Unit of competency details

Unit descriptor 

This unit describes the performance outcomes, skills and knowledge required to correctly operate word processing applications in the production of workplace documents.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Application of the unit 

This unit applies to individuals who perform a range of routine tasks in the workplace, using a limited range of practical skills and fundamental knowledge of word processing and software in a defined context, under direct supervision or with limited individual responsibility.

Prerequisite units 

Employability skills 

This unit contains employability skills.

Elements describe the essential outcomes of a unit of competency.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide.

ELEMENT 

PERFORMANCE CRITERIA 

1. Prepare to produce documents

1.1. Use safe work practices to ensure ergonomic , work organisation , energy and resource conservation requirements  are addressed

1.2. Identify document  purpose, audience and presentation requirements, and clarify with relevant personnel as required

1.3. Identify organisational  and task requirements  for document layout and design

2. Produce documents

2.1. Format  document using appropriate software functions  to adjust page layout to meet information requirements, in accordance with organisational style and presentation requirements

2.2. Use system features to identify and manipulate screen display options and controls 

2.3. Use manuals, user documentation and online help to overcome problems with document presentation and production

3. Finalise documents

3.1. Ensure final document is previewed, checked , adjusted and printed  in accordance with organisational and task requirements

3.2. Ensure document is prepared within designated time lines  and organisational requirements

3.3. Name and store document  in accordance with organisational requirements and exit application without information loss/damage

REQUIRED SKILLS AND KNOWLEDGE 

This section describes the skills and knowledge required for this unit.

Required skills 

• communication skills to clarify document requirements
• editing and proofreading skills to check own work for accuracy
• keyboarding skills to enter text and numerical data
• literacy skills to read and understand organisation's procedures, and to use basic models to produce a range of correspondence
• problem-solving skills to solve routine problems.

Required knowledge 

• formatting styles and their effect on formatting, readability and appearance of documents
• purpose, use and function of word processing software
• organisational requirements for ergonomics, work periods and breaks, and conservation techniques
• organisational style guide.

EVIDENCE GUIDE 

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment 

Critical aspects for assessment and evidence required to demonstrate competency in this unit 

Evidence of the following is essential:

• knowledge of simple word processing functions, standard document layout and design principles
• production of a minimum of three simple, word processed documents.

Context of and specific resources for assessment 

Assessment must ensure:

• access to an actual workplace or simulated environment
• access to office equipment and resources
• access to examples of word processed documents and style guides.

Method of assessment 

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

• direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
• review of formatted document
• review of final document
• demonstration of techniques
• oral or written questioning to assess knowledge of word processing software functions.

Guidance information for assessment 

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

• general administration units
• other IT use units.

RANGE STATEMENT 

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Ergonomic requirements  may include:

• avoiding radiation from computer screens
• chair height, seat and back adjustment
• document holder
• footrest
• keyboard and mouse position
• lighting
• noise minimisation
• posture
• screen position
• workstation height and layout

Work organisation requirements  may include:

• exercise breaks
• mix of repetitive and other activities
• rest periods

Conservation requirements  may include:

• disposing of non-confidential waste paper in recycling bins
• double-sided paper use
• re-using paper for rough drafts (observing confidentiality requirements)
• utilising power-save options for equipment

Documents  may include:

• agendas
• briefing papers
• envelopes
• faxes
• labels
• letters
• mail merges
• memos
• minutes
• short reports
• simple one-page flyers
• standard form letters

Organisational requirements  may include:

• company colour scheme
• company logo
• consistent corporate image
• content restrictions
• established guidelines and procedures for document production
• house styles
• observing copyright legislation
• organisation name, time, date, document title, filename etc. in header/footer
• templates

Formatting  may include:

• alignment on page
• columns
• company logo/letterhead
• enhancements to format - borders, patterns and colours
• enhancements to text - colour, size, orientation
• headers/footers
• margins
• page orientation

Software functions  may include:

• default settings
• document protection
• grammar check
• headers/footers
• indent
• line spacing
• page numbers
• page set up
• paragraph formatting
• spell check
• tabs
• text formatting

Screen display options and controls  may include:

• layout view
• maximise/minimise
• normal view
• page view
• print preview
• ruler
• toolbars
• zoom percentage

Checking  may include:

• accuracy of information
• consistency of layout
• ensuring instructions with regard to content and format have been followed
• grammar
• proofreading
• spelling, electronically and manually

Printing  may include:

• basic print settings
• multiple copies
• odd or even pages
• print preview
• printer setup
• specified pages
• whole document

Designated time lines  may include:

• organisational time line e.g. deadline requirements
• time line agreed with internal/external client
• time line agreed with supervisor/person requiring document/s

Naming and storing documents  may include:

• appropriate file type
• authorised access
• file names according to organisational procedure e.g. numbers rather than names
• file names which are easily identifiable in relation to the content
• file/directory names which identify the operator, author, section, date etc.
• filing locations
• organisational policy for backing up files
• organisational policy for filing hard copies of documents
• security
• storage in folders/sub-folders
• storage on hard/floppy disk drives, CD-ROM, tape back-up

Unit sector 

Competency field 

Information and Communications Technology - IT Use

Co-requisite units