Pro-Line Design, Inc

Workbook for CSEC® ExaminationS

HOWARD CAMPBELL

ElEctronic DocumEnt PrEParation anD

managEmEnt

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ii

Macmillan Education4 Crinan Street, London, N1 9XWA division of Macmillan Publishers Limited

Companies and representatives throughout the world.

www.macmillan-caribbean.com

ISBN 978-0-230-46579-4

Text © Howard Campbell 2014Design and illustration © Macmillan Publishers Limited 2014The author has asserted his rights to be identified as the author of this work in accordance with the Copyright, Design and Patents Act 1988.

First published 2014

All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, transmitted in any form, or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publishers.

Designed by Macmillan EducationIllustrated by Tek-ArtCover design by Clare WebberCover illustration by Adz/Macmillan EducationTypeset by Tek-Art

The author and publisher are grateful for permission to reproduce the following material:

Extract from ‘Mayberry Investments Limited Annual Report 2011’ © Mayberry Investments Limited. Reprinted with permission.Extract from ‘TVET Qualification Increases Employability’ © Jamaican Ministry of Education.

These materials may contain links for third party websites. We have no control over, and are not responsible for, the contents of such third party websites. Please use care when accessing them.

Although we have tried to trace and contact copyright holders before publication, in some cases this has not been possible. If contacted we will be pleased to rectify any errors or omissions at the earliest opportunity.

Printed and bound in Malaysia

2019 2018 2017 2016 2015 201410 9 8 7 6 5 4 3 2 1

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iii

Scope and sequence iv

Introduction vi

Section 1: Fundamentals of computing 2

Section 2: Keyboard mastery 14

Section 3: Introduction to application software 40

Section 4: Use of application software 44

Section 5: Business document preparation 82

Section 6: Specialised document preparation 124

Section 7: Electronic communication 172

Section 8: Document management 176

Section 9: Ethics 180

Appendices

Appendix A: Abbreviations which should always be expanded 184

Appendix B: Commonly misspelt words 185

Answers

Answers to Sections 1–9 can be found online at www.macmillan–caribbean.com

Contents

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iv

Scope and sequence

Topic Syllabus objectives

Page Paper 1

Paper 2

SBA Portfolio

Completed

Section 1: Fundamentals of computing

1.1 Computers: types, advantages and disadvantages 1.1–1.3 2 ✓

1.2 Input and output devices 1.4, 1.5 4 ✓

1.3 Storage media 1.6 6 ✓

1.4 Software 1.7 8 ✓

1.5 Computer care, user health and safety 1.8, 1.9 10 ✓

1.6 Word games 1.1–1.9 12 ✓

Section 2: Keyboard mastery

2.1 Touch keyboarding techniques 2.1, 2.3 14 ✓

2.2 Speed drills 2.9 24 ✓

2.3 Copy tests 2.1, 2.4, 2.8 34 ✓

Section 3: Introduction to application software

3.1 Application software: types and purposes 3.1–3.4 40 ✓

Section 4: Use of application software

4.1 Preparing typescript 4.1, 4.2 44 ✓

4.2 Documents using tabulations 4.3 56 ✓ ✓

4.3 Correcting typescript 2.8 62 ✓

4.4 Document formatting 4.1 66 ✓

4.5 Databases 4.4 70 ✓

4.6 Presentations 4.5 74 ✓

4.7 Information integration 4.6 78 ✓

Section 5: Business document preparation

5.1 Stationery: types, sizes and uses 5.1 82 ✓

5.2 Paper 5.2 82 ✓

5.3 Selection and use of stationery 5.3 83 ✓

5.4 Letters 5.4 84 ✓ ✓

5.5 Preparing envelopes and labels 5.5 104 ✓

5.6 Preparing correspondence from skeleton notes 5.6 106 ✓

5.7 Memoranda 5.7 108 ✓

5.8 Committee documents: notices, agenda and minutes

5.8 116 ✓ ✓

5.9 Manipulating simple graphics 5.9 122 ✓

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Scope and sequence

v


Page Paper 1

Paper 2

SBA Portfolio

Completed

Section 6: Specialised document preparation

6.1 Simple displays 6.1 124 ✓ ✓

6.2 Advanced displays 6.1 130 ✓ ✓

6.3 Newsletters, reports and press releases 6.2 138 ✓ ✓

6.4 Legal documents 6.2 149 ✓

6.5 Technical documents 6.2 157 ✓

6.6 Literary documents 6.2 162 ✓

6.7 Financial statements 6.2 166 ✓ ✓

Section 7: Electronic communication

7.1 Types, advantages and disadvantages 7.1, 7.3, 7.4 172 ✓

7.2 Selection of communication media 7.6 173 ✓

7.3 Electronic mail 7.2, 7.5 174 ✓

Section 8: Document management

8.1 Manual and electronic filing systems 8.1, 8.3 176 ✓

8.2 Types of documents 8.2 178 ✓

8.3 Security and integrity of files 8.4–8.6 179 ✓

Section 9: Ethics

9.1 Intellectual property 9.1–9.3 180 ✓

9.2 Plagiarism 9.4, 9.5 181 ✓

9.3 Acceptable standards of work 9.6 182 ✓

9.4 Desirable habits and work attitudes 9.7 183 ✓

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vi

Syllabus and examinationThis workbook is based on the latest syllabus published by the Caribbean Examinations Council (CXC), which is available for download at CXC’s website at www.cxc.org. The examination comprises three papers. The mark allocation by paper and profile dimensions is shown in the table below.

Paper 01 Paper 02 Paper 03 SBA Total Profile %

Assignments Portfolio Total

Accuracy and speed 10 40 30 10 40 90 36

Knowledge and comprehension

40 – 15 5 20 60 24

Presentation and use of technology

60 30 10 40 100 40

Total 50 100 75 25 100 250 100

Total % 20 40 40 100

Source: CSEC EDPM Syllabus (CXC 34/G/SYLL 12) page 5.

WorkbookExam

componentNumber of

items in examQuestion types/elements Icon in workbook Quantity in

workbookPages in

workbook

01 10 Structured questions requiring candidates to supply the response.

50 2–13, 40–3, 82–3, 172–83

02 4 The questions will assess candidates’ ability to copy-type, prepare letters, manuscripts, tables, reports, business forms and creative displays.

80 14–39, 44–81, 84–105, 108–48,

166–71

SBA Portfolio 10 documents Mix of letters, manuscripts, tabular work, committee, displays and legal work.

18 56–61, 84–103, 106–7, 116–21,

124–71

This workbook is designed to help students to:✓ demonstrate mastery of a QWERTY keyboard, utilising the standard and function keys✓ prepare documents in accordance with universally accepted standards✓ interpret correction signs and terminologies used in document preparation✓ develop skills to use computer software and hardware effectively to produce various

types of documents.

Introduction

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Introduction

How to use this workbook1 Select the objective(s) in the syllabus for

which the knowledge reinforcement or skill development is required then use the Contents list and Scope and sequence on pages iii to v to identify one or more activities to complete.

2 Go to the page containing the activity and follow the instructions given. There are three types of activities – completion, mailables and manuscripts.

3 If you are in a classroom, submit your work to be reviewed and corrected by your teacher; otherwise, check your textbook and correct your own work.

4 When you have completed the activity, place a tick (✓) in the ‘completion’ column on the Scope and sequence chart on pages iv to v.

Section 4 Use of application software

52

Manuscripts

Topic 5 Letters

91

5.4.9 Short blocked style letter and C6 envelope

Follow the instructions included on the document below, correcting any errors.

Mailables

Go to the page containing the activity and follow the instructions given. There are three

iv

Scope and sequence


Page Paper 1

Paper 2

SBA Portfolio

Completed

Section 1: Fundamentals of computing

1.1 Computers: types, advantages and disadvantages 1.1–1.3 2 ✓

1.2 Input and output devices 1.4, 1.5 4 ✓

1.3 Storage media 1.6 6 ✓

1.4 Software 1.7 8 ✓

1.5 Computer care, user health and safety 1.8, 1.9 10 ✓

1.6 Word games 1.1–1.9 12 ✓

Section 2: Keyboard mastery

2.1 Touch keyboarding techniques 2.1, 2.3 14 ✓

2.2 Speed drills 2.9 24 ✓

2.3 Copy tests 2.1, 2.4, 2.8 34 ✓

Section 3: Introduction to application software

3.1 Application software: types and purposes 3.1–3.4 40 ✓

Section 4: Use of application software

4.1 Preparing typescript 4.1, 4.2 44 ✓

4.2 Documents using tabulations 4.3 56 ✓ ✓

4.3 Correcting typescript 2.8 62 ✓

4.4 Document formatting 4.1 66 ✓

4.5 Databases 4.4 70 ✓

4.6 Presentations 4.5 74 ✓

4.7 Information integration 4.6 78 ✓

Section 5: Business document preparation

5.1 Stationery: types, sizes and uses 5.1 82 ✓

5.2 Paper 5.2 82 ✓

5.3 Selection and use of stationery 5.3 83 ✓

5.4 Letters 5.4 84 ✓ ✓

5.5 Preparing envelopes and labels 5.5 104 ✓

5.6 Preparing correspondence from skeleton notes 5.6 106 ✓

5.7 Memoranda 5.7 107 ✓

5.8 Committee documents: notices, agenda and minutes

5.8 116 ✓ ✓

5.9 Manipulating simple graphics 5.9 122 ✓

2

Computers: types, advantages and disadvantages

Topic

1

Section 1Fundamentals of computing

You should be able to: Done

•definewhatacomputeris•identifytypesofcomputers•discusstheadvantagesanddisadvantagesofcomputerusage

Read each question carefully then write your responses in the spaces provided.

1 Computerisation has revolutionised the way documents are created, stored and transmitted. It has facilitated greater efficiency and more innovative ways of sharing information. The computer continues to be an indispensable tool in the world of work.a) Define what a computer is.

b) Name FOUR types of computers that are MOST likely to be used in a small, service-oriented organisation such as a snack food distribution company with 30 employees, 20 of whom work on the road as marketers, sales representatives or delivery drivers.

__________________________________ ___________________________________

__________________________________ ___________________________________

c) Name the type of computer shown in the figure alongside. __________________________________

d) One of the clerical assistants has the task of transmitting data to the delivery drivers whilst they are on the road. Discuss how the use of computers can be advantageous in this situation.

e) State TWO innovative ways of sharing information that could be advantageous to the operations of an organisation.

__________________________________ __________________________________

Completion

vii

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Computers: types, advantages and disadvantages

Topic

1

Section 1Fundamentals of computing


•definewhatacomputeris•identifytypesofcomputers•discusstheadvantagesanddisadvantagesofcomputerusage.


1 Computerisation has revolutionised the way documents are created, stored and transmitted. It has facilitated greater efficiency and more innovative ways of sharing information. The computer continues to be an indispensable tool in the world of work.a) Define what a computer is.

b) Name FOUR types of computers that are MOST likely to be used in a small, service-oriented organisation such as a snack food distribution company with 30 employees, 20 of whom work on the road as marketers, sales representatives or delivery drivers.

__________________________________ ___________________________________

__________________________________ ___________________________________

c) Name the type of computer shown in the figure alongside. __________________________________

d) One of the clerical assistants has the task of transmitting data to the delivery drivers whilst they are on the road. Discuss how the use of computers can be advantageous in this situation.

e) State TWO innovative ways of sharing information that could be advantageous to the operations of an organisation.

__________________________________ __________________________________

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Topic 1 Computers: types, advantages and disadvantages

3

2 Jack’s Baked Products Limited operates from a building in the centre of downtown and has four major divisions: administration, production, retail sales and warehouse. The warehouse has four loading bays and these are used to put stock in vans and trucks for deliveries to shops and supermarkets island wide. The company uses various types of computers in all aspects of its operations to create, store and transmit documents.a) Suggest the type of computer MOST suitable for EACH of the following tasks.

i) Recording details of incoming correspondence. ___________________________

ii) Generating invoices and delivery slips. __________________________________

iii) Taking orders at shops and supermarkets. ________________________________

iv) Storing contact lists for regular customers. _______________________________b) Many organisations have equipped their field staff (salespeople, delivery drivers and

service persons) with smartphones and tablets. In terms of reliability, discuss ONE way in which this move may prove to be a disadvantage to the organisation.

c) Suggest a strategy that Jack’s could consider in order to turn the disadvantage identified above into an advantage.

d) As administrative assistant, the manager has asked you to identify a ‘modern-looking’ desktop microcomputer to use in the newly renovated reception area. Conduct research and present your suggestion as a picture in the box below.

Paste your picture here

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Section 2 Keyboard mastery

24


•typeataminimumspeedof35wordsperminute(wpm).

Speed drill 1 – Target: 35 wpm, Time: 1 minute

Speeddrills

Topic

2

Character: One of the set of symbols that may be represented in a computer. Characters may be letters, digits and symbols. The letter ‘A’ is a character, so too is ‘B’!

Database Management System (DBMS): Programs and database fi les that allow timely and easily controlled access to data by a number of users. Microsoft Access 2010 is a DBMS.

1A

Bequia, originally Becouya, means “island of the clouds” in the ancient Arawak language. Population estimate: 4,300 (mid year 2012).

Its natural vegetation is unparalleled. In the hills, the comical green vervet monkeys chatter and scamper; in the sea, the whales cruise by. This place deserves a visit!

B

Navy Island was given to Governor Lynch of Jamaica for services to the Crown and named “Lynch’s Island” and was used by the Royal Navy for a gun battery at the fort built there.

As a tourism consultant, I often travel between Port St Lucia and Smilestown, and do so by taking the Luago Express #703. Earliest departure: 5.00 am. Coff ee on board. Nice!

C

Bequia, the largest island in the Grenadines, at seven square miles, is part of the country of Saint Vincent and the Grenadines. It is approximately 15 kilometres (9.3 mi) from the country’s capital, Kingstown.

San Pedro is a town on the southern part of the island of Ambergris Caye in the Belize Dist. of the nation of Belize, Central America. The town has a population of 13,381.

D

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Topic 2 Speed drills

25

An organised body was badly needed to focus the visitor’s thinking on the entire region as a single destination and, in so doing, promote economic development. CTO was the answer.

Magnetic tape: A storage medium consisting of a fl exible plastic strip of tape covered with magnetic material on one side, used to store data, available in spools or cassettes.

J

The Caribbean Tourism Organization (CTO), headquartered in Barbados, is the Caribbean’s tourism development agency comprising membership of over 30 countries and territories.

Download: A process whereby programs or data are transferred via communications channels, such as Wi-Fi, from a computer and stored on media located at the user’s computer.

E

Backing storage: Memory external to the computer used for storage of large quantities of data or large programs. Backing storage is also known as secondary storage or auxiliary storage.

Its 10 000 residents – friendly and helpful – ready to make new friends and welcome back regular visitors. The genuine hospitality radiates into the unspoken “Be my guest” and “Welcome!”.

G

We off er a quick package service (KwikPak) to 21 destinations across the Caribbean. More destinations will be added: South Florida and the islands of Bequia and Nevis.

Border: In printing a spreadsheet, groups of columns or rows may be designated as left or top borders. This ensures that information contained will appear on all pages printed.

H

The Caribbean Travel Association (CTA) with offi ces in St John’s, Antigua, was given an annual budget of US$ 200,000 (EC$ 530,000) and an important mandate. The rest is history!

A group of concerned individuals gathered in Antigua to formulate a marketing plan and create a budget to promote the Caribbean as a region. CTA’s beginnings in the early 1950s!

I

This rare island jewel is approximately 7 miles long and 5 miles wide and is truly one of the remaining unspoilt places and proudly carries the name “Queen of the Caribees”.

Most speak both Spanish and English fl uently. Most San Pedranos can speak Kriol as well as “Kitchen Spanish”. That’s two! Yep!

F

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56


•createaspreadsheetbasedondataandinstructionscontainedinamanuscript•applybasicformattingtoenhancetheappearanceofaworksheet•developformulaetocarryoutcalculationsinaworksheet•sortdatainaworksheet•createachartbasedoninstructionscontainedinamanuscript•accuratelypreparefinancialdocumentsrequiringsimpletabulations.

1 Simple tabulations: 3-column table with vertical headings

Documents usingtabulations

Topic

2

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Topic 2 Documents using tabulations

57

2 Simple tabulations: 4-column table with computation and graph

Prepare the table below using appropriate spreadsheet software.

a) Use a formula to compute the % change shown in the last column.b) Sort the data within each section by destination.c) Place a thick border around the main column heading.d) Prepare a column chart comparing the 2012 and 2013 data for January to April.

Label all axes.e) Print the table (portrait) and graph (landscape) centred on separate pages.

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70


•createadatabasecontainingasingletable• add data to a table •performasimplequery.

1 Table design and queries 1

In this activity, you will design and implement a database. You are required to create a database named ‘Airlines’ to store data currently being held on some index cards shown below. Study the cards below then complete tasks 1 to 3 on the next page.

Caribbean Airlines

Caribbean AirlinesLere House • Golden Grove Road • Piarco • Trinidad

P. +1 868 625 7200 F. (868) 669- 6541E-mail: [email protected]

http://caribbean-airlines.com

LIATVC Bird International Airport • PO Box 819 • Coolidge • Antigua

P. (268) 480-5601 F. (268) 480-5625E-mail: [email protected]

http://liat.com

+1 868 625 7200LIAT(268) 480-5601

Tropic Air

Tropic AirPO Box 20 • San Pedro • Ambergris Caye • Belize

P. 011-501-226-2012 F. 011-501-226-2338E-mail: [email protected]

http://www.tropicair.com

SVG AirPO Box 39 • ET Joshua Airport • St. Vincent & the Grenadines

P. 784-457-5124 F. 784-457-5077E-mail: [email protected]

http://www.svgair.com

011-501-226-2012SVG Air784-457-5124

DatabasesTopic

5

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Topic 5 Databases

71

a) Design a table named ‘Contact Info’ that will store the data shown on the cards. Use the table specification grid below to plan your table design. The first line in the design grid has already been completed for you.

Field nameContact Info

Data Type

Airline name Text 20 Name of the airlineField Size Description

b) Create the table using your database management software and add the data from the cards to the table.

c) Use the queries feature provided by the software to answer the following queries.i) List the names of all the airlines and their telephone and fax numbers.ii) List the names of the airlines and their email addresses.ii) List the website addresses only.iv) List the names of the airlines and the country where each is based.v) List airlines, websites and email addresses.vi) List all airlines with the word ‘air’ in their names.vii) List all data on file for Tropic Air.viii) List airlines, countries and website.

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Section 5 Business document preparation

108


•preparememorandainvariousstylesusingappropriatestationery.

1 Blocked memorandum

Reproduce the document shown below.

MemorandaTopic

7

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Topic 7 Memoranda

109

2 Blocked memorandum

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Section 6 Specialised document preparation

138


•prepareleaflets,reports,proposals,continuationpagesandnewsreleasesusingappropriateformatting.

1 Press release


Newsletters, reports andpress releases

Topic

3

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Topic 3 Newsletters, reports and press releases

139

2 News release


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Section A

176

Heading

Section 8Document management


•distinguishbetweenamanualandanelectronicfilingsystem•manipulateanelectronicfilingsystem.


1 New Era Business Solutions is planning on converting from a manual filing system to an electronic filing system.a) Define EACH of the following terms.

i) Manual filing system.

ii) Electronic filing system.

b) State TWO similarities between a manual and an electronic filing system.

c) State TWO advantages that New Era is likely to experience as a result of using the electronic system as compared to using a manual system.

d) State ONE disadvantage that New Era will likely face as a result of implementing the electronic system as compared to using a manual system.

Manual and electronic filing systems

Topic

1

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Topic 1 Manual and electronic filing systems

177

2 New Era Business Solutions has converted from a manual filing system to an electronic filing system and a section of its system is pictured below.

a) How many of each of the following components are shown in the picture?

i) Drives. ____________

ii) Folders. ____________

iii) Files. ____________

b) What is the name of the folder that is currently selected? _______________________c) What is the full path to the file ‘Salesperson Listing (Revised)’?

d) Assuming that the folder ‘Weekly’ contained a file named ‘Week 7 Report’, what would be the full path for that file?

e) Explain what would be seen in the right-hand pane of the window if the ‘Program Files’ folder is selected.

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