Bsbadm506 Manage Business Document Design Assessment Answers

Answer:

Task 1:

a. Document review process:

Document review is a process, in which each party sorts through and evaluates the data and documents that they possess to determine the most sensitive ones. The collection and analysis of data is made automatically with the help of technological means and manually through attorneys for ascertaining the documents to be withheld from production to opposing counsel (Becker, Kugeler and Rosemann 2013).

b. Costs involved with the implementation of standard documentation:

The major costs associated with the implementation of standard documentation are described briefly as follows:

Up-front licensing fees:

In order to initiate, an organisation needs to incur up-front licensing fees for the server and desktop licensing. This type of licensing has an approximate cost of $350 - $500 per individual on average.

Up-front hardware costs:

It is necessary for the organisation to select the features and hence, the desired number of servers needs to be purchased. The average cost per device would be $5,000 - $6,000.

Ongoing support and maintenance fees:

The ongoing maintenance and support would adopt the shape of an yearly per individual fee, which would cost around $40 per seat.

c. Software applications relevant to document design and development in Bounce Fitness:

The software applications pertinent to document design and development in Bounce Fitness are briefly depicted as follows:

• Word processor software
• Page layout software
• Graphics software
• Web or electronic publishing

d. Key provisions of relevant legislation and regulations, codes and standards affecting document production:

The major provisions of relevant regulations, legislation, standards and codes influencing the document production of Bounce Fitness are briefly identified as follows:

• Disability Discrimination Act 1992
• Age Discrimination Act 2004
• Racial Discrimination Act 1975
• Sex Discrimination Act 1984
• Practice codes
• Ethical doctrines
• Guidelines and policies
• Privacy laws

e. Organisational policies and procedures relating to document production:

The organisational policies and procedures associated with document production of Bounce Fitness are briefly depicted as follows:

• Strategic plan of the organisation
• Policy documents
• Job descriptions
• Ethics in practice
• Occupational health and safety guidelines

f. Sources of expertise available externally to the organisation or workgroup:

The following sources of expertise available externally to Bounce Fitness are depicted briefly as follows:

• Computer technicians
• Internet

Task 2: 

a. Bounce Fitness requirements for information entry, storage, output and quality of document design and production:

The requirements of the organisation in terms of storage, information entry, output and quality of document design and production are depicted as follows:

• Financial requirements like invoices, credit notes, budgets, forms of banking deposit, balance sheets, ledgers and receipts (Sekaran and Bougie 2016)
• Records like list of the clients and details that take into account recording their payments, routines, attendance, referrals, queries, comments and complaints
• OHS like forms of hazard identification, checklists for inspections of compliance and recording settlement of issues
• Human resource in the form of job descriptions, termination documents, induction documents and forms of exit interview
• Sales like brochures, media templates, brochures, guarantees and credits (Wirtz et al. 2016)

b. Capability of present and future information technology in terms of its effect on document design and production:

All the needed documents in this stage have been developed. However, in future, Bounce Fitness needs to update its design, which could be associated with rebranding. Thus, a contract with an organisation needs to be made, which specialises in printing and design.

c. Types of documents used and required by Bounce Fitness:

The following documents could be used and required on the part of Bounce Fitness; however, they are not restricted to the following:

• Financial requirements like invoices, credit notes, budgets, forms of banking deposit, balance sheets, ledgers and receipts
• Records like list of the clients and details that take into account recording their payments, routines, attendance, referrals, queries, comments and complaints
• OHS like forms of hazard identification, checklists for inspections of compliance and recording settlement of issues
• Human resource in the form of job descriptions, termination documents, induction documents and forms of exit interview (Wong and Fan 2013)
• Sales like brochures, media templates, brochures, guarantees and credits

d. Documentation standards and design tasks for organisational documents in accordance with information, budget and technology requirements:

The documentation standards could be in terms of checking the copy of final print, binding, developing templates, copying and colour. In addition, tasks could be designed in the form of drafting, editing, drawing, organisational policies, templates and liaison with external personnel.

Task 3: 

a. Design and development of templates:

In-design template is highly beneficial for Bounce Fitness to develop same kind of document repeatedly, since it could help in saving huge amount of time. The following procedures could be immensely helpful for the organisation in designing and developing templates:

• Finding fees and paid-in templates of design available in the online platform (Cassidy 2016)
• Developing templates from the current documents
• Setting up  new templates, grids, swatches and margins
• Inclusion of text and image of placeholders
• Development of reusable elements
• Making smart photograph, object styles and character
• Embedding a check of custom pre-flight
• Inclusion of style guide
• Working with special agency and interactive templates (Chang 2016)

b. Way of utilising document automation technology:

In the words of De Klerk et al. (2013), document automation is the design of workflows and systems for helping in the development of electronic documents. These take into account the systems that are logic-based, which use groups of pre-existing debt and data for assembling a new document. In addition, with the help of this process, Bounce Fitness could assemble legal documents, letters and containers.

c. Implementation and use of templates and macros:

Macros are stored in the module of Visual Basic, which would enable Excel to carry out commands and actions by running the same. With the help of macros, a task could be repeated in Excel ad it helps in carrying out repetitive and complicated tasks (Harmon 2014). On the other hand, the use of templates could be made on the part of Bounce Fitness for developing a type safe collection, which could operate on any data type. Moreover, templates are easier to understand, as they provide a straightforward process of abstracting type information.

d. Way of improving and reviewing the documents:

The way of improving and reviewing the documents in the context of Bounce Fitness is briefly described as follows:

• Developing a plan of documentation review
• Creating the initial draft document and providing the same to the customers for review (Laguna and Marklund 2013)
• Checking the accuracy, scope and relevancy of the draft
• Consideration of the feedback and entering into the reviewed document on the part of the supplier
• More detailed review on the part of the customers
• Consideration of the feedback and entering into the reviewed document on the part of the supplier
• The customer would make the final review and the number of feedbacks would be minimised
• Incorporation of final feedback on the part of the supplier
• Sign-off of the supplier document owner
• Customer sign-off

e. Procedures and policies for each stage of the document development process:

For the process of document development, the following policies and procedures are developed for Bounce Fitness:

• Headline banner
• Policy statement
• Detailed statement of policy
• Applicability
• Authority of policy
• References for additional information
• Procedures of implementation

Task 4:

The technologies for the document management are seen to be varying based on the size and the scope in form of standalone systems and nature of the enterprise. The recording procure of the services are further seen to vary based on the functionality in each types of the service provided by a business entity. The main intention of following the relevant document management system has been taken into account for ensuring there is no duplicity in the copies of the service documents. In several cases intranet has been seen to go beyond the standard alone document management system. This has been not only able to replace the inefficiencies and the wasted effort in the services but also allowed the administrators to create the associated workflows with a simple and online document which will allow the administrators to create the associated workflows to ensure automation and efficiency in the entire process. There is also the need identified to deal with the appropriate information for dealing with necessary information along with the specified business rules. It has been further seen that the various types of the data outputs for managing and reporting will be conducive in increasing the clarity of the documents (Elcomcms.com. 2013).

The main aspects of the documents will be able to highlight on the best practices for the maintaining of information for the appropriate development of a standard document based on the previous discussions. The main aspects of the documents have been seen in terms of the development and the development of the templates. The development of documents will be able to ensure that it has been prepared based on the templates designed and suggested in the previous chapters of the study. It has been further ensured that the different types of the aspects of the documentation of the texts have been taken into consideration based on the review and the improvement process under each criterion. The development of the main document has been identified with the preparation of service invoice which is given at the end of this section (Lian 2015).

The service invoice will be used by finance to invoice corporations for their previous month’s membership in the Bounce Fitness Corporate Fitness Program. The service invoice consists of the company logo along with company name and company slogan. The slogan of the company will be “Encouraging Fitness”. This will be imprinted on all the service invoice of the company. The service invoice of the company will further consist of invoice no., date and customer ID no./ the membership no. The service invoice copy of the fitness center will further consist of the address along with the appropriate six digit pin of the location Bounce Fitness is operating. It has been further seen that the service invoice of the company will clearly mention the name of the member, the company which he/she belongs to, the city and the zip code along with the personal contact number (Strasser, Weiner and Albayrak 2016). It has been further seen that the service invoice has clearly stated the name of the trainer who is seen to be responsible for provide the desired service to the member of the fitness center. Some of the other consideration made in the service invoice has been seen to be made in terms of the job performed such as the types of the training provided to the client of Bounce fitness. The service of the company has been further seen to be clearly taking into consideration the types of the payment which has been made with the assigned fitness trainer along with the due date for the same. Some of the various types of the other components of the service invoice have been seen to be considered based on the quantity, description of the services, unit price and the total of the same. The service invoice has been further able to consider the sales tax which is seen to be applicable on the total amount of the service invoice. In case the payment is being made through check, then it has been clearly mentioned over the service invoice repot that the cheques needs to be made payable in favor of the Bounce Fitness. (Lalasaheb, and Arasanal 2014).

It has been further seen that the main form of the incorporation of the technology in the Bounce Fitness has been made with the preparation of the service invoice using ERP software. The service invoices are seen to be auto generated by the ERP software using SAP. It has been further seen that the appropriate review of the documents has been seen to be done using the operations personnel at Bounce Fitness. It has been further observed that the various aspects of the service invoice document have been able to consider the various types of the aspects which are responsible for the appropriate recording of the services. Some off the various types of the other consideration made in the service invoice document has been able to consider the various types of the description of the service with the unit price of the each item. Some of the various types of the other aspects of the services in the service invoice have been seen to be linked with the relevant other accounts. The impact of the service charges are atomically impacted in the relevant other accounts. It has been particularly ensured that the different types other aspects of the services provided by the Bounce Fitness are recorded in the ERP database of the company and can be easily shared across all the partners and the other fitness center setups. The service invoice of the company has been further seen to be taken into account the various types of the discounts and the promotional offers which are applicable to any particular member. The services proved by the Bounce Fitness have been maintaining two copies, one for the company and the other for the members of the Bounce Fitness. Some of the different other considerations made in the preparation of the documents of the company has been able to taken into consideration   the relevant tax which applicable for the relevant service provided by the fitness center (Hoch et al. 2015).

Figure 1: Service Invoice of Bounce Fitness

(Source: Chang et al. 2013)

References:

Becker, J., Kugeler, M. and Rosemann, M. eds., 2013. Process management: a guide for the design of business processes. Springer Science & Business Media.

Cassidy, A., 2016. A practical guide to information systems strategic planning. CRC press.

Chang, C.J., Kuo, H.C., Chen, C.Y., Chen, T.H. and Chung, P.Y., 2013. Retracted: Ergonomic Techniques for a Mobile E?Invoice System: Operational Requirements of an Information Management System. Human Factors and Ergonomics in Manufacturing & Service Industries, 23(6), pp.582-589.

Chang, J.F., 2016. Business process management systems: strategy and implementation. CRC Press.

De Klerk, A., Cohen, M., Fukaya, S., Zakharchenko, S., Turpen, R. and Alagarsamy, T., 2013. Business application development and execution environment. U.S. Patent 8,478,616.

Elcomcms.com. (2013). Document Management Best Practices | elcom . [online] Available at: https://www.elcomcms.com/resources/blog/document-management-best-practices [Accessed 11 Jul. 2017].

Elcomcms.com. (2013). Document Management Best Practices | elcom . [online] Available at: https://www.elcomcms.com/resources/blog/document-management-best-practices [Accessed 11 Jul. 2017].

Harmon, P., 2014. Business process change. Morgan Kaufmann.

Hoch, R., Kaindl, H., Popp, R., Ertl, D. and Horacek, H., 2015, January. Semantic service specification for v&v of service composition and business processes. In System Sciences (HICSS), 2015 48th Hawaii International Conference on (pp. 1370-1379). IEEE.

Laguna, M. and Marklund, J., 2013. Business process modeling, simulation and design. CRC Press.

Lalasaheb, N. and Arasanal, R.M., Netapp, Inc., 2014. Providing security in a cloud storage environment. U.S. Patent 8,676,710.

Lian, J.W., 2015. Critical factors for cloud based e-invoice service adoption in Taiwan: An empirical study. International Journal of Information Management, 35(1), pp.98-109.

Sekaran, U. and Bougie, R., 2016. Research methods for business: A skill building approach. John Wiley & Sons.

Strasser, M., Weiner, N. and Albayrak, S., 2016, April. Outsourced invoice service: Service-clearing as SaaS in mobility service marketplaces. In Network Operations and Management Symposium (NOMS), 2016 IEEE/IFIP(pp. 735-739). IEEE.

Trkman, P., 2013. Increasing process orientation with business process management: Critical practices’. International journal of information management, 33(1), pp.48-60.

Wirtz, B.W., Pistoia, A., Ullrich, S. and Göttel, V., 2016. Business models: Origin, development and future research perspectives. Long Range Planning, 49(1), pp.36-54.

Wong, K.D. and Fan, Q., 2013. Building information modelling (BIM) for sustainable building design. Facilities, 31(3/4), pp.138-157.