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Assessment 1 Your Task: Answer the following questions below. All questions must be answered. Question 1 List 8 examples for financial records 1. 2. 3. 4. 5. 6. 7. 8. Question 2 List 4 different types of budgets. 1. 2. 3. 4. Question 3 What is the purpose of preparing a draft budget? Question 4 What should you do with the feedback from the draft budget? Question 5 List 2 people the final budget might need to be distributed to. 1. 2. Question 6 Why is it important for each department head to understand their part of the budget? Question 7 Why should all staff have some knowledge of the budget for their area? Question 8 Once the final budget has been approved, how often should it be monitored? Question 9 As well as receiving the final budget the management team should be advised of their reporting duties. What should their report contain? Question 10 Name 2 financial reports you might generate from your accounting system to check your budget against actual income or expenditure. 1. 2. Question 11 Every revenue and expense item on the Profit and Loss Statement should be compared to what? Question 12 When revenue variances occur, why should you talk to the staff to help identify, and find options to address the issue? Question 13 List 2 factors that can cause variances in staff budgets. 1. 2. Question 14 List 3 colleagues you may advise if you noticed that there were deviations between your budget and your targets. 1. 2. 3. Question 15 List 2 ways you might research new approaches to managing your budget. 1. 2. Question 16 List 3 things you need to include in your budget report, to give the decision maker enough information to do a clear cost versus benefit analysis of the budget request. 1. 2. 3. Question 17 If you are cutting expenditure, why must you be careful that the cuts do not cause the level of service and product to fall? Question 18 Name an accounting program you can use to help manage budgets. Assessment 2 Your task: Attempt to answer ALL questions in your own words on the assessment paper provided. The questions are designed to assess your understanding of the unit as well as your underpinning knowledge. 1. A customer has obtained a quote from you last week and wants to convert it to a booking. List three places where you can check all the details quoted prior to making the booking: 1. ¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬______________________________________________ 2. ______________________________________________ 3. ______________________________________________ 2. List 2 ways in which you can make a booking for a client and why you would use this method of booking: (E.g. Via Fax) 1. ___________________________________________________________________________ 2. ___________________________________________________________________________ 3. For each of the following booking types, list 3 different suitable products or service bookings that can be made: Booking Suitable Products and Services Conference/event Individual holiday Group booking Series tour 4. Place the following itinerary in order of booking: 3 nights’ accommodation in hotel International flights Day tour at destination point Insurance 5. What is a preferred product and why do we have them? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 6. If a customer has not requested a specific product (e.g. Hilton Hotel), what are two things you should take into account when selecting that product for the customer? 1. ____________________________________________________________________________________________________________________________________________________ 2. ____________________________________________________________________________________________________________________________________________________ 7. List 8 details you would need to provide when making a booking with a Tour Wholesaler to ensure your customer receives the correct service? 1. ______________________________________________ 2. ______________________________________________ 3. ______________________________________________ 4. ______________________________________________ 5. ______________________________________________ 6. ______________________________________________ 7. ______________________________________________ 8. ______________________________________________ 8. List four entries that would be required on a client booking file when making a booking: 1. ______________________________________________ 2. ______________________________________________ 3. ______________________________________________ 4. ______________________________________________ 9. List three amendments that a client may ask you to make when updating a booking file: 1. ______________________________________________ 2. ______________________________________________ 3. ______________________________________________ 10. What are amendment fees and why should a client be advised about these fees prior to making changes to their booking? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 11. Name three final customer details that a Supplier will require upon finalization of a booking: 1. ______________________________________________ 2. ______________________________________________ 3. ______________________________________________ 12. What are two standard payment requirements of Tour Wholesalers when making bookings for our customers? (E.g. When do they want money and why?) 1. ____________________________________________________________________________________________________________________________________________________ 2. ____________________________________________________________________________________________________________________________________________________ 13. Files are updated whenever information on that booking is received or a change occurs. It is important that we make diary notes to schedule these future actions. List 4 actions that will be required on a booking. E.g. Balance due 1. ___________________________________________________________________________ 2. ___________________________________________________________________________ 3. ___________________________________________________________________________ 4. ___________________________________________________________________________ 14. List 4 documents that we can issue for customers at the time of booking:
1. ______________________________________________ 2. ______________________________________________ 3. ______________________________________________ 4. ______________________________________________ 15. Name two types of transactions that will affect the financial status of a customer’s booking file: 1. ______________________________________________ 2. ______________________________________________ 16. What do we need to check when we receive a Tour Suppliers’ confirmation for a customer’s holiday? ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 17. Why would you ask your customer for an alternative or second choice when requesting a holiday booking? 18. You have booked your customers flights via Galileo and all the land arrangements via a Tour Wholesaler. You have just received a schedule change on the flights. List 3 reasons why you would need to advise these new flight timings to the Tour Wholesaler: 1. ___________________________________________________________________________ 2. ___________________________________________________________________________ 3. ___________________________________________________________________________ 19. Explain in your own words what is meant by ‘Packaging the Products’. __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 20. Provide the correct meaning for the following industry terms: A. Freesale B. FIT C. Availability D. Principal E. On request 21. Outline the procedure for making a tourism booking request: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 22. Explain two reservation systems used by the Tourism Industry including their features: 1. __________________________________________________________________________________________________________________________________________________________________________ 2. __________________________________________________________________________________________________________________________________________________________________________ 23. Prior to booking a holiday for a Customer, you need to identify specific details of each product and service that is required by the Customer. List below what details you need to successfully book the following products: Airfares ______________________________________________________________________________________________________________________________________________________________________________________ Hotel ______________________________________________________________________________________________________________________________________________________________________________________ Car Hire ______________________________________________________________________________________________________________________________________________________________________________________ 24. What are two different ways you could receive a booking confirmation from a Supplier? 1. ______________________________________________ 2. ______________________________________________ 25. Name two ways you can reduce the use of printed materials when booking a holiday for a customer: 1. ______________________________________________ 2. ______________________________________________ 26. How do you decide who is the most effective Supplier to use when booking a holiday for your Customer? _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

___________________________________ 27. Explain your understanding of the following industry terminology and interpret the codes below. Why are these used? A. 24 hour clock ______________________________________________________________________________________________________________________________________________________________________________________ 2400 = …….. 11.30 am = …….. 0100 = …….. 7.30 pm = …….. B. Three letter city codes ______________________________________________________________________________________________________________________________________________________________________________________ SIN = ………………………….. BRISBANE = ………………………….. SYDNEY = …………………………. OOL = …………………………. 28. Outline your understanding of Australian Consumer Law that relates to providing products to Customers. What do these cover? __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 29. Provide 3 examples of common time constraints and deadlines that apply to tourism bookings: 1. ________________________________________________________________________ 2. ________________________________________________________________________ 3. ________________________________________________________________________ 30. Why are communication skills so important when discussing your Customer bookings with Suppliers? ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 31. Fill out the attached booking card based on the following scenario: 1. Your clients, Mr. & Mrs. H. Day are taking their children to the Gold Coast from Sydney to visit friends and have a bit of a break. You have booked the family on QF1512 leaving Sydney at 08:30 and arriving into the Gold Coast at 09:45. They will be there for 7 nights and will be staying at the Mercure Resort in two adjoining rooms at a cost of $120 per room per night. Their return flight is on QF1243 at 07:15, arriving Sydney at 08:45 2. Flights and accommodation booked through Qantas. Reference number or PNR: QBC124. You spoke with Sue-Ann at QF. 3. They will be hiring an Avis Toyota Camry for 7 days at a cost of $63-00 per day (all inclusive). They will be collecting it and dropping it off at the airport. Avis Booking number is L4789G. 4. The client will need to pay for their airline tickets within 72 hours. The costs of the tickets are: $176-00 per person return (adults and children are charged the same price – booked V Class Fare basis VLE6M) 5. They have arrived to book this today (October 21st, 2010). They will be departing for their holiday on Friday November 18th 6. Client’s family is: Day/Mr Harold/Mrs Holly/Master Patrick/Ms. Val 17/8 Trafalgar Street Brighton-Le-Sands NSW 2216 Phone: 02 9599 4079 Email: [email protected] 7. They have agreed to take out family domestic insurance with Travelcover (Plan B) at a cost of $57-00 in total
PARADISE TRAVEL MANAGER REVIEWED: TICKETS AND DOCUMENTS NOT TO BE COLLECTED BEFORE MANAGER’S REVIEW Insurance Offered on / / Client: Refused/Accepted Cover Policy No: Premium: $ Source: Collection Cons. Init. Date Tickets Documents Passports CONSULTANT: Names Address (email) Tel Home (mobile) Tel Work (fax)
ITINERARY FLIGHTS AIR DEADLINE: TOUR DEADLINE: FARE TYPE: OTHER DEADLINE: TICKET NO’S ADVISED TO: DATE: Flight Class Day Date From To Status Depart Time Arrive Time Costing AUD
Hotels In Out Details City Via/Status Date Deposit/ Payment Costing AUD
Car/Coach/Rail/Sea In Out Details City Via/Status Date Deposit/ Payment Costing AUD
FILE DIARY DATE DETAILS INTLS
Assessment 3 Assessment Guidelines What will be assessed – Performance Evidence The purpose of this assessment is to assess your ability to complete tasks outlined in elements and performance criteria of this unit in the context of the job role, and: • manage a budget for a business over a three-month period that meets the specific business’ needs • undertake at least two of the following to inform management of the above budget: o discussions with existing suppliers o evaluation of staffing and rostering requirements o evaluation of impact of potential roster changes o review of operating procedures o sourcing new suppliers • monitor income and expenditure and evaluate budgetary performance over the above budgetary life cycle • complete financial reports related to the above budget within designated timelines and using correct budget terminology. Place/Location where assessment will be conducted SSH to complete Resource Requirements • computers, printers and accounting software packages • budgets for specific projects, events or operational activities • Pen, Paper, calculator • access to and provisions for completion of reports during the budget cycle Instructions for assessment including WHS requirements For the purpose of this assessment project you are required to monitor and manage a budget for a business, for example your workplace or as instructed by your trainer, over a 3 month period. You need to complete the following tasks to reflect how you monitor and accordingly manage the budget and its underlying factors that affect performance. TYPE of Budget: ¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬¬___________________________________ Business: ___________________________________ TH&E sector: ___________________________________ Task 1. Requires you to provide a fortnightly budget report which clearly identifies any under or over performances and the actual and likely reasons for these. Task 2. During the monitoring cycle you are required to undertake 2 of the following processes to inform management of the actual budget: (you clearly need to select these relevant for the performance of your budget; the process you choose will be informed by the type of variance and accordingly, the operational aspect that would need to be investigated) 1. discussions with existing suppliers 2. evaluation of staffing and rostering requirements 3. evaluation of impact of potential roster changes 4. review of operating procedures 5. sourcing new suppliers Task 3. You are required to identify any reports, which you need to complete during the 3-month budget cycle. Set the times these are due and complete these reports to the set due dates. Attach each report to this project on completion of the monitoring cycle. Assessment 2 Your Tasks: Task 1 Provide a fortnightly budget report which clearly identifies any under or over performances, and the actual and likely reasons for these. Use the table below as a reference list and attach each budget report together with a variance analysis for each to this project Date Budget Performance/Area Variance Reason Discussion with supervisor Action Budget Cycle Start Week 2 Week 4 Week 6 Week 8 Week 10 Week 12 Budget Cycle End Task 2 During the monitoring cycle you are required to undertake 2 of the following processes to inform management of the actual budget: (you clearly need to select these relevant for the performance of your budget; for example if your staffing and rostering performs within the budget and service provisions are being met, then it would be unlikely that you would need to reduce staff or cut rosters; if your budget is created on the best quotes received from suppliers and the quality is perfect, then this aspect is likely not one that would be changed) 1. discussions with existing suppliers 0 2. evaluation of staffing and rostering requirements 0 3. evaluation of impact of potential roster changes 0 4. review of operating procedures 0 5. sourcing new suppliers 0 Attach details for each process you have undertaken clearly marked “TASK 2 – process: __________”. Details for each process selected must include the following details: (For example if you changed a roster, you need to provide the information why this was done, what the changes will achieve in $ values for the budget, and attach the old and revised roster to this project) 1. Nature of the problem 2. Reason for undertaking the selected process 3. What did you do? Who was involved? What was discussed? What was agreed on? What was achieved in the process? 4. What was changed? 5. How were any changes implemented?
Task 3 Identify any reports, which you need to complete during the 3-month budget cycle. Set the times these are due in the table below and complete these reports to the set due dates. Attach each report (or a copy) to this project on completion of the monitoring cycle. Type of report Frequency Due Date(s) Completed by EXAMPLE e.g. Stock Take report monthly end week 4 (insert date) end week 8 (insert date) end week 12 (insert date) student (you) A. Johns, supervisor student (you)
Marking Guide S NYS Comments Criteria Task 1 Provides a copy of the opening budget Provides a copy of the closing budget Provides a budget report for each fortnight The performance of each category is identified The variance for each fortnight is identified The reasons for variance(s) are identified Variances are communicated with colleagues/ supervisor Actions are identified where suitable or applicable Actions are explored and implemented as applicable Task 2 2 processes are selected to inform management of budget The processes are suitable for identified budget variances or operational issues Details are provided what entailed each process The details for each process selected are complete The changes investigated are relevant to improve budget performance The parties involved are identified Details for communication are provided The agreed actions are provided The changes as a result of undertaking process are outlined The financial benefit/impact on the budget is explained Where implementation of changes occurs, each process is explained Task 3 The type of reports to be completed by the business over the budget cycle are identified The frequency of reports is identified The frequency for reports is documented and scheduled Reports are completed as scheduled A number of different reports were completed by student relevant to the budget: 1. ______________________________ 2. ______________________________ 3. ______________________________ 4. ______________________________ Reports or copies for reports are attached to the project List additional criteria as relevant Please don’t forget to put your name and student number plus unit name when saving the file!