Presentation on theme: "1 2014 U.S. DOE HYDROGEN and FUEL CELLS PROGRAM and VEHICLE TECHNOLOGIES OFFICE ANNUAL MERIT REVIEW AND PEER EVALUATION MEETING June 16-20, 2014 DOE Vehicle."— Presentation transcript:
1 2014 U.S. DOE HYDROGEN and FUEL CELLS PROGRAM and VEHICLE TECHNOLOGIES OFFICE ANNUAL MERIT REVIEW AND PEER EVALUATION MEETING June 16-20, 2014 DOE Vehicle Technologies Office Presentation Instructions and Examples
2 Presentation Due Dates and Delivery Information Your presentation is due to Alliance Technical Services at firstname.lastname@example.org by April 15, 2014! Please put your Project ID in the Subject Line of your email@example.com If your presentation is too large to email, contact Rich Bechtold (firstname.lastname@example.org, 443-812-3921) for alternative delivery options. A PowerPoint file of your presentation is required (saved as a 2010 or earlier version); a PDF version in addition is helpful but not sufficient by email@example.com Reviewers will be receiving your presentation prior to the meeting to supply adequate time to review your material beforehand.
3 Delivery Information (cont) Please name your electronic PowerPoint presentation file using the file name supplied to you in your presentation request email. Videos are acceptable but must be submitted in.asf,.avi,.mpg, or.wmv formats. Please name video files using your Project ID followed by your last name, and the slide where it is linked. For example, ace010_powell_slide_5.mpg. Before sending your file, please do a save as – this will minimize the file size.
4 Questions? Contact: Rich Bechtold at (443) 812-3921 firstname.lastname@example.org email@example.com or Melissa Laffen at (301) 252-3809 mjlaffen@alliance- technicalservices.commjlaffen@alliance- technicalservices.com
5 General Instructions
6 VERY IMPORTANT! Your presentation is public and will be posted to the DOE Vehicle Technologies (VT) Office website. You must include the phrase This presentation does not contain any proprietary, confidential, or otherwise restricted information on at least the first slide (you may put on all slides if you wish). Do not include any proprietary or confidential information. Be sure that any subcontractor information is not proprietary or confidential. Your presentation may not include any slide that has Official Use Only or Sensitive or any similar wording, or information that your organization might construe as being in such categories.
7 VERY IMPORTANT! Do not use any copyrighted information or graphics or intellectual property – if you use such information, it must be properly attributed. Do not assume subcontractor information may be used without their approval. Do not assume that information or images published on a website can be used without permission. If you use copyrighted graphics (including copyrighted photos), you must provide written permission along with your submitted file for it to be accepted by the DOE for the purposes of the Review. Intellectual property includes copyrighted material, including documents, logos, photos, scripts, software, and videos or animations of any type; trademarks; service marks; patents; and proprietary, or confidential information. Also see the indemnification statement on the next slide.
INDEMNIFICATION – do not include in your presentation By submitting a presentation file to Alliance Technical Services, Inc. for use at the U.S. Department of Energys (DOEs) Hydrogen and Fuel Cells Program and Vehicle Technologies Office Annual Merit Review Meeting, and to be provided as hand-out materials, and posting on the DOEs website, except for employees of the Federal Government and DOE laboratory managing and operating contractors, the presentation authors and the organizations they represent agree to defend, indemnify and hold harmless Alliance Technical Services, Inc., its officers, employees, consultants and subcontractors; the National Renewable Energy Laboratory; the Alliance for Sustainable Energy, LLC, Managing and Operating Contractor of the DOEs National Renewable Energy Laboratory; and the DOE from and against any and all claims, losses, liabilities or expenses which may arise, in whole or in part, from the improper use, misuse, unauthorized use or disclosure, or misrepresentation of any intellectual property claimed by others. Such intellectual property includes copyrighted material, including documents, logos, photos, scripts, software, and videos or animations of any type; trademarks; service marks; patents; and proprietary, or confidential information. Employees of Federal Government agencies and DOE laboratory managing and operating contractors collectively represent and warrant that they have acquired the rights and/or permission for use of all intellectual property, as listed above and claimed by others, that is needed for developing and submitting a presentation file to Alliance Technical Services, Inc. for use at the DOEs Hydrogen and Fuel Cells Program and Vehicle Technologies Office Annual Merit Review Meeting, and to be provided as hand-out materials, and posted on the DOEs website. 8
9 Preparation Instructions Oral presenters will be allowed 30 minutes – 20 minutes for the prepared presentation and 10 minutes for questions – time limits will be strictly enforced. Thus, oral presentations should contain a maximum of 15-20 presented slides. Except for the time and number of slides requirements, these instructions and examples apply to Poster presentations as well as Oral presentations. Evaluation and weighting criteria should be considered when planning and organizing your presentation!
10 Poster presentations should use these instructions so that the Reviewers have a common basis of comparison to the oral presentations – just bring print-outs of your slides to put on poster boards (except for the Reviewer- Only slides), or you may prepare a large one-sheet poster that includes this information. Note, however, that a regular PowerPoint presentation (saved as a 2010 file or earlier version), with slides sized for viewing on a computer screen, is required to be submitted, even if you plan to present a one-sheet poster. While oral presentations are time limited, poster presentations are space limited. The poster boards are approximately 4 feet vertical by 8 feet horizontal. Push pins will be provided for you to display your poster. Preparation Instructions
Presentation Files The PowerPoint file you submit will be used for presentation at the AMR through a PDF interface (minus the Reviewer-Only slides). All the PowerPoint presentations are converted to PDF files for the reviewers, for the handout DVD, and for posting to the Web. The PDF files will not include PowerPoint animations or linked videos. 11
Color Choice and Font Size Use high-contrast, dark colors for both oral and poster presentations. The oral presentation screens are generally as large as the rooms allow. For posters, the rooms used generally do not have strong lighting and light colors will be difficult to see. The following template slides are a good guide to font sizes that should have good readability. Note that some of the example slides do not follow these recommendations – they were chosen more for their content than how readable they are. 12
DOE Logo/Seal Do not use the DOE logo/seal – it is reserved for use by the Secretary 13
Videos Videos must be submitted in.asf,.avi,.mpg, or.wmv formats. Most videos have large file size and will be linked to the slide where they are to be used (indicate which ones when submitting). In the rare cases where the file size of your video is small, you may embed directly but add something like click here for video so DVD and Web viewers will know it exists. To qualify as small, the resulting PDF file should be under 10 Mb. 14
15 Guidelines for Number of Slides The primary presentation should contain a maximum of 15-20 presented slides. You may include up to five technical back-up slides for reference purposes and for the reviewers. They may be presented as time permits or referenced during the Q&A period. These slides must be placed after the primary presentation and separated from the primary presentation using a divider slide titled Technical Back-Up Slides. Except for the time and number of slides requirements, these instructions and examples apply to Poster presentations as well as Oral presentations. (See next page for further guidelines.)
16 Guidelines for Number of Slides (continued) Additional slides for reviewers only must be provided in a separate section following back-up slides. There is no limit to the number of reviewer-only slides that may be included, but only essential information should be included so as not to overwhelm the reviewers. A divider slide titled Reviewer-Only Slides should be used to separate this section from the technical back-up slides. These slides will be provided to reviewers prior to the AMR but will be deleted from the PowerPoint file that is to be presented during the AMR, as well as from the PDF that will be posted on DOEs website following the AMR.
17 Evaluation Criteria Relevance20% Approach35% Technical Accomplishments and Progress40% Collaborations/Partnerships5% These criteria and weighting should be considered when planning and putting together your presentation!
18 Slide Titles Except for the mandatory Title, Overview, and Summary slides, all slide titles/headings should relate directly to the evaluation criteria! (i.e., Project Objectives - Relevance)
19 Specific Instructions The following guidelines provide specific information on mandatory slides and the type of information expected within the criteria guidelines. Your presentation should include: –the mandatory Title slide –mandatory Overview slide –one or more slides as appropriate for each review criterion –mandatory Responses to Previous Year Reviewers Comments slide –mandatory Summary slide –optional: Technical Back-Up slides –optional: Reviewer-Only slides –Illustrative example slides follow
20 Mandatory Title Slide Please format your Title slide per the following slide, appropriately inserting your project title, the name of the principal investigator, the name of the presenter if different from the principal investigator, organization, and project ID# (which will be provided to you by Alliance Technical Services).
2014 DOE Vehicle Technologies Office Review Presentation Template (replace with your title) P.I. Name (always include) Presenter Name (if not the P.I.) Organization Date Project ID # (this will be provided to you) This presentation does not contain any proprietary, confidential, or otherwise restricted information
22 Mandatory Overview Slide Please prepare an Overview slide formatted and containing the information per the following slide: –Timeline (please confirm dates with your DOE HQ/NETL manager(s)) –Budget (please confirm values with your DOE HQ/NETL manager(s)) –Barriers and Risks: (list major barriers and risks to successful development/deployment of your technology) – Partners
23 Project start date Project end date Percent complete Barriers and Risks Total project funding –DOE share –Contractor share Timeline Budget Barriers Interactions/ collaborations Project lead Partners (View the PowerPoint Notes page for additional instructions) Overview
24 Relevance counts for 20% of your total project score. The title of these slides should make it clear that they count toward your projects relevance! Information to include: –Objectives: Describe the objective of your project and what you were to achieve in the work covered by your presentation –Your objectives should make it clear what the relevance of your project is to the American Recovery and Reinvestment Act of 2009 (ARRA) goals and to the VT ARRA project goals. –The impact your project has on addressing the barriers identified in the Overview slide and other specific targets and milestones. (View the PowerPoint Notes page for additional instructions) Relevance
25 Approach counts for 35% of your total project score. The title of these slides should make it clear that they count toward your projects approach! Describe overall technical approach: –Emphasize unique aspects of your approach and de-emphasize discussion of equipment used; –How technical barriers are being addressed –Environmental and safety plans and NEPA status –Use simple statements so that scientists and engineers, not experts in your area, can readily understand the explanation of your approach. Include the planned milestones and go/no-go decisions and current status towards them. (View the PowerPoint Notes page for additional instructions) Approach
26 Technical Accomplishments and Progress count for 40% of your total project score. The title of these slides should make it clear that they count toward your projects technical accomplishments and progress! Each slide should include a summary (Take-Home) message, especially those that contain data. Describe the most important technical accomplishments achieved during this reporting period and their significance (from last years review to date for existing projects, or progress to date for new projects). Include relevant data to support your accomplishments. Relate the accomplishments to project milestones, barriers, objectives, and technical targets! Benchmark the progress versus FY13 results, if applicable. (View the PowerPoint Notes page for additional instructions) Technical Accomplishments and Progress
27 Include no more than 1 slide on previous accomplishments and CLEARLY indicate work previously presented versus new work! To assist the reviewers evaluating your work, please include bullet comments of the key points on each slide. Include sufficient slides to explain what was done leading to the technical accomplishments. However, please limit your slides to the time you have available – the 20-minute presentation time will be STRICTLY enforced! Though your presentation will be in color, it is best to choose colors and data symbols that can be easily distinguished in black and white for those reviewers using hardcopies Technical Accomplishments and Progress (cont.)
28 If yours is an on-going project that was reviewed last year, address 1-3 significant questions/ criticisms/recommendations from the previous years reviewers comments, available at: http://energy.gov/eere/vehicles/2013-doe-vehicle-technologies-office-annual-merit- review?__utma=1.395048188.1397496507.1397659503.1397774600.4&__utmb=1.1. 10.1397774600&__utmc=1&__utmx=- &__utmz=1.1397496507.1.1.utmcsr=(direct)|utmccn=(direct)|utmcmd=(none)&__utm v=-&__utmk=38817955. Last years presentations can be found at: http://www4.eere.energy.gov/vehiclesandfuels/resources /merit-review/. Responses to Previous Year Reviewers Comments If your project was not reviewed last year, please indicate as such.
29 Collaborations/Partnerships Collaborations/Partnerships count for 5% of your total project score. The title of these slides should make it clear that they count toward your project's collaborations/partnereships! List your project collaborators, indicating: –Relationship (i.e., prime, sub, etc.) –Industry, university, Federal laboratory –Within or outside the VT Office –Extent of the collaboration.
30 The title of these slides should make it clear that they count toward your Future Work! Explain what it is you plan to do during the rest of this fiscal year and the remainder of the project. Be as specific as possible; avoid blanket statements. Highlight upcoming key milestones and any events that may be planned. Address how you will deal with any decision points during that time and any remaining issues, including any alternative development pathways under consideration to mitigate risk of not achieving milestones. (View the PowerPoint Notes page for additional instructions) Future Work
31 Summarize the key points you wish the reviewers and the audience to take away from your presentation. For those projects that are working toward specific technical targets, include a Summary Table summarizing key FY14 technical results compared to FY13 results and the technical targets (see example slides in following section). Mandatory Summary Slide
32 Technical Back-Up Slides (Note: please include this separator slide if you are including back-up technical slides (maximum of five technical back-up slides). These back-up technical slides will be available for your presentation and will be included in the DVD and Web PDF files released to the public.)
33 Reviewer-Only Slides (Note: please include this separator slide between those to be presented and the Reviewer-Only slides. These slides will be removed from the presentation file and the DVD and Web PDF files.)
34 Instructions for Reviewer-Only Slides (Not a template slide – for information purposes only) The following slides are to be included in your submission for Peer Evaluation purposes, but will not be part of your Oral presentation – they will be provided to reviewers only. If you have a Poster presentation, submit the Reviewer- Only slides with your presentation to Alliance Technical Services but do not include them in your presented Poster.
35 Address 3-5 of the critical assumptions and/or problems affecting the outcome of your project. Briefly describe the problem as well as potential solutions, both within and beyond the scope of the project. Exclude funding issues. Critical Assumptions and Issues Note: This slide is for the use of the Peer Reviewers only – it is not to be presented as part of your Oral or Poster presentation. These Reviewer-Only slides will be included in the copy of your presentation that will be made available to the Reviewers.
36 List any publications and presentations that have resulted from work on this project. Use at least 12-point font. Note: This slide is for the use of the Peer Reviewers only – it is not to be presented as part of your Oral or Poster presentation. These Reviewer-Only slides will be included in the copy of your presentation that will be made available to the Reviewers. Publications and Presentations
37 Questions? Contact: Rich Bechtold at (443) 812-3921 firstname.lastname@example.org email@example.com or Melissa Laffen at (301) 252-3809 mjlaffen@alliance- technicalservices.commjlaffen@alliance- technicalservices.com
38 Example Slides
39 Example Overview Slide
40 Example Overview Slide
41 Example Objectives/Relevance
42 Example Objectives/Relevance
43 Example - Approach Slide
44 Example Approach Slide
45 Example - Milestone Slide
46 Example 1 - Technical Accomplishments Slide
47 Example 2 - Technical Accomplishments Slide
48 Example 3 - Technical Accomplishments Slide
49 Example 4 - Technical Accomplishments Slide
50 Example 5 - Deployment Accomplishments Slide
51 Example Response to Reviewers Comments Slide
52 Example Response to Reviewers Comments Slide