Process travel-related documentation Evidence Guide

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Evidence Guide: SITTTSL307 - Process travel-related documentation

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

SITTTSL307 - Process travel-related documentation

What evidence can you provide to prove your understanding of each of the following citeria?

Interpret information required for processing of documentation.

Identify deadline for preparation and issuance of documents.
Interpret existing reservation data to identify all customer details.
Identify and interpret details of specific products and services confirmed to the customer and check prices quoted.
Identify confirmed bookings held for customers and check costs quoted by product and service suppliers.
Identify sources of general information required to issue all necessary documents.
Check payment status and take appropriate action.
Check for and report any discrepancies in costs and take required action.
Identify operational documents required by personnel involved in delivering the tourism product.

Identify deadline for preparation and issuance of documents.

Completed
Date:

Teacher:

Evidence:

Interpret existing reservation data to identify all customer details.

Completed
Date:

Teacher:

Evidence:

Identify and interpret details of specific products and services confirmed to the customer and check prices quoted.

Completed
Date:

Teacher:

Evidence:

Identify confirmed bookings held for customers and check costs quoted by product and service suppliers.

Completed
Date:

Teacher:

Evidence:

Identify sources of general information required to issue all necessary documents.

Completed
Date:

Teacher:

Evidence:

Check payment status and take appropriate action.

Completed
Date:

Teacher:

Evidence:

Check for and report any discrepancies in costs and take required action.

Completed
Date:

Teacher:

Evidence:

Identify operational documents required by personnel involved in delivering the tourism product.

Completed
Date:

Teacher:

Evidence:

Process documentation.

Prepare accurate documentation within designated timeframes.
Record required details on documentation with accuracy and according to applicable product conditions.
Calculate supplier costs and record within supplier documents.
Action supplier payments within the designated deadline.
Check all documentation for accuracy prior to issue and amend as necessary.
Process, file and despatch copies of documents according to organisation and supplier requirements.
Issue documents and reissue as required.
Process required refunds or additional payments according to product conditions.
Minimise use of printed materials and maximise electronic transmission and record keeping to reduce waste.

Prepare accurate documentation within designated timeframes.

Completed
Date:

Teacher:

Evidence:

Record required details on documentation with accuracy and according to applicable product conditions.

Completed
Date:

Teacher:

Evidence:

Calculate supplier costs and record within supplier documents.

Completed
Date:

Teacher:

Evidence:

Action supplier payments within the designated deadline.

Completed
Date:

Teacher:

Evidence:

Check all documentation for accuracy prior to issue and amend as necessary.

Completed
Date:

Teacher:

Evidence:

Process, file and despatch copies of documents according to organisation and supplier requirements.

Completed
Date:

Teacher:

Evidence:

Issue documents and reissue as required.

Completed
Date:

Teacher:

Evidence:

Process required refunds or additional payments according to product conditions.

Completed
Date:

Teacher:

Evidence:

Minimise use of printed materials and maximise electronic transmission and record keeping to reduce waste.

Completed
Date:

Teacher:

Evidence:

Assessed

Teacher: ___________________________ Date: _

Signature: ________________________________________________

Comments:

Instructions to Assessors

Evidence Guide

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 ability to: interpret and confirm customer and supplier information and accurately process a range of diverse travel and tourism product, service and operational documentation for multiple customer files integrate knowledge of products, costs and payment arrangements when developing documents complete documentation activities within commercial time constraints and deadlines determined by the customer or the organisation.
Context of and specific resources for assessment	Assessment must ensure use of: a real or simulated tourism, hospitality or event business operation or activity which processes travel-related documents a real or simulated office environment as defined in the Assessment Guidelines computers, printers and software programs currently used by the tourism, hospitality or event industries to administer travel and tourism documents customer and operational files providing reservation and operational information for issuing documentation current product information found within sales kits, brochures, timetables, tour schedules, product manuals, supplier information kits, information databases and CRS current template documents including itineraries and vouchers where assessment covers air documents and tickets: current airline, consolidator and International Air Transport Association (IATA) documentation or computer data such as schedules, tariffs and bulletins outlining rules, conditions and regulations the full range of IATA actual or training facsimile air documentation.
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: activities that allow assessment of the individual’s ability to issue different types of documents for different operational circumstances and for varying customer requirements review of documents processed by the individual: air tickets confirmation letters operational itineraries for crew passenger itineraries travel vouchers sales returns written or oral questioning to assess knowledge of: operational details of tourism products and services product costs supplier payment arrangements the 24hour clock and translation to 12-hour clock review of portfolios of evidence and thirdparty workplace reports of onthejob performance by the individual.
Guidance information for assessment	The assessor should design integrated assessment activities to holistically assess this unit with other units relevant to the industry sector, workplace and job role, for example: SITTTSL304 Prepare quotations SITTTSL306 Book supplier services SITTTSL308 Use a computerised reservations or operations system SITTTSL309 Source airfares for domestic flights SITTTSL310 Construct normal international airfares SITTTSL311 Construct promotional international airfares SITTTSL312 Construct advanced international airfares.

Required Skills and Knowledge

Required skills

communication skills to discuss customer data and cost discrepancies with colleagues or supervisors

literacy skills to:

read and interpret customer reservation and operational data, complex itineraries and product information

write accurate and clearly expressed travelrelated documents

numeracy skills to calculate costs quoted to the customer, check payment status of customer files and issue documents with correct monetary value

planning and organising skills to prepare and issue documents in correct customer file sequence according to the earliest service dates for customers

problem-solving skills to identify and resolve any cost discrepancies or mistakes in documents

technology skills to use calculators, computers, software programs and printers for the preparation of documents.

Required knowledge

different types of reservations and operations systems used to issue travel-related documents

sources of information for:

customer details

supplier details

agent details

product information

product costs

document delivery details

written use of the 24hour clock and translation to 12-hour clock for customer use

for the specific industry sector:

a range of documentation types and standard formats

for the specific organisation:

negotiated supplier costs and contractual arrangements for payments

features of products sold

formats for and inclusions of customer, supplier and crew documents such as itineraries, vouchers, rooming lists

procedures and methods for paying suppliers.

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.
Documents may be produced:	manually using a computer.
Reservation data for the customer may be:	a computer file a manual file.
Customer details may include:	address for delivery of documents age agent details date required for delivery of documents name special requirements to be noted on documents.
Products and services may be:	domestic international.
Sources of general informationmay include:	air travel information such as: airline schedules and timetables airline fare manuals tariffs from airlines tariffs from consolidators special bulletins issued by airlines and consolidators brochures centralised reservations systems (CRS) global distribution systems (GDS) contracts with suppliers database of product suppliers and their details Internet sites price schedules timetables visa guides.
Documentationmay include:	air travel documents such as etickets, MultiPurpose Documents (MPD), Credit Card Charge Forms (CCCF) and exchange tickets briefing notes for crew bus, coach or other form of transportation tickets commission vouchers confirmation letters delegate information packs letter of commission disclosure letters advising sources of information relating to health, safety and regulatory issues for the customer’s attention letters outlining terms, conditions and liability restrictions meeting or event confirmation letters operational itineraries for crew passenger itineraries passenger lists product disclosure statements rooming lists sales returns travel insurance documentation travellers cheque requests visa and passport forms vouchers for any tourism product or service: accommodation attraction or theme park entry car and motor home hire cruises tours paper-based or electronically transmitted materials documents for: a single product or service conferences groups guests or delegates incentive tours inclusive tours or optional tours individuals meetings multiple products and services making up a complete itinerary oneoff touring arrangements series tours.
Action supplier paymentsmay involve:	issuing a Miscellaneous Charges Order (MCO) requesting payment from the accounts department, e.g. cheque requisition or purchase order selfadministering the payment sending payment by cheque or electronic transmission.
Copies of documents may be:	for the: accounts department file operational personnel involved in the delivery of a tour, e.g. tour guide and driver supplier of the service paper-based or electronically transmitted materials.

NTISthis.com

Evidence Guide: SITTTSL307 - Process travel-related documentation

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

SITTTSL307 - Process travel-related documentation

Interpret information required for processing of documentation.

Process documentation.

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

Instructions to Assessors

Teacher: ___________________________ Date: _