Case study information

King Edward VII College is a secondary college based in Melbourne. The Operations Manager (your
supervisor) has requested that an annual budget needs to be prepared each year using spreadsheet
software.

Two spreadsheets are needed:

1. The first spreadsheet is a template that will be used to import data each year.
 Create a template with a worksheet named Annual Budget. The data can be used as
dummy data so that the formulae can be tested.

King Edward VII College Pty Ltd

Income Annual budget

Certificate III in International Trade $ 75,000.00

Certificate IV in International Trade $ 125,000.00

Diploma of International Trade $ 150,000.00

Expenditure

Accounting fees $ 12,000.00

Advertising fees $ 10,000.00

Computer software $ 1,000.00

Electricity $ 1,500.00

Insurance $ 4,800.00

Internet $ 1,300.00

Office supplies $ 2,700.00

Printing $ 2,200.00

Rent $ 60,000.00

Repairs and maintenance $ 3,200.00

Salaries $ 195,000.00

Page | 1
International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
 Superannuation expenses $ 20,000.00

Telephone $ 2,500.00

Travel $ 2,100.00

 The worksheet should include a formula for the total income, total expenditure and then a
row showing the profit (income-expenditure).
 Create a copy of the Annual budget worksheet into a new worksheet called Actual vs
Budget. Then link the Annual budget figures for income and expenditure.
 The spreadsheet should be formatted according to the task requirements and
organisational guidelines for style and formatting.
 You will need to create two macros. One that will save each worksheet as a separate
PDF once data has been entered and saved. One that will hide the first worksheet on
close and unhide on open.

2. The second spreadsheet is to be created using the template and then importing the following
figures for the monthly budget and figures listed for JUL to SEP:

King Edward VII College Pty Ltd

Monthly
Income budget JUL AUG SEP

Certificate III in International Trade $ 6250.00 $ 9,000.00 $ 7,500.00 $10,500.00

Certificate IV in International Trade $ 10,146.67 $12,500.00 $20,000.00 $16,000.00

Diploma of International Trade $ 150,000 $21,000.00 $30,000.00 $33,000.00

Expenditure

Accounting fees $ 1,000.00 $ 4,000.00 $ 2,000.00 $ -

Advertising fees $ 833.33 $ 1,000.00 $ 1,500.00 $ 1,000.00

Computer software $ 83.33 $ 500.00 $ - $ -

Electricity $ 125.00 $ 300.00 $ 300.00 $ 250.00

Insurance $ 400.00 $ 400.00 $ 400.00 $ 400.00

Internet $ 108.33 $ 150.00 $ 200.00 $ 150.00

Office supplies $ 225.00 $ 200.00 $ 400.00 $ 250.00

Printing $ 183.33 $ 270.00 $ 300.00 $ 150.00

Page | 2
International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
Rent $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00

Repairs and maintenance $ 266.67 $ 400.00 $ 300.00 $ 700.00

Salaries $ 16,250.00 $13,000.00 $13,000.00 $13,000.00

Superannuation expenses $ 1666.67 $ 1,500.00 $ 1,500.00 $ -

Telephone $ 208.33 $ 4,500.00 $ 500.00 $ 550.00

Travel $ 175.00 $ - $ 3,000.00 $ 500.00

 In the worksheet named Actual vs Budget link the annual budget figures for the total
income, total expenditure and profit.
 Create a formula to show the projected versus actual budget for July to September and a
row to show the variation to budget. The annual budget values should be linked to the
values in the previous worksheet.
 Create graphs showing actual versus budget for monthly income figures and monthly
expenditure figures and monthly profit for the period of July to September.
For each spreadsheet:
 You must save the files in your network drive or where you have been asked to save work
by your supervisor or as in the organisational policies and procedures at your workplace.
 The presentation format must follow the Style Guide for spreadsheet document
production outlined in the organisational guidelines or organisational policies and
procedures at your workplace (it should relate to the style and formatting of spreadsheets
or documents).
 The work will need to be completed by the next reporting period so please check with
your supervisor for the deadline.

Page | 3
International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
 Organisational guidelines

When creating workplace documentation, you must follow the organisational requirements of King
Edward VII College. This includes:
 Ergonomic requirements
 Energy and resource conservation
 Using style guides
 File management procedures
 Using help functions and documentation.

Ensure that you read the following organisational guidelines provided that relate to producing
workplace documents:

Ergonomic requirements
Please ensure that you set up and follow ergonomic practices, such as:
 Positioning your monitor at the right angle.
 Ensuring your feet are placed flat on the floor.
 Positioning your chair so that you are sitting correctly.
 Check your environment. Ensure the temperature is satisfactory, you have the right light and
there is limited noise.
 Use effective workplace organisation strategies such as:
o Taking regular breaks and performing simple exercise

o Techniques to support your health and wellbeing during the working day.

Use the following websites to support you with ergonomic practices:

http://www.wikihow.com/Set-Up-an-Ergonomically-Correct-Workstation
https://www.heartfoundation.org.au/for-professionals/physical-activity/workplace-wellness

Energy and resource conservation

Please change your computer settings as follows:
 The computer must sleep when inactive
 The computer must be scheduled shutdown at 11pm every evening.
Never print any documents unless it is required for final storage purposes. Use exporting to a PDF to
send via email.
Please be mindful of paper waste and general resources in the workplace. There are signs and tips
around the office to support you in this practice.

Page | 4
International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M
Style guide
General presentation requirements are as follows:
 Standard font is: Black Arial 10 pt. Standard college colours are dark blue and green.
 Use portrait page layout format.
 Layout data in an easy-to-read format, use formatting styles to support presentation.
 The name of the college should be included in a footer along with page numbers. Footers must
be in size 8, italic.
 Use border styles to differentiate data.
 Distinguish headings from data using formatting tools.
 Graphs must be correctly labelled and presented on a separate worksheet as the data.
 Rename each worksheet with a relevant and appropriate sheet name.
 No figures are to be used in formulae only cell references.

File management procedures

 Spreadsheet workbooks must be given a relevant and appropriate file name.
 All spreadsheets must be saved in an appropriately named folder.
 For each version of spreadsheets saved, including the final version, include the version number
within the file name. For example: Budget V1.xls.
 Spreadsheets must be emailed for approval.
 Documents must be saved on the network in an appropriate drive or the available resource for
your department.

Using help functions and documentation

When using any software please refer to user documentation and online help to resolve any problems
in the first instance.

Deadlines
Follow any timings and deadlines for completing documents as specified by your supervisor.

Page | 5
International College of Australia Pty Ltd T/A Western Sydney College
RTO: 45360 | CRICOS: 03690M