Unit of competency details

Unit descriptor 

This unit describes the performance outcomes, skills and knowledge required to correctly create and use spreadsheets and charts through the use of spreadsheet software.

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 creating spreadsheets 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. Select and prepare resources

1.1. Adjust workspace, furniture and equipment to suit user ergonomic , work organisation  and occupational health and safety (OHS) requirements 

1.2. Use energy and resource conservation techniques  to minimise wastage in accordance with organisational and statutory requirements

1.3. Identify spreadsheet task requirements  and clarify with relevant personnel as required

2. Create simple spreadsheets

2.1. Ensure data  is entered, checked  and amended in accordance with organisational and task requirements, to maintain consistency of design and layout

2.2. Format  spreadsheet using software functions , to adjust page and cell layout to meet information requirements, in accordance with organisational style and presentation requirements

2.3. Ensure formulae  are used and tested to confirm output meets task requirements, in consultation with appropriate personnel as required

2.4. Use manuals, user documentation and online help to overcome problems with spreadsheet design and production

3. Produce simple charts

3.1. Select chart type  and design that enables valid representation of numerical data and meets organisational and task requirements

3.2. Create chart using appropriate data range in the spreadsheet

3.3. Modify chart type and layout using formatting features 

4. Finalise spreadsheets

4.1. Ensure spreadsheet and any accompanying charts are previewed, adjusted and printed  in accordance with organisational and task requirements

4.2. Ensure data input meets designated time lines  and organisational requirements for speed and accuracy

4.3. Name and store  spreadsheet in accordance with organisational requirements and exit the application without data loss/damage

REQUIRED SKILLS AND KNOWLEDGE 

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

Required skills 

• communication skills to clarify requirements of spreadsheet
• 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 spreadsheets
• numeracy skills to create and use spreadsheet formulae.

Required knowledge 

• formatting of workplace documents
• organisational requirements for ergonomic standards, work periods and breaks, and conservation techniques
• organisational guidelines on spreadsheet manipulation and processing
• purpose and range of use of spreadsheet functions.

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:

• designing a minimum of two spreadsheets
• using cell-based formulae
• creating charts using relevant data
• knowledge of purpose and range of use of spreadsheet functions.

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 spreadsheets and simple formulae.

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 final spreadsheets
• analysis of responses to case studies and scenarios
• demonstration of techniques
• oral or written questioning to assess knowledge of spreadsheet 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 techniques  may include:

• double-sided paper use
• recycling used and shredded paper
• re-using paper for rough drafts (observing confidentiality requirements)
• utilising power-save options for equipment

Spreadsheet task requirements  may include:

• data entry
• output
• presentation
• storage

Data  may include:

• numbers
• text

Checking  may include:

• accuracy of data
• accuracy of formulae with calculator
• ensuring instructions with regard to content and format have been followed
• proofreading
• spelling, electronically and manually

Formatting  may include:

• alignment on page
• efficiency of formulae
• enhancements to format - borders, patterns and colours
• enhancements to text
• headers/footers
• use of absolute and relative cell addresses
• use of cell addresses in formulae

Software functions  may include:

• adding/deleting columns/rows
• formatting cells
• formatting text
• headers/footers
• sizing columns/rows

Formulae  may include:

• absolute cell referencing and/or mixed references
• average
• division
• maximum
• minimum
• multiplication
• subtraction
• sum
• combinations of above

Chart types  may include:

• area
• bar
• column
• exploded pie
• line
• pie and 3-D pie
• scatter/bubble
• stacked/multiple bar
• stacked, 3-D column

Features  may include:

• axes
• axis title
• borders
• chart title
• colours
• data labels
• data tables
• fills
• gridlines
• legend
• lines
• patterns

Printing  may include:

• fit on one page
• fit specific number of pages
• with formulae
• with values

Designated time lines  may include:

• organisational time line e.g. financial requirements
• time line agreed with internal/external client
• time line agreed with supervisor/person requiring spreadsheet

Storing  data may include:

• authorised access
• filing locations
• organisational policy for backing up files
• organisational policy for filing hard copies of spreadsheets
• security
• storage in electronic folders/sub-folders
• storage on CD-ROM, zip drives, USB memory

Unit sector 

Competency field 

Information and Communications Technology - IT Use

Co-requisite units