Network COLLEGE

ACCOUNTING AND FINANCE

LEVEL II
TTLM
Unit of Competence: Use Business Technology and
Equipment

Module Title: Use Business Technology and equipment

LG Code: LSA ACF2 01 1221
TTLM Code: LSA ACF2 M01 0322

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Learning Outcomes
After completing this learning guide, you should be able to:

LO1: Select and use technology

LO2: Process and organize data

LO3: Maintain technology

INTRODUCTION

Welcome to the module “Use Business Technology and equipment”. This learner’s
guide was prepared to help you achieve the required competence in “ACCOUNTING
AND FINANCEII”. This will be the source of information for you to acquire knowledge
attitude and skills in this particular occupation with minimum supervision or help from
your trainer.

How to Use this TTLM

o Read through the Learning Guide carefully. It is divided into

sections that cover all the knowledge, skills and attitude that you
need.
o Read Information Sheets and complete the Self-Check at the end of
each section to check your progress
o Read and make sure to Practice the activities in the Operation
Sheets. Ask your trainer to show you the correct way to do things or
talk to more experienced person for guidance.
o When you are ready, ask your trainer for institutional assessment
and provide you with feedback from your performance.

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 LO1: Select and use technology

INFORMATION SHEET 1: Select and use technology

In order to select the right technology and software to complete a task, it is important to
understand the functions of each piece of technology and each type of software. When
starting a new job or when a new piece of equipment is purchased, staff should be trained
in the main functions of the equipment: how to operate the equipment; Occupational
Health and Safety issues; routine maintenance; and the procedures for reporting major
faults.
The technology available may include:
 Computers, including laptops
 Digital cameras,A camera that converts photos into digital images that can be
loaded directly into a computer.
 Zip drives,A high-capacity disk drive, similar to a floppy drive.
 Modems A piece of equipment that enables the transfer of information from one
computer to another via a telephone line or communications cable.
 Scanners A piece of equipment that copies a document or image directly into a
computer.
 Printers A device that prints text or graphics on paper or other media.
Software applications may include:
 email and Internet browsers
 word processing
 spreadsheets
 databases
 accounting packages
 presentation packages
In order to use computer technology correctly, it is important to know the manufacturer’s
instructions, as well as the organization’s policies and procedures regarding:
 Booting up, logging on and logging off (eg is a password needed?)
 correctly identifying and opening files (eg understanding the file management
program)
 Modifying files (eg does the file need to be saved with a different file name?)
 saving and closing files, (eg understanding the electronic filing system)
 printing files
Ergonomic Requirements
Workspace, furniture and equipment are adjusted to suit the ergonomic requirements of the
user
Chair

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  Chair height should be set so that feet are flat on the floor (where a footrest has not
been provided) and thighs are horizontal.
 The backrest should provide firm lower back support so adjustment up or down,
and/or backwards or forwards may need to be made until comfortable.
 Armrests should not interfere with performance of general tasks.
Desk
 The height of the desk or chair should be adjusted so that the surface of the desk is at
elbow height (when sitting).
 There should be plenty of room for legs below the desk surface
 Personal and stationery items should be arranged for easy access, to minimize
twisting and bending.
Computer
 The monitor should be positioned after adjustments have been made to the desk or
chair. It is recommended that the top of the screen be level with the eyes and be
positioned about 50cm away from the body when seated.
 The keyboard should be placed on the desk, as close to the user as possible. Allow
room for it to be moved away when not in use. The angle of the keyboard can be
adjusted by altering the supports underneath.
 The mouse should be positioned next to the keyboard on the preferred side. Wrist
should be straight whilst using the mouse with the desk supporting the wrist and not
the arm.
Telephone
 The telephone should be easily accessible, yet not in the way of the work area.
 The user should be able to talk on the phone without standing or having to stretch to
reach it. A headset is a convenient alternative for constant phone users.
Document holder
 The document holder should be placed close to the screen to minimize the
movement required to turn from one to the other.
 Depending upon personal preference, it may be preferable to swap the screen
position with the document holder, if tending to look at the document more often.

Work Organization
Work organization meets organizational and occupational health and safety requirements
for computer operation
Work area
 Work area should be kept uncluttered. Desks should only have on them what is
really needed.
 Trays should be used for sorting documents, and any documents that are finished
with or will not be needed for some time, should be filed away.
Rest periods
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  It is important to have frequent breaks away from the workstation. The
recommended interval is ten minutes for each hour worked in front of a computer.
 If unable to take this time out, work tasks should be varied. For example, phone calls
could be made; filing or other work related tasks could be done for a few minutes.
Exercise breaks
 Exercises should be done at regular intervals.
 Exercises for office workers can include head rolls, shoulder rolls, wrist stretch,
back arching, foot rotation and even eye exercises
Conservation techniques
Energy and resource conservation techniques are used to minimize wastage in accordance
with organizational and statutory requirements.
Paper wastage
 Proofread and edit documents on screen before printing
 Don't print more pages than needed, use the "print range" function of software to
only print those pages which have been edited
 Print on both sides of your paper where possible
 Use scrap paper from printed documents no longer needed. Write on the back for
informal notes or memos
 Use the duplex facility of the photocopier.
Recycling
 Paper should be saved for recycling where possible - if the information is
confidential, it can be shredded before disposal into a recycling container
 Use recycled paper products wherever possible
 Reuse office products such as folders, envelopes and packaging materials.
Energy and power use
 Use the "power save" feature of your printer, if available
 Switch off lights and equipment when not required.

OPERATION SHEET 1: Select and use technology

Purpose:
On successful completion of this unit you should have developed the skills and knowledge
required to select, use and maintain business equipment. This technology includes the
effective use of computer software to organize information and data. Specifically you will

Equipment, Tools and Materials:

 Computer  White board marker &Duster
 Projector  Lecture room
 White board  Printer

Conditions:
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Students and trainer’s are legally required to lock the health and safety of trainer. This
applies to all organizations and including voluntary organizations.
 Students must provide safe working environment.
 Students must not put themselves or others at risk
Procedure:
 Prepare guides
 Prepare legislations
 Prepare procedures
 Prepare list of abbreviations that we use in the accounting terms
Quality Criteria:

The trainee must be practice properly and organize microcomputer work environment
100% suitable for working health and safety.

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 SELF-CHECK 1

Part I: write short answer

1. Name the four areas that staff should be trained in when starting a new job or a new
piece of equipment is purchased?
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
________________________________________

2. Name 5 pieces of Business Technology that can be found in different places

throughout the Tafe

Equipment Place Found

3. List four types of software applications that you have used in Business Services
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
________________________________________
4. What types of business technology would you use for the following tasks?
a) Taking photos for a prize ceremony _____________________
b) Putting the photos on the intranet _______________________
c) Distributing copies of the photos to staff __________________
d) Sending a form that has to be singed to another office on the same day
__________________________________
e) Contacting a colleague when you are not in the office
__________________________________

5. List the procedures for logging on to Tafe Computers

____________________________________________________________________
____________________________________________________________________

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 ____________________________________________________________________
________________________________________

6. Give an example of when you would use a scanner in a business setting?

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
________________________________________

7. Explain why ergonomics are important in the workplace

____________________________________________________________________
____________________________________________________________________
_______________________________________________

8. Name 6 different exercises for office workers

____________________________________________________________________
____________________________________________________________________
_______________________________________________

9. Why should conservation be practiced in the workplace?

____________________________________________________________________
____________________________________________________________________
_______________________________________________

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 LO2: Process and organize data

INFORMATION SHEET 2: Process and organize data

Storage of data

Other than on the hard drive, data may also be stored on:

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  floppy disks: remember that a limited amount of information can be stored here, so it
is a good idea to compress the file to accommodate large amounts of data
 CD-ROMs: suitable for large amounts of data
 back-up system: particularly important in case of computer failure to safeguard large
amounts of information
 External hard drives
 Thumb drives
Retrieving Documents

Technology Consumables
In the course of completing work tasks, it is important that employees know how to
identify and replace technology consumables, including:
 printer ribbons and cartridges  floppy disks
 CD-ROMs  toner cartridges
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  back-up tapes  Zip disks
There should always be an adequate supply of these consumables. Supplies should be
checked on a regular basis, the timing of which would vary according to the size of the
organization and the rate of use of these items.
The ordering of these consumables may involve filling out a requisition form or an order
form or arranging for a tender or contract for their supply.
OPERATION SHEET 2: Process and organize data
Purpose:
On successful completion of this unit you should have developed the skills and knowledge
required to select, use and maintain business equipment. This technology includes the
effective use of computer software to organize information and data. Specifically you will
Equipment, Tools and Materials:
 Computer  White board marker &Duster
 Projector  Lecture room
 White board  Printer
Conditions:
Students and trainer’s are legally required to lock the health and safety of trainer. This
applies to all organizations and including voluntary organizations.
 Students must provide safe working environment.
 Students must not put themselves or others at risk
Procedure:
 Prepare guides
 Prepare legislations
 Prepare procedures
 Prepare list of abbreviations that we use in the accounting terms
Quality Criteria:

The trainee must be practice properly and organize microcomputer work environment
100% suitable for working health and safety.

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 SELF-CHECK 1

Where is most data stored on a computer?

_____________________________________________________
1. What does the “+” sign indicate?
_____________________________________________________
2. What does the “-” sign indicate?
______________________________________________________
3. List 3 different locations that data can be stored other than the hard drive
______________________________________________________
4. Is the C drive on a computer internal or external hard drive?
_______________________________________________________
5. What is the advantage of having and external storage system ?
_______________________________________________________
6. List 2 different ways you can open a document.
_______________________________________________________
7. How can you find a document?
_______________________________________________________
8. How can you keep adequate supply of consumables?
_______________________________________________________
9. List 6 different consumables found in an office environment
________________________________________________________

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 LO3: Maintain technology

INFORMATION SHEET 3: Maintain technology

Routine Maintenance

It is important that routine maintenance of business technology is carried out on a regular

basis to ensure minimal breakdowns. Equipment should be cleaned regularly by using a
damp cloth or other approved cleaning materials. Consumables should be checked to
monitor their rate of use, and replaced when needed. Regular servicing by qualified or
manufacturer-approved technicians will ensure that all equipment is in the best condition
possible to minimize breakdowns.
All employees should receive training to solve common faults, like paper jams, system
failures and low ink or toner cartridges. However, more complex problems should be
reported immediately to the person in charge of maintenance, to the manufacturer or to the
service company. A logbook of service visits must be kept.
It is a good idea to have all equipment checked regularly as part of the Occupational Health
and Safety inspections.
Key Terms and Concepts

Terms Defination
Amendment A change or improvement in a document.

Back-up system A system used to store information for security

purposes in case the computer system crashes.

CD-ROM Compact Disc Read Only Memory, which enables

the storage of large amounts of text or data.

Database A computer software program used to store and

organise a range of records or data.

Data storage The saving of data to a device such as a floppy disk,

CD-ROM, hard drive or a back-up system.

Digital camera A camera that converts photos into digital images

that can be loaded directly into a computer.

Directories Tables that contain file information such as name,

file, size, time and date of last modification.

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Ergonomics The study of the environment and conditions of
work, in order to achieve maximum efficiency; and
tailoring the physical environment to individual
requirements.

File generation Creation of a new file for information, either on the

computer or in a filing cabinet.

Floppy-disk drive The drive into which a floppy disk may be placed to
either save information or read the information
stored on

Hard drive The drive within a computer that stores information

and enables the computer to run.

Keyboard An input device with a set of keys used to enter

information into a computer.
Log-on The use of a password to open or access files on a
computer system.
Manufacturer’s guidelines A booklet setting out the manufacturer’s conditions
of use for a piece of equipment.
Modem A piece of equipment that enables the transfer of
information from one computer to another via a
telephone line or communications cable.
Numerical key pad Set of number keys on the keyboard.
Printer A device that prints text or graphics on paper or
other media.
Routine maintenance Ensuring that computers and other equipment are
looked after, for example by replacing consumables,
clearing paper jams etc.
Scanner A piece of equipment that copies a document or
image directly into a computer.
Spreadsheet A computer software program used to store and
calculate lists of numbers or statistics.
Sub-directories Directories located within another directory.
OPERATION SHEET 2: Process and organize data

Purpose:

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On successful completion of this unit you should have developed the skills and knowledge
required to select, use and maintain business equipment. This technology includes the
effective use of computer software to organize information and data. Specifically you will

Equipment, Tools and Materials:

 Computer
 Projector
 White board
 White board marker &Duster
 Lecture room
 Printer
Conditions:
Students and trainer’s are legally required to lock the health and safety of trainer. This
applies to all organizations and including voluntary organizations.
 Students must provide safe working environment.
 Students must not put themselves or others at risk
Procedure:
 Prepare guides

 Prepare legislations
 Prepare procedures
 Prepare list of abbreviations that we use in the accounting terms

Quality Criteria:

The trainee must be practice properly and organize microcomputer work environment
100% suitable for working health and safety.

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 SELF-CHECK 1

1. Why is it important that regular maintenance is carried out on business

technology?
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________

2. Who should be told about complex problems?

_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
3. How can you ensure that all equipment is in the best condition possible?

_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________

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