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ADEPT OWL GAMES COMPANY

ACTIVITY 1
The Adept Owl Games Company is an Australian developer, publisher and distributor of dice, card and
board games for all ages.

Case

ORGANIZATIONAL LEGISLATIVE REQUIREMENTS FOR


Information entry
The place or systems in which information is stored should be termed as objects and should be managed
by proper systems.

Using various simplified conceptual models it helps in simplifying the data storage and recording
procedures. While naming the data file and organizing information in database the factor should be
considered that file name should be different and the process of placing the different data in different
segments such that file can be easily accessed as and when information is required.

Naming of the information file in particular system can be visualized as a process of analyzing the
database and primary systems that will help the Adept Owl to meet out its desired goals and objectives of
the organization.

Overcoming the historical storage system where information is stored in more scattered form and format
that in turn results in leading to loss of accurate information retrieval. traditions identified with naming
the documents characterizes the standards which empower the tilting of data through e-folders and normal
organizers, reports and information records in a reliable and legitimate approach.

Storage
Considerations for storing documents

 Documents should be stored as templates on a central server so everyone has access to them.
 Make sure file paths are structured logically and meet organizational requirements.
 Be aware of legal obligations for the storage or recording of issuance associated with the
documents you are producing.
 An organization should have a secure document backup procedure.
 Database are recorded and stored in such a way that they have put away in a proper secure area.

Output and Quality of document design and production


Output is the format that the organization requires documents to be in.

 Clients receive information or notifications in a specified format it is good practice for the same
‘house style’ to be used in all of the documents produced by an organization.
 A client must be informed by letter as an email is neither sufficient nor appropriate to meet a legal
requirement.
 Company should have a document standards and style guide. Company needs to be identified by
the documents it creates
 There is also a need to standardize the content. Documents should have a consistent style and
appearance, and documents of the same type should have a consistent structure.

Evaluate Adept Owl’s present and future information technology capability to satisfy
document design and production needs
In every organization or industry, there is a requirement of some kind of document Controller. This
permits all staff to make documents with a reliable aspect, sustain quality Standards as acknowledged by
the organization and rule produce documents effectively and efficiently, and make developments where
needed. In current business situation, nearly all documents are formed and maintained electronically by a
range of commercial software packages.

Upcoming IT capability needs the organization could have with respect to document design and
production are as below mentioned:

1. Manpower need for doing the working every organization there is a need of human resource that is
employee working in the organization.so many employee means attaining the objective on time by
achieving the goal effectively.

2. Need for advancement of technology: For surviving in today’s market there is a huge need of
technology advancement to compete with the competitors. Best and up-to-date technology is must for the
company to achieve its targets on time.

3. Up-to-date knowledge of everything is of utmost importance, what is going in the market helps in
sustaining in the competition and market. The business or we can say that the organization should follow
all the trendy things which help in making the goodwill of the organization more and help in revenue
generation.

4. Data base storage centres should be there. For the storage of data every organization needs storage
centres for storing there data for security. There are so many objectives of data base, some of them are as
follows:

a. It helps in settings rules and standards and also helps in combining interconnected data which help in
achieving the goals and objectives on time.

b. It also helps in knowing the users about the data which is available in the organization

TYPES OF DOCUMENT USED AND REQUIRED BY ORGANIZATION


A business owner uses these documents to determine the financial success of the company and to identify
areas that are unproductive. A department head might use financial documents to prepare a budget
proposal.
Emails and Memorandums
Co-workers typically use email to convey information to each other. Before email became prevalent,
memorandums were used for intraoffice messages. Memos are still used in situations where a message is
meant to accompany a specific file and in cases that require more privacy than an email.

Business Letters for Outside Communication


Business letters are used to communicate with individuals outside of the office. Recipients may include
customers, colleagues in other businesses, service providers, professionals who advise the business,
government officials and job applicants. A business letter is usually formatted in block style, in which all
of the elements of the letter, except the letterhead, are aligned with the left margin.

Business Reports for Conveying Information


Business reports convey information in a format that is more formal and usually longer than a letter.
Reports cover a variety of topics, such as safety compliance, sales figures, financial data, feasibility
studies and marketing plans.

Financial Documents to Manage the Business


A business uses financial documents to stay within its budget, prepare budget proposals and file tax
returns. These documents include receipt records, payroll reports, paid bills, bank statements, income
statements, balance sheets and tax reporting forms. These documents may be prepared by the company’s
accountant.

DOCUMENTATION STANDARDS
DOCUMENT STRUCTURE
The standard structure and content of any document is as follows:

· Title Page,
· Table of Contents,
· Introduction,
· Body of the Report,
· Appendices and Annexes.
The requirements for each of these sections are described below.

Title Page
A title page is required on all deliverable documents. The title page includes:

· the title of the report,


· the document number,
· the document status,
· the date.

Table of Contents
The table of contents feature of WordPerfect is used with no more than three levels of subsection titles.
The Table of Contents lists all sections and sub-sections with their corresponding page numbers.
Introduction
The purpose of the introduction is to explain why the document was commissioned and give the
perspective of where and how the report fits into the scheme of the project. The material in the
introduction is presented in a logical sequence, along the following lines:

Background - describes the situation that led to the production of the report. Typically it describes the
objectives, who conducted the study, where and when it was conducted, and special instructions given by
the project to complete the objective.

Scope - describes the scope of the work to which the report applies.

Approach - describes how the assignment was carried out: the methodology followed; the techniques
used, the assumptions made, and the steps taken to arrive at the conclusions.

Body of the Report


The body of the report presents the data collected and conclusions reached in accordance with the
accepted work plan and the agreed upon table of contents.

Main section titles are numerically identified. Subsections within each section are numbered sequentially
in a decimal format as follows, to a maximum of three levels:

TITLE
Subtitle
Sub-subtitle
Main section titles (level one) are left-justified in bold upper-case letters. Level two and level three titles
are in upper-case and lower-case letters, bold face.

Include a space line after headings or subheadings before the following text.

Text is indented to fall under the title and not the number, of each section. The first line in a paragraph is
not indented.

Appendices and Annexes


An Appendix or Annex consists of supplementary material supporting and complementing the various
elements in the body of the report. It contains the detailed information that is necessary for a full
understanding of the report and complete justification of the recommendations.

The word "Appendix" is used for additions bound within the same report. Appendices are numbered
1,2,3, etc.

The word "Annex" is used for additional information that is provided in a separate volume. Annexes are
labeled A, B, C, etc. Lettered Appendices may be attached to each Annex

PRINTING AND BINDING


All documents to be submitted to XYZ will be printed on an HP LaserJet III SI Postscript printer.

Documents will be printed using paper measuring 8 1/2 x 11 inches.


Larger paper may be used if necessary for diagrams or charts, but its use is discouraged. If larger paper is
used, this must be folded to fit the 8 1/2 x 11 inch format.

Documents will be bound in standard corporate three-ring binders for ease of insertion of subsequent
replacement pages.

DESIGN TASKS
Graphics are extremely useful communications tools, but they must be developed carefully. Develop
graphics in accordance with the following guidelines:

· Keep graphics simple and meaningful.

· Avoid reusing someone else's graphics just because they exist unless they tell exactly what you
want to say, and no more.

· Do not clutter graphics with lots of text.

· Only label items of importance.

· When placed in WordPerfect documents, the graphic image will be reduced, so use a font size that
will still be legible when reduced.

Graphics Settings
Option Setting
Design Size Graphics should be set the full width of the page to prevent text wrapping around
it. Use box positions options of "Anchor to Paragraph", "Horizontal Size is Margin,
Full" and "Size is Auto Height". Graphics are allowed to float to the top of the next
page.
Box The WordPerfect defaults for graphics are used. The graphic is surrounded on all
four sides by a thin line. You may have to edit the graphic and reduce it within the
graphics box so that it is pleasing to the eye. This is especially true if horizontal or
vertical lines are very close to the graphics box outline.
Caption A Graphics caption appears at the bottom left corner of the graphic. The caption has
the format:
Figure 1 Caption of table.
Graphics are numbered using Arabic numerals. The text of the caption is separated
from the identifier with an <Indent>.

Activity 2
Designed in a separate document

Activity 3

Document automation
Word macros are one-click wonders that let you program complex procedures to launch at your bidding.
I’m making a document letter head then I’ll make macros of it to be used for the templates.
Templates and Macros
Templates
Templates store organisation-specific text, graphics, configuration, layout and style features, calculations,
and so on. Users can quickly access these features to quickly create accurate, standardised workplace
documents with ease.

Macros
Templates are also a means of storing and transporting organisation-specific macros. Macros allow you to
combine a series of tasks together so that they can be run automatically, and this can range from simple
routine editing and formatting to more complex tasks that can involve searching, sorting, converting,
merging, calculating, and so on.

Instructions for macros


Click View > Macros > Record Macro

Type a name for the macro

To use this macro in any new documents you make, be sure the Store macro in box says All Documents
(Normal.dotm).

Now it’s time to record the steps. Click the commands or press the keys for each step in the task. Word
records your clicks and keystrokes.

stop recording, click View > Macros > Stop Recording.

Use the macro

Click View > Macros > View Macros

In the list under Macro name, click the macro you want to run.

Click Run

I have the macro with the name of letterhead in a separate document

Activity 4

REPORT
Monitor use of standard documentation templates and macros, and evaluate the quality of
documents produced against documentation standards
Monitoring
When they are initially developed, macros should be checked as part of the development to ensure they
are valid and current prior to release to staff.
Creating a macro can be like creating a document, with current styling and formatting requirements being
checked at the start of the process.

Developers in the process conduct first checks, then managers or others with more intimate knowledge of
the document requirements should check them prior to general release.

Macros developed for common, repetitive tasks will be tested for functionality by the users who quickly
begin to use them and testing by developers should be simply a formality to check that style and font
specifications are maintained.

Problems can develop with macros that are used for less common functions; for example, inserting a
clause into a contract that applies to less than five percent of clients. Staff updates and implements
changes in frequently used macros; less-common macros can inadvertently be overlooked. For these less
commonly used macros, more care must be taken by managers to revisit them to ensure that when they
are applied, they are still valid and current in their function.

Templates and macros are developed to ensure all documents produced by staff adhere to the
organization’s quality standards and can be produced and reproduced easily and efficiently. Once relevant
templates and computer shortcuts have been developed and staff trained in their use, you need to monitor
how well staff are applying them in their work and whether the templates and macros continue to meet
organizational standards. Choose monitoring methods that suit organizational processes, but review and
improve them regularly; for example, by formalizing and scheduling more frequent audits.

Monitoring methods may include:

• Following an approval process that includes checking documents conform with template requirements
• using a document register
• conducting regular audits of documents chosen at random to ensure they conform to templates
• conducting regular reviews of templates and updating them as required
Strategies to use

Check each document a team produces until you are satisfied they understand the template and macros to
be used (or appoint a supervisor to do so).
• Discuss the templates at a team meeting and confirm what staff needs to do if they are unsure about
anything.
• Establish a document register and archive that requires team members to save a copy of their
documents.
• Ask new staff members to describe the templates they use.
• Circulate a reminder email or memo.

Evaluation of document quality


Managers must ensure that documents produced by their team or individuals they are responsible for meet
the quality standards set down for documentation production in the organisation’s policies and procedures
manual, as well as meet legislative requirements where necessary. Templates may need to be redesigned
or removed if they do not meet documentation standards. Quality control can be monitored by regularly
comparing documents that staff produces with master documents. It is also important to regularly evaluate
staff knowledge and skills, and offer training to address identified skill deficiencies.
Review documentation standards against the changing needs of the organization, and plan
and implement improvements in accordance with organizational procedures
Document reviews are essential to ensure the ADEPT OWL GAMES COMPANY remains compliant
with legislation, current industry practice and organizational goals, protocols and standards. Here are
several examples of when ADEPT OWL GAMES COMPANY may review changes to documentation.

A change in legislation or in ADEPT OWL GAMES COMPANY may prompt a review of


documentation. Subsequent planning and implementation of documentation change may pass through
recognizable stages, with particular strategies being useful for each stage.

 Through regular reviews and audits of templates, managers must identify the change
1. lack of sufficient Microsoft Word skills
2. Lack of sufficient Microsoft Excel skills.
 Researching requirements with subject matter experts and the users of the templates managers
take measures to develop improvements. These are the measures and the strategies to improve the
development
1. Training
2. Outsourcing of IT expertise.
3. centralized document management
4. Communications technology expertise.
5. Addition of style requirements

To implement the improvements, following measures will be taken by the department head

1. motivate users to implement the change in the required time frame


2. allow for regular monitoring of the implementation
3. make allowances for feedback and modification
4. Put a measureable objective in place for the organization.