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Evidence Guide: SITTTSL304 - Prepare quotations

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

SITTTSL304 - Prepare quotations

What evidence can you provide to prove your understanding of each of the following citeria?

Calculate costs of products and services.

  1. Create records to administer customer details and requirements.
  2. Source, select and interpret product and costing information to prepare the quotation.
  3. Negotiate costs with suppliers according to commercial agreements and relationships, and within scope of individual responsibility.
  4. Calculate commissions or mark up nett costs according to organisational procedures to determine a profitable selling price.
  5. Accurately calculate any additional taxes, special fees and other charges.
  6. Accurately calculate any required currency conversions.
  7. Calculate final cost of the product or service package or itinerary.
  8. Check product or service package or itinerary calculation against all individual product and service components.
  9. Keep detailed records of the method of calculation, according to organisational formats.
Create records to administer customer details and requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Source, select and interpret product and costing information to prepare the quotation.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Negotiate costs with suppliers according to commercial agreements and relationships, and within scope of individual responsibility.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Calculate commissions or mark up nett costs according to organisational procedures to determine a profitable selling price.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Accurately calculate any additional taxes, special fees and other charges.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Accurately calculate any required currency conversions.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Calculate final cost of the product or service package or itinerary.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Check product or service package or itinerary calculation against all individual product and service components.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Keep detailed records of the method of calculation, according to organisational formats.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Provide quotations to customer.

  1. Prepare the quotation to reflect all required customer inclusions.
  2. Promptly provide quotation to the customer according to organisational procedures and formats.
  3. Offer secondary quotations with options, as appropriate.
  4. Include accurate details of the cost of product and service provision and the conditions and limitations of the quotation.
  5. Record all details of the quotation accurately and file according to organisational procedures.
  6. Minimise use of printed materials and maximise electronic transmission and record keeping to reduce waste.
Prepare the quotation to reflect all required customer inclusions.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Promptly provide quotation to the customer according to organisational procedures and formats.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Offer secondary quotations with options, as appropriate.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Include accurate details of the cost of product and service provision and the conditions and limitations of the quotation.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record all details of the quotation accurately and file according to organisational procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Minimise use of printed materials and maximise electronic transmission and record keeping to reduce waste.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Update and amend quotations.

  1. Adjust and update quotations to take account of changed requests or arrangements.
  2. Provide the most up to date quotation to customers inclusive of new conditions and limitations.
  3. Record all details of adjusted quotations and file.
Adjust and update quotations to take account of changed requests or arrangements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Provide the most up to date quotation to customers inclusive of new conditions and limitations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record all details of adjusted quotations and file.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the ability to:

prepare multiple quotations covering a diverse range of tourism, hospitality or event products and services to meet the different requirements of customers

integrate knowledge of commissions, mark-ups and fees into quotation activities

demonstrate knowledge of the primary components of consumer protection laws and actions that must be adhered to by organisations

complete quotations within commercial time constraints and deadlines determined by the customer and the organisation.

Context of and specific resources for assessment

Assessment must ensure use of:

a real or simulated tourism, hospitality or event business operation or activity which prepares quotations

a real or simulated tourism, hospitality or events industry environment; for example:

a reservations area or call centre

a retail shopfront or mobile sales situation for the retail travel sector

an office environment as defined in the Assessment Guidelines

computers, printers and software programs currently used by the tourism hospitality or event industry to prepare quotations

current costing information found within brochures, product manuals, tariffs, price lists, supplier information kits, information databases and computerised reservations systems (CRS)

operational documentation, e.g. details of supplier contracts and customer files

current plain English regulatory documents distributed by government consumer protection regulators.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

projects and activities that allow assessment of the individual’s ability to provide accurate quotations in response to particular customer requests or for a series of customer files

evaluation of a range of quotations prepared by the individual

written or oral questioning to assess knowledge of consumer protection laws that relate to the provision of quotations

review of portfolios of evidence and thirdparty workplace reports of onthejob performance by the individual.

Guidance information for assessment

The range of products and services and complexity of quotations will vary. Because of the broad industry application of this unit, it is critical that assessment is contextualised to meet the requirements of the specific industry sector, local industry operations and the particular needs of the job role.

The assessor should design integrated assessment activities to holistically assess this unit with other units relevant to the industry sector, workplace and job role, for example:

SITHKOP404 Plan catering for events or functions

SITTTSL303 Sell tourism products and services

SITTTSL305 Process reservations

SITTTSL307 Process travel-related documents

SITTTSL308 Use a computerised reservations or operations system

SITXEVT401 Plan in-house events or functions.

Required Skills and Knowledge

Required skills

communication skills to discuss supplier costs and negotiate a rate

literacy skills to:

read and interpret documents such as customer files, customer requests and complex product costing information

write records of customer details and requests, complex quotations and all quotation options in a clear format and style including accurate details of conditions and limitations specifically applicable to the quotation

numeracy skills to:

interpret complex product and costing information and calculate complex costs for all products

interpret and calculate commissions or mark-ups

interpret and calculate any sales and product coordination fees

calculate any currency conversions

calculate the final customer cost

planning and organising skills to prepare quotations in correct customer file sequence according to the earliest service dates for customers

problem-solving skills to identify and resolve mistakes in calculations.

Required knowledge

for the specific industry sector and organisation:

quotation systems and procedures

features of products sold

sources of costs for products, services and fees

sources of negotiated cost of supply, contractual arrangements and preferred supplier arrangements

commission and markup rates and procedures

formats for and inclusions of quotations presented to customers

the primary components of consumer protection laws that relate to the provision of quotations including organisational responsibility for:

nominating and charging cancellation fees

providing information on potential price increases

providing refunds

supplying products as described or substituting suitable products when unable.

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Records may be:

a computer file

a manual file.

Aquotation may be:

for a broad range of products and services, including:

conferences

events

groups

incentive tours

inclusive products or optional touring products

individuals

meetings

multiple products and services making up a complete package or itinerary

oneoff touring arrangements

series tours

single product or service

prepared:

manually

using a computer

provided by:

email or other electronic transmission

fax

internal communication

mail

telephone

verbally in a facetoface context.

Special fees and other charges may include:

amendment fee

cancellation fee

communication fee

courier fee

credit card fee

itinerary preparation fee

loyalty program (e.g. frequent flyer) redemption fee

product booking fee

reconfirmation fee

service fee

transaction fee

visa and passport handling fee.

Product and service components in quotations may include:

accommodation

activities

convention facilities

cruises

domestic products and services

entertainment

entrance to attractions or sites

food, beverage and catering

functions

international products and services

meals

meeting or event equipment

speaker services

special event consumable items

special items with customer’s corporate branding

technical equipment and services:

audio-visual

pyrotechnics

rigging

sound and lighting

special effects

stage design and construction

venue styling

tour guiding services

tours

transfers

transportation

travel insurance

vehicle rental

venue hire.

Conditions and limitations of the quotation (initial and subsequent) may include:

changes of conditions of preexisting quotation or booking

changes to provision of preexisting booking

cost of items that are subject to availability

date of current quotation

exclusions

general conditions and rules

inclusion of fees, taxes and levies

inclusions

legislative requirements such as cooling-off period after acceptance of quotation

life and expiry date of quotation

methods of customer accepting quotation

payment requirements

prices subject to change.