Unit of competency details

Unit descriptor 

This unit describes the performance outcomes, skills and knowledge required to design and produce various business documents and publications. It includes selecting and using a range of functions on a variety of computer applications.

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 possess fundamental skills in computer operations and keyboarding. They may exercise discretion and judgement using appropriate theoretical knowledge of document design and production to provide technical advice and support to a team.

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. Select and use appropriate technology  and software  applications to produce required business documents 

1.2. Select layout and style of publication according to information and organisational requirements 

1.3. Ensure document design is consistent with company and/or client requirements, using basic design principles

1.4. Discuss and clarify format and style with person requesting document/publication

2. Design document

2.1. Identify, open and generate files and records according to task and organisational requirements

2.2. Design document to ensure efficient entry of information and to maximise the presentation and appearance of information

2.3. Use a range of functions  to ensure consistency of design and layout

2.4. Operate input devices  within designated requirements

3. Produce document

3.1. Complete document production within designated time lines according to organisational requirements

3.2. Check document produced to ensure it meets task requirements for style and layout

3.3. Store document appropriately and save document to avoid loss of data

3.4. Use manuals, training booklets and/or help-desks to overcome basic difficulties with document design and production

4. Finalise document

4.1. Proofread document for readability, accuracy and consistency in language, style and layout prior to final output

4.2. Make any modifications to document to meet requirements

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

4.4. Print and present document according to requirements

REQUIRED SKILLS AND KNOWLEDGE 

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

Required skills 

• keyboarding and computer skills to complete a range of formatting and layout tasks
• literacy skills to read and understand a variety of texts; to prepare general information and papers according to target audience; and to edit and proofread documents to ensure clarity of meaning and conformity to organisational requirements
• numeracy skills to access and retrieve data
• problem-solving skills to determine document design and production processes.

Required knowledge 

• appropriate technology for production requirements
• functions and features of contemporary computer applications
• organisational policies, plans and procedures
• organisational requirements for document design e.g. 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:

• designing and producing a minimum of 3 completed business documents, using at least 2 software applications in the production of each document
• using appropriate data storage options
• knowledge of the functions and features of contemporary computer applications.

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 style guides and organisational procedures.

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 printed documents
• demonstration of techniques
• observation of presentations
• oral or written questioning to assess knowledge of software applications.

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.

Technology  may include:

• computers
• photocopiers
• printers
• scanners

Software  may include:

• accounting packages
• database packages
• presentation packages
• spreadsheet packages
• word processing packages

Business documents  may include:

• accounts statements
• client databases
• newsletters
• project reviews
• proposals
• reports
• web pages

Organisational requirements  may include:

• budgets
• correctly identifying and opening files
• legal and organisational policies, guidelines and requirements
• locating data
• log-on procedures
• manufacturers' guidelines
• occupational health and safety policies, procedures and programs
• quality assurance and/or procedures manuals
• saving and closing files
• security
• storing data

Functions  may include:

• alternating headers and footers
• editing
• merging documents
• spell checking
• table formatting
• using columns
• using styles

Input devices  may include:

• keyboard
• mouse
• numerical key pad
• scanner

Naming  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

Storing  documents may include:

• storage in directories and sub-directories
• storage on CD-ROMs, disk drives or back-up systems
• storing/filing hard copies of computer generated documents
• storing/filing hard copies of incoming and outgoing facsimiles
• storing/filing incoming and outgoing correspondence

Unit sector 

Competency field 

Information and Communications Technology - IT Use

Co-requisite units