Learner Resources Information and Communication Technology BSBOPS405 Organise Meetings BSBITU306 Design and Produce Business Documents BSBITU402 Develop and Use Complex Spreadsheets ASSESSMENT TASK 1:...

Learner Resources
Information and Communication Technology
BSBOPS405 Organise Meetings
BSBITU306 Design and Produce Business Documents
BSBITU402 Develop and Use Complex Spreadsheets
    ASSESSMENT TASK 1: WRITTEN QUESTIONS
Question 1
a) List the four (4) key documents that an organisation may have available internally to use to instruct their employees on how ensure document design is consistent with company and/or client requirements.
    · Templates – Organizational chart templates are pre-formatted chart guidelines that aid in the creation of an organisational structure rapidly. They describe the general structure of your organization's human capacity and ask you to fill in additional essential information that is specific to your industry.
· Branding document – A brand guide is a document that contains information on a company's visual identity as well as rules and standards for any public-facing communication (Litsey and Daniel, 2013). The official logo, font type and colour, typography, and tone, as well as the company's mission statement, positioning, identity, and values, are all outlined in brand guidelines.
· Policies and processes - Policies and procedures are critical components of every business. Policies and procedures work together to produce a road map for day-to-day operations. They guarantee that rules and regulations are followed, that decision-making is guided, and that internal procedures are streamlined.
· Style guide — a style guide is a reference document that establishes standards for document authoring inside your company. The focus of the style guide is typically not on 'proper' or 'incorrect' language or style, but rather on providing assistance in situations when there are numerous options.
b) What is the main document an external client would use to provide information about particular design elements they require in document design and production?
· Design Brief – A design brief is a document created by a person or team (the designer or design team) in conjunction with the client/customer for a design project. They define the project's deliverables and scope, as well as any goods or works, timelines, and budget (Demirbas and OGUT, 2020).
c) What are the essential elements of the document you identified in (b) above?
· What exactly is the project's scope?
· Are there any unmistakable "do not"?
· The document's goals and objectives
· Availability of materials vs. those that are necessary Timeline and budget Overall appearance
· The primary user, also known as the target audience, is a group of people who are interested in.
d) What are the 6 basic principles of document design?
· BALANCE - Design balance is analogous to physics balance. A little form towards the periphery might balance off a huge one near the middle. A design's balance gives stability and structure. It's the amount of weight spread across the design as a result of the positioning of your parts.
· PROXIMITY - Proximity establishes a connection between items. It serves as a focal point for the room. Proximity does not imply that pieces must be positioned next to one another; rather, it implies that they should be visually linked in some way.
· ALIGNMENT - Enables us to build order and structure. By aligning pieces, you may make a visual relationship between them (Alvarez-Melis and Jaakkola, 2018).
· REPETITION - By linking separate parts together, repetition improves a design. It aids in the formation of associations and consistency. Rhythm may be created via repetition (a feeling of organised movement).
· CONTRAST - Contrast is the juxtaposition of opposing components (opposite colours on the colour wheel, bright vs. dark value, or horizontal vs. vertical orientation). We may use contrast to accentuate or highlight important components in your design.
· SPACE - The distance or area between, around, above, below, or inside objects in art is referred to as space. In any design, both positive and negative space are crucial considerations.
Question 2
· Research the following eight (8) software applications that businesses may use to assist in document design, production and storage, and list their functions and features in the tables following.
Student response must include for each application under its function, and under is features, all of the components in each of the dot points for each following:
    APPLICATION
    FUNCTIONS
    FEATURES
    WordPress
    · Word Press is a sophisticated publishing platform that allows both non-programmers and programmers to rapidly and simply produce and distribute content.
    · One of the world's major self-hosted blogging platforms is a configurable open source project.
    Google Drive
    · Google Drive is a free cloud-based storage service that allows users to upload and view files from anywhere in the world. The service synchronises papers, images, and other data across all of the user's devices, including smart phones, tablets, and computers.
    · Access from any computer, Smartphone, or tablet; up to 15GB of storage space is free; and others may view, download, or collaborate online.
    Microsoft Word
    · Text document creation. Existing documents are being edited and formatted. Using various features and technologies to make a text document interactive.
    · Generally regarded as the industry standard word processor
· the most widely used word processor on the planet
· Microsoft Windows, Apple macOS, and smart phones and tablets are all supported.
    Notepad
    · Notepad is a text editor, which means it's a programme for editing plain text. It can edit text files (with the ". txt" extension) as well as other suitable formats including batch files, INI files, and log files.
    · give few, if any, formatting choices
· spit out plain text files devoid of typefaces or additional data
    TextEdit
    · A text editor is a computer application that allows a user to enter, edit, save, and, in most cases, print text (characters and numbers, each encoded by the computer and its input and output devices, arranged to have meaning to users or to other programs).
    · spit out plain text files devoid of typefaces or additional data
· give few, if any, formatting choices
    Google Docs
    · Google Docs is a free online word processor that allows you to create and format documents while also collaborating with others.
    · Automatically saves work on the internet
· accessible to use at no cost
· internet collaboration in real time
· One of Microsoft Word's main competitors.
    Adobe Indesign
    · Print and digital media layout and page design software
· specialises in the creation and distribution of books, digital periodicals, eBooks, posters, and interactive PDFs.
    · images courtesy of Adobe Stock
· The best foundries' typography
· industry-leading
· Easily exchange information and feedback in a PDF format.
    Adobe Creative Cloud
    · a collection of programmes and services
· courtesy of Adobe Systems
· access to a software library
    · cloud services that are optional
· Graphic design, video editing, web development, and photography are all examples of applications.
· a collection of mobile apps
Question 3
For each of the applications in the preceding Question 2, list in the following table the most direct source of help available if you encounter basic design difficulties in the design, and in the production, of business documents using that particular application.
    APPLICATION
    DESIGN DIFFICULTIES HELP
    PRODUCTION HELP
    WordPress
    https://en.support.wordpress.com
    https://en.support.wordpress.com/
    Google Drive
    https://support.google.com/
Google Drive Community
     https://support.google.com/
https://support.google.com/drive/answer
    Microsoft Word
    https://support.office.com/en-us/word
    https://support.office.com/en-us/word
    Notepad
    https://notepad-plus-plus.org/online-help/
    https://notepad-plus-plus.org/online-help/
    TextEdit
    https://support.apple.com/en-au/guide/textedit
    https://support.apple.com/en-au/guide/textedit/welcome/mac
    Google Docs
    https://support.google.com/
Google Drive Community
     https://support.google.com/
https://support.google.com/drive/answer
    Adobe Indesign
    https://helpx.adobe.com/support/indesign.html
    https://helpx.adobe.com/support/indesign.html
    Adobe Creative Cloud
    https://helpx.adobe.com/support/creative-cloud.html
    https://helpx.adobe.com/support/creative-cloud.html
Question 4
    In addition to the software applications identified in Question 2 above, what are the three (3) typical office equipment technologies a business can use to produce business documents in-house?
· Printers – Produces a paper copy; charges vary; quality varies; the original is a soft copy document; speed varies (Khorasani et al., 2020).
· Scanners – The original is a hard copy document; it can modify and resize scans; and it generates a digital version.
· Photocopier – Original is a hard copy document that varies in quality, speed, and cost, and produces a paper copy.
Question 5
a) How often is a document auto-saved by default when using Microsoft Word?
· When using Microsoft Word, a document is automatically saved every 10 minutes by default.
b) What are the two (2) methods within Microsoft Word that you can use to try to retrieve a version of a document you created in Microsoft Word if your computer ‘crashes’?
    
· Open Recent files
· Open functions Auto Recover option
Question 6
a) Outline what are organisational plans and their purpose.
· one of a management team's most critical tasks
· The process of determining an organization's short- and long-term goals.
· resource allocation and staffing
· Developing and evaluating specific tactics to meet the goals.
b) Outline what an organisational policy is and its purpose.
· Define what is and is not allowed within the company.
· Identify expectations and constraints in relation to a set of rules and best practises.
· enacted to safeguard the organisation, its workers, and its customers
· practices
· Behaviour.
c) Outline what an organisational procedure is and its purpose.
    
· Normally, this is determined by organisational policy.
· a set of instructions for executing a task
Question 7
An organisation will typically have its own particular requirements relating to how data is captured and input into or converted into electronic records, how the data is stored and how it is presented. What are the common key features that every organisation should aim to achieve through those requirements?
· Errors and mistakes are being reduced.
· Keeping data safe from corruption and maintaining privacy/confidentiality
· Providing data naming, access, presentation, dependability, storage, and capture consistency and efficiency.
Question 8
Describe how each of the following formatting and design techniques may impact on the presentation and readability of data and information-
a) Using a legible type
· Presentation and readability will be improved by
· for headings using
· capitalisation
· a larger font size, and/or
· bold and/or
· a maximum of two (2) font-types
· using short headings
· for content using at least an 11-point font size
b) Using tables and Graphs
· Tables and images help to make numerical data more understandable.
c) Using Numbered Lists
· The importance of the sequence is indicated by numbered lists (Fox et al., 2020).
d) Bulleted lists     
· Bulleted lists show that the items are not in any particular order.
e) Using left-justified alignment
· Text and data that are aligned to the left are simpler to read.
· The gaps in justified text obstruct the reading flow.
f) Using italics
· Italicized text and numerals are more difficult to decipher.
g) Natural flow
· Reading becomes more difficult when you have to move around a worksheet to follow information.
· The readability of each worksheet is improved by ensuring a natural flow of information down each worksheet.
h) Blank Rows and Columns
· Blank rows at the top of spreadsheets can help with in-depth analysis.
· using database functionalities and filtering capabilities (Yan et al., 2018)
· Instead of scrolling down, you may see totals.
Question 9
Outline the steps to take when closing a file on an external hard drive or USB to ensure you can exit the application without data loss or damage of data.
· Click File/Save from within the programme.
· close the document
· Choose the icon for Safely Remove Hardware and Eject Media.
· If a notice displays in a dialogue box indicating that the device is now in use-
· the discussion box should be closed
· Check to see whether the software programme has any other files open.
· In the same programme, save and close any open files.
· Rep steps iii and iv until a dialogue box displays indicating that the hardware device may be removed safely.
Question 10
By referring to best practices, explain what should be included in typical organisational requirements for each of the following:
a) Ergonomics
· workstation height and layout
· noise minimisation
· footrest
· chair height, seat and back adjustment
· screen position
· posture
· keyboard and mouse position
· lighting
· avoiding radiation from computer screens
b) Work periods and breaks
· ensuring that breaks are taken on a regular basis
· avoiding lengthy lengths of time spent in front of a computer
· Taking pauses to exercise
· Avoiding working for more than 4 hours without taking a break.
c) Energy conservation techniques
· Use equipment with a high efficiency rating.
· When you're not using gadgets, turn them off, even if it's just for a minute (Vatwani and Margonis, 2019).
· Leaving equipment on standby is not a good idea.
· Reduce the brightness of your computer monitor.
· At the end of the day, disconnect the power strip.
· When equipment is not in use, disconnect it.
· Connect gadgets to a power strip.
Question 11
An organisation may have specific policies governing the transfer and security of data. What are the eight (8) key features that should be included in a data or cyber security policy according to business.gov.au?
· Securing computers and other electronic devices.
· removing and replacing detachable devices
· Managing sensitive information
· Taking care of situations
· Email best practises
· criteria for passwords
· Technology management
· Standards for social media and internet access
Question 12
Explain the following advanced Microsoft Excel/Access/Google Sheets spreadsheet functions-
a) SUMPRODUCT FUNCTION
· multiplies related array items
· The total of the results is then returned.
b) INDIRECT FUNCTION
· used to return a text string that specifies a reference (Haft et al., 2019)
c) DATABASE FUNCTIONS
· used to lookup data
d) ARRAY FORMULAS
· able to execute a wide range of difficult computations.
e) FORECAST FUNCTION
· Based on previously known input values.
· Returns a value that will be anticipated in the future.
f) TREND FUNCTION
· It fits a straight line and offers the data following a linear trend (Alola et al., 2019).
g) PIVOT TABLES
· a term that is commonly used in the context of data processing
· used to average, sort, reorganise, summarise, count total, and group data in a database
· Columns are turned into rows, and rows are turned into columns.
h) MACROS
· A piece of code that automates a task.
· It's possible to utilise it to automate procedures that are repeated often.
· Visual Basic was used to create this.
· a collection of stored functions
i) SCRIPTS
· Dialogs, sidebars, and custom menus are examples of items that may be added to a spreadsheet.
· Can interact with the items of a spreadsheet by manipulating arrays.
Question 13
Describe what culturally appropriate communication is?
· gaining a knowledge of each other's cultures
· gaining a knowledge of each other's cultures
· Being mindful of the changes in body language between cultures
· collaborating efficiently while respecting each other's cultural influences
· Recognizing and understanding each other's cultures
· without thinking that all persons from a particular cultural background are the same:
· a belief system that is similar to yours
· Behave in the same way.
· Accepting the equality of all cultures
· recognising and appreciating cultural differences
· Recognising and embracing cultural differences.
Question 14
In a meeting environment, list for each of the following options the most appropriate communication technique?
i. words that include or words that exclude?
· include
ii. when referring to women, use the word “ ladies” or the word “women”?
· women
iii. Using gender specific or gender neutral pronouns when discussing hypothetical cases?
· gender neutral
Question 15
Using Best Bite Café a guide, outline organisational procedures for formal meetings.
· Have a Notice of Meeting that invitees must reply to within a certain amount of time, that contains an agenda, and that must be provided within a certain amount of time (BOROH, 2021).
· have a Chair Person, have a Minute Taker, are minuted to record any start time, any motions or recommendations, attendees, apologies or outcomes of each agenda item, actions, and end time, have an Agenda that must be in the order for discussion, list all items for discussion, may also have meeting papers, have a Chair Person, have a Minute Taker, are minuted to record any start time, any motions or recommendations, attendees, apologies or outcomes of each agenda item
· Minutes must be authorised by the Chairperson and delivered within a certain time frame.
Question 16
Using Best Bite Café a guide, outline how organisational procedures for informal meetings are different to organisational procedures for formal meetings.
· It's possible that you won't need an agenda.
· do not need the posting of a Notice of Meeting (BOROH, 2021)
· can happen at any time and without warning
· Meeting minutes may not be required to be recorded.
Question 17
List below the key provisions of Australian legislation relating to meetings, including what provisions may be within constitutions or Article of Association.
· the Owners Corporations Act 2018: Regulation 9 – Membership Committee
· Provisions within the organisation’s constitution or Articles regarding: notice of meetings, quorums, voting, proxies, conduct of meetings.
· the Corporations Act 2001: Part 2G.1 – Directors Meetings, Part 2G.2 – Meetings pf members of a Company, Part 2G.3 --Minutes and Members’ Access to Minutes, Part 2G.4- Meetings of Members of Registered Schemes
Question 18    
List below the ethical practices that should be followed when organising and running meetings.
· Valuing a diversity of views and opinions.
· treating all participants with respect
· Being mindful of health and safety
· Critiquing ideas rather than individuals.
· Harassing
· Communicating openly
· honesty
· discriminatory
· Refraining from behaviour that is
· Intimidating
· Demeaning
References
Litsey, R. and Daniel, K., 2013. Resources—anytime, anywhere: Branding library services, a case study of Texas Tech's document delivery department. Journal of Interlibrary Loan, Document Delivery & Electronic Reserve, 23(1), pp.19-34.
Demirbas, D. and OGUT, S.T., 2020. Re-designing the design brief as a digital learning tool with participatory design approach. Turkish Online Journal of Distance Education, 21(1), pp.83-100.
Alvarez-Melis, D. and Jaakkola, T.S., 2018. Gromov-Wasserstein alignment of word embedding spaces. arXiv preprint arXiv:1809.00013.
Khorasani, A., Gibson, I., Veetil, J.K. and Ghasemi, A.H., 2020. A review of technological improvements in laser-based powder bed fusion of metal printers. The International Journal of Advanced Manufacturing Technology, 108(1), pp.191-209.
Fox, J., Dennis, S. and Osth, A.F., 2020. Accounting for the build-up of proactive interference across lists in a list length paradigm reveals a dominance of item-noise in recognition memory. Journal of Memory and Language, 110, p.104065.
Yan, Q., Yang, F., Dong, F., Lu, J., Li, F., Duan, Z., Zhang, J. and Lou, G., 2018. Yield loss compensation effect and water use efficiency of winter wheat under double-blank row mulching and limited irrigation in northern China. Field Crops Research, 216, pp.63-74.
Vatwani, A. and Margonis, R., 2019. Energy conservation techniques to decrease fatigue. Archives of physical medicine and rehabilitation, 100(6), pp.1193-1196.
Haft, S.L., Caballero, J.N., Tanaka, H., Zekelman, L., Cutting, L.E., Uchikoshi, Y. and Hoeft, F., 2019. Direct and indirect contributions of executive function to word decoding and reading comprehension in kindergarten. Learning and individual differences, 76, p.101783.
Alola, A.A., Saint Akadiri, S., Akadiri, A.C., Alola, U.V. and Fatigun, A.S., 2019. Cooling and heating degree days in the US: the role of macroeconomic variables and its impact on environmental sustainability. Science of The Total Environment, 695, p.133832.
BOROH, J., 2021. STRATEGIES DURING PANDEMIC FOR RESTAURANT AND CAFÉ BUSINESSES USING BUSINESS MODEL CANVAS. European Business Review.
**** END OF ASSESSMENT TASK 1 ****
    ASSESSMENT TASK 2: PROJECT and ROLE PLAY
Instructions To Student
For Part A of this assessment, you are required to design and produce the following two (2) business documents for the Best Bite Café:
· a Customer Details form -to be used as an external form to gather customer data for marketing
· a Weekly Beverage Sales form -to be used internally to input into an Inventory Management system
Note that you must use a different software/contemporary computer application for each document.
For Part B of this assessment, you are required to design an Inventory Management System incorporating linked spreadsheets to track and control the alcoholic beverages inventory and sales.
Background to the Best Bite Café is provided below-
The Best Bite Cafe
The Best Bite Cafe is a new trendy licensed cafe which is owned by Amy Lang and Travis Simpson, and it is located in rented space within the Marino Enterprises Complex. The Best Bite Cafe sells dine-in cafe meals, a selection wines and beers and other drinks as well as take-away coffees and other drinks.
The Best Bite Cafe has developed its own Style Guide but also chooses to follow the Marino Enterprises’ Style Guide wherever documents may also be relevant to or used by other businesses in the Marino Enterprises’ Complex.
The owners of The Best Bite also want all external documents to be professional and project an environmentally friendly image, using recycled materials wherever practical.
    Part A – Design Business Documents
Activity 1
1) Review the Best Bite Café Style Guide and the Marino Enterprises Style Guide provided as-
· BSBITU306_Handout (a) Best Bite Café Style Guide, and
· BSBITU306_Handout (b) Marino Enterprises Style Guide
to familiarise yourself with the house / style guide requirements for this business.
For Part A of this assessment you must conform to these style guides where relevant and wherever appropriate.
2) Your Assessor will role play as the owner of the business. When you have familiarised yourself with the style guides, review Questions 3 to 5 that follow. Before you complete your written answers to those questions, discuss with the business owner and clarify your interpretation and understanding of the format and style requirements for each of the two (2) documents you have been asked to design and produce. Your Assessor will complete the following checklist whilst you discuss the document design requirements.
Roleplay Observation Checklist
    Date of meeting:
    Date the meeting occurred.
This could end up being on 1, 2 or 3 separate dates if there are re-assessments
    Name of Student being assessed:
    Student...