Workbook 3 Working with ICT in a business environment

Transcription

1 Business and Administration Workbook 3 Working with ICT in a business environment Learner: Learner s Workbook Employer: Assessor:

2 Copyright Reed Treasury Limited 2012

3 Welcome! This workbook has been designed to support your learning within the workplace and to provide you with a reminder of top tips, skills and knowledge you have gained along the way for your day-to-day role. It has been written to assist you and should not be relied upon to complete the qualification. In some topics this workbook will build on the first two you have completed. Your Assessor will be reviewing the workbook. It will be used as part of the assessment process for one of your core units for the qualification, in conjunction with being observed to see that you are applying the knowledge within your role. You may also be asked to elaborate on the answers you have provided in the workbook through discussion with your Assessor, and you could also be asked to provide further supporting evidence to ensure you meet the full criteria. To ensure you meet the criteria of the qualification please answer the questions fully, providing as much evidence from your own role and workplace to support the answers you have given. Additional notes pages have been allocated at the back of the workbook, enabling you to make notes when you have experienced a particular situation or found something that works well from the learning you have completed. Your Assessor will be providing you with feedback at the end of your observations. Use this feedback as part of your review and reflect elements in the workbook. Your Assessor will provide you with some guidance about how long each individual activity and task in this workbook should take. You will be responsible for discussing timelines/deadlines and ensuring that you meet them- don t forget to take your work and personal life commitments into consideration when planning. Copyright Reed Treasury Limited 2012

4 Copyright Reed Treasury Limited 2012

5 Contents Workbook 3 Working with ICT in a business environment 3.0 Using Computers and software programmes in the workplace How much do you know? Using software applications in your workplace Word processing - creating and formatting documents Creating and transferring information between applications Review your knowledge and understanding Communicating electronically Company policy and procedures Saving, storing, archiving of information and documentation Review your knowledge and understanding Make a note!...45 SIGNATURE PAGE...50 Copyright Reed Treasury Limited

6 Copyright Reed Treasury Limited

7 3.0 Using Computers and software programmes in the workplace Using computers and computer software is an integral part of the day-to-day responsibilities of anybody working within the Business Administration environment. Most of us have had experience of using a personal computer, however there are systems and software applications in the workplace that not everyone has experienced or used How much do you know? There are key software applications that are used in business today and there are common software applications that are used across most businesses. There are 5 common software applications listed below - provide a brief overview of what each one is used for and how you use them in your role. Provide your Assessor with examples of documents/pieces of work where you have used the application. Microsoft Access Continue on the Make a note pages if you need to... Copyright Reed Treasury Limited

8 Microsoft Excel Copyright Reed Treasury Limited

9 Microsoft Outlook Copyright Reed Treasury Limited

10 Microsoft PowerPoint Copyright Reed Treasury Limited

11 Microsoft Word Copyright Reed Treasury Limited

12 Are there other types of software applications you use in your Administration role? If so, list them below with an example of the type of work you use them for. Does your company use any bespoke software applications? List what they are below: Copyright Reed Treasury Limited

13 Explain why it is important to use such software applications to support you in your role: Copyright Reed Treasury Limited

14 Considering teams such as Reception, provide examples of how an IT software application can support such teams. Record your answers below: Copyright Reed Treasury Limited

15 3.1 - Using software applications in your workplace You have already identified the differences between common software applications used in business today. You are now going to demonstrate how you use such applications to do your day-to-day duties Word processing - Creating and formatting documents How do you create a document in applications such as Microsoft Word? List the steps you would take to create the document you have provided as evidence to your Assessor earlier in the workbook Continue on the Make a note pages if you need to... Copyright Reed Treasury Limited

16 Is there a difference in the way you write a letter in the business environment in comparison to a personal letter? Provide examples of the differences to support your answers below: Does your company have templates / standard formats for letters and formal documents? Explain how you use the templates/formats, providing your Assessor with examples. Continue on the Make a note pages if you need to... Copyright Reed Treasury Limited

17 TASK Provide an example of how you have taken written notes in your role and formatted them into a Word document. Provide your Assessor with examples of the notes you used and the completed document at your next appointment. ACTIVITY Formatting a document If you do not have an example with evidence to provide your Assessor complete the following activity: Record the next telephone conversation or meeting you have at work concerning a business matter. Record the conversation by taking notes. You will use the conversation to draft a formal document using your company template / standards to outline the content of the conversation and summarise with any actions required and who is responsible for those actions. You are to select the document format that you will use to formally record the information and provide your reasons for selecting that document type below. Copyright Reed Treasury Limited

18 You have demonstrated how you would format a document in Word and how you would save and archive. You are now going to evidence how you construct a business letter in Word. ACTIVITY Construct a formal business letter In order to demonstrate your knowledge and experience gained to date, bring a formal business letter that you have recently created and sent at work to your next Assessors appointment. If you haven t constructed and sent a formal letter, use the following activity scenario to demonstrate your skills. Scenario You are working as an Administrator for a Design and Technology company called BUZZ ltd. One of your responsibilities in your role is to chase up outstanding invoices. Currently a company called Luminations Consulting has 5 outstanding invoices! Your manager gives you the five invoices. Your manager is not very happy with this and has highlighted this as a priority. He has asked you to write a letter to Mr Pac the Managing Director informing him of the outstanding invoices and requesting payment. Mr Pac is a longstanding customer and usually payment is received promptly. Your manager needs the money to be paid in two weeks. Activity instructions: 1. Create the letter to Mr Pac from Luminations Consulting. Use the Buzz Ltd invoices to find the details, following these instructions. 2. Save the letter as you would for a professional document in your workplace. 3. Attach your letter to an and send it as evidence to your Assessor in time for your next appointment /or for the agreed deadline date. Copyright Reed Treasury Limited

19 Activity - Invoices for Mr Pac Invoice 1 of 5 BUZZ Ltd Life is better when there is a Buzz about it... INVOICE 31 Amelia Street, London, SW17 8LM Phone Fax INVOICE #10834 DATE: JUNE 16TH 2012 To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Ship To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Comments or special instructions: QUANTITY DESCRIPTION UNIT PRICE TOTAL 5 Installations of signage for front of building SUBTOTAL 8000 VAT 1400 SHIPPING & HANDLING 1000 TOTAL DUE Payment Terms: 30 days from receipt of invoice Thank you for your business! Copyright Reed Treasury Limited

20 Invoice 2 of 5 BUZZ Ltd Life is better when there is a Buzz about it... INVOICE 31 Amelia Street, London, SW17 8LM Phone Fax INVOICE #10966 DATE: JULY 16TH 2012 To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Ship To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Comments or special instructions: QUANTITY DESCRIPTION UNIT PRICE TOTAL 3 Designs for interior display lighting SUBTOTAL 6000 VAT 1050 SHIPPING & HANDLING 0 TOTAL DUE 7050 Payment Terms: 30 days from receipt of invoice Thank you for your business! Copyright Reed Treasury Limited

21 Invoice 3 of 5 BUZZ Ltd Life is better when there is a Buzz about it... INVOICE 31 Amelia Street, London, SW17 8LM Phone Fax INVOICE #10978 DATE: JULY 20TH 2012 To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Ship To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Comments or special instructions: 1 QUANTITY DESCRIPTION UNIT PRICE TOTAL Installation of 3 metres of fibre optic cable for premises on Old Kent Road Fibre optic cable (3 metres) SUBTOTAL 9033 VAT SHIPPING & HANDLING 0 TOTAL DUE Payment Terms: 30 days from receipt of invoice Thank you for your business! Copyright Reed Treasury Limited

22 Invoice 4 of 5 BUZZ Ltd Life is better when there is a Buzz about it... INVOICE 31 Amelia Street, London, SW17 8LM Phone Fax INVOICE #10988 DATE: AUGUST 27TH 2012 To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Ship To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Comments or special instructions: QUANTITY DESCRIPTION UNIT PRICE TOTAL 1 Company Logo SUBTOTAL 2300 VAT SHIPPING & HANDLING 0 TOTAL DUE Payment Terms: 30 days from receipt of invoice Thank you for your business! Copyright Reed Treasury Limited

23 Invoice 5 of 5 BUZZ Ltd Life is better when there is a Buzz about it... INVOICE 31 Amelia Street, London, SW17 8LM Phone Fax INVOICE #20001 DATE: SEPTEMBER 16TH 2012 To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Ship To: Mr Pac Luminations Consulting Drakefield Road NE11 1AY Comments or special instructions: QUANTITY DESCRIPTION UNIT PRICE TOTAL 1 Delivery of 200 halogen light bulbs Halogen light bulb SUBTOTAL 160 VAT 28 SHIPPING & HANDLING 0 TOTAL DUE 188 Payment Terms: 30 days from receipt of invoice Thank you for your business! Copyright Reed Treasury Limited

24 3.1.2 Bespoke software applications You have already provided a brief overview of bespoke applications in your workplace. It is common practice for organisations to have software designed specifically for them, as not all businesses have the same requirements when it comes to computer applications. You are going to have the opportunity to demonstrate your knowledge and experience of working with such applications. TASK Review the bespoke applications you have identified earlier in the workbook. Select the one that you have most experience of using in preparation for the next activity. What is the name of the bespoke software application you have selected? What do you use the application for in your day-to-day role? Copyright Reed Treasury Limited

25 What are its key features? Please list below: Copyright Reed Treasury Limited

26 Were you trained/shown on how to use the application? If so, explain how you were trained and outline any policies and procedures that are involved in using the application. Copyright Reed Treasury Limited

27 ACTIVITY Demonstrate your abilities and knowledge for using a bespoke application In preparation for your next meeting with your Assessor, select a piece of work that you have recently created using the application and complete the following below: Record how you created the piece of work and what it was needed for, with a step by step guide / explanation of how you did this. Continue on the Make a note pages if you need to... Copyright Reed Treasury Limited

28 3.1.3 Creating and transferring information between applications You have already demonstrated your understanding of what the Microsoft Excel software application is used for and how it is used in your company. You will now demonstrate your capabilities of using it in your day-to-day role. If it is an application that you are not familiar with, it will give you an opportunity to practice Microsoft Word has similar functions to Excel such as the capabilities of creating tables within its documents. Explain why you would need to insert a table or chart from Excel into Word below: Copyright Reed Treasury Limited

29 Explain how you would insert a table of information from Excel into Word, illustrate the steps below using a flow diagram: Copyright Reed Treasury Limited

30 ACTIVITY Transfer information between software applications In order to demonstrate your knowledge and experience gained to date, provide an example of when you have inserted a table from Excel in to a Word document at work, attach it to an and send it to your Assessor before your next appointment. If you haven t transferred information between software applications in your work, use the following activity scenario to demonstrate your capabilities and skills. Keep any notes / drafts you have created while completing this activity to provide your Assessor as evidence for your portfolio. Scenario - Summary of outstanding invoices for BUZZ Ltd Your manager wants you to create a table in Excel which clearly displays information regarding the 5 outstanding invoices for Luminations Consulting. Your manager wants to see in your table: invoice numbers descriptions total due from each invoice overall total due from the combination of the 5 invoices Instructions 1. Create a table in Excel. 2. Make sure your table clearly displays the information that your manager has requested i.e. invoice numbers, descriptions, total due from each invoice and overall total due from the combination of the 5 invoices 3. Save the file as you would for a professional/customer document 4. Print your document for evidence to be used in your portfolio with your Assessor. 5. Copy the cells of your table in Excel and Paste into the formal letter you created earlier in the workbook in Word 6. Above the table add a summary of the contents/information in the table you have inserted. 7. Save the document as you would for a professional/customer document 8. Attach your updated letter to an to your Assessor in time for your next appointment/to meet the agreed deadline for this activity. Copyright Reed Treasury Limited

31 Review your knowledge and understanding Review what you have covered so far in this section about the use of computers and software applications. Consider the requirements in terms of using them safely within your organisation such as the legislations / procedures in place to support you. Identify your strengths as well as the areas you need to develop in order to use them effectively and in line with the legislations and procedures: Copyright Reed Treasury Limited

32 3.2 Communicating electronically Formal letter writing is an essential skill in an Administration role. However, more and more communication in business is being done electronically. Due to the emergence of technology over the last 15 years, s are used by people for both personal and business purposes as methods of communication. Providing examples, identify the differences between a personal and business What are the differences between a business and a business letter? State the differences below: Copyright Reed Treasury Limited

33 3.2.1 Company policy and procedures Policies and procedures are important in upholding and protecting the employer and employee when using electronic forms of communication. In addition to your company s policies and procedures, you need to be aware of the laws and regulations which are set outside of your organisation and how they apply to you and your job. What is your company policy with regards to and internet usage? Provide examples below: Copyright Reed Treasury Limited

34 Review the previous workbooks you have completed and state which external policies apply to you when using a computer and software applications. Provide examples of how you stay safe using and adhere to the policies when using computers and software applications in your day-to-day work. Continue on the Make a note pages if you need to... Copyright Reed Treasury Limited

35 Does your company have a format / template for communication? If so, provide an example of an you have recently created at work, by either forwarding it via to your Assessor in time for your next appointment with them or print off for your next appointment with them. If your company does not have a template/format, create one that would be appropriate to use in your current day-to-day role. Attach the template to an and send it to your Assessor in preparation for your next appointment with them. Explain what you have included in the template and why. Copyright Reed Treasury Limited

36 When using applications at work what are possible the problems you could encounter? Provide examples where possible below: Explain what you would/should do to overcome such problems? Copyright Reed Treasury Limited

37 Considering your company hierarchy and policies, who would you contact in your work concerning IT problems and queries? Copyright Reed Treasury Limited

38 3.3 Saving, storing, archiving of information and documentation Depending on where you work will depend on the type of saving, storing and archiving of information / documentation your company implements. List the methods of storage and archiving that are used by your company, stating why they are used and for what types of information/documentation Why is it important for information and documents to be saved/stored? Provide examples to support your answer Copyright Reed Treasury Limited

39 Describe how you would save/store documents you have created, explain how and why you have stored them below: Copyright Reed Treasury Limited

40 Does your company have an archive/storage policy? State what your company s policy and procedures are for document storage and archiving, provide examples: Copyright Reed Treasury Limited

41 There are various official external agencies / government bodies who require information from companies. In some circumstances there are laws to state what information should be kept and submitted to them. It is important to have an understanding of what information is required and why and what your role could be in the handling / sending of information on behalf of your company. All businesses must keep and preserve certain records and accounts and be able to present these upon request. (Source: TASK Consider the above information and the legislations you have already covered in the previous workbooks; use discussions with your colleagues / line managers and research to identify the types of information companies are required to store and be able to present when requested and establish who the external agencies / government bodies the statement above is making reference to. Continue on the Make a note pages if you need to... Copyright Reed Treasury Limited

42 Which of the above agencies/organisations does your company have to provide records to? What is your role / responsibility when providing such information: Copyright Reed Treasury Limited

43 What are your company procedures for storing accounts, information and records for the external agencies / organisations? Copyright Reed Treasury Limited

44 Review the legislations and regulations you researched in the first workbook. Identify the external legislations which apply to the storing / archiving of information for your company. Provide examples of them below. Copyright Reed Treasury Limited

45 3.4 - Review your knowledge and understanding Review your knowledge and understanding of communicating electronically and your company s saving, storage and archiving practices and policies. Identify your strengths as well as the areas you need to develop in order to be able to work safely and effectively: Continue on the next page if you need to.. Copyright Reed Treasury Limited

46 Review your knowledge and understanding continued.. Copyright Reed Treasury Limited

47 3.5 Make a note! Take some time to make a note of your top tips and learning outcomes gained during this qualification and your work experience. Copyright Reed Treasury Limited

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52 SIGNATURE PAGE Statement All work completed within this workbook belongs to the learner and all information provided is accurate and correct. LEARNER SIGNATURE & DATE: ASSESSOR SIGNATURE & DATE: EMPLOYER SIGNATURE & DATE:

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