Design and produce business documents
Assessment 1 -Scenario
You are required to use MS Office to prepare a document and related presentation to promote a sale to customers for a simulated workplace (Covers Books, see below).
Covers Books - Covers Books is a small bookstore located in a local shopping precinct owned by DJ Mathis. Operating for just over two years, Covers Books specialises in fiction books and has built up a steady business, with many repeat customers from the local area. DJ has decided to hold a sale on selected books, and has asked you to design a sales flyerto be dropped in letterboxes in the area, and a self-running slide show about the sale items for the in-store display screen.
Procedure -
1. Design a self-running slide show to promote the sale items. Your slide show will need to:
a. include at least 10 of the items listed forsale (see Appendix 1)
b. include at least six slides
e. include items from at least three different book categories (see Appendix 1)
d. include photos or graphics of the relevant items
e. include text detailing the discount, sale price or offer
f. contain no more than two items per page
g. include transitions between pages
h. be saved as a PowerPoint presentation using the following format: [Your initials] Sales Material ddmmyy. For example, 'DP Sales Material 010610'.
Proofread your slide show to check for accuracy, consistency, layout and that transitions work.
a. make any required changes
b. resave the file.
3. Reopen your presentation file and save it as a PowerPoint show using the following format: [Your initials] Sales Material Show ddmmyy. For example, 'DP Sales Material Show 010610'.
4. Design a sales flyer. The flyer document will need to:
a. include at least seven of the sale items included in the slide show
b. include the same graphics and information for these items as you included in the slide show
c. include the sale dates
d. comply with font and logo requirements in the style guide (see Appendix 2)
e. be no more than two 44 pages in length, i.e. will print to one page, double-sided
f. be saved using the following format: [Your initials] Sales Flyer ddmmyy. For example, 'DP Sales Flyer 010610'.
HINT: Graphics of book covers can be o6tained by searching for the item on the internet.
Proofread your slide show to check for accuracy, consistency, layout and that all transitions work.
a. make any required changes
b. resave the file
c. keep all marked-up drafts.
6. Print a copy of your flyer (preferably in color) on a single 44 sheet of paper. You will need to print double-sided if the flyer is two pages long.
7. Submit soft copies of marked-up drafts, and final copies of the presentation and flyerto your assessor, along with the hard copy of your flyer. Marked-up drafts must indicate tracked changes or comments that lead to modifications of the flyerto align with task or organisational requirements.
8. Meet with your assessor and answer the following interview questions:
a. How does the format and style of your flyer meet task requirements? Explain your design and ask for feedback to demonstrate your ability to clarify design needs.
b. Describe at least one instance where you used manuals or online help with respect to:
i. input devices
ii. software.
Specifications - You must submit:
a print-out of the sales flyer
soft copies of:
- the PowerPoint presentation file, named as follows: [Your initials] Sales Material ddmmyy
- the PowerPoint show file, named as follows: [Your initials] Sales Material Show ddmmyy
- the sales flyer file, named as follows: [Your initials] Sales Flyer ddmmyy
marked-up drafts of the sales flyer.
Assessment 2 - Requirement
You need to answer all questions of the Project task.
Performance objective
Candidates must demonstrate the knowledge, skills and abilities required to select and prepare resources for creating business documents, and to design, produce and finalise documents using standard computer software applications (Microsoft Office 2OA7 for Windows or Mac equivalent).
Assessment description
You are required to use MS Office to prepare client letters for Covers Books (see below) using the provided style guide, template and information.
Covers Books
Covers Books is a small bookstore located in a local shopping precinct owned by DJ Mathis. Operating for just over two years, Covers Books specialises in fiction books and has built up a steady business, with many repeat customers from the local area. The business recently introduced a new loyalty card program, and needs a standard letter with a tear-off voucher to be created and then issued to clients who meet the eligibility criteria.
Procedure
1. DJ Mathis, the owner of Covers Books, introduced a loyalty card program, Readers, approximately six months ago. As part of the program, members that have accrued 200 points or more are eligible to receive a 1Ao/o discount voucher. Your first task is to create a spreadsheet to record customer information for the loyalty program.
a. Use the client information (see Appendix 1) to create a spreadsheet for recording customer information. The spreadsheet will also be used as part of a mail merge process to create letters for relevant clients.
b. Save the file using the following format: [Your initials] Readers Program Client List ddmmyy. For example, 'DP Readers Program Client List 010610'.
2. Vouchers will be attached to a letter mailed out to eligible members. As this is the first month that clients are eligible, you are required to create the standard letter and voucher template.
a. Use the style guide (Appendix 2), the letter template file (provided by your assessor) and the Readers letter information {Appendix 3) to prepare a standard letter with tear-off voucher to be issued to the client.
b. The letter (and voucher) will need to be printed on a single-sided A4 page, in portrait layout.
c. The tear-off voucher needs to appear at the bottom of the letter, and should be at least 21 cm x 6 cm.
d. The letter will need to be formatted so that it can be populated (using mail merge) with relevant customer information from the spreadsheet you created in Step 1.
e. You will need to ensure that the formatting of the letter complies with the style guide requirements (Appendix 2).
f. Preview and proofread the document.
g. Print a copy of the master letter.
h. Save the master letter as a template using the following format: [Your initials] Readers Program Reward Letter ddmmyy. For example, 'DP Readers Program Reward Letter 010610'.
3. Using the template, you have created and the client information file, you need to prepare letters for eligible members.
a. Identify the eligible members from the client list.
b. Use the template and client file to prepare a letter (and voucher) for each eligible member.
c. Save each letter using the following format: [Your initials] Readers Program Reward Letter [member last name]. For example, 'DP Readers Program Reward Letter Sullivan'.
4. Submit files to your assessor with the hard copy of your master letter.
Assessment 3 -Quarterly results- Project
Assessment Requirement - You need to answer all questions of the Project task
The candidate must demonstrate the knowledge, skills and abilities required to select and prepare resources for creating business documents and to design, produce and finalise documents using standard computer software applications (Microsoft Office 2007 for Windows, or Mac equivalent).
Assessment description - You are required to use Microsoft Office to prepare a spreadsheet, charts and a related presentation on the quarterly results for Covers Books (see below) using the provided style guide, template and information.
Covers Books - Covers Books is a small bookstore located in a local shopping precinct owned by DJ Mathis. Operating for just over two years, Covers Books specialises in fiction books and has built up a steady business, with many repeat customers from the local area" DJ has asked you to set up a spreadsheet to record results for the current and previous quarters, and to create a short presentation on the results for the next staff meeting.
Procedure
1. Design and create a spreadsheet to record the results information (provided in Appendix 1).
a. Enter the information into your spreadsheet.
b. Save the file using the following format: [Your initials] Covers Quarterly Results ddmmyy. For example, 'DP Covers Quarterly Results List 010610'.
2. ln its current format, the data is difficult to understand and explain. DJ, the owner, has asked that you use some of the inbuilt functions to present the information in a more 'user-friendly' manner. In particular, he has asked that the following be easily identified:
a. The percentage of sales in each category for the current quarter.
b. How the current quarter's sales compare to the last quarter, by category?
c. The book categories where the current quarter's sales are greater than the previous quarter.
d. The net income for this quarter, compared to the previous quarter.
e. A list of the expenses that are less this quarter, compared to the previous quarter.
f. Save the changes to your file.
3. Design and create a presentation to present the current quarter's performance to staff, using the PowerPoint template provided by your assessor.
a. Your presentation should include:
i. a title slide
ii. at least two different styles of tables
iii. at least two different styles of charts.
b. Ensure that your presentation complies with the provided style guide (Appendix 1).
c. Ensure that the following information is included:
i. an overview of the total sales, expenses and net income for the current quarter
ii. a chart showing the percentage of sales in each category for the current quarter
iii. a chart comparing the current quarter's sales to the previous quarter, by category
iv. a table identifying the book categories where the current quarter's sales are greater than the previous quarter, and showing the amounts for each
v. a chart showing the net income for the current quarter, compared to the previous quarter
vi. a table listing the expenses that are less this quarter, compared to the previous quarter.
d. Prepare a staff handout that includes four slides per page, a document title at the top of the first page, and the date and page numbers at the bottom of the page.
e. Print at least one copy of the staff handout.
f. Save the file using following format: [Your initials] Results Presentation ddmmyy. For example, 'DP Results Presentation ddmmyy'.