Example: Your Name (instead of contestant number) / Job 1 / Page 1

Transcription

1 BPA PROJECT Fundamental Word Processing FWP Description: Finished Product: This project is based on the Fundamental Word Processing event and consists of four jobs that you will complete using Word. You should use the attached Tip Sheet and Style & Reference Guide to help you in formatting these documents. YOUR FORMATTING MUST FOLLOW THE GUIDE EXACTLY. Print out each of your jobs and staple them to the back of this sheet IN ORDER. Make sure that you put your name in the bottom left footer of each page (on the real competition, you would put your contestant number there), along with the job number and page number. Example: Your Name (instead of contestant number) / Job 1 / Page 1 Grading: This project is worth a total of 200 points (50 points per job). Each job will be graded according to the following standards: 0 errors = 50 1 error = 45 2 errors = 35 3 errors = 0 Work Days: September 1, 2 Due Date: End of Class on September 2 Job 1 Letter Job 2 Memorandum Job 3 News Release Job 4 Report

2 Job 1 Letter Directions: Please key the following business letter from Julie Smith, Manager, Human Resources following Professional Business Associates format. Use the current date for the document. The letter is to be sent to John Jones, 5445 Eaglecrest Dr., Galloway, OH I am confirming receipt of your application letter and resume; however, I am not able to process your application. A few months ago, our company converted to an on-line application process and we no longer accept applications other than on-line. Please be aware that we only accept one on-line submission from each individual. Our on-line process begins at and you will find that the new system is a user friendly process. The website has buttons for each of our departments: Financial Services, Information Technology, Human Resources, Marketing, and Administrative Support. Each department lists current job openings by job title as well as instructions for submitting application letters, resumes, and supporting documents. Thank you for your interest in employment with Professional Business Associates. Sincerely Job 2 Memorandum Directions: Please key the following memorandum to Roger Meyer, Edna Renick, Harvey Rosen, and Julie Smith using proper Professional Business Associates memo format. It is from Tom Carlson, Information Technology. CC to Nancy Wells, CEO. Use current date. The subject is Computer System Updates. Information Technology staff will be performing system updates during the week of February 21. The updates will be scheduled by department in order to minimize disrupting work flow. I anticipate each department update to take approximately two hours which will include instructing employees on the updates. One hour prior to your scheduled update--please ensure that each employee performs their normal back up procedures. If needed, the Network Administrator will be available to assist your employees. Job 3 News Release Directions: Please key the following news release using Professional Business Associates format. The news release will be from Nancy Wells, 5454 Cleveland Avenue, Columbus, OH , and should be dated with the current date. The title should be Professional Business Associates Selected as Employee Friendly. Two years ago, Professional Business Associates management discovered that it was increasingly difficult to keep good employees. PBA then set a

3 goal to be recognized as one of the best companies that people would like to work for. To achieve their goal, Professional Business Associates created an open communication dialogue between their management and employees. From those discussions PBA developed and adopted an employee suggested flex-work day as well as flex-work week policy. Professional Business Associates management discovered that their employees working on a flex schedule seemed happier and were more productive. PBA initiated additional employee friendly perks such as an emergency daycare program as a back up when their employees regular daycare was not available. Professional Business Associates is proud to be named one of the top 100 employee friendly businesses and plans to continue implementing employee friendly work practices. Job 4 Report Directions: Please key and format the following report. The report is written by Julie Smith and is for Tom Carlson, Information Technology Department. Please use the Style and Reference Manual for this report for Professional Business Associates. Flextime Research indicates that certain career areas such as information technology adapt well to a flex work schedule. Flextime permits workers to select a work schedule more suited to their lifestyle. Therefore, flextime schedules are often used as a recruiting and retention tool by employers. A flextime schedule may allow employees to begin work early, such as 5:00 or 6:00 a.m. and leave in the afternoon or allow employees to start work later in the morning, such as 9:00 or 10:00 a.m. and leave later in the day. Flextime schedules are not limited to the beginning and ending of the work day. The flex work week is another option to providing flex time. For example, employees may opt to work for 10 hours, 4 days a week. Furthermore, this flex plan is not limited to a Monday through Thursday schedule the additional day off can be any day of the week. Employers need to be cautious when implementing a flextime policy. They need to ensure that there is adequate employee coverage during normal business hours. The benefits of providing a flextime work environment are several. Such as, information technology employees can perform maintenance duties or program updates and not disrupt the work flow of other departments. Also, employees are able to cut commute times due to avoiding rush hour traffic which results in decreased employee stress.

4 TIP SHEET for Fundamental Word, Intermediate Word, Advanced Word Your competition will consist of 4 jobs. It is important that you work quickly, but carefully on each of these jobs. Follow the steps outlined below when you are starting a new job for your competition: 1. Once you open Word, you need to get your font and spacing correct: Select No Spacing in the Styles section of the ribbon Change the font to Times New Roman and change the size to Now you need to make sure the margins match what your particular job requires. Each of the types of documents (letter, memo, speech, report, etc.) has different requirements for margins. Look at the guidelines from the Style & Reference Manual and adjust the margins in your document. Go to Page Layout and Margins then select Custom Margins (bottom of list) 3. OK, now you can start typing your document. FOLLOW THE STYLE GUIDELINES EXACTLY. AND BE CAREFUL ABOUT TYPOS. Also, in the Fundamental and Advanced Word events, they will try to trick you by misspelling words or using incorrect grammar. Be on the lookout for this! 4. ONE LAST NOTE: The instructions will tell you to put your contestant number in the bottom left corner of the footer of EVERY page you submit. THIS IS IMPORTANT!!! From the ribbon, select Insert and then Footer. Select the first choice Blank and then type your contestant number. Then select Close Header and Footer. YOU NEED TO BE PREPARED TO TYPE EACH OF THE FOLLOWING TYPES OF DOCUMENTS Letter Memo Table Speech Copies of the Style & Reference Manual pages for each of these documents are attached. CONTESTANT NUMBER

5 Professional Business Associates STYLE & REFERENCE MANUAL Edition Professional Business Associates has established a standard style for all documents that are produced for the Workplace Skills Assessment Program. These styles can be found on the following pages. Please review the styles carefully in preparing the Workplace Skills Assessment Program documents. Documents must be prepared using the formats specified in this manual. The Style & Reference Manual is the final authority for grading of Competitive Events. Formatting Notes Documents in the Style & Reference Manual may not show the correct top margins due to the instruction box at the top of the page. Use left justification of documents unless otherwise indicated. Use a 12-point Times New Roman font unless otherwise indicated including headers and footers. Default line spacing should be single spaced. Default paragraph spacing before and after should be 0 pt. Spacing Guidelines: One or two spaces may be used between the two-letter state abbreviation and the ZIP code. One or two spaces may be used following the end-of-sentence punctuation. One or two spaces may be used after a colon. For a dash, use either the dash key or two hyphens (no spaces before, between, or after). Spacing must be consistent throughout the document. When using the abbreviation for Post Office in an inside address, it should be as follows: P.O. In a series, the comma before the conjunction is optional. Main and subheadings should be keyed in boldface in all documents except in the report format. Header and footer margins are.5" unless otherwise indicated. All signature lines will be 2". Enumerations and bullets are formatted the same way in letters and memos. (See memo for example.) All long quotes are indented.5 from the right and left margins. For reports: MLA Style should be followed. Bullets should not be used. Enumeration may be used. Please note: the Style & Reference Manual is the final authority for grading Competitive Events. Revised 7/27/2015 Style & Reference Manual Page 1

6 Letter First Page Top Margin: 2" Second and Subsequent Page Top Margin: 1 Side Margins: 1" Use open punctuation November 16, 20 (use current date unless otherwise specified) (QS) Mr. Larry Brown, President Brown Office Supplies 1101 Hortez Road Chicago, IL Dear Mr. Brown ACCOUNT BALANCE (if no subject line, then only DS after salutation) Your current balance on the enclosed invoice is long overdue. We are planning to turn your records over to a collection agency soon. It is important that you contact our accounting department immediately to arrange an easy payment plan that will be satisfactory to both parties. Please contact Roger Owens, your account representative, at Sincerely (QS) Nancy Wells Chief Executive Officer xx Enclosure(s) c Roger Owens Harvey Rosen LETTER Second and Subsequent Page Header At left margin: Name of Addressee or Company (key the word Page followed by the page number) Page 2 Date Spacing of Header Information: SS Revised 7/27/2015 Style & Reference Manual Page 16

7 Memo headings are 12 pt. bold Memorandum Top Margin: 1" Side Margins: 1" MEMORANDUM (16 pt. bold font) TO: Tom Carlson, Julie Smith, Roger Meyer, Edna Renick FROM: Harvey Rosen, Financial Services CC: Nancy Wells, CEO DATE: September 9, 20 SUBJECT: Mandatory Payroll Deductions It has come to my attention that some employees believe that payroll deductions are optional. Please share the following information with the employees in your respective departments. It can be found on page 23 of our Personnel Manual. Professional Business Associates is required by law to make certain deductions from your paycheck each time one is prepared. Among these are your federal, state, and local income taxes and your contribution to Social Security as required by law. These deductions will be itemized on your check stub. I ve attached the Compensation section from our HR Manual for your reference. Highlights from this section are listed below. 1. Direct Deposit 2. Payroll Deadlines 3. Making Changes to Tax Withholdings (W-4) 4. W-2 Form by January 30 of each year, current and former employees are provided W-2 Form for income tax purposes If any of your employees have questions, please let me know; and I ll be more than happy to address them on an individual basis. Thank you for your time and attention to this matter. xx Enclosure(s) or Attachment(s) (use whichever is appropriate, if any) MEMORANDUM Second and Subsequent Page Header At left margin: Name of Recipient (at top left margin, key the word Page followed by the page number) Page 2 Date Spacing of Heading Information: SS Revised 7/27/2015 Style & Reference Manual Page 21

8 NEWS RELEASE (bold) From Nancy Wells 5454 Cleveland Avenue Columbus, OH Release June 1, 20 News Release Top Margin: 1" Side Margins: 1" Spacing of Body Text: DS (QS) PROFESSIONAL BUSINESS ASSOCIATES EXPANDS (bold) (QS) Professional Business Associates is expanding its facilities by adding another 65,000 square feet of office space. The renovations should be completed by June 15, 20. The expansion project, headed by Myrtle Warden, is anticipated to cost approximately $15.5 million. An additional 350 employees will be hired over the next two years. This expanded facility will allow Professional Business Associates to offer many more services, especially in the area of training on specially designed software packages. An open house is tentatively planned for July 5. More details will be forthcoming. (more...) Notes: Double space below the last line of the document, center, and insert the symbols # # # (include spaces between number symbol). For a one-page news release, omit (more ) and follow directions above. NEWS RELEASE Second Page Header (Page number align right) 2 Revised 7/27/2015 Style & Reference Manual Page 23

9 Julie Smith (Sender s Name) Roger Meyer (Recipient s Name) Marketing Department (Name of Recipient s Department or Job Title) 8 October 20 (use current date in military style (as shown) Report Format Whether written for personal or business use, a report should present a message that is well organized, stated simply, and clear in meaning. A report that does not meet these criteria reflects a lack of planning and preparation. Planning a Report Three steps should be taken in planning a report. Selecting the topic is not merely the first step, but also the most important one. It is vital that you choose a topic in which you have sufficient interest to do the necessary related reading and research (LePoole 197). Preparing the Report The following three steps should be utilized in preparing the report: 1. Look for data and authoritative statements. 2. Prepare a rough draft of the report, organizing the data into a series of related paragraphs. A sentence that follows enumerated items within the same paragraph should begin at the left margin. 3. Read the rough draft carefully. (Header: Contestant Number & Page #) Smith 1 Report (MLA Style) Top Margin: 1" Side Margins: 1" Spacing of Body: DS NOTE: The title is typed in Title Case (not all caps) and is not bold. Whether the report is typed or printed, it should be neat and arranged in proper format. A neat report presented in an orderly style makes an immediate positive impression on the reader. Report Second Page and Subsequent Pages (Right margin header Contestant Number and Page #) Smith 2 Revised 7/27/2015 Style & Reference Manual Page 25