632651741-03-Produce-Record-maintain-Business-Documents-2-pptx.pptx

For guode bussiness creater and students

1. Occupational Standard Accounting and Finance -LEVEL II Unit of Competencies :- 3. Produce , Record & Maintain Business Documents Code- LSA ACF2 M02 0322 NOMINAL DURATION - 60 Hours This module covers the performance outcomes, skills and knowledge required to maintain the records ,design and produce various business documents , record systems and publications in good order on a day to day basis.

2. Unit of Competency:- Produce, Record & Maintain Business Documents This unit of competency have Seven Learning Outcomes: At the end of the module the trainee will be able to : LO1. Select and prepare resources (5hr) LO2. Design document (10hr) LO3. Produce document (10hr) LO4. Finalize document (10hr) LO5. Collate business records (10hr) LO6. Update business or records system (10hr) LO7. Prepare reports from the business or records system (5hr)

3. LO-1. Select and prepare resources 1.1. Appropriate technology and software applications are selected and used to produce required business documents Select which technology & Software application is appropriate for the given type of document. Technology may include: computers, photocopiers, printers, scanners etc. Software applications 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 1.2 . Layout and style of publication are selected according to information and organizational requirements Layout : in written text is the way something is the arrangement of visual elements on a page. These visual elements known as layout features include text, images, headings, spacing, and more. Style : a particular manner or technique by which something is done, created, or performed.

4. LO-1. C ont ….. Organizational requirements May include :  budgets  correctly identifying and opening files  legal and organizational 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

5. Lo 1- Cont ….. 1.3 Document design is ensured to be consistent with company and/or client requirements, using basic design principles (contrast , repetition, alignment, and proximity). Contrast: where components of a document are formatted differently to visually reinforce relationships between sections, including the hierarchical importance of information . Repetition : Technique of providing information in words or visuals again and again . Alignment; Principle of graphic design where elements, such as graphics and text blocks, are lined up, either by the edge of the element or through an invisible center line through the elements Proximity: Design concept that states that elements more closely related to each other conceptually are more closely positioned to each other on the page . 1.4 Format and style are discussed and clarified with person requesting document/publication

6. 2.1 Files and records are identified, opened and generated according to task and organizational requirements . 2.2 Document is designed to ensure efficient entry of information and to maximize the presentation and appearance of information 2.3 A range of functions are used to ensure consistency of design and layout Functions May include Alternating headers and footers * Table formatting Editing * Using styles Merging documents * Using columns Spell checking 2.4 Input devices are operated within designated requirements Input devices May include Keyboard * Numerical key pad Mouse * Scanner LO-2 . Design document

7. 3.1 Document production is completed within designated time lines according to organizational requirements. 3.2 Document produced is checked to ensure it meets task requirements for style and layout. 3.3 Document is stored appropriately and document is saved to avoid loss of data. 3.4 Manuals, training booklets and/or help-desks are used to overcome basic difficulties with document design and production. LO-3. Produce document

8. LO-4 . Finalize document 4.1 Document is proofread(Checked) for readability , accuracy and consistency in language , style and layout prior to final output 4.2 Any modifications to document are made to meet requirements. 4.3 Document is named and stored in accordance with organizational requirements and exit the application without data loss/ damage. Naming documents May include Appropriate file type Authorized access File names according to organizational 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 Organizational policy for backing up files Organizational policy for filing hard copies of documents Security

9. LO-4. Conti 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 S toring/filing incoming and outgoing correspondence 4.4 Document is printed and presented according to requirements

10. LO-5 . Collate business records 5.1 Identify individual records or information which should be incorporated into business or records system according to organizational criteria. Records May include At different stages of use : Active Archival Digital : Remote drives Servers CDs DVDs Imaging systems PC-based applications Mainframe

11. LO-5. Cont … Physical: Audio-visual or multimedia Graphic Microform Paper-based (acid free or multiple copies) F rom a variety of sources: Already in the custody of the organization In the process of being transferred between organizations Information may include Customer relationship management Expenditure Human resources management I nvoicing/sales Legislative/regulatory/licensing compliance Risk management Stock control Taxation , asset managemen t

12. LO -5. Conti 5.2 Records are sorted in accordance with workplace requirements 5.3 Adhere to security and access requirements in accordance with organizational procedures Security and access requirements may include Individuals or positions of individuals Protection of privacy(Secrets) S ecurity restrictions Trade secrets or commercial-in-confidence information

13. 6.1 Control information is identified and recorded for describing new records to be incorporated into business or records system 6.2 Control information describing movement or use of records is updated within business or records system 6.3 Control information in business or records system is accurately recorded and updated 6.4 Records of completed business activities are identified and removed from current system for disposal Lo-6 Update business or records system

14. 7.1 Requests for reports are interpreted and the content and frequency sought are clarified, where necessary Reports May include Ad hoc C omputer generated Hand prepared Part of a management solution for another support/operational function regular records management reports System management reports 7.2 Reports are prepared from business or records system in accordance with instructions or request 7.3 Reports are prepared in accordance with organizational security and access procedures Lo-7 Prepare reports from the business or records system