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12 views9 pages

Lo 2

Uploaded by

Fahmi Abdi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
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Account and budget suport

LEVEL III
Learning Guide-4
Unit of Competence: Design and Produce Business Documents

Module Title: Design and Produce Business Documents

LG Code: BUF ACB3 M04LO1-LG-01

TTLM Code: BUF ACB3 M04 TTLM 0220v2


LO2 Designing document

Information Sheet- Identifying, opening and generating files and records


1

2.1 Identifying, opening and generating files and records


The object of proper files management is to be able to find the record you need quickly
and economically, regardless of its format. Our Files Management Planning manual
provides guidance for establishing and maintaining the records of your office by the
most efficient and economical means available.
Legal Responsibility
Each University office has the primary legal responsibility for the proper care and
management of its records. To meet this responsibility each office should designate
a Records Authority and Records Coordinator.

Benefits of Files Management

A well designed filing system:

 must make filing less difficult, tedious, and unattractive


 must offer quick and easy filing and retrieval of information
 must ensure integrity and continuity of record keeping despite changes in office
personnel
 must have uniform practices
 must allow for the easy identification and purging of inactive records
 should provide clear and simple file categories
 should be expandable and flexible enough to meet everyone's needs

Higher productivity, Lower Costs


Higher productivity and lower costs are the main benefits of good files management.
The right filing system produces important tangible results and eliminates costs
associated with poor procedures.
Time savings:

 faster filing and retrieval of information


 fewer misfiles
 higher staff efficiency and productivity

Cost savings:

 less frequent purchase of filing equipment and supplies


 less office space used for filing equipment
 less time spent on filing
 less likelihood of litigation losses resulting from lost documents
 less likelihood of lost documents leading to unfavorable audit findings and
penalties
 less costly recovery of vital records

Specific benefits

 Establishing and maintaining control over files will bring specific benefits:
 easier training of new personnel
 expandability and flexibility to meet the needs of the office
 standard procedures for disposal of obsolete records
 improved service to clients/public
 protection of vital records
 compliance with legal and audit retention requirements

Develop a plan
A good filing system is developed through a basic file plan. Planning is important
because it establishes direction and control, ensures that everyone involved has a
common understanding of purpose and goals, provides guidelines, and identifies the
elements of a project.
Plan elements in logical order

1. Assign responsibility
2. Obtain support
3. Collect information: inventory records
4. Analyze records
5. Develop a filing system
6. Implement system
7. Train users
8. Monitor implementation, follow up and revise system
Assign responsibility
One individual should be assigned the responsibility for developing and coordinating the
new filing system. This task usually falls to the Records Coordinator. The Records
Coordinator may work in conjunction with the Records Authority or with a committee
established for that purpose. The Records Coordinator may implement the system or
may supervise others in its implementation.
The first step in developing or improving a filing system is to gain the support of both the
administration and the users of the system. Administrative support legitimizes the
project and ensures the cooperation of all members of the office.
Every member of the office must understand the purpose and scope of the project.
Everyone should be involved in the process. The creator of a record may provide
important insight useful during the analysis of the records. Office members can help
determine which features or aspects of the present system work well and should be
retained. Office members can also help identify specific problems within the present
system that must be changed. Most importantly, involving others in the process makes
them more amenable to using the system once it is implemented.

The Records Inventory: Collect information


Any changes to a filing system must begin with an inventory. An inventory is a detailed
listing of all existing files in an office. Without information gained through an inventory, it
would be impossible to develop or make changes to a filing system. The inventory is the
foundation of a filing system.
Conducting the inventory
Before beginning, it is very useful to create a map of each room to be inventoried. The
map should identify individual filing cabinets, shelves, desks, computers, and other
areas where information may be stored. For future reference, the files listed on the
inventory should correspond to file locations identified on the map.
An inventory should list the title and dates of each file created within the office. Within
each room, inventory the files in a systematic manner. Start at one end of the room
and work around the perimeter of the room. Once the perimeter is complete, inventory
the files stored in the center of the room. Do not forget to inventory files on top of and
under file cabinets, desks, shelves and other furniture. Finally, inventory each PC.
Self-Check -1 Written Test

1, What explain of this Develop a plan?


A good filing system is developed through a basic file plan. Planning is important
because it establishes direction and control, ensures that everyone involved has a
common understanding of purpose and goals, provides guidelines, and identifies the
elements of a project
2, Write the Plan elements in logical order to ____?

Designing document
Information Sheet-2

What is a “Design Document”?


The Design Document will be the starting point work product for a number of your
assignments. In many cases you could, and should, do the Design Document before
doing any of the actual "work". To a degree, the Design Document could be seen a part
of the Plan on what you will do, but I tend to look at the Design Document as providing
more of a technical overview and the Plan as a second document which includes
assumptions, justifications, and the like necessary for meeting the customer's
requirements. The Implementation then would be the final step, in which you detail
exactly – often in a step-by-step manner - what you did to actually complete the work
required by the Design Document and Plan.

When you write code for a program, you usually will have clarified your requirements
and done a design/plan before you write the first line of actual code. Your products
from this stage in the programming world might include a TLR, SRS, Project Plan,
Customer Contract, or other similar items. The process for a SA should be somewhat
parallel to this, determining what the problem is and detailing how (technically, socially,
financially, politically, etc.) you can provide a solution that is appropriate for the
problem. Only after these details have been determined should you take the steps to
implement the solution.
What we have seen from previous classes is that instead of attacking the problem in
this manner, many students jump into the Implementation and think about these issues
as they go. This makes documenting the process much more difficult. In the case of
working at the level of a proposal, they have gone way beyond what would be
necessary. In the working world, it means if they get sick halfway through a project, it
may be impossible for someone else to step into that position and complete the job
because it may be impossible for the new employee to understand what the first one did
and why. Having the type of documentation that we are expecting in this course helps
ensure a number of things like: you are doing what the customer wants; that when you
are done, you actually did what you intended to do; that in case of personnel problems
you project continuity remains; etc.

Self-Check -2. Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in
the next page:
1, Explain the term Design Document?

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points


You can ask you teacher for the copy of the correct answers.
Information Sheet-3 Using a range of functions to ensure consistency of design and
layout

Using a range of functions to ensure consistency of design and layout


Operating input devices within designated requirement
If you have a three-document model:
- Design - the picture that describes the end result (it often doesn't include product
names, but might in some cases)
- Plan - a milestone-level view of how that design will get accomplished (no
commands are included, but product names and the processes selected might very
well be documented)
- Implementation - a step-by-step list of what to do which could be used to reproduce
the work, possibly by someone who isn’t familiar with the design or plan.

Another way of thinking of it might be this:

- A design is the type of document a company might produce to be sent off for
bidding (i.e., the customer might produce)
- A plan is individual -- the order and way you solve and verify your solution might be
different from someone else, but
- If you just provide implementation steps without the plan, how will you know you
did

Self-Check -.3 Written Test


1,____the order and way you solve and verify your solution might be different from
someone else

2,_____the picture that describes the end result (it often doesn't include product names.
3,______the type of document a company might produce to be sent off for bidding.
4_______ the work, possibly by someone who isn’t familiar with the design or plan.

Information Sheet-4
Operating input devices within designated requirement

In computing, input/output or I/O (or, informally, io or IO) is the communication


between an information processing system , such as a computer, and the outside world,
possibly a human or another information processing system. Inputs are the signals or
data received by the system and outputs are the signals or data sent from it. The term
can also be used as part of an action; to "perform I/O" is to perform an input or output
operation.
I/O devices are the pieces of hardware used by a human (or other system) to
communicate with a computer. For instance, a keyboard or computer mouse is an input
device for a computer, while monitors and printers are output devices. Devices for
communication between computers, such as modems and network cards, typically
perform both input and output operations.
The designation of a device as either input or output depends on perspective. Mouse
and keyboards take physical movements that the human user outputs and convert them
into input signals that a computer can understand; the output from these devices is the
computer's input. Similarly, printers and monitors take signals that a computer outputs
as input, and they convert these signals into a representation that human users can
understand. From the human user's perspective, the process of reading or seeing these
representations is receiving output; this type of interaction between computers and
humans is studied in the field of human–computer interaction.
In computer architecture, the combination of the CPU and main memory, to which the
CPU can read or write directly using individual instructions, is considered the brain of a
computer. Any transfer of information to or from the CPU/memory combo, for example
by reading data from a disk drive, is considered I/O.[1] The CPU and its supporting
circuitry may provide memory-mapped I/O that is used in low-level computer
programming, such as in the implementation of device drivers, or may provide access
to I/O channels. An I/O algorithm is one designed to exploit locality and perform
efficiently when exchanging data with a secondary storage device, such as a disk drive

Self-Check 4 Written Test

1,_____The designation of a device as either input or output depends on


perspective
2,______the human user outputs and convert them into input signals that a
computer can understand .
3,_______the outside world, possibly a human or another information
processing system

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