Design, Prepare and Present Various Types of Reports: D1.HGE - CL7.01 D1.HGA - CL6.08 Trainee Manual

Design, prepare and present various
types of reports
D1.HGE.CL7.01
D1.HGA.CL6.08
Trainee Manual
Design, prepare and
present various types of
reports
D1.HGE.CL7.01
D1.HGA.CL6.08
Trainee Manual
Project Base
William Angliss Institute of TAFE

555 La Trobe Street
Melbourne 3000 Victoria
Telephone: (03) 9606 2111
Facsimile: (03) 9670 1330
Acknowledgements
Project Director: Wayne Crosbie

Chief Writer: Alan Hickman
Subject Writer: Emma Gronow
Project Manager/Editor: Alan Maguire
DTP/Production: Daniel Chee, Mai Vu
The Association of Southeast Asian Nations (ASEAN) was established on 8 August 1967. The Member
States of the Association are Brunei Darussalam, Cambodia, Indonesia, Lao PDR, Malaysia,
Myanmar, Philippines, Singapore, Thailand and Viet Nam.
The ASEAN Secretariat is based in Jakarta, Indonesia.
General Information on ASEAN appears online at the ASEAN Website: www.asean.org.
All text is produced by William Angliss Institute of TAFE for the ASEAN Project on “Toolbox
Development for Front Office, Food and Beverage Services and Food Production Divisions”.
This publication is supported by Australian Aid through the ASEAN-Australia Development
Cooperation Program Phase II (AADCP II)
Copyright: Association of Southeast Asian Nations (ASEAN) 2013
All rights reserved.
Disclaimer
Every effort has been made to ensure that this publication is free from errors or omissions. However,
you should conduct your own enquiries and seek professional advice before relying on any fact,
statement or matter contained in this book. ASEAN Secretariat and William Angliss Institute of TAFE
are not responsible for any injury, loss or damage as a result of material included or omitted from this
course. Information in this module is current at the time of publication. Time of publication is indicated
in the date stamp at the bottom of each page.
Some images appearing in this resource have been purchased from various stock photography
suppliers and other third party copyright owners and as such are non-transferable and non-exclusive.
Additional images have been sourced from Flickr and are used under:
http://creativecommons.org/licenses/by/2.0/deed.en
http://www.sxc.hu
http://www.stockfreeimages.com
File name: TM_Design_prepare_&_present_reports_Final
Table of contents
Introduction to trainee manual........................................................................................... 1
Unit descriptor................................................................................................................... 3
Assessment matrix ........................................................................................................... 5
Glossary ........................................................................................................................... 7
Element 1: Design various types of reports ....................................................................... 9
Element 2: Prepare various types of reports ................................................................... 25
Element 3: Present various types of reports .................................................................... 41
Presentation of written work ............................................................................................ 51
Recommended reading................................................................................................... 53
Trainee evaluation sheet................................................................................................. 55
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Trainee Manual
Design, prepare and present various types of reports
© ASEAN 2013
Trainee Manual
Unit descriptor
Introduction to trainee manual

To the Trainee
Congratulations on joining this course. This Trainee Manual is one part of a „toolbox‟
which is a resource provided to trainees, trainers and assessors to help you become
competent in various areas of your work.
The „toolbox‟ consists of three elements:
A Trainee Manual for you to read and study at home or in class
A Trainer Guide with Power Point slides to help your Trainer explain the content of the
training material and provide class activities to help with practice
An Assessment Manual which provides your Assessor with oral and written questions
and other assessment tasks to establish whether or not you have achieved
competency.
The first thing you may notice is that this training program and the information you find in
the Trainee Manual seems different to the textbooks you have used previously. This is
because the method of instruction and examination is different. The method used is called
Competency based training (CBT) and Competency based assessment (CBA). CBT and
CBA is the training and assessment system chosen by ASEAN (Association of South-
East Asian Nations) to train people to work in the tourism and hospitality industry
throughout all the ASEAN member states.
What is the CBT and CBA system and why has it been adopted by ASEAN?
CBT is a way of training that concentrates on what a worker can do or is required to do at
work. The aim is of the training is to enable trainees to perform tasks and duties at a
standard expected by employers. CBT seeks to develop the skills, knowledge and
attitudes (or recognise the ones the trainee already possesses) to achieve the required
competency standard. ASEAN has adopted the CBT/CBA training system as it is able to
produce the type of worker that industry is looking for and this therefore increases
trainees‟ chances of obtaining employment.
CBA involves collecting evidence and making a judgement of the extent to which a worker
can perform his/her duties at the required competency standard. Where a trainee can
already demonstrate a degree of competency, either due to prior training or work
experience, a process of „Recognition of Prior Learning‟ (RPL) is available to trainees to
recognise this. Please speak to your trainer about RPL if you think this applies to you.
What is a competency standard?
Competency standards are descriptions of the skills and knowledge required to perform a
task or activity at the level of a required standard.
242 competency standards for the tourism and hospitality industries throughout the
ASEAN region have been developed to cover all the knowledge, skills and attitudes
required to work in the following occupational areas:
Housekeeping
Food Production
Food and Beverage Service
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Trainee Manual 1
Unit descriptor
Front Office
Travel Agencies
Tour Operations.
All of these competency standards are available for you to look at. In fact you will find a
summary of each one at the beginning of each Trainee Manual under the heading „Unit
Descriptor‟. The unit descriptor describes the content of the unit you will be studying in the
Trainee Manual and provides a table of contents which are divided up into „Elements‟ and
„Performance Criteria”. An element is a description of one aspect of what has to be
achieved in the workplace. The „Performance Criteria‟ below each element details the
level of performance that needs to be demonstrated to be declared competent.
There are other components of the competency standard:
Unit Title: statement about what is to be done in the workplace
Unit Number: unique number identifying the particular competency
Nominal hours: number of classroom or practical hours usually needed to complete
the competency. We call them „nominal‟ hours because they can vary e.g. sometimes
it will take an individual less time to complete a unit of competency because he/she
has prior knowledge or work experience in that area.
The final heading you will see before you start reading the Trainee Manual is the
„Assessment Matrix‟. Competency based assessment requires trainees to be assessed in
at least 2 – 3 different ways, one of which must be practical. This section outlines three
ways assessment can be carried out and includes work projects, written questions and
oral questions. The matrix is designed to show you which performance criteria will be
assessed and how they will be assessed. Your trainer and/or assessor may also use
other assessment methods including „Observation Checklist‟ and „Third Party Statement‟.
An observation checklist is a way of recording how you perform at work and a third party
statement is a statement by a supervisor or employer about the degree of competence
they believe you have achieved. This can be based on observing your workplace
performance, inspecting your work or gaining feedback from fellow workers.
Your trainer and/or assessor may use other methods to assess you such as:
Journals
Oral presentations
Role plays
Log books
Group projects
Practical demonstrations.
Remember your trainer is there to help you succeed and become competent. Please feel
free to ask him or her for more explanation of what you have just read and of what is
expected from you and best wishes for your future studies and future career in tourism
and hospitality.
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Unit descriptor
Unit descriptor
This unit deals with the skills and knowledge required to Design, prepare and present
various types of reports in a range of settings within the hotel and travel industries
workplace context.
Unit Code:
D1.HGE.CL7.01
D1.HGA.CL6.08
Nominal Hours:
25 hours
Element 1: Design various types of reports

Performance Criteria
1.1 Establish report standards
1.2 Manage template design and development
1.3 Develop standard text for reports
1.4 Develop strategies to ensure use of standard reports
1.5 Develop strategies for maintenance and continuous improvement of reports
Element 2: Prepare various types of reports

2.1 Develop report to specifications as required
2.2 Identify sources of data and access report data that underpins the final report
objective(s)
2.3 Analyse data for inclusion in the report
2.4 Produce the reports
Element 3: Present various types of reports

3.1 Distribute reports according to internal requirements
3.2 Deliver a verbal presentation in support of the report
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Unit descriptor
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Assessment matrix
Assessment matrix
Showing mapping of Performance Criteria against Work Projects, Written
Questions and Oral Questions
Work Written Oral

Projects Questions Questions
1.1 1, 2, 3,
Establish report standards 1.1, 1.2 1
4, 5
1.2 Manage template design and development 1, 2, 6,

1.1, 1.2 2
7, 8, 9
1.3 Develop standard text for reports 1, 2, 6,

1.1, 1.2 3
7, 8, 9
1.4 Develop strategies to ensure use of standard 1, 2, 5,

1.1, 1.2 4
reports 9, 10
1.5 Develop strategies for maintenance and 1, 2, 10,

1.1, 1.2 5
continuous improvement of reports 11
2.1 Develop report to specifications as required 12, 13, 14,

2.1 6
16
2.2 Identify sources of data and access report 14, 15, 17,
2.1, 2.2 7
data that underpins the final report objective(s) 18, 19, 20
2.3 Analyse data for inclusion in the report 17, 18, 19,
2.1, 2.2 20, 21, 22, 8
23
2.4 Produce the reports 2.1 24, 25, 26 9
3.1 Distribute reports according to internal

2.1 26 10
requirements
3.2 Deliver a verbal presentation in support of the 18, 21, 22,

report 3.1, 3.2 23, 24, 27, 11
28, 29
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Assessment matrix
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Glossary
Glossary
Term Explanation
PMS Property Management system
Rule or pattern or set of instructions presented in a short or

Macro
abbreviated format
Software feature allowing for the same information to be

Autotext
repeated multiple times
Software and hardware systems that are used by an

Information system
organisation to capture, report and store data
An electronic or manual system designed to keep track of

Document system
documents in an organisation
Software is a set of computer instructions that direct certain

Computer software
tasks to be performed
Computer hardware Physical elements of a computer system
Series or set of activities designed to meet quality

Quality assurance
requirements in an organisation
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Glossary
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Element 1:
Design various types of reports
1.1 Establish report standards
Introduction
Within any business or organisation, as part of the normal
day to day operations it is possible to identify many
different pathways where people interact. This is
especially noticeable in industries such as hospitality and
tourism that rely on the interaction between personnel and
customers and guests or clients for their success. In a
typical day at an accommodation venue, you might expect
to see:
Front office interacting with guests at check-in and check-out
Housekeeping requesting details of rooms vacated and ready to clean
Food & beverage reviewing occupancy before ordering supplies
Managers requesting information from the previous day‟s activities
Staff attending meetings
Reservations taking calls
Staff responding to e-mails or other electronic format.
You can see that much of the day involves communicating, in one form or another with
other people. It is therefore very important that the ability to communicate effectively and
continually develop these skills is a key part of hospitality and tourism organisations. It is
through effective communication that the business can succeed and achieve its goals and
objectives.
Some of the methods used to communicate in a business are:
Web sites
Meetings, face to face and video conferencing
E-mails
Reports
Presentations
Telephone calls
Notice boards.
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These methods are often grouped into three categories to discuss the different forms of
communication:
Verbal communication is in the form of words, either written
or spoken
Non-verbal communication, sometimes called body
language, includes gestures, facial expressions and tone of
voice
Graphic communication takes the form of images to
describe ideas, relationships or connections.
For effective communication in a business, information is sent from one party to another
in a manner and format that conveys the intended message and is understood by the
receiver. This unit focuses on the verbal communication tool, a report and explores how
the design, preparation and presentation of the report can ensure this outcome.
Types of reports
Written reports are a means of internal and external communication within hospitality and
tourism organisations. Whilst in larger organisations there may by different departments
and in smaller organisations there may just be a few key personnel, all parties must
communicate effectively to ensure day to day operations run smoothly. For example,
department managers rely on a financial statement reporting on the previous day‟s
activities or the front office relies on a reservations report for guests checking in that day.
A tour operator relies on an accurate list of customers booked for that tour so no-one is
left behind.
The types of reports that may be prepared to effectively operate the business include:
Financial statements
Text based reports
Operational reports
Statistical analysis
Performance based reports
Progress reports that summarise particular activities or events
Reports prompted by a single-defined event such as an
accident or incident such as health and safety reports
Quality reports.
This is by no means an exhaustive list of documents, as individual organisations will have
many different variations that are particular to their needs and requirements. You must be
aware of the reports prepared in your workplace and the information that they are
intended to convey.
Evaluating organisational requirements

One of the tools used in many organisations to ensure that all reports (as well as other
documents), communicate their message effectively is to establish a document or
information system. In hospitality and tourism organisations, this may be part of the PMS
or may be a stand-alone system. As with any system, first establish the needs of the
users and then create the system to support their requirements.
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In hospitality and tourism organisations, reports are compiled

for a variety of time periods and often the same activities or
events are summarised into different reports for different
purposes. For example, rooms occupied is required by the front
office of an accommodation venue for room availability but the
number of guests in each room is required by housekeeping to
stock appropriate room supplies and perhaps even by the
restaurant to plan for food and beverage supplies. The design
and content of each report will be slightly different to meet the
user‟s needs even though the activity underlying the information
is the same.
Smaller organisations may not require different reports for the example above because it
may be the same staff member that is responsible for these different operations.
Whatever the size and the structure of the business, the information communicated by
each report should consider the intended recipient and ensure that the document design
and content are within their understanding.
In order to achieve this, all document or information systems should comply with the
requirements for effective communication. This includes suitable language and graphics,
effective layout and presentation and appropriate feedback mechanisms. The system
should be easy to use and provide detailed instructions on the methods to produce the
required reports.
Information technology can provide many different options for organisations to consider
that can be adapted to personal requirements as well as expand or grow with the
business. Different types of software can interact so that a variety of report formats and
styles can be produced. It is important that extensive research is undertaken prior to
purchasing any hardware or software items to ensure that current and future needs are
met. There must always be an awareness of budgetary considerations and a tool such as
cost-benefit analysis can effectively evaluate the needs of the users against the costs of
the system.
Report standards
Once you have determined the reports that are required, they must be produced in a
consistent manner throughout the organisation to contribute to effective communication.
Overall standards are developed as part of the document system that need to consider
both internal and external requirements. These will include the following:
Document structure and layout
Standard elements such as headings, dates, report names
Font and formatting options
Language used and style of report
Electronic and/or hard copy format
Print features including colour or black and white
Print quality
Environmentally-friendly options related to paper and energy usage.
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In addition to this, there may be issues arising from external requirements that need to be
considered. These may include:
External parties can specify the names of reports that are to be distributed externally
such as financial statements. Document standards need to ensure appropriate
terminology is used
Non-discriminatory language should be used. This depends on the region and location
for which the report is prepared. For example, the word manageress may be used to
describe a female manager but in some locations, this word is not acceptable and the
title, manager, is used for all persons, regardless of gender
Environmental regulations established by relevant agencies. These cover use of
copying equipment and paper quality and type
Distribution requirements. External parties such as owners, government bodies and
regulatory agencies may specify the delivery format for the report they require. For
example, if a report is required to summarise specific events such as a workplace
incident then that report may be sent electronically if no incidents have occurred in the
reporting period.
Once report standards are established and the document or information system to
produce these reports is decided, the next step is to design the template that will be held
in the information system.
1.2 Manage template design and development

What is a template?
A report template is a tool that enforces a pre-set or pre-developed layout in electronic or
paper format that is used to make new pages with a similar design, style or pattern.
Templates are designed with reference to report standards to ensure that the purpose of
the report is met; the audience can understand the report and the information
requirements are met.
In developing templates for reports, it is important to also
consider the type of business, the size and scope of the
business and the geographical location. These can all
influence the types and styles of report templates that may
be used. For example, a multi-national accommodation
venue may utilise graphic and design features that are not
specific to any location whereas a smaller venue with only
one local establishment may use design features such as
images that are unique to their location. Also, it is easy to
imagine that a restaurant may use different graphic and
design features to a tour operator.
Design and structure options

It is common practice to design and develop two broad
categories of templates. Templates that are to be used in
each and every report (as well as other documents) are
often called global templates. These templates contain
information such as:
Company details
Logo where relevant
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Standard header and footer information such as date report prepared, page numbers,
document number
Page layout attributes
Formatting such as white space, boxes and tables.
Sometimes these templates are developed with the help of external specialists in this
area and provided to the business, at a cost of course.
Individual templates are also designed and developed for each report in accordance with
report standards. Consideration is given to the information the report needs to contain and
the appropriate presentation of that information. Common software that is used to create
reports is:
Word processing and publishing software
Spreadsheets
Database applications.
When a report contains calculations, spreadsheet or
database applications are usually chosen for the
template. If a report is text-based, word processing or
publishing software provides a suitable option.
If the user requires a report that contains words and numbers, a combination of the
software options is chosen.
Each software application contains features that allow certain standards to be created for
templates. Whilst there are characteristics that are unique to each software program,
there are many functions that are similar and may simply be given different names or
accessed by different methods.
Where to begin?
Once the appropriate software application is chosen, the report template can be created.
This usually begins by incorporating a global template where relevant. A function such as
a macro or keyboard combination will insert the details from the global template into the
current report document, eliminating the need for every template to be updated
individually should details change. This process also ensures that there is consistency
throughout all the reports prepared in the organisation.
The format and structure of the report is considered next based on the information the
report will contain and the needs of the users. A useful procedure to follow is to consider
headings, access, typography and spacing.
Headings
Headings should indicate the information that is contained in the report as well as the
structure or hierarchy of that information. Features such as style, alignment and font can
be set as Autotext in the template. How best to order information is discussed below
under Content.
Access
Report templates should be created so that information can be found and read by users
clearly and with ease. In order to achieve this, it can be helpful to consider the nature of
the information and how best that information be displayed to most effectively
communicate the message. This may be by choosing graphs to display data, numbered
or bulleted lists for text and graphics for objects or people.
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Typography
Typography refers to the appearance of data in report templates. Options are commonly
found in the format and font menus in appropriate software. For business documents the
following guidelines are generally followed:
A maximum of two different fonts per report,
choosing the fonts that are most applicable for
the region or location of the users
Font size is between 10 and 12 points
Style such as bold, italics and underline
should be used sparingly
Text is generally left-aligned for English
business documents.
Spacing
Spacing refers to the amount of white space on a report. It is difficult to read a report
where the information is crowded or compacted tightly into a space such as a paragraph
or table. Both the page layout (external spacing) and the space between text (internal
spacing) need to be considered when designing a report template.
Margins are used to determine the page layout and influence the amount of data each
page of the report will hold. Top and bottom margins determine the length of the page
and left and right margins determine the information on each line of the report.
Remember that headers and footers may also need to be considered.
Once the page layout is determined, the space between information is set. There is no
real standard to follow other than ensuring the space is not overcrowded and is clear to
read. Experience in preparing and reading reports is helpful as you can form your own
ideas for appropriate spacing options.
Content
As well as setting the physical attributes of the report
template, the order in which the information needs to appear
must be determined. This is always determined by the
users of the reports and their requirements. For example,
users of annual financial reports require a pre-determined
format for annual financial statements that is set by agencies
outside the organisations. Internal users of guest occupancy
or other operational data will require that information in a
format applicable for their use.
In all circumstances, content should be written in plain language statements avoiding
unnecessary technical jargon where possible. Words and phrases that are commonly
used in the tourism and hospitality industry should be chosen. For example the term
occupancy should be used to report on the number of guests staying in an
accommodation venue but the term covers is used to describe the number of customers
at a food and beverage outlet such as a restaurant. This minimises the chance of any
misunderstandings in reading the final reports.
Sometimes reports contain very similar data but are prepared for different users. The use
of autotext or other automated functions in the template can prompt users to choose the
intended user or perhaps report name or other defining characteristic and the required
standard data is entered into the report. These functions are explored further in 1.3
Develop standard text for reports.
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User feedback
Whenever report templates are created it is important to ensure that the operation of the
template functions as expected. It is common practice to test all templates before they
are released for use, ensuring that all options that may be available to users are
functioning correctly.
People can interpret the same information in different ways depending on their own
perceptions. Obtaining feedback on the report template from users is an important aspect
of the design and development process. Remember that the objective is to ensure
effective communication. If the user misunderstands the message or it is not clear in the
report then adjustments to the design or structure of the template may need to be made.
Feedback may refer to functional aspects of the report template such as opening the
template for report creation. It may be tedious or unclear as to where the template is
located. To streamline this process, a shortcut in the form of a macro or keyboard
combination can be assigned to the process of opening the template. Now, whenever the
report is prepared, the required macro or keystrokes are used to open the template.
There will be workplace policies and procedures that you will need to know and follow to
monitor and evaluate appropriate feedback.
1.3 Develop standard text for reports

Many reports feature text, data or other information that is
used on a regular basis. The same information may be
used in the one report multiple times or across a number of
different reports. For example, financial report titles do not
change each time the same report is produced or for the
different departments that may receive the report. Hence
this information can be automated using the features of the
particular software application. This function is known as
Autotext and ensures consistency across report templates
as required.
There are many different functions across software
applications that enable the user to automate certain
aspects of the report template. It is always useful to keep in mind that the goal of using
these functions is to generate a report template that will maximise the efficiency and
presentation of the final reports that are distributed to users.
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Software functions
The following list of examples illustrates the variety of functions available and their
contribution to efficient report preparation.
Function Purpose
Directs the user of the report to the location of particular

Table of contents information within the report. This can be created in the report
template from an automated function within the software.
The report template can be created with a list of key words or

phrases that are associated with the report for users to choose
Indexing
from when the report is prepared. This maintains consistency
across all reports that use this function.
This feature allows data that needs to be included in the final

report to be accessed from a source external to the report
template without the user having to key or type in the information.
Importing
The report template will define the parameters or rules for
importing and users of the report will usually choose a keystroke
or macro to perform the function.
Data is exported from a report for use with another application or

because the users of the report require a different file format.
Exporting
Sometimes this is a data security issue, as often the new format
cannot be altered by the normal use of software.
The linking function has slightly different interpretations depending

on the software application. Essentially though it is a group of
words or the contents of a field or cell that refer to information from
Linking
another information source. The information is linked so that
changes to the original information will update the linked source.
Report templates will utilise this function to save data entry.
Embedding is similar to linking data but instead of multiple data

sources storing the information separately, this function allows for
just one data source to be maintained in the report template. This
Embedding
can streamline a report template as users of the template can use
the functionality in one software application from another
application.
Some reports require data to be merged or combined from

Merge criteria different sources. A report template can set these criteria and the
users can activate it where necessary.
For word processing applications, fields indicate data that needs to
be changed in an otherwise standard document. In database and
spreadsheet software, fields are records or collections of data that
Fields are the same or similar. Their use in a report template improves
the efficiency of report preparation as users focus on the data that
needs to be changed or can access collections of similar data
promptly.
Form fields allow for particular pre-defined information to be

included in the field of a report template. This might be a check
Form fields
box or a drop down menu with a limited number of options. This
allows control over the report content where appropriate.
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Function Purpose
Formulae or standard calculations are often set in financial report

templates so that the user does not need to perform the function
Formulae each and every time the report is created, thereby maximising
efficiency. Formulae are used most frequently in spreadsheet and
database applications.
Sort criteria determine the order in which information is displayed

in a report. For example, information may be displayed
Sort criteria alphabetically, numerical sequence or date order. The report
template will use an automated function to ensure that the
appropriate criteria are applied.
Styles refer to the way text is presented in a report. Any number of
styles can be set for a report template and often a drop down box
Styles
will feature in the toolbar. This ensures consistency is maintained
across all reports that are prepared.
Where appropriate, the report template can specify the type of

Inserting graphics graphics that can be used and even the source of the information
as necessary.
Testing the features

As was mentioned earlier, it is important to test the operation of any automated task that
is used in a report template before releasing it to be used for report preparation. All
applications for every document should be tested, ensuring that if alternative functions or
methods of access are set, tests are carried out for each option.
Sometimes software applications offer the user the option of scanning the document and
reporting any potential problems. Based on this advice you can choose to make changes
where necessary.
One of the functions of testing that is often overlooked is the
number of users that may access the report template or
source data at the same time. At any one time, depending
on the nature of the report, there may be multiple users
importing the same data to a report or attempting to link a
report template to the same data source. If there are
problems with this, the efficiency of report preparation is
compromised.
Usually in this situation, the report template is released to
the users as a test template and a period of time is set
aside where all users access the necessary information to
highlight any potential problems.
Once standard automated features have been created in the report template, it is
necessary to provide documentation such as a user guide for their correct use. This user
guide is often added to other workplace policy and procedure documentation and is
discussed in more detail in the next section.
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1.4 Develop strategies to ensure use of standard

reports
Introduction
Once report templates have been developed and tested, they are ready to be released for
use. The document or information system will reflect certain policies and procedures to
ensure that the integrity of the templates is maintained whilst allowing easy access by all
authorised staff. Some of the strategies an organisation will adopt are discussed here.
Virus protection
Every business that uses a computer system should install a virus protection program.
This is custom built into the PMS that is used by many hospitality and tourism
organisations. The purpose of the virus program is to check through all hardware and
software on the system and remove any viruses that may be detected.
When working with macros in report templates, there are additional levels of security that
can be applied to the document. This is because macros can be particularly susceptible
to viruses. The three levels are:
Low This turns off the macro virus protection feature and should only be used
when and if you can be sure that the system is virus free
Medium A warning message will be displayed when a macro is encountered that is
not from a trusted source. The user can choose to disable the macro.
High This is the default setting for most software applications. Macros that have
been digitally signed as virus free are enabled.
Document protection
To prevent unauthorised changes to report templates, access to the master files should
be restricted. The most effective method is to password protect all relevant files allowing
users read-only access. Care must be taken when this procedure is implemented as
some software applications require individual elements of the document to be protected
first, then the entire file is able to be password protected.
When there are different departments that may need to
access the template such as a large accommodation venue,
the file sharing feature of the information system may be
implemented allowing users individual access to files stored in
the system. There are different levels or criteria for file
sharing ranging from allowing all users access to all files in
the shared system to restricting access to particular user
groups such as managers or staff within a particular
department or function.
Many of the standard text and design features that have been mentioned previously serve
to protect the document from information that is not required or may compromise the
integrity of the final report.
A control document will usually be created to explain the report templates that are
password protected and outline the various user groups that are allowed access.
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Backup system
All organisations that operate a computer system will operate a regular backup system to
ensure easy recovery of data in the event of a problem. Individuals should also maintain
copies of data relevant to their duties and responsibilities. The combination of these two
procedures should ensure that report templates, if lost, damaged or otherwise
compromised should be restored and back in operation in a timely and efficient manner.
You will need to know the policies and procedures for back-up of data in your workplace.
Procedure guide
To use report templates to maximise the efficient preparation and presentation of final
reports, users of the template require an in-depth understanding of the components of the
template to ensure it is being used correctly. Documentation needs to be prepared that
outlines, in a step-by-step approach, the procedures required to effectively complete each
separate activity in the template. When writing procedures, it is often best to assume that
the user has neither prior knowledge of the software functions nor of the report contents,
apart from a basic understanding of terminology. Each procedure should outline the
complete process and explain in detail technical terms or actions. It is useful to use
simple language that is clear, concise and coherent.
Sometimes a set of explanatory notes accompanies the procedure guide which covers
assumptions made in the design and development of the report template. This includes
details such as:
Page layout
Typeface styles
Formulae
Spacing
Indexing and other lists.
The procedure guide will also include a copy of the
template and where possible, details of automated
processes within the document. There is also often a
control document summarising all the macros used and
the files that are linked, embedded, imported and
exported.
To test the effectiveness of the notes and procedures, a colleague or other staff member
can use the template to complete the report by referring to the procedures guide. Based
on the feedback received, the procedures guide, the report template or both may need to
be amended.
Once finalised, the procedure guide forms part of the policy and procedures manual of the
organisation and is available to all users.
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Staff training
To compliment the development of the procedure guide, initial and ongoing training for all
staff who use the report templates must be implemented. This ensures that users will
acquire and maintain the necessary skills to use the report templates efficiently and
effectively.
To implement a staff training program, the skills required to use the report template must
be established. They are compared to the current skills of each user to determine
whether further training is required. Such training may take the form of:
In house training sessions conducted by suitably qualified staff members
External training by appropriate organisations
Training by peers within the organisation.
Once initial training is conducted, there should be systems in place to monitor skill levels
to ensure that they continue to keep pace with developments in software and hardware
technology.
1.5 Develop strategies for maintenance and

continuous improvement of reports
Review document standards
The hospitality and tourism industry is constantly
changing to meet the needs of guests and clients and to
adjust to a changing social and economic environment.
The reports that are required by users to maintain
effective communication throughout the organisation may
also be required to change.
Document or information systems must include strategies
that ensure that the report templates are regularly
checked for currency and suitability.
Currency checks include ensuring that the design of templates, including layout and
content, continue to comply with internal and external requirements. Often there is a
checklist designed for this purpose that will detail criteria that provides a means by which
the report templates can be evaluated.
Suitability checks require ongoing communication with users of the report templates.
They are most likely to discover any problems or issues and offer suggestions for
improvement as and when required. A formal feedback process is often implemented to
recognise the importance of users to the monitoring process.
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Feedback from users

There are a number of different methods used to receive feedback from users. Software
applications often offer options to assist the author of the document to note input from
users. Some of these options are:
Track changes
Comment
Highlight
Route documents
Version control.
When the track changes, comment and highlight options are enabled and the user inputs
information, the report template converts to revision mode so that the author is able to
review the comments and accept or reject each change.
When authors route documents as a method of feedback, the report template is sent
electronically to each listed user in turn. For this to be successful, there are certain
requirements for the configuration of both document and electronic mail systems.
Version control is considered when a number of users are editing and reviewing a
document. Upon closing the report template after modification, the current version is
automatically displayed but all previous versions are saved in the background. Authors
can choose to view, save, compare or merge different versions of the template.
Ongoing quality control

As well as strategies for reviewing standards and processing
feedback from users, a cyclical quality control program must be
implemented and maintained. This extends the review of report
templates from merely meeting external and internal requirements.
Future organisational needs based on industry changes are
assessed and considered. Advances in hardware and software are
reviewed for suitability and applicability to future needs. In a larger
hospitality and tourism organisation, there may be a group of
personnel that are part of the quality assurance process or in a
smaller organisation, perhaps the owner and key staff.
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Work Projects
It is a requirement of this Unit that you complete Work Projects as advised by your
Trainer. You must submit documentation, suitable evidence or other relevant proof of
completion of the project to your Trainer by the agreed date.
1.1 Select at least three report templates (ideally you should attempt to choose at least
two different software applications) that are used in your workplace and with each
template, perform the following
Identify the users of the report template

Explain how the report template assists in the promotion of effective
communication in the workplace
Describe the template design features that are utilised and explain how these
features maximise efficiency and presentation of the final report
Review the procedure guide for the templates. Comment on how the guide is
written thinking about the language used and the level of detail.
1.2. Evaluate the current system that is used for report templates in your workplace,
including design and management features. Recommend any changes that you
think would improve the efficiency of the system and improve communication in the
business. You should include a review and any recommendations regarding the
information technology used and its suitability for current and future needs.
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Summary
Design various types of reports
One of the factors that can contribute to the success of a business in the hospitality and
tourism industry is effective communication in all aspects of the organisation
Effective communication is achieved when the intended meaning of a message sent from one
party to another is understood
Written and oral reports are examples of verbal communication that are used in a business
Report templates are developed with the underlying principles of effective communication in
mind
Report objectives and specifications are set with regard to organisational requirements and
the capabilities of the document or information system
The design and development of templates requires suitable software to be chosen and the
most appropriate features of that software utilised to meet the report objectives
Procedure guides are written for all templates and both the guide and the template itself are
tested prior to their release for report production
Reports are not a static function and must keep pace with technology and organisational
requirements. Part of the quality control process is to review report templates and revise
based on user feedback as required.
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Element 2:
Prepare various types of reports
2.1 Develop report to specifications as required
Introduction
The types of reports that are used in hospitality and tourism organisations have been
discussed earlier at 1.1 Establish report standards. It is important to remember that the
overarching goal of each and every report produced is to effectively communicate the
information contained in the report to appropriate users of the report. This may be within
or outside the organisation.
To achieve this, each report is prepared according to a set of specifications. These
specifications address issues such as report objectives, identifying data to be included,
analysis of data and the format for the final report.
Report objectives
Reports are prepared to summarise the activities and events in an organisation according
to the needs of those parties that require that information. Users or interested parties
may use the prepared report to:
Monitor the financial performance of a
department, section of the business, product
or service or the entire business
Review other performance indicators such as
occupancy, market share and other statistical
analysis
Review and compare incidents or events that
are required to be reported by government
bodies such as workplace accidents
Evaluate the information and make decisions regarding future activities, events or
other matters that are considered necessary for the future success of the business.
The most appropriate source of information for clarifying these objectives is the relevant
personnel or stakeholders that rely on the report. These parties may also detail other
internal or external requirements and discuss time periods for report preparation that
should also be included in the report specifications.
Internal requirements
Report objectives must meet all internal requirements as set by the owners, managers or
other personnel in the organisation. Generally these requirements are to monitor, review
and evaluate various aspects of the business but may also include specific industry
requirements such as food planning and safety reports for food and beverage outlets.
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Timelines and reporting periods

Included in the specifications for the development of reports will be
both a timeline for preparing the report and the time period for which
data on activities and events should be collected.
The timeline for the preparation of the report is usually found in the
procedure guide or manual. Details for the lead time for data
collection and distribution are included as well as other helpful
periodic markers such as a suggestion for the completion of data
analysis so that the next step in the preparation process is not
delayed.
The time period for the report is directly associated with the report objective. It varies
greatly and is guided by both internal and external requirements. Financial and other
performance reports are often produced daily, weekly, monthly, bi-annually and annually.
Reports on a particular incident or event are produced when that incident or event occurs.
External requirements
Part of setting report specifications is not only recognising the overall objective or goal of
each report but also ensuring that any external requirements for the structure, format or
content of the report are met. These guidelines are set by the external parties who are
interested in the report and include:
Government bodies
Regulatory authorities
Owners
Senior managers or personnel located elsewhere when the organisation is part of a
multi-national hospitality and tourism organisation such as an accommodation venue.
Content
The content of a report consists of all the information that enables report objectives to be
met. The quality of report specifications is greatly improved when adequate time is given
to planning the final content of a report. Details that should be addressed in the planning
process are:
Determine the issues or topics the report addresses
Background information
Methodology for collection of data that provides the basis for the report contents
Source internal and external information.
Issues
Reports are designed to communicate information in a manner which meets the report
objectives. Therefore the report must be able to identify or isolate the particular issues or
topics that are important to the user of the report. For hospitality and tourism
organisations, some of these topics or issues might be:
Providing information such as the range of products and services offered compared to
competitors
Operational data such as occupancy, guest ratios, food cost ratios
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Financial performance
Monitoring and evaluating the performance of particular products or services such as
a new tour or perhaps a revision to in-house services such as complementary
transport
Investigating problems or situations arising from activities or events
Preparing data to management to introduce a change to current operations
Future financial, marketing and other predictions
Quality reports.
Once the issues or topics are clearly identified, it may be necessary to provide users with
background information that will assist the reader or users of the report to make sense of
the contents. For example, it may be necessary to inform readers of events that have
caused a significant impact on the business compared to previous reporting time frames
so that the information contained in the report can be interpreted appropriately. Aviation
fuel prices, natural disasters and the economic climate are just an example of such events
that effect hospitality and tourism organisations.
Data collection
The methodology or rationale for the nature and scope of information to be included in
reports is guided by the report objectives and the issues or topics to be addressed. When
planning for reports that require comparisons across time periods, the number of time
periods to include should be identified. If reports comment on individual problems or
situations, the level of detail for both the description of the occurrence and suggested
solutions that the report should contain are decided in this planning phase.
When reports are prepared that are used for evaluation of performance, the type of
performance, financial, qualitative or otherwise should be clear when developing report
specifications.
As part of planning content, suggested sources for information or data may be stated.
This will be discussed in more detail at 2.2 Identify sources of data and access report data
that underpins the final report objectives.
Style and Format

Another task that is part of the process for developing report
specifications is to plan the report style and format that meets the
report objectives. The nature of the data and information the
report will contain influences the available options, both
electronic and manual.
If a report template has been created, the style and format will
usually have been decided when the template was developed. It
is always important to use a report template when one exists. If
there are details that are missing from the template or you
believe the style or format should be adjusted, the procedures for feedback to advise the
template developer are used.
There are two aspects to consider for the style of reports. The first is the structure of the
language that is used to meet the report objectives. There are four categories or styles
that may be chosen:
Informative – this describes or informs
Persuasive – when a report needs to argue, propose or persuade users
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Investigative - the report researches or investigates an issue or range of issues

Analytical – the objective of the report is to offer a solution to problems or present
problems to be resolved.
The second aspect to consider for report styles is the options offered by software
applications. This really concerns the format of text and data, the position on the page of
various elements of the report such as headings, tables, graphs and the presentation of
the final report.
Once the style and format have been decided and added to the report specifications, the
report is ready to be prepared.
2.2 Identify sources of data and access report

data that underpins the final report
objective(s)
Introduction
With the purpose or objectives of a report in mind as well as other specifications, the
process of identifying, gathering and reviewing information or data begins. It is important
to always remember that all reports prepared provide information that meets one or more
of the objectives that have been discussed earlier. Some of these are:
Operational performance and planning
Financial management to meet current and future needs
Quality assurance
Customer or guest activity and behaviour
Market and economic conditions
Competitive considerations
Other performance indicators or requirements to report individual activities or events.
Where to begin?
The number of reports that are produced across tourism and hospitality organisations is
many and varied but the data can be summarised into three main categories:
Written text
Numerical
Graphics such as images, logos, graphs, charts.
Remember that the data included in each report must be presented so that the message
the report should convey is communicated effectively. You can often refer to a number of
different resources to determine this.
Policies and procedures
Each report template should include a procedure guide that details the process required
to create the report. Notes on the source of data and how that data is presented will form
part of this guide.
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If a report is not created from a template, report specifications will have been created that
will also detail the source, type and presentation of data. There may be specific notes or
even a checklist to ensure all information is gathered.
Data control in report template
Sometimes report templates are created with data control features. This means that the
category of data you can enter may be restricted. For example, you may be able to enter
numeric values only into certain fields or particular text formats. As well as noting this in
the procedure guide, the template itself may use a comment, alert or drop down feature
that will indicate the data that is to be used.
Automated data retrieval sources
When working with an automated PMS, it is possible to set the system to retrieve and
send the data that is required to the appropriate personnel. This may be in a paper-based
or electronic format. Notes will detail data delivery and reports can begin to be prepared
once the information is received. It can be very helpful to utilise this function as it also
serves as a reminder that the report needs to be prepared.
There is also a wide range of other automated data sources such as on-line subscriptions
that will send data to the appropriate recipient when it is available. Examples are
documents such as industry performance reports.
Sources of data
To source and access the information needed for reports, data may be retrieved or
gathered from internal sources, either directly from the business or organisation or
perhaps from the main or head office in a larger hospitality and tourism organisation.
Information may also be gathered from sources outside the business.
There are two broad categories that are often used to describe data. Primary data is
often called original data as it has not been altered by people or processes. For example,
the details of a guest‟s stay in an accommodation venue are considered primary data.
Secondary data is information that has been changed by people or processes and
includes any data that has been published in books, journals and articles as an example.
It is necessary to keep in mind that both sources of data collected meet organisational
quality guidelines. These cover issues such as:
Validity
Currency
Reliability
Accuracy
Consistency
Language styles.
Internal sources
Internal data is information that has been created by the operation of a business. Day to
day events and activities occurring in a hospitality and tourism organisation are recorded
in a manual or computerised information system. With the report objective in mind, data
summarising these activities and events is obtained from the system. This is primary
data.
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Some reports are created by entering primary data directly into the report template or
other document. This could be because time restrictions do not allow for any data
manipulation, the user of the report requests presentation of data in this way, users wish
to perform their own comparisons or analysis or the message the information conveys is
best communicated from the primary data source.
Some examples are:
Number of guests staying in each room for an
accommodation venue
Financial transaction journals that detail each activity
or event
Individual incident or event reports that present factual
information
Detailed lists of information such as number of rooms
to be cleaned
Restaurant reservation lists.
Note that primary data is defined here as all data that is retrieved from the information
system. That data may summarise activities such as showing the total sales for a time
period or total number of guests.
Data sourced internally is also often manipulated before it is entered into a report. In
these instances, the data is called secondary data because what is reported has been
changed from what the system produced.
The methods and tools used to manipulate data will be identified in the report
specifications but ultimately depends on the purpose and objective of the report.
Manipulations can be text, numeric and graphical and may require examination,
interpretation and analysis of the source data.
When a report template is used, calculations are often performed automatically within the
template once the data is entered to maximise efficiency.
Some examples of the types of manipulations are:
Performing arithmetic calculations to report on financial performance
Written commentary on the interpretation of source data such as explanations,
suggestions and solutions
Converting numeric data into graphs, tables or charts
Analysing numeric and written data and providing an interpretation in a table, chart of
graph format
Testing particular solutions or ideas in a number of different scenarios.
Access to internal sources
Access restrictions to internal data are often created in both manual and computerised
information systems. This is because the information may be confidential, such as wage
and salary details, personal staff details or may be performance related as is the case in
an organisation with different departments. The front office manager of an
accommodation venue would not have access to financial performance information from
the restaurant. Data gathered that will report on the performance of certain products and
services such as different tour packages with the objective to change those products or
services would only be available to senior staff or owners, depending on the size of the
business.
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The most common restriction in a computerised system is a password. Appropriate

personnel will either enter a password when the data is required or the system recognises
them as an authorised user and the data can be released. In a manual system, data may
be stored in a form of secure storage with access enabled with a key or code.
Once data is obtained, it should always be examined to ensure that all required
information is included.
External source
Data sourced externally is always considered to be a secondary data source. Because
the information received has already been manipulated, it is necessary to understand or
determine the methods, processes or assumptions underlying the manipulation so that
the data can be presented appropriately. This explanation is often included in the
procedure guide that accompanies a report template or the notes and comments from
previous reports.
In the hospitality and tourism industry, external sources of data provide information on a
wide variety of issues. Some of these are:
Financial indicators such as benchmarks for operational performance
Economic indicators which assist with analysing the business both in a local and
global context
Market share and comparisons to competitors
Consumer confidence and behaviour
Predictions and analysis of future activities and events for the industry.
Whilst an extensive list of sources cannot be listed here, as it would not be complete,
some examples of the types of data are:
Reports from global and regional forums:
 United Nations reports
 Myanmar Hospitality and Tourism Conference
Associations and bodies:
 Pacific Asia Travel Association (PATA)
 Hospitality.net
 Hotelworldasia.com
 World Tourism Organisation
 ttgasia.com
Newspapers, Journals and report findings:
 STAR report
 Travel and Tourism competitiveness report
 ASEAN journal on Hospitality and Tourism
Books and academic reports
Published financial and statistical reports.
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It is always important to remember that external data sources are gathered and included
in reports in order to meet report objectives and convey the intended message effectively.
Care must be taken to interpret external data appropriately. One such example is the
Travel and Tourism competitiveness report. This is not a report that measures the
attractiveness of different countries to tourists but which measures the appeal of opening
a tourism business in that country.
Access to external sources
Many external sources are available on-line free of charge so access is not limited.
Sometimes there is an annual fee or fee per report which can be received electronically or
as a paper based copy.
It is often possible to register for access to certain sources of information and when
updates or new data becomes available, it is sent automatically. This often occurs when
certain statistical data is prepared periodically or when academic papers, journal articles
or other similar papers are published.
It is always necessary to examine data obtained externally to ensure it is accurate and
current. Sometimes information is merely opinion and to rely and report on this would
require access to the data from which that opinion was formed. When information is
presented from a credible body such as the United Nations or the STAR report, it is
considered more reliable.
The next step before the report can be prepared is to examine the data collected from
both internal and external sources and decide what is to be included and excluded from
the report.
2.3 Analyse data for inclusion in the report

Analysing and sorting data
Both primary and secondary data is gathered from internal and
external sources whilst continually considering the report
objectives until such time as it appears that the data is complete.
This may be indicated by procedural guidelines detailing the
information to be collected or may be a matter of judgement. In
any case, at the time data is gathered, the analysis and sorting
process has begun.
This is probably one of the most important steps in the report preparation process. As
data is reviewed, sorted and analysed, it begins to convey a message. This should match
the report specifications and therefore effectively communicate the objectives of the
report. One of the key challenges in this process is deciding data that should be included
and the data that should be excluded from the report.
Internal guidelines
When reviewing data for analysis, internal guidelines can influence the manner in which
this analysis takes place and the tools or methods that might be chosen. These internal
guidelines are designed to not only meet report objectives but also organisational
requirements and objectives.
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Policies and procedures

Internal documentation commonly contained in
workplace policy and procedure manuals may contain
advice on the mechanics of data analysis and review.
This may be to satisfy particular internal requirements
regarding content, style and format or external
requirements that detail specific presentation or
manipulation methods.
Timelines
Data analysis is also influenced by both the time period report content needs to include
and the timeline set for the report to be completed. When there is a short period of time
between gathering data and distributing a completed report, it is likely that there is less
opportunity to analyse and sort data. In these cases, the process for report preparation
will include the use of a report template with many automated functions.
Information system documentation
The quality and presentation of data that is sourced from internal information systems,
whether manual or computerised, also influences the process of analysing data. If that
information is presented in a format that can be easily included in other formats, by
importing or linking for example, then there is probably little analysis required. However, if
the data is presented in an awkward format that is not easily adaptable, then a series of
manipulations or analysis may be needed to ensure the data is meaningful and can be
used.
Formats
Sometimes report templates specify information to be presented a particular way. This
could be as simple as converting numbers to text or text to tables for example. It could
require more complex data manipulations such as graphs, charts or other graphical tool.
In the tourism and hospitality industry, maps are a very common tool used to present
data. Software applications often provide the necessary data manipulation processes but
some sorting and analysis of data is always required.
Method for organising data

In order to effectively analyse data, the information that has been collected needs to be
organised in a logical and coherent manner. Only data that is necessary to meet
objectives should be included in reports. Too much information or information that is only
loosely connected to the purpose of the report can obscure the message the report
conveys and compromise communication. The efficiency of the report preparation
process can also be diminished.
When organising data, it is helpful to take note of similarities and differences between
data sources. It can be this contrasting information that enables conclusions to be drawn
and relationships between the data to be highlighted. Of course report objectives and
specifications must always be considered. There is no point highlighting a relationship in a
report that has no meaning to the users of the report.
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Lists
Creating lists from source data is a useful method for organising data to decide what
should and should not be included in reports. Often multiple lists are created, the first
being a reproduction of key information or main ideas or a summary of mathematical
calculations.
The next list or lists places the information in a logical sequence or a sequence that
highlights relationships which enables a meaningful analysis. There are often notes or
other documentation that provides an explanation of the key ideas. Examining the two
pieces of information together will establish the data that should be included and should
be left out of the report.
The final list will provide an outline for the structure of the final report or if a report
template is used, place the information into the necessary sequence.
This documentation is always retained so that it is available for reference should users of
the report require more information. Often internal control guidelines require a trail or
pathway to be shown between the source data and the information contained in the
report. Notes such as these lists would satisfy those requirements. Also, it is helpful to
refer to this information the next time the report is created.
Mind maps
Mind maps or concept maps are another useful technique for which data can be
organised so that it can be analysed and reviewed for inclusion in reports. They help
identify the structure and meaning of a topic by showing the way that pieces of
information fit together. Mind maps also help to clarify the key concepts that surround the
content of a report and highlight links or relationships between data sources and even
ideas if that is appropriate for the report that is being prepared.
To use a mind or concept map successfully for
report preparation, the intended message the report
should convey must be clear. This becomes the
central concept or idea and is commonly noted in
the middle of a blank page. Concepts from the
source data are noted in a hierarchical fashion with
the most inclusive and general information first
down to the more specific data. Notes that give
meaning to the concepts such as specific examples
are also made. The concept or mind map may look
something like this:
The process of creating the mind or concept map will have, in itself, provided some
indication as to the data that needs to be included in the report. A review of the map
when it is complete will further highlight the relevance of information.
The headings and key concepts in the mind map can be used to provide a structure for
the report or can be modified to match the report template that may need to be used. In
either case, the logical presentation of the data will be evident.
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2.4 Produce the reports

Before you begin
With the report objectives and specifications in hand and the data
analysed, the report is ready to be prepared. Before you get
started, you should ensure that relevant procedure guides or notes
are accessible and that your workspace is appropriately organised
ready to begin this task.
There will often be a deadline or timeline requirement that governs
when the report needs to be completed. It is important that you
plan to prepare the report within plenty of time to meet such
deadlines. If there are delays at any stage, interested parties and users of the report
should be informed as soon as possible and revised deadlines negotiated. There will be
occasions where deadlines cannot be changed. Many external reports have a fixed
timeframe that must be met so you may need to be prepared to adjust work practices to
produce the report. There will be workplace policies and procedures to follow in these
circumstances.
Prepare a draft report

It is common practice when preparing reports, either from a template or other format, that
the first report you produce is considered a first draft or draft copy. The purpose for the
first draft is to capture all the data that is to be included in the report in the style and
format that is required so that at least the basic form and content are evident. The report
can then be reviewed as a final product which can often lead to changes in the data that
is included in the report. Proofreading and editing checks can then be performed. Draft
reports may also be given to colleagues and senior staff for their comments as part of the
editing process. Changes can then be incorporated before the final report is produced.
To monitor the draft and final copies of reports, often there are document control
procedures that must be followed. The draft copy may be saved in a software application
as the name of the report followed by the word draft or the number one to indicate that
this is the first copy of the report. Sometimes the date of preparation is also included in
the file name. There may also be a specific location within the information system where
draft copies are saved. You must be aware of the particular policies and procedures in
your workplace.
Entering data
As has been discussed earlier, reports can include numeric data, text based information,
graphics or a combination of the three. When a report is prepared to communicate
numerical data such as financial performance or statistical based analysis, the
preparation process usually involves entering the relevant numerical detail into the report
appropriately as guided by the template. Care must be taken to ensure that numeric data
is transcribed accurately into the report and entered in the correct places. Templates are
often developed with appropriate controls that help minimise the errors that can occur
from numeric data entry.
When a report is text based or a combination of text, numbers and or graphics, it may
take one of the forms mentioned earlier – informative, persuasive, investigate or
analytical.
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Trainee Manual 35
A template may be created or the report may be prepared based on the information that
needs to be communicated. Generally reports of this nature are structured to include an
introduction in one form or another.
The main content of the report is called the body and can be structured a variety of
different ways depending on the data and the objective of the report. A section detailing
recommendations may be included after the body and finally a conclusion is written.
The draft for reports of this nature is often the first time all the data is presented together
in a logical and coherent sequence and in a manner which communicates the report
objectives. It may often be the case that there is more than one draft copy prepared as
the refinements to language and presentation are made.
For all report types, there are many different functions software applications offer to enter
data efficiently and to maximise the presentation of the report. Some examples already
mentioned at 1.3 Enter standard text for reports included the
use of autotext, macros, importing, embedding and linking
data.
There are also standard templates offered by software
applications if a template has not been developed to meet
organisational requirements. The templates are often
accompanied by explanatory notes or guidelines.
As well as templates for entire reports, there are also templates that offer the appropriate
format for certain elements of a report. For example, when a Table of Contents is
required in a report, the design and format can be chosen from a standard format in the
software application. Appendices, glossaries and reference lists can also be created from
standard formats.
Edit the report

When the draft report is complete, it is now subjected to the editing process before the
final report is produced. To communicate their intended message effectively, all reports
should meet the following criteria:
Validity
Reliability
Accuracy
Consistency and
Appropriate language and style.
Editing tasks are commonly divided into six steps to ensure that reports meet these
criteria. Although these steps are listed in a numeric order, this does not need to be
followed sequentially. It is reasonable to assume that for some reports, it is important to
check the format first. For text based reports, editing and removing unnecessary
information may occur at the same time.
Step 1– Edit
The first review of a draft report is to proof read the report to ensure the language used
conveys the appropriate message. This requires checking that:
Sentences are not too long and are correctly structured
Unnecessary words are removed
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36 Trainee Manual
Jargon or clichés are not used except when there are industry specific phrases that
are commonly used
Words and phrases are culturally appropriate
Imprecise language is corrected as this can lead to misunderstandings when the
report is read by users.
When a draft text based report is prepared, it is often this first step that can take some
time as the language and even presentation of the report is changed to ensure the
appropriate message is communicated.
Step 2 – Correct
Errors in spelling, punctuation and grammar are corrected in this step to ensure that the
meaning of the words and phrases is clear at the first reading. It is much easier to
perform this task once the content of the report has been finalised.
When a report contains numeric data, the following checks for accuracy are performed:
Source data has been transcribed into the report
correctly
Mathematical calculations are not only correct but
source the required data
Comparisons between numbers where relationships
are expected are made to further check accuracy but
also integrity of data.
The presentation of numeric data must also be reviewed to ensure report requirements
are met. This includes the format for monetary amounts such as the presentation of
denominations.
Step 3 – Check purpose
Throughout all the report preparation procedures, the purpose and objectives of the report
have been considered. This step in the editing process is the final check to ensure that
the contents of the report reflect the stated objectives.
For a text based report, the introduction clearly identifies the purpose of the report. For a
numeric report, checks on the inclusion of correct analysis and inclusion of all necessary
source data so the user can perform analysis is required.
Step 4 - Check objectivity
This step is particularly relevant to text based reports that present an argument, opinion or
recommendation. Any data that is inaccurate, outdated or irrelevant should be removed.
Unsupported recommendations or conclusions should either be removed or data included
to provide support.
Step 5 - Remove unnecessary information
Reports contribute to effective communication within an organisation when they convey
their intended message. Extra information that may be interesting but is not vital to the
report objective can confuse or distract from the main purpose of the report. This
information does not necessarily have to be removed from the report altogether but could
be included in an appendix or explanatory notes.
It may also be at this time that important information is identified that has not yet been
included in the report. The draft would be adjusted as needed.
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Step 6 – Check format

When a report template is used, the format is often set and
cannot be changed by the user. However, it is still necessary
to check that the format of the final report does meet report
specifications as well as internal and external standards or
requirements.
When a report is prepared without an organisational template,
it is even more important to ensure that standards are met.
These standards can be general in nature, perhaps ensuring
the report has an introduction or more specific such as
checking that images are only used from an approved source.
Whilst editing activities are undertaken, modifications are made to the draft report. As
updates occur, version control policies must be followed so that the final report can be
easily identified.
Produce the Final copy

The final copy of the report can be prepared when all editing tasks have been completed.
Sometimes, where time permits and depending on the report, one final review by senior
managers or even owners may occur. Sometimes, organisational policy will require
reports to be approved by nominated persons before the final copy can be produced.
At this stage, there is not expected to be major changes to the report, perhaps some
minor spelling or grammatical errors that were missed earlier.
Once the final copy has been approved and produced, the report can be prepared for
distribution. Distribution methods are guided by internal and external requirements that
are usually detailed in the report specifications. Some examples commonly used in the
tourism and hospitality industry are:
E-mail
Password access in the PMS for appropriate personnel
Internal mail
Hand delivered internally or to external users
Post.
As a general guide, external reports such as the Annual Report are prepared in a formal,
paper-based format. This can include engaging the services of an external printing
service that provides finishing options such as binding or laminating. Internal reports that
are required periodically are often sent electronically or printed in-house with basic
finishing options.
Prior to distribution, the final copy of the report is named, saved and filed appropriately in
the information system. A paper-based copy is also often printed and filed in secure
storage in keeping with organisational requirements. Procedure guides, notes from the
current preparation process, source data and any other information used to prepare the
report is also stored electronically or filed with the paper based version of the report.
Back up procedures are followed for both electronic and paper versions and stored
according to workplace policies and procedures.
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38 Trainee Manual
Work Projects
2.1 For the report templates selected in Work project 1.1, complete the following tasks.
Get data
Analyse data using list and mind map (one technique per report)
Prepare draft and final report
Detail the distribution requirements for the report.
2.2. Identify and describe three external data sources that are relevant to the tourism and
hospitality industry and the information provided by each source. Explain how that
information can be or is incorporated into reports in your workplace.
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Summary
Prepare various types of reports
When developing report template specifications, it is important to be aware of the principles of

effective communication
Report objectives are determined according to the requirements of users or interested parties
for whom the report is produced
Timelines and other internal and internal requirements are also considered when developing
the report objectives
Planning the content for a report begins with outlining the issues, data collection methods and
confirming the sources of data
Report style and format is largely guided by the objectives of the report and can be guided by
a template or by other accepted business formats
Data is presented in reports in a manner that effectively communicates the message the
report conveys. Software applications provide many options and features that can assist with
this presentation
Policies and procedure documentation provides direction on the sources of data required for
any given report
Sources of data are many and varied. Care must be taken to ensure that the sources used
accurately support report objectives
Data is sorted, organised and analysed to determine the information that should be included
and excluded from reports
Lists and mind maps are two techniques that can be used for data analysis
Draft copies of reports are prepared first as this is often the first time the information is
presented together in the relevant format and style
Reports are edited according to a six step process
Once editing is complete, final reports are approved as needed and ready for distribution.
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40 Trainee Manual
Element 3:
Present various types of reports
3.1 Distribute reports according to internal
requirements
Introduction
Reports are produced to communicate information to interested parties or users both
inside (internally) and outside (externally) the organisation. There are distinct risks,
challenges and legal issues, depending on the nature and scope of the report, that need
to be considered when the report is distributed.
Security
Ensuring the security of sensitive information included in reports
is of paramount importance for all businesses. The tourism and
hospitality industry must consider issues such as identity theft,
forgeries and information theft regarding financial activities,
pricing policies and marketing strategies as just some examples.
In some cases, the business is held legally responsible for
ensuring information is secure and can incur significant fines
should a breach occur.
Confidentiality
Another challenge businesses face is maintaining confidentiality when reports are
distributed. Care must be taken to ensure that reports are only available to authorised
personnel or users. For example, in a smaller accommodation venue, it is only the
owners and manager who would monitor and evaluate financial performance and in a
larger establishment, each department manager should only receive reports on the
performance of their department. Similarly reports that assess strategic issues, especially
regarding the viability of certain aspects of the business are distributed to only the most
senior managers.
Timeline
Reports are almost always prepared in a certain time frame to meet a deadline. This
deadline may be imposed by external parties such as banks and government agencies or
by owners, especially if the organisation is part of a group of companies such as a hotel
or resort group. Often managers are required to report on operational activities to owners'
daily, weekly or monthly and therefore need reports to review to meet this deadline. Often
these deadlines can be challenging for report production so an efficient distribution
process is needed to ensure the timeline is met.
Report objectives
It is common in the tourism and hospitality industry for reports to be produced that
summarise the same set of activities or events with only a slight change to format, style or
content. Housekeeping may require the number of guests in each room but the front office
requires the number of rooms occupied. Financial and marketing reports would capture
both sets of information but evaluate the data in different ways. Policies and procedures
ensure that reports are produced and distributed to the appropriate personnel.
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Distribution methods
Distribution processes and procedures are created to address the issues raised in the
above discussion as well as any other requirements that arise from internal or external
requirements. The central theme is always to ensure the security and confidentiality of
the information that is distributed.
Lists
One of the most common methods to manage the distribution process for reports is to
prepare a schedule. For internal reports this may include details such as:
Name of report
Reporting period
Date report to be completed
Personnel to receive report
Distribution method such as electronic or hard copy
Report sent
Other notes.
To distribute external reports, the list may look something like this:
The organisation that is receiving the report
Date report is due to be submitted
Date financial information must be finalised to meet the submission deadline
Name of report
Reporting period such as quarterly, six-monthly or annually
Distribution method such as electronic or hard copy
Report sent
Other notes.
Lists such as these would normally be found in procedure guides or workplace policy and
procedure manuals. As reports are produced, the list should be easily accessible and
details completed where necessary.
A separate form or document may also be included to record when reports were sent.
Secure delivery
Reports can be distributed electronically or in a paper-based format. This is usually
requested by users and is influenced by the capability of the information system, the
timeline for which the report needs to be produced and distributed and the nature of the
information contained in the report.
In a computer information system, reports may be distributed by the system. Authorised
personnel are given a password or their password is recognised by the system and
access to the report is granted. Alternatively, some systems automatically generate an e-
mail to the appropriate user with the report attached. Sometimes the report is password
protected.
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42 Trainee Manual
In either case, there is usually a receipt generated to advise that the report was received
and viewed or opened. There may be a time limit for which the report is available to view
to offer an additional level of security and confidentiality.
To ensure the secure delivery of paper-based reports for internal use that contain
sensitive information, the report is often only available for users to view in a secure
environment. Alternatively the report may be hand delivered and a signature or other
proof of delivery required.
Mail
Reports that are prepared for external users or where internal systems do not support
electronic versions are printed in a paper-based format. For internal reports that do not
contain confidential information and are to be distributed to a number of users, distribution
to internal mailboxes is often used. Reports can also be placed into internal mail
envelopes and circulated to appropriate parties.
External reports can often be sent by post. Usually a form of secure post is chosen to
track delivery and receipt. It is rare that highly confidential or sensitive information is
distributed this way.
3.2 Deliver a verbal presentation in support of the

report
Introduction
Reports in the hospitality and tourism industry are
prepared for a wide variety of reasons. So far in this unit,
the focus has been on the production of written reports as
this is one of the more common methods for effective
communication in a business. There is another verbal
communication tool, the oral presentation that is also
commonly used to convey intended messages and
enhance effective communication.
It is possible for almost all types of reports that are prepared in an organisation to be
presented orally. Some common examples in hospitality and tourism businesses are:
Tenders
Proposals
Information about new products or services
Explanations for financial and other operational performance
New or revised marketing strategies
Introduction of new policies and procedures
Updates on local, regional and global factors that may affect the organisation.
Reports may be prepared in written format first and at the request of management or
senior personnel, an oral presentation follows. Organisational policy may always require
both a written and oral report as often occurs when presenting financial data at significant
time periods. Sometimes a written report has not effectively conveyed the intended
message so a follow up oral presentation is organised to clarify any misunderstandings.
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When preparing a written report, you should be aware of any oral presentation
requirements so that you can use the report objectives, data analysis and even draft
copies to assist with the oral presentation.
Why choose an oral presentation?

An oral presentation tells, demonstrates and actively involves the audience. There is little
chance for interaction when individuals read written reports. However, if the report is
presented orally, questions can be asked and answered immediately, differing opinions
can be heard and issues can be discussed openly and agreed where relevant. This
saves considerable time and possibly expense compared to an alternative that may
require individuals to comment on the report and all comments are collated and evaluated
and reported again.
Often oral presentations are given directly after an activity or event. The information
reported is valid, reliable and current. Immediate feedback can assist with decision
making or evaluation and review and ensure that a timely response. This can be
particularly important in the hospitality and tourism industry where circumstances can
change quickly.
Depending on the information that is reported, it can often be more effective to
communicate by demonstration rather than by written description. It can be easier to
show housekeeping staff how to make a bed than provide a written set of procedures as
an example.
Planning the presentation

To plan an effective presentation, attention to detail is critical. To
ensure all necessary aspects of the presentation are considered, the
following questions can be answered:
When is the presentation?
Where is the presentation?
The purpose for the presentation – this must be clear
Who is attending?
How should the presentation be conducted?
What resources are available?
When a written report has already been prepared, the procedures and information
gathered provide the answers to some of these questions. For example, the purpose for
the presentation begins with the report objectives and may then inform the audience of
more specific details. If the presentation is informative, it may be conducted as both
lecture and question and answer format. If the presentation is persuasive, a lecture style
approach may be taken. To determine the purpose for the presentation, it can be helpful
to consider:
What do you want the audience to do and feel?
What do you want the audience to think?
The content of the presentation is gathered during the planning phase once the purpose
and objectives are determined. The information gathered from both external and internal
sources when the written report was prepared, form the basis for the presentation.
Comments and notes made on draft reports are also important.
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Some of the information used in the report will not be used for the presentation and some
information previously excluded may be relevant for the report. With the purpose and
objective in mind, data is once again examined, sorted and organised for the oral report.
Prepare the presentation

To prepare the presentation, a written plan is used. They
range from simple formats and design to more complex
approaches but the basic outline is the same.
To begin, select a structure for the presentation that is
appropriate to the purpose and objectives. Information may be
presented chronologically, in topic or subject areas, or as
theoretical details followed by practical examples. It may be
that the structure of the written report can serve as an outline.
All presentations follow the format of an introduction, body and
conclusion. Organising this aspect of the presentation may require special attention
because the written report may not have followed the same structure. All three of these
phases should be linked to ensure a smooth transition from one to the other.
Introduction
The introduction in a presentation should clarify the objective and purpose. Information to
capture the audience‟s attention and sometimes an activity, comment or discussion to
relax the audience and the presenter is included. Depending on the information, it can
also be useful to establish that the audience and presenter need to know more about the
topic.
Body
The content of the presentation should be organised into a logical sequence in the body
of the report, flowing from simple to complex. Information is presented in groups or
chunks and keywords assigned to each.
For each keyword, an explanation is provided and accompanied by strategies to
demonstrate, reinforce or actively involve participants, depending on the nature of the
information and the presentation objectives.
Questions and answers may be encouraged during this part of the presentation or may be
held until the presentation is finished.
Conclusion
The conclusion always relates back to the purpose for the presentation. Key points may
be refreshed, audience participation encouraged and a definite ending to the presentation
given.
Notes
During the presentation, you will need to refer to notes to explain and expand on the data
presented. Notes can be in the form of cue cards which are small enough to hold in the
palm of your hand. During the presentation, you can glance at the points noted on the
cards and talk about them.
Brief notes are also another option as long as they contain key words and act as a prompt
during the presentation rather than a list that is read out.
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If the data presented requires detailed notes because numbers and words have to be
exactly right then the presentation should include this information so that the audience
can both see and hear the important data.
It may also be helpful to consider the questions that may be asked and use the notes to
record possible answers or references to the answers.
Presentation aids
To make the presentation interesting and relevant to the audience, there are a number of
strategies and techniques that can be used, depending on the purpose for the
presentation. Some popular choices are:
Case studies
Demonstrations
Audience participation
Simulations.
Also techniques such as the following enhance a presentation:
Music
Animations
Incorporating logos
Use of colour and black and white.
An oral presentation is always enhanced by the choice of
visual aids that support the presentation. They are an
effective way to focus attention on specific content and to
reinforce a verbal message. Visual aids also provide the
opportunity for different kinds of imagery that can move
the audience focus away from the presenter and to the
information.
Some common visual aids are:
Software applications where slides can be created and displayed on computer
screens.
Whiteboards
Flipboard sketches
Models
Maps
Charts
DVDs and videos
Internet content
Handouts
Full or short copies of the presentation.
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46 Trainee Manual
It is always important to be aware of the most appropriate presentation aids to suit the
purpose of the report. It is very clear to audiences when techniques or strategies are
used merely to show that the presenter can use the technology rather than enhancing the
quality of the presentation.
Practice the delivery of the presentation
It is beneficial to conduct at least one practice of the presentation
using the notes and visual aids that have been prepared. This will
highlight any adjustments that need to be made and ensure that the
objectives of the presentation are effectively communicated.
When practicing the presentation, it can be helpful to obtain
feedback from a colleague or friend to check that the language and
tone of the presentation is appropriate to the audience, presentation
aids make sense and are adequate and that the overall purpose and
objectives for the presentation are met.
Delivering the presentation

There are many references, websites and tutorials with tips for delivering an effective
presentation. The key points can be summarised as follows:
A well prepared presentation almost always results in a successful delivery
Arrive early to set up any presentation aids and ensure technology that may be
required is in working order
Review your plan and notes
Language and tone must be appropriate for the audience
Monitor the responses of the audience and respond appropriately
Interact with the audience
Ask questions of the audience to clarify understanding
Stay within the time limit given.
There will almost always be time set aside for the audience to ask questions and
answers. It is good practice to anticipate questions in the preparation process so that
your answers are well prepared. Repeating and clarifying questions confirms your
understanding of the question and ensures that other members of the audience who may
not have heard the question are clear on what is being asked.
Sometimes the questions may not be answered fully or to the satisfaction of all parties
during the presentation. This should be noted and a timely response prepared and
communicated to the appropriate personnel.
At all times during the presentation, a respectful and inclusive approach should be
maintained to ensure that the message conveyed in the presentation is communicated
effectively.
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Trainee Manual 47
Work Projects
3.1 For two of the reports selected in Work projects 1.1 and 2.1, create a 5-7 minute
presentation. The audience for both reports are workplace colleagues and the
purpose for the presentation is to explain the message each report conveys.
3.2. Choose one of the two presentations you have created and deliver that presentation
to your class or trainer. You may also deliver the presentation in your workplace.
Your trainer will discuss these details with you.
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48 Trainee Manual
Summary
Present various types of reports
Final reports are distributed according to specific timelines

Confidentiality and security of information is of paramount importance
Reports may be delivered as oral presentations according to the principles of effective
communication
A successful oral presentation requires careful thought and planning
The purpose for the presentation is always necessary to establish first
Other decisions such as the audience, structure, format and content are always made with the
purpose of the presentation in mind
All oral presentations features an introduction, body and conclusion
The use of visual aids and strategies and techniques to engage the audience are considered
in the planning phase
It is helpful to plan answers for any questions the audience may ask
Delivery techniques are wide and varied and must always be inclusive, respectful and
culturally appropriate.
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50 Trainee Manual
Presentation of written work

1. Introduction
It is important for students to present carefully prepared written work. Written presentation
in industry must be professional in appearance and accurate in content. If students
develop good writing skills whilst studying, they are able to easily transfer those skills to
the workplace.
2. Style
Students should write in a style that is simple and concise. Short sentences
and paragraphs are easier to read and understand. It helps to write a plan
and at least one draft of the written work so that the final product will be
well organised. The points presented will then follow a logical sequence
and be relevant. Students should frequently refer to the question asked, to
keep „on track‟. Teachers recognise and are critical of work that does not
answer the question, or is „padded‟ with irrelevant material. In summary,
remember to:
Plan ahead
Be clear and concise
Answer the question
Proofread the final draft.
3. Presenting Written Work

Types of written work
Students may be asked to write:
Short and long reports
Essays
Records of interviews
Questionnaires
Business letters
Resumes.
Format
All written work should be presented on A4 paper, single-sided with a left-hand margin. If
work is word-processed, one-and-a-half or double spacing should be used. Handwritten
work must be legible and should also be well spaced to allow for ease of reading. New
paragraphs should not be indented but should be separated by a space. Pages must be
numbered. If headings are also to be numbered, students should use a logical and
sequential system of numbering.
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Cover Sheet
All written work should be submitted with a cover sheet stapled to the front that contains:
The student‟s name and student number
The name of the class/unit
The due date of the work
The title of the work
The teacher‟s name
A signed declaration that the work does not involve plagiarism.
Keeping a Copy
Students must keep a copy of the written work in case it is lost. This rarely happens but it
can be disastrous if a copy has not been kept.
Inclusive language
This means language that includes every section of the population. For instance, if a
student were to write „A nurse is responsible for the patients in her care at all times‟ it
would be implying that all nurses are female and would be excluding male nurses.
Examples of appropriate language are shown on the right:
Mankind Humankind
Barman/maid Bar attendant
Host/hostess Host
Waiter/waitress Waiter or waiting staff
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52 Trainee Manual
Recommended reading
Recommended reading
HATS: A design procedure for Routine business documents
William H Baker
How to use the STAR report
On-line searches using key words such as Communication, Delivering oral
presentations and writing business reports will provide local, relevant examples
© ASEAN 2013
Trainee Manual 53
Recommended reading
© ASEAN 2013
54 Trainee Manual
Trainee evaluation sheet

The following statements are about the competency you have just completed.
Don’t Do Not Does Not

Please tick the appropriate box Agree
Know Agree Apply
There was too much in this competency

to cover without rushing.
Most of the competency seemed relevant

to me.
The competency was at the right level for

me.
I got enough help from my trainer.
The amount of activities was sufficient.
The competency allowed me to use my

own initiative.
My training was well-organised.
My trainer had time to answer my

questions.
I understood how I was going to be

assessed.
I was given enough time to practice.
My trainer feedback was useful.
Enough equipment was available and it

worked well.
The activities were too hard for me.
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Trainee Manual 55
The best things about this unit were:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
The worst things about this unit were:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
The things you should change in this unit are:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
© ASEAN 2013
56 Trainee Manual

Design, Prepare and Present Various Types of Reports: D1.HGE - CL7.01 D1.HGA - CL6.08 Trainee Manual

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Design, Prepare and Present Various Types of Reports: D1.HGE - CL7.01 D1.HGA - CL6.08 Trainee Manual

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Design, prepare and present various

William Angliss Institute of TAFE

Project Director: Wayne Crosbie

Introduction to trainee manual........................................................................................... 1

Assessment matrix ........................................................................................................... 5

Element 1: Design various types of reports ....................................................................... 9

Element 2: Prepare various types of reports ................................................................... 25

Element 3: Present various types of reports .................................................................... 41

Presentation of written work ............................................................................................ 51

Trainee evaluation sheet................................................................................................. 55

Introduction to trainee manual

Element 1: Design various types of reports

Element 2: Prepare various types of reports

Element 3: Present various types of reports

Work Written Oral

Element 1: Design various types of reports

1.2 Manage template design and development 1, 2, 6,

1.3 Develop standard text for reports 1, 2, 6,

1.4 Develop strategies to ensure use of standard 1, 2, 5,

1.5 Develop strategies for maintenance and 1, 2, 10,

Element 2: Prepare various types of reports

2.1 Develop report to specifications as required 12, 13, 14,

2.4 Produce the reports 2.1 24, 25, 26 9

Element 3: Present various types of reports

3.1 Distribute reports according to internal

3.2 Deliver a verbal presentation in support of the 18, 21, 22,

PMS Property Management system

Rule or pattern or set of instructions presented in a short or

Software feature allowing for the same information to be

Software and hardware systems that are used by an

An electronic or manual system designed to keep track of

Software is a set of computer instructions that direct certain

Computer hardware Physical elements of a computer system

Series or set of activities designed to meet quality

Evaluating organisational requirements

In hospitality and tourism organisations, reports are compiled

1.2 Manage template design and development

Design and structure options

1.3 Develop standard text for reports

Directs the user of the report to the location of particular

The report template can be created with a list of key words or

This feature allows data that needs to be included in the final

Data is exported from a report for use with another application or

The linking function has slightly different interpretations depending

Embedding is similar to linking data but instead of multiple data

Some reports require data to be merged or combined from

Form fields allow for particular pre-defined information to be

Formulae or standard calculations are often set in financial report

Sort criteria determine the order in which information is displayed

Where appropriate, the report template can specify the type of

Testing the features

1.4 Develop strategies to ensure use of standard

1.5 Develop strategies for maintenance and

Feedback from users

Ongoing quality control

Identify the users of the report template

Timelines and reporting periods

Style and Format

Investigative - the report researches or investigates an issue or range of issues

2.2 Identify sources of data and access report

The most common restriction in a computerised system is a password. Appropriate

2.3 Analyse data for inclusion in the report

Policies and procedures