TASK -
You have been promoted as the team leader of Excel Group. You would be working with the IT coordinator for the retail operations division. You also need assistance of Finance Manager to know about projects and their funding. Your Finance Manager has indicated that the company's financial position is very tight this year.
There are current and urgent project involving invoices. The company is required to develop a new invoice for a particular high-volume client that will include discounting for volume purchases. A first draft has been hastily put together, but this will need to be checked for compliance.
You need to familiarise yourself with style guide, privacy policy and information management procedures. The incident and injury report form is scheduled for review and also needs checking against current WHS information capture and storage requirements.
Some IT decisions need to be made soon and the IT Manager has called for feedback from teams on upgrading to the latest version of Microsoft Office. The editorial team uses 15 desktop PCs.
The finance department keeps tabs on how departments are saving money. They want reports from each team leader emailed to the Finance Manager. You have already sent an email to staff about the 'Saving' mechanism which was agreed in last budget meeting. It was agreed that monthly reports from each department would encourage staff to take advantage of easy cost-saving opportunities.
Template Development and Review Procedure:
• Contract form templates are to be built using existing modified contracts.
• Templates must include formatted text and macros to speed up document production time.
• Upon completion; staff members are to swap templates to check and ensure they meet both organisational and audience requirements. These requirements include readability, tone, appearance, layout and style in accordance with company policies and guidelines.
• Templates are then sent to other project staff to test on a two-week trial to monitor the effectiveness of the document and its useability.
• Feedback is requested from both users and managers, and comments must be directed back to the project manager.
• The project manager will evaluate the feedback and amend the templates as required.
• List all relevant organisational policies and procedures that guide standards for documentation.
• Identify three types of documents that are to be used and required by you.
• How does 'Template development and review procedure' evaluate the quality of documents produced against documentation standards?
• Develop an incident and injury report form according to organisational standards and must ensure that they meet tone, language and content requirements.
• Determine whether the incident and injury form is according to current WHS legislation and has all the required information.
• Identify WHS legislative requirements for storing the incident information.
• Develop a questionnaire to gather feedback from staff regarding usability of documents.
• Describe an occasion when you amended a document template based on feedback you had received and how you went about if. If you have not done this, describe a situation where someone else amended a template because of user feedback, and how they did it. Your response must indicate how you arrived at the decision by systematically gathering and analysing all relevant information to make an informed decision.
• Develop a draft invoice as per documentation standards for high-volume clients. Explain which software you would use to include discounting for volume goods on a sliding scale.
• Write explanatory notes suitable for the staff who will be using the invoice. Ensure that the content, text type, format and language style will suit existing and future users and that the notes could be used for training purposes.
• Compare how you would verbally present this information about the invoice template at a team leaders meeting with how you would present it to an employee who is not confident about their IT skills, but who has intermediate-level skills.
• Write a plan that outlines the steps that would need to be taken in relation to the invoice draft, from the checking and editing stage through design, testing, implementation, training and obtaining feedback. Your plan should reflect acknowledgement of time and cost constraints and the implementation phase must refer to how you would name, circulate and store the master file and when you would print it.
• Explain how two actions in your plan would save money for the organisation.
• Evaluate the quality of documents produced against documentation standards.
• Review documentation standards against the changing needs of the organisation, and plan and implement improvements in accordance with organisational procedures.