com: Desktop Publishing <https://desktoppub.about.com/od/designprinciples/Principles_of_
   Design.htm>, accessed 04/06/2010.
6. ‘Design elements and principles’, Wikipedia <https://en.wikipedia.org/wiki/Design_elements_and_principles>, accessed 04/06/2010.
7. ‘The Principles of Design’, Digital Web Magazine <https://www.digital-web.com/articles/principles_of_design/>, accessed 04/06/2010.