• In response to the scenario and referring as required to the Adept Owl simulated business documentation provided, evaluate the purpose, audience and information requirements for a letter template and an expense report.
• Develop a draft letter template, including standard text, that:

a. meets scenario requirements including information and audience requirements for standard text, style and tone

b. follows the Adept Owl style guide

c. includes at least one suitable editing macro (remember, to save a macro in a template, you need to Save As a Macro-Enabled Template)

d. includes fields for use with mail-merge.

• Develop a draft expense report template (see example in Appendix 1) that:

a. meets organisational requirements set out in the scenario

b. includes at least one suitable macro to improve the usability of the expense report template

c. includes one other feature such as drop-down lists or form fields to further automate or standardise document production.

Information provided about the topic

Adept Owl scenario - Design and develop standard text As a new member of the administration team, with a responsibility for team leadership and document design and development, you will need to lead and manage template development. One of the most common tasks undertaken by the administration team is writing letters to both internal and external customers. To conform to business requirements, such letters need to adhere to Adept Owl house styles and use Microsoft Word. The team and organisation require easy-to-use templates to facilitate letter writing and editing for a range of purposes and associated information content, for example marketing mail-outs and internal communication. Macros may be useful for a range of editing functions: replacing multiple spaces with a single space replacing soft returns with paragraph breaks removing spaces that occur directly before or after paragraph breaks removing spaces that occur directly before or after tabs replacing multiple tabs with a single tab. Currently, letters are created from scratch. Mass mail-outs present a problem for efficiency as letters are created individually. This practice presents a problem with respect to consistency and wastage of resources. In particular, a letter template for production delays is sorely needed to standardise the organisation's communications with affected customers. See Appendix 1 for content requirements and audience needs. Another type of document the organisation currently lacks standard templates or processes for is expense reporting. Staff use a range of methods to report expenses. There are several problems associated with this arrangement. Staff filling out reports complain about the time needed to input expenses. Administration staff complain about the lack of consistency, including incorrect or incomplete coding of expenses. There are several business needs associated with expense reporting. For example, allowable expenses codes are: Food Transportation Communication Training Other. See Appendix 1 for details on information and formatting needs for both the letter and spreadsheet templates. Finally, according to recent staff feedback, an expense report template that takes advantage of time-saving macros is required. For example, macros could save time by clearing fields or calculating totals.

Information and formatting requirements Production delay letter template Content: Opening paragraph: thanking the customer for their purchase and informing there is a delay Body content: apologising for delay; stating the reasons for the delay, and expected date of delivery Closing paragraph apology for inconvenience and an invitation for contact if required. Style: Professional Formal language Tone: Friendly Apologetic