# Presentation: 157396

## Performance Management Presentation  Division of Bioengineering and Physical Science

**Team Members:**
**   **
- Henry Eden (Leader), Pete Bungay and Jim Ellis
- ORS
- National Institutes of Health
- Acknowledgement:
- This presentation would not have been possible without the encouragement, training and guidance of the Office of Quality Management’s staff and consultant.
- Thank you.
**December 2003**

**Notes:**
This template is designed to assist you in assembling your presentation for the Performance Management (PM) Conference, which will be held at the Natcher Conference Center on Wednesday, 21 January 2004.  All Performance Management (PM) teams will prepare a presentation.  You will need to have your presentation reviewed by your management prior to submitting it to OQM.   OQM must receive your final PowerPoint presentation file by Friday, 9 January.  Please email this file to kaplanc@ors.od.nih.gov.  Note that this template provides guidance and that you should not limit your report/presentation to the examples provided in it. Realize you are currently in the Notes Page View, where you will find advice on how to put together your ASA Presentation.   To view your slides as they will appear in Power Point, click on View and select Normal.  To return to the this view, click on View and select Notes Page.  

## Table of Contents

**Main Presentation**
- PM Template .................................................................
- Customer Perspective.................................................................
- Internal Business Process Perspective................................................................
- Learning and Growth Perspective................................................................
- Financial Perspective.......................................................
- Conclusions and Recommendations.......................................................

**Notes:**
This Table of Contents lays out a recommended structure for your PM presentation.  Notice this page describes the Main Presentation.  Keep in mind that you have approximately 30 minutes for the presentation, including questions from the audience.   The means you will need to select one or two objectives per perspective from your Performance Management Plan (PMP), one or two measures for each objective selected, and the corresponding data and graphs for each of the measures selected.  All the remaining objectives, measures, graphs, and interpretation for your PMP should be placed in the Appendix.  

## Performance Management Plan (PMP)Division Approval/Date:	July 16, 2003	Associate Director Approval/Date:Service GroupConduct Collaborative ResearchDiscrete Service(s)DS1:  Conduct collaborative bioengineering and physical science researchValue PropositionDBEPS contributes to the advancement of NIH research by the integration of engineering, mathematics, and the physical sciences into the solution of problems in biology and medicine.  We strive to operate in a cost-effective manner that is convenient for our collaborators, while maintaining the highest standards of quality and creativity.Service Strategy__	Operational Excellence				__	Growth__	Customer Intimacy				_X	Sustain_X	Product Leadership				__	HarvestStrategy DescriptionWe work with NIH intramural collaborators to develop experimental methods, instrumentation, and theoretical models that contribute toward solutions of problems in biology and medicine.  We follow technological trends and strive to anticipate how they may apply to the long-term needs of the NIH intramural research program.  We serve as a liaison to non-NIH organizations to obtain, communicate, and interpret information on technological resources and developments to solve intramural research problemsTeam LeaderHenry S. Eden, M.D., Ph.D.Team MembersPeter Bungay, Ph.D. and James Ellis, Jr., Ph.D.

## Relationship Among Performance Objectives

**--- ****	****relationship between objectives in different perspectives**
**___**** ****	****relationship between objectives within a perspective**
**	****most important objectives**

**Notes:**
The strategy map shows the relationship among the objectives and which objectives (in yellow) are most important.

## Customer Perspective

**DBEPS**

**Notes:**
Transition Slide for your Customer Perspective data and findings.

## Customer Perspective

| Objective | Measure | FY 03 Target | FY 04 Target | FY 05 Target | Initiative | Owner |
| --- | --- | --- | --- | --- | --- | --- |
| C1:  Work with collaborators to develop integrated engineering, mathematical, and physical science solutions to problems in biology and medicine. | C1a:  # of publications (journal articles, books, book chapters) by FY

C1b:  # of presentations, conferences, etc.

C1c:  # of patents (applied for, pending, issued)
 | Maintain 3yr average

Establish 3yr average

Establish 3yr average | Maintain 3yr average

Maintain 3yr average

Maintain 3yr average | Maintain 3yr average

Maintain 3yr average

Maintain 3yr average | Tabulate Data

Tabulate Data

Tabulate Data |  |

**Notes:**
Select which of the customer objective(s) are most important in the PMP, and use those objectives in the main part of the presentation. Place each objective you want to highlight on it’s own slide.  This is an example of how the objective should be displayed.  This example shows a customer perspective objective from the OQM template.  Replace this objective with your own customer objective.  Copy the appropriate row(s) from your PMP and insert it on this slide. Refer to page 4 of this presentation in the notes for directions on how to insert Excel charts into PowerPoint.  Your PM consultant or OQM staff can also assist you if you have difficulty.   

## Customer PerspectiveContinued

| Objective | Measure | FY 03 Target | FY 04 Target | FY 05 Target | Initiative | Owner |
| --- | --- | --- | --- | --- | --- | --- |
| C2:  Strive to anticipate collaborator needs | C2a:  Description and # of new technologies developed and applied

 | Establish 3YR baseline

 |  |  |  |  |

**Notes:**
Select which of the customer objective(s) are most important in the PMP, and use those objectives in the main part of the presentation. Place each objective you want to highlight on it’s own slide.  This is an example of how the objective should be displayed.  This example shows a customer perspective objective from the OQM template.  Replace this objective with your own customer objective.  Copy the appropriate row(s) from your PMP and insert it on this slide. Refer to page 4 of this presentation in the notes for directions on how to insert Excel charts into PowerPoint.  Your PM consultant or OQM staff can also assist you if you have difficulty.   

## Customer PerspectiveContinued

| Objective | Measure | FY 03 Target | FY 04 Target | FY 05 Target | Initiative | Owner |
| --- | --- | --- | --- | --- | --- | --- |
| C3:  Increase Customer Satisfaction | C3:  ORS Customer Scorecard

 | Assess every other year. |  |  |  |  |

**Notes:**
Select which of the customer objective(s) are most important in the PMP, and use those objectives in the main part of the presentation. Place each objective you want to highlight on it’s own slide.  This is an example of how the objective should be displayed.  This example shows a customer perspective objective from the OQM template.  Replace this objective with your own customer objective.  Copy the appropriate row(s) from your PMP and insert it on this slide. Refer to page 4 of this presentation in the notes for directions on how to insert Excel charts into PowerPoint.  Your PM consultant or OQM staff can also assist you if you have difficulty.   

## Publications (Chapters, Books, Papers) by Year

**Publications (Chapters, Books, Papers) by Year**

## Presentations—FY03

## Patents FY03

## Examples of New Technologies by DBEPS—FY03

## Customer Scorecard Methodology

- DBEPS’s scores on last year’s customer survey were:  9.74 out of 10.0  (compared to 8.56 for ORS as a whole) for “competence, convenience, availability, and handling of problems”, and 9.68 out of 10.0 (compared to 8.27 for ORS as a whole) for “quality, timeliness, reliability and cost”.
- To minimize the burden on our collaborators we will administer the survey every other year.

**Notes:**
It is also required that all team include in the main presentation a summary how they are using the ORS Customer Scorecard to gather customer satisfaction and needs data.  If you conducted a survey in FY03, briefly discuss the method you used to gather the data.  If you didn’t do a survey in FY03, summarize how you plan to use the ORS Customer Scorecard to gather data in FY04.  If your team is using additional means to gather customer data (e.g., interviews, focus groups, logs), summarize those methods here.    

## Internal Business Process Perspective

**Notes:**
Transition Slide for your Internal Business Process Perspective data and findings.

## Internal Business Perspective

| Objective | Measure | FY03 Target | FY04 Target | FY05 Target | Initiative | Owner |
| --- | --- | --- | --- | --- | --- | --- |
| IB1:  Maintain Highest Level of Quality | IB1a:  # of new collaborations by fiscal year

IB1b:  # of retained collaborations by fiscal year

IB1c:  Strategic Review by External Panel | Establish baseline

Establish baseline

At discretion of leadership of the IRP |  |  |  |  |

## Continuing and New Collaborations FY03

## Total Collaborations by Fiscal Year

- FY2002			89
- FY2003			92

## Review by External Panel

- DBEPS’s contributions to projects are reviewed on an ongoing basis by the Boards of Scientific Counselors of our collaborating PI’s institutes.

## Internal Business Process Perspective

- The number of DBEPS’s collaborations has increased over last year
- The area of greatest growth of new collaborations is with NIAID

**Notes:**
Use this slide to make bulleted statements about what you learned from the data you reported in this perspective.  

## Learning and Growth Perspective

**Notes:**
Transition Slide for the Learning and Growth Perspective.

## Learning and Growth Perspective

| Objective | Measure | FY03 Target | FY04 Target | FY05 Target | Initiative | Owner |
| --- | --- | --- | --- | --- | --- | --- |
| LG1:  Develop staff to meet anticipated needs. | LG1a: Attendance at instrumentation shows, technical courses, technical workshops, courses, seminars, scientific meetings

LG1b:  Membership in professional societies | Baseline

Baseline |  |  |  |  |

**Notes:**
Select the most important objectives from your PMP in the Learning and Growth perspective that you want to focus on in the main presentation.  Then copy that row from your PMP and insert it on this slide. Refer to page 4 of this presentation in the notes for directions on how to insert Excel charts into PowerPoint.  Your PM consultant or OQM staff can also assist you if you have difficulty.   This slide shows an example from the OQM template, and you will want to replace this slide with your own.

## Learning and Growth PerspectiveContinued

| Objective | Measure | FY03 Target | FY04 Target | FY05 Target | Initiative | Owner |
| --- | --- | --- | --- | --- | --- | --- |
| LG3:  Evaluate new technologies and, when appropriate, invest in them | LG3a: Description and # of existing technologies evaluated by staff
 | Establish baseline

 |  |  |  |  |

**Notes:**
Select the most important objectives from your PMP in the Learning and Growth perspective that you want to focus on in the main presentation.  Then copy that row from your PMP and insert it on this slide. Refer to page 4 of this presentation in the notes for directions on how to insert Excel charts into PowerPoint.  Your PM consultant or OQM staff can also assist you if you have difficulty.   This slide shows an example from the OQM template, and you will want to replace this slide with your own.

## Examples of Instrumentation Shows, TechnicalCourses, and Scientific Meetings Attended--FY03 

- AMIRA Software Training
- Analytical Ultracentrifugation Workshop at U. Connecticut
- Annual Meeting of American Institute for Medical and Biological EngineeringBiophysical Society Meeting
- CHI's Biomems & Nanotech World Conference
- CIT Computer Networking Course
- Fall Workshop on Biotech and Commercial Applications of MEMSInternational Conference on In Vivo Methods, Karolinska Institute
- Matlab Fundamentals and Programming TechniquesMicroscopy and Microanalysis Conference
- NHGRI:   Current Topics in Genome Analysis
- Partial Differential Equations and Multiphysics Modeling Using Femlab 2.3
- Protein Society Meeting
- Splicing 2003--2nd Annual Conference on RNA Splicing in Human Pathologies
- Workshop on Materials and Fabrication Technologies for MEMS and NEMS
- Principles of Pharmacokinetic Data Analysis: Modeling and Simulation
- User Meeting for the Advanced Photon Source, Argonne National Labs

## Examples of Society Memberships FY03

## Examples of Existing Technologies Evaluated—FY03

## Learning and Growth Perspective

- DBEPS staff members continue to update their skills through participation in courses, workshops, seminars, etc.
- Staff members continue to innovate and introduce new technologies for application in their collaborations.

**Notes:**
Use this slide to make bulleted statements about what you learned from the data you reported in this perspective.  

## Financial Perspective

**Notes:**
Transition Slide for the Financial Perspective.

## Financial Perspective

| Objective | Measure | FY03 Target | FY04 Target | FY05 Target | Initiative | Owner |
| --- | --- | --- | --- | --- | --- | --- |
| F1:  Maximize use of assets | F1a:  Percent of total collaborative effort expended on behalf of specific ICs by FY

F1b:  Percent of total effort devoted to collaboration  |  |  |  |  |  |
| F2:  Minimize the unit cost of conducting collaborative bioengineering and physical science research at a defined service level | F2a:  Unit cost of a collaborative year by FY |  |  |  |  |  |

**Notes:**
Minimizing unit cost at a defined service delivery level is a common objective for all teams.  Thus all teams need to report on this objective in the main presentation.  

## Percent of Total Effort Devoted to Collaborations—FY2003

**Notes:**
Insert bullet statements summarizing your findings from your customer segmentation graphs, or insert the actual graphs if you desire.  

If you have more than one graph, you will need to add additional blank slides to your presentation, and import your graphics to those slides. To insert a slide, choose “Insert”, then “New Slide” from the menu, select the type of slide to insert, and then click “OK”.
Refer to page 4 of this presentation for directions on how to insert charts/diagrams/graphs from other programs into PowerPoint.  

Ideas for summarizing your Customer Segmentation Data:
Which segments are your primary customers?  
Which NIH customers are not currently your customers?  Why?
If you have multiple year data, how has your customer base changed over time?
What does the information show about who you are and are not serving?  What does this mean for your service area?
Have you chosen growth as your service strategy?  If so, how is this reflected in your chart (i.e., which segments will you target for growth)?

## Unit Cost of a Collaborative Year

## Financial Perspective

**Number**** ****of**** ****Staff**

**Financial Perspective**
**Staffing Level and Composition**

**Notes:**
Transition Slide for your Financial Perspective data and findings.

## Financial Perspective

- In FY02 DBEPS scientific staff devoted 67% of their time to collaborations.  In FY03 this percentage was 63%.  The decrease followed loss of some collaborations, attributable to inability of the collaborating labs to pay during a time of restricted budgets.
- In both years the percentages of DBEPS’s scientific staff time devoted to collaborations were approximately 70% -- the percent of our budget to be cost-recovered through the SSF for collaborations.

**Notes:**
Use this slide to make bulleted statements about what you learned from the data you reported in this perspective.  

## Financial Perspective--Continued

- The decrease in collaborative hours increased the unit cost of a collaborative year.
- Since 2001 DBEPS has tried to decrease the ratio of “senior staff” to “postdocs and technicians”.  In addition to providing a more varied mix of training and experience, suited to performing tasks of differing complexities, the decrease is intended to lower the unit cost of a collaborative year.

## Financial Perspective--Continued

- DBEPS has been successful--through retirements and recruitment--in decreasing the ratio of senior staff to postdocs and technicians.   The ratio in FY01 was 10:1.  The ratio in FY03 was 2:1
- The past year has shown that the current model for cost recovery can discourage ICs from collaborating with DBEPS.  DBEPS will work closely with the leadership of the intramural research program to seek alternate methods that promote full, efficient utilization of DBEPS’s unique and valuable capabilities.

## Conclusions

**Notes:**
Transition Slide for your Conclusions.  

## Conclusions from PMP

- DBEPS maintains a strong record of collaborations and publications in support of the intramural research program.
- DBEPS is succeeding in its effort to decrease the ratio of senior staff to postdocs and technicians.
- The current model for cost recovery has had he effect of discouraging collaborations.  This has decreased the base for DBEPS’s cost recovery and increased the unit cost of a collaborative year.  Such increases in unit cost can further discourage use, leading to a cost spiral.
- DBEPS needs urgently to work with leadership of the intramural research program to find an alternative method of cost recovery that will encourage full utilization of DBEPS’s unique  and valuable capabilities.

**Notes:**
Use this slide to summarize your conclusions from the PM effort.  Ideas for Conclusions:
What are your major findings based on all of the analyses you’ve conducted? 
What improvements has the group achieved thus far?
What initiatives are planned for FY04?

## Appendix

- C1a:    Bibliography (Journal Publications) 2003
- IB1a:   List of New Collaborations FY03
- IB1b:   List of Continuing Collaborations FY03
- LG2a:  DBEPS-Hosted Seminars FY03
- LG2c:  Visiting Scientists/Engineers FY03

##  Bibliography (Journal Publications) 2003

##  Bibliography (Journal Publications) 2003--Continued

##  Bibliography (Journal Publications) 2003--Continued

##  Bibliography (Journal Publications) 2003--Continued

##  Bibliography (Journal Publications) 2003--Continued

##  Bibliography (Journal Publications) 2003--Continued

##  Bibliography (Journal Publications) 2003--Continued

##  Bibliography (Journal Publications) 2003--Continued

##  Bibliography (Journal Publications) 2003--Continued

##  Bibliography (Journal Publications) 2003--Continued

##  List of New Collaborations FY03

##  List of New Collaborations FY03--Continued

##  List of Continuing Collaborations—FY03

##  List of Continuing Collaborations—Continued

##  List of Continuing Collaborations—Continued

##  List of Continuing Collaborations—Continued

##  List of Continuing Collaborations—Continued

##  List of Continuing Collaborations—Continued

##  DBEPS-Hosted Seminars FY03

## Guest Engineers/Scientists—FY03