job roles (career path) - kerala · the skills like data entry in english and malayalam, desk top...

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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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• 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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VHSE Curriculum

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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VHSE Curriculum

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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VHSE Curriculum

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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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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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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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


•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


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


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

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Page - 78


Idea

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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


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

job roles (career path) - kerala · the skills like data entry in english and malayalam, desk top...

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