Case Study 1- Managing Business
Hi, Kelly here. Thanks for helping me with this project! Let’s start with some background information.
Kingfisher Garden Centre has an intranet that’s accessible to all employees in the organisation, both in head office and all of our stores. Until recently, we had only a few basic templates for letters, emails and other common documentation.
Everybody tended to modify the original template to suit their specific purpose. As a result, there is little consistency in our documentation. Just think of all the time that’s been wasted while everyone creates their own documents instead of using a template!
Our marketing manager has started developing style standards for all marketing and advertising materials so we present a consistent, professional brand and public image. My administration team and I plan to do the same for all our other internal and external documents. We are starting with some of the documentation shared by the accounts and purchasing departments.
Existing information technology
Kingfisher uses the Microsoft Office suite of software products that includes Word, Excel, PowerPoint, Publisher and Outlook. The business also has accounting, purchasing and POS systems. Head office and each of the stores have high speed A4 laser printers and at least one colour printer. All standard office documentation is printed internally. Large or specialised print orders and high-image marketing documents are printed off-site by a professional printer. Case Study 1- Managing Business
You should familiarise yourself with the business. Check out background information about the company in the ‘About us’ tab on the Kingfisher intranet. You can also view some of our templates on the Kingfisher intranet. These are drafts we developed some time ago. The templates are located under their relevant topics, for example, Quality Assurance, Human Resources, Finance.
Task 1: Identify organisational and legislative needs
- Based on your learning resource, case study information and business details on the Kingfisher intranet, identify three overall organisational requirements for document design and development processes.
- When designing and developing documents, you must consider how information will be entered, and storage and output requirements. Over the next few questions, briefly describe considerations you will have to investigate for each of these areas. What are two information entry requirements you should consider?
- What is one storage requirement you should consider?
- What are two output requirements you should consider?
- List two policies and procedures that impact the design process for the documents we are going to develop. Briefly describe how they will influence or assist development. Think about the two departments we are developing documents for (as outlined in the case study information), existing policies and procedures available on the Kingfisher intranet and your learning resource when answering this question.
- List two types of legislation that impact the design and development of the documents we are going to develop. Briefly describe how they will influence or assist development. Think about the two departments we are developing documents for (as outlined in the case study information), existing policies and procedures available on the Kingfisher intranet and your learning resource when answering this question.
- Now it’s time to identify documentation shared by the finance department. Can you identify three? Complete the table below and identify each document’s requirements. We’ve already started listing some documents.
|1. Document name||2. Purpose||3. Use||4. Information entry||5. Storage||6. Output|
|Quotation||Price estimate for customers||Purchasing, garden design, Warblers||Manual entry by staff||
|Delivery docket||Record of delivery details||Purchasing, garden centre, Warblers||Automatic entry by purchasing system||
||Template external print in self-carbonating duplicate
Client document internal laser printer
Task 2: Evaluate information technology (IT) capabilities
- I mentioned at the start that we are using the Microsoft Office suite of applications. We are going to use Word and Excel to create a lot of our templates. What features do these two software applications have that make them appropriate for developing the templates and documents you identified in Task 1 Q7?
- Can you evaluate if the accounting and purchasing department printers have the capabilities we need to print the documents we are developing and meet other organisational requirements? Complete the checklist below.
You’ll need to look at the printer’s specifications to find out its capabilities. Go to the ‘Additional Resources’ folder in the LMS and open Printer Information Bizhub_423. This document outlines general information and specifications. Both departments have the 423 model with separator and finisher options.
|Output requirements||Has capability?
(Yes or no)
|Black and white printing|
|Scanned documents sent directly to shared folders|
|Sort, staple and hole punch|
|Compatible with Windows 2000|
|Printer memory = 500GB|
|Output paper size A3, A4, A5|
|Copy speed above 50 pages per minute (ppm)|
|Print up to 180gsm paper|
3. The marketing department has the same printer. The marketing manager is planning to print a number of their marketing documents in-house in the future rather than use an external professional printer. Can their current printer produce high quality colour materials in a range of paper weights and finishes (matt, gloss, textured)? Explain your response.
Task 3: Establish design standards
Case study – additional information
Now that we’ve analysed our requirements, we can establish organisational standards. I’ve been developing the Kingfisher style guide with help from some of my team. Can you help me write a few of the standards? Case Study 1- Managing Business
Go to Kingfisher’s intranet and click on the ‘Quality Assurance’ tab to view the current version of the style guide. To access the intranet, click on this link or copy it into your internet search engine: www.didasko-online.com/kingfisher
There are four topics left to write.
- Security – documentation security standards.
- Version control – which documents should be version controlled and correct numbering.
- Number lists – standards for using vertical numbered lists.
- Dates – standards for appearance, wording and punctuation of calendar dates.
Use Kingfisher’s existing policies and procedures, other standards already established in the style guide and your internet search engine to help you establish appropriate standards for these important topics. If you are searching on the internet, keep in mind we are located in Australia!
- Write organisational standards for document security.
- Write organisational standards for version control of templates and documents.
- Write organisational procedures for number lists.
- Write organisational procedures for how to write calendar dates that are suitable for a variety of documents and situations, for example, in a letter, sentence, spreadsheet, marketing document or formal report. A minimum of two formats with examples of suitable documentation is required.