Other Conventional Presentation Techniques

Bar charts serve as a useful tool for presenting data at technical meetings. Unfortunately, programs must be won competitively or organized in-house before technical meeting presentations can be made. Competitive proposals or in-house project requests should contain descriptive figures and charts, not necessarily representing activities, but showing either planning, organizing, tracking, or technical procedures designed for the current program or used previously on other programs. Proposals generally contain figures that require either some interpolation or extrapolation. Figure 13-14 shows the breakdown of total program costs. Although this figure would also normally require interpretation, a monthly cost table accompanies it. If the table is not too extensive, then it can be included with the figure. This is shown in Figure 13-15. During proposal activities, the actual and cumulative delivery columns, as well as the dotted line in Figure 13-15, would be omitted, but would be included after updating for use in technical interchange meetings. It is normally a good practice to use previous figures and tables whenever possible because management becomes accustomed to the manner in which data are presented.

Figure 13-11. Total program cost distribution (quantitative-pictorial bar chart).
Figure 13-12. Distribution of the program dollar.
Figure 13-13. Divisional breakdown of costs and labor hours.

Another commonly used technique is schematic models. Organizational charts are schematic models that depict the interrelationships between individuals, organizations, or functions within an organization. One organizational chart normally cannot suffice for describing total program interrelationships. Figure 4-10 identified the Midas Program in relation to other programs within Dalton

Figure 13-14. Total program cost breakdown.

ACTUAL

CUMULATIVE

CONTRACT

DEL! VER Y

DELIVERY

SCHEDULED

FEB

70

70

100

MAR

110

100

200

APR

7D

25 D

250

MAY

130

30D

300

JUN

130

510

ACTUAL DELIVERY

-40D

-300

TRACKING LINE

CONTRACT REQUIREMENTS

MAR APR

MAY JUN JUL

Figure 13-15. Delivery schedule tracking (line of balance).

-000

TRACKING LINE

CONTRACT REQUIREMENTS

-40D

-300

MAR APR

MAY JUN JUL

Figure 13-15. Delivery schedule tracking (line of balance).

Corporation. The Midas Program is indicated by the bold lines. The program manager for the Midas Program was placed at the top of the column, even though his program may have the lowest priority. Each major unit of management for the Midas Program should be placed as close as possible to toplevel management to indicate to the customer the ''implied" relative importance of the program.

Another type of schematic representation is the work flow chart, synonymous with the application of flowcharting for computer programming. Flow charts are designed to describe, either symbolically or pictorially, the sequence of events required to complete an activity. Figure 13-16 shows the logic flow for production of molding VZ-3. The symbols shown in Figure 13-16 are universally accepted by several industries.

Pictorial representation, although often a costly procedure, can add color and quality to any proposal. Pictorial sketches provide the customer with a document easier to identify with than a logic or bubble chart. Customers may request tours during activities to relate to the pictorial figures. If at all possible, program management should avoid pictorial representation of activities that may be closed off to customer viewing, possibly due to security or safety.

Block diagrams can also be used to describe the flow of activities. Figures 4-12 and 4-13 are examples of block diagrams. Block diagrams can be used to show how information is distributed throughout an organization or how a process or activity is assembled. Figure 13-17 shows the testing matrix for propellant samples. Figures similar to this are developed when tours are scheduled during the production or testing phase of a program. Figure 13-17 shows the customer not only where the testing will take place, but what tests will be conducted.

Figure 13-16. Logic flow for production of molding VZ-3.

Figure 13-16. Logic flow for production of molding VZ-3.

Block diagrams, schematics, pictorials, and logic flows all fulfill a necessary need for describing the wide variety of activities within a company. The figures and charts are more than descriptive techniques. They can also provide management with the necessary tools for decision making.

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Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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