.ASSESSMENT 2 COVER SHEET Details of Assessment Term and Year Term 4 2016 Assessment Type Document Templates (Project + Demonstration) Due Date Class Room Lecture Hall 6 Student Name: Student ID No: Date: Qualification : BSB50215 Diploma of Business Unit Code: BSBADM506 Unit Title: Manage business document design and development Assessor’s Name Assessment Outcome Satisfactory Not Satisfactory Student Feedback Student Declaration: I declare that this work has been completed by me honestly and with integrity. I understand that the Sydney Metro College’s Student Assessment, Reassessment and Repeating Units of Competency Guidelines apply to these assessment tasks. Assessor Declaration: I declare that I have conducted a fair, valid, reliable and flexible assessment with this student, and I have provided appropriate feedback. Name: Name: Signature: Signature: Date: Date: Student was absent from the feedback session. Assessment/evidence gathering conditions Each assessment component is recorded as either Satisfactory (S) or Not Yet Satisfactory (NYS). A student can only achieve competence when all assessment components listed under procedures and specifications of the assessment section are Satisfactory. Your trainer will give you feedback after the completion of each assessment. A student who is assessed as NYS is eligible for re-assessment. Should the student fail to submit the assessment, a result outcome of Did Not Submit (DNS) will be recorded. Resources required for this Assessment • All documents must be created using Microsoft Office suites i.e., MS Word, Excel, PowerPoint • Upon completion, submit the assessment printed copy to your trainer along with assessment coversheet. • Refer the notes on SMC eLearning (Moodle) to answer the tasks • Any additional material will be provided by Trainer Instructions for Students Please read the following instructions carefully • This assessment is to be completed according to the instructions given by your assessor. • Students are allowed to take this assessment home. • Feedback on each task will be provided to enable you to determine how your work could be improved. You will be provided with feedback on your work within 2 weeks of the assessment due date. • Should you not answer the questions correctly, you will be given feedback on the results and your gaps in knowledge. You will be given another opportunity to demonstrate your knowledge and skills to be deemed competent for this unit of competency. • If you are not sure about any aspect of this assessment, please ask for clarification from your assessor. • Please refer to the College re-assessment and re-enrolment policy for more information. Procedures and Specifications of the Assessment You are required to review the scenario and sample policy and procedure documents provided, identify the forms required by MacVille, and produce template documents for the forms identified. You must provide: A printed blank copy of the three forms developed. A printed completed copy of the three forms developed. Statement of feedback for each form. A written reflection on monitoring, evaluation and continuous improvement The forms as electronic documents, saved in template format. Explanatory notes for each of the 3 templates clear presentation and demonstration of instructions to use and complete your template observe the participant who is using and completing your template time for the participant to provide verbal feedback to you on the effectiveness of using the template. Your assessor will be looking for: A sample (blank) form submitted, with a completed copy, feedback statement and amendments statement, submitted in paper copy for each of the three forms developed. An accompanying electronic form saved and submitted in a standard template format, for each of the three forms developed. A secondary worksheet in the template for each form, including clear instruction for: • how to provide information for the document • how and where to save the completed e-form • how and where to submit the completed printed form • particular sections of the form that should be checked prior to use. Assessment 2 • Review the scenario provided in Assessment 1 of this Assessment Task. • Review the policy and procedure documents provided in Appendix 2 of this assessment task. • Identify three forms required by the organisation. • Create templates for each of the forms. You must: • Use appropriate software to create the template. • Incorporate a range of formulas, functions and macros where appropriate. • Provide explanatory notes for each of the templates, detailing how information is to be managed or input and how the form is to be stored or submitted when completed. Explanatory notes should also indicate any sections of the form that should be checked prior to use (e.g. check that department list reflects current organisational structure). Include reference to the use of at least one macro. • Adhere to the MacVille guidelines for electronic documents and data entry in Appendix 3 • Ensure the templates are appropriately named and stored. • Submit the templates electronically (in a template format and printed out). • Have someone complete the forms (following your explanatory notes), and provide written feedback on the usability of each form. Provide users with enough information such as incident details, etc to be able to complete forms. To allow you to monitor the effectiveness of the templates you have designed, leave users free to make errors in using the template, especially if the templates or explanatory notes are unclear or deficient. • Provide a written reflection on monitoring the use of templates, evaluation of effectiveness of templates and continuous improvement that: • Evaluates the quality of documents produced by users against MacVille guidelines. • Describes the use (or misuse) of standard templates and macros by users. • Describes possible amendments you could make to each form, in response to feedback provided and to ensure better quality outcomes for MacVille documentation. Review scenario and justify your possible amendments by referring to organisational plans and future requirements for the HR department with respect to output, document quality, budgetary constraints, etc. • Conduct training session in class, demonstrating how to use and complete your template. The training should not take more than 10 minutes. • A participant should be selected to complete the template as per the demonstrated instructions. • Selected participant to provide verbal feedback on use of template. Professional Development Application form Applicant Name: Application date: 4/14/17 Department (please tick the relevant): 0 Sales & Marketing 0 Executive 0 Dispatch 0 Administration 0 Operations 0 Logistics Professional development type (please tick the relevant): 0 Job specific 0 Up-skilling 0 New systems 0 Personal 0 Updating skills 0 New equipment 0 Information Technology DESCRIPTION OF PROFESSIONAL DEVELOPMENT ACTIVITY BENEFIT FOR APPLICANT OF ACTIVITY • • • BENEFIT FOR ORGANISATION OF ACTIVITY • • • EXPECTED OUTCOMES FROM ACTIVITY • • • POST-ACTIVITY REPORT FROM APPLICANT (PLEASE TICK THE RELEVANT): 0 Verbal report 0 Journal 0 Staff information article 0 Written report 0 Staff profile update 0 Group de-briefing Manager Approval 0 Approved 0 Rejected Comments: Manager Signature Date  Once approval is granted the individual engages in program  Once the program is completed a report is drafted and submitted to the Director. Explanatory notes This form is used to facilitate professional development opportunities for staff consistent with the individual’s workplace function. How to submit a Professional Development Application: 1. Open the file located in the following directory path: L://Human Resources/Forms/Professional Development Application.xltm 2. Enter your name and the date of application 3. Department – select the relevant one by double clicking on the box next to the department name then select “checked” 4. Professional Development Type– select the relevant one by double clicking on the box next to each item then select “checked” 5. Professional development activities will generally be accepted if you determine that they contribute to your professional development and will lead to acquiring and enhancing skills and knowledge required for independent practice. 6. Benefit for applicant of activity – list at least 3 7. Benefit for organisation of activity – list at least 3 8. Expected outcomes from activity – list at least 3 9. Post-activity report from applicant - select the relevant one by double clicking on the box next to each item then select “checked” 10. Obtain manager’s approval 11. When all the information has been entered, save the file in a known location on your computer with the file format .doc 12. Scan the completed form with manager’s signature, and send pdf file to Human Resources office emai. Evaluation and Recommendation The Professional Development Application form was created with MS Word. The form is relatively brief and it is not practical for usage as official application. Therefore, it is recommended that larger space for each section is provided so that applicant can input the description for each in detailed. For the section “Benefits of activity”, further questions should be asked such as expected skills, knowledge and/or experience to develop. Under each questions, there should be small notes with examples so that applicant have a clear idea what is required on their behalf. Furthermore, budget section is missing, if applicant is attending seminars or conference, there should be a separate section for staff to provide further details such as conference name, location, dates and facilitators, There should also sections for estimated expenses as well as amount requesting from the company. There should also be a space for the applicant’s declaration and signature. Expense Reimbursement Report EMPLOYEE DETAILS Name: Positin: Department: Client: Date of purchase Expense Type Description Amount Food and Drink Taxi Printing Cleaning Accommodation Fuel Books Phone Subtotal $ - NOTES: Cash Advances Total Receipt Attached? $ - APPROVED: (Name/Title/Signature) Explanatory Notes     Use this form to claim reimbursement where you have incurred expenditure required to perform/undertake an approved activity in the course of MacVille business. If a request relates to employee travel (airfare, car, boat or train expenses), the completed approval to travel form, boarding passes and receipts needs to accompany this request. How to submit an expense report: 1. Open the file located in the following directory path: L://Finance/Forms/Expense Reimbursement Form.xltm 2. Fill out all the compulsory red cells - if any section is left blank, the cell will stay red 3. For Department - select from drop-down menu 4. For Client ID - select from drop-down menu 5. Choose Yes or No from drop-down menu for receipt attachment query 6. Obtain approval signature from the respective department head 7. Scan claim printout, with any receipts, and save in the following folder: L://Finance/Expense Reports/(choose the month)/your name_dateofexpense.pdf In order to ensure the form is completed correctly for the payment to be processed in timely manner, the following should be adhered to: - Meals and entertainment: should not be lavish, extravagant or unreasonably costly. A meal is classed as a business meal and is reimbursable when the purpose of the meal is a business discussion in line with business goals. - One employee may not entertain another except when a client is present or: • when one employee is away from home • when the discussion cannot, for reasons of privacy or other pertinent business purposes, be conducted on business premises. - Entertainment must: • be fully documented and explained in the expense report • be for a business purpose and not just general goodwill. - Reimbursement of small expenses / temporary cash advance • always obtain a tax invoice or we may not be able to reimburse you • parking expenses incurred while working will be reimbursed against receipts • until previous cash advances have been accounted for, further cash advances are not allowed. You must reconcile all cash advances and attach appropriate receipts with an expense statement • you will be required to sign for the advance before it is issued Evaluation and Recommendation The form was created in accordance with MacVille Style Guide. It is relatively simple to complete by users however might not provide sufficient information for the Finance Department. This is due to the fact that in order to reimbursement the expenses to be processed precisely and in timely manner, it is vital that all detailed information were inputted. The following should be taken in consideration and to be implemented respective amendments to ensure better quality outcomes for organisational documentation: Amount can be entered in different exchange currency Business justification should be required for each purchase Expense types are limited - need to include option for Miscelanious expenses For meals/ food & drinks - need to indicate participants and attendees (list their names) Employee payment details - in order to process reimbursement to Employes signature required - make compulsory Incident/Hazard Report Form Date of incident: 12/2/2016 Submitted by: James Devine Time of incident/hazard: 9:30 AM Incident/hazard type: Accident Injury type: Minor Location (Please be specific): Staff entrance, just before the back of house door Description: Staff slipped and fell off on wet concrete floor, did not notice the wet floor sign Persons involved: Oliver Guy - Finance officer Witnesses: James Devine - Security officer Injuries sustained: Soft tissue injury Descriptions of injuries: Minor ankle and wrists sprains Action taken: Took staff to first aid room for resting, advise to elevate their ankles and gave the ice packs to apply on the sprained areas Advise their manager that staff can take the rest of the day off Received by: Name/Title: Michael Dalton/ Security Manager Explanatory Notes This form is to be used in the event of a workplace hazard or injury, and must be submitted to the Workplace Health and Safety Office. How to submit an Incident Report: 1. Open the file located in the following directory path: L://WHS/Forms/Incidents & Hazards Report form.xltm 2. Fill out all the compulsory red cells - if any section is left blank, the cell will stay red. Note that to enter the time, use colon to separate hour and minute, for example if incident happened at 7am in the morning - enter "7:00", 5pm in the evening is entered as "17:00" 3. Incident/ Hazard type section of the form enables the user to select the most appropriate occurrence type, choose from drop-down list. 4. Injury type section of the form - choose from the drop-down lists what information best describes the nature, mechanism and agency of the injury. 5. Description - Enter a factual description of the incident/hazard in this section. 6. Persons involved / witnesses - enter full names of all participants 7. Injury sustained - a description of the injury(s) sustained in the incident. Keep it brief. 8. Descriptions of injuries - enter the details of injuries 9. Actions taken - in this section provide information on what treatment, if any, was provided. 7. Email the completed form to [email protected] and save another copy in the following folder: L://WHS/Incidents Records/(choose month)/your name_date.pdf The Hazard and Incident report form is required to be signed by the Supervisor who has responsibility for the area or process. Evaluation and Implementation The Hazards/Incidents form covers all necessary fields for reporting an incident at workplace. It was developed in accordance with the style guide. In order to encourage employees to report all the incidents occur, it it important to make the form as practical as possible. This means the fewer fields in the reporting form, the more likely that staff will submit a form. In contrast, the more fields in the reporting forms, the more friction and consequently affecting the number of submission. From the explanatory notes, it can been that there are not sufficient explanations on the incident hazard types as well as there are limited option to select in the form. A separate table with definition and explaning each categories will be useful for staff to select the correct option. It is also more efficient to provide multiple options and allow staff to choose or check the boxes with the relevant item rather than them entering the details. It is so that the final report with all incidents can easily classify and tract the incidents by categories and occurnence. Below is the sample of explanation for serious injury: Serious Injury is defined as an injury of a critical nature that: Ÿ places life in jeopardy; Ÿ produces unconsciousness; Ÿ results in substantial loss of blood; Ÿ involves the fracture of a leg or arm, but not a finger or toe; Ÿ involves the amputation of a leg, arm, hand or foot, but not finger or toe; Ÿ consists of burns to a major portion of the body; or Ÿ causes the loss of sight in an eye. Demonstration on How to use and Complete The Templates: All the forms Professional Development Application Form, Expense Reimbursement Report and Incident/Hazard Report Form are made very easily and can be used or filled up without any difficulties. The user should be able to use it without any hesitation because most of the options are given there in the forms itself. First and most important this the name and all the information of the user should me written clearly then all the question should be answered. The boxes should be marked and if there is some mistake then the user is advised to use marker instead of crossing the boxes.