MEM16006A Organise and communicate information
Contents
1. Day Shift Bi Night Shift 50 0 Oct 12 Jan 13 May 13 Aug 13 Nov 13 Mar 14 Chart 5 Scatter Plot Histogram Like pie charts histograms break down the sample distribution in one dimension The real difference between histograms and other forms of charts is that histograms are ideal for illustrating sample distributions on dimensions measured with discrete intervals Unlike horizontal and vertical bar charts the x axis is not divided into mutually exclusive categories In our example the histogram indicates how many respondents fall into each range of candy consumed per week The x axis is a continuous scale while each bar falls under a range of five units or pieces of candy on that scale Oe dr A GP V ur ee VD d QJ SS We S oy e ce o 4S9 2 gt D D D O D D D Chart 6 Histogram Lists At the centre of nearly every personal productivity system are lists Lists in general are powerful tools open ended constantly growing and effective at extending our memories past the 7 or so things we can keep on our mind at any given time Some of the lists that can increase productive or otherwise make life easier include Task Lists Project Planning Checklists Reading Journals References Logs and Daily Summaries Task Lists The most common list is the task list a simple list of things that have to be accomplished A running list of the tasks that have to get done can make the workers life significantly easie2. BlackLine Design Page 22 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information e However if investigating how wind effect on the structure is presented in the electronic media the article could be considered a primary source Primary Information Primary information is the original or raw data and is often referred to as the source and is from the time period involved and have not been filtered through interpretation or evaluation Primary sources are original materials on which other research is based They are usually the first formal appearance of results in physical print or electronic format They present original thinking report a discovery or share new information Examples of primary sources include artefacts audio recordings diaries internet communications interviews letters photographs statistics standards legislation company data and video recordings Secondary Information Secondary information usually takes raw data and analyses it and presents it in a format that is easier to read and understand Secondary information or sources is less easily defined than primary sources Generally they are accounts written after the fact with the benefit of hindsight and are interpretations and evaluations of primary sources Secondary sources are not evidence but rather commentary on and discussion of evidence However what some define as a secondary source others define
3. the contractors developing manufacturing and installing equipment for the project Fabrication Assembly Test and Installation Fabrication Assembly Test and Installation documents are prepared to support and document the development and validation of the equipment in particular that developed BlackLine Design Page 16 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information by contractors and form the interface between the owner and the contractors for the contract completion activities Operations and Maintenance Operations and Maintenance documents are used to support the operation and maintenance of project equipment after delivery to the site of company warehouse and or stores Computer Data Data can be defined as a representation of facts concepts or instructions in a formalized manner which should be suitable for communication interpretation or processing by human or electronic machine Data is represented with the help of characters like alphabets A Z a z digits 0 9 or special characters lt gt etc All software is divided into two general categories data and programs Programs are collections of instructions for manipulating data Data can exist in a variety of forms as numbers or text on pieces of paper as bits and bytes stored in electronic memory or as facts stored in a person s mind Data Processing Cycle Data processing is the re structurin
4. as a tertiary source Context is everything Typical examples of secondary information include reports newspaper articles textbooks dictionaries and encyclopaedias also considered tertiary histories textbooks also considered tertiary and web sites also considered primary Tertiary Information Tertiary information consists of information which is a distillation and collection of primary and secondary sources Tertiary information includes books directories fact books manuals textbooks also considered secondary dictionaries and encyclopaedias also considered secondary and articles based on the research of others they aim to explain research for a general audience The information may be useful as a starting point but are quickly out of date BlackLine Design Page 23 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information Skill Practice Exercises Skill Practice Exercise MEM16006 SP 0101 Using the internet local educational work library cite three technical manuals for the installation for one of following e Garage panel lift door Marine fish finder Concrete stormwater pits Timber casement windows Electric arc welding machine CNC lathe Skill Practice Exercise MEM16006 SP 0102 Find three pieces of relevant information primary secondary and tertiary for one of the following studies e A new end mill to be purchased for the Machine Shop e A new automa
5. as they typically experience problems with language and communication in general Consequently they may need support in this area and or alternative means of acquiring skills and knowledge for example they may learn more effectively by seeing and doing using a hands on approach or through active learning strategies Written instructions should be kept very brief and straight forward simple language with bullet or numbered points should be used wherever possible Large print and colour text could also be used for those with reading impairments Effective instructions often include visual elements such as pictures diagrams and flowcharts that illustrate and clarify the text Instructions intended for people from non English speaking backgrounds may rely entirely on pictures and familiar symbols These are called wordless instructions Large white or chalk boards could be provided for drawing symbols or pictures etcetera that enables the workers to make their own interpretation of written instructions in a meaningful way Basic Features Instructions tend to follow a consistent step by step pattern whether they are describing how to make coffee or how to assemble an automobile engine some basic features of instructions are e Specific and precise title e Introduction with background information e List of parts tools and conditions required BlackLine Design Page 10 1 February 2015 MEM16006A Organise and communicate informatio
6. solution As an example a steel tower is to be fabricated at the top of a high hill The information provided by the client states the site is in an open position and the wind always blows The information is good but not relevant because the engineer needs to know whether the wind is constantly from the same direction and the wind s velocity in m sec Other information may be relevant such as exposure to sea water spray which affects protective coatings composition of the ground strata which determines the bearing capacity of structural loads and the type of terrain or buildings in the close proximity which can tend to dissipate the flow of the wind Sources of information in an engineering environment can vary and include job instructions specifications standard operating procedures charts lists documents computer data drawings sketches data tables technical manuals catalogues and other applicable reference material Job Instructions Job instructions tell the operator how to do a task The ability to read and understand or comprehend written instructions is a necessary requirement in most workplaces across all industries Reading is a skill which involves the process of constructing meaning from written material and requires the integration of several skills which can be difficult for some people People with a cognitive impairment such as a specific learning or intellectual disability may have particular difficulty reading
7. the user uses the mouse or the tab key When the contents of one cell are changed any other affected cell is automatically recalculated according to the formulas in use Formulas are the calculations to be performed on the data the formulae can be simple such as sum or average or they can be very complex using tragicomical or Pythagorean Theorems Spreadsheets are also popular for testing hypothetical scenarios Setting up a worksheet can be fairly time consuming although templates and samples are available with most software packages Software programs can be formatted with titles colours bold text and italics for a professional look Users can also create graphs and charts based on the data Many packages have the ability to print mailing lists or labels as well Individuals in addition to businesses use this software for a variety of tasks that involve numerical data Engineers can use spreadsheets to determine the forces involved in roof and floor trusses select sizes of structural beams and determining surface area and volumes of regular and irregular shapes Teachers can use them to store and average grades while other individuals can use them to track a personal budget or store sports team statistics Spreadsheets are one of the most popular uses for personal computers Databases A web database is a system for storing information that can then be accessed via a website For example an company may have a database that stores the
8. 3 Manufacturno Skis Australia COURSES oss dciinasccwesscawenccseesvcsuseucduaxudeusesicnscnens 3 ajaa Ae TN E EE E EE A T TAE E E E ETE EE 4 Aims of the Competency Unit cccccccccccscccccceceeeeucccceceeeeeueccueeeenaueceueeeenaneuens 5 COD RUNG cem TEENS 5 L ES LRL nk rad adn dan T TT TTT mP mm 5 PSN S uos xEEGR MONOOUIE ROREM En bal UCM nbl E L ERN AER IDL MO END ER AIC NERUE E Kex RR b Eod 5 Elements and Performance Criteria csse 6 Redulr d SKIS 3nd Knowledge iiaulisobedue uxesd dva wiaalcrK En EE ud RD rues ddxartda Eei 6 LESSUn tN auuuocusse ence canoes sponses ucswnscuseveseeesscesendepeasennwsuscacetenaciceyeccarseess 7 K a ro PNE 8 Topic 1 Relevant Information eeeereshhhhhnnnnhhhuuuuuuuussssusuuRuussssssssRRR Ru 10 DA Loose ie e ORE ADM ORAN T enn ODORE KI RR M MORI UNE VM ddP M NM UN PME 10 JUDICE coc oped essa REM cue a AEE OTE A T 10 SO ecco race do tacdcenvdaigisacsutwdcactaicdocuawsscransadanaasanesiawscisapieusiasascal 11 Standard Operating Procedures ccccccccccccccccccccccccccecececensceceueensseeeseees 12 CE acs cess gp EAE pee ee ee obese een ETE TOURS GA 12 E E gt E MORE ERE 15 III APR pede Era dant adbuc dca Ados d ddnde dented NN AEE EE A ENT 16 LORIBHEBE Fea ies dc sur ndi ees rb FaTEHESREEMRSPr aUa ATENE AEE AME IM ada rd a dE RE 17 durs diii ora dc dec dae ceeds nen deen dee ded dink ede eek 19 PN RM UR TT TER ROTE TE RN en esesakacninicedeadat
9. MEM16006A Sender Message Organise and communicate information Feedback Receiver MEM16006A Organise and communicate information First Published February 2015 This work is copyright Any inquiries about the use of this material should be directed to the publisher Edition 1 February 2015 BlackLine Design Page 2 1 February 2015 MEM16006A Organise and communicate information Conditions of Use Unit Resource Manual Manufacturing Skills Australia Courses This Student s Manual has been developed by BlackLine Design for use in the Manufacturing Skills Australia Courses All rights reserved No part of this publication may be printed or transmitted in any form by any means without the explicit permission of the writer Statutory copyright restrictions apply to this material in digital and hard copy Copyright BlackLine Design 2015 BlackLine Design Page 3 1 February 2015 MEM16006A Organise and communicate information Feedback Your feedback is essential for improving the quality of these manuals This unit has not been technically edited Please advise BlackLine Design of any changes additions deletions or anything else you believe would improve the quality of this Student Workbook Don t assume that someone else will do it Your comments can be made by photocopying the relevant pages and including your comments or Suggestions Forward your comments to BlackLine Desi
10. anuals document how things are done such as processing an invoice and often serve to implement policies Step by step procedures and flow diagrams are frequently used The reader is usually assumed to be familiar with the topic but has not performed the procedure often enough to have memorized it Procedure manuals are usually organized by work task with procedures grouped according to business function or by department Standards Manuals Standards manuals set standards for products services or other work activities they are common in engineering manufacturing and construction where they are used to specify materials or manufacturing standards Standards are also found in procedure manuals to set out how frequently how fast or how accurately things will be done for example they may state that all reinforced concrete members are to be left for 7 days Standards manuals can be organized in various ways such as by material type system or job task Guidebooks Guidebooks give readers more latitude than policy and procedure manuals they contain guidelines for dealing with different situations Guidelines are usually non mandatory suggestions rather than strict rules or clearly defined procedures Sometimes they simply establish the bounds within which employees may act at their own discretion Guidebooks are usually organized by work task business function or department User Manuals User manuals contain instructions for install
11. ational requirements of specification as near as possible The sketches need not be completely different ideas for the project but ideas related to the central concept To build on the ideas add notes to indicate key design features good and bad construction skills and measurements The combination of quick sketches and notes are beneficial in providing evidence of the evolution of the project s design from initial concept to completion Freehand sketches can be produced rapidly and require no specialised equipment The idea of freehand sketching is to produce an image of the project or component quickly using only a sketch pad or blank paper pencils and eraser Sketches can be prepared by clients tradespersons supervisors engineers and drafters to convey ideas by picture as the saying goes A picture can save a thousand words Data Tables A data table is a visual instrument comprised of labelled columns and rows and is used to arrange information contained in a computer s database It may serve to organize disparate data as well as to permit data to be easily manipulated and analysed Data tables are commonly used in the process of financial analysis or as tools for traditional web design Data tables generally present numerical data inside of a grid format However they can also be used to present text Internet hyperlinks or even images Due to their orderly style of presentation data tables are beneficial as information retrie
12. c techniques to convert between the binary language of computers and how we interpret data using our senses such as sight and sound In the workplace computer data could be interpreted as data or information that is stored on the hard drive of a computer using a variety of software programs such as word processors spreadsheets databases drawings and sketches Modern computers work using Apple Mac software or Microsoft software Word Processors A word processor is a software application that enables a personal computer user to create format edit save and retrieve documents The documents may contain text BlackLine Design Page 17 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information numbers graphics photographs or a combination of two or more of these formats The processor may be installed on a desktop or laptop computer or be part of both operating system software programs The introduction of personal computers quickly replaced typewriters and other devices Instead of one machine people who desired to electronically create documents had to purchase a video monitor keyboard mouse and operating system which was enclosed in a metal cabinet this cabinet also contained a disk drive into which small cards called floppy disks were inserted for data storage Word processor software was initially available from several manufacturing companies While all these software programs ha
13. can also sometimes have their functionality increased with expansion packs which are designed to provide additional features so that people can work within a program they are familiar with when they want to develop more complex designs BlackLine Design Page 19 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information Sketches Freehand drawing and sketching is a means of quickly putting thoughts down on paper and differs from instrumental drawing and CAD primarily in the amount of time and accuracy required In appearance the completed freehand drawing is entirely different from the clean cut precision of a mechanically ruled or computer generated working drawing it has a rough and natural appeal while being clear concise and suitable for the intended purpose A poorly presented freehand drawing is unlikely to be appreciated understood or accepted Any of the types of working drawing used in the various Industry specific content areas may be used in freehand drawing Freehand sketches and drawings are quickly drawn to communicate ideas fast and freely The secret is to sketch while thinking of ideas Freehand sketches and drawings are sometimes called concept sketches they are often very basic drawings which are far from finished but they nevertheless convey a lot of information about a project Sketches of ideas should attempt to provide answers to the problem and meet as many of the oper
14. ccceeeeeeeeeeeeuseeees 79 Reviewing How Information is Used Assessed for Value een nnn 79 Reviewing How Information is Maintained Updated and Stored 80 Identifying Future Information Needs ceeeee mme nnns 80 GUT PPREDOS EXERCISED cds at snp piace Min dde iedinie Ed ode di wed N 82 PEDES Le eeu aT UM dx M NIMM DRE M MM NEM M M CE ME M MS MM ER EMEN MEME E MEEE ME 85 ADpBHUD I J8D FIDELE UEPRUPRET Lr ee UE Wd du Ne Kus IIR MESURE MEER NOS 85 A ppengoxc 2 SDOcIICH HONS eecsesoebdeS RrERFUME DEN EPI FEDERN SA ERE ME NEPA RIAM CES iai 86 Appendix 3 Safety Operating Procedures cccccccecccccccccnccecnsccccseeeeseees 94 Appendix 4 Drawings amp Sketches essssssseeesseeeee eene 95 Appendix 3 e MORES nime s Fue FF eneas Fete vV PUER DEEP ERES SR UFU QE MON 96 Apendi aaron ccc sete cscs NER OK rsE UK Ip USE IEEE EVA nS 96 xp lese R Er prece pos a D RR 97 PD Lo p t 98 BlackLine Design Page 9 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information Topic 1 Relevant Information Information Information is presented within a context that gives it meaning and relevance and can lead to an increase in understanding and decrease in uncertainty Relevant information is data which is applicable to the situation or problem at hand that can help solve a problem or contribute to a
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16. d similar features each had unique names for the word processing tools included in the software As technology advanced these software companies introduced increasingly sophisticated versions that had more features and easier accessibility to attract more novice users Today s word processor options include programs suitable for children as well as people with physical disabilities Some word processor programs are voice activated and others can be operated through joystick manipulation instead of keyboards Nearly every language in the world is accessible through various word processing programs Spreadsheets A spreadsheet also known as a worksheet contains rows and columns and is used to record and compare numerical data although most people use them for financial data Spreadsheets can be used in any area or field that works with numbers and are commonly found in the engineering construction accounting budgeting sales forecasting financial analysis and scientific fields The advantage of using computer programs is their ability to update data and perform automatic calculations extremely quickly In the software the intersection of a row and a column is called a cell Rows are generally identified by numbers 1 2 3 etc while columns are identified by letters such as A B C and so on The cell is a combination of a letter and a number to identify a particular location within the sheet such as A3 To manoeuvre around the cells
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18. example an architect working on a bridge can test the design in simulations to see if it will withstand the load it will need to carry CAD can be used to design structures mechanical components and molecules among other things One advantage of using CAD is that people don t have to make prototypes to demonstrate a project and its potential as they can use a three dimensional modelling program to show people how something might look CAD also allows for endless variations and experiments to show how the look and feel of something can be altered and these can be done at the click of a button rather than with painstaking drafting work Casual users sometimes like to play with CAD for things like deciding how to organize their furniture or lay out a garden They can drag and drop elements and play with the space in a variety of ways and generate a configuration which will be suitable and aesthetically pleasing CAD is used by professionals in a number of industries across the manufacturing sector and it can also appear in some surprising places like forensics labs where researchers recreate crime scenes on a computer to explore scenarios Advanced CAD programs usually require extensive training from their users as they can be very complex and challenging to work with More casual programs can be learned in shorter periods of time with some designed to allow people to work within the program immediately learning as they go Simple programs
19. f programs start at about 19 for 3D House design that will design houses in 3D however many may not be able to produce accurate architectural prints for submission to local councils At the other end of the spectrum programs can cost many 100 000 s even going into the 1 000 000 s for specialised stand alone programs that are developed written for specific tasks and industries such as space programs Drawings Drawings and sketches can be prepared using a CAD program and stored on a computer until ready for printing or manually produced on drawing boards Computer Aided Design CAD is a form of design in which people work with computers to create ideas models and prototypes CAD was originally developed to assist people with technical drawing and drafting but it has expanded to include numerous other potential uses A variety of software products designed for CAD using either 2D or 3D models can be found on the market with many being targeted to a specific application or industry Drafting and technical drawing can be very painstaking and they require some special skills Using CAD for drafting still requires many of the same skills but by working with a computer instead of on paper people can be much more efficient designers and draftspersons can play around with ideas much more easily moving design elements around and running the design through software programs which can determine whether or not the design is structurally viable For
20. formation is communicated using established organised workplace methods information using established workplace methods Required Skills and Knowledge Required skills include accessing relevant information from a range of sources recording where appropriate the accessed information recognising and using workplace terms reading interpreting and following information in workplace documentation checking and clarifying information organising categorising and sequencing information Required knowledge includes types of information available sources of information information analysis techniques methods of categorising and organising information methods of recording and communicating information BlackLine Design Page 6 1 February 2015 MEM16006A Organise and communicate information Lesson Program Unit hour unit and is divided into the following program Topic 1 Relevant Information MEM16006 SP 0101 to MEM16006 SP 0102 Topic 2 Workplace Terminology MEM16006 SP 201 to MEM16006 SP 0202 Topic 3 Read amp Interpret Documentation MEM16006 SP 301 to MEM16006 SP 030 Topic 4 Follow Instructions MEM16006 SP 401 to MEM16006 SP 040 MEM16006 PT 01 Topic 5 Organise Information MEM16006 SP 501 to MEM16006 SP 050 BlackLine Design Page 7 1 February 2015 MEM16006A Organise and communicate information Contents ae USET mc IH 3 IE ROE E E aa de hens eee ap no wee ae EE E MEE Mas
21. g or re ordering of data by people or machine to increase their usefulness and add values for particular purpose Data processing consists of basic steps input processing and output these three steps constitute the data processing cycle shown in Figure 1 1 Processing Qutput Figure 1 1 Data Processing Cycle Input In this step the input data is prepared in some convenient form for processing The form will depend on the processing machine For example when electronic computers are used the input data could be recorded on any one of several types of input medium such as magnetic disks tapes and so on Processing In this step input data is changed to produce data in a more useful form For example pay checks may be calculated from the time cards or a summary of sales for the month may be calculated from the sales orders Output Here the result of the proceeding processing step are collected The particular form of the output data depends on the use of the data For example output data may be pay checks for employees Computer Data Types For computer geeks computer systems work with different types of digital data In the early days of computing data consisted primarily of text and numbers but in modern day computing there are lots of different multimedia data types such as audio images graphics and video Ultimately however all data types are stored as binary digits For each data type there are very specifi
22. gn blakline bigpond net au Sydney NSW 2000 BlackLine Design Page 4 1 February 2015 MEM16006A Organise and communicate information Aims of the Competency Unit The unit covers accessing organising and communicating information related to processes or tasks and applies in manufacturing engineering or related environments It may include information related to production maintenance or associated processes Information may be drawn from a variety of sources The unit includes the ability to communicate using common workplace terminology For access and recording of data requiring system knowledge and judgement see Unit MEM16008A Interact with computing technology Unit Hours 18 Hours Prerequisites None Assessment A student will be assessed as competent when all Skill Practice Exercises have been Submitted and considered as suitable by the assessor BlackLine Design Page 5 1 February 2015 MEM16006A Organise and communicate information Elements and Performance Criteria 1 Access 1 1 Information requirements of tasks are determined information and relevant information is accessed from a range of and or records sources 1 2 Workplace terminology is correctly recognised Organise and 2 1 Information is interpreted and organised in analyse accordance with enterprise and work requirements EHOLNISHOD 2 2 Information is analysed according to enterprise and work requirements Communicate 3 1 In
23. gram but we will look at those later As for this chart respondents were only able to select one distinct option daily weekly making its cross analysis with happiness perfect for a vertical bar chart ee NE mmm B Day Shift B Night Shift fe ey ee es ee RES one o oe LL o mnl E S To KZ 4 o mmi o9 mnndi o x mmmmili Y V do Chart 3 Vertical Bar Chart Horizontal Bar Chart The horizontal bar chart is used when comparing the mean or percentages of 8 or more different groups As with the vertical bar chart the horizontal bar chart should only be used when comparing categories that are mutually exclusive In this chart more than 7 categories of candy were measured independently and are being compared to one another E Night Shift B Day Shift Chart 4 Horizontal Bar Chart Scatter Plot Scatter plots are used to depict how different objects settle around a mean based on 2 to 3 different dimensions This allows for quick and easy comparisons between competing variables In our example chart above we can see how each candy compares to one BlackLine Design Page 14 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information another based on its cost to make and selling price As a viewer one can quickly reference the difference between two objects or its relation to the average which is shown as the large square on the chart
24. ical Communication 4th ed Pearson 2007 Testing Instructions To evaluate the accuracy and clarity of a set of instructions invite one or more individuals to follow your directions Observe their progress to determine if all steps are completed correctly in a reasonable amount of time Once the procedure has been completed ask this test group to report on any problems they may have encountered and to offer recommendations for improving the instructions Specifications Specifications are detailed documents providing information about the characteristics of a project or component to set criteria the designers and drafters will need to meet Specifications are used for everything from laying out plans for a new space ship to addressing the design concerns of a pencil holder the document provides guidance to the design and drafting teams and also allows the client to have clear input into the design process With expectations clearly established at the beginning confusion on both sides can be eliminated One part of the specification discusses the intended use and the nature of that use Designers working on a new stretch of highway for example would discuss where the road will run how many lanes it has and how many cars it should see in a day based on preliminary research while the drafters would detail the necessary detail drawings to those specifications The purpose of the project should be clear from this section of the specificatio
25. ing and using software or hardware and should be organized around user tasks User manuals don t describe the software in the detailed way that a reference manual might they describe how the software is used usually with lots of step by step procedures The user manual is the primary manual for all users but particularly for novices Reference Manuals Reference manuals usually provide detailed information on hardware or software organized for quick reference and may also include other types of information such as code lists or lists of names and contact information For software they often systematically describe each field in each dialogue box in each menu Unlike user BlackLine Design Page 21 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information manuals they are not organized around user tasks but may be alphabetized by keyword or sequenced according to the spatial arrangement of the software interface Readers are assumed to be familiar with the software but need quick information on some aspect of the system Reference manuals are normally not given to novices Training Manuals Training manuals are designed to teach readers something new and may be self paced readers do the tutorials at their own rate or designed for use within a training course Training manuals seldom try to teach everything but just try to provide a basic foundation upon which readers can build Training ma
26. long term progression of sales or any other empirical statistic important to businesses or organizations It can also be used to compare two different variables over time Chart 1 compares the production figures of the day shift to the night shift over the span of 5 years ex Day Shift Night Shift Chart 1 Line Chart Pie Chart Pie charts are best used to illustrate a sample break down in a single dimension In other words it is best to use pie charts when you want to show differences within groups based on one variable In the example above we broke down the sample group into different age groups in order to show the significance of age on cotton candy sales It is important to remember that pie charts should only be used with a group of categories that combine to make up a whole Day Shift B Jan 13 B Feb 13 E Mar 13 B Apr 13 E May 13 B Jun 13 B Jul 13 B Aug 13 B Sep 13 BlackLine Design Page 13 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information Chart 2 Pie Chart Vertical Bar Chart Vertical bar charts are best for comparing means or percentages between 2 to 7 different groups As you can see each bar is separated by blank space For this reason the x axis should be based on a scale that has mutually exclusive categories like multiple choice or check box questions Categories that are based on a continuous scale are better suited for a histo
27. maries A one or two line summary of the day s events can help to remind a person in filling out a billing sheet a daily summary can also record the problems that arose as well as how they were dealt with Documents A document is a written or drawn representation of thoughts In the computer age a document is usually used to describe a primarily textual file along with its structure and design such as fonts colours and additional images Documents can be categorised in the following groups which are elaborated below Management Management documents include scheduling and planning documents organisational documents and minutes of meetings from the Project Committees under the Project Engineer s Office Quality Assurance Quality assurance documents include the Quality Assurance Policy and the procedures definitions standards templates and instructions defined to support the handling of all documents to ensure that the documents are prepared consistently and the project baseline can be maintained to support the development optimally Engineering Engineering documents include the engineering specifications engineering drawings technical illustrations etc prepared to establish the design of the project these documents form the basis for the project development carried out by the Manufacturer Contractors and Suppliers Contracting Contracting documents include the documents which form the contractual interface with
28. n Topic 1 Relevant Information e Sequentially ordered steps e Graphics e Safety information e Conclusion that signals completion of task Sequentially ordered steps are the centrepiece of a set of instructions and they typically take up much of the space in the document Richard Johnson Sheehan Technical Communication Today Pearson 2005 Checklist for Writing Instructions 1 Use short sentences and short paragraphs Arrange your points in logical order Make your statements specific Use the imperative mood Put the most important item in each sentence at the beginning Say one thing in each sentence Choose your words carefully avoiding jargon and technical terms if you can Give an example or an analogy if you think a statement may puzzle a reader EE E m I UE A Check your completed draft for logic of presentation 10 Don t omit steps or take shortcuts adapted from Writing With Precision by Jefferson D Bates Penguin 2000 Helpful Hints Instructions can be either freestanding documents or part of another document In either case the most common error is to make them too complicated for the audience Carefully consider the technical level of your readers Use white space graphics and other design elements to make the instructions appealing Most important be sure to include Caution Warning and Danger references before the steps to which they apply William Sanborn Pfeiffer Pocket Guide to Techn
29. n to eliminate design problems like failure to prepare for an anticipated use BlackLine Design Page 11 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information The specification should also include a detailed description of the specifications including dimensions weight overall cost and so forth It should discuss laden and empty weights as well as any other topics that may be relevant the more detail the easier it will be for the design team to deliver precisely what the client requires Details can also be important in the event of a dispute for instance if a company orders fabricated plinths of a specific size and the finished product isn t right it can point to the line in the design specification and ask to have the plinths made again The specification creates a useful rubric for evaluating performance At the time of delivery the client and design drafting team can go over the document as a checklist to make sure all the criteria had been met If the team can t address a particular specification they need to provide information about why and should contact the client during development to discuss the situation and talk about various options for addressing it For example if it is not possible to fit four shower stalls in Bathroom moving the wall might resolve the issue Both sides should read a specification very carefully before authorizing the next step in the design and or cons
30. nuals usually start with basic skills and progress to more advanced skills as readers gain experience and confidence Once the software or procedures are learned the user manual or reference manual is typically used Operator Manuals Operator manuals provide detailed instructions for operating instruments or equipment and may include installation and troubleshooting instructions If the equipment is complex separate installation and maintenance manuals may be produced the reader is often an engineer draftsperson or a technician Similar to software user manuals operator manuals are usually organized around work tasks Service Manuals Service manuals are used by service technicians or engineers to perform routine maintenance or to troubleshoot and fix problems or breakdowns Service manuals often describe the theory of how the equipment works and operating principles and instructions on how to disassemble and reassemble components and are often organized by system such as electrical system or by component Field Guides Field guides are designed for use away from a desk often outdoors and are commonly used to help identify plants or animals or to describe field tests Field guides are often small enough to fit into a pocket and are sometimes printed on waterproof paper they are often organized alphabetically by keyword for quick reference or by work task such as a sampling procedure Catalogues A catalogue also spelled ca
31. r provided it is used consistently BlackLine Design Page 15 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information Project Planning Creating a list of tasks associated with a project can be a great way to understand the project as well as a prompt for what to do next when a task is finished A list of projects will help make sure that all commitments for the project are covered Checklists Any recurrent multi step tasks like planning the views required on a drawing packing for a business holiday trip arranging a presentation or preparing for the Bush Fire season can be done more easily and with fewer errors if a simple checklist of all the steps involved and equipment needed is prepared Reading Journals A list of reference books and catalogues required in designing the project and detailing the separate components References Any information being often referred to can make a useful list examples are metric conversions drill and tap sizes file types software registration keys etc Logs Broadly speaking a log is a list of events tied to specific dates times Keeping a list of previous projects and or drawings a draftsperson has prepared including time and drawing numbers general notes used on drawings etc will help in measuring an individual s progress as well as identify problems such as time required to prepare a certain type of drawing or component Daily Sum
32. t Information workers on the basis of their production rates as well as their rejection percentages the two variable table is capable of altering both of these input values at once Since data tables are created with the aid of computer technology they often produce results that are more accurate than those produced via manual calculation While they are similar to graphs employed in statistical analysis data tables require little training to use Similarly they are relatively simple to read and to modify thus they are popular tools Technical Manuals Technical manuals are documents containing instructions for the installation operation use maintenance parts list support and training requirements for the effective deployment of an equipment machine process or system Types of manuals include Policy manuals document the rules governing an organization Policies can be set out at the board organization department work group or other levels They can be short and general or long and detailed Most organizations have or would benefit from an organization wide policy manual It s usually the highest manual in the document hierarchy since other manuals such as department procedure manuals typically must comply with those policies In smaller organizations policies and procedures are often found in the same manual Policy manuals are usually organized by business function or department Procedure Manuals Procedure m
33. talogue can be a list of anything arranged in some order and when things are listed they are catalogued If a worker is particularly peeved at another worker they might be catalogued as very annoying with the thing they had recently been doing Working in the offices technical library an employee may have been assigned to catalogue new technical resources or in the office the drafter might catalogue all the printers and plotters listing the make and model of each one Nearly all manufacturing firms make catalogues available of the various products for sale The catalogues may include technical information concerning the construction of the products or detail the method of assembly etc The dimensions of the critical features together with important data on loads stresses part numbers etc are also included in the catalogue Relevant Information Relevant information can be described as any data that applies to the situation or problem that can help towards finding a solution There are three types of relevant information Primary Information Secondary Information and Tertiary Information The types of information that can be considered primary may vary depending on the subject discipline and also on how the material is being used For example e An article reporting on recent studies linking the increase of wind pressure on a structure would be a secondary source e Aresearch article or study proving this would be a primary source
34. tic welding machine is to be purchased for the Fabrication Shop e The importance of wind generated electric power in Greenhouse Warming e GPS navigational aids for marine craft e Structural fatigue in Comet aeroplane in the 1950 s BlackLine Design Page 24 1 February 2015 MEM16006A Organise and communicate information Answers The beet ee in the wortd PE 5 Put across through the image showing a fire extinguisher BlackLine Design Page 25 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information 9 Puta cross through all the images that are not showing a fruit BlackLine Design Page 26 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information tank v A k B C 10 Draw a large dot below the image showing a lathe 13 Do not answer any of the questions just write you name on the line below Name BlackLine Design Page 27 1 February 2015
35. truction process Clients need to read it to see if the characteristics they want are represented if something is missing or it does not meet the desired criteria they should request revisions Design and drafting teams must read the paperwork to plan out the design and detailing process and if something is identified that is not feasible or could create a conflict they should discuss it with the client before accepting the contract Standard Operating Procedures Standard Operating Procedures SOP s are established or prescribed methods to be followed routinely for the performance of designated operations or in designated situations SOP s are developed to control the Safety Quality Cost and Delivery of products and procedures as a safe standard method of working is essential in the modern work environment Any process that is allowed to operate in a non controlled manner will inevitably produce variations in the products or services it generates these variations are a consequence of the differing methods employed by different personnel and different shifts etc The end result of these variations will be quality problems equipment failures non achievement of performance targets and health and safety concerns etc Standard Operations are a way of ensuring consistency they should be viewed as the foundation upon which any improvement can be developed Safety Safety is and should always be number 1 under no circumstances should an
36. unsafe method of working become part of an SOP Quality Quality will ensure that we can generate the expected level of Quality in line with customer requirements Cost Cost allow a clear understanding of what resources are employed to achieve the task and costs can be controlled at a consistent level Delivery Delivery will show what resource should be employed to meet amp satisfy customer demand Charts Charts are used to communicate study results to co workers managers and clients in a way that is both professional and easy to understand Clearly presented information not acted on or falls by the wayside because it may be confusing to others In a report charts go a long way in illustrating findings that are clear and concise BlackLine Design Page 12 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information Charts simplify data in a presentable and visually pleasing way The main challenge with using charts is selecting the correct type from the wide variety available Many people do not understand the strengths and weaknesses that come with each chart type either deciding off the cuff which looks the nicest or staying in their comfort zone by overloading their report with pie or vertical bar charts It is important to use the most effective chart to display data results Line Chart Line charts are used to illustrate trends over time this is done most often to measure the
37. username password qualifications and other details of all its employees The data for a particular employee can be easily accessed by authorised personnel to carry out their duties The same company may have other databases storing client s particulars tendered projects material suppliers and contractors BlackLine Design Page 18 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevant Information At its most simple level a web database is a set of one or more tables that contain data Each table has different fields for storing information of various types These tables can then be linked together in order to manipulate data in useful or interesting ways In many cases a table will use a primary key which must be unique for each entry and allows for unambiguous selection of data A web database can be used for a range of different purposes Each field in a table has to have a defined data type For example numbers strings and dates can all be inserted into a web database Proper database design involves choosing the correct data type for each field in order to reduce memory consumption and increase the speed of access Although for small databases this often isn t so important big web databases can grow to millions of entries and need to be well designed to work effectively Drawings and Sketches Specific programs are available for the preparation of computerised drawings and sketches The cost o
38. val devices Popular tax preparation software commonly relies on data tables to analyse liabilities and deductions CEOs and financial managers frequently may often refer to a data table when performing a cost benefit analysis since it permits them to digest an array of data a quick glance More importantly data tables are used in engineer allowing input values and formulae to be easily modified Once changed all affected data in the table will be instantly recalculated in order to reflect the change Two types of tables that are commonly used as tools for data analysis are one variable data tables and two variable data tables Simple modifications in a data table can be accomplished by using a one variable data table By using this type of table a user is able to modify a single variable within a formula in order to understand how such a modification will affect the formula as a whole For example if an engineer is attempting to understand how bending moment increases the size of a structural member they may use a one variable table to alter the input value for the member s span Comparably more complex modifications can be accomplished by using a two variable data table this type of table allows users to modify two input values within a formula For example if a Project Manager desires to compare the performance of two teams of BlackLine Design Page 20 1 February 2015 MEM16006A Organise and communicate information Topic 1 Relevan
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