Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication OCR Level 3 Nationals in ICT Unit 1 Digital Business Communication -1- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Unit 1 – Digital Business Communication 1. Learning outcomes This unit is made up of seven Assignment Objectives. On completion of these Assignments you should be able to: 1) Investigate the role and contribution of communication technology to business 2) Explain the aids and barriers to effective communication 3) Design and create a presentation style for use in business documents 4) Demonstrate the effective use of written communication using ICT in a business context 5) Demonstrate the effective use of email in a business context 6) Demonstrate an understanding of document and computer security in the workplace 7) Use standard ways of working to work safely, keep information secure and manage personal information -2- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Scenario – Keele Sixth Form Centre You have been employed to assist with the introduction of a new communication system within the Sixth Form Centre. The Centre has decided it needs to develop a clear understanding of the way they should use Digital Communication to make their work more productive and efficient. The Centre currently does not have a coherent system and so there are some areas where the communication is unclear. The Centre sends a large amount of information to outside agencies (such as other businesses, as well as students’ homes) and their communication therefore needs to be very clear. The aspects of the Centre’s communication that are the highest priority are: 1. Developing and using a consistent style through the use of templates 2. Developing the a clear Health & Safety Policy in terms of the use of ICT within the Centre Record 3. Using the templates to produce a sample set of documentation for the Centre. Initially you will produce an electronic presentation about the role of communication technology within the Centre, and the aids and barriers to that communication. The Centre is based at: Keele Sixth Form Centre 12 Union Square Keele ST5 5BG 01782 106487 -3- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Assignment 1 This Assignment investigates the role and contribution of communication technology to business. This assignment will allow you to: Describe different types of business communication systems Explain benefits and drawbacks of these systems Explain how communication technology has contributed to the growth of e-Commerce, e-Business and e-Marketing. Task 1 The Sixth Form Centre are assessing the role that communication technology has within their business along with ways they could develop it. P1 You will describe at least three different types of business communication system. M1 You will describe at least three different types of business communication system. D1 You will describe in detail at least three different types of business communication system. You should prepare a report or presentation to show the centre to inform them of the ways they could use digital communication. You should include the following: Email WWW / Internet / Intranet Conferencing: video- / tele- / web- / instant messaging You will need to identify what these systems are, and what they do. -4- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Task 2 P2 You will briefly explain the main benefits of these systems using some examples. M2 You will explain a range of benefits of these systems using appropriate examples. D2 You will explain thoroughly a wide range of benefits of these systems, supported by a variety of well chosen examples. The presentation will need to include the benefits of the systems you are talking about. The depth and quality of your written work will distinguish between a Pass, Merit & Distinction at this stage, as well as your examples. In order to get an idea of the benefits, see your student checklist. Task 3 P3 You will briefly explain the main drawbacks of these systems using some examples. M3 You will explain a range of drawbacks of these systems using appropriate examples. D3 You will explain thoroughly a wide range of drawbacks of these systems, supported by a variety of well chosen examples. The presentation will also need to include the drawbacks of the systems you are talking about. The depth and quality of your written work will distinguish between a Pass, Merit & Distinction at this stage, as well as your examples. In order to get an idea of the benefits, see your student checklist. Task 4 M4 You will explain how communication technology has contributed to the growth of e-Commerce, e-Business, & e-Marketing. D4 You will explain how communication technology has contributed to the growth of e-Commerce, e-Business, & e-Marketing. Finish off your presentation or report with a brief outline of what each of these e-…’s are, along with how your chosen systems have influenced their growth and development. -5- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Assignment 2 In this Assignment, you will explain the aids and barriers to effective communication. This assignment will allow you to: Explain aids and barriers to effective communication. Support your explanation with examples. Task 1 P1 You will demonstrate a limited explanation of at least four of the aids and barriers to effective communication. M1 You will explain at least six of the aids and barriers to effective communication. D1 You will explain thoroughly a wide range of aids and barriers to effective communication. In order for the Sixth Form Centre to use digital communication systems in the most effective way, they need to understand the aids and barriers to effective communication. You should produce a report or presentation (whichever you did not do for Assessment 1), on the aids and barriers to effective communication. Again, the depth and quality of your written work will distinguish between a Pass, Merit & Distinction at this stage, as well as your examples. In order to get an idea of the benefits, see your student checklist. Task 2 M2 Your explanation will be supported by at least two appropriate examples of each. D2 Your explanation will be supported by at least four appropriate examples of each. The aids and barriers to effective communication should be supported by your own examples. -6- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Assignment 3 In this assignment you will design and create a presentation style for use in business documents. You will be assessed on how well you use the features of the software to create a professional-looking template. This assignment will allow you to: Design and create templates Develop a house style Use software features for styling Task 1 P1 You will design templates for at least three business documents. M1 You will design templates for at least four business documents. D1 You will design templates for at least five business documents. As mentioned earlier you have been asked by the Sixth Form Centre to develop a template for a collection of professional-looking documents: Email Report Letter Memo Leaflet/poster/flyer Invoice Agenda Minutes The documents are professional documents and need to have a consistent style. It may be a good idea to also include a logo of the company. Task 2 P2 You will create templates for at least three business documents. M2 You will create templates for at least four business documents. D2 You will create templates for at least five business documents. Using the designs for the software templates, you should now create the templates. -7- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Task 3 P3 These will include basic formatting. M3 These will include some formatting. D3 These will include appropriate formatting. The formatting in these documents should include: Text style Paragraph formatting Page layout Text flow Graphic style (lines, borders) Images (logo, partner companies) Corporate signature See your student checklist to see what you need to include for each grade. Task 4 P4 The house style will be mostly consistent across the templates. M4 Templates will show a consistent house style. D4 Templates will show a consistent house style. The templates should have a consistent house style. Task 5 M5 You will use at least two different types of software. D5 You will use at least three different types of software. The templates should be created for some different softwares which can include: Word processing Desktop publishing Presentation Email Web pages See your student checklist to see what you need to include for each grade. -8- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Task 6 M6 Templates will suit the purpose of each communication. D6 Templates will suit the purpose of each communication. The templates should be suited to the document purpose – see the sample documents. Task 7 D7 All templates will be of near professional quality. The templates should be checked for errors so that they are of near professional quality. -9- Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Assignment 4 In this assignment you will demonstrate the effective use of written communication using ICT in a business context. This assignment will allow: The creation of four types of written communication Justification of the suitability of each document The effective use of software features Task 1 P1 You will use at least two different types of written communication. M1 You will use at least three different types of written communication using templates you have created. D1 You will use at least four different types of written communication using the templates you have created. The Sixth Form Centre need to create sample documents from the templates you have created for them in order to use them as examples to their staff. Task 2 P2 You will use at least two features. M2 You will include the effective use of at least three features. D2 You will use at least four features. The documents should include features which should include: Tables Bullets Auto-numbering Columns Text boxes See your student checklist to see what you need to include for each grade. - 10 - Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Task 3 P3 The documents will be appropriately formatted using the house style designed as part of AO3 with few inconsistencies. M3 The documents will be appropriately formatted using the house style designed as part of AO3 with few inconsistencies. D3 The documents will be well structured and appropriately formatted using the house style designed as part of AO3 with few inconsistencies. The documents should include formatting which should include: Use of tabular form and numerical data Borders and shading Appropriate layout & styles Bullets & numbering Colour See your student checklist to see what you need to include for each grade. Task 4 P4 The documents will contain few errors and be mainly fit for purpose. M4 The documents will contain few errors and be fit for purpose. D4 The documents will be of near-professional business quality. The documents should be checked for errors which should include: Spelling & grammar checkers Checking case Checking consistency and layout Proof-reading Thesaurus See your student checklist to see what you need to include for each grade. Task 5 D5 You will justify the suitability of each document for that purpose. The documents should have a commentary about why each is suited to its purpose and why. - 11 - Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Assignment 5 In this assignment you will demonstrate the effective use of email in a business context. This assignment will allow you to: Use standard features of email appropriately Use advanced features of email appropriately How to use manage your email system in an organised manner Task 1 P1 You will use at least four standard features of email appropriately. M1 You will use at least four standard features of email appropriately. D1 You will use at least five standard features of email appropriately. The Sixth Form Centre needs to automatically send an email to parents whenever students miss a lesson, as well as using the system to report on students successes in assessments. You should demonstrate various features of the email system that will help in this task which should include: CC & BCC High/low importance Level of confidentiality Address book Creation and use of professional signature Email account management Email etiquette See your student checklist to see what you need to include for each grade. - 12 - Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Task 2 P2 You will set up and use at least three advanced features of email. M2 You will set up and use at least four advanced features of email. D2 You will set up and use at least five advanced features of email. You should further demonstrate various advanced features of the email system that will help in this task which should include: Multiple attachments/zipped files/embedded files folders to organise mails rules groups/distribution lists archiving spam filter autoreply. See your student checklist to see what you need to include for each grade. Task 3 P3 Your emails will mainly be fit for purpose. M3 Your emails will be fit for purpose and appropriate to business use. D3 All emails will be fit for purpose and appropriate to business use. You should demonstrate why your emails are fit for purpose. Task 4 D4 You will show an organised approach to the management of your own email system. You should be able to demonstrate how you have organised your email system. - 13 - Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Assignment 6 In this assignment you will demonstrate an understanding of document and computer security in the workplace. This assignment will allow you to: Describe security issues relating to documents and computers in the workplace Identify methods to avoid these issues Task 1 P1 You will describe at least four security issues relating to documents and computers in the workplace. M1 You will describe at least five security issues relating to documents and computers in the workplace. D1 You will describe in detail, giving specific examples, at least six security issues relating to documents and computers in the workplace. The Sixth Form Centre must by law identify and address any security issues arising from the use of computers and creation of documents within their workplace. You should describe various of these security issues in this task which should include: Hacking data misuse unauthorised transfer or copying unauthorised copying or distributing software email and chatroom abuse adware/malware/spyware pornography online threats (phishing/identity and financial abuses etc) types of viruses/virus protection See your student checklist to see what you need to include for each grade. - 14 - Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Task 2 P2 You identify methods used to avoid these issues. M2 You describe methods used to avoid these issues. D2 You describe in detail methods used to avoid these issues Create a document to assist the staff and students at the sixth form centre to avoid the issues described in the previous task. - 15 - Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Assignment 7 In this assignment you will use standard ways of working to work safely, keep information secure and manage personal information. This assignment will allow you to: Demonstrate an awareness of health and safety Use standard ways of working to organise your work Show an understanding of security measures Back up your work Task 1 P1 You will demonstrate an awareness of health and safety issues related to the use of ICT and apply this on most occasions. M1 You will demonstrate an awareness of health and safety issues related to the use of ICT and apply this on most occasions. D1 You will demonstrate an awareness of health and safety issues related to the use of ICT and apply this at all times. The Sixth Form Centre must also by law identify and address any health and safety issues arising from the use of ICT. You should describe various of these health and safety issues and how they can be prevented. Task 2 P2 You will use standard ways of working to organise your work efficiently. M2 You will use standard ways of working to organise your work efficiently. D2 You will use standard ways of working to organise your work efficiently You should demonstrate standard ways in which you organise your work efficiently. These must include: suitable folder structure; and using appropriate names for files and folders. - 16 - Stapenhill Post-16 Centre OCR Level 3 Nationals in ICT Unit 1: Digital Business Communication Task 3 P3 You will show an understanding of some security measures. M3 You will demonstrate how you have considered and applied document security to your own files. D3 You will demonstrate how you have considered and applied document security to your own files. You should explain security measures used in terms of document security, which should include: Passwords to open/modify Saving work regularly Secure drives See your student checklist to see what you need to include for each grade. Task 4 P4 You will back up your work to a suitable medium. M4 You will back up your work to a suitable medium on more than one occasion. D4 You will back up your work regularly to a suitable medium. You should demonstrate and explain backup procedures that the Sixth Form Centre should consider, including reasoning. Task 5 M5 You will show a good understanding of version numbers. D5 You will show a good understanding of version numbers and access permissions. You should demonstrate and explain versioning of documents and access permissions that the Sixth Form Centre should consider, along with reasoning. See your student checklist to see what you need to include for each grade. - 17 -