4. Value Method Job Plan

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   6. Presentation Phase

      The presentation of the value study results is in two forms: written and oral. No matter how good the quality of the work up to this point, it will not be used if no one is made aware of it and its value, i. e., presented. At least one written report is required. It is highly recommended that two reports be generated; one for the oral presentation (Presentation Report) and one that is has been through a final review process (Final Report). The Presentation Report is for use in the oral presentation and is considered to be similar to a second draft of a report. It should be expected to contain some errors or omissions that will be corrected in the Final Report.

      The purpose behind the value study is to generate good decisions. The written report is the most effective tool to do this. The standardized style has been established to guide the team to an appropriate value-based result that enhances value for the various customers. Its use ensures that the necessary documentation and support for a high-quality decision technique was used and that the perceived value enhancement is present. The report is usually the supporting document for reporting study results to management, oversight organizations, and oversight staff.

      By definition, the concepts placed in report form as "alternative proposals" have been fully developed to display enough "added value," by monetary or non-monetary measurements. They have displayed sufficient projected benefits such as: usefulness, reduced cost, increased income, more timely results, etc.; such that, if adopted, their worth outweighs the concept's potential disadvantages, risks, and cost. (Finding anything that does not entail some disadvantage and/or risk is rare.)

      1. Oral Presentation. The oral presentation is when everyone meets with the involved parties and decision-makers to present the value study results. After presenting the results, they obtain feedback in the form of clarification quiries. Usually only one meeting is needed, but on occasion, due to distance or other problems, separate presentations to the client, owner, users, or others are needed.

         Usually, all team members participate in the oral presentation. This shows support by the entire team. Presentation by the person who generated much of the proposal allows the person with the most knowledge about that particular proposal and project feature to ensure their concepts are understood. The value study team should determine which areas they are going to be presenting. Generally, each team member should present their own developed proposal(s) and any further items for additional study that had potential for value enhancement that they generated. To speed things along, sometimes only one member will present the items for study. However, this is not advisable, as many benefits are obtained when EVERY team member presents their parts of the report.

         Hints and Suggestions

         1.) Presentation suggestions to everyone that will be presenting may be appropriate. Again, all team members should participate in the presentation. However, not everyone makes a presentation on a regular basis and some may feel nervous. Remember that most of the people in attendance are colleagues. In addition, most of the people in attendance are already known to the study team. The presentation is an information meeting, not an acting career. Most people are very forgiving of presentation style in such settings, thus nervousness in presenting to this group is unlikely to be warranted.

         2.) Be as concise as you can be, but make sure everyone attending the meeting understands what you are meaning to convey. In meetings of more than 20-people, it usually a good plan to ask people to hold their questions untill the discussion period. This is done so that the presentation period can be held to a minimum for those who must leave early. If a question is asked when you are presenting, it is usually best to briefly respond with a very short answer and a notation that the question should be brought up again for detailed discussion during the discussion period. The people attending the presentation include the activity team, management, some of the consultants, the Value Program Review Board (or at one representative), the client, and occasionally some of the users. A "typical outline" with the recommended times and details of the information presented is shown in the table below.

         Sample Presentation Outline
         Introduction	4-minutes	Introduce the value study team members and their roles in study activity. Introduce others if the number attending is small enough and appropriate from a courtesy standpoint.
         Review Report Organization	1-minute	If the report is issued before the oral presentation, briefly review the locations of the more major sections in the written report, so that the attendees can follow along in discussions.
         Decision Process	5-minutes	Briefly describe how decisions were made and the key points that influenced the proposals being presented.
         Recommended Proposals	30-minutes	As concisely as possible, describe the proposals, their worth and costs (disadvantages and money). Proposals often need to be "sold."
         Suggested Additional Items for Further Consideration	10-minutes	Briefly describe the items that were determined to be of enough potential value that they are presented for further consideration; if appropriate
         Summary and Feedback Request	5-minutes	Clarify any loose ends, notify when the final report is to be transmitted, and request feedback of results for Verification Phase.
         Moderated Discussions	10-minutes	Use a moderator for queries and discussions to clarify points. Notes are taken of points missing in Presentation Report for inclusion into the Final Report.

         
         

         3.) When an overhead is being used, if you can read it from the projector in front of you, the people in the room can read it on the screen. Also the screen cannot hear you so if you talk to it, neither can the attendees. Remember that if you talk towards a screen the screen muffles the sound. Face and talk to the attendees. Use the fact that the overhead in front of you can be read by you. Use the "six-foot" rule. If you place an overhead on the floor and stand above it, if you are a person with normal sight (corrected or otherwise), it should should be capable of being read by those that will be seated and looking at the screen. This means that on an overhead, you can use it to guide you in your presentation. Talk to everyone. Don't focus on just one person. It makes them uncomfortable and makes everyone else feel left out of the presentation. Finally, if possible, do a dry run of the oral presentation.

         4). The team wants to make a good impression and sell the proposal they developed. They believe in their proposals. However, in an effort to present your ideas, remember to stay realistic. Almost everything has an up side and a down side. Present both sides equally and explain why the team feels the "up" outweighs the "down." If no one could think of a down side, say it that way. If it was determined that it is necessary to have any "bombs" dropped, it is best to do it diplomatically. (Preferably, do this separately and not in a presentation where many others are in attendance.)

         5.) At the conclusion of a value study, everyone involved has some good ideas to share. However, perception is a strong factor in acceptance. It helps to make a good impression.

         6.) Ensure that all required members; management, clients, customers, and others; are present. Pass the sign up sheet for the oral presentation of the Presentation Report around the room. When the value study team and attendees are ready, the report is presented. (See the Presentation Guide for the typical method for the reporting phase.)

         7.) Collect the overheads used in the presentation for use in any future presentations. Place them in the file for the study. Place the report originals in the file too. Collect all supporting documents needed and remaining reports not distributed. Remember to be courteous. Clean and clear out the presentation and value study room used before you leave after the oral presentation meeting.

      2. Written Report. The Value Method specifies that recommended proposals and the support for the decision process be placed in written documentation. This is done even if the value study is being done by the same person as will be making the decision (for example, an individual value study for your own work). There are many reasons for this, but the strongest arguments are that it helps people generate clarity in their minds of the details involved, and gives a reference document to refer to long after the decision has been made, implemented, and the reasons for it all have been clouded by time and events.
         

         1.) Presentation Report. The drafts of the written report for the presentation are used during the development process to guide the activities and help assure that a high value solution is being worked on during that process. The edited results are then used during the oral presentation. The decision-makers present at the oral presentation may have comments and queries that need clarification in the final product. This is not to say that the work was not done, just that the written report needed more clarity in order to avoid decision-makers having to contact someone for details.
         

         2.) Final Report. If all goes well, modifications of the Presentation Report needed to turn it into a Final Report will be small. It will only need to be stripped of any proprietary or internal supporting documents to avoid disclosure requirements (if necessary). However, if extensive editing of the report is required exceeding more than simple typographical restructuring, the study team members should receive a copy of the report and be requested to provide comments for inclusion into the revised report. The Value Method use is a cooperative effort and, in a team environment, the report is a team report. Thus it would be poor policy to issue the report with substantive changes from that shown in the Presentation Report, unless the team agrees with the changes. All team members should receive a courtesy copy of the Final Report. The cover letter to the activity or its design group should reiterate the need for feedback and the purpose of the Verification Phase in the Value Method job plan.

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