unit 1 ict skills for business 2010

UNIT 1: ICT SKILLS FOR BUSINESS

By A Pupil

Welcome to the OCR National Unit 1 Template.

If you complete all the blue slides you will gain the equivalent of a C at GCSE for this unit.

Please do not delete the pink slides – in case you want to do them at a later date.

Make sure you save the template regularly!

TASK 1: Safe working practices in a business environment.

TASK Student Teacher

PASS: Describe the potential danger and at least one measure to protect personal health in an office environment.PASS: Describe the potential dangers and at least one measure to protect physical safety in an office environment.PASS: Describe the potential dangers and at least one measure to protect your files from loss in an office environment.PASS: Describe the potential dangers and at least one measure to protect files from unauthorised access in an office environment.MERIT: Describe the potential dangers and an at least two measures to protect personal health in an office environment.MERIT: Describe the potential dangers and at least two measures to protect physical safety in an office environment.MERIT: Describe the potential dangers and at least two measures to protect your files from loss in an office environment.MERIT: Describe the potential danger and at least one measure to protect your files from modification in an office environment.DISTINCTION: Describe the potential danger and at least two measures to protect your files from modification in an office environment.DISTINCTION: Describe the best way to go about choosing a strong password.

1.1 - Protecting health in an office environment (P) (M)

The potential dangers in a business environment are easily avoidable. One of the main dangers is incorrect posture as portrayed in the first image. If the person does not have correct posture, they could suffer from aches in their back or neck. They should keep their elbows at 90 degree, shoulders relaxed and wrists straight when typing. The hip angles should also be at 90 degrees or more and the thighs should be parallel to the floor. The positions of the surroundings are vital too as the monitor should be adjustable as the top of the screen should be at or slightly below eye level. This is to stop the person’s neck from aching as the head cannot be in an awkward position for a long period of time. The chair should be adjustable to support the lower back and the keyboard should be at elbow height. With this in mind, continuously looking at a computer screen/monitor can damage your eyes. It is recommended that people who use computers all day have regular eye check-ups to ensure there are no problems. The person should have heath and safety checks too. And, they should have regular breaks. If not, they could suffer from aches especially the back. If not, the person could take legal action.

http://www.nildram.net/images/newsletters/0606/content/posture.gif

http://www.nildram.net/images/newsletters/0606/content/posture.gif

1.2 - Protecting physical safety in an office environment (P) (M)

•As illustrated in the first image, no food or drink should be in a business environment. This is because in case it gets spilt and could damage the machine. It could go up in smoke and seriously harm the person working. Also, as portrayed in the second image, regular electrical safety tests should be carried out in case of any severe problems that need to be addressed. Trip hazards need to be recognised and sorted out e.g. cables and leads. The person could fall and injure themselves and take legal action. The overload of sockets are serious potential dangers and a fire could break out if not addressed. Make sure the sockets aren’t overloaded and only plug in what the person needs. There also must be adequate amount of space around the machine in case of any damaging to the computer and injury to the person. Benches must be strong enough to support the computers in case they fall and again, damage the computer.

http://freshpeel.com/wp-content/uploads/2008/02/

No_Food_or_Drink_Sign.jpg

http://www.pat-test-labels.co.uk/images/pat_testing_labels/

pass_label_450w.jpg

1.3 - Protecting files from loss in an office environment (P) (M)

•Organising files•Folder structure•Meaningful file and folder namesThis is important because people could lose important files or forget where they are due to lack of taking these measures on this slide.

•Backup strategies•Files to backup•Frequency•Destination/medium•Storage

This is an example of an organised and meaningful file names.

This is how to backup your files properly

http://www.pcdisktools.com/img/pcfilebackup/PCFileBackup.jpg

1.4 - Protecting files from unauthorised access in an office environment (P)

•• Setting a password to open

•• Setting a password to modify•• Password protecting the contents of documents•• Choosing a strong password•Strong Password•Reasons for measures e.g:•• complying with health and safety legislation•• ensuring safety of staff, equipment and data•• Specific reasons for different measures, matching the measure with the risk it is intended to protect from.

How to choose a strong password is on slide 8.

This computer is protected and safe by choosing a password

1.5 - Protecting files from modification in an office environment (M) (D)

The dangers of protecting files from modification is when people change, delete or add things to important files or documents. The measures to prevent this is:

1. Save it onto a USB drive as well as your computer

2. Use password protect on the file as demonstrated.

3. Could also make it a “read only” document

4. Purchase a program like “file secrets” which ultimately protects your important files

Here, I set up a password (this will work on any office program) by pressing tools, options and then security

1.6 - Guidance on choosing a strong password (D)Strong Password•Ilovechocolate1432Weak Password•Georgia2010•You should make your password as long as possible and to include numbers along with text to make it impossible for another person to hack your account. •Do not use words or phrases that have personal significance. •. A good way to do this is to choose the first letters of a sentence that you will remember. e.g. "I have 2 dogs called Rover and Fido" gives: Ih2dcRaF

•Use punctuation to your advantage. To incorporate a colon into the previous example, remember the sentence as "I have 2 dogs: Rover and Fido", which would give: Ih2d:RaF

•Don’t use the same password for everything.

TASK 2: Search for and store information from the internet.


PASS: Carry out a basic internet search to find information for a specific purpose and show the pages that were found. PASS: Store / Save the information you found on the internet.

MERIT: Carry out an internet search that uses effective combinations of keywords to locate information for a specific purpose and show the pages that were found.MERIT: Describe how you could check the trustworthiness of the websites you found.

MERIT: Create some bookmarks/favourites for some useful websites.

MERIT: Describe some of the implications for business of copyright law when using information from the internet.DISTINCTION: Carry out an internet search that uses effective keywords along with wildcards and advanced search criteria to locate information for a specific purpose and show the pages that were found.

DISTINCTION: Explain whether or not the websites you found are trustworthy and how you decided.

DISTINCTION: Arrange bookmarks that you have created into appropriate folders.

2.1 - Use a search engine effectively to find specific information on the internet (P)(M)(D)

Search CriteriaSearch Results

I used google advanced search to find specific information on the internet. I typed in Bruno Mars and I typed in “planet” for the unwanted words. In my search results, everything came up with Bruno Mars in it so it was successful.

2.2 - Use a search engine effectively to find specific information on the internet (P)(M)(D)

http://brunomars.us/http://www.directlyrics.com/bruno-mars-just-the-way-you-are-lyrics.html

I used google advanced search to search Bruno Mars without the word planet. http://www.directlyrics.com/bruno-mars-just-the-way-you-are-lyrics.html came up and http://brunomars.us/ did. These two websites were both what I was looking for as they both contain Bruno Mars.

2.3 - Trustworthiness of Websites visited(M)(D)

• I know that http://brunomars.us/ is trustworthy because it looked professional and official. It also has an official website address attached to his real twitter page.

• However, I don’t think the other web address is trustworthy because of the design and the quality of the web address.

2.4 - Show how you saved information / files from the website you visited.(P)

Information to be stored on website Saved information

Here, I typed in Ian Somerhalder into google and then saved a picture by clicking right click and save as.

2.5 - Use and organise bookmarks / favourites- Create a favourite website (M)

Here, I clicked on a website and in the top left hand corner, I pressed the star with the green + button. This then came up as illustrated to the right and I clicked add.

2.6 - Organise favourites (D)

Favourites before organising Favourites after organising

Here, the folders were all over the place so I created 2 folders named “spongebob” and “vampire diaries” and dragged the favourites in the approprate folders.

2.7 - Implications of copyright law (M)

Example website Example website

Lots of websites have a copyright laws which doesn’t allow people to copy or reproduce text or pictures. If people wish to use images or text from a website then they must seek permission of the owner. Some websites allow people to use text or images on the websites like wikipedia. However, websites like the trip advisor will have a copyright notice like the one above.

TASK 3: Design and create a business presentation to accompany a talk on the use of email in business.

TASK Student TeacherPASS: Create a presentation with at least five slides selecting and using text and graphics.

PASS: Check your presentation for errors and correct them.

PASS: Explain the target audience and purpose of the presentation.

PASS: Show an understanding of how to Send (to more than one person), receive, reply and forward an email with appropriate message body and subject line for business use.PASS: Show an understanding of how to send a message that includes an attached file.

PASS: Show an understanding of how to Open an email attachment that has been sent to you and save it in an appropriate location.

PASS: Comment on the risks of receiving and opening email attachments.

MERIT: Create a presentation with at least five slides selecting and using appropriate text and graphics.

MERIT: Your presentation must use a consistent style on all of the slides.

MERIT: You must show that you have used slide transitions in your presentation.

MERIT: You must show evidence that you have printed out your presentation in “Handout” view.

MERIT: Describe some of the specific risks in receiving and opening email attachments.

MERIT: Show examples of two of the four extended email features.

DISTINCTION: You must show that you have used appropriate and effective slide transitions.

DISTINCTION: You must add “Speaker Notes” to each slide where appropriate

DISTINCTION: You must show evidence that you have printed out your presentation in “Handout” view showing “Speaker Notes” where appropriate.

DISTINCTION: You must show that you have used appropriate animations in your presentation.

DISTINCTION: Your presentation is of near professional quality.

DISTINCTION: Describe some of the specific risks in receiving and opening email attachments and how you could reduce these risks.

DISTINCTION: Show examples of four of the extended email features.

3.1 - Powerpoint Presentation (P) (M) (D)

Using e-mail in business

By Georgia Bailey

Sending Email

Email has an appropriate subject lineThe main body text is written in a business styleI used CC to distribute it to all people as well of friendsThe email uses BCC to send to my private email address so other people can’t see it I forced my email to have it’s priority on highThe attached file has a sensible name

Forward and Reply to emails

Here, I replied with a copy of what they sent me with my reply attached.

Subject line is shown with RE

I forwarded the email here and it contains the original message with comments and I sent it to someone else.

Receiving Email Attachments Safely

Here, I know the sender so it’s safe. I have received attachments from them before and I was expecting it. The email does make sense and I saved it into a sensible location.

Using email signatures

Creating and using address books

3.2- Purpose of Presentation (P)

• Describe the aim of your presentation and the target audience

3.3 - Spell Checking (P)

Spelling error and Spell checker being used Confirmation of correct spelling

Describe how and why you spell checked your presentation.

3.4 - Slide Transitions (M) (D)

Describe the transitions used in your presentation and why you used them

3.5 - Animations (D)

Describe the animations in your presentation and why you used them

3.6 - Print Handout and Notes Format (M) (D)

Print preview of handout view Print preview of Notes view

Enter the names of the PDF files you created to show the handout and Notes view

TASK 4: Design and create a range of business documents

TASK Student TeacherPASS: Write a business letter taking care to lay it out properly.PASS: Make a business card with all the relevant information on it.PASS: Make a flyer using graphics from multiple sources. (e.g. www, scanner, digital camera, spreadsheet)

PASS: Show evidence that you have spell checked your letter, business card and flyer.PASS: Show you have used a range of formatting features such as bold, font size and text justification in your letter, business card and flyer.

MERIT: Create a newsletter with multiple pages including text and graphics from multiple sources (e.g. www, scanner, digital camera, spreadsheet)

MERIT: Show evidence that you have spell checked your newsletter. MERIT: Explain which applications you used to create your documents and why you chose them.

MERIT: Show you have used a range of formatting features such as bold, font size and text justification in your newsletter

MERIT: Your letter, flyer, business card and newsletter must have a consistent house style.

DISTINCTION: Write a financial report based on the profit and loss spreadsheet you created in Task 5 including a chart and a table.

DISTINCTION: Show evidence that you have spell checked your financial report.DISTINCTION: You have used mail merge in your business letter.DISTINCTION: You have inserted date and information fields into your business letter.DISTINCTION: Your letter, flyer, business card, newsletter and financial report must look professional.

4.1A - Business Letter

Business Letter (P) File name of your business letter:

• Enter the file name of your business letter

• Explain which formatting techniques you have used in your business letter. Explain how it fits in with your house style. Describe how you inserted text fields into your letter. Describe how you carried out your mail merge and which other files you used.

4.1B - Business Letter



4.1C - Business Letter

Inserting date field into the Letter (D)Inserting Document information into the Letter (D)

4.1D - Business Letter - Mail Merge (D)

4.2A - Flyer

Flyer(P) File name of your flyer:

• Enter the file name of your flyer• Explain which formatting techniques

you have used in your business letter. Explain how it fits in with your house style. Describe how you inserted text fields into your letter. Describe how you carried out your mail merge and which other files you used.

4.2B - Flyer



4.3A – Business Card

Business Card (P) File name of your business card:

• Enter the file name of your business card

• Explain which formatting techniques you have used in your business letter. Explain how it fits in with your house style. Describe how you inserted text fields into your letter. Describe how you carried out your mail merge and which other files you used.

4.3B – Business Card



4.4 - Newsletter (M)

Page 1 Page 2

4.4 - Newsletter (M)

Page 3 Page 4

4.4A - Newsletter (M)

• Enter the file name of your newsletter• Explain which formatting techniques you have used in your business letter. Explain

how it fits in with your house style. Describe how you inserted text fields into your letter. Describe how you carried out your mail merge and which other files you used.

4.4B - Newsletter (M)


Describe how and why you spell checked your newsletter.

4.5A – Financial Report

Financial Report (D) File name of your Financial report :

• Enter the File name of your Financial report

• Explain which formatting techniques you used. Explain where you found the graphics for your financial report. Explain how it fits in with your house style.

4.5B – Financial Report


Describe how and why you spell checked your financial report.

4.6 - List the range of software you used to create your business documents and why you chose them. (M)

• Describe the range of software you used to create your business documents

4.7 - Describe how you have maintained a consistent look for all - your business documents (M)

• Explain how you used a house style throughout your documents

4.8 - TEXT & GRAPHICS AKNOWLEDGEMENTS

File Source (e.g. Web Address, camera, clipart

etc.)

Copyright? Action

TASK 5: Design, create and use a business spreadsheet


PASS: Create a simple business Spreadsheet and at least two calculations.

PASS: You must show that you have used suitable column / row headings and a title in your spreadsheet.

PASS: Show any functions and formulas you used in your spreadsheet.

PASS: You must show that you have used a range of formatting features such as number formatting, borders, colours and fonts.

PASS: You must show that you have changed some values in your spreadsheet to get at least two different outcomes, noting the results.

PASS: You must show evidence that you have printed out your spreadsheet.

MERIT: You must show that you have used a number of formulas, at least 1 function (e.g. SUM, AVERAGE etc.) and 1 arithmetic operator (e.g. +, - , *, /) in your spreadsheet.

MERIT: You must show that you have edited your spreadsheet by adding and deleting rows.

MERIT: You must show that you have changed some values in your spreadsheet to get at least two different outcomes, noting and explaining the results.

MERIT: You must show evidence that you have printed your spreadsheet in an appropriate orientation with page numbers

DISTINCTION: Your spreadsheet must be of a very high quality and it must be easy to understand.

DISTINCTION: You must show evidence that you have used at least 2 arithmetic operators (e.g. +, -, *,?) and 1 function (e.g. AVERAGE, SUM) within a good range of formulas.

DISTINCTION: You must show evidence that you have set some of the optional print settings (e.g. show gridlines, show column/row headings, set print area)

DISTINCTION: You must show evidence that you have used appropriate headers and footers

5.1 - Business spreadsheet (P) (M) (D)

• Describe your spreadsheet and what it is intended to show. Give a brief outline of the major parts and how they work

5.2 - Functions and Formulas (P) (M) (D)

• Print preview of spreadsheet in “Show Formulas” View

• Describe how the formulas and functions have been used to ensure the spreadsheet meets its intended aim.

5.3A - Formatting the spreadsheet (P)

Describe the formatting features you have used in your spreadsheet. This can include text formatting (font, style, size, alignment) and cell formatting (borders, shading) and number formatting (number type, decimal places, currency etc.)

5.3B - Formatting the spreadsheet (P)


5.3C - Formatting the spreadsheet (P)


5.3D - Formatting the spreadsheet (P)


5.4A - Insert/delete Rows (M)

Before inserting rows After inserting rows

Describe how you added extra rows into your spreadsheet

5.4B - Insert/delete Rows (M)

Before deleting rows After deleting rows

Describe how you deleted unwanted rows from your spreadsheet

5.5A - Change the data to obtain different results (P) (M)

Results before changing data Results after changing data

Describe which values you changed in your spreadsheet and explain / comment on the results

5.5B - Change the data to obtain different results (P) (M)

Results before changing data Results after changing data

Describe which values you changed in your spreadsheet and explain / comment on the results

5.6 - Add Header/Footer to your Page (D)

Spreadsheet Header Spreadsheet Footer

Describe how and why you used Headers and Footers in your spreadsheet

5.7A - Page setup and printing - Changing page orientation and page number (M)

Adding page numbers Setting page orientation

Describe how and why you added page numbering to your spreadsheet and why you chose the page orientation you did.

5.7B - Page setup and printing - Optional print settings (D)

• Additional print set up

• Describe how and why you changed some of the optional print settings (e.g. Change margins, show gridlines etc.).

5.7C - Page setup and printing - Print Preview (P) (M) (D)

• Spreadsheet print preview

• Explain how and why you carried out a print preview.

TASK 6: Update and use a database to search for and present information for a business purpose.


PASS: Show evidence that you have added some records into a database.

PASS: Show evidence that you have edited some existing records in a database.

PASS: Show evidence that you have deleted some records from a database.

PASS: Show evidence that you have made 1 database query using at least 1 search criterion.

MERIT: Show evidence that you have made 1 database query that uses 1 search criterion and sorts data on at least 1 field.

MERIT: Show evidence that you have created a report in your database and have printed it out.

DISTINCTION: Show evidence that you have made 1 database query that uses 2 search criteria and sorts data on at least 1 field.

DISTINCTION: Show evidence that you have created an address label report and have printed it out.

DISTINCTION: Explain why database reports would be useful to a business person.

6.1 - Entering Data (P)

Database before entering data Database after entering data

Describe how you entered a new record into your database.

6.2 - Editing Data (P)

Database before editing data Database after editing data

Describe how you edited a record from your database

6.3 - Deleting data (P)

Database before deleting data Database after deleting data

Describe how you deleted a record from your database.

6.4A - Database Query (P) (M)

Query design 1 Results of query 1

Describe the query you have created and comment on its main features.

6.4B - Database Query (P) (M)

Query design 2 Results of query 2

Describe the query you have created and comment on its main features.

6.5 - Reports - Simple Report (M)

Design of report 1 Print preview of report 1

Describe the report you have created and comment on its main features.

6.6 - Reports - Address Label Report (D)

Design of address label report Print Preview of address label report

Describe the report you have created and comment on its main features

6.7 - Reports - Using Business Reports (D)

• Explain why database reporting would be useful for business people.

unit 1 ict skills for business 2010

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