Computer Training in Microsoft Office Application Packages - Case Study Example

TABLE OF CONTENTS ABSTRACT 2 INFORMATION FOR THE TRAINER 3 Supporting information 3 Course Design 4 Introduction 5 Conclusion 7 SESSION PLAN 8 Bibliographies 12 ABSTRACT This training package is about computer training in Microsoft Office application packages. It provides a session plan for Microsoft office application usage which is a practical skill. The session plan will be for one hour and it contains four topics. This training package will be covering supporting information about the location of the training, layout of the meeting room, equipments required for the training and materials. It will also include things to be done before the training session starts, and introduction and a conclusion, content linked to training activities, instructions for the trainer to allow them to conduct at least one self managed activity and a valid assessment activity including justifications of why the activity was chosen. Society is becoming increasingly computer literate in the use application software particularly word process, spreadsheets and database. This Computer Training on Ms Office Application INFORMATION FOR THE TRAINER Supporting information Location 1. The computer lab should be large and comfortable enough to fit appropriately the equipments needed for the training. 2. Ensure sufficient ventilation, temperature, lighting, noise level and seating arrangement (Willis, 1994; pg. 147) 3. Ensure access to reliable power supply. 4. Ensure toilet facilities. Layout Computer desks to be arranged around the outside edge of the room, facing the walls and another set of chairs and tables arranged in rows or U shaped in the middle of the computer lab. The wall work especially well for guided and unguided practice (Masie, 1997, pg. 107) Table at the front of the room for the trainer to place his/her laptop, the projector and teaching materials. Equipments 12 Computer desks 12 full computers Writing materials (preferably foolscaps) Pens Laptop Data projector Flash disks Materials Handouts, which include; Introduction Course outline Course objectives Assessment requirements Writing materials Pens PowerPoint presentation to compliment handout and trainer. The trainer can refer to the presentation with the other trainees. Special actions before session There will be a maximum of 12 trainees per session. The trainees will feel involved and will be able to interact and become acquitted with each other and feel comfortable with one another therefore creating a conducive learning environment. (Sharpe, 1985; pg. 4). Have available course outline which will include the session structure and objective to provide to the participants earlier to the session. Course Design This course has been designed for adults learners so it is important that the trainer; What the session is about; This session entails of Ms Office applications and internet and email which are more applicable in the execution of office tasks. Ms Office comprises of different packages which include; Ms Windows, Ms Word, Ms excel, Ms PowerPoint, Ms Access and Ms Publisher. For this session the trainees will be trained in three main ms office application which are; ms word, ms excel ms access where; ms word is a word processing used for typing letter en memos. Ms excel is used for statistical data purposes, ms access is used of database management. Internet and email is also a very essential in and organizations communication because it’s an instant method of communication. After going through the presentation as articulated in the handouts , the trainees will do the practical part of using the ms office application by following the following steps; The trainer will encourage the trainees to make the to be as interactive as possible by setting them in pairs during the practical part of the session. You are allowed to ask me any questions at any time. Introduction Welcomes and orientation The trainer introduces himself or herself and then the trainees are given a chance to introduce themselves. The trainer then establishes from the trainees what they already know about the training session topics to break the ice. According to Beisse (2010, pg. 449) successful training session is where the trainer establishes what the trainees already know, so they do not waste the trainees time. Workplace safety According to Raymond (pg. 82) there are likely risks always found where there are multiple computer systems in one room. The main problems that the trainees could encounter are; Tripping accidents cause by placing Items like coats which are not placed safely. They should be placed under the computer desk. Electrical safety. Occasionally look away from the screen. Staring into a computer monitor too long will strain your eyes. Let a trainer know if the color scheme, font size, or other settings of your computer are causing strain on your eyes. Maintain good posture to ease your back. Be aware of the fire exits and the location of this room’s fire extinguishers. Objectives of the session At the end of the session each trainee should be; 1. To expose the trainees to practical examples of the computer as a useful tool. 2. Appreciate the role of computer applications in carrying out day-to-day business and organizational tasks. 3. To acquaint the trainees with the proper procedures to create documents, worksheets, database for professional purposes and personal use Shelly, Vermaat, & Cashman, 2010 pg. 1328) 4. Develop abilities to interact more efficiently with the wider Community that is by used of email and internet. Assessment requirements of the session In accordance with session objectives, trainees will be required to demonstrate that they can correctly use the ms office applications when they are required to use. Trainee’s knowledge and skill will be observed by the trainer and deemed either Competent or Not Yet Competent based on their demonstrated ability at meeting the four objectives (Muchiri, Becker, Cram, Higgins, & Neal 2008). Because each trainee will be assessed individually, times should be set at the conclusion of the session for each trainee’s assessment. The trainer is to explain the assessment context, purpose and process to the trainee at the start of the session. The trainer will encourage the trainee to focus of the knowledge and skills required to ensure satisfactory performance of the skills. After the assessment has been assessed the trainer should also provide feedback to the trainee on how they did on their assessment. Motivating the trainees The trainer can motivate the trainees by telling them the advantages of using computers, the importance of computer usage. The trainer can use examples of organizations where computerization has improved the productivity of the also ease the employees work. Conclusion This session plan and supporting information for the trainer will ensure that the session on using Microsoft office applications which are; ms word, ms excel and ms access and internet and email is delivered with its required objectives, on schedule and in a practical method that is beneficial to trainees learning category. The accommodating evaluation type will ensure that all trainees are provided with an applicable, fair and reasonable way of evaluating their capability of the skill. SESSION PLAN Program Title Computer Training Session Title: Ms Office Applications Total time 60 minutes Objectives: 1. Able to appreciate computer system and how it operates. 2. Appreciate the role of computer applications in carrying out day-to-day business and organizational tasks. 3. Able to develop skills to use application packages such as ms word, ms excel, ms access 4. Develop abilities to interact more efficiently with the wider Community that is by used of email and internet. Visual Aids: 1. Computers 2. Laptop 3. Data projector 4. Handouts Special action before session: To have a maximum of 12 trainees per session. Have 12 computers. Have available course outline which will include the session structure and objective to provide to the participants earlier to the session. Time Mode of training Main points Details PowerPoint-welcome Introduction Workplace, health and safety Motivation Importance of learning computers Advantages of using computers PowerPoint- Objectives Preview Training objective Course duration and structure Assessment Body 5 mins General discussion Icebreaker The trainer to ask the trainees to introduce themselves to the other participants and ask them to say what they know in computers. 5 mins Questioning and generate discussion Prompt questions; Have the trainees used ms office application before? How much do they know about ms office? Why the trainees think the computer skills are important? 10 mins PowerPoint Handout Actual page of ms word on the computer screen Topic 1 Explain what ms word is used for and how is used. 1. Show the trainees how to create a document. 2. Show the trainees how to edit a document. 3. Show the trainers how to print simple documents. 4. Show the trainees how the following features are used in ms word; Spell checking, grammar assistance and style sheets. Questioning To check understanding Continuously checking understanding through asking questions. 10 mins PowerPoint Handouts Actual page of ms excel on the computer screen Topic 2 Explain what ms excel is used for and how is used. 1. Explain what spreadsheets are used for. 2. Show the trainees how to create a spreadsheet. 3. Show the trainees how to enter words and figures on the spreadsheet. 4. Show the trainees how to do mathematical calculations with ms excel. 5. Show the trainers how to print a spreadsheet document. 6. Show the trainees how the following features are used in ms excel. Creating charts and formular bar. Questioning To check understanding Continuously checking understanding through asking questions. 10 mins PowerPoint Handouts Actual page of ms access on the computer screen Topic 3 Explain what ms access is used for and how is used. 7. Explain what database 8. Show the trainees how to create a database. 9. Show the trainees how to create the forms, queries, reports and tables. 10. Show the trainers how to print a database document. 11. Show the trainees how the following features are used in access; functions in database and placing security levels Questioning To check understanding Continuously checking understanding through asking questions. 10 mins PowerPoint Handouts Topic 4 Explain on how the internet and email works 1. Show trainees how to open email addresses 2. Show them how to read, reply and forward mails. 3. Show them how to make attachments in the emails. 4. Show to use search engines such as google.com Questioning To check understanding Continuously checking understanding through asking questions. 5 mins Handout containing a simple exercise Self managed practice 1. Ask the trainees to read the task on the handout and do the practical written down. 2. Trainer walks around answering questions and providing assistance if required. 3. Trainer checks each member’s practical work and corrects the trainee if there are any mistakes. 5 mins PowerPoint – objectives Conclusion The trainer concludes the session Review what has been done and achieved by the trainees Review the objectives of the session Assessment Time to be arranged Bibliographies Beisse, F. 2010, A Guide to Computer User Support for helpdesk & Support Specialist. Boston: Course Techology. Masie, E. 1997, The Computer Training Handout: Strategies for helping people to learn. USA: Lakewood Publishers. Raymond, C. 1999, Safety across the curriculum . USA: RoutledgeFalmer. Sharpe, C. 1985, How to create a good learninig environment. USA: ASTD Intenral Consultant. Shelly, G. B., Vermaat, M. E., & Cashman, T. J. 2010, Microsoft Office 2007:Introductiry Concept & techniques, premium video. Boston: Course Technology. Willis, B. D. 1994, Distance education: strateies & tools. 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