Task 1
Assessment Instructions
This is an individual assessment. There are two parts in this task. If you need help understanding any questions, ask your assessor to explain.
Part A
You are the Personal Assistant to the Managing Director of Plants for Show Company. The Managing Director asks you to prepare a letter to clients for Plants for Show Company about exclusive presentation of new project.
You will design and produce a business letter using the given text, then merge the letter with the list of recipients given in Appendix.
Procedure
1. Create a business letter for Plants for Show Company about exclusive presentation of new project, using the information below.
Invitation
As one of our most valued clients, we are very pleased to welcome you and a colleague to an exclusive presentation of our new and exciting project. We would like you to come and have lunch with us where we will make a small introductory presentation and show you samples of our new plants and flowers.
Lunch will be held at 1pm on Monday 8 December on the roof garden of: The Royal Hotel, 398 Spring Street, Sydney
As a special introduction to our new products we will provide you with living decorations for one house of your choice for a period of three weeks.
Only a few of our clients have been invited to this special presentation and so we are sure you will understand that we need confirmation of acceptance as soon as possible.
Yours sincerely Jennifer Jones Managing Director
2. Insert the company details in the footer and logo in the header. Please ask your assessor to provide you with the logo of the company.
Company Details
Plants for Show Pty Ltd 387 St Johns Road Wetherill Park NSW 2164 Phone: 02 9460 8877 Fax: 02 9460 8888
Email: [email protected] Web: www.plantsforshow.com.au
3. Create a table in Excel with the list of recipients given in Appendix.
4. Use mail merge in Word to create a file of nine letters. Save the mail merge file as: your first name your last name Mail Merge Letter date (i.e. Jennifer Jones Mail Merge Letter 20160101).
5. Print the final mail merge document.
To be deemed competent you will need to successfully demonstrate the following:
You must submit:
- printed copies of the final formatted letters with the mail merge completed
Part B
The Managing Director asks you to prepare a PowerPoint presentation. The presentation will be made up of three documents.
Procedure
1. Create PowerPoint slides for Plants for Show Company about exclusive presentation of new project, using text below. Text should be entered into one side of the slide and an appropriate photograph is then imported into the other side.
Grow Sales with Our Indoor Plants and Cut Flowers Living decorations - Introduction
- We have been supplying our outdoor plants to you for a number of years, and you
have found how having a beautiful garden helps to sell a show-house. Now allow us to introduce our new range of indoor plants and cut flowers.
Living decorations - Indoors
- Just as we have always looked after the plants on the outside so we would look after the plants on the inside making sure they are always fresh and at their best.
- Blending the garden with the inside of the house brings nature indoors and makes a house welcoming.
Living decorations - Centrepiece
- Even when there have been established trees in the grden these have been augmented by colourful plants such as our Bird of Paradise.
- We can also bring these beautiful plants indoors to create a resplendent display or a centrepiece.
Living decorations - Cut flowers
- Roses are an all-time favourite and we always keep a supply already in bloom.
- To have a vase of fresh-cut colourful garden roses or long-stemmed roses not only perfumes a house but enhances the furniture and fittings in a cosy or an elegant way depending on choice.
Living decorations - Plants
- There are many flowering plants that can be scattered around a house to brighten it up and make it seem alive and welcoming.
- Colourful flowers and fresh green plants brighten up kitchens and bathrooms and make a house seem lived in and cared for.
Living decorations - Conclusion
- You know that you can rely on us to set the garden out depending on the type of house displayed. Now we want to do the same to the inside of your houses.
- We want to decorate them with plants and flowers so that the house is brought to life and made into a beautiful home.
2. When completed the above, the slides should be exported to Word in two formats:
- The first document created in Word will be linked to the PowerPoint presentation and will display the slides and an area for note entry; this document will be used by the presenter
- The second document will be used as a handout for the attendees of the presentation; in this case only the text will be exported and it will not be linked to the PowerPoint presentation. The text from the second document is copied and pasted into the basic letterhead template which was created earlier in Part A and is then formatted ready to be printed as handouts
To be deemed competent you will need to successfully demonstrate the following:
You must provide:
- one printed copy of the slides as handouts with six slides to a page.
- two printed copies of the word documents.
Task 2
Assessment Instructions
This is an individual assessment. There are two parts in this task. If you need help understanding any questions, ask your assessor to explain.
Part A
You will create an account statement using Excel. The data will be held in tables within Excel and these will be formatted so that the account statement can be printed as a report. Several graphs will be created from the data and these will also be displayed in the report which, when completed, will be printed in black and white. If you need help understanding any questions, ask your assessor to explain.
Procedure
1. Open the spreadsheet provided by your assessor titled ‘Plants for show' and make the following changes:
In Worksheet 1
a. Format the data into a table
b. Insert a row showing total sales for each month over the year 2016 and a column showing total sales for each client.
c. Insert a row to determine the average sale of each month over the 12 months.
d. Create a graph titled ‘Client Annual Sales 2016' showing total sales for each client.
e. Create a graph titled ‘Client Monthly Sales 2016' showing total sales for each month over the year 2016.
f. Move two charts underneath the table and make the chart the width of the table.
g. Name the worksheet as ‘Client Sales 2016'.
In Worksheet 2
a. Format the data into a table
b. Insert a row showing total sales for each month over the year 2016 and a column showing total sales for each plant.
c. Create a graph titled ‘Annual Plant Sales 2016' showing total sales for each plant in 2016.
d. Name the worksheet as ‘Plant Sales 2016'.
In Worksheet 3
a. Create a table showing top 5 selling plants with their name and total annual sales figure.
b. Create a pie chart titled ‘Top 5 Selling Plants' showing percentage of sales for top 5 plant in 2016.
c. Name the worksheet as ‘Top 5 Selling Plants'.
2. Format all tables to show the figures as currency with no decimal places.
3. Scale all worksheets so that it prints on one landscaped page.
Part B
You are required to answer a series of question using Microsoft Word.
Question 1
Indicate which applications you would consider the most suited to the production of the following documents. Limit your answer to one application only for each document and give reasons for your selection.
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Document
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Application
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Reason
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A catalogue of books in a library
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Display of the end of year figures which have been calculated for an organisation
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The minutes of a meeting
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A demonstration of the steps required to introduce a new fire drill.
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The comparison of prices and features of a proposed telephone system
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Question 2
What factors will affect the decision of what software to use?
Question 3
Give a short description of a range of functions and features of computer applications that can be used to design business documents. List at least six.
Question 4
What type of organisational standards might exist for creating business documents?
Question 5
What organisational requirements need to be considered when designing and formatting the layout of a document? Give at least three examples.
To be deemed competent you will need to successfully demonstrate the following:
You must:
- submit a soft copy of the file named [Your Student Number] Plants for show ddmmyy.
- submit a printout of the followings:
o Client Sales 2016 including table and charts on a single A4 page.
o Plant Sales 2016 including table and chart on a single A4 page.
o Top 5 Selling Plants including table and chart on a single A4 page.
- answer all questions in part B satisfactorily.
Attachment:- Appendix task 1.rar