Business Task3 V3 by vp8ko7wG

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									Table of Specifications: Business Services Task 3
                       Keeping Track of Paperwork
    Units of BSBWOR204A Use business technology                                      Industry Business
Competence: BSBINM202A Handle mail                                                      area: Services
                       BSBINM201A Process and maintain workplace
                       information


    Activity                   Performance Criteria (Link to elements of                      Methods of
                                           competency)                                        Assessment
1. Prioritise a list    BSBINM201A Process and maintain workplace information                 Self Assessment
of instructions         1. Collect information                                                Checklist
                        1.1 Collect information in a timely manner and ensure that it is
2. Decide on            relevant to organisational needs.                                     Scenario
correct method          1.2 Use business equipment/technology available in the work area
of dispatch and         to effectively obtain information.                                    Report
types of files          2. Process workplace information
                        2.1 Use business technology to process information in accordance      Research
3. Design an            with organisational requirements.
incoming mail           2.2 Process information in accordance with defined timelines,
                                                                                              Feedback form
                        guidelines and procedures.
register                2.3 Update, modify and file information in accordance with
                        organisational requirements.
4. Select               2.4 Collate and despatch information in accordance with specified
appropriate             timeframes and organisational requirements.
delivery options        3. Maintain information systems
for dispatching         3.2 Identify, remove and/or relocate inactive or dead files in
items                   accordance with organisational requirements.
                        BSBINM202A Handle mail
5. Explain how to       1. Receive and distribute incoming mail
organise and            1.1 Ensure that all incoming mail is checked and registered in
send electronic         accordance with organisational policies and procedures.
mail                    1.3 Identify and distribute urgent and confidential mail in
                        accordance with organisational requirements.
                        1.4 Sort and despatch mail to nominated person/location in
6. Choose               accordance with organisational requirements.
appropriate             1.5 Record and/or report damaged, suspicious or missing items
technology and          and take appropriate action in accordance with organisational
software,               policies and procedures.
                        2. Collect and despatch outgoing mail
7. Produce a            2.1 Collect, check and sort outgoing mail to ensure all items are
poster on staying       correctly prepared for despatch in accordance with organisational
                        policies and procedures.
healthy at work,
                        2.3 Despatch mail to meet designated time lines.

8. Make a list of       3. Organise urgent and same day deliveries
technology              3.1 Evaluate delivery options and select best option.
consumables,            3.3 Organise lodgement or pick up of emergency deliveries and
                        follow up if necessary.
9. Prepare a tips       BSBWOR204A Use business technology
chart.                  1. Select and use technology
                        1.1 Select appropriate technology and software applications to
                        achieve requirements of the task.
                        1.3 Use technology according to organisational requirements and
                        in a way which promotes a safe working environment.
DET Western NSW Region 90333 BSB07 Business Services Task 3                                        Version
11/2008
                     2. Process and organise data
                     2.2 Operate input devices according to organisational
                     requirements.
                     2.3 Store data appropriately and exit applications without damage
                     to or loss of data.
                     2.4 Use manuals, training booklets and/or online help or help
                     desks to overcome basic difficulties with applications.
                     3. Maintain technology
                     3.1 Identify and replace used technology consumables in
                     accordance with manufacturer’s instructions and organisational
                     requirements.
                     3.2 Carry out and/or arrange routine maintenance to ensure
                     equipment is maintained in accordance with manufacturer’s
                     instructions and organisational requirements.
                     3.3 Identify equipment faults accurately and take action in
                     accordance with manufacturer’s instructions or report fault to
                     designated person.

The following performance criteria may be assessed during formative assessment tasks in
class:

BSBINM201A Process and maintain workplace information
1.3 Apply organisational requirements relating to security and confidentiality in handling information
3.1 Maintain information and filing systems in accordance with organisational requirements.
3.3 Establish and assemble new files in accordance with organisational requirements.
3.4 Update reference and index systems in accordance with organisational requirements.
BSBINM202A Handle mail
1.2 Identify titles and locations of company personnel and departments.
2.2 Record and process outgoing mail for despatch in accordance with organisational requirements.
3.2 Prepare items for urgent delivery in accordance with organisational requirements and carrier
specifications.
BSBWOR204A Use business technology
1.2 Adjust workspace, furniture and equipment to suit user ergonomic requirements.
2.1 Identify, open, generate or amend files and records according to task and organisational requirements.




DET Western NSW Region 90333 BSB07 Business Services Task 3                                      Version
11/2008
KEEPING TRACK OF PAPERWORK


                                                                       WESTERN NSW REGION
                                                                             90333

           ASSESSMENT TASK 3 COVER SHEET
              Student Name:

           Assessor’s Name:

            Date handed out:
           Training Package:
                                 BSB07 BUSINESS SERVICES
              (code & name)
                Qualification:
                                 BSB20107 CERTIFICATE II in BUSINESS
              (code & name)

UNITS OF COMPETENCY BEING ASSESSED:

CODE                  UNIT
BSBINM201A            Process and maintain workplace information

BSBINM202A            Handle mail

BSBWOR204A            Use business technology


STUDENT CHECKLIST:
                                                                         Please tick
                                                                              YES          NO
I understand the purpose of this Assessment Task

I have been provided with information on RPL

I have been provided with information on the Appeals system
I have notified the assessor of any special needs to be considered
during this Assessment Task
I have completed a Self-Assessment Checklist for these units

Student signature: ____________________________ Date: _____________




DET Western NSW Region 90333 BSB07 Business Services Task 3                            Version
11/2008
Keeping Track of Paperwork

                                                                                WESTERN NSW REGION
                                                                                      90333
               BUSINESS SERVICES ASSESSMENT TASK 3
             Task Name      Keeping Track of Paperwork
       Assessment Date
    Assessment Method       Scenario project – in-class activity
                    Time
Instructions to Assessors
 Instructions to Students   You are required to use a word processor to:
                            Prioritise a list of instructions, Decide on correct method of dispatch and types of
                            files, Design an incoming mail register, Select appropriate delivery options for
                            dispatching items, Explain how to organise and send electronic mail, Choose
                            appropriate technology and software, Produce a poster on staying healthy at
                            work, Make a list of technology consumables, Prepare a tips chart.

      Tools & Equipment     Computer with wordprocessor.
    OH&S Requirements       Correct use of ergonomic workstation
             Completion     You need to submit all collected information in a sleeved folder with appropriate
                            title pages.

UNITS, ELEMENTS AND PERFORMANCE CRITERIA BEING ASSESSED
BSBINM201A Process and maintain workplace information
1. Collect information – 1.1, 1.2
2. Process workplace information – 2.1, 2.2, 2.3, 2.4
3. Maintain information systems – 3.2
BSBINM202A Handle mail
1. Receive and distribute incoming mail – 1.1, 1.3, 1.4, 1.5
2. Collect and despatch outgoing mail – 2.1, 2.3,
3. Organise urgent and same day deliveries – 3.1, 3.3
BSBWOR204A Use business technology
1. Select and use technology – 1.1, 1.3
2. Process and organise data – 2.2, 2.3, 2.4
3. Maintain technology – 3.1, 3.2, 3.3

TASK DESCRIPTION AND INSTRUCTIONS TO STUDENT
Scenario:
You are working as an office assistant at Access Production Ltd. Your company produces
office furniture. You have been asked to perform several tasks over the next week. Each
task is detailed below:

1. During the morning your supervisor asks you to locate a document for a report she is
writing. The receptionist asks you to retrieve and photocopy some information about
your organisation’s products that need to be sent out with the afternoon’s mail. A colleague
wants you to print out a record for a particular client by tomorrow. After lunch a manager
urgently requests a file on your organisation’s sales performance, needed for a 2.30pm
meeting.

DET Western NSW Region 90333 BSB07 Business Services Task 3                                         Version
11/2008
Prioritise these requests, explain why you have suggested this order and list the
business technology and equipment you would use. (Use a table to set out your
information)

2. On Monday you have to despatch the information below:
For each situation indicate the most appropriate method of despatch, give a reason for
your choice and indicate how urgent the task is. (Use a table to display your information)
      Minutes of a meeting held this morning
      A high level security document that is not urgent
      Confirmation of the date of a meeting to be held in one month
      Sales figures that need to go to the sales manager at the end of each week
      Research information for a report your supervisor is working on, dur at the end of
       the week
      Job applications for a position that has just been advertised
      Journals that are delivered to the organisation each Monday
      Customer orders
      Conference information that managers want to attend next month
      A contract that has to be signed immediately by an inter-state client

3. During the week you have to file the list of documents below. Indicate next to each what
type of file it would be, e.g. active, inactive or dead.

      Last year’s sales figures
      Material relating to 1990
      Correspondence from last month
      Invoices from this month
      Current research project
      List of consultants the organisation uses
      Tax records from last year
      Employee’s accident report form from last year
      Organisation’s current business plan
      Training records of current trainees in the organisation
      Unsuccessful tender from one year ago

4. Design an incoming mail register for Access Production Ltd. Enter the following items
into your register:
      An urgent letter for your manager
      A letter with a cheque attached
      A parcel that has been damaged
      A letter addressed to the Sales Manager marked ‘Confidential’
      A letter missing a cheque that is supposed to be enclosed
      A parcel marked ‘fragile’
      A letter with an order attached
      A letter addressed to the Marketing Manager
      A journal

5. You have to despatch the following items. Suggest the most appropriate delivery
option for each.
     300 presentation folders for a conference
     A cheque for a substantial amount
     A large parcel
     Legal documents
DET Western NSW Region 90333 BSB07 Business Services Task 3                       Version
11/2008
      A report that must be received the next day
      Brochures for a client

6. Produce a step-by-step document for a new staff member explaining the correct
procedures for organising and sending electronic mail.

7. Choose the appropriate technology and software for each of the following tasks:
       a) Email eight customers and send each a large file of information they have
       requested.
       b) Word-process the company’s annual report and arrange for copies to be
       delivered to four directors.
       c) Create a sign to go above the sink in the kitchen asking people to wash up after
       using crockery.
       d) Research information on the web for your manager. Present the information in a
       report.
       e) Take photographs of new staff members to be included in the staff newsletter
       and place the photos on the server for access by the editor.


8. Devise six tips for staying healthy at work. Produce a poster to be displayed in the
       lunchroom.
Save the document as Health Tips and store the data on your USB, CD and make a paper
       copy.


9. Using a table as set out below, list the technology consumables needed in your office,
describe why they are needed and the consequences for the organisation when they are
not available.
                 Consumables                     Use                    Consequences when
                                                                             unavailable




10. Prepare a chart of tips to identify and maintain the office photocopier, printer or fax
machine. Make your document attractive to the audience and ready to display near the
relevant equipment.




DET Western NSW Region 90333 BSB07 Business Services Task 3                          Version
11/2008
ASSESSMENT TASK 3
KEEPING TRACK OF PAPERWORK
STUDENT SELF-ASSESSMENT
                                                                                 WESTERN NSW REGION
& ASSESSOR FEEDBACK FORM                                                               90333
            Student Name:
         Assessor’s Name:
         Assessment Date:
         Training Package: BSB07 Business Services
              Qualification: BSB20107 Certificate II in Business

Students: Place a tick in the ‘I can’ box if you believe you can perform the task described

UNITS, ELEMENTS AND PERFORMANCE CRITERIA BEING ASSESSED

                                                                                               Assessment
                                                                                       I can
                                                                                                Decision
BSBINM201A Process and maintain workplace information
1. Collect information
1.1 Collect information in a timely manner and ensure that it is relevant to
organisational needs.
1.2 Use business equipment/technology available in the work area to effectively
obtain information.
2. Process workplace information
2.1 Use business technology to process information in accordance with
organisational requirements.
2.2 Process information in accordance with defined timelines, guidelines and
procedures.
2.3 Update, modify and file information in accordance with organisational
requirements.
2.4 Collate and despatch information in accordance with specified timeframes and
organisational requirements.
3. Maintain information systems
3.2 Identify, remove and/or relocate inactive or dead files in accordance with
organisational requirements.
BSBINM202A Handle mail
1. Receive and distribute incoming mail
1.1 Ensure that all incoming mail is checked and registered in accordance with
organisational policies and procedures.
1.3 Identify and distribute urgent and confidential mail in accordance with
organisational requirements.
1.4 Sort and despatch mail to nominated person/location in accordance with
organisational requirements.
1.5 Record and/or report damaged, suspicious or missing items and take appropriate
action in accordance with organisational policies and procedures.
2. Collect and despatch outgoing mail
2.1 Collect, check and sort outgoing mail to ensure all items are correctly prepared
for despatch in accordance with organisational policies and procedures.
2.3 Despatch mail to meet designated time lines.
3. Organise urgent and same day deliveries
3.1 Evaluate delivery options and select best option.

DET Western NSW Region 90333 BSB07 Business Services Task 3                                     Version
11/2008
3.3 Organise lodgement or pick up of emergency deliveries and follow up if
necessary.
BSBWOR204A Use business technology
1. Select and use technology
1.1 Select appropriate technology and software applications to achieve requirements
of the task.
1.3 Use technology according to organisational requirements and in a way which
promotes a safe working environment.
2. Process and organise data
2.2 Operate input devices according to organisational requirements.
2.3 Store data appropriately and exit applications without damage to or loss of data.
2.4 Use manuals, training booklets and/or online help or help desks to overcome
basic difficulties with applications.
3. Maintain technology
3.1 Identify and replace used technology consumables in accordance with
manufacturer’s instructions and organisational requirements.
3.2 Carry out and/or arrange routine maintenance to ensure equipment is maintained
in accordance with manufacturer’s instructions and organisational requirements.
3.3 Identify equipment faults accurately and take action in accordance with
manufacturer’s instructions or report fault to designated person.

Student Self-assessment comment:

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Student Signature__________________________ Date___________________

ASSESSOR FEEDBACK FOR FUTURE ACTION
Gaps in Performance:




Strategies for further improvements:




DET Western NSW Region 90333 BSB07 Business Services Task 3                             Version
11/2008
Assessor Signature__________________________ Date___________________

Assessor/Student Comment:

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Student Signature__________________________ Date___________________




DET Western NSW Region 90333 BSB07 Business Services Task 3           Version
11/2008

								
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