JOB ROLES (CAREER PATH) - Keralascert.kerala.gov.in/images/2015/VHSE-Curriculum/Computerised... ·...
Transcript of JOB ROLES (CAREER PATH) - Keralascert.kerala.gov.in/images/2015/VHSE-Curriculum/Computerised... ·...
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VHSE Curriculum
JOB ROLES (CAREER PATH)
Computerised Office Management course is designed in such a waythat after the successful completion of the course the learner would beable to get employment opportunities in Government/SemiGovernment Departments and Private Sector organizations. As well ashe/she can start self employment ventures. The job roles identified are:
GOVT/ SEMI GOVTSECTOR PRIVATE SECTOR
SELFEMPLOYMENT
• Office clerk• IT service desk
assistant• Computer assistant• DTP operator• Data entry operator• Front office
assistant• Telephone operator• Office assistant• Public relation
executive• Lab technical
assistant in vhse• Computer operator• Confidential
assistant• Personal assistant
• Office clerk• Office attendant• Data entry operator• EDP operator• Computer assistant• BPO worker• Supportive work to
officers• Front office
executive• Receptionist• Public relation
executive• Sales officer/
executive• Call centre executive• Personal assistant/
secretary• Private secretary
• Reprographiccenter
• Internet café• Akshaya center• DTP center• IT outsourcing
work• Event organization• Online service
provider• Help desk
attendant
ABOUT THE COURSE
In the present-day scenario Computerised Office Management (COM)professionals are essential for every business/service sector. Due to thetechnological advancement, people live in a culture governed by thedemands of digital life. This digital life blurs and transforms oldboundaries between work and home, public and private. It requiresever-increasing levels of technology, literacy and competency.Computer software tools and devices constantly evolve and expand, aswell as the skills needed to use them.
The Central and State Governments as well as public and private sectorsare shifting from P-Governance to E-Governance. The governmentoffices are changing from Paper office to Paperless office ie., e-office. Inthis juncture, our mission is to develop "technology-savvy adults" whopossess literacy and competency in Management and IT applicationsthat are able to carryout any type of work assigned to them.
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Computerised Office Management
The course aims to generate awareness among the students on theworking of modern offices. The course is intended to equip the studentsto assist the officers at the management level for administration.Through this course students can develop the skill to perform officework in a computerized environment and also can carry out changemanagement in transforming paper offices to paperless offices. It alsobrings out chances of starting self employment ventures in Desk TopPublishing, digitization in records management and other IT relatedestablishments and wage employment.
Every credible organization needs an office. The nature of office workdiffers from organization to organization and from one officer toanother. There are lots of employment opportunities related with officemanagement. In modern days computers and other digital equipmentsare used in every sphere of office activity. A student who acquiresCOMPUTERISED OFFICE MANAGEMENT skill can find out plenty ofchances in this area. The course is relevant in present day employmentscenario.
This course is designed to impart office management, office automationand IT skills together to a learner. As a result, such passed outs can beused as Multi-skilled/ Multi-tasking workforce.
The skills like data entry in English and Malayalam, desk toppublishing, effective communication, handling office routine works,digitized records management, routine office accounting, front officemanagement, telephone etiquette, basic presentation skills, Reports/minutes preparation using Dictaphone, etc. will be acquired by thelearner on completion of this course.
The job roles identified for the passed outs are Computer Assistant, ITDesk Assistant, Confidential Assistant/ Secretaries to Officers, DataEntry Operator (English and Malayalam), Accounts Assistant,Receptionist, Records management (for paper office as well as paperlessoffice), self employment opportunities like Internet café entrepreneur,ITES entrepreneurs, Photo editors and designers, etc.
The above jobs are available in plenty in Government and Privatesectors, BPO Companies, etc. Besides these opportunities, there are lotsof self employment avenues.
SUBJECT APPROACHVocational education at higher secondary level has greater significanceas this is the first time a student enter into stream specialization andskills training. The selection of a vocational course must be based onone's own interests, capabilities, aptitude and challenges they have toface in future. This curriculum revision adopts the NSQF approach ofproviding skills training in modular form. Computerised Office
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VHSE Curriculum
Management curriculum is more relevant because all businessorganizations have its own offices and they provides huge number ofemployment opportunity in India as well as abroad. This course isdesigned to impart office management and IT skills together to alearner. Computerised Office Management is intended not only tosatisfy the skill training but also to provide a basic understanding ofoffice services and procedures. This is to be achieved by an adequatespiraling of knowledge acquired from other subjects in the commercestream with Computerised Office Management.
The course Computerised Office Management has the followingspecial features:• ICT Enabled Education. NSQF stress the need on developing
skills. For this emphasis is given to the ICT based education.Advancements in the field of information technology havechanged the way of carrying out office works. BPO'S and KPO'swidely use word processors, spread sheets, power pointpresentation, MS Access etc. for information generation, retrievaland dissemination. The organizations are using differentsoftware's based on their requirement. Therefore, this course isrevamped to impart ICT skills in office management, officeautomation, communication and information technology.
• Practical Skills Training. Acquisition of various skills such as dataentry, word processing, publishing, presentation,communication, analysis, logical thinking, creative thinking andproblem solving, which are highly useful for doing office workare given with greater significance.
• Adequate industrial Linkage. With a view to provide hands onexperience in real office situation, a close industrial linkage is tobe established. Opportunity must be provided to the learners tofamiliarize office works, use of ICT for business communication,etc…
• OJT for specialized skill. A thirty days OJT is designed foracquiring skills through training. It can be conveniently designedduring the two years of study.
• A tie up with sector associations like ITES Sector Skill Council,Chamber of Commerce, FICCI, etc is recommended.
• Computerised Office Management course emphasis ondeveloping entrepreneurship values and skills among thelearners. For this the skill acquired from the subject EDS andlinkage with Government and private institutions and industriesare recommended.
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Computerised Office Management
• The learning resources include computers, videos, animated CD's,typing tutorials, PPT, DTP Packages, Text books, etc.
•
Objectives:• To create proper awareness on the working of the offices in
modern world.• To equip the students to assist the officers at the management
level for administration by using ICT techniques.• To develop skills in creating an attitude towards work by using
ICT in an office environment.• To encourage the students to find out chances of self employment
and wage employment.• To develop entrepreneurial skills among the students.• To impart Office management and IT skills together to the learner
to develop him/her as a multi-skilled worker.• To develop communication skills
SYLLABUS
Module 1 : Office management with computer word processing - (340 periods)
1.1 OFFICE AND ITS FUNCTIONS - (30)
1.1.1 Introduction to office
1.1.2 Concept of office - General, Traditional, Modern
1.1.3 Purpose of an Office
1.1.4 Role and Importance of office
1.1.5 Functions of an Office - Basic or Primary functions -Secondary or Auxiliary functions
1.1.6 Changing Office Scenario - Office yesterday- today-tomorrow
1.1.7 e-office- Meaning - importance- objectives- comparison withtraditional office
1.1.8 Departmentation - Different sections in office and theirfunctions
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1.2 COMPUTER FUNDAMENTALS - (40)
1.2.1 History and generation of computers
1.2.2 Application and usage of computers
1.2.3 Classification of computers
1.2.4 Input - output - memory units
1.2.5 Block diagram
1.2.6 Hardware and Software (Including virus and antivirus software)
1.2.7 Memory devices - Primary and secondary storage devices - Databackup
1.2.8 Computer languages
1.2.9 Operating systems
1.3 COMPUTERISED TYPING (ENGLISH AND MALAYALAM)- (100)
1.3.1 Drill exercise of words, practicing alphabets.
1.3.2 Typing sentences and paragraphs. Speed practice, at the end ofthis module, the learner should acquire a speed of 25 w.p.m inEnglish and 15 w.p.m in Malayalam (Unicode / Inscript keyboard layout is to be used for Malayalam Typing)
1.3.3 Fonts
1.4 WORD PROCESSING- Ms Word/Open Office. - (100)
1.4.1 Advantages of word processing
1.4.2 Getting started with word-Creating, saving, editing and formattinga document- working on a new document, formatting texts,templates, incorporating and formatting table, Formatting Page,Typing specimens, mail merge Printing the document, etc.
1.5 OFFICE MANAGEMENT - (20)
1.5.1 Meaning and definition of office management
1.5.2 Functions of office management
1.5.3 Elements of Office Management
1.5.4 Office Manager - Meaning
1.5.5 Functions of office manager
1.5.6 Qualifications of office manager
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1.5.7 Position of office manager
1.5.8 Role and importance of office manager
1.5.9 Qualities of a good Office Manager
1.6 OFFICE SECRETARY - (10)
1.6.1 Meaning
1.6.2 Qualifications of a secretary
1.6.3 Qualities of a secretary
1.6.4 Duties and responsibilities of a secretary
1.6.5 Types of secretary
1.7 OFFICE MANUAL - (20)
1.7.1 Meaning
1.7.2 Purpose of office manual
1.7.3 Contents of office manual
1.7.4 Procedure of office work
1.7.5 Advantages of office manual
1.7.6 Organizational Chart - Types
1.7.7 Advantages and limitations of organization chart
1.8 FRONT OFFICE MANAGEMENT - (20)
1.8.1 Meaning
1.8.2 Purpose of front office management
1.8.3 Functions of Front Office
1.8.4 Meaning of customer
1.8.5 Types of customers
1.8.6 Customer need and satisfaction
1.8.7 Public relation meaning, importance and functions
1.8.8 Advantages of public relation
1.8.9 Interpersonal relationships in office
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VHSE Curriculum
MODULE 2 - OFFICE AUTOMATION - 340 Periods
2.1 OFFICE AUTOMATION - (30)
2.1.1 Introduction
2.1.2 Objectives
2.1.3 Merits and limitations
2.1.4 Office machines and its uses -Computer,Fax, Photocopier,Modem, Telephone, Printer, Scanner, Dictating machine,Multi functional equipments
2.1.5 Local Area Network
2.2 DATA MANAGEMENT - (90)
2.2.1 Data and Information
2.2.2 Data Processing and its types
2.2.3 Computers in data processing
2.2.4 Spread sheets for office works (Excel/Open Office Calc)
2.2.5 Relational Data Base Management (RDBMS) applications inoffice (MS Access/Base)
2.3 OFFICE FORMS - (40)
2.3.1 Office forms - Definition, meaning, purpose
2.3.2 Forms management - Cycle
2.3.3 Form design - Principles, Steps
2.3.4 Types of forms - Paper forms and electronic forms
2.3.5 Submission of online forms
2.4 REPORT PREPARATION AND PRESENTATION - (40)
2.4.1 Report - Meaning and importance
2.4.2 Types of report
2.4.3 Format of Report
2.4.4 Report Writing - steps in Report writing
2.4.5 Report presentation (MS Power point / Open officeImpress)
2.5 RECORDS MANAGEMENT AND RTI ACT - (30)
2.5.1 Records - Definition, meaning and importance
2.5.2 Objectives of records management
2.5.3 Records management process
2.5.4 Classification of records
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2.5.5 Filing - Meaning, importance and methods
2.5.6 Digital filing - merits and demerits
2.5.7 Centralised and decentralised filing
2.5.8 Indexing
2.5.9 RTI Act 2005 - Introduction - Objectives - Information to bedisclosed - Responsible Officials - Application, Fees,Penalties, Appeal, etc.
2.6 COMPUTERISED TYPING (ENGLISH & MALAYALAM) - (80)
2.6.1 Speed practice, At the end the learner should acquire a speedof 30 w.p.m in English and 20 w.p.m in Malayalam
2.7 COMMUNICATION AT WORK PLACE - (30)
2.7.1 Self Introduction by Students
2.7.2 Greeting a Person
2.7.3 Know more about each other
2.7.4 Talking About One's Family
2.7.5 Tell about each other
2.7.6 Introducing Oneself
2.7.7 Telling the Time
2.7.8 Describing Someone
2.7.9 Asking Simple Questions.
2.7.10 Likes and Dislikes
2.7.11 Strengths and Weaknesses
2.7.12 Talking about Aspirations, Influences, Values, FavoriteThings
2.7.13 Inviting Someone
LEARNING OUTCOMES
After the completion of two modules, the learner will be able to:
Module 1 : office management with computerised word processing
Unit 1.0 Office and its functions
1.1.1 Identify the working of Office
1.1.2 Explain the meaning and definition of office
1.1.3 Evaluate the concepts of office - General, Traditional andModern
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1.1.4 Identify the Purpose, Role and Importance of office
1.1.5 Explain and distinguish the Functions of an Office
1.1.6 Detecting the Changing Office Scenario- offices of Yesterday,today and tomorrow,
1.1.7 Compare e-Office with traditional office
1.1.8 Identify the need of departmentation
1.1.9 Summarise the functions of each department
Unit 2.0 Computer Fundamentals
1.2.1 Identify the History and Generation of computers
1.2.2 Evaluate the application and usage of computers
1.2.3 Classify computers
1.2.4 Identify and classify the Input - output - memory unit
1.2.5 Draw and explain block diagram
1.2.6 Distinguish Hardware and Software (including virus andantivirus software)
1.2.7 Differentiate the memory devices - Primary and Secondarystorage devices - Data backup
1.2.8 Acquaint the different computer languages
1.2.9 Explain and differentiate operating systems
Unit 3.0 Computerised Typing (English & Malayalam)
1.3.1 Acquire a speed of 25 w.p.m in English
1.3.2 Acquire a speed of 15 w.p.m in Malayalam
1.3.3 Select suitable fonts at different situations
1.3.4 Identify and attach fonts with the documents
Unit 4.0 Computer Word Processing (English & Malayalam)
1.4.1 Describe word processing
1.4.2 Sort out the advantages of word processing
1.4.3 Create, save, edit and format a document with Word/Writer
1.4.4 Work on an existing document
1.4.5 Use templates
1.4.6 Incorporate and format tables
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1.4.7 Type specimens letters, invoices, statements
1.4.8 Do mail merge
1.4.9 Print a document
Unit 5.0 Office Management
1.5.1 Describe the Meaning and definition of office management
1.5.2 Explain the functions of office management
1.5.3 Identify the elements of Office Management
1.5.4 Explain the meaning and functions of office manager
1.5.5 Identify the Role and importance of office manager
1.5.6 List out the qualifications of office manager
1.5.7 Identify the position of office manager
1.5.8 Outline the qualities of office manager
Unit 6.0 Office Secretary
1.6.1 Explain the meaning of office secretary
1.6.2 List out the qualifications of office secretary
1.6.3 Identify the qualities of office secretary
1.6.4 Outline the duties of office secretary
1.6.5 Identify different types of secretaries
Unit 7.0 Office Manual
1.7.1 Summarise the meaning and Purpose of office manual
1.7.2 Explain the contents of office manual
1.7.3 Present any one procedure of office work
1.7.4 Outline the advantages of office manual
1.7.5 Explain and draw Organization Chart
1.7.6 Differentiate the Types of organization chart
1.7.7 List out the advantages and limitations of organization chart
Unit 8.0 Front Office Management
1.8.1 Greet/receive customers
1.8.2 Deal with customers over Telephone
1.8.3 Describe the Meaning of customer
1.8.4 Identify different types of customers and their needs
1.8.5 Deal the customers effectively
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1.8.6 Respond to customer complaints
1.8.7 Interpret elements of best customer services
1.8.8 Explain Public Relation, its Importance, Functions
1.8.9 Outline advantages of Public Relation Activities in office
1.8.10 Evaluate the role of Interpersonal Relationship in office
Module 2 : OFFICE AUTOMATION
Unit 1.0 Office Automation
2.1.1 Explain meaning and objectives
2.1.2 Evaluate merits and limitations
2.1.3 Operate different office machines
2.1.4 List out uses of each office machine
2.1.5 Use networked systems
2.1.6 Outline the merits of LAN
Unit 2.0 Data Management
2.2.1 Distinguish data and information
2.2.2 Explain data processing
2.2.3 Create, edit and apply data base whenever needed
2.2.4 Work in spreadsheets
2.2.5 Create a data base in MS Access/Base and manage by usingqueries
Unit 3.0 Office Forms
2.3.1 Explain office forms, meaning, purpose
2.3.2 Identify different types of forms and its uses
2.3.3 Fill up paper and electronic forms
2.3.4 Design new forms
2.3.5 Submit online forms
Unit 4.0 Report Preparation and Presentation
2.4.1 Explain reports
2.4.2 Identify importance of reports
2.4.3 List out different types of reports
2.4.4 Identify steps in report writing
2.4.5 Acquaint with report writing
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2.4.6 Prepare report and present it in Power point/Impress
Unit 5.0 Records Management and RTI Act
2.5.1 Explain the term record
2.5.2 Identify the importance of records
2.5.3 Classify the records
2.5.4 List out the records management process
2.5.5 Explain filing
2.5.6 Identify importance of filing
2.5.7 List out different methods of filing
2.5.8 Digitise documents
2.5.9 Distinguish centralized and decentralised filing
2.5.10 Explain indexing
2.5.11 Explain RTI Act
2.5.12 Identify objectives of the Act
2.5.13 Summarise the procedures
2.5.14 Identify the responsible officers
Unit 6.0 Computerised Typing (English & Malayalam)
2.6.1 Acquire a speed of 30 w.p.m in English
2.6.2 Acquire a speed of 20 w.p.m in Malayalam
Unit 7.0 Communication at Work place
2.7.1 Develop communication skill
2.7.2 Acquire self confidence
2.7.3 Enrich vocabulary
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VHSE Curriculum
SCHEME OF WORK
Term Units Periods
Term I June, July, August, September
1. Office and its functions 30
2. Computer Fundamentals 40
3. Computerised Typing (English & Malayalam) 100
4. Computer Word Processing 100
5. Office Management 20
6. Office Secretary 10
Term II October, November, December
7. Office Manual 20
8. Front Office Management 20
9. Office Automation 30
10. Data Management 90
11. Office Forms 40
12. Report Preparation and Presentation 40
Term III January, February
13. Records Management and RTI Act 30
14. Computerised Typing (English & Malayalam) 80
15. Communication at Work Place 30
Course Structure:
The Computerized office Management course is a planned sequence ofinstructions consisting of the following 4 modules.
Sl. Module / Unit title No. of notional /no. code learning periods
1 Module 1 office management withcomputer word processing 340
2 Module 2 office automation 340
3 Module 3 communication and publishing 340art
4 Module 4 new generation offices 340
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Computerised Office Management
Successful completion of 100 hours of theory and 240 hrs of practicalactivities and on-the-job learning (7 days X 4 modules) is to be done forfull qualification. Classroom Activities: Classroom activities are anintegral part of this programme and interactive lecture sessions,followed by discussions should be conducted by trained teachers.Teachers should make effective use of a variety of instructional aids,such as Videos, Colour Slides, Charts, Diagrams, Models, Exhibits,Handouts, Recorded Compact Discs, etc. to transmit knowledge inprojective and interactive mode.
CLASS ROOM ACTIVITIES :
Give brief description of the standard procedure. This will includeInteractive discussion sessions, group discussions, seminar, project,role play , quiz, interaction with successful entrepreneurs, use ofinstructional aids such as videos, slides, charts, diagrams, posters,models , exhibits, handouts, animated CDs, etc.
PRACTICAL ACTIVITES:
Give a description of the standard procedure. This will include Practicein computer, Browsing, Down loading and uploading, field visit, on thejob training, project, case studies, role play etc. Equipment should beprovided to enhance hands-on-experiences.
ON-THE-JOB-TRAINING
On-the-job training (OJT) occurs whenever more experienced employeeor supervisor teaches less experienced person on how to do one or moretasks of a job. The training utilizes actual equipment and materials. OJTshould be undertaken in a structured manner with a training plan underthe supervision of an experienced trainer or supervisor. A training planthat reflects tasks to be performed and competencies to be impartedshould be prepared and signed by the student, teacher, and supervisorat the workplace for training of the students in the organization/industry. The trainer should break down all the steps of the job and trainthe students as per the training plan. In a structured OJT, the followingsteps should be followed:
Step 1: The Instructor or the trainer tell, show, demonstrate, and explain.The trainer gives an overview of the task while explaining theconstructional details and use of the tools, equipment, materials, etc. inperforming the tasks.
Step 2: The Instructor or the trainer demonstrates each step in detail,actually doing the steps of the task and explaining each step, one at atime, while the trainee watches. The steps may not necessarily bedemonstrated in the sequence of actual operation, as sometimes it isbetter that simple tasks are demonstrated first to build confidence. While
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VHSE Curriculum
demonstrating, the trainer explains why each step is done in the way itis done.
Step 3: It involves direct trainee participation. The trainer monitors theprogress on a checklist of competencies and offers feedback and pointerswhere and when needed.
Step 4: The trainee practices with clearly defined targets forperformance standards.
The Computerized office Management course is a planned sequence ofinstructions consisting of the following 4 modules.
Certification skills in each module
Sl.no. Module / Unit title Skill certificateCode
1 Module 1 Office Management Certificate in Officewith Computer Management withWord Processing Computer Word
processing2 Module 2 Office Automation Certificate in Office
Automation and EDP
3 Module 3 Communication Certificate inand Publishing Art Communication
and Publishing Art
4 Module 4 New Generation Certificate in
Offices Computerised Typing
(English & Malayalam)- Higher
Upon successful completion of this course, the State Vocational HigherSecondary Education Board will give certificates.
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Computerised Office Management
OVER VIEW OF MODULE
Office is the administrative centre of every organisation, be it in serviceor in productive sector. With the advancement of Information andCommunication Technology, the scenario has changed a lot. Thepresent day management experts expect maximum efficiency withminimum effort and cost. The old methods of doing office work werereplaced with latest technologies.This module deals with theimportance of office in an organisation, office management, officemanual, the fundamentals of Computer, Typing in Computer, and theComputer Word processing which are necessary for performing officeactivities efficiently.
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VHSE Curriculum
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back
up•
Acq
uain
t the
diff
eren
t com
pute
rla
ngua
ges.
•Ex
plai
n an
d di
ffere
ntia
teop
erat
ing
syste
ms
•G
ener
al d
iscus
sion
•Pr
esen
tatio
n us
ing
ICT
•O
ffice
visi
t
•Br
ain
storm
ing
•G
ener
al d
iscus
sion
•D
emon
strat
ion
in IC
T la
b
•G
roup
disc
ussio
n•
Dem
onstr
atio
n in
ICT
lab
•C
onne
ct a
nd d
iscon
nect
com
pute
rpe
riphe
rals
•G
ener
al d
iscus
sion
•D
emon
strat
ion
in IC
T la
b
•A
pplic
atio
n of
kno
wle
dge
Parti
cipa
tion
in d
iscus
sion
Not
es i
n th
e ac
tivity
log
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
Inte
ract
ion
•Pa
rtici
patio
n in
disc
ussio
nN
otes
in
the
activ
ity lo
gSk
ills -
Iden
tific
atio
n,ob
serv
atio
n, In
tera
ctio
n,Co
mpa
rison
•A
pplic
atio
n of
kno
wle
dge,
Parti
cipa
tion
in d
iscus
sion
Not
es i
n th
e ac
tivity
log
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
Inte
ract
ion,
Com
paris
on, u
se o
f ICT
•A
pplic
atio
n of
kno
wle
dge,
Parti
cipa
tion
in d
iscus
sion
Not
es i
n th
e ac
tivity
log
Skill
s - I
dent
ifica
tion,
obse
rvat
ion,
Inte
ract
ion,
Com
paris
on, u
se o
f ICT
Page - 71
VHSE Curriculum
Idea
s/C
once
pts/
Skill
Lear
ning
Out
com
esSu
gges
ted
Act
iviti
esA
sses
smen
t
Com
pute
rised
typi
ng (E
nglis
h &
Mal
ayal
am) -
Acq
uire
Dat
a En
try S
kill
Com
pute
rised
typi
ng (E
nglis
h &
Mal
ayal
am) -
Font
s
Com
pute
r wor
d pr
oces
sing
(Eng
lish
&M
alay
alam
)- I
ntro
duct
ion
- Mea
ning
- A
dvan
tage
s
•Th
e le
arne
r will
be
able
to:
•A
cqui
re a
spe
ed o
f 25
w.p
.m in
Engl
ish•
Acq
uire
a s
peed
of 1
5 w
.p.m
inM
alay
alam
•Se
lect
sui
tabl
e fo
nts
at d
iffer
ent
situa
tions
•Id
entif
y an
d at
tach
font
s w
ith th
edo
cum
ents
•D
escr
ibe
wor
d pr
oces
sing
•So
rt ou
t the
adv
anta
ges
of w
ord
proc
essin
g•
Cre
ate,
sav
e, e
dit a
nd fo
rmat
ado
cum
ent w
ith W
ord/
Writ
er•
Wor
k on
an
exist
ing
docu
men
t•
Use
tem
plat
es•
Inco
rpor
ate
and
form
at t
able
s•
Type
spe
cim
ens
lette
rs, i
nvoi
ces,
stat
emen
ts•
Do
mai
l mer
ge•
Prin
t a d
ocum
ent
•Br
ain
storm
ing
•D
rill e
xerc
ise o
f wor
ds,
•Pr
actic
ing
alph
abet
s,•
Typi
ng s
ente
nces
and
par
agra
phs.
Spee
d pr
actic
e(N
ote:
Ins
crip
t/Uni
code
key
boar
dla
yout
is to
be
used
for M
alay
alam
typi
ng).
•Pr
actic
e di
ffere
nt f
onts
Cop
ying
and
atta
chin
g fo
nts
(Not
e: I
nscr
ipt/U
nico
de k
eybo
ard
layo
ut is
to b
e us
ed fo
r Mal
ayal
amty
ping
).•
Brai
n sto
rmin
g•
Gen
eral
disc
ussio
n
•A
pplic
atio
n of
kno
wle
dge,
Spee
d te
stSk
ills -
Dat
a en
try,
Pres
enta
tion
•A
pplic
atio
n of
kno
wle
dge,
Not
es i
n th
e ac
tivity
log
Skill
s - Id
entif
icat
ion,
Com
mun
icat
ion
•A
pplic
atio
n of
kno
wle
dge
Parti
cipa
tion
in d
iscus
sion
Not
es i
n th
e ac
tivity
log
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
Inte
ract
ion,
Com
paris
on.
Page - 72
Computerised Office Management
•C
reat
e, s
ave,
edi
t and
form
at a
docu
men
t with
Wor
d/W
riter
•W
ork
on a
n ex
istin
g do
cum
ent
•U
se t
empl
ates
•In
corp
orat
e an
d fo
rmat
tab
les
•Ty
pe s
peci
men
s le
tters
,in
voic
es, s
tate
men
ts
•D
o m
ail m
erge
•Pr
int a
doc
umen
t
•D
escr
ibe
the
Mea
ning
and
defin
ition
of o
ffice
man
agem
ent
•Ex
plai
n th
e fu
nctio
ns o
f offi
cem
anag
emen
t•
Iden
tify
the
elem
ents
of O
ffice
Man
agem
ent
Idea
s/C
once
pts/
Skill
Lear
ning
Out
com
esSu
gges
ted
Act
iviti
esA
sses
smen
t
Usin
g w
ord
proc
essin
g so
ftwar
e
Com
pute
r wor
d pr
oces
sing
- Mai
l mer
ge- P
rintin
g
Offi
ce m
anag
emen
t - M
eani
ng,
Def
initi
on,
Func
tions
,
•G
ener
al d
iscus
sion
•Pr
actic
e ac
tiviti
es
like
Cre
atin
g,sa
ving
, edi
ting
and
form
attin
g p
age/
text
/tabl
e , e
tc. i
n th
e IC
T La
b
•G
ener
al d
iscus
sion
•Pr
actic
e m
ail
mer
ge a
nd p
rint
the
mer
ged
docu
men
ts in
the
ICT
Lab
•Br
ain
storm
ing
•G
ener
al d
iscus
sion
•A
pplic
atio
n of
kno
wle
dge
Parti
cipa
tion
in d
iscus
sion
Not
es i
n th
e ac
tivity
log
Viv
a-vo
cePr
actic
al t
est
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
use
of I
CT,
pres
enta
tion
•A
pplic
atio
n of
kno
wle
dge
Parti
cipa
tion
in d
iscus
sion
Not
es i
n th
e ac
tivity
log
Prac
tical
tes
tSk
ills -
Iden
tific
atio
n,ob
serv
atio
n, u
se o
f IC
T,Co
mm
unic
atio
n
Parti
cipa
tion
in d
iscus
sion
Not
es i
n th
e ac
tivity
log
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
Inte
ract
ion
Page - 73
VHSE Curriculum
Idea
s/C
once
pts/
Skill
Lear
ning
Out
com
esSu
gges
ted
Act
iviti
esA
sses
smen
t
Offi
ce m
anag
er -
Mea
ning
,R
ole
and
impo
rtanc
e,Fu
nctio
ns,
Qua
lific
atio
ns,
Posit
ion,
Qua
litie
s
Offi
ce s
ecre
tary
-M
eani
ng,
Qua
lific
atio
ns, Q
ualit
ies,
Dut
ies,
Type
s
Offi
ce M
anua
l-M
eani
ng, p
urpo
se, c
onte
nts,
impo
rtanc
e an
d ad
vant
ages
of
offic
em
anua
l
•Ex
plai
n th
e m
eani
ng a
ndfu
nctio
ns o
f offi
ce m
anag
er•
Iden
tify
the
Rol
e an
d im
porta
nce
of o
ffice
man
ager
•Li
st ou
t the
qua
lific
atio
ns o
fof
fice
man
ager
•Id
entif
y th
e po
sitio
n of
offi
cem
anag
er•
Out
line
the
qual
ities
of o
ffice
man
ager
•Ex
plai
n th
e m
eani
ng o
f offi
cese
cret
ary
•Li
st ou
t the
qua
lific
atio
ns o
fof
fice
secr
etar
y•
Iden
tify
the
qual
ities
of o
ffice
secr
etar
y•
Out
line
the
dutie
s of o
ffice
secr
etar
y•
Iden
tify
diffe
rent
type
s of
secr
etar
ies
•Su
mm
arise
the
mea
ning
and
Purp
ose
of o
ffice
man
ual
•Ex
plai
n th
e co
nten
ts of
offi
cem
anua
l•
Pres
ent a
ny o
ne p
roce
dure
of
offic
e w
ork
•O
utlin
e th
e ad
vant
ages
of o
ffice
man
ual
•G
ener
al d
iscus
sion
•Pr
esen
tatio
n us
ing
ICT
•O
ffice
visi
t•
Inte
ract
ion
with
offi
ce m
anag
er•
Sem
inar
Gen
eral
disc
ussio
nPr
esen
tatio
n us
ing
ICT
Offi
ce v
isit
Inte
ract
ion
with
offi
ce s
ecre
tary
Brai
n sto
rmin
gG
roup
disc
ussio
nCa
se s
tudy
Pre
sent
atio
n us
ing
ICT
•Pa
rtici
patio
n in
disc
ussio
nSe
min
ar r
epor
tN
otes
in
the
activ
ity lo
gSk
ills -
Iden
tific
atio
n,ob
serv
atio
n, In
tera
ctio
n,Co
mm
unic
atio
n,Pr
esen
tatio
n
•Pa
rtici
patio
n in
disc
ussio
nSe
min
ar r
epor
tN
otes
in
the
activ
ity lo
gSk
ills -
Iden
tific
atio
n,ob
serv
atio
n, In
tera
ctio
n,Co
mm
unic
atio
n,Pr
esen
tatio
n
•N
otes
in
the
activ
ity lo
gC
ase
study
rep
ort
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
Inte
ract
ion,
Com
mun
icat
ion,
Pres
enta
tion
Page - 74
Computerised Office Management
Idea
s/C
once
pts/
Skill
Lear
ning
Out
com
esSu
gges
ted
Act
iviti
esA
sses
smen
t
Org
aniz
atio
n C
hart
-ad
vant
ages
and
lim
itatio
nsFr
ont O
ffice
Man
agem
ent
Fron
t offi
ce M
anag
emen
tD
evel
op th
e ab
ility
to a
ttend
, man
age
and
hand
le v
isito
rs/ c
usto
mer
s, et
c.En
hanc
e com
mun
icat
ion
skill
•Ex
plai
n an
d dr
aw O
rgan
izat
ion
Cha
rt•
Diff
eren
tiate
the
Typ
es o
for
gani
zatio
n ch
art
•G
reet
/rece
ive
cus
tom
ers
•D
eal w
ith c
usto
mer
s ov
erTe
leph
one
•D
escr
ibe
the
Mea
ning
of
cust
omer
•Id
entif
y di
ffere
nt ty
pes
ofcu
stom
ers
and
thei
r nee
ds•
Dea
l the
cus
tom
ers
effe
ctiv
ely
•R
espo
nd to
cus
tom
er c
ompl
aint
s•
Inte
rpre
t ele
men
ts of
bes
tcu
stom
er s
ervi
ces
•Ex
plai
n P
ublic
Rel
atio
n, it
sIm
porta
nce,
Fun
ctio
ns•
Out
line
adva
ntag
es o
f Pu
blic
Rel
atio
n A
ctiv
ities
in o
ffice
•Ev
alua
te th
e ro
le o
fIn
terp
erso
nal R
elat
ions
hip
inof
fice
•G
roup
disc
ussio
nC
ase
Stud
y of
a c
hart
Pre
sent
atio
n us
ing
ICT
•Br
ain
storm
ing
Gro
up d
iscus
sion
Pres
enta
tion
usin
g IC
TO
n th
e Jo
b Tr
aini
ngRo
le P
lay
•N
otes
in
the
activ
ity lo
gor
gani
zatio
n ch
art
Cas
e stu
dy r
epor
tSk
ills
- Ide
ntifi
catio
n,ob
serv
atio
n, In
tera
ctio
n,Co
mm
unic
atio
n,Pr
esen
tatio
n
•A
pplic
atio
n of
kno
wle
dge
Parti
cipa
tion
in d
iscus
sion
Not
es i
n th
e ac
tivity
log
Skill
s - I
dent
ifica
tion,
obse
rvat
ion,
Inte
ract
ion,
Com
mun
icat
ion,
Pres
enta
tion
Page - 75
VHSE Curriculum
PRACTICAL ACTIVITIES
Module 1 : office management with computer word processing1.0 Office visit2.0 Fingering in English and Malayalam3.0 Drill exercise of words, practicing alphabets, typing sentences and
paragraphs. Speed practice (English)4.0 Drill exercise of words, practicing alphabets, typing sentences and
paragraphs. Speed practice (Malayalam)5.0 Draw organization chart6.0 Connect and disconnect computer peripherals7.0 Cre ation of document, saving and editing it. Formatting page/
text/table , printing document etc. in the ICT Lab8.0 Interaction with office manager9.0 Role play10.0 On the job training11.0 Interaction with office secretary
OVEREVIEW TO THE SECOND MODULE
The way of doing office work has undergone radical changes during thelast few decades. The new era of technological advancements changedthe office environment and any information is available in our fingertipswithin seconds. This technical revolution has opened a newerdimension in the area of office work. Adoption of ICT Tools forenhancing productivity and reduction of manual labour resultedautomation of office activities. This module provides information aboutoffice Automation, Office Report preparation, Records management,Calculations in spreadsheets, Application of MS Access in DataManagement, Keeping Databases and presentation using ICT.
Page - 76
Computerised Office Management
Idea
s/C
once
pts/
Skill
Lear
ning
Out
com
esSu
gges
ted
Act
iviti
esA
sses
smen
t
Offi
ce a
utom
atio
n - I
ntro
duct
ion,
mea
ning
, obj
ectiv
es, m
erits
and
limita
tions
, fam
iliar
izin
g offi
cem
achi
nes
1. D
ata
man
agem
ent -
Dat
a,In
form
atio
n, D
ata
proc
essin
g2.
Wor
king
with
spr
eads
heet
3. A
pplic
atio
n of
MS
Acc
ess/
Bas
e
Offi
ce fo
rms
- Mea
ning
, pur
pose
,fo
rm d
esig
n, ty
pes o
f for
ms,
onlin
efo
rms,
onlin
e sub
miss
ion
Rep
orts
-M
eani
ng, i
mpo
rtanc
e, ty
pes,
Rep
ort w
ritin
g,C
omm
unic
atio
n an
d pr
esen
ting
with
ICT
The
lear
ner w
ill b
e ab
le to
:•
Expl
ain
mea
ning
and
obj
ectiv
es•
Eval
uate
mer
its a
nd li
mita
tions
•O
pera
te d
iffer
ent
offic
em
achi
nes
•Li
st ou
t use
s of
eac
h of
fice
mac
hine
•U
se n
etw
orke
d sy
stem
s•
Out
line
the
mer
its o
f LA
N
•D
istin
guish
dat
a and
info
rmat
ion
•Ex
plai
n da
ta p
roce
ssin
g•
Cre
ate,
edi
t and
app
ly d
ata
base
whe
neve
r ne
eded
•W
ork
in s
prea
dshe
ets
•C
reat
e a
data
bas
e in
MS
Acc
ess/B
ase
and
man
age
byus
ing
quer
ies
•G
roup
disc
ussio
n•
Dem
onstr
atio
n of
wor
king
of e
ach
equi
pmen
t w
ith
the
help
of
mul
timed
ia le
arni
ng to
ols.
•Pr
actic
e th
e us
e of
Dic
taph
one
•C
onne
ct a
nd d
iscon
nect
sys
tem
sin
LA
N•
Offi
ce v
isit
Gro
up d
iscus
sion
Spre
adsh
eet p
ract
ice i
n co
mpu
ter l
ab:
•C
reat
ing,
Ed
iting
, Pa
ge
setu
p,Fo
rmat
ting,
Sav
ing
and
prin
ting.
•C
ondi
tiona
l fo
rmat
ting,
Sor
ting,
filte
ring
and
valid
atin
g da
ta.
•C
reat
ing
and
form
attin
g ch
arts.
•Im
port
& E
xpor
t Dat
a.•
App
licat
ion
of If
, nes
ted
ifM
S A
cces
s/Bas
e pr
actic
e in
com
pute
r lab
:•
Cre
atin
g da
taba
se,
desig
ning
a
simpl
e ta
ble,
Rel
atio
nshi
ps a
ndjo
inin
g ta
bles
.•
Prac
tice
quer
ies
with
va
rious
crite
ria a
nd c
alcu
latio
ns s
o as
tom
ake
repo
rts.
•Cr
eatin
g an
d m
odify
ing
form
,de
sign
with
con
trols,
mac
ros
and
even
ts.
•Im
port
and
expo
rt da
ta•
Acc
ess
with
Oth
er A
pplic
atio
nsan
d M
anag
e an
A
cces
s/Bas
eD
atab
ase
•N
otes
in th
e ac
tivity
log.
•R
ecor
ding
and
repr
oduc
tion
of th
e re
cord
ed m
essa
ge.
•Sk
ills -
Iden
tific
atio
n,ob
serv
atio
n, In
tera
ctio
n,Co
mm
unic
atio
n,Pr
esen
tatio
n, u
se o
fm
achi
nes
•N
otes
in th
e ac
tivity
log
Prac
tical
tes
tSk
ills -
Iden
tific
atio
n,ob
serv
atio
n, U
se o
f IC
T,Pr
esen
tatio
n
Mod
ule
2 :
Off
ice
Aut
omat
ion
Page - 77
VHSE Curriculum
Idea
s/C
once
pts/
Skill
Lear
ning
Out
com
esSu
gges
ted
Act
iviti
esA
sses
smen
t
Offi
ce fo
rms
- Mea
ning
, pur
pose
,fo
rm d
esig
n, ty
pes o
f for
ms,
onlin
efo
rms,
onlin
e sub
miss
ion
Rep
orts
-M
eani
ng, i
mpo
rtanc
e, ty
pes,
Rep
ort w
ritin
g,C
omm
unic
atio
n an
d pr
esen
ting
with
ICT
The
lear
ner w
ill b
e ab
le to
:•
Expl
ain
offic
e fo
rms,
mea
ning
,pu
rpos
e•
Iden
tify
diffe
rent
type
s of
form
san
d its
use
s•
Fill
up p
aper
and
ele
ctro
nic
form
s•
Des
ign
new
for
ms
•Su
bmit
onlin
e for
ms
•Ex
plai
n re
ports
•Id
entif
y im
porta
nce
of re
ports
•Li
st ou
t diff
eren
t typ
es o
fre
ports
•Id
entif
y ste
ps in
repo
rt w
ritin
g•
Acq
uain
t with
repo
rt w
ritin
g•
Prep
are
repo
rt an
d pr
esen
t it i
nPo
wer
poi
nt/Im
pres
s
•G
ener
al d
iscus
sion
Col
lect
ion
of fo
rms a
nd p
repa
ring
an a
lbum
Des
igni
ng
of
form
s in
W
ord/
Writ
er a
nd s
prea
dshe
etO
nlin
e fil
ling
and
subm
issio
n of
form
sO
n th
e jo
b tra
inin
g.
Gen
eral
disc
ussio
nPr
epar
e fie
ld v
isit r
epor
tU
sing
ICT
reso
urce
sPo
wer
po
int/I
mpr
ess
prac
tice
inco
mpu
ter l
ab
•N
otes
in th
e ac
tivity
log
Col
lect
ions
in th
e alb
umPr
actic
al t
est
Prin
tout
eval
uatio
nSk
ills -
Iden
tific
atio
n,ob
serv
atio
n, In
tera
ctio
n,Co
mm
unic
atio
n,Pr
esen
tatio
n, U
se o
f IC
T,Co
mpa
rison
, Cre
ativ
eth
inki
ng
Not
es in
the
activ
ity lo
gPr
actic
al t
est
Rep
ort
Rep
ort p
rese
ntat
ion
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
Inte
ract
ion,
Com
mun
icat
ion,
Pres
enta
tion,
Int
erpe
rson
alre
latio
ns, P
lann
ing,
Cre
ativ
ean
d cr
itica
l thi
nkin
g
Page - 78
Computerised Office Management
Idea
s/C
once
pts/
Skill
Lear
ning
Out
com
esSu
gges
ted
Act
iviti
esA
sses
smen
t
Rec
ords
man
agem
ent
-M
eani
ng, i
mpo
rtanc
e, ty
pes,
clas
sific
atio
n, p
roce
ss
Filin
g -M
eani
ng, i
mpo
rtanc
e, M
etho
ds, d
igita
lfil
ing,
Cen
tralis
atio
n an
dde
cent
raliz
atio
n, in
dexi
ng
RTI
Act
-In
trodu
ctio
n, o
bjec
tives
, In
form
atio
nto
be
disc
lose
d, R
espo
nsib
le o
ffici
als,
App
licat
ion,
fees
, pen
altie
s, ap
peal
s,et
c.
Com
pute
rised
typi
ng (E
nglis
h &
Mal
ayal
am) -
Acq
uire
Dat
a En
try S
kill
Com
mun
icat
ion
at w
ork
plac
e -
Dev
elop
Com
mun
icat
ion
skill
•Ex
plai
n th
e ter
m re
cord
•Id
entif
y th
e im
porta
nce
of re
cord
s•
Cla
ssify
the
reco
rds
•Li
st ou
t the
reco
rds
man
agem
ent
proc
ess
•Ex
plai
n fili
ng•
Iden
tify
impo
rtanc
e of
filin
g•
List
out d
iffer
ent m
etho
ds o
f fili
ng•
Dig
itise
doc
umen
ts•
Dist
ingu
ish c
entra
lized
and
dece
ntra
lised
filin
g•
Expl
ain i
ndex
ing
•Ex
plai
n RTI
Act
•Id
entif
y ob
ject
ives
of t
he A
ct•
Sum
mar
ise th
e pr
oced
ures
•Id
entif
y th
e re
spon
sible
offi
cers
•A
cqui
re a
spee
d of
25
w.p
.m in
Engl
ish•
Acq
uire
a sp
eed
of 1
5 w
.p.m
inM
alay
alam
•D
evel
op co
mm
unic
atio
n sk
ill•
Acq
uire
sel
f co
nfid
ence
•En
rich
voca
bula
ry
Gen
eral
disc
ussio
nO
n th
e Jo
b tra
inin
g
Gen
eral
disc
ussio
nO
n th
e jo
b tra
inin
gU
sing
ICT
reso
urce
s
Gen
eral
disc
ussio
nPr
epar
e an
RTI
app
licat
ion
Usin
g IC
T re
sour
ces
Sem
inar
Spee
d pr
actic
e
Gen
eral
disc
ussio
nPr
esen
tatio
nRo
le p
lay
•N
otes
in th
e ac
tivity
log
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
Int
erac
tion,
Com
mun
icat
ion,
Cla
ssifi
catio
n
•N
otes
in th
e ac
tivity
log
Prac
tical
test
Skill
s -
Iden
tific
atio
n,ob
serv
atio
n, I
nter
actio
n,C
lass
ifica
tion,
U
se o
f IC
T
•N
otes
in th
e ac
tivity
log
Sem
inar
Rep
ort
Sem
inar
pre
sent
atio
nSk
ills -
Iden
tific
atio
n,ob
serv
atio
n, I
nter
actio
n,Co
mm
unic
atio
n, P
rese
ntat
ion,
Prep
arat
ion,
Sel
f aw
aren
ess
•Sp
eed
test
Skill
s - D
ata e
ntry
,Pr
esen
tatio
n
•Pa
rtici
patio
nPr
esen
tatio
n sty
leK
now
ledg
e in
lang
uage
Skill
s - Id
entif
icat
ion,
obse
rvat
ion,
Int
erac
tion,
Com
mun
icat
ion,
Pre
sent
atio
n,C
reat
ive
thin
king
Page - 79
VHSE Curriculum
PRACTICAL ACTIVITIES
Module 2 : Office automation1.0 Demonstration of working of each equipment with the help of
multimedia learning tools.2.0 Office visit3.0 Spreadsheet (Excel/Calc) practice in computer lab:
• Creating, Editing, Page setup, Formatting, Saving and printing.• Conditional formatting, Sorting, filtering and validating data.• Creating and formatting charts.• Import & Export Data.• Application of If, nested if
4.0 MS Access/Base practice in computer lab:• Creating database, designing a simple table, Relationships and
joining tables.• Practice queries with various criteria and calculations so as to
make reports.• Creating and modifying form, design with controls, macros
and events.• Import and export data.• Access with Other Applications and Manage an Access/Base
Database5.0 Designing of forms in Word/Writer and spreadsheet (Excel/Calc)6.0 Online filling and submission of forms7.0 On the job training8.0 Power point/Impress practice in computer lab9.0 Speed practice (English and Malayalam)10.0 Role play11.0 Recording of message in Dictaphone and its reproduction
Page - 80
Computerised Office Management
Detailing of learning activities
Activity 1
Topic :- Introducing the term Office
Suggested strategy : General discussion
A general discussion can be conducted after an introduction by theteacher about office and its activities.
Teacher list downs some office activities
Teacher asks the students to say more office activities which are familiarto them.
Listing it in the Board
Then Teacher asks the students about the need of these activities in anoffice.
How they are important in the working of an organisation? How itaffects the efficiency?
Which are the routine works in the office?
Teacher makes a consolidation and a brief report of the discussion iswritten in the Students activity log.
List of Equipment needed
1. Computer - 25 nos
2. Dictaphone - 5 nos
3. Printers - 2nos
4. Fax - 1 nos
5. Photocopier - 1 nos
6. Scanner - 1
7. PABX System - 1
8. Networking cable, switch, Modem, Internet connection
9. Video conferencing system
10. Intercom
Page - 81
VHSE Curriculum
List of Books and Instructional Materials1. Office Management, R.K. Chopra2. Office Management,3. Performance Driven CRM , Stanley A Brown4. CRM Getting it Right, Judith W. Kincaid5. Fundamentals of Computers, V.Ramanujan6. Comdex computer Course kit. MS office