Write Simple Documents ISBN Disclaimer. Software Publications Pty Ltd (ABN )

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1 Write Simple Documents This training and assessment guide supports BSBWRT301A Write simple documents in the Business Services Training Package. Millbank Investments Ltd, 2012 Software Publications Writing Team ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Millbank Investments Ltd or Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. Software Publications Pty Ltd (ABN ) Head Office Unit Gibbes Street Chatswood NSW 2067 Phone: (02) Fax: (02) Australia toll free numbers Phone: Fax: Published and printed in Australia 2 Millbank Investments Ltd, 2012

2 HOW TO USE THIS TRAINING KIT Familiarise yourself with the BSBWRT301A Write simple documents workbook content and assessment workbook. Familiarise yourself with this Training and Assessment Guide. Important note about computer use The BSBWRT301A Write simple documents workbook has been written with the assumption that the learner will use computer applications to complete the exercises. However, computer use is not a requirement of unit BSBWRT301A; it is possible for the learner to complete the course creating handwritten documents. Most of the exercises in the workbook can be completed by creating handwritten documents. Learners should be instructed to complete all the exercises they can. Millbank Investments Ltd,

3 HOW COMPETENCY STANDARDS ARE COVERED The corresponding workbook covers the unit BSBWRT301A Write simple documents. Elements, performance criteria, requires skills and knowledge, and critical aspects of learning are mapped on the following pages. Unit descriptor This unit describes the performance outcomes, skills and knowledge required to plan, draft and review a basic document before writing the final version. No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement. Application of the unit This unit applies to individuals who are skilled operators and apply a broad range of competencies in various work contexts. They may exercise discretion and judgement to produce a range of basic workplace documentation. 6 Millbank Investments Ltd, 2012

4 Required skills and knowledge This describes the essential skills and knowledge, and their level, required for this unit. Workbook pages Required skills literacy skills to read and understand a variety of texts; to prepare general information and papers according to target audience; and to proofread and edit documents to ensure clarity of meaning and conformity to organisational requirements Skills demonstrated by the ability to work through the workbook, complete exercises and assessment tasks problem-solving skills to determine document design and production processes Required knowledge basic grammar, spelling and punctuation communication protocols Skills demonstrated by the ability to complete exercises and assessment tasks how audience, purpose and method of communication influence tone organisational policies and procedures for document production resources to assist in document production, such as dictionary, thesaurus, templates, style sheets , All assessment tasks 74 Assessment task 1 Range statement The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included. Audience may include: internal and external customers recipient/s who receive a copy for information primary recipient/s of the communication 8 Millbank Investments Ltd, 2012

5 RESOURCES REQUIRED FOR TRAINING Your organisation s training schedule calendar customised for your learners. A copy of BSBWRT301A Write simple documents workbook. If training in a classroom environment, you may need: 1 x computer for each learner with Microsoft Office 2010 installed access to the internet workstations and chairs that meet WHS regulations whiteboard and markers data projector and screen. Each learner requires Their own copy of BSBWRT301A Write simple documents workbook. Pen and paper. Access to a computer with Microsoft Office 2010 installed, including Microsoft Word and Microsoft Outlook. Access to the internet Learners may be required: To bring a portable storage device. Millbank Investments Ltd,

6 TRAINING PLANS SESSION 1: COMPUTER BASICS AND OFFICE PROCEDURES (OPTIONAL) Preparation Ensure students have access to a computer with Windows XP or Windows 7. Ensure students can access a computer network where applicable. DELIVER THE TRAINING Turning a computer on and off Show learners where the power button is on their computers. Explain the reason for and use of Log on procedures. Explain the reason for and use of Log off procedures. Explain the difference between log off and Shut down. Demonstrate the log on, log off and shut down procedures. Inform learners of any log on passwords required. Ask learners to log on, log off, log on, then shut down. File management Define file management. Describe Folders, files and storage. Based on the computer operating system being used, introduce Windows Explorer Windows 7/XP. Show the Navigation Pane/Folders Pane and explain its purpose. Show the Drives available to the learner and explain access: C: drive or hard drive network drive (if applicable) USB drive D: drive (CD/DVD). 12 Millbank Investments Ltd, 2012

7 Mention the D: drive only appears when a CD or DVD is inserted. Explain the function of Libraries (Windows 7 only). Identify and explain the use of My Documents folder. Demonstrate and explain Creating new folders. Demonstrate and explain Renaming files or folders. Demonstrate and explain Deleting a file. Demonstrate Closing Windows Explorer. Backup procedures Explain what a backup is. Explain Backup versus copy. Explain what Backup software does. Introduce Workplace policies for backing up files by asking learners is it important for workplaces to have a backup procedure and why? Look for: to protect data in case of fire or other disaster to protect data in case of hardware malfunctions to have a copy of data in case of theft. Ask learners how often should data be backed up and why? Look for: several times a day daily/every evening weekly, depending on the type of work done. Explain the backup procedures used in your organisation. Recommend procedures for the learner to follow to safeguard their own computer files. Millbank Investments Ltd,

8 Protecting data Ask learners for reasons data should be protected in the workplace. Look for: to protect personal information on staff and clients to protect financial records relating to the business to protect commercially sensitive information from competitors Explain what Unauthorised access is. Explain ways in Preventing unauthorised access. Introduce Viruses and other malware. Explain the difference between worms, trojan horse programs and spyware. Outline how to give computers Protection against malware. Include: Do not download programs from the internet unless it is from a trusted provider. Downloadable games are particularly prone to having malware attached to them. Do not transfer files between computers using discs or USB drives without scanning them for viruses first. Do not open attachments from unknown sources. Check up-to-date antivirus software is loaded onto your computer and network. Emphasise the value of Antivirus software. Explain what Firewalls are and how they work. SUMMARISE Content that was covered in the training session. INTRODUCE THE NEXT SESSION Tell learners what will be covered in the next session. Remind Learners of any equipment they need to bring to the next session. 14 Millbank Investments Ltd, 2012

9 ASSESSMENT GUIDE This assessment was developed to meet the elements, performance criteria, required skills and knowledge, and evidence requirements of I BSBWRT301A Write simple documents. The following resources support this assessment process: Business Services Training Package. BSBWRT301A Write simple documents workbook. BSBWRT301A Write simple documents assessment workbook. The following assessment aids have been supplied with this training and assessment guide: BSBWRT301A Write simple documents assessment workbook Assessment draft checklist Student Employment Services Purpose of the assessment The purpose of the assessment is to assess a candidate s competency in: BSBWRT301A Write simple documents. Assessment method This unit will be assessed in the following way: At the conclusion of the course candidates will be required to complete a series of tasks and provide printouts of 4 documents which meet the requirements of each task. The assessment in the BSBWRT301A Write simple documents assessment workbook assumes that documents will be created using computer applications. If your candidates are going to complete the assessment tasks using handwritten documents, this should be noted in the Assessment conditions. 58 Millbank Investments Ltd, 2012

10 Required skills and knowledge The required skills and knowledge will be assessed with assessment tasks in the following way. Required skills literacy skills to read and understand a variety of texts; to prepare general information and papers according to target audience; and to proofread and edit documents to ensure clarity of meaning and conformity to organisational requirements How will evidence be gathered? Ability to work through exercises in the workbook and complete assessment tasks problem-solving skills to determine document design and production processes Ability to complete assessment tasks Required knowledge basic grammar, spelling and punctuation. How will evidence be gathered? Demonstrated in assessment tasks communication protocols Demonstrated in assessment tasks how audience, purpose and method of communication influence tone organisational policies and procedures for document production resources to assist in document production, such as dictionary, thesaurus, templates, style sheets. Demonstrated in assessment tasks Demonstrated in assessment tasks The use of a template (letterhead) can be demonstrated in Assessment task 1 Millbank Investments Ltd,

11 Employability skills BSB30110 Certificate III in Business Employability skills for BSB30110 Certificate III in Business are assessed in the following exercises and/or assessment tasks. Employability skill Industry/enterprise requirements for this qualification include: Communication communicating verbally with others in negotiation, training and questioning writing a range of simple documentation and communications Teamwork completing individual tasks to support team goals conveying workplace procedures and work instructions to team members Problem-solving resolving issues and conflicts with team members using manuals and other documentation to overcome problems with information technology or other office equipment Initiative and demonstrating individual responsibility for enterprise completing tasks suggesting improvements to support the development of improved work practices and team effectiveness Planning and contributing to planning processes with organising team members to meet expected outcomes gathering, organising and applying workplace information for the organisation's work processes and information systems Self-management identifying development needs and seeking training to fill needs monitoring and recording the performance of own work area Learning developing a comprehensive knowledge and understanding of products and services identifying priorities and pursuing personal work goals according to organisational objectives Task All tasks in the workbook relate to the creation of simple documentation Assessment Task 4 n/a All tasks throughout the workbook and assessment are to be completed individually All assessment tasks contain a planning element and all require comprehension of organisational requirements n/a n/a 62 Millbank Investments Ltd, 2012

12 ASSESSMENT TASK 1 Candidates are required to plan and create a letter which meets the requirements provided. The following should be submitted: The assessment workbook containing the completed document plan. A completed version of the Assessment draft checklist. A printed copy of the final document. An electronic copy of the final document may also be requested. ASSESSMENT TASK 2 Candidates are required to plan and create an which meets the requirements provided. The following should be submitted: The assessment workbook containing the completed document plan. A completed version of the Assessment draft checklist. A printed copy of the final document. An electronic copy of the final document may also be requested. ASSESSMENT TASK 3 Candidates are required to plan and create a form which meets the requirements provided. The following should be submitted: The assessment workbook containing the completed document plan. A completed version of the Assessment draft checklist. A printed copy of the final document. An electronic copy of the final document may also be requested. Millbank Investments Ltd,

13 8. Describe how you will structure the document. (Will you use a set layout, e.g. for a memo or business letter? Will you include lists, tables or headings?) A bulleted list will be used to list important information about the positions. 9. How will you ensure the document is appropriate for the audience? Comment on such issues as tone, use of appropriate language or terminology and/or use of inclusive language. The tone will be reasonably formal, because these are external clients. I will make sure the language I use does not suggest that one gender may be more suited to the position than the other. Technical language about the job can be used, as the only suitable candidates will be well versed in IT terminology. Critical aspects of evidence document plan Required skills and knowledge Purpose of the document Document audience Document format Why this format selected? Computer application Key points Organisational requirements Document structure Appropriateness for audience The following points are the minimum requirements to be deemed competent: A logical description of the document purpose must be provided. The correct audience must be identified. Ideally this document should be in format. However, if all requirements of the task can be fulfilled successfully by another format, the candidate can be deemed competent. The candidate must successfully justify the use of the selected format. The application used must be listed. If the document is to be handwritten, this question may be skipped. The key points that are included in the final document must be listed. At least two valid organisational requirements must be included. At least one structural point must be included. This structure must be employed in the final document. At least one valid example of how the candidate will ensure the document is appropriate for the audience must be included. 88 Millbank Investments Ltd, 2012