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Follow the links below to find material targeted to the unit's elements, performance criteria, required skills and knowledge

Elements and Performance Criteria

  1. Prepare to produce documents
  2. Produce documents
  3. Finalise documents

Required Skills

Required skills

communication skills to clarify document requirements

editing and proofreading skills to check own work for accuracy

keyboarding skills to enter text and numerical data

literacy skills to read and understand organisations procedures and to use basic models to produce a range of correspondence

problemsolving skills to solve routine problems

Required knowledge

formatting styles and their effect on formatting readability and appearance of documents

purpose use and function of word processing software

organisational requirements for ergonomics work periods and breaks and conservation techniques

organisational style guide

Evidence Required

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

knowledge of simple word processing functions standard document layout and design principles

production of a minimum of three simple word processed documents

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 word processed documents and style guides

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 onthejob performance by the candidate

review of formatted document

review of final document

demonstration of techniques

oral or written questioning to assess knowledge of word processing software functions

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.

Ergonomic requirements may include:

avoiding radiation from computer screens

chair height, seat and back adjustment

document holder

footrest

keyboard and mouse position

lighting

noise minimisation

posture

screen position

workstation height and layout

Work organisation requirements may include:

exercise breaks

mix of repetitive and other activities

rest periods

Conservation requirements may include:

disposing of non-confidential waste paper in recycling bins

double-sided paper use

re-using paper for rough drafts (observing confidentiality requirements)

utilising power-save options for equipment

Documents may include:

agendas

briefing papers

envelopes

faxes

labels

letters

mail merges

memos

minutes

short reports

simple one-page flyers

standard form letters

Organisational requirements may include:

company colour scheme

company logo

consistent corporate image

content restrictions

established guidelines and procedures for document production

house styles

observing copyright legislation

organisation name, time, date, document title, filename etc. in header/footer

templates

Formatting may include:

alignment on page

columns

company logo/letterhead

enhancements to format - borders, patterns and colours

enhancements to text - colour, size, orientation

headers/footers

margins

page orientation

Software functions may include:

default settings

document protection

grammar check

headers/footers

indent

line spacing

page numbers

page set up

paragraph formatting

spell check

tabs

text formatting

Screen display options and controls may include:

layout view

maximise/minimise

normal view

page view

print preview

ruler

toolbars

zoom percentage

Checking may include:

accuracy of information

consistency of layout

ensuring instructions with regard to content and format have been followed

grammar

proofreading

spelling, electronically and manually

Printing may include:

basic print settings

multiple copies

odd or even pages

print preview

printer setup

specified pages

whole document

Designated time lines may include:

organisational time line e.g. deadline requirements

time line agreed with internal/external client

time line agreed with supervisor/person requiring document/s

Naming and storing 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

storage in folders/sub-folders

storage on hard/floppy disk drives, CD-ROM, tape back-up