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“Making the most of our dollars and sense”
Decision Support -It’s More Than Data Analysis
Karl A. Jehle
3 June 2016
Making the Most of Our Dollars and Sense
The CoE provides expert, on-demand, specialized financial analysis fordecision support to Air ForceInstallations & Major Commands
The CoE delivers• On-demand consultant support
• Clear, unbiased analysis
• Expert training
CoE Mission
2
Making the Most of Our Dollars and Sense
Decision
Decision Support Process
3
Problem
Analysis
Packaging
Making the Most of Our Dollars and Sense
Really about the Process The right analysis
• Good objective• Proper scope• Meets key information requirements of decision maker
Delivered at the right time• Before the decision has been made• Far enough in advance to accommodate necessary actions
Communicated in the right way• Presented in a manner best suited for the audience• Tailored to the requirements of the decision maker
4
Making the Most of Our Dollars and Sense
AF 8 Step Process
Background
Conclusion
Analysis
Implementation Plan
5
Making the Most of Our Dollars and Sense
AF 8 Step Process
Evaluate Alternatives
Make Decision
Background
Conclusion
Analysis
Implementation Plan
6
Implement
Evaluate
Making the Most of Our Dollars and Sense
Agenda
Identifying the Issue and Objective
Analyzing the Issue, Facts & Assumptions
Scoping the Analysis
Alternatives
7
Making the Most of Our Dollars and Sense 8
Keys to Success
Making the Most of Our Dollars and Sense 9
Identify the Issue
Define the purpose of the analysis• What is the problem/scope? Use root cause analysis
Identify the decision maker• Who will make the final decision?
Develop an objective statement• Keeps from solving the wrong problem
Making the Most of Our Dollars and Sense 10
Why Use Tools?
Uses critical thinking as lead-in to creative thinking• Critical thinking = root cause analysis and objective statement• Creative thinking = alternative development
Encourages objective perspective of issue
Some formats commonly understood - brainstorming
Should save time drilling down to problem
If the issue is not identified, the analysis can’t solve it
Making the Most of Our Dollars and Sense
Critical Thinking Tools
11
Affinity Diagram
Drill Down
Time Series
Decision Tree
5 W’s & H
Mind Mapping
Swim Lane
Flow Chart
Paretto Chart
Queuing
Influence Diagram
Six Thinking Hats
Statistics/Regression
Process Map
Causal Flow Diagrams
5 Why’s
Radar Chart
SWOT
LearningCurves
Sorting
Scatter Diagrams
Fishbone
Hypothesis Testing
Devil’s Advocate
Pros/ConsFixes
Making the Most of Our Dollars and Sense 12
Five Ws
Journalism based technique dating back to the early 1900s that is used in research to gather factual information
Designed to elicit a factual answer – yes or no is not an adequate answer
I keep six honest serving-men(They taught me all I knew);Their names are What and Why and WhenAnd How and Where and Who.
“The Elephant’s Child” by Rudyard Kipling
Making the Most of Our Dollars and Sense 13
Five Ws
Choosing whether to buy a car (and what kind)
Who: Me, the “commuter”
What: I think I need a “new” car
Where: City where I live (or maybe farther)
When: Before next Winter?
Why: “Old” car costing more to maintain and lacks features of newer models because of faulty heater, loose suspension, oil leak, and outdated technology
Problem: Car is not modern nor completely reliable -maintenance costs are increasing
Making the Most of Our Dollars and Sense 14
Affinity Diagram
Uses brainstorming
Allows large numbers of ideas to be sorted into groups for review and analysis
• Record ideas on small cards or notes• Look for ideas that are related• Sort into larger groups until all have been used
To organize facts, opinions, & issues into natural groups
Making the Most of Our Dollars and Sense 15
Affinity Diagram Example Before
Making the Most of Our Dollars and Sense
Affinity Diagram Example After
16
People
Spouse and 2 kids – teen is
driving
Limited budget
Already telework some
days
Good credit
Transport
Car paid off –out of
warranty
Family van for school/kids
Car unavailable
when in shop
Rising maintcosts
Environment
Winter is coming
20 miles from work
Some neighbors
work in same area
Public transport available
Making the Most of Our Dollars and Sense 17
5 Whys
Helps trace the chain of causality in a straight line from effect through to root cause
States the problem
Asks “why” until a root cause is determined
There can be more than one cause to a problem
“It’s not that I’m so smart, it’s just that I stay with problems longer.” – Albert Einstein
Making the Most of Our Dollars and Sense 18
Denver Real Life ExampleProblem: It takes hours to complete a TANF (Temporary Assistance for Needy Families) application in Denver.Why does it take so long?- Because the application is long and applicants are distracted by their children.
Why are applicants distracted by their children?–Because the children sit with their parents.
Why are their children with them during the application process?–Because they can’t afford a babysitter.
Why can’t they afford a babysitter?–Because they are in need of TANF.
Solution – provide babysitting during the application process
Making the Most of Our Dollars and Sense
Example of 5 Whys“I need a new car”
Friend: “Why do you need a new car?”– Answer: “I can’t afford the one I have anymore.”
Friend: “Why can’t you afford the one you have?”– Answer: “It costs too much to maintain and might affect my work.”
Friend: “Why does it cost too much and affect your work?”– Answer: “It has mechanical issues that cause it to be unreliable.”
Friend: “Why does it have mechanical issues?”– Answer: “It is 7 years old and stuff just breaks.”
Friend: “Why does stuff just break?”– Answer: “Honestly, I couldn’t afford preventative maintenance.”
Root Cause: Poor maintenance history
19
Making the Most of Our Dollars and Sense 20
Study Structure Evolves Objective (from effect)
Assumptions (from uncertainty)
Alternatives (from causes)
Making the Most of Our Dollars and Sense 21
Objective Statement
Sets the stage for the analysis
Must be unbiased
Should be succinct
Be reviewed by decision maker
Root cause analysis
Takes time to determine
Making the Most of Our Dollars and Sense 22
Objective Statement
Find best car to replace old oneGood
Find best option to replace carBetter
Find most efficient and effective option to meet transportation needs
Even Better
Making the Most of Our Dollars and Sense
Agenda
Identifying the Issue and Objective
Analyzing the Issue, Facts & Assumptions
Scoping the Analysis
Alternatives
23
Making the Most of Our Dollars and Sense 24
Analyze the Issue
Start gathering data• Determine background• Get different perspectives
Determine facts and assumptions
Determine evaluation criteria
Consider potential unintended consequences
May need to revise objective
Making the Most of Our Dollars and Sense 25
Know the Decision Maker
What is their background?• Biography• Exec/chief of staff
What is important to them?• Goals/expectations• Risk averse?
Starting an analysis• Get agreement on objective and scope
Making the Most of Our Dollars and Sense 26
Data Gathering
Background• Who needs transportation in the family• When is it needed and for how long• Available transportation• Costs: Insurance, repair, parking, fuel, lost time etc• Impact to work and private life• Weather and other environmental considerations• Disposable income and credit worthiness
Different perspectives• You• Spouse• Teen Driver• Other commuting neighbors• Boss• Others?
Making the Most of Our Dollars and Sense 27
Facts and Assumptions
What is known• Facts and laws• Ground rules and constraints • Regulations and guidance
What is uncertain• Items that are “assumed” to be true
Importance of key assumptions • Change/scope analysis/recommendation• Assume risk
Revisit throughout analysis
Making the Most of Our Dollars and Sense
What are some for our transportation question?
28
Facts and Assumptions
Fuel prices remain
constant
Availability ofother
transportation
Teen doesn’t
know how to drive manual
Job not changing
Old car can be
maintained
Spouse must have
transportation
Home location
not changing
Maintenance costs will
continue to rise
Discount/Inflation
Newer car
means less
problems
Period of Analysis
Base Year
Making the Most of Our Dollars and Sense 29
Evaluation Criteria
What is important to the Decision Maker?
Sample criteria for transportation dilemmaCosts Flexibility MPG Safety ErgonomicsRisks Capacity Reliability Transmission
Possible perspective• Benefits: Ensure family can get to work, school, doctor, store etc
in a safe and efficient manner• Flexibility: Do CoAs provide ability for multi-purpose usage?• Costs: What are the costs, can we afford them, and do the
benefits justify them?• Risks: Am I at risk to lose my job loss due to lateness
Making the Most of Our Dollars and Sense
Agenda
Identifying the Issue and Objective
Analyzing the Issue, Facts & Assumptions
Scoping the Analysis
Alternatives
30
Making the Most of Our Dollars and Sense
Scope and Design
Scope• Determine breadth/depth of analysis to address the problem• Derived from the objective
Design• Determine best structure to help the decision maker• Tailor within design
31
Making the Most of Our Dollars and Sense
Scope and Design Continuum Not a set of discrete categories
Several variables considered• Magnitude/level of decision• Factors important to the decision/decision maker• Analysis level of effort• Timeliness – observe, orient, decide, & act (OODA) loop• Legal/regulatory requirements
32
Making the Most of Our Dollars and Sense
Large
Medium
Small
Minutes Hours Days
Time Available
Scop
e of
Pro
ject
33
BCA
BCA
PrOACT TIME SERIES
Scope and Design Continuum
Back of Napkin
PrOACTTIME
SERIES
Making the Most of Our Dollars and Sense
Growing Scope Examples
Broken pipe
Facility
Base master plan
34
Making the Most of Our Dollars and Sense
Broken Pipe Scenario
Waterline breaks in ops admin facility Friday afternoon
Floods portion of office space
Damage to ceiling tiles and exposed asbestos
35
Making the Most of Our Dollars and Sense
Objective: Provide facility space for operations to continue in two days (Monday morning)
Other ops facilities are already too full
Not enough time for temporary facilities
Base gym only swing space available
Can cram functions into less affected areas of existing building and seal off the rest with plastic
36
Broken Pipe Scenario
Making the Most of Our Dollars and Sense
CE provides leadership a quick “back of the napkin” overview of alternatives, costs, and risks
Small scope analysis• Business case analysis?• Economic analysis?• Strengths, weaknesses, opportunities, threats (SWOT)?• Problem, objective, alternatives, consequences, tradeoffs
(PROACT)
37
Broken Pipe Scenario
Making the Most of Our Dollars and Sense
Paper rock scissors pic and transition
38
Making the Most of Our Dollars and Sense
Facility Scenario
Operations continue in cramped space
Portion of workspace sealed off due to asbestos
Mold forming in ceiling and spreading
Carpet worn and walls discolored
HVAC inefficient and requires frequent maintenance
Estimated repair/renovation costs exceed $2M
39
Making the Most of Our Dollars and Sense
Facility Scenario
CE thinks the repair/renovation project makes the most sense economically for this facility
Wants to make sure – compares to status quo and a new construction alternative
Leadership approval and additional funding will be required for all alternatives other than status quo
More formal economic or business case analysislikely required
40
Making the Most of Our Dollars and Sense
Facility Scenario
41
Recommend New Funding Required ($M)
Total Life Cycle Costs ($M)
Weighted Benefit Score
No -$ 6.8$ 10.0
Yes 15.5$ 24.6$ 24.0
No 35$ 43.4$ 24.0
Alternative
Status Quo
Renovation
New Construction
Making the Most of Our Dollars and Sense
Base Master Plan Scenario
42
Wing commander wants a broader perspective
Facility separated from other ops functions
Other base functions disjointed and use of facility space is inefficient, specifically CE facilities
Objective: What’s the best way to provide facilities for CE and Ops functions at Base X
Making the Most of Our Dollars and Sense
Base Master Plan Scenario
43
Larger scope analysis probably best tool – BCA
Avoids sub-optimizing at the individual facility
Can be referenced in associated smaller analyses
Making the Most of Our Dollars and Sense
Base Master Plan Scenario
44
NPV Primary Benefits Primary Risks Stakeholders (+) Stakeholders (-)
Status Quo $10M Getting the job done Inefficient opsBase ldrshp, personnel
Relocate into existing bldgs (no renovations) $12M
Improved mission efficiency
Timeliness, swing space,safety
Base ldrshp, personnel
Relocate into existing bldgs (w/ renovations) $80M
Improved efficiency/morale
Timeliness, swing space
Base ldrshp, Ops and CE personnel
Other base personnel
Optimize using existing (New Construction) $250M
Useful life/morale/ efficiency/safety Funding
Base ldrshp, Ops and CE personnel
MAJCOM/SAF, other personnel
Optimize w/ demo and New Construction $400M Maximum benefits Funding
Base ldrshp, personnel MAJCOM/SAF
Making the Most of Our Dollars and Sense
Agenda
Identifying the Issue and Objective
Analyzing the Issue, Facts & Assumptions
Scoping the Analysis
Alternatives
45
Making the Most of Our Dollars and Sense 46
Alternatives
After initial critical review of issue time to get creative
Provide “trade space’ for decision maker
Challenges with alternatives• Cannot analyze all• Hard to be exhaustive
When creating, don’t: • Create in a vacuum• Self limit• Limit by objective
Making the Most of Our Dollars and Sense 47
We can't solve problems by using the same kind of thinking we used when we created them. - Albert Einstein
Making the Most of Our Dollars and Sense 48
Alternatives
Status Quo• Current state of operations• Identify key deficiencies• Establish a baseline for performance
Additional alternatives• Describe each alternative• Show how it fixes the problem• More than one way
Hybrid alternative might be recommended"The best way to have a good idea is to have a lot of ideas."- Griff Niblack
Making the Most of Our Dollars and Sense
Brainstorm
49
Making the Most of Our Dollars and Sense 50
Time to Think
Status Quo
Delay until major repair
Used Car
New compact car
New midsize car
Limo
Public transportation
Taxi
Take van, give car to wife
Carpool
Bicycle
Work from home full time
What are some alternatives to our car issue?
Making the Most of Our Dollars and Sense 51
Alternatives
Feasible and infeasible alternatives
Analyze some
Talk briefly about others
Dismiss some outright
Status QuoUsed carNew compact or midsizeDelay until major repairCarpool
LimoTaxi
Take van, give spouse carBicyclePublic transportationWork from home full time
Making the Most of Our Dollars and Sense 52
Unintended ConsequencesWatch Out!!!
Walmart cost cutting measures resulted in increased shoplifting
Circuit city fired highest paid employees – lost market share to Best Buy
Complicated passwords leads to writing them down
Use-it-or-lose-it budget policies intended to lead to more efficient distribution of resources may cause end of year “frivolous” purchases
Making the Most of Our Dollars and Sense 53
DoD Application Flight simulators – lower cost, safer vs flying Issue – Where to place flight simulators Assumptions
• Simulators useful in meeting flight training requirements• Pilots unable to use simulators must conduct 24 hrs extra flying
Criteria• Cost – facilities and operators, TDY, flying hours, opportunity• Effectiveness/Efficiency – pilots trained with minimal wait
CoAs• Dispose of simulators as excess• Co-locate with other sims – minimize infrastructure/footprint• Place sims based on computer model – min cost & max use
Making the Most of Our Dollars and Sense 54
Data analysis is only one key part of DS
Need to fully understand the problem
Developing an objective is critical
Assumptions can change/scope an analysis
Multiple alternatives lead to a better choice
Various techniques available for use
Summary
Making the Most of Our Dollars and Sense
Try to do better than this!
“Making the most of our dollars and sense”
QUESTIONS?http://go.usa.gov/KWGh
[email protected](720) 847-2100DSN: 847-2100
Making the Most of Our Dollars and Sense
Question #1
Someone falls out of a thirty story building, but lives. With luck and their landing pad not being factors, how could they have survived the fall?
The person fell out of the first-story window.
A critical thinker might try to identify possible landing pads that would allow survival of a thirty-story fall, but the lateral thinker will realize that the scenario did not specify what floor the person fell out of. They can safely, within the logic of the scenario, conclude that the person fell out of a ground floor window.
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Making the Most of Our Dollars and Sense
Question #2
There are a dozen eggs in a carton. Twelve people each take a single egg, but there is one egg left in the carton. How?
The last person took the carton with the egg inside.
This question challenges our ability to break outside of patterns, and introduce concepts not provided in the context of the story. Since everyone else in the story takes a single egg, the last person taking the whole carton is a new, but not impossible
58
Making the Most of Our Dollars and Sense
Question #3
A boat has a ladder that’s ten feet long, and hangs off the side of the boat, with its last two feet submerged in water. If the ocean tide rises five feet, how much of the ladder will be underwater?
Two feet.
If the ocean rises, so will the boat, and the amount of ladder under the water will remain the same. A critical thinker might be tempted to work out the math in this obvious trick question, but a lateral thinker will spot the attempt at misconstruction.
59
Making the Most of Our Dollars and Sense
Question #4
There are ten birds perched on a fence. A farmer aims his rifle and shoots one. How many birds are left?
One – the dead bird that the farmer shot.
This is another trick question. Some people might want to answer seven, since the farmer only shot one bird, while others might want to twist the story and suggest the farmer indirectly killed the others while just firing a single bullet. The correct answer is one, because after the farmer fires a single shot, the other birds fly away, startled.
60
Making the Most of Our Dollars and Sense
Question #5
Assuming there are 5 Billion people on Earth, what would be the product if you multiply together the number of fingers (including thumbs) on every person’s left hand? If you don’t know, estimate how many digits are needed to answer the question.
Zero – it only takes one person with no fingers on their left hand for the product to be zero
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Making the Most of Our Dollars and Sense
Question #6
A man buys rice at $1 a pound and sells it for $.05 a pound to the poor in India? As a result he becomes a millionaire. How is this possible?
He is a philanthropist who started out as a billionaire, but lost so much of his money helping the poor that he became a millionaire.
62
“Making the most of our dollars and sense”
Session 2 -Recommendation and Presentation
Making the Most of Our Dollars and Sense
Decision
Reminder - DS Process
64
Problem
Analysis
Packaging
Making the Most of Our Dollars and Sense
Agenda
Develop Recommendation
Document Framework
Content Review and Coordination
Plan the Briefing
Deliver and Sell Tips
Data Presentation65
Making the Most of Our Dollars and Sense 66
“A good decision is based on knowledge and not on numbers.” - Plato
“It doesn’t matter which side of the fence you get off on sometimes. What matters most is getting off. You cannot make progress without making decisions.” - Jim Rohn
Making the Most of Our Dollars and Sense 67
Getting to a Recommendation
Collect inputs
Group data
Round 1: remove some alternatives
Round 2: contemplate remaining alternatives
Choose
Logic check
ReminderDecision criteria should be identified in the beginning
of the decision support process
Making the Most of Our Dollars and Sense 68
Collect Inputs
Payback period
COSTS
STAKEHOLDERS
BENEFITS
RISKS
Making the Most of Our Dollars and Sense 69
Group Data
Summarize relevant inputs on slides
Create bar charts
Put relevant info on summary chart
20-year NPVStatus Quo 5,500,000$ MILCON 25,000,000$ Add/Alter 10,000,000$ Lease 8,000,000$
Stakeholder Preferred Alternative(s)
Unfavorable Alternative(s)
Key Issues
Wing Commander
Add/Alter MILCON Cost and time
Building Occupants
MILCON or Add/Alter Status Quo
Bldg Conditions
Stakeholder Analysis
Making the Most of Our Dollars and Sense 70
Group Data
Summarize relevant inputs on slides
Create bar charts
Put relevant info on summary chart
20-year NPVStatus Quo 5,500,000$ MILCON 25,000,000$ Add/Alter 10,000,000$ Lease 8,000,000$
NPV CONS PROSStakeholder Perspective
Status Quo $ 5,500,000 Morale, Working
Conditions "Working"
now - MILCON $ 25,000,000
Time, lack of funding
Meets all needs +
Add/Alter $ 10,000,000 Not perfect solution Time; meets most needs +
Lease $ 8,000,000
Barely better than SQ; Add/Alter
dominates Time -
Making the Most of Our Dollars and Sense
NPV CONS PROSStakeholder Perspective
Status Quo $ 5,500,000 Morale, Working
Conditions "Working"
now - MILCON $ 25,000,000
Time, lack of funding
Meets all needs +
Add/Alter $ 10,000,000 Not perfect solution Time; meets most needs +
Lease $ 8,000,000
Barely better than SQ; Add/Alter
dominates Time -
71
Round 1
Review alternatives to see if any can be dismissed• Fail a requirement• Dominated• Trade-offs
The remaining alternatives proceed to Round 2
Making the Most of Our Dollars and Sense 72
Round 2
Contemplate remaining alternatives
DifficultSimple
JudgmentSingle Criteria Algorithm
Making the Most of Our Dollars and Sense 73
Round 2: Key Questions
Financially viable: Does it make economic/financial sense to pursue, given competing priorities?
Optimal: Are resources being used in the best possible way?
Feasible: Can proposal work given all relevant factors and constraints?
Implementable: What are the associated risks and consequences of acquiring?
Consider strengths and weaknesses of each alternative
Making the Most of Our Dollars and Sense 74
Choose
20-year NPVStatus Quo 5,500,000$ MILCON 25,000,000$ Add/Alter 10,000,000$ Lease 8,000,000$
Stakeholder Preferred Alternative(s)
Unfavorable Alternative(s)
Key Issues
Wing Commander
Add/Alter MILCON Cost and time
Building Occupants
MILCON or Add/Alter Status Quo
Bldg Conditions
Stakeholder Analysis
COST DATA BENEFITS DATA STAKEHOLDER DATA
NPV CONS PROSStakeholder Perspective
Status Quo $ 5,500,000 Morale, Working
Conditions "Working"
now - MILCON $ 25,000,000
Time, lack of funding
Meets all needs +
Add/Alter $ 10,000,000 Not perfect solution Time; meets most needs +
Lease $ 8,000,000
Barely better than SQ; Add/Alter
dominates Time -
Making the Most of Our Dollars and Sense 75
Logic Check
Choice
Review
Meet objective?
NOYES
Justify
NO
YES
Main reasons for choice
Criteria used
Highlight key benefits
Discuss sensitivities/risk
Make sense?
Return to Round 1/2
Making the Most of Our Dollars and Sense
Agenda
Develop Recommendation
Document Framework
Content Review and Coordination
Plan the Briefing
Deliver and Sell Tips
Data Presentation76
Making the Most of Our Dollars and Sense
Executive Summary
Summarizes decision (not a cut and paste)
Focuses on key highlights (2 pages max)
Name the players
Highlight key elements
Describes reasons for choice
77
Making the Most of Our Dollars and Sense
Background
Focuses analysis with objective statement
Describe the current process or state of operations the decision will impact
Highlights key assumptions
Explains the analysis process
Introduces alternatives
78
Making the Most of Our Dollars and Sense
Background: Alternatives
Document all feasible and non-feasible alternatives
Reasons why some were infeasible
Comprehensive detail/specifics for each alternative• Changes in costs, processes/procedures, personnel,
equipment, facilities
Level of detail is scalable
79
Making the Most of Our Dollars and Sense
Analysis
Pros
Uncertainty
80
Tools
Benchmarking
Tradeoffs
Making the Most of Our Dollars and Sense
Conclusion
Provide a summary of analysis results
Compare/contrast key factors of analysis
Summarize why it’s important to stakeholders/decision maker
Make recommendation and provide rationale
Outline remaining issues
81
Making the Most of Our Dollars and Sense
Implementation Plan
Discuss risks of recommended alternative
Communicate with all affected
Discuss required training
Identify sources of funding
Propose a schedule
82
Making the Most of Our Dollars and Sense
Agenda
Develop Recommendation
Document Framework
Content Review and Coordination
Plan the Briefing
Deliver and Sell Tips
Data Presentation83
Making the Most of Our Dollars and Sense
Content Review - Proofreading
Grammar and mechanics• Proper grammar, punctuation, and spelling• Active voice• Issues with any of these elements make document unreadable
or confusing?
Headings• Be consistent• Only use sub-headings if you have more than one
Proofreading• Don’t rely on spell check• Acronym consistency
Make sure your document is “camera-ready”84
Making the Most of Our Dollars and Sense
Figures/Charts in the Document
Make sure the size and fonts are easily read
Reference all the figures/charts in the body of the text
Explain the figure/chart BEFORE showing it
Use captions
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Making the Most of Our Dollars and Sense
Content Review - Quality
Organization• Clear purpose/objective• Effective transitions• Flow of ideas
Development and Support• Main points clearly developed and explained• Support/evidence for each main point is persuasive• The overall recommendation is clear• Evidence adequately cited
86
Document should stand alone
Making the Most of Our Dollars and Sense
Coordination
Track your package• Some offices need a pre-coord• Stay engaged – utilize your organizational network• Know the players• Audit trail – keep all comments and correspondence
Handle non-concurrences• Who carries “clout” in the coord chain?• Incorporate appropriate suggestions into the final product• Pick your battles: is the issue THAT important?• Start over?
87
Consider the boss and schedule
Making the Most of Our Dollars and Sense
Agenda
Document Framework
Content Review and Coordination
Plan the Briefing
Deliver and Sell Tips
Data Presentation
88
Making the Most of Our Dollars and Sense
Plan for the Briefing
ABCs: Accurate, Brief, Clear Know your purpose Organizational context Key participants/stakeholders Be prepared!
• Play Devil’s Advocate• The gotcha question• You may not know the answer to every question
89
Making the Most of Our Dollars and Sense
Types of Briefs/Purpose
Coordination• Secure coordinated effort and disseminate information
Informative• Keep listener abreast of situation • Supply specific information
Decision• Produce an answer to a question• Obtain a decision for specific problem
90
Know the goal of your brief
Making the Most of Our Dollars and Sense
Organize the Briefing
Structure depends on context and content• BLUF?• Every organization usually has their own outline/framework
Outline/framework• Chronologically• Cause-effect• Problem-solution• Pro-con• Topically
Conclusion• Sum it up with decision point/proposal/solution
91
Making the Most of Our Dollars and Sense
Agenda
Develop Recommendation
Document Framework
Content Review and Coordination
Plan the Briefing
Deliver and Sell Tips
Data Presentation92
Making the Most of Our Dollars and Sense
Deliver and Sell: Considerations One person or committee
Credibility
Decision maker’s priorities
Fit organizational goals/strategies
Likely objections
Similar precedent
Sponsor
93
Making the Most of Our Dollars and Sense
Deliver and Sell: Strategies
Action is mandated
Fits our organizational strategy
Makes financial sense
Risk management - ORM
Shift in operating environment
94
Making the Most of Our Dollars and Sense
Deliver and Sell: Follow-Up
Summary
Action plan (due-outs)
Initial information for next meeting
Information/education material as needed
95
Making the Most of Our Dollars and Sense
Agenda
Develop Recommendation
Document Framework
Content Review and Coordination
Plan the Briefing
Deliver and Sell Tips
Data Presentation96
Making the Most of Our Dollars and Sense
Data Presentation - Prepare
Know your audience• What is the intended use of the data?
Tailor and highlight• Trends• Drivers• High priority areas
Does the data empower the decision maker? Or is it just noise?
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Making the Most of Our Dollars and Sense
A Few Presentation Formats
Tables
Line graphs
Bar charts
Choose the right one to get your message across
98
Making the Most of Our Dollars and Sense
Tables
Presenting all data can be confusing
Use tables• When number of values are small• To complement other data presentation formats• To show trend details in a non-graphic manner
99
Making the Most of Our Dollars and Sense
Guidelines for Tables
Column and row headers
Left/Right justify numbers in columns
Consistent formatting within and between tables
Consistent scales, units and decimal places
KEEP IT SIMPLE
100
Making the Most of Our Dollars and Sense
Table Example
Is it easy to identify any trends?
101
Computers Desks Chairs Monitors Total2006 $14,000 $11,000 $7,000 $8,000 $40,0002007 $10,000 $13,500 $9,500 $5,000 $38,0002008 $12,000 $15,000 $9,500 $5,000 $41,5002009 $16,000 $14,000 $11,000 $8,000 $49,0002010 $5,000 $10,500 $9,000 $2,000 $26,5002011 $14,000 $11,000 $9,000 $7,000 $41,0002012 $16,000 $11,500 $9,000 $8,000 $44,5002013 $25,000 $13,500 $9,500 $17,000 $65,0002014 $25,000 $13,500 $10,000 $17,000 $65,5002015 $25,000 $18,000 $15,000 $17,000 $75,000
$486,000
Office Equipment Expenditures
Making the Most of Our Dollars and Sense
Table Example (cont)
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Is there still a better way to portray this data?
Computers Desks Chairs Monitors Total2006 $14,000 $11,000 $7,000 $8,000 $40,0002007 $10,000 $13,500 $9,500 $5,000 $38,000 -$2,0002008 $12,000 $15,000 $9,500 $5,000 $41,500 $3,5002009 $16,000 $14,000 $11,000 $8,000 $49,000 $7,5002010 $5,000 $10,500 $9,000 $2,000 $26,500 -$22,5002011 $14,000 $11,000 $9,000 $7,000 $41,000 $14,5002012 $16,000 $11,500 $9,000 $8,000 $44,500 $3,5002013 $25,000 $13,500 $9,500 $17,000 $65,000 $20,5002014 $25,000 $13,500 $10,000 $17,000 $65,500 $5002015 $25,000 $18,000 $15,000 $17,000 $75,000 $9,500
$486,000 $35,000
Office Equipment Expenditures Year-to-Year Change
Making the Most of Our Dollars and Sense
Charts and Graphs
Often better and easier than Tables• Large amounts of data• Trends• Patterns• Idea of how things change
Deciding between type of graphs consider: • The purpose of the diagram• Is it the best way to convey the message?• Is it misleading?
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Multiple-Line Graph
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Making the Most of Our Dollars and Sense
Total vs Funded Line Graph
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Making the Most of Our Dollars and Sense
Line Graph Guidelines
Normally used to show a change with respect to time
Use a sensible scale
Gridlines can help the eye to navigate the plot
If comparing 2 graphs use the same scale
Use a sensible number of tick points and labelling
ALWAYS label the axis
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Making the Most of Our Dollars and Sense
Misleading Line Graph?
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Making the Most of Our Dollars and Sense
3D Data Chart
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3D Pitfalls
All four bars appear to be below their scale lines Area of the front and side faces seem proportional and all have the
same top surface First block will appear relatively bigger The data is represented accurately only in the front face
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Use 2D to Highlight Differences
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Stacked Bars
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Presentation Exercise
What would you do with this data?
Service Enlisted OfficerArmy 452065 87610Navy 275296 51388Air Force 258095 64805Marine Corps 178213 20202Coast Guard 33228 8134
ACTIVE FORCE as of 30 Sep 2008
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Exercise (cont)
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Exercise (cont)
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Exercise (cont)
1.2M .2M
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Exercise (cont)
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Exercise (cont)
1.2M .2M
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Making the Most of Our Dollars and Sense
Pie Charts
Represent the proportions of a total amount
It may be easier to read if the segments are ordered by size, from largest to smallest
Don’t use too many (or too few) segments
Group similar items together
Avoid
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Summary
Have deliberate methodology for recommendation
Document details of analysis
Follow unit staffing procedures
Pay attention to details
Tailor brief to audience
Ensure charts convey intended message
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“Making the most of our dollars and sense”
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