Business and Administration
Workbook 3 – Working with ICT in a
business environment
Learner’s Workbook
Learner:
Employer:
Assessor:
©Copyright Reed Treasury Limited 2012
Welcome!
This workbook has been designed to support your learning within the workplace
and to provide you with a reminder of top tips, skills and knowledge you have
gained along the way for your day-to-day role.
It has been written to assist you and should not be relied upon to complete the
qualification. In some topics this workbook will build on the first two you have
completed.
Your Assessor will be reviewing the workbook. It will be used as part of the
assessment process for one of your core units for the qualification, in conjunction
with being observed to see that you are applying the knowledge within your role.
You may also be asked to elaborate on the answers you have provided in the
workbook through discussion with your Assessor, and you could also be asked to
provide further supporting evidence to ensure you meet the full criteria.
To ensure you meet the criteria of the qualification please answer the questions
fully, providing as much evidence from your own role and workplace to support
the answers you have given.
Additional notes pages have been allocated at the back of the workbook, enabling
you to make notes when you have experienced a particular situation or found
something that works well from the learning you have completed.
Your Assessor will be providing you with feedback at the end of your observations.
Use this feedback as part of your review and reflect elements in the workbook.
Your Assessor will provide you with some guidance about how long each individual
activity and task in this workbook should take. You will be responsible for
discussing timelines/deadlines and ensuring that you meet them- don’t forget to
take your work and personal life commitments into consideration when planning.
©Copyright Reed Treasury Limited 2012
©Copyright Reed Treasury Limited 2012
Contents
Workbook 3 – Working with ICT in a business environment
3.0 – Using Computers and software programmes in the workplace ............................................... 5
3.0.1 - How much do you know? ....................................................................................................... 5
3.1 – Using software applications in your workplace .................................................................... 13
3.1.1 - Word processing - creating and formatting documents ...................................................... 13
3.1.3 – Creating and transferring information between applications............................................. 26
3.1.4 - Review your knowledge and understanding ........................................................................ 29
3.2 – Communicating electronically.............................................................................................. 30
3.2.1 – Company policy and procedures ......................................................................................... 31
3.3 – Saving, storing, archiving of information and documentation............................................... 36
3.4 - Review your knowledge and understanding ......................................................................... 43
3.5 – Make a note!....................................................................................................................... 45
SIGNATURE PAGE ........................................................................................................................ 50
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3.0 – Using Computers and software programmes in the workplace
Using computers and computer software is an integral part of the day-to-day
responsibilities of anybody working within the Business Administration environment.
Most of us have had experience of using a personal computer, however there are systems
and software applications in the workplace that not everyone has experienced or used.
3.0.1 - How much do you know?
There are key software applications that are used in business today and there are common software
applications that are used across most businesses.
There are 5 common software applications listed below - provide a brief overview of what each one
is used for and how you use them in your role. Provide your Assessor with examples of
documents/pieces of work where you have used the application.
Microsoft Access
Continue on the ‘Make a note’ pages if you need to...
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Microsoft Excel
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Microsoft Outlook
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Microsoft PowerPoint
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Microsoft Word
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Are there other types of software applications you use in your
Administration role? If so, list them below with an example of the
type of work you use them for.
Does your company use any bespoke software applications? List what they are below:
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Explain why it is important to use such software applications to support you in your role:
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Considering teams such as Reception, provide examples of how an
IT software application can support such teams. Record your
answers below:
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3.1 - Using software applications in your workplace
You have already identified the differences between common
software applications used in business today. You are now going to
demonstrate how you use such applications to do your day-to-day
duties.
3.1.1 - Word processing - Creating and formatting documents
How do you create a document in applications such as Microsoft Word?
List the steps you would take to create the document you have provided as evidence to your
Assessor earlier in the workbook
Continue on the ‘Make a note’ pages if you need to...
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Is there a difference in the way you write a letter in the business environment in comparison to a
personal letter? Provide examples of the differences to support your answers below:
Does your company have templates / standard formats for letters and formal documents? Explain
how you use the templates/formats, providing your Assessor with examples.
Continue on the ‘Make a note’ pages if you need to...
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TASK
Provide an example of how you have taken written notes in your
role and formatted them into a Word document. Provide your
Assessor with examples of the notes you used and the completed
document at your next appointment.
ACTIVITY – Formatting a document
If you do not have an example with evidence to provide your Assessor
complete the following activity:
•
•
•
•
Record the next telephone conversation or meeting you have at
work concerning a business matter.
Record the conversation by taking notes.
You will use the conversation to draft a formal document using your company template /
standards to outline the content of the conversation and summarise with any actions
required and who is responsible for those actions.
You are to select the document format that you will use to formally record the information
and provide your reasons for selecting that document type below.
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You have demonstrated how you would format a document in Word and how you would save
and archive. You are now going to evidence how you construct a business letter in Word.
ACTIVITY – Construct a formal business letter
In order to demonstrate your knowledge and experience gained to date, bring a formal business
letter that you have recently created and sent at work to your next Assessors appointment.
If you haven’t constructed and sent a formal letter, use the following activity scenario to
demonstrate your skills.
Scenario
You are working as an Administrator for a Design and Technology company called BUZZ ltd.
One of your responsibilities in your role is to chase up outstanding invoices. Currently a company
called Luminations Consulting has 5 outstanding invoices! Your manager gives you the five invoices.
Your manager is not very happy with this and has highlighted this as a priority. He has asked you to
write a letter to Mr Pac the Managing Director informing him of the outstanding invoices and
requesting payment.
Mr Pac is a longstanding customer and usually payment is received promptly. Your manager needs
the money to be paid in two weeks.
Activity instructions:
1.
Create the letter to Mr Pac from Luminations Consulting. Use the Buzz Ltd invoices to find the
details, following these instructions.
2.
Save the letter as you would for a professional document in your workplace.
3.
Attach your letter to an email and send it as evidence to your Assessor in time for your next
appointment /or for the agreed deadline date.
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Activity - Invoices for Mr Pac
Invoice 1 of 5
BUZZ Ltd
INVOICE
Life is better when there is a Buzz about it...
31 Amelia Street,
London,
SW17 8LM
Phone 0208 708 4444 Fax 0208 708 4443
INVOICE #10834
DATE: JUNE 16TH 2012
To:
Ship To:
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Comments or special instructions:
QUANTITY
5
DESCRIPTION
UNIT PRICE
Installations of signage for front of building
TOTAL
£1600
£8000
SUBTOTAL
£8000
VAT
£1400
SHIPPING & HANDLING
£1000
TOTAL DUE
£10400
Payment Terms: 30 days from receipt of invoice
Thank you for your business!
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Invoice 2 of 5
BUZZ Ltd
INVOICE
Life is better when there is a Buzz about it...
31 Amelia Street,
London,
SW17 8LM
Phone 0208 708 4444 Fax 0208 708 4443
INVOICE #10966
DATE: JULY 16TH 2012
To:
Ship To:
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Comments or special instructions:
QUANTITY
3
DESCRIPTION
UNIT PRICE
TOTAL
Designs for interior display lighting
£2000
£6000
SUBTOTAL
£6000
VAT
£1050
SHIPPING & HANDLING
£0
TOTAL DUE
£7050
Payment Terms: 30 days from receipt of invoice
Thank you for your business!
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Invoice 3 of 5
BUZZ Ltd
INVOICE
Life is better when there is a Buzz about it...
31 Amelia Street,
London,
SW17 8LM
Phone 0208 708 4444 Fax 0208 708 4443
INVOICE #10978
DATE: JULY 20TH 2012
To:
Ship To:
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Comments or special instructions:
QUANTITY
DESCRIPTION
UNIT PRICE
TOTAL
1
Installation of 3 metres of fibre optic cable for premises
on Old Kent Road
£6533
£6533
1
Fibre optic cable (3 metres)
£2500
£2500
SUBTOTAL
£9033
VAT
£1580.77
SHIPPING & HANDLING
£0
TOTAL DUE
£10613.77
Payment Terms: 30 days from receipt of invoice
Thank you for your business!
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Invoice 4 of 5
BUZZ Ltd
INVOICE
Life is better when there is a Buzz about it...
31 Amelia Street,
London,
SW17 8LM
Phone 0208 708 4444 Fax 0208 708 4443
INVOICE #10988
DATE: AUGUST 27TH 2012
To:
Ship To:
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Comments or special instructions:
QUANTITY
1
DESCRIPTION
UNIT PRICE
Company Logo
TOTAL
£2300
£2300
SUBTOTAL
£2300
VAT
£402.50
SHIPPING & HANDLING
£0
TOTAL DUE
£272.50
Payment Terms: 30 days from receipt of invoice
Thank you for your business!
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Invoice 5 of 5
BUZZ Ltd
INVOICE
Life is better when there is a Buzz about it...
31 Amelia Street,
London,
SW17 8LM
Phone 0208 708 4444 Fax 0208 708 4443
INVOICE #20001
DATE: SEPTEMBER 16TH 2012
To:
Ship To:
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Mr Pac
Luminations Consulting
Drakefield Road
NE11 1AY
0207 745 584
Comments or special instructions:
QUANTITY
DESCRIPTION
UNIT PRICE
TOTAL
1
Delivery of 200 halogen light bulbs
£60.00
£60.00
200
Halogen light bulb
£0.50
£100
SUBTOTAL
£160
VAT
£28
SHIPPING & HANDLING
£0
TOTAL DUE
£188
Payment Terms: 30 days from receipt of invoice
Thank you for your business!
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3.1.2 – Bespoke software applications
You have already provided a brief overview of bespoke applications in your workplace. It is
common practice for organisations to have software designed specifically for them, as not all
businesses have the same requirements when it comes to computer applications.
You are going to have the opportunity to demonstrate your knowledge and experience of
working with such applications.
TASK
Review the bespoke applications you have identified earlier in the workbook. Select the one
that you have most experience of using in preparation for the next activity.
What is the name of the bespoke software application you have selected?
What do you use the application for in your day-to-day role?
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What are its key features? Please list below:
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Were you trained/shown on how to use the application? If so, explain how you were trained and
outline any policies and procedures that are involved in using the application.
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ACTIVITY – Demonstrate your abilities and knowledge for using a bespoke application
In preparation for your next meeting with your Assessor, select a piece of work that you have
recently created using the application and complete the following below:
Record how you created the piece of work and what it was needed for, with a step by step guide /
explanation of how you did this.
Continue on the ‘Make a note’ pages if you need to...
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3.1.3 – Creating and transferring information between applications
You have already demonstrated your understanding of what the
Microsoft Excel software application is used for and how it is
used in your company.
You will now demonstrate your capabilities of using it in your
day-to-day role. If it is an application that you are not familiar
with, it will give you an opportunity to practice
Microsoft Word has similar functions to Excel such as the capabilities of creating tables within its
documents. Explain why you would need to insert a table or chart from Excel into Word below:
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Explain how you would insert a table of information from Excel into Word,
illustrate the steps below using a flow diagram:
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ACTIVITY – Transfer information between software applications
In order to demonstrate your knowledge and experience gained to date, provide an example of when
you have inserted a table from Excel in to a Word document at work, attach it to an email and send it
to your Assessor before your next appointment.
If you haven’t transferred information between software applications in your work, use the following
activity scenario to demonstrate your capabilities and skills. Keep any notes / drafts you have created
while completing this activity to provide your Assessor as evidence for your portfolio.
Scenario - Summary of outstanding invoices for BUZZ Ltd
Your manager wants you to create a table in Excel which clearly displays information regarding
the 5 outstanding invoices for Luminations Consulting.
Your manager wants to see in your table:
• invoice numbers
• descriptions
• total due from each invoice
• overall total due from the combination of the 5 invoices
Instructions
1.
Create a table in Excel.
2.
Make sure your table clearly displays the information that your manager has requested
i.e. invoice numbers, descriptions, total due from each invoice and overall total due from the
combination of the 5 invoices
3.
Save the file as you would for a professional/customer document
4.
Print your document for evidence to be used in your portfolio with your Assessor .
5.
Copy the cells of your table in Excel and Paste into the formal letter you created earlier in the
workbook in Word
6.
Above the table add a summary of the contents/information in the table you have inserted.
7.
Save the document as you would for a professional/customer document
8.
Attach your updated letter to an email to your Assessor in time for your next appointment/to
meet the agreed deadline for this activity.
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3.1.4 - Review your knowledge and understanding
Review what you have covered so far in this section about the use of computers and
software applications. Consider the requirements in terms of using them safely within
your organisation such as the legislations / procedures in place to support you.
Identify your strengths as well as the areas you need to develop in order to use them
effectively and in line with the legislations and procedures:
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3.2 – Communicating electronically
Formal letter writing is an essential skill in an Administration role. However, more and
more communication in business is being done electronically. Due to the emergence of
technology over the last 15 years, emails are used by people for both personal and
business purposes as methods of communication.
Providing examples, identify the differences between a personal and business email:
What are the differences between a business email and a business letter? State the differences
below:
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3.2.1 – Company policy and procedures
Policies and procedures are important in upholding and protecting the
employer and employee when using electronic forms of communication. In addition
to your company’s policies and procedures, you need to be aware of the laws and
regulations which are set outside of your organisation and how they apply to you
and your job.
What is your company policy with regards to email and internet usage? Provide examples below:
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Review the previous workbooks you have completed and state which external policies apply to you
when using a computer and software applications. Provide examples of how you stay safe using
and adhere to the policies when using computers and software applications in your day-to-day
work.
Continue on the ‘Make a note’ pages if you need to...
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Does your company have a format / template for email communication? If so, provide an example
of an email you have recently created at work, by either forwarding it via email to your Assessor in
time for your next appointment with them or print off for your next appointment with them.
If your company does not have a template/format, create one that would be appropriate to use in
your current day-to-day role. Attach the template to an email and send it to your Assessor in
preparation for your next appointment with them. Explain what you have included in the template
and why.
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When using email applications at work what are possible the problems
you could encounter? Provide examples where possible below:
Explain what you would/should do to overcome such problems?
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Considering your company hierarchy and policies, who would you contact
in your work concerning IT problems and queries?
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3.3 – Saving, storing, archiving of information and documentation
Depending on where you work will depend on the type of saving, storing and
archiving of information / documentation your company implements.
List the methods of storage and archiving that are used by your company, stating
why they are used and for what types of information/documentation
Why is it important for information and documents to be saved/stored? Provide examples to
support your answer
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Describe how you would save/store documents you have created, explain
how and why you have stored them below:
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Does your company have an archive/storage policy?
State what your company’s policy and procedures are for document storage and archiving, provide
examples:
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There are various official external agencies / government bodies who require information from
companies. In some circumstances there are laws to state what information should be kept and
submitted to them. It is important to have an understanding of what information is required and
why and what your role could be in the handling / sending of information on behalf of your
company.
‘All businesses must keep and preserve certain records and accounts and be able to
present these upon request.’
(Source: www.businesslink.gov.uk/bdotg/action/layer?topicId=1079819147)
TASK
Consider the above information and the legislations you have already covered in the
previous workbooks; use discussions with your colleagues / line managers and research to
identify the types of information companies are required to store and be able to present
when requested and establish who the external agencies / government bodies the statement
above is making reference to .
Continue on the ‘Make a note’ pages if you need to...
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Which of the above agencies/organisations does your company have to provide records to?
What is your role / responsibility when providing such information:
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What are your company procedures for storing accounts, information and records for the
external agencies / organisations?
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Review the legislations and regulations you researched in the first
workbook. Identify the external legislations which apply to the storing /
archiving of information for your company. Provide examples of them
below.
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3.4 - Review your knowledge and understanding
Review your knowledge and understanding of communicating electronically and your
company’s saving, storage and archiving practices and policies.
Identify your strengths as well as the areas you need to develop in order to be able to
work safely and effectively:
Continue on the next page if you need to…………..
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Review your knowledge and understanding continued……………..
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3.5 – Make a note!
Take some time to make a note of your top tips and learning
outcomes gained during this qualification and your work experience.
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SIGNATURE PAGE
Statement
All work completed within this workbook belongs to the learner and all
information provided is accurate and correct.
LEARNER SIGNATURE & DATE:
ASSESSOR SIGNATURE & DATE:
EMPLOYER SIGNATURE & DATE: