This unit applies to individuals who perform a range of routine tasks in the workplace using a limited range of practical skills and fundamental knowledge of creating spreadsheets in a defined context under direct supervision or with limited individual responsibility.

ELEMENT

PERFORMANCE CRITERIA

1. Select and prepare resources

1.1. Adjust workspace, furniture and equipment to suit user ergonomic, work organisation and occupational health and safety (OHS) requirements

1.2. Use energy and resource conservation techniques to minimise wastage in accordance with organisational and statutory requirements

1.3. Identify spreadsheet task requirements and clarify with relevant personnel as required

2. Create simple spreadsheets

2.1. Ensure data is entered, checked and amended in accordance with organisational and task requirements, to maintain consistency of design and layout

2.2. Format spreadsheet using software functions, to adjust page and cell layout to meet information requirements, in accordance with organisational style and presentation requirements

2.3. Ensure formulae are used and tested to confirm output meets task requirements, in consultation with appropriate personnel as required

2.4. Use manuals, user documentation and online help to overcome problems with spreadsheet design and production

3. Produce simple charts

3.1. Select chart type and design that enables valid representation of numerical data and meets organisational and task requirements

3.2. Create chart using appropriate data range in the spreadsheet

3.3. Modify chart type and layout using formatting features

4. Finalise spreadsheets

4.1. Ensure spreadsheet and any accompanying charts are previewed, adjusted and printed in accordance with organisational and task requirements

4.2. Ensure data input meets designated time lines and organisational requirements for speed and accuracy

4.3. Name and store spreadsheet in accordance with organisational requirements and exit the application without data loss/damage

Required skills

communication skills to clarify requirements of spreadsheet

editing and proofreading skills to check own work for accuracy

keyboarding skills to enter text and numerical data

literacy skills to read and understand organisation's procedures, and to use basic models to produce a range of spreadsheets

numeracy skills to create and use spreadsheet formulae.

Required knowledge

formatting of workplace documents

organisational requirements for ergonomic standards, work periods and breaks, and conservation techniques

organisational guidelines on spreadsheet manipulation and processing

purpose and range of use of spreadsheet functions.

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:

designing a minimum of two spreadsheets

using cell-based formulae

creating charts using relevant data

knowledge of purpose and range of use of spreadsheet functions.

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 spreadsheets and simple formulae.

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 on-the-job performance by the candidate

review of final spreadsheets

analysis of responses to case studies and scenarios

demonstration of techniques

oral or written questioning to assess knowledge of spreadsheet 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.

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 techniques may include:

double-sided paper use

recycling used and shredded paper

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

utilising power-save options for equipment

Spreadsheet task requirements may include:

data entry

output

presentation

storage

Data may include:

numbers

text

Checking may include:

accuracy of data

accuracy of formulae with calculator

ensuring instructions with regard to content and format have been followed

proofreading

spelling, electronically and manually

Formatting may include:

alignment on page

efficiency of formulae

enhancements to format - borders, patterns and colours

enhancements to text

headers/footers

use of absolute and relative cell addresses

use of cell addresses in formulae

Software functions may include:

adding/deleting columns/rows

formatting cells

formatting text

headers/footers

sizing columns/rows

Formulae may include:

absolute cell referencing and/or mixed references

average

division

maximum

minimum

multiplication

subtraction

sum

combinations of above

Chart types may include:

area

bar

column

exploded pie

line

pie and 3-D pie

scatter/bubble

stacked/multiple bar

stacked, 3-D column

Features may include:

axes

axis title

borders

chart title

colours

data labels

data tables

fills

gridlines

legend

lines

patterns

Printing may include:

fit on one page

fit specific number of pages

with formulae

with values

Designated time lines may include:

organisational time line e.g. financial requirements

time line agreed with internal/external client

time line agreed with supervisor/person requiring spreadsheet

Storing data may include:

authorised access

filing locations

organisational policy for backing up files

organisational policy for filing hard copies of spreadsheets

security

storage in electronic folders/sub-folders

storage on CD-ROM, zip drives, USB memory

Unit sector

Information and Communications Technology - IT Use

This unit contains employability skills.