# Presentation: 822910

## FY 2003Performance Management Plan PresentationConduct Fire Prevention Services

**Team Members:   **
- J. P. McCabe, P.E.  Fire Marshal, DFM, ORS
- Samuel A. Denny, P.E.  Deputy Fire Marshal, DFM, ORS
- Robert C. Beller, P.E.  CQM Contractor to the DFM, ORS
- Office of Research Services
- National Institutes of Health
**Date: January 21, 2004**

**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**
- PMP Template .............................................................      4
- Customer Perspective....................................................      7
- Internal Business Process Perspective..............................     13
- Learning and Growth Perspective....................................     19
- Financial Perspective.....................................................    24
- Conclusions ...............................................................     29

**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.  

## Table of Contents (cont.)

**Appendix**
- Pages 2 and 3 of  the PMP template...........................................................         32

**Notes:**
Include in the Appendix of your Performance Management (PM) presentation all objectives, measures, and graphs on your Performance Management Plan (PMP) that you didn’t include in the main portion of your presentation.  Insert the numbering and titles on this page to reflect your particular numbering system and graphs.     

## Slide 4

**Notes:**
Insert page 1 of your Performance Management Plan (PMP) here.  This is an example from the Office of Quality Management (OQM) PMP.  Replace the figure shown here with page 1 of your PMP.   
To copy an Excel chart, diagram, graph, Visio chart, or MS Word narrative into PowerPoint:
1.  Copy selected chart/diagram/graph/ text in Excel/Visio/Word
2.  In PowerPoint, insert a new slide on which to paste your chart/diagram/graph.  Note when selecting a new slide on which to paste a graphic, you will want to select the slide type that only has a text box for a title, and the rest of the slide is blank. To insert a slide, choose “Insert”, then “New Slide” from the menu, select the type of slide to insert, and then click “OK”.
3.  Once you have positioned your cursor onto the new blank slide on which you want to import your graphic, choose “Edit” and then “Paste Special” from the menu.  By using “Paste Special” instead of just paste, you will help to keep the size of your file manageable.  
  Resize the copied object if necessary.  To do this, click on the graphic to select it - selection is demonstrated by the object being highlighted and little boxes around the image.  Use your mouse to change the size and location of the image by clicking on either the side or corner of the image and moving it.  If the resizing does not work well, you may want to try resizing the chart or graph in Excel first, and then importing it into PowerPoint.

## Relationship Among Performance Objectives

- The DFM’s primary objective is to provide a fire-safe work environment for all NIH facilities
- The DFM also seeks to work within the ORFDO time restrictions for design reviews, submittal reviews and construction inspections
- Other objectives support these objectives as shown in the strategy map

**Notes:**
On this slide, discus the relationships among your performance objectives on your PMP.  If you wish to use the strategy map diagram as a means to display these relationships, feel free to do so. Insert bullet statements summarizing your findings from your customer segmentation graphs, or insert the actual graphs if you desire.  
If you want to insert a diagram here, you will need to add additional blank slides to your presentation, and import your graphics to that slide. 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.  

## Relationship Among Performance Objectives

## Customer Perspective

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

## Customer Perspective

**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.   

## C1A:  Percent of Design Projects Reviewed

- The DFM is intimately involved in all large projects – during both design review and construction inspection
- A review of Building 10 data in FY02 indicated the DFM was only reviewing approximately 33% of projects during design
- FY03 data shows a slight drop in the number of projects sent to the DFM for design review
- The NIH Building Permit Process will hopefully increase this percentage
- An Occupancy Permit Process is also greatly needed

**Notes:**
You may decide that it is better to report some data in a text format instead of a graphical format.  Here is an example of a measure from the OQM PMP that does just that.  Again title the slide so it indicates the number of the measure (and it’s corresponding objective).  Here is the second measure (b) for the first customer objective (C1) on the OQM template.  You can see if you look back at the slide on page 7 that the title corresponds to what is listed on the OQM PMP for the second measure for the first customer objective.  

## Customer Perspective (cont.)

**Notes:**
Increasing customer satisfaction with our service delivery is a common objective for all teams.  Thus all teams need to report on this objective, and must be part of your main presentation.  This is an example of how the objective should be displayed.  This example shows the customer satisfaction objective from the OQM PMP.  Replace this diagram with the corresponding row in your PMP for the customer satisfaction objective.  To do this, 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 Service Scorecard Methodology

- Use a multi-method approach to gather data from DFM  customers during FY04
- Gather perceptions of the NIH population regarding fire safety and fire prevention by providing 2 questions on the ORS Customer Service Scorecard Assessment (March 2004 time frame)
- Design and deliver a point-of-service survey for ORFDO Facility Managers with Fire Safety Survey Reports
- Ask them to complete the survey based on the service provided by the DFM during the course of the past year
- Will focus initially on only the most significant buildings in terms of size on the NIH Bethesda campus
- Design and deliver a point-of-service survey for ORFDO Project Officers regarding service provided in design reviews and construction inspections
- Include ORFDO Project Officers for both capital projects and smaller alteration projects
- Interview the Clinical Center Safety Officer to ensure the DFM is providing support as needed

**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.    

## Customer PerspectiveWhat actions are planned?

- Work with the ORFDO to ensure all projects are reviewed in design and inspected during construction
- Conduct the ORS Customer Service Scorecard assessment in FY04
- Conduct a customer survey of the ORFDO Project Officers and Facility Managers
- Conduct an interview with the Clinical Center Safety Officer

**Notes:**
Use this slide to discuss the actions you plan to take based on the data gathered and analyzed in this perspective. This is an example of the actions planned from the OQM analyses reported here.  You will want to replace the bullets with your own conclusions for data reported in the customer perspective.  

## Internal Business Process Perspective

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

## Internal Business Process Perspective

**Notes:**
Select the most important objectives from your PMP in the internal business process perspective that you want to focus on in the main presentation.  This example shows an internal business process objective from the OQM PMP.  Replace this diagram with the corresponding row(s) in your PMP for the internal business process objective you would like to highlight.  To do this, 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.   

## IB1B – Turnaround Times (Part One)

**Notes:**
Decide which measures you will present data for in your main presentation as they relate to the objectives you have selected.  Indicate through the title with the proper numbering and corresponding name of the measure (from your PMP) which data you are graphing.  If you have any questions refer to the examples in the customer perspective section.  

## IB1B – Turnaround Times (Part Two)

## Internal Business Process PerspectiveWhat does the data tell you?

- Turnaround times are increasing
- % reviewed in 14 days or less decreasing
- Construction inspection work increasing
- More occupied square footage will mean the potential for more renovation projects
- Adding DFM services for Ft. Detrick and NIH leased facilites will add more renovation projects
- Full implementation of the Building Permit Process will add even more renovation projects

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

## Internal Business Process PerspectiveWhat actions are planned?

- Incomplete submissions will be returned (rather than keeping them open while waiting on additional information)
- Expedited reviews will not be offered as a service (DFM Fire Protection Engineers will try to accommodate such requests when possible)
- The addition of a 5th contract Fire Protection Engineer in FY05 is projected to accommodate the projected increase in workload
- The DFM will add measures to flag submittals approaching the 14 day maximum turnaround time limit

**Notes:**
Use this slide to discuss the actions you plan to take based on the data gathered and analyzed.  

## Learning and Growth Perspective

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

## Learning and Growth Perspective

**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.

## LG1A – Fire Protection Inspector Staffing Levels (Based on 10/02 Data)

**Notes:**
Decide which measures you will present data for in your main presentation as they relate to the objectives you have selected.  Indicate through the title with the proper numbering and corresponding name of the measure (from your PMP) which data you are graphing.  If you have any questions, refer to the examples in the customer perspective section.  

## Learning and Growth PerspectiveWhat does the data tell you?

- The DFM is currently understaffed with respect to Fire Protection Inspectors
- Several new buildings are coming on line, in particular the new Clinical Research Center
- Two current Fire Protection Inspector positions could be vacant within the next year based on planned retirements

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

## Initiation of a Fire Protection Inspection Services contract in FY04
The hiring of two contract Fire Protection Inspectors has been budgeted in FY04
ORS Management has committed to fill vacant Fire Protection Inspector positions with contractors
An increase in scope for the DFM (leased space, Ft. Detrick) will result in the need for more personnel resources

- The hiring of two contract Fire Protection Inspectors has been budgeted in FY04
- ORS Management has committed to fill vacant Fire Protection Inspector positions with contractors
- An increase in scope for the DFM (leased space, Ft. Detrick) will result in the need for more personnel resources

**Learning and Growth Perspective****What actions are needed?**

**Notes:**
Use this slide to discuss the actions you plan to take based on the data gathered and analyzed.  

## Financial Perspective

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

## Financial Perspective

**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.  

## Unit Cost Data and Calculation

**DS1 – Engineering Reviews/Inspections****$995,000 FY03 budget for DS1****243 (design reviews) + 228 (submittal reviews) + ****  696 (inspections) = 1167 units****DS1 Unit Cost = $852.61****DS2 – Existing Facility Surveys****$92,000 FY03 budget for DS2****9,535,000 sq. ft. = 9,535 units (1000 sq. ft. of building area)****DS2 Unit Cost = $9.65****DS3 - Training****$141,955 FY03 budget for DS1****2,466 employee hours trained****DS3 Unit Cost = $57.56**

**Notes:**
All teams need to report their unit cost measures for ALL their discrete services.  This can be done graphically or in a text slide.  When reporting this information, compare your unit cost in FY02 to the unit cost in FY03 if possible.  

## Financial PerspectiveWhat does the data tell you?

- The cost data provided to the DFM by the OBSF varies significantly from FY02 to FY04
- Trends cannot be developed until the cost data basis is consistent from year to year
- The current CQM Fire Protection Engineering Services contract costs remain competitive with other local fire protection engineering firms

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

## Financial PerspectiveWhat actions are planned?

- Develop unit costs with consistent cost data
- Initiate DS4 in FY04

**Notes:**
Use this slide to discuss the actions you plan to take based on the data gathered and analyzed.  

## Conclusions

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

## Conclusions from the PMP

- Turnaround times are increasing and will be monitored more closely [DS1]
- The pilot program for the NIH Building Permit Process was initiated in FY03 [DS1]
- The Building Permit Process will be expanded in FY04 [DS1]
- An Occupancy Permit Process needs to be implemented [DS 1]
- A new Fire Protection Inspection Services contract will be initiated in FY04 [DS2]
- The tracking of operational deficiencies documented by the DFM during annual fire protection surveys will be initiated in FY 04 [DS2]
- An increase of training outreach will be pursued in FY 04 [DS3]
- The DFM has taken the responsibility for all fire-safety related policies, guidelines and specifications [DS4]

**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

- 	Pages 2 and 3 of template...............................       32

**Notes:**
Include the additional performance objectives, measures, and analyses in the Appendix that were not covered in your main presentation.  This will allow anyone reviewing your presentation to obtain the full picture of your PMP and how the team came to it’s conclusions and recommendations.  Again, refer to page 4 of this presentation for directions on how to insert charts/diagrams/graphs from other programs into PowerPoint.  

## Template Page 2

## Template Page 3