Activity 1For this Assessment Activity, you will be required to develop a report outlining a company’s: Needs, requirements and information technology capabilities relevant to the design and production of documents andThe documentation standards they will require to meet their organisational requirements Activity 2Following on from Assessment Activity 1, as a Case Study, for Adept Owl Games Company, you now will be required to: Design their letterhead template and expenses spreadsheet,Test these documents, andAmend document templates where required Attachment 1Adept Owl Games CompanyBSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 14 of 44 Version 2.1 Adept Owl Business Plan (excerpt)From Adept Owl Business Plan FY 2018–2019Mission Adept Owl aims to produce high quality, entertaining board, card and puzzle games for the enjoyment of all ages. Vision To establish, within five years, the reputation of Adept Owl as one of the finest, most innovative and entertaining board game developers in Australia. Values customer focusactively encourage excellence, innovation and continuous improvementwork collaboratively and consultatively with integrity, professionalism and teamworkrecognise the diversity and expertise of Adept Owl employeessustainable manufacturing practices. Strategic directionsThe strategic context in which Adept Owl will achieve its mission and vision is through: engaging with customersdeveloping and improving products and productionsupporting innovative thinking, management and leadership skillscreating a high-performing organisationensuring sustainable materials and processes are used in manufacture and distribution. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 15 of 44 Version 2.1Adept Owl Organisational ChartBSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 16 of 44 Version 2.1 Adept Owl Office Equipment Use Policy and ProceduresPolicyAdept Owl provides staff with access to high quality office equipment in order to complete work tasks to a professional standard.Adept Owl is committed to maintaining the confidentiality of its customers and employees. All documents relating to staff, suppliers and retailers will be shredded before removing to secure bins.ProceduresAll staff will to use the following procedures in the use of office equipment.Photocopier and printersAll staff must: attend a training session in the correct use and basic maintenance of the photocopieroperate the photocopier in accordance with the manufacturer’s guidelinescomply with copyright legislationcheck that the machine is working properly and clear any paper jamscheck that there is adequate toner and paper available and inform the Office Administrator if stocks are lowreport any faults to your manager or the Office Administrator if you cannot easily resolve them yourselfnote that high-volume printing (500+ copies) should not be printed on Adept Owl printers but should be completed using Adept Owl’s preferred printing supplier, Pixel Precision implement the company’s policy on consumables conservation wherever possible. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 17 of 44 Version 2.1Binder and laminatorAll staff must: attend a training session in the correct use of the binding and laminating machineuse the binding and laminating machines only for the formal presentation of Adept Owl documents or as directed by your managercheck that the contents of documents are in the correct order and meet professional standards before bindingoperate the binder and laminator in accordance with the manufacturer’s guidelinesensure binding and laminating machines are turned off after usereport any faults to your manager or the Office Administrator if you cannot easily resolve them yourself. ShredderAll staff must: attend a training session in the correct use of the shredder machineuse the shredder for the destruction of confidential documents or parts of documents which contain sensitive personal or confidential information relating to Adept Owl’s customers, employees, suppliers and franchiseesoperate the shredder in accordance with the manufacturer’s guidelinesremove all paper clips and staples before shredding documentsempty shredded material into recycling bins as necessaryensure that confidential documents approved for shredding are shredded before placing them in recycling binsensure shredder machine is turned off after usereport any faults to your manager or the Office Administrator if you cannot easily resolve them yourself. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 18 of 44 Version 2.1TelephonesAll staff must: attend a training session in the correct use and functions of the telephone systemwhen making and receiving calls, remember as a representative of Adept Owl to ensure professional conduct at all times; be polite, courteous and clearuse the options provided by the system efficiently (e.g. call forwarding, voicemail, hold)refer to the user manual supplied by the service provideravoid use for personal callsconsider the need for long distance calls – use other modes of communication instead (email, etc.), if appropriateseek approval from your manager prior to making any international callsreport any faults to your manager or the Office Administrator if you cannot easily resolve them yourself. Fax machineAll staff must: attend a training session in the correct use and functions of the fax machineoperate the fax machine in accordance with the manufacturer’s guidelinescomplete a fax transmittal sheet and attach to all sent documentscheck supply of fax transmittal sheets for all outgoing faxes and plain paper for all incoming faxes and inform the Office Administrator if stocks are lowcheck the fax machine for incoming faxes and distribute these immediatelyload the fax machine with paper and leave on at night to receive any incoming out of hours transmissionskeep the area around the fax machine unclutteredreport any faults to your manager or the Office Administrator if you cannot easily resolve them yourself. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 19 of 44 Version 2.1 Adept Owl Stationery and Consumables Policy and ProceduresPolicyThis policy relates to the purchase and replacement of consumables and general stationery.Note that some pieces of equipment require special training or an external technician for the installation of replacement consumables.ProceduresPurchase As a general rule, all purchases must be approved by the department manager and processed by the Office Administrator.A nominated person in each department will check paper supplies and other general stationery weekly, to ensure stock levels are adequateAll staff members are to implement Adept Owl’s policy on conservation and use paper and other consumables efficiently. Replacement of consumables All staff members are responsible for the replacement of paper in photocopier, fax machine, etc. for their own use.All staff members are to ensure that they remove special paper (coloured paper, letterhead, etc.) from the photocopier once they are done and return to supply cupboard.Photocopier and printer toner is to be replaced by trained personnel only. Staff members that have not been trained by the Office Administrator to replace toner cartridge are not to attempt it.Photocopier drum cartridges are only to be replaced by the Xerox technician. Replacement by someone not authorised by Xerox will void our warranty.Notify the Office Administrator as soon as the ‘Drum cartridge is running low’ message appears and they will arrange for a technician to attend as soon as practicable. Maintenance/servicing Regular servicing of equipment is to be booked and recorded in the equipment service log by the Office Administrator.All equipment is to be serviced according to the manufacturers’ warranty and, at a minimum, once per year. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 20 of 44 Version 2.1 Adept Owl Computer Use Policy and ProceduresPolicyAdept Owl is committed to ensuring that staff use computer technology in a manner that promotes a safe work environment. Individual workspaces, furniture and equipment must be adjusted to suit the ergonomic requirements of the user.All staff members are expected to be able to use a variety of software programs in the course of their daily duties; manage computer data proficiently; and maintain computer equipment in good order and condition.ProceduresHardware Do not eat or drink near your computer or laptop. Spills can permanently damage the equipment.Develop a routine to maintain your computer equipment. The keyboard, monitor and mouse should be cleaned regularly. Before cleaning, make sure the computer is turned off.Store any user manuals for your computer in a place where they can easily be accessed for reference.Report any suspected hardware problems to the IT Manager.Portable devices, such as laptops, smartphones (e.g. iPhones) and tablets (e.g. iPads) are especially vulnerable to physical damage, loss or theft.Avoid dropping or knocking about mobile devices, ensuring they are kept secure in protective casing where required.Carry and store your laptop in a padded laptop computer bag or strong briefcase to reduce the chance of accidental damage. An ordinary-looking briefcase is less likely to attract thieves than an obvious laptop bag.Keep your laptop, tablet or smartphone in your possession and within sight whenever possible, just as if it were your wallet or handbag. Lock them away out of sight when not in use, preferably in a strong cupboard, filing cabinet or safe. This applies at home, in the office and in a hotel.Never leave a mobile device visibly unattended in a vehicle. If absolutely necessary, lock it out of sight in the boot or glovebox. The physical security of any company-owned mobile IT devices in your possession is your personal responsibility. Please take all reasonable precautions to keep these devices safe and secure. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 21 of 44 Version 2.1 Software programs Only registered software programs may be used. Do not download, install or use unauthorised software programs. Unauthorised software could introduce serious security vulnerabilities into the network as well as affecting the working of your computer. Software packages that permit the computer to be ‘remote controlled’ and ‘hacking tools’ are explicitly forbidden on Adept Owl equipment unless they have been explicitly pre-authorised by management for legitimate work purposes.Be careful about software licences. Most software, unless it is specifically identified as ‘freeware’ or ‘public domain software’, may only be installed and/or used if the appropriate licence fee has been paid. Shareware or trial packages must be deleted or licensed by the end of the permitted free trial period. Some software is limited to free use by private individuals whereas commercial use requires a license payment. Individuals and companies are being prosecuted for infringing software copyright: do not risk bringing yourself and the company into disrepute by breaking the law.Authorised programs installed on each workstation are as follows:operating system – Microsoft Windowsantivirus software – Symantec Antivirusoffice software suite – Microsoft Office Professionalinternet browser – Mozilla Firefoxemail software – Microsoft Outlook Expressfile compression/decompression software – WinZipPDF reader – Adobe Acrobat Reader.Selected workstations also have specialised software relevant to job requirements. These include:accounting software – MYOBdesign and publishing software – Adobe Creative Suitecustomer relationship management (CRM) software – Act!If your computer notifies you that an update is required, follow the instructions. and update the system or software.These updates could relate to security flaws and it is imperative all software is secure.Some software updates will try to get the user to install additional tools or add-ons for sister companies. Ensure to deselect all added options and only install the required update.Use the software’s online Help files if you require assistance with the program.Report any software problems immediately to the IT Manager. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 22 of 44 Version 2.1 Virus protection The server and all computers have antivirus software installed and they are automatically updated at least twice per week. Staff members are not to tamper with the antivirus or update settings on their computer.Viruses are a major threat to your organisation and laptops are particularly vulnerable if their antivirus software is not kept up-to-date. Ensure your laptop virus software has been set to automatically update.Staff are requested to exercise caution at all times:Email attachments are now the number one source of computer viruses. Do not open email attachments that are from an unknown source.Do not copy/open files from an external source (USB flash drive, external hard drive, CD/DVD-ROMs, etc.) until they have been scanned by the antivirus software. This should be automated by your computer; if not, notify the IT Manager.Read carefully any emails or memos from the IT Manager regarding virus risks.Report any suspected virus immediately to the IT Manager.Do not forward any files or upload data onto the network if you suspect your computer might be infected. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 23 of 44 Version 2.1File management Create a personal subfolder within the server (using your name as the subfolder name) to hold your day-to-day working files.Do not store company data on your computer unless absolutely necessary. Company data should be stored in the appropriate server drive. Unlike the servers which are backed up automatically, data on your own computer is not backed up and your work may be lost if you experience a system crash.If you use a laptop and require access to files offsite, you will be set up with offline files allowing remote access to server files away from the office.‘Move’ completed files to the appropriate folder in your department.Filenames:Speak to your Manager regarding the file naming conventions used in your DepartmentFor ease of operator identification, add your initials to the end of each filename. For example, JulyConf-mq.doc (document about July Conference-keyed in by Mary Quinlan)Back-ups:Back-up copies of all electronic files on the server are made twice weekly.If you spend an extended time away from the office network using a laptop, it is your responsibility to ensure local copies of company files are backed up. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 24 of 44 Version 2.1 Adept Owl Electronic Communication Policy and ProceduresPolicyThis electronic communication policy and procedures establish guidelines for the proper and improper use of Adept Owl’s email and internet resources.All staff members have the responsibility to use Adept Owl’s internet and email resources in a professional, ethical and lawful manner.Adept Owl will not tolerate inappropriate materials such as pornographic, racist, defamatory or harassing files, pictures, videos or email messages that might cause offence or embarrassment.ProceduresAllocation and access Due to its global nature, users of the internet may encounter material that is inappropriate, offensive and, in many instances, illegal. Adept Owl cannot control the availability of this information and has made the decision not to restrict access to it. However, staff members are notified that they are responsible for any material that they:view on the internetdownload from the internetupload to the internet. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 25 of 44 Version 2.1Authorised use Internet and email services can only be used for:Adept Owl business uselimited personal use.Adept Owl business use includes any activity that is conducted for purposes of accomplishing official business, professional duties including research and, where appropriate, professional development.Official business includes: – using devices and software for work-related use– using the internet to access work-related information– sending emails to colleagues on work-related matters– sending emails outside of the work environment on work-related matters. Professional duties include: – using the internet for professional development or other approved study, research or professional forums– limited use of computer, email and other facilities to support study (during personal time)– limited support for employees to engage with professional associations. Limited personal use means use that is infrequent and brief. This use should generally occur during personal time and should not include use:that requires substantial expenditure of timefor private business, personal gain or profitthat impedes the efficiency of internet or email servicesthat clogs mailboxes with large numbers of messagesthat would violate or breach any state or federal legislationthat would violate or breach Adept Owl organisational policies and procedures.As a guide, use that occurs more than a few times per day and/or for periods longer than a few minutes would not be considered limited personal use. BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 26 of 44 Version 2.1 Staff members may be held personally responsible for any use of internet and email services that do not comply with these principles.Limited personal use includes: – limited personal emails and internet searches that are not unauthorised, unlawful or criminal– using a printer or photocopier to print out a few pages of personal information– making occasional brief local telephone calls– making financial transactions, including bill paying or home banking– using web-based email.Note: It is expected that personal use of internet and email services is undertakenduring a staff member’s personal time (Personal time: Staff members’ own time that is not during business hours, e.g. before 9.00 am, after 5.00 pm and during lunch breaks).Inappropriate use Adept Owl will not tolerate inappropriate materials such as pornographic, racist, defamatory or harassing files, pictures, videos or email messages that might cause offence or embarrassment. Never store, use, copy or circulate such material, and steer clear of dubious websites.If you receive inappropriate material by email or other means, delete it immediately. If you accidentally browse to an offensive website, click ‘back’ or close the window straight away. If you routinely receive a lot of spam, talk to your IT Manager who can get your spam settings checked.Staff members should not use internet and/or email services to:infringe the copyright or other intellectual property right of Adept Owl or third partiesdownload software (without authorisation by management for legitimate work purposes)scan and email print resources protected by copyrightdisrupt communication and information devices through such means as mass emailing or transmitting files that place an unnecessary burden on departmental resources (without authorisation by management for legitimate work purposes)access inappropriate internet sitesdownload, distribute, store or display offensive or pornographic graphics, images or statements or other material obtained from inappropriate websitesdownload, distribute, store or display material that could cause offence to others, e.g. offensive material based on gender, ethnicity or religious and political beliefs BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 27 of 44 Version 2.1 download unreasonable amounts of material for non-business usedownload information for the purpose of providing it to external organisations or the general public (without authorisation by management for legitimate work purposes)distribute defamatory, obscene, offensive, or harassing messagesdistribute confidential information (without authorisation by management for legitimate work purposes)distribute messages that disclose personal information (without authorisation by management for legitimate work purposes)distribute private information about other peopledistribute messages anonymously, using a false identity or using another person’s email accountengage in any illegal or wrongful activityengage in private business or personal profit venturesengage in online chat forums, if not for legitimate work purposesstream video from internet sites, if not for legitimate work purposes.Any serious or repeated inappropriate use of the organisation’s electronic communication equipment, or any illegal materials will be reported directly to management, and disciplinary processes will be initiated. This may include summary dismissal in the event of a serious breach of the policy.Staff members may not:disrupt or interfere with the use of internet or email serviceswithout authority destroy, alter, dismantle, disfigure, prevent rightful access to or otherwise interfere with the integrity of internet or email servicesmisuse Adept Owl resources, including human and computing resources. Note: Sending, receiving, displaying, printing or otherwise disseminating material which is fraudulent, harassing, illegal, sexually explicit, obscene, intimidating or defamatory is prohibited. Staff members encountering such material should report it to the General Manager of Operations immediately. Sexual harassment laws (and other anti-discrimination laws) at both Commonwealth and state level can deem Adept Owl responsible for any breaches of anti-discrimination legislation committed by any staff member.Communicating informationStaff members should exercise the same care in drafting email messages as they would for any other form of written communication. Any messages on Adept Owl’s computer system may be subject to review by authorised Adept Owl personnel. Furthermore, email messages may be required to be disclosed, discovered or produced in a litigious matter involving Adept Owl.BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 28 of 44 Version 2.1 Adept Owl Privacy PolicyThe Adept Owl Games Company is committed to protecting privacy. It is bound by the National Privacy Principles contained in the Privacy Act 1988 and all other legislation that governs privacy.Where appropriate, Adept Owl will handle personal information relying on the related bodies’ corporate exemption and the employee records exemption in the Privacy Act. Our respect for our staff and customers’ privacy is paramount. We have policies and procedures to ensure that all personal information is handled in accordance with National Privacy Principles.This Privacy Policy sets out our policies on the management of personal information– that is, how we collect personal information, the purposes for which we use this information, and to whom this information is disclosed.What is personal information?Personal information is information that could identify you. Examples of personal information include your name, address, telephone number and email address, or more complex information like a resume.How does Adept Owl collect and use personal information?Some of the ways in which Adept Owl collects personal information is when you send a job application to us or when you email us. These uses are discussed below.What happens if you don’t provide personal information?Generally, you have no obligation to provide any personal information to us. However, if you choose to withhold personal information, we are unlikely to be able to respond to your application or query.To whom do we disclose personal information?We engage third party service providers (including related companies of Adept Owl, which may be located outside Australia) to perform functions for Adept Owl. Such functions include mailing, delivery of purchases, credit card payment authorisation, trend analysis, external audits, market research, promotions and the provision of statistical sales information to industry bodies.For our service providers to perform these functions, in some circumstances it may be necessary for us to disclose your personal information to those suppliers. Where disclosures take place, we work with these third parties to ensure that all personal information we provide to them is kept secure, is only used to perform the task for which we have engaged them and is handled by them in accordance with the National Privacy Principles.BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 29 of 44 Version 2.1How do we protect personal information?At all times, we take great care to ensure that your personal information is protected from unauthorised access, use, disclosure or alteration. We endeavour to ensure that our employees are aware of, and comply with, their obligations in relation to the handling of personal information. Only properly authorised employees are permitted to see or use personal information held by Adept Owl and, even then, only to the extent that is relevant to their roles and responsibilities. Your personal information will not be sold to any other organisation for that organisation’s unrelated independent use. Further, we will not share your personal information with any organisations, other than those engaged by us to assist us in the provision of our products and services (as described above).What about information you provide in job applications?If you submit a job application to Adept Owl, we will use the information provided by you to assess your application. In certain circumstances, Adept Owl may disclose the information contained in your application to contracted service providers for purposes such as screening, aptitude testing, medical testing and human resources management activities. As part of the application process, in certain circumstances, you may be required to complete a pre-employment health questionnaire. You may also be asked to undergo a pre-employment medical assessment. In that case, you will be asked to give specific consent to Adept Owl to disclose your questionnaire to its service providers for the purposes of arranging the medical assessment and for the relevant service providers to disclose the results of the assessment to Adept Owl. Please note that medical disclosures will only be communicated to Adept Owl if they are directly related to the job role that you are applying for.If you refuse to provide any of the information requested by Adept Owl, or to consent to the disclosure of the results of your medical assessment to Adept Owl, we may be unable to consider your application.Is the personal information we hold accurate?We endeavour to maintain your personal information as accurately as reasonably possible. However, we rely on the accuracy of personal information as provided to us both directly and indirectly. We encourage you to contact us if the personal information we hold about you is incorrect or to notify us of a change in your personal information.How can you access or correct the personal information we hold about you?Wherever possible and appropriate, we will let you see the personal information we hold about you and correct it if it is wrong. If we do not allow you access to any part of the personal information we hold about you, we will tell you why.BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 30 of 44 Version 2.1Adept Owl’s website privacy policyAdept Owl generally only collects personal information from its website when it is provided voluntarily by you, for example, when you send us an electronic message with a query about Adept Owl or its products. We will generally use your information to respond to your query, to provide and market our services to your or as otherwise allowed or required by law.For the same purposes, Adept Owl may share your information with other members of the Adept Owl group (including those who are located outside Australia) and their respective service providers, agents and contractors. If we do this, we require these parties to protect your information in the same way we do.When you visit this website or download information from it, our internet service provider (ISP) makes a record of your visit and records the following information: your internet addressyour domain name, if applicabledate and time of your visit to the website. Our ISP also collects information such as the pages that our users access, the documents they download, links from other sites they follow to reach our website, and the type of browser they use. However, this information is anonymous and is only used to statistical and website development purposes.We use a variety of physical and electronic security measures, including restricting physical access to our offices, firewalls and secure databases to keep personal information secure from unauthorised use, loss or disclosure. However, you should keep in mind that the internet is not a secure environment. If you use the internet to send us any information, including your email address, it is sent at your own risk.You have a right of access to personal information we hold about you in certain circumstances. If we deny your request for access we will tell you why.Use of cookiesA cookie is a small message given to your web browser by our web server. The browser stores the message in a text file, and the message is then sent back to the server each time the browser requests a page from the server.Adept Owl makes limited use of cookies on this website. Cookies are used to measure usage sessions accurately, to gain a clear picture of which areas of the website attract traffic and to improve the functionality of our website.When cookies are used on this website, they are used to store information relating to your visit such as a unique identifier, or a value to indicate whether you have seen a web page. We use session (not permanent) cookies. They are used to distinguish your internet browser from the thousands of other browsers. This website will not store personal information such as email addresses or other details in a cookie.Most internet browsers are set up to accept cookies. If you do not wish to receive cookies, you may be able to change the settings of your browser to refuse all cookies or to notify you each time a cookie is sent to your computer, giving you the choice whether to accept it or not.BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 31 of 44 Version 2.1 Disposal of personal informationAdept Owl is committed to maintaining the confidentiality of its customers and employees. All documents relating to staff, suppliers and retailers will be shredded before removing to secure bins.BSBADM506 Manage business document design and developmentVocational Training Institute RTO 41111, CRICOS 03487C Page 32 of 44 Version 2.1 Purpose of This Style GuideFor consistency and clarity of communications, Adept Owl Games Company requires all internal documents to conform to the following requirements of style. All employees of Adept Owl are expected to ensure their documents incorporate the following standards.As a general rule, for clarity of communications, Adept Owl favours cleanly and simply presented documents.General Style RequirementsPage Layout Header andThe footer should include the page number and number of pagesFooteron the right hand side of the footer.The document date should appear on the left hand side of thefooter.TemplatesAll internal documents must be prepared using the relevanttemplate.CompanyThe Adept Owl Games Company logo should appear in the top leftlogoside of the header. Fonts Text typeDetailsSampleHeading 1Georgia 16pt, Bold. Title Case.Heading OneParagraph spacing: 18pt before andafter, single line spaced, underlinedusing bottom border.Heading 2Georgia 14, Bold. Title Case.Heading TwoParagraph spacing: 18pt before, 6ptafter, single line spaced.Heading 3Georgia 12pt, Bold. Sentence case.Heading threeParagraph spacing: 12pt before, 6ptafter, single line spaced.NormalGeorgia 11pt.NormalParagraph spacing: 6pt before andafter, single
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