Free Data Entry Operator Course (6Months)
Data Entry Operator:
Data Entry Operator in the IT-ITeS Industry is also known as Data Entry Operator
Brief Job Description Individuals are responsible to provide daily work reports and work on daily hour bases. The individual is responsible for electronic entry of data from the client side to the office site or vice-versa. Individual tasks vary depending on the size and structure of the organization.
Personal Attributes: This job requires the individual to have thorough knowledge of various technology trends and processes as well as have updated knowledge about database management systems and IT initiatives. The individual should have fast and accurate typing / data encoding. This job involves working in a personal computer, and appropriate software to enter accurate data regarding different issues like retrieving data from a computer or to a computer
Undertake Data Entry Services:
Performance Criteria
To be competent, you must be able to:
PC1. obtain sufficient information from the customer /client to understand the need and perform initial task
PC2. assist the customer in providing right information to be entered
PC3. provide the customer with a reasonable estimate time of entering data
PC4. prioritize service requests according to organizational guidelines
PC5. refer the problem to a competent technical support team if it cannot be resolved by the operator
PC6. record and perform the service request accurately as per organizational processes and policies
PC7. transcribes, enters, and verifies data from a variety of source material including financial, personnel, police and other records or reports
PC8. receives source documents from various departments, public, agencies, etc. and verifies accuracy of material, prior to input
PC9. transcribes selected data into a computer and scans source documents in accordance with specific program instructions
PC10. compares transcribed data, as displayed on a visual screen, with the source document and corrects any errors
PC11. obtain help or advice from specialist if the problem is outside his/her area of competence or experience
PC12. determines the cause of error message while entering data and makes appropriate corrections
PC13. maintains files of source documents or other information relative to data entered;
PC14. performs various related functions to insure that the computer is maintained in a neat and orderly manner
PC15. assists in (or performs) the filing and storage of security and back up data files
PC16. may perform various back-up or relief clerical duties as needed (i.e., switchboard, receptionist, fingerprinting, etc )
PC17. monitor the problem and keep the customer informed about progress or any delays in the process
Organizational Context
The user/individual on the job needs to know and understand: KA1. relevant legislation, standards, policies, and procedures followed in the company KA2. how to engage with both internal and external specialists for support in order to perform the desired task. KA3. data entry procedures, tools, and techniques KA4. potential helpdesk customers and their typical requirements KA5. role and importance of the data entry operator in supporting business operations KA6. evaluate the adequacy of existing helpdesk feedback systems and suggest improvements.
Technical knowledge
The user/individual on the job needs to know and understand: KB1. basic understanding of computer and its terminology KB2. different software needed for report writing including MS office suit or open source office KB3. basic and advance pc workstation configuration, maintenance, networking as well as trouble shooting KB4. good knowledge of the operation and use of a standard alphanumeric keyboard KB5. how to compile simple reports from data entered and ability to make comparisons between them through use of various database management softwares KB6. how to make error free data entry with the help of various software, devices, equipment KB7. typical problems raised by customers and their solutions, including workaround (alternate/situational) solutions KB8. typical response times and service times for problems KB9. the importance of documenting, classifying, prioritizing service requests, crowd management and others. KB10. helpdesk systems, policies, and procedures
Writing Skills
You need to know and understand how to:
SA1. document call logs, reports, task lists, and schedules with co-workers
SA2. prepare status and progress reports
SA3. write in at least one language
Reading Skills
You need to know and understand how to:
SA4. read about the software and the documents, products and services with reference to the organization .
SA5. keep abreast with the latest knowledge by reading newspaper , pamphlets, and product information sheets
SA6. read comments, suggestions, and responses to frequently asked questions (FAQs) posted on the helpdesk portal
Oral Communication (Listening and Speaking skills)
You need to know and understand how to:
SA7. discuss task lists, schedules, and work-loads with co-workers
SA8. question customers appropriately in order to understand the nature of the problem and make a diagnosis
SA9. give clear instructions to customers and perform the task
SA10. keep customers informed about progress
SA11. avoid using jargon, slang or acronyms when communicating with a customer, unless it is required
Professional Skills
Decision Making
You need to know and understand how to:
SB1. follow rule-based decision-making processes
SB2. identify anomalies in data
SB3. make a decision on a suitable course of action or response
Plan and Organize
You need to know and understand how to:
SB4. plan and organize your work to achieve targets and deadlines
Customer Centricity
You need to know and understand how to:
SB5. work effectively in a customer facing environment
SB6. carry out rule-based transactions in line with customer-specific guidelines/procedures/rules and service level agreements
SB7. check that your own and/or your peers work meets customer requirements
Problem Solving
You need to know and understand how to:
SB8. apply problem-solving approaches in different situations
SB9. refer anomalies to the supervisor
SB10. seek clarification on problems from others
Analytical Thinking
You need to know and understand how to:
SB11. analyze data and activities
SB12. configure data and disseminate relevant information to others
SB13. pass on relevant information to others
Critical Thinking
You need to know and understand how to:
SB14. provide opinions on work in a detailed and constructive way
SB15. apply balance judgments to different situations
Attention to Detail
You need to know and understand how to:
SB16. apply good attention to detail
SB17. check your work is complete and free from errors
SB18. get your work checked by others
Team Working
You need to know and understand how to:
SB19. contribute to the quality of team working
SB20. work independently in a team environment
SB21. work independently and collaboratively
Technical Skills
You need to know and understand how to:
SC1. source and use coding standards, ticketing tools and utilities/tools
SC2. use information technology effectively to input and/or extract data accurately
SC3. identify and refer anomalies in data
SC4. store and retrieve information
SC5. agree objectives and work requirements
SC6. keep up to date with changes, procedures and practices in your field of expertise
Manage your work to meet requirements.:
Performance Criteria
To be competent on the job, you must be able to:
PC1. establish and agree your work requirements with appropriate people
PC2. keep your immediate work area clean and tidy
PC3. utilize your time effectively
PC4. use resources correctly and efficiently
PC5. treat confidential information correctly
PC6. work in line with your organization’s policies and procedures
PC7. work within the limits of your job role
PC8. obtain guidance from appropriate people, where necessary
PC9. ensure your work meets the agreed requirements
Organizational Context
You need to know and understand: KA1. your organization’s policies, procedures and priorities for your area of work and your role and responsibilities in carrying out your work KA2. limits of your responsibilities and when to involve others KA3. your specific work requirements and who these must be agreed with KA4. the importance of having a tidy work area and how to do this KA5. how to prioritize your workload according to urgency and importance and the benefits of this
KA6. your organization’s policies and procedures for dealing with confidential information and the importance of complying with these KA7. the purpose of keeping others updated with the progress of your work KA8. who to obtain guidance from and the typical circumstances when this may be required KA9. the purpose and value of being flexible and adapting work plans to reflect change B. Technical Knowledge You need to know and understand: KB1. the importance of completing work accurately and how to do this KB2. appropriate timescales for completing your work and the implications of not meeting these for you and the organization KB3. resources needed for your work and how to obtain and use these
Writing Skills
You need to know and understand how to:
SA1. complete accurate work with attention to detail
Reading Skills
You need to know and understand how to:
SA2. read instructions, guidelines, procedures, rules and service level agreements
Oral Communication (Listening and Speaking skills)
You need to know and understand how to:
SA3. ask for clarification and advice from line managers
SA4. communicate orally with colleagues
Professional Skills
Decision Making
You need to know and understand how to:
SB1. make a decision on a suitable course of action
Plan and Organize
You need to know and understand how to:
SB2. plan and organize your work to achieve targets and deadlines
SB3. agree objectives and work requirements
Customer Centricity
You need to know and understand how to:
SB4. deliver consistent and reliable service to customers
SB5. check that your own work meets customer requirements
Problem Solving
You need to know and understand how to:
SB6. refer anomalies to the line manager
SB7. seek clarification on problems from others
Analytical Thinking
You need to know and understand how to:
SB8. provide relevant information to others
SB9. analyze needs, requirements and dependencies in order to meet your work requirements
Critical Thinking
You need to know and understand how to:
SB10. apply judgments to different situations
Attention to Detail
You need to know and understand how to:
SB11. check your work is complete and free from errors
SB12. get your work checked by peers
Team Working
You need to know and understand how to:
SB13. work effectively in a team environment
Technical Skills
You need to know and understand how to:
SC1. use information technology effectively, to input and/or extract data accurately
SC2. identify and refer anomalies in data
SC3. store and retrieve information
SC4. keep up to date with changes, procedures and practices in your role
Maintain a healthy, safe and secure working environment:
Performance Criteria
To be competent, you must be able to:
PC1. comply with your organization’s current health, safety and security policies and procedures
PC2. report any identified breaches in health, safety, and security policies and procedures to the designated person
PC3. identify and correct any hazards that you can deal with safely, competently and within the limits of your authority
PC4. report any hazards that you are not competent to deal with to the relevant person in line with organizational procedures and warn other people who may be affected
PC5. follow your organization’s emergency procedures promptly, calmly, and efficiently
PC6. identify and recommend opportunities for improving health, safety, and security to the designated person
PC7. complete any health and safety records legibly and accurately
Organizational Context
You need to know and understand: KA1. legislative requirements and organization’s procedures for health, safety and security and your role and responsibilities in relation to this KA2. what is meant by a hazard, including the different types of health and safety hazards that can be found in the workplace KA3. how and when to report hazards KA4. limits of your responsibility for dealing with hazards KA5. your organization’s emergency procedures for different emergency situations and the importance of following these KA6. the importance of maintaining high standards of health, safety and security KA7. implications that any non-compliance with health, safety and security may have on individuals and the organization Knowledge You need to know and understand: KB1. different types of breaches in health, safety and security and how and when to report these KB2. evacuation procedures for workers and visitors KB3. how to summon medical assistance and the emergency services, where necessary KB4. how to use the health, safety and accident reporting procedures and the importance of these KB5. government agencies in the areas of safety, health and security and their norms and services
Writing Skills
You need to know and understand how to:
SA1. complete accurate, well written work with attention to detail
Reading Skills
You need to know and understand how to:
SA2. read instructions, guidelines, procedures, rules and service level agreements
Oral Communication (Listening and Speaking skills)
You need to know and understand how to:
SA3. listen effectively and orally communicate information accurately
Professional Skills
Decision Making
You need to know and understand how to:
SB1. make a decision on a suitable course of action
Plan and Organize
You need to know and understand how to:
SB2. plan and organize your work to meet health, safety and security requirements
Customer Centricity
You need to know and understand how to:
SB3. build and maintain positive and effective relationships with colleagues and customers
Problem Solving
You need to know and understand how to:
SB4. apply problem solving approaches in different situations
Analytical Thinking
You need to know and understand how to:
SB5. analyze data and activities
Critical Thinking
You need to know and understand how to:
SB6. apply balanced judgments to different situations
Attention to Detail
You need to know and understand how to:
SB7. check your work is complete and free from errors
SB8. get your work checked by peers
Team Working
You need to know and understand how to:
SB9. work effectively in a team environment
Technical Skills
You need to know and understand how to:
SC1. identify and refer anomalies
SC2. help reach agreements with colleagues
SC3. keep up to date with changes, procedures and practices in your role
Guidelines for Assessment:
- Criteria for assessment for each Qualification Pack (QP) will be created by the Sector Skill Council (SSC). Each performance criteria (PC) will be assigned Theory and Skill/Practical marks proportional to its importance in NOS.
- The assessment will be conducted online through assessment providers authorised by SSC.
- Format of questions will include a variety of styles suitable to the PC being tested such as multiple choice questions, fill in the blanks, situational judgment test, simulation and programming test.
- To pass a QP, a trainee should achieve 70% aggregate.
