Recent Question/Assignment
Student Assessment Guide
Write Complex Documents
Table of Contents
Assessment Event 2: Case Study 5
Simulation Brief 5
Assessment Conditions 5
Task 1: Plan Documents 6
1.1 Meet with the Client 6
1.2 Draft Client Requirements Document 7
1.3 Seek approval for the Client Requirements Document 8
Task 2: Draft Text 9
2.1 Review and organise available data, information and knowledge according to proposed structure and content 9
2.2 Create the chart 9
2.3 Create the diagram 10
2.4 Include tables as appropriate 10
Task 3: Prepare Final Text 11
3.1 Style the draft text 11
3.2 Proofread the draft text 12
3.3 Ensure draft text is approved by the Marketing Manager 12
Task 4: Finalise Document 13
4.1 Produce Document 13
4.2 Ensure document is approved by the Marketing Manager 14
Appendix 15
A & A Coffee Case Study Background 15
Your Role in the Simulations 15
Simulation 1: Determine Document Requirements in Consultation with The Manager 15
Simulation 2: Produce the Industry Report 16
Assessment Conditions 16
Simulation 1: Determine Document Requirements in Consultation with The Manager 16
Simulation 2: Designing and Developing the Sales Report Template 18
Observation Check Sheet for Task 1.1 19
Assessment Information
Welcome to your Student Assessment Guide for BSBWRT401 Write Complex Documents.
This Student Assessment Guide will give you the opportunity to show your skills in planning, designing and developing organisational documents that are more complex than basic correspondence. This will be achieved through producing an Industry Report based on a set of document requirements and a range of information sources.
This assessment has the following:
Assessment – Case Study: Produce Industry Report
You will complete a number of tasks in planning, drafting, reviewing and producing a word processing document. These tasks will be based on your role of Document Management Specialist in a simulation for A & A Coffee, an organisation that is a chain of retail cafes in Australia.
To do this case study, you will require to complete a number of tasks in which you will need to refer to the following resources:
Australia Health and Wellbeing (Word file) Information about Australia’s Health and Wellbeing. Mandatory section required to be included in the Industry Report. You will perform a number of operations on this content using appropriate software packages to produce the report.
Coffee Market Outlook in Australia
(Word file) Information about the coffee market. Mandatory section required to be included in the Industry Report. You will perform a number of operations on this content using appropriate software packages to produce the report.
Background
(Text file) Information about A & A Coffee, its financial performance and market research. Mandatory section required to be included in the Industry Report. You will perform a number of operations on this content using appropriate software packages to produce the report.
A & A Coffee
Style Guide
(PDF file) Organisational Style Guide that is designed to set standards and ensure consistency in document production. You must conform to the standards as outlined in this document when producing the Industry Report.
Meeting Code of Conduct (PDF file) Organisational set of rules to conduct effective meetings. You will conform to these rules during your meeting with the Marketing Manager.
Document Production Policy (PDF file) Organisational policy and procedures for the document production process. You will follow these procedures when planning and producing the Industry Report from the start of your Assessment Event 2 until you finish it.
Client Interview Form A template which you will use to take notes when gathering the requirements of the Industry Report during your verbal interaction with the Marketing Manager. You will use this document to finalise the Client Requirements Document (see below).
Client Requirements Document A template which you will document all the requirements of the Industry Report and then send to the Marketing Manager to gain their approval. You will then produce the report based on these requirements agreed on with the client in writing.
Organisational Logo
(PNG file) A & A Coffee company logo. You will use this media file when creating the Industry Report.
Remember, you do not type your answers in this Student Assessment Guide, but use the Student Assessment Workbook which is a separate document. This document is simply a guide to explain what you are required to do, and by doing so, this will assist you to perform at your best.
Please note that your responses for both assessments can (where appropriate) use dot point format. See below of an example of a dot point answers and a full sentence:
Dot point format Presentation Plan includes the following:
• outcomes
• needs of the audience
• Context.
Full sentence format When you are preparing for a presentation, there a number of tasks that must be carried out. These are listing the outcomes that you want to achieve, followed by the identification of the needs of your audience. When you have completed these two tasks you then check on the room that you will be conducting the presentation.
Note that to be deemed competent for this unit, you must achieve a satisfactory outcome for all of the assessment tasks. This includes meeting the following conditions:
• you must complete all of the tasks outlined in this Student Assessment Guide document to the standard indicated in the performance requirements; these are listed under each of the tasks
• you will then submit your completed workbook to your assessor electronically.
• you must perform the above two points within the given timeframes by your Assessor.
Please be aware that your Trainer/Assessor is here to provide you with the necessary support throughout the assessment process so that you can achieve the desired outcomes. If you have questions, then contact them for guidance.
Assessment Event 2: Case Study
In this assessment you will undertake a number of tasks associated with planning, drafting and producing a complex business document using a word processing software and other type of software where required. The focus is on gathering the requirements of the document to accurately produce it adhering to the organisational style guide provided. This involves undertaking a simulation to demonstrate your:
• interpersonal skills to effectively listen and question to clarity document requirements
• technical skills to design and develop the document based on specific design and task specifications
• task completion skills to draft and finalise content in accordance with document requirements and genre
• Ability to follow organisational style guide to maintain consistency of style, design and layout.
Simulation Brief
The simulations centre on your role as a Document Management Specialist. The focus is on assessing your current competence in planning and producing an organisational report (Industry Report) through preparing its content based on organisational data, information and knowledge. The two simulations are as follows:
Simulation 1: Determine Document Requirements in Consultation with The Marketing Manager
In Simulation 1, you interact with the Marketing Manager to determine document requirements for the Industry Report.
Simulation 2: Produce the Industry Report
In Simulation 2, you will produce the Industry Report based on the document requirements you will have confirmed with the Marketing Manager in Task 1.
Assessment Conditions
Each simulation in Assessment Event 2 has its own set of requirements related to the type of environment, facilities and equipment (where applicable). Please ensure that you familiarise yourself with this comprehensive set of requirements that underpin these simulations. This includes understanding the background of the simulation and the criteria you will be assessed on. These are located in the Appendix of this document.
Task 1: Plan Documents
In this task you will demonstrate your interpersonal skills in listening and questioning to determine the requirements for the Industry Report. To do this, you will meet with the Marketing Manager. During this meeting, you will be asking questions to the Marketing Manager to clarify the specifications and note your findings into the Client Interview Form (this is Task 1.1.). Your assessor will observe your actions in this meeting.
Note that in Task 1.2, you will use your notes in the Client Interview Form to draft the Client Requirements Document (CRD). In Task 1.3, you will send this draft CRD to your Marketing Manager to obtain approval before moving on to Task 2.
Please refer to the diagram below which illustrates how you are required to use these templates:
1.1 Meet with the Client
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
Before the meeting:
PR 1. read the Meeting Code of Conduct to familiarise yourself with A & A’s set of rules for conducting meeting
PR 2. read the Document Production Policy and Procedures and familiarise yourself with document production process
PR 3. read the following documents before the session and identify gaps in required data and information:
a. Australia Health and Wellbeing
b. Coffee Market Outlook in Australia
c. Background
PR 4. prepare a minimum of one question for each section in your Client Interview Form:
a. these questions must be planned
b. these questions must be logically structured
c. these questions must be specific to the document requirements, clear and to the point
PR 5. print the Client Interview Form before the session
During the meeting:
PR 6. hold a 30-minute session with the Marketing Manager to clarify document requirements
PR 7. ask the questions you prepared in PR 4 and engage in a verbal discussion with the Marketing Manager
PR 8. initiate a discussion on the gaps you identified in PR 3 and request access from the Marketing Manager
PR 9. take notes during this discussion using the Client Interview Form you printed in PR 5
PR 10. actions within this session must demonstrate all the criteria listed in the Observation Check Sheet.
1.2 Draft Client Requirements Document
In this task, you will use the information you collected and recorded in the Client Interview Form in Task 1.1. This task requires you to draft the Client Requirements Document including an overview of the structure and content of the Industry Report. You will then send this draft to the Marketing Manager (your Assessor) via email for their approval.
As this is your first draft, you may have errors in your CRD which you will be amending those in Task 1.3; however, you are required to address the majority of these accurately.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. draft the Client Requirements Document (CRD):
a. use the information you noted in the Client Interview Form during Task 1.1
b. choose the format of the Industry Report
c. identify the software package(s) required to produce the Industry Report
d. determine all the requirements essential to successfully produce the Industry Report (see PR 3)
e. develop an overview of structure and content for the Industry Report
PR 2. complete all the sections in the CRD
PR 3. meet the specific requirements (if any) including word count for each section as specified in the table below:
Sections of the CRD Specific Requirements
Purpose of the document • approximately 15 words
Description and format • approximately 50 words
Means of communication • list the two means of communication required to produce the report
• provide your reason for each means of communication
• approximately 15 words for each means of communication
Audience • approximately 50 words
Language • list seven characteristics of language to be used in the report
• each must align to the Style Guide and client requirements
• word count is not critical
Layout • describe the layout to be used in accordance to the report
• this description must align to the Style Guide and client requirements
• description is approximately 50 words in total
Referencing • describe the referencing to be used in accordance to the report
• each must align to the Style Guide
• description is approximately 25 words
Specific requirements • list all of the four specific areas
• provide accurate details of each (word count is not critical)
Gaps in data and information provided by the Client • list all of the three missing data/information
• include the section where each of these data/information to be placed
• word count is not critical
Categories and logical sequences of data, information and knowledge • provide your section structure
• explain why you selected this type of sectioning in approx. 15 words
Tables to be included • list all of the four tables
• include the section where each of these tables to be placed
• provide a description on what each represents in approx. 10 words
Chart to be included: • include the section where this chart to be placed
• provide a description on what it represents in approx. 10 words.
Other illustrations to be included • list the two types of illustrations to be used
• include the section where each of these illustrations to be placed
• provide a description on what each represents in approx. 10 words
Overview of the Structure and Content: • list all the sections in the report
• your listing must be logical
• your listing must align to the content
• for each section, summarise the content they will have
• word count is 25 words per summary of each section
Page length • specify the page length
Word length • specify the word length
Deadlines • specify the deadlines for the, finalisation of CRD, draft text, final text, draft Industry Report, and final Industry Report.
1.3 Seek approval for the Client Requirements Document
In this subtask, you will engage in an email exchange with the Marketing Manager (as the client, your Assessor) to seek approval on the Client Requirements Document (CRD) you drafted in Task 1.2.
As stated earlier, it was tolerable to have minor errors in Task 1.2 because it was your initial draft; however, you are required to correct those errors based on the feedback you will have received from the client.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to send an email to the client:
PR 1. name the draft CRD ensuring version control is applied (initial version is ‘V1.0’):
a. insert version number at the top of the document
b. insert date sent at the top of the document
PR 2. send the email including the following content:
a. attach your draft Client Requirements Document (CRD) to this email
b. request feedback from the client on the accuracy of your CRD
c. request the missing data and information you identified in Task 1.1
d. this email must be clear, relevant and concise
e. this email must have a professional outlook
f. word count of this email is approximately 50 words
(Your assessor will respond to your email providing their feedback and the requested data/information within 48 hours from the receipt of your email.)
PR 3. ensure the receipt of this feedback
PR 4. modify your draft CRD based on the feedback provided by the client:
a. modify your draft CRD in light of the client’s feedback
b. this modification must align accurately to the client’s feedback (if any changes were required)
c. word count is dependent on the client’s feedback.
Task 2: Draft Text
In this task, you will draft the text for the Industry Report using the data and information you have been provided by the client. In this task, your role as the Document Management Specialist is limited to drafting text only; therefore, you will not apply design elements. Note that this task involves you to include other content elements as specified in the tasks that follows.
2.1 Review and organise available data, information and knowledge according to proposed structure and content
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. create a new word processing document using an appropriate word processing software
PR 2. name and save this document using the following format:
‘Date, Industry Report, Version #’
e.g.; 30-05-2016 Industry Report v0.1
PR 3. create the structure of this document using the approved structure from Task 1.3:
a. insert cover page
b. insert all mandatory section heading titles
c. insert all mandatory subsection heading titles
PR 4. transfer the data and information into this new document in accordance to your structure in PR 3 from the following sources:
a. Australia Health and Wellbeing
b. Background
c. Coffee Market Outlook in Australia
PR 5. transfer the missing tables that you identified in Task 1.1 and were given by the client in Task 1.3
PR 6. you must accurately place all these content under their designated sections and subsections
PR 7. at the end of this transferal process, ensure the completeness of the data and information
PR 8. save your document.
2.2 Create the chart
In this subtask, you will create the chart that must be included in the Industry Report. However, you are not required to format this chart, rather, you will create it and then move into your draft Industry Report.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. create the chart based on the missing data provided to you by the client:
a. choose an appropriate software and create the chart
b. the type of this chart must be correctly selected according to the data visualised
c. do not format this chart at this stage
PR 2. transfer this chart into your draft Industry Report:
a. you must accurately place this chart under the designated section/subsection
b. do not format this chart at this stage
PR 3. above this chart, prepare text that interprets this chart:
a. this interpretation must be accurate
b. this interpretation must be relevant and specific to the chart
c. word count is approximately 75 words for this interpretation
PR 4. save your document.
2.3 Create the diagram
In this subtask, you will create the diagram that is a mandatory element to be included in the Industry Report. However, you are not required to format this diagram, rather, you will create it and place it under where it belongs to in your draft Industry Report.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. create the diagram based on the information provided to you by the client:
a. use appropriate software feature and create the diagram in your word processing software
b. this diagram must be correctly selected according to the purposes and objectives of this particular information
c. do not format this diagram at this stage
PR 2. place this diagram into your draft Industry Report:
a. you must accurately place this diagram under the designated section/subsection
b. do not format this diagram at this stage
PR 3. save your document.
2.4 Include tables as appropriate
In this subtask, you will draft content for the tables you transferred into the Industry Report in Task 2.1. However, you are not required to format these tables, rather, you will complete them and leave under where they are linked to in your draft Industry Report.
Note that there are two tables you will refer in this subtask:
1. one of them has missing information:
this table has empty cells
this table summarised the figures from another table
2. the other one has missing icons.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. identify the table with missing information
PR 2. for this table, draft an interpretation for each empty cell:
a. your interpretations must reflect to what the table aims to communicate
b. your interpretations must be relevant and specific to the message
c. your interpretations must be accurate
d. your interpretations must align to the genre of this Industry Report
e. your style of language must be appropriate to the audience profile you created in Task 1.2
f. word count is approximately 25 words for each interpretation
PR 3. identify the table with missing icons
PR 4. for this table, insert an icon in each cell that misses an icon:
a. these icons must be relevant to what the corresponding content aims to communicate
b. these icons must not be too large disrupting the content
c. these icons must be easily visible
d. these icons must easily fit in the cell
e. the size of these icons must be consistent
PR 5. save your document.
Task 3: Prepare Final Text
In this task, you will review the content you created in Task 2 and sought approval from the client. Note that by the end of this task, you will have finalised your content for the Industry Report. You will then use this content to produce the document in Task 4.
Note that you are still working on preparing your content, therefore, your use of design elements will be limited to applying font and heading styles. Once your content is approved by the client, you will then produce the Industry Report using design elements in Task 4.
3.1 Style the draft text
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to style the draft text:
PR 1. apply typography standards to fonts, lines and paragraphs:
a. fonts, lines and paragraphs must conform to the Style Guide ? 7.1 Font, Line and Paragraph Spacing
b. fonts must also conform to the Style Guide ? 7.2 Bold, Italics and Underline
c. this application must include the font in the cover page
d. this must be consistent across the document
PR 2. apply typography standards to headings and subheadings:
a. this must conform to the standards outlined in the Style Guide ? 7.3 Heading and Subheadings
b. this must be consistent across the document
PR 3. apply number format standards:
a. document text must abide by the standards that are specified in the Style Guide ? 6 Numbers, Currency and Dates
b. where a table summarises (or contains) numeric data, such data must be presented as the standards given in the Style Guide ? 6 Numbers, Currency and Dates
c. this must be consistent throughout the document
PR 4. check tables:
a. for each table, insert descriptive and relevant column heading titles
b. for each table, apply typography standards as required in the Style Guide ? 8.1 Tables
c. fonts must be consistent in tables
d. line spacing must be consistent in tables
e. text alignment must be appropriate and in accordance to the Style Guide ? 8.1 Tables
PR 5. insert captions:
a. insert captions to all tables (select caption label as table)
b. insert captions to chart (select caption label as Figure)
c. insert captions to other graphics and illustrations as required
d. these captions must conform to the standards in the Style Guide
PR 6. insert citation and bibliography:
a. remove source information that is redundant in the report
b. insert in-text citation in accordance to the Style Guide ? 10.1 In-text Citations
c. insert bibliography in accordance to the Style Guide ? 10.2 Reference List (Bibliography)
d. insert citation for illustrations where necessary conforming to the Style Guide ? 8.2 Illustrations and Charts.
PR 7. save your document.
3.2 Proofread the draft text
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. review the draft text:
a. your draft must achieve the document purpose as confirmed in the Client Requirements Document (CRD)
b. format must suit the audience profile
c. page length must meet the client requirements
d. word length must meet the client requirements
e. apply referencing in accordance to the Style Guide
f. check your interpretations for tables (see Task 2.4) and chart (see Task 2.2)
g. other illustrations and graphics must be readable and legible (see Tasks 2.3 and 2.4)
PR 2. proofread the draft content in accordance to the Style Guide:
a. grammar must conform to the standards in the Style Guide ? 2.1 Plan English
b. punctuation must conform to the standards in the Style Guide ? 2.2 Punctuation
c. spelling must conform to the standards in the Style Guide ? 2.3 Spelling
d. you must use inclusive language as stipulated in the Style Guide ? 2.4 Inclusive Language
e. capitalisation must conform to the standards in the Style Guide ? 3 Capitalisation
PR 3. save your document.
3.3 Ensure draft text is approved by the Marketing Manager
In this subtask, you will engage in an email exchange with the Marketing Manager (as the client, your Assessor) to seek approval on your draft text.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to send an email to the client:
PR 1. on your first draft, include version number on the cover page (initial version is ‘V1.0’)
PR 2. send the email including the following content:
a. attach your draft text to this email
b. request feedback from the client on the accuracy of your text
c. this email must be clear, relevant and concise
d. this email must have a professional outlook
e. word count of this email is approximately 50 words
(Your assessor will respond to your email providing their feedback within 48 hours from the receipt of your email.)
PR 3. ensure the receipt of this feedback
PR 4. modify your draft text based on the feedback provided by the client:
a. update the version number on the cover page
b. incorporate revisions in final copy in accordance to the Style Guide standards
c. modify your draft text in light of the client’s feedback
d. this modification must align accurately to the client’s feedback (if any changes were required)
e. word count is dependent on the client’s feedback
PR 5. send the email including the following content:
a. attach the amended version
b. request approval from the client
c. this final version must not include any errors
d. this final version must satisfy all client requirements except design elements
e. this final version must satisfy all the standards in the Style Guide.
Task 4: Finalise Document
In this task, you will produce the Industry Report using the text approved by the client and applying appropriate word processing software features.
4.1 Produce Document
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to use a word processing software and apply the following design elements to your approved text in accordance to the client and Style Guide requirements:
PR 1. set the document layout in accordance to the standards in the Style Guide ? 8.3 Page Layout:
a. ensure page margins are aligned accurately
b. ensure top and bottom spacing are aligned accurately
c. ensure orientation is set appropriately as agreed on the Client Requirements Document
PR 2. insert footer in accordance to the standards in the Style Guide ? 8.3 Page Layout:
a. ensure no page number on the Cover Page
b. ensure no page number on the Table of Contents page
c. insert first page number on the Background section starting from ‘1’
PR 3. design the Cover Page in accordance to the client requirements and Style Guide ? 9 Logo:
a. separate the Cover Page from the Table of Contents using appropriate page breaks
b. do not include a page number in the cover page
c. insert the organisational logo appropriately (see attached media separately)
PR 4. insert Table of Contents:
a. ensure this is automatic table
b. ensure it can show two level hierarchies
c. ensure style is ‘formal’
d. ensure no tab leader is used (select none)
e. this Table of Contents must accurately show the page numbers for all sections and subsections
PR 5. design tables, chart and other illustrations:
a. design all tables in accordance to the standards in the Style Guide ? 8.1 Tables
b. design the chart in accordance to the standards in the Style Guide ? 8.2 Illustrations and Charts
c. insert icons in tables in accordance to the standards in the Style Guide ? 8.1 Tables
d. insert other graphics in accordance to the standards in the Style Guide ? 8.2 Illustrations and Charts
PR 6. proofread your document in accordance to the Style Guide standards and client requirements before sending it to the client for approval:
a. check Page Layout standards
b. check header and footer
c. check how your Cover Page aligns with the needs of the client
d. check illustrations including:
• tables
• chart
• pictures
• other artwork
PR 7. save your document.
4.2 Ensure document is approved by the Marketing Manager
In this subtask, you will engage in an email exchange with the Marketing Manager (as the client, your Assessor) to seek approval on your draft document.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to send an email to the client:
PR 1. update the version number on the cover page
PR 2. send the email including the following content:
a. attach your draft document to this email
b. request feedback from the client on the accuracy of your draft document
c. this email must be clear, relevant and concise
d. this email must have a professional outlook
e. word count of this email is approximately 50 words
(Your assessor will respond to your email providing their feedback within 48 hours from the receipt of your email.)
PR 3. ensure the receipt of this feedback
PR 4. modify your draft document based on the feedback provided by the client:
a. update the version number on the cover page
b. incorporate revisions in final copy in accordance to the Style Guide standards
c. modify your draft document in light of the client’s feedback
d. this modification must align accurately to the client’s feedback (if any changes were required)
e. word count is not needed as you will be applying design elements
PR 5. reply back to the client’s email including the following content:
a. attach the amended version
b. request approval from the client
c. this final version must not include any errors
d. this final version must satisfy all client requirements including design elements
e. this final version must satisfy all the standards in the Style Guide.
Appendix
A & A Coffee Case Study Background
The main theme of this simulation is based on the activities of an organisation called A & A Coffee. The company is a chain of retail cafes with 22 stores along the five states of Australia.
The Marketing Team has conducted an industry research in collaboration with Statistica International Marketing Research Agency (SIMRA) to scan the market and gather opinions, beliefs and attitudes about the current market needs in the industry. There were a number of stakeholders involved when gathering these information, each focusing on a particular area of research. The end result was a collection of data set and information that provide significant insight towards competitors, the industry, consumer tastes and preferences.
However, the Marketing Team has been having the following issues when putting these information together:
• structuring these data set and information in a logical way
• ensuring 100% grammar, spelling, punctuation and style in accordance to the organisational Style Guide
• lack of skills in using a word processing software to produce a professional looking document
• lack of skills in visualising the data sets
• ensuring consistency when collating content in a word processing file as the information collected has different format
• aggregation and interpretation of data
• inserting graphics as appropriate.
To achieve these, the Marketing Manager needs a Document Management Specialist who has the essential skillset to produce the Industry Report to accommodate the needs of the Marketing Team.
Your Role in the Simulations
You will be the Document Management Specialist (DMS) in the two simulations. Your roles and responsibilities in the two simulations as the DMS are as follows:
Simulation 1: Determine Document Requirements in Consultation with The Manager
In Simulation 1, you will hold a 30-minutes meeting with a stakeholder (Marketing Manager) where you will be having a verbal interaction with them in order to gather document requirements. You will use the Client Interview Form during the meeting to obtain information and clarify requirements by asking questions to the client. This is Task 1.1.
Note that there are gaps in the source of information provided to you by the client (see documents attached: Australia Health and Wellbeing, Coffee Market Outlook in Australia and Background). Note that each of these information has gaps and you are required to make a list of these issues prior to the meeting. You will request the missing information from the Marketing Manager during this meeting.
This planning stage also involves creating a Client Requirements Document (see Task 1.2) which is to seek confirmation from the client on the:
• purpose of the document
• appropriate format for the document
• means of communication
• specifications of the document
• categories and logical sequences of data and information
• overview of structure and content of the document.
This confirmation will be written through email exchange with the client. This will happen in Task 1.3.
Simulation 2: Produce the Industry Report
In Simulation 2, you will produce the Industry Report that meets the client needs; this involves:
• prepares document content in consultation with the client Tasks 2 – 3
• using appropriate software, produce the Industry Report as per client requirements Task 4
• follow Document Production Policy and Procedures throughout the document production process Tasks 2 – 4
• amend organisational documents to ensure Style Guide standards are met Tasks 2 – 4
• maintain the integrity of organisational documents ensuring accurate version control Task 4
• maintains document compliance with the A & A Coffee Style Guide Tasks 2 – 4
Note that you will undertake this simulation from Task 2 through Task 4 including all the tasks.
Assessment Conditions
The information in this section outlines the type of environment, facilities and equipment for Simulation 1 and Simulation 2. Please ensure that you familiarise yourself with the comprehensive set of requirements that underpin the simulations. This includes understanding the background of the simulation and the criteria you will be assessed on.
Simulation 1: Determine Document Requirements in Consultation with The Manager
Remember that you will undertake Simulation 1 in Task 1. Note the following prior to undertaking Simulation 2:
Before the simulation (Task 1.1 – Task 1.3):
• you must ensure that you have read and understood the essential documents as outlined above, which include the following:
Australia Health and Wellbeing
Coffee Market Outlook in Australia
Background
Meeting Code of Conduct
Project Plan
A & A Coffee Style Guide
Client Interview Form
Client Requirements Document
Document Production Policy and Procedures
• you must ensure that you have read and understood all performance requirements listed under each task
• you must ensure that you have read the requirements listed in the Observation Check Sheet (for Task 1.1) as your performance will be judged based on these criteria (see the end of this document)
• your Assessor will inform you of the date of your observation prior undertaking Task 1.1
• your Assessor will inform you of the deadline of your submission prior undertaking Simulation 2.
During the simulation:
Task 1.1:
• this meeting with the Marketing Manager has a total duration of 30 minutes
• other students will not be observers during the session as this will give them an unfair advantage
• the Marketing Manager will be role played by staff from the RTO
• your assessor will brief them on your topic so that they can carry out their duties in an appropriate manner
• you cannot refer to the Observation Check Sheet while undertaking the demonstration
• your assessor will:
not participate in the simulation and their role as an assessor will be only observing the simulation
observe you individually based on the criteria written on the Observation Check Sheet
document their observations in detail on the Observation Check Sheet
provide extensive written feedback using the Observation Check Sheet in case a criterion is not met to a satisfactory level
ensure that the session will be free from distractions
• you must comply with WHS requirements, that is act in a safe way
• You must demonstrate all the actions in the Observation Check Sheet to achieve a satisfactory result for Task 1.
Tasks 1.2 – Task 1.3:
• type your responses for Task 1.2 in your ‘Student Assessment Workbook’ where the Project Plan is embedded
• your assessor will interact with you via email in the capacity of the Marketing Manager; this interaction will be limited to exchanging emails and confirming that you have successfully produced the Project Plan
• you will be undertaking this task individually, by yourself, without giving or receiving assistance from your peers
• You must satisfactorily demonstrate all the performance requirements (PR) under each task to achieve a satisfactory result for this assessment.
If you are not successful, after the session, the Assessor will:
Task 1.1:
• provide the written feedback on the Observation Check Sheet explaining their justification in detail
• communicate this feedback to you via verbally and/or email
• confirm that you have understood their feedback
• Negotiate another suitable time to observe your second attempt (which must be in full, not just on the specific NYS area(s)).
Tasks 1.2 – Task 1.3:
• provide written feedback on the ‘Task Outcome Sheets’ in your ‘Student Assessment Workbook’ explaining their justification in detail
• communicate this feedback to you via verbally and/or email
• confirm that you have understood their feedback
• Negotiate another suitable time to assess your second attempt (which will be on the specific NYS area(s)).
Simulation 2: Designing and Developing the Sales Report Template
Remember that you will undertake Simulation 2 in Tasks 2 to 4, including all the tasks in between. Note the following prior to undertaking Simulation 2:
Before the simulation:
• you must ensure that you have read and understood the policies and procedures for document production
• your assessor will provide you the resources required to undertake the simulation tasks
• you must ensure that you have read and understood all performance requirements listed under each task
• where you are unclear with the three points above, you must clarify these with your assessor
• Your Assessor will inform you of the deadline of your submission prior undertaking Simulation 2.
During the simulation:
• you will not type your responses to the simulation tasks in your ‘Student Assessment Workbook’, instead you will create and modify the word processing document as a separate document
• your assessor will interact with you via email in the capacity of the Marketing Manager; this interaction will be limited to exchanging emails and confirming that you have successfully produced the required output
• you will be undertaking each task individually, by yourself, without giving or receiving assistance from your peers
• You must satisfactorily demonstrate all the performance requirements (PR) under each task to achieve a satisfactory result for this assessment.
If you are not successful, after the simulation, the Assessor will:
• provide written feedback on the ‘Task Outcome Sheets’ in your ‘Student Assessment Workbook’ explaining their justification in detail
• communicate this feedback to you via verbally and/or email
• confirm that you have understood their feedback
• Negotiate another suitable time to assess your second attempt (which will be on the specific NYS area(s)).
Observation Check Sheet for Task 1.1
We have provided the observation check sheet for you to prepare for your assessment with the assessor. Remember, you will not be able to use this check sheet at the time you will be observed. However, we strongly urge you to use this as a planning tool so that you are fully prepared for the assessment task.
Note that you must demonstrate all the performance requirements listed in the following Observation Check Sheet to be deemed satisfactory.
Performance requirements:
1. Questioning skills:
• maintain appropriate eye contact, facial expressions, posture and gestures when directing questions
• maintain the control of the conversation
• use pauses correctly to allow time for thought (e.g.; a three second pause after a question)
• Seek collaboration using encouraging statements (e.g.; ‘May I have your opinion on this?’)
• confirm understanding through close-ended questions (e.g.; ‘did I understand you right’)
• Seek input if withdrawn through open-ended and probing questions (e.g.; ‘what do you mean by that?’)
• Seek detailed response using funnel questions (e.g.; ‘have you thought about this? Did it work? How was it?)
• be able to clarify if the Marketing Manager is not clear with the question
• be assertive (yet respectful); direct questions until you obtain the required response from the client
• Conclude a discussion or making a decision (e.g.; ‘do we agree on that now?’)
• vocal pitch must be appropriate
• tone must be pleasant
• pace must be at the right speed to achieve clarity
• volume must be appropriate for the Marketing Manager
• have a good pronunciation for clarity
• exhibit credibility (know what you are talking about)
2. Characteristics of questions:
• questions must be planned and purposeful
• questions must be logically structured
• questions must be clear
• questions must be concise
• questions must be specific to the document requirements
• questions must be relevant to the topic
• questions must be proactive and stimulate critical thinking
• questions must be adapted to the audience
• questions must be complete and avoid vague statements
• questions must not be repeated but designed to elicit document requirements
• language chosen must be easy to understand
• language avoid jargon
3. Content of questions must include:
• document purpose
• document type
• audience
• document layout
• language
• referencing
• specific document requirements
• content including text and visual elements
• page length
• word length
• deadlines
4. Listening skills:
• provide relevant and logical responses to the questions directed by the Marketing Manager
• continuously interact with the Marketing Manager and contribute to the discussion
• maintain appropriate eye contact, facial expressions, posture and gestures to align with message (e.g.; nodding the head to confirm understanding)
• monitor non-verbal and verbal cues and adjusted own self to the discussion accordingly
• encourage the Marketing Manager to continue with small verbal comments (e.g.; ‘Yes’, ‘uh huh’)
• give opportunity to the Marketing Manager to respond and interact with the communication to seek clarification
• Seek clarification asking related questions or paraphrasing (e.g.; ‘So, you are saying that..’)
• take notes using the Client Interview Form without losing focus
• validate input and encourage the Marketing Manager to raise their queries
• do not interrupt when the Marketing Manager is talking
5. Time Management
• break the session down into reasonable time blocks
• finish the session in 30 minutes
Write Complex Documents
Table of Contents
Assessment Event 2: Case Study 5
Simulation Brief 5
Assessment Conditions 5
Task 1: Plan Documents 6
1.1 Meet with the Client 6
1.2 Draft Client Requirements Document 7
1.3 Seek approval for the Client Requirements Document 8
Task 2: Draft Text 9
2.1 Review and organise available data, information and knowledge according to proposed structure and content 9
2.2 Create the chart 9
2.3 Create the diagram 10
2.4 Include tables as appropriate 10
Task 3: Prepare Final Text 11
3.1 Style the draft text 11
3.2 Proofread the draft text 12
3.3 Ensure draft text is approved by the Marketing Manager 12
Task 4: Finalise Document 13
4.1 Produce Document 13
4.2 Ensure document is approved by the Marketing Manager 14
Appendix 15
A & A Coffee Case Study Background 15
Your Role in the Simulations 15
Simulation 1: Determine Document Requirements in Consultation with The Manager 15
Simulation 2: Produce the Industry Report 16
Assessment Conditions 16
Simulation 1: Determine Document Requirements in Consultation with The Manager 16
Simulation 2: Designing and Developing the Sales Report Template 18
Observation Check Sheet for Task 1.1 19
Assessment Information
Welcome to your Student Assessment Guide for BSBWRT401 Write Complex Documents.
This Student Assessment Guide will give you the opportunity to show your skills in planning, designing and developing organisational documents that are more complex than basic correspondence. This will be achieved through producing an Industry Report based on a set of document requirements and a range of information sources.
This assessment has the following:
Assessment – Case Study: Produce Industry Report
You will complete a number of tasks in planning, drafting, reviewing and producing a word processing document. These tasks will be based on your role of Document Management Specialist in a simulation for A & A Coffee, an organisation that is a chain of retail cafes in Australia.
To do this case study, you will require to complete a number of tasks in which you will need to refer to the following resources:
Australia Health and Wellbeing (Word file) Information about Australia’s Health and Wellbeing. Mandatory section required to be included in the Industry Report. You will perform a number of operations on this content using appropriate software packages to produce the report.
Coffee Market Outlook in Australia
(Word file) Information about the coffee market. Mandatory section required to be included in the Industry Report. You will perform a number of operations on this content using appropriate software packages to produce the report.
Background
(Text file) Information about A & A Coffee, its financial performance and market research. Mandatory section required to be included in the Industry Report. You will perform a number of operations on this content using appropriate software packages to produce the report.
A & A Coffee
Style Guide
(PDF file) Organisational Style Guide that is designed to set standards and ensure consistency in document production. You must conform to the standards as outlined in this document when producing the Industry Report.
Meeting Code of Conduct (PDF file) Organisational set of rules to conduct effective meetings. You will conform to these rules during your meeting with the Marketing Manager.
Document Production Policy (PDF file) Organisational policy and procedures for the document production process. You will follow these procedures when planning and producing the Industry Report from the start of your Assessment Event 2 until you finish it.
Client Interview Form A template which you will use to take notes when gathering the requirements of the Industry Report during your verbal interaction with the Marketing Manager. You will use this document to finalise the Client Requirements Document (see below).
Client Requirements Document A template which you will document all the requirements of the Industry Report and then send to the Marketing Manager to gain their approval. You will then produce the report based on these requirements agreed on with the client in writing.
Organisational Logo
(PNG file) A & A Coffee company logo. You will use this media file when creating the Industry Report.
Remember, you do not type your answers in this Student Assessment Guide, but use the Student Assessment Workbook which is a separate document. This document is simply a guide to explain what you are required to do, and by doing so, this will assist you to perform at your best.
Please note that your responses for both assessments can (where appropriate) use dot point format. See below of an example of a dot point answers and a full sentence:
Dot point format Presentation Plan includes the following:
• outcomes
• needs of the audience
• Context.
Full sentence format When you are preparing for a presentation, there a number of tasks that must be carried out. These are listing the outcomes that you want to achieve, followed by the identification of the needs of your audience. When you have completed these two tasks you then check on the room that you will be conducting the presentation.
Note that to be deemed competent for this unit, you must achieve a satisfactory outcome for all of the assessment tasks. This includes meeting the following conditions:
• you must complete all of the tasks outlined in this Student Assessment Guide document to the standard indicated in the performance requirements; these are listed under each of the tasks
• you will then submit your completed workbook to your assessor electronically.
• you must perform the above two points within the given timeframes by your Assessor.
Please be aware that your Trainer/Assessor is here to provide you with the necessary support throughout the assessment process so that you can achieve the desired outcomes. If you have questions, then contact them for guidance.
Assessment Event 2: Case Study
In this assessment you will undertake a number of tasks associated with planning, drafting and producing a complex business document using a word processing software and other type of software where required. The focus is on gathering the requirements of the document to accurately produce it adhering to the organisational style guide provided. This involves undertaking a simulation to demonstrate your:
• interpersonal skills to effectively listen and question to clarity document requirements
• technical skills to design and develop the document based on specific design and task specifications
• task completion skills to draft and finalise content in accordance with document requirements and genre
• Ability to follow organisational style guide to maintain consistency of style, design and layout.
Simulation Brief
The simulations centre on your role as a Document Management Specialist. The focus is on assessing your current competence in planning and producing an organisational report (Industry Report) through preparing its content based on organisational data, information and knowledge. The two simulations are as follows:
Simulation 1: Determine Document Requirements in Consultation with The Marketing Manager
In Simulation 1, you interact with the Marketing Manager to determine document requirements for the Industry Report.
Simulation 2: Produce the Industry Report
In Simulation 2, you will produce the Industry Report based on the document requirements you will have confirmed with the Marketing Manager in Task 1.
Assessment Conditions
Each simulation in Assessment Event 2 has its own set of requirements related to the type of environment, facilities and equipment (where applicable). Please ensure that you familiarise yourself with this comprehensive set of requirements that underpin these simulations. This includes understanding the background of the simulation and the criteria you will be assessed on. These are located in the Appendix of this document.
Task 1: Plan Documents
In this task you will demonstrate your interpersonal skills in listening and questioning to determine the requirements for the Industry Report. To do this, you will meet with the Marketing Manager. During this meeting, you will be asking questions to the Marketing Manager to clarify the specifications and note your findings into the Client Interview Form (this is Task 1.1.). Your assessor will observe your actions in this meeting.
Note that in Task 1.2, you will use your notes in the Client Interview Form to draft the Client Requirements Document (CRD). In Task 1.3, you will send this draft CRD to your Marketing Manager to obtain approval before moving on to Task 2.
Please refer to the diagram below which illustrates how you are required to use these templates:
1.1 Meet with the Client
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
Before the meeting:
PR 1. read the Meeting Code of Conduct to familiarise yourself with A & A’s set of rules for conducting meeting
PR 2. read the Document Production Policy and Procedures and familiarise yourself with document production process
PR 3. read the following documents before the session and identify gaps in required data and information:
a. Australia Health and Wellbeing
b. Coffee Market Outlook in Australia
c. Background
PR 4. prepare a minimum of one question for each section in your Client Interview Form:
a. these questions must be planned
b. these questions must be logically structured
c. these questions must be specific to the document requirements, clear and to the point
PR 5. print the Client Interview Form before the session
During the meeting:
PR 6. hold a 30-minute session with the Marketing Manager to clarify document requirements
PR 7. ask the questions you prepared in PR 4 and engage in a verbal discussion with the Marketing Manager
PR 8. initiate a discussion on the gaps you identified in PR 3 and request access from the Marketing Manager
PR 9. take notes during this discussion using the Client Interview Form you printed in PR 5
PR 10. actions within this session must demonstrate all the criteria listed in the Observation Check Sheet.
1.2 Draft Client Requirements Document
In this task, you will use the information you collected and recorded in the Client Interview Form in Task 1.1. This task requires you to draft the Client Requirements Document including an overview of the structure and content of the Industry Report. You will then send this draft to the Marketing Manager (your Assessor) via email for their approval.
As this is your first draft, you may have errors in your CRD which you will be amending those in Task 1.3; however, you are required to address the majority of these accurately.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. draft the Client Requirements Document (CRD):
a. use the information you noted in the Client Interview Form during Task 1.1
b. choose the format of the Industry Report
c. identify the software package(s) required to produce the Industry Report
d. determine all the requirements essential to successfully produce the Industry Report (see PR 3)
e. develop an overview of structure and content for the Industry Report
PR 2. complete all the sections in the CRD
PR 3. meet the specific requirements (if any) including word count for each section as specified in the table below:
Sections of the CRD Specific Requirements
Purpose of the document • approximately 15 words
Description and format • approximately 50 words
Means of communication • list the two means of communication required to produce the report
• provide your reason for each means of communication
• approximately 15 words for each means of communication
Audience • approximately 50 words
Language • list seven characteristics of language to be used in the report
• each must align to the Style Guide and client requirements
• word count is not critical
Layout • describe the layout to be used in accordance to the report
• this description must align to the Style Guide and client requirements
• description is approximately 50 words in total
Referencing • describe the referencing to be used in accordance to the report
• each must align to the Style Guide
• description is approximately 25 words
Specific requirements • list all of the four specific areas
• provide accurate details of each (word count is not critical)
Gaps in data and information provided by the Client • list all of the three missing data/information
• include the section where each of these data/information to be placed
• word count is not critical
Categories and logical sequences of data, information and knowledge • provide your section structure
• explain why you selected this type of sectioning in approx. 15 words
Tables to be included • list all of the four tables
• include the section where each of these tables to be placed
• provide a description on what each represents in approx. 10 words
Chart to be included: • include the section where this chart to be placed
• provide a description on what it represents in approx. 10 words.
Other illustrations to be included • list the two types of illustrations to be used
• include the section where each of these illustrations to be placed
• provide a description on what each represents in approx. 10 words
Overview of the Structure and Content: • list all the sections in the report
• your listing must be logical
• your listing must align to the content
• for each section, summarise the content they will have
• word count is 25 words per summary of each section
Page length • specify the page length
Word length • specify the word length
Deadlines • specify the deadlines for the, finalisation of CRD, draft text, final text, draft Industry Report, and final Industry Report.
1.3 Seek approval for the Client Requirements Document
In this subtask, you will engage in an email exchange with the Marketing Manager (as the client, your Assessor) to seek approval on the Client Requirements Document (CRD) you drafted in Task 1.2.
As stated earlier, it was tolerable to have minor errors in Task 1.2 because it was your initial draft; however, you are required to correct those errors based on the feedback you will have received from the client.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to send an email to the client:
PR 1. name the draft CRD ensuring version control is applied (initial version is ‘V1.0’):
a. insert version number at the top of the document
b. insert date sent at the top of the document
PR 2. send the email including the following content:
a. attach your draft Client Requirements Document (CRD) to this email
b. request feedback from the client on the accuracy of your CRD
c. request the missing data and information you identified in Task 1.1
d. this email must be clear, relevant and concise
e. this email must have a professional outlook
f. word count of this email is approximately 50 words
(Your assessor will respond to your email providing their feedback and the requested data/information within 48 hours from the receipt of your email.)
PR 3. ensure the receipt of this feedback
PR 4. modify your draft CRD based on the feedback provided by the client:
a. modify your draft CRD in light of the client’s feedback
b. this modification must align accurately to the client’s feedback (if any changes were required)
c. word count is dependent on the client’s feedback.
Task 2: Draft Text
In this task, you will draft the text for the Industry Report using the data and information you have been provided by the client. In this task, your role as the Document Management Specialist is limited to drafting text only; therefore, you will not apply design elements. Note that this task involves you to include other content elements as specified in the tasks that follows.
2.1 Review and organise available data, information and knowledge according to proposed structure and content
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. create a new word processing document using an appropriate word processing software
PR 2. name and save this document using the following format:
‘Date, Industry Report, Version #’
e.g.; 30-05-2016 Industry Report v0.1
PR 3. create the structure of this document using the approved structure from Task 1.3:
a. insert cover page
b. insert all mandatory section heading titles
c. insert all mandatory subsection heading titles
PR 4. transfer the data and information into this new document in accordance to your structure in PR 3 from the following sources:
a. Australia Health and Wellbeing
b. Background
c. Coffee Market Outlook in Australia
PR 5. transfer the missing tables that you identified in Task 1.1 and were given by the client in Task 1.3
PR 6. you must accurately place all these content under their designated sections and subsections
PR 7. at the end of this transferal process, ensure the completeness of the data and information
PR 8. save your document.
2.2 Create the chart
In this subtask, you will create the chart that must be included in the Industry Report. However, you are not required to format this chart, rather, you will create it and then move into your draft Industry Report.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. create the chart based on the missing data provided to you by the client:
a. choose an appropriate software and create the chart
b. the type of this chart must be correctly selected according to the data visualised
c. do not format this chart at this stage
PR 2. transfer this chart into your draft Industry Report:
a. you must accurately place this chart under the designated section/subsection
b. do not format this chart at this stage
PR 3. above this chart, prepare text that interprets this chart:
a. this interpretation must be accurate
b. this interpretation must be relevant and specific to the chart
c. word count is approximately 75 words for this interpretation
PR 4. save your document.
2.3 Create the diagram
In this subtask, you will create the diagram that is a mandatory element to be included in the Industry Report. However, you are not required to format this diagram, rather, you will create it and place it under where it belongs to in your draft Industry Report.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. create the diagram based on the information provided to you by the client:
a. use appropriate software feature and create the diagram in your word processing software
b. this diagram must be correctly selected according to the purposes and objectives of this particular information
c. do not format this diagram at this stage
PR 2. place this diagram into your draft Industry Report:
a. you must accurately place this diagram under the designated section/subsection
b. do not format this diagram at this stage
PR 3. save your document.
2.4 Include tables as appropriate
In this subtask, you will draft content for the tables you transferred into the Industry Report in Task 2.1. However, you are not required to format these tables, rather, you will complete them and leave under where they are linked to in your draft Industry Report.
Note that there are two tables you will refer in this subtask:
1. one of them has missing information:
this table has empty cells
this table summarised the figures from another table
2. the other one has missing icons.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. identify the table with missing information
PR 2. for this table, draft an interpretation for each empty cell:
a. your interpretations must reflect to what the table aims to communicate
b. your interpretations must be relevant and specific to the message
c. your interpretations must be accurate
d. your interpretations must align to the genre of this Industry Report
e. your style of language must be appropriate to the audience profile you created in Task 1.2
f. word count is approximately 25 words for each interpretation
PR 3. identify the table with missing icons
PR 4. for this table, insert an icon in each cell that misses an icon:
a. these icons must be relevant to what the corresponding content aims to communicate
b. these icons must not be too large disrupting the content
c. these icons must be easily visible
d. these icons must easily fit in the cell
e. the size of these icons must be consistent
PR 5. save your document.
Task 3: Prepare Final Text
In this task, you will review the content you created in Task 2 and sought approval from the client. Note that by the end of this task, you will have finalised your content for the Industry Report. You will then use this content to produce the document in Task 4.
Note that you are still working on preparing your content, therefore, your use of design elements will be limited to applying font and heading styles. Once your content is approved by the client, you will then produce the Industry Report using design elements in Task 4.
3.1 Style the draft text
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to style the draft text:
PR 1. apply typography standards to fonts, lines and paragraphs:
a. fonts, lines and paragraphs must conform to the Style Guide ? 7.1 Font, Line and Paragraph Spacing
b. fonts must also conform to the Style Guide ? 7.2 Bold, Italics and Underline
c. this application must include the font in the cover page
d. this must be consistent across the document
PR 2. apply typography standards to headings and subheadings:
a. this must conform to the standards outlined in the Style Guide ? 7.3 Heading and Subheadings
b. this must be consistent across the document
PR 3. apply number format standards:
a. document text must abide by the standards that are specified in the Style Guide ? 6 Numbers, Currency and Dates
b. where a table summarises (or contains) numeric data, such data must be presented as the standards given in the Style Guide ? 6 Numbers, Currency and Dates
c. this must be consistent throughout the document
PR 4. check tables:
a. for each table, insert descriptive and relevant column heading titles
b. for each table, apply typography standards as required in the Style Guide ? 8.1 Tables
c. fonts must be consistent in tables
d. line spacing must be consistent in tables
e. text alignment must be appropriate and in accordance to the Style Guide ? 8.1 Tables
PR 5. insert captions:
a. insert captions to all tables (select caption label as table)
b. insert captions to chart (select caption label as Figure)
c. insert captions to other graphics and illustrations as required
d. these captions must conform to the standards in the Style Guide
PR 6. insert citation and bibliography:
a. remove source information that is redundant in the report
b. insert in-text citation in accordance to the Style Guide ? 10.1 In-text Citations
c. insert bibliography in accordance to the Style Guide ? 10.2 Reference List (Bibliography)
d. insert citation for illustrations where necessary conforming to the Style Guide ? 8.2 Illustrations and Charts.
PR 7. save your document.
3.2 Proofread the draft text
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to:
PR 1. review the draft text:
a. your draft must achieve the document purpose as confirmed in the Client Requirements Document (CRD)
b. format must suit the audience profile
c. page length must meet the client requirements
d. word length must meet the client requirements
e. apply referencing in accordance to the Style Guide
f. check your interpretations for tables (see Task 2.4) and chart (see Task 2.2)
g. other illustrations and graphics must be readable and legible (see Tasks 2.3 and 2.4)
PR 2. proofread the draft content in accordance to the Style Guide:
a. grammar must conform to the standards in the Style Guide ? 2.1 Plan English
b. punctuation must conform to the standards in the Style Guide ? 2.2 Punctuation
c. spelling must conform to the standards in the Style Guide ? 2.3 Spelling
d. you must use inclusive language as stipulated in the Style Guide ? 2.4 Inclusive Language
e. capitalisation must conform to the standards in the Style Guide ? 3 Capitalisation
PR 3. save your document.
3.3 Ensure draft text is approved by the Marketing Manager
In this subtask, you will engage in an email exchange with the Marketing Manager (as the client, your Assessor) to seek approval on your draft text.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to send an email to the client:
PR 1. on your first draft, include version number on the cover page (initial version is ‘V1.0’)
PR 2. send the email including the following content:
a. attach your draft text to this email
b. request feedback from the client on the accuracy of your text
c. this email must be clear, relevant and concise
d. this email must have a professional outlook
e. word count of this email is approximately 50 words
(Your assessor will respond to your email providing their feedback within 48 hours from the receipt of your email.)
PR 3. ensure the receipt of this feedback
PR 4. modify your draft text based on the feedback provided by the client:
a. update the version number on the cover page
b. incorporate revisions in final copy in accordance to the Style Guide standards
c. modify your draft text in light of the client’s feedback
d. this modification must align accurately to the client’s feedback (if any changes were required)
e. word count is dependent on the client’s feedback
PR 5. send the email including the following content:
a. attach the amended version
b. request approval from the client
c. this final version must not include any errors
d. this final version must satisfy all client requirements except design elements
e. this final version must satisfy all the standards in the Style Guide.
Task 4: Finalise Document
In this task, you will produce the Industry Report using the text approved by the client and applying appropriate word processing software features.
4.1 Produce Document
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to use a word processing software and apply the following design elements to your approved text in accordance to the client and Style Guide requirements:
PR 1. set the document layout in accordance to the standards in the Style Guide ? 8.3 Page Layout:
a. ensure page margins are aligned accurately
b. ensure top and bottom spacing are aligned accurately
c. ensure orientation is set appropriately as agreed on the Client Requirements Document
PR 2. insert footer in accordance to the standards in the Style Guide ? 8.3 Page Layout:
a. ensure no page number on the Cover Page
b. ensure no page number on the Table of Contents page
c. insert first page number on the Background section starting from ‘1’
PR 3. design the Cover Page in accordance to the client requirements and Style Guide ? 9 Logo:
a. separate the Cover Page from the Table of Contents using appropriate page breaks
b. do not include a page number in the cover page
c. insert the organisational logo appropriately (see attached media separately)
PR 4. insert Table of Contents:
a. ensure this is automatic table
b. ensure it can show two level hierarchies
c. ensure style is ‘formal’
d. ensure no tab leader is used (select none)
e. this Table of Contents must accurately show the page numbers for all sections and subsections
PR 5. design tables, chart and other illustrations:
a. design all tables in accordance to the standards in the Style Guide ? 8.1 Tables
b. design the chart in accordance to the standards in the Style Guide ? 8.2 Illustrations and Charts
c. insert icons in tables in accordance to the standards in the Style Guide ? 8.1 Tables
d. insert other graphics in accordance to the standards in the Style Guide ? 8.2 Illustrations and Charts
PR 6. proofread your document in accordance to the Style Guide standards and client requirements before sending it to the client for approval:
a. check Page Layout standards
b. check header and footer
c. check how your Cover Page aligns with the needs of the client
d. check illustrations including:
• tables
• chart
• pictures
• other artwork
PR 7. save your document.
4.2 Ensure document is approved by the Marketing Manager
In this subtask, you will engage in an email exchange with the Marketing Manager (as the client, your Assessor) to seek approval on your draft document.
Performance requirements (PR): to achieve a satisfactory response for this subtask you will need to send an email to the client:
PR 1. update the version number on the cover page
PR 2. send the email including the following content:
a. attach your draft document to this email
b. request feedback from the client on the accuracy of your draft document
c. this email must be clear, relevant and concise
d. this email must have a professional outlook
e. word count of this email is approximately 50 words
(Your assessor will respond to your email providing their feedback within 48 hours from the receipt of your email.)
PR 3. ensure the receipt of this feedback
PR 4. modify your draft document based on the feedback provided by the client:
a. update the version number on the cover page
b. incorporate revisions in final copy in accordance to the Style Guide standards
c. modify your draft document in light of the client’s feedback
d. this modification must align accurately to the client’s feedback (if any changes were required)
e. word count is not needed as you will be applying design elements
PR 5. reply back to the client’s email including the following content:
a. attach the amended version
b. request approval from the client
c. this final version must not include any errors
d. this final version must satisfy all client requirements including design elements
e. this final version must satisfy all the standards in the Style Guide.
Appendix
A & A Coffee Case Study Background
The main theme of this simulation is based on the activities of an organisation called A & A Coffee. The company is a chain of retail cafes with 22 stores along the five states of Australia.
The Marketing Team has conducted an industry research in collaboration with Statistica International Marketing Research Agency (SIMRA) to scan the market and gather opinions, beliefs and attitudes about the current market needs in the industry. There were a number of stakeholders involved when gathering these information, each focusing on a particular area of research. The end result was a collection of data set and information that provide significant insight towards competitors, the industry, consumer tastes and preferences.
However, the Marketing Team has been having the following issues when putting these information together:
• structuring these data set and information in a logical way
• ensuring 100% grammar, spelling, punctuation and style in accordance to the organisational Style Guide
• lack of skills in using a word processing software to produce a professional looking document
• lack of skills in visualising the data sets
• ensuring consistency when collating content in a word processing file as the information collected has different format
• aggregation and interpretation of data
• inserting graphics as appropriate.
To achieve these, the Marketing Manager needs a Document Management Specialist who has the essential skillset to produce the Industry Report to accommodate the needs of the Marketing Team.
Your Role in the Simulations
You will be the Document Management Specialist (DMS) in the two simulations. Your roles and responsibilities in the two simulations as the DMS are as follows:
Simulation 1: Determine Document Requirements in Consultation with The Manager
In Simulation 1, you will hold a 30-minutes meeting with a stakeholder (Marketing Manager) where you will be having a verbal interaction with them in order to gather document requirements. You will use the Client Interview Form during the meeting to obtain information and clarify requirements by asking questions to the client. This is Task 1.1.
Note that there are gaps in the source of information provided to you by the client (see documents attached: Australia Health and Wellbeing, Coffee Market Outlook in Australia and Background). Note that each of these information has gaps and you are required to make a list of these issues prior to the meeting. You will request the missing information from the Marketing Manager during this meeting.
This planning stage also involves creating a Client Requirements Document (see Task 1.2) which is to seek confirmation from the client on the:
• purpose of the document
• appropriate format for the document
• means of communication
• specifications of the document
• categories and logical sequences of data and information
• overview of structure and content of the document.
This confirmation will be written through email exchange with the client. This will happen in Task 1.3.
Simulation 2: Produce the Industry Report
In Simulation 2, you will produce the Industry Report that meets the client needs; this involves:
• prepares document content in consultation with the client Tasks 2 – 3
• using appropriate software, produce the Industry Report as per client requirements Task 4
• follow Document Production Policy and Procedures throughout the document production process Tasks 2 – 4
• amend organisational documents to ensure Style Guide standards are met Tasks 2 – 4
• maintain the integrity of organisational documents ensuring accurate version control Task 4
• maintains document compliance with the A & A Coffee Style Guide Tasks 2 – 4
Note that you will undertake this simulation from Task 2 through Task 4 including all the tasks.
Assessment Conditions
The information in this section outlines the type of environment, facilities and equipment for Simulation 1 and Simulation 2. Please ensure that you familiarise yourself with the comprehensive set of requirements that underpin the simulations. This includes understanding the background of the simulation and the criteria you will be assessed on.
Simulation 1: Determine Document Requirements in Consultation with The Manager
Remember that you will undertake Simulation 1 in Task 1. Note the following prior to undertaking Simulation 2:
Before the simulation (Task 1.1 – Task 1.3):
• you must ensure that you have read and understood the essential documents as outlined above, which include the following:
Australia Health and Wellbeing
Coffee Market Outlook in Australia
Background
Meeting Code of Conduct
Project Plan
A & A Coffee Style Guide
Client Interview Form
Client Requirements Document
Document Production Policy and Procedures
• you must ensure that you have read and understood all performance requirements listed under each task
• you must ensure that you have read the requirements listed in the Observation Check Sheet (for Task 1.1) as your performance will be judged based on these criteria (see the end of this document)
• your Assessor will inform you of the date of your observation prior undertaking Task 1.1
• your Assessor will inform you of the deadline of your submission prior undertaking Simulation 2.
During the simulation:
Task 1.1:
• this meeting with the Marketing Manager has a total duration of 30 minutes
• other students will not be observers during the session as this will give them an unfair advantage
• the Marketing Manager will be role played by staff from the RTO
• your assessor will brief them on your topic so that they can carry out their duties in an appropriate manner
• you cannot refer to the Observation Check Sheet while undertaking the demonstration
• your assessor will:
not participate in the simulation and their role as an assessor will be only observing the simulation
observe you individually based on the criteria written on the Observation Check Sheet
document their observations in detail on the Observation Check Sheet
provide extensive written feedback using the Observation Check Sheet in case a criterion is not met to a satisfactory level
ensure that the session will be free from distractions
• you must comply with WHS requirements, that is act in a safe way
• You must demonstrate all the actions in the Observation Check Sheet to achieve a satisfactory result for Task 1.
Tasks 1.2 – Task 1.3:
• type your responses for Task 1.2 in your ‘Student Assessment Workbook’ where the Project Plan is embedded
• your assessor will interact with you via email in the capacity of the Marketing Manager; this interaction will be limited to exchanging emails and confirming that you have successfully produced the Project Plan
• you will be undertaking this task individually, by yourself, without giving or receiving assistance from your peers
• You must satisfactorily demonstrate all the performance requirements (PR) under each task to achieve a satisfactory result for this assessment.
If you are not successful, after the session, the Assessor will:
Task 1.1:
• provide the written feedback on the Observation Check Sheet explaining their justification in detail
• communicate this feedback to you via verbally and/or email
• confirm that you have understood their feedback
• Negotiate another suitable time to observe your second attempt (which must be in full, not just on the specific NYS area(s)).
Tasks 1.2 – Task 1.3:
• provide written feedback on the ‘Task Outcome Sheets’ in your ‘Student Assessment Workbook’ explaining their justification in detail
• communicate this feedback to you via verbally and/or email
• confirm that you have understood their feedback
• Negotiate another suitable time to assess your second attempt (which will be on the specific NYS area(s)).
Simulation 2: Designing and Developing the Sales Report Template
Remember that you will undertake Simulation 2 in Tasks 2 to 4, including all the tasks in between. Note the following prior to undertaking Simulation 2:
Before the simulation:
• you must ensure that you have read and understood the policies and procedures for document production
• your assessor will provide you the resources required to undertake the simulation tasks
• you must ensure that you have read and understood all performance requirements listed under each task
• where you are unclear with the three points above, you must clarify these with your assessor
• Your Assessor will inform you of the deadline of your submission prior undertaking Simulation 2.
During the simulation:
• you will not type your responses to the simulation tasks in your ‘Student Assessment Workbook’, instead you will create and modify the word processing document as a separate document
• your assessor will interact with you via email in the capacity of the Marketing Manager; this interaction will be limited to exchanging emails and confirming that you have successfully produced the required output
• you will be undertaking each task individually, by yourself, without giving or receiving assistance from your peers
• You must satisfactorily demonstrate all the performance requirements (PR) under each task to achieve a satisfactory result for this assessment.
If you are not successful, after the simulation, the Assessor will:
• provide written feedback on the ‘Task Outcome Sheets’ in your ‘Student Assessment Workbook’ explaining their justification in detail
• communicate this feedback to you via verbally and/or email
• confirm that you have understood their feedback
• Negotiate another suitable time to assess your second attempt (which will be on the specific NYS area(s)).
Observation Check Sheet for Task 1.1
We have provided the observation check sheet for you to prepare for your assessment with the assessor. Remember, you will not be able to use this check sheet at the time you will be observed. However, we strongly urge you to use this as a planning tool so that you are fully prepared for the assessment task.
Note that you must demonstrate all the performance requirements listed in the following Observation Check Sheet to be deemed satisfactory.
Performance requirements:
1. Questioning skills:
• maintain appropriate eye contact, facial expressions, posture and gestures when directing questions
• maintain the control of the conversation
• use pauses correctly to allow time for thought (e.g.; a three second pause after a question)
• Seek collaboration using encouraging statements (e.g.; ‘May I have your opinion on this?’)
• confirm understanding through close-ended questions (e.g.; ‘did I understand you right’)
• Seek input if withdrawn through open-ended and probing questions (e.g.; ‘what do you mean by that?’)
• Seek detailed response using funnel questions (e.g.; ‘have you thought about this? Did it work? How was it?)
• be able to clarify if the Marketing Manager is not clear with the question
• be assertive (yet respectful); direct questions until you obtain the required response from the client
• Conclude a discussion or making a decision (e.g.; ‘do we agree on that now?’)
• vocal pitch must be appropriate
• tone must be pleasant
• pace must be at the right speed to achieve clarity
• volume must be appropriate for the Marketing Manager
• have a good pronunciation for clarity
• exhibit credibility (know what you are talking about)
2. Characteristics of questions:
• questions must be planned and purposeful
• questions must be logically structured
• questions must be clear
• questions must be concise
• questions must be specific to the document requirements
• questions must be relevant to the topic
• questions must be proactive and stimulate critical thinking
• questions must be adapted to the audience
• questions must be complete and avoid vague statements
• questions must not be repeated but designed to elicit document requirements
• language chosen must be easy to understand
• language avoid jargon
3. Content of questions must include:
• document purpose
• document type
• audience
• document layout
• language
• referencing
• specific document requirements
• content including text and visual elements
• page length
• word length
• deadlines
4. Listening skills:
• provide relevant and logical responses to the questions directed by the Marketing Manager
• continuously interact with the Marketing Manager and contribute to the discussion
• maintain appropriate eye contact, facial expressions, posture and gestures to align with message (e.g.; nodding the head to confirm understanding)
• monitor non-verbal and verbal cues and adjusted own self to the discussion accordingly
• encourage the Marketing Manager to continue with small verbal comments (e.g.; ‘Yes’, ‘uh huh’)
• give opportunity to the Marketing Manager to respond and interact with the communication to seek clarification
• Seek clarification asking related questions or paraphrasing (e.g.; ‘So, you are saying that..’)
• take notes using the Client Interview Form without losing focus
• validate input and encourage the Marketing Manager to raise their queries
• do not interrupt when the Marketing Manager is talking
5. Time Management
• break the session down into reasonable time blocks
• finish the session in 30 minutes
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