Presentation guidelines - Public Sector Commission
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Presentation guidelines
Enquiries: Public Sector Commission Dumas House, 2 Havelock Street, WEST PERTH WA 6005 Locked Bag 3002, WEST PERTH WA 6872 Telephone: (08) 6552 8882 Fax: (08) 6552 8710 Email: PremiersAwards@psc.wa.gov.au Website: www.publicsector.wa.gov.au/news-events/premiers-awards © State of Western Australia 2016 There is no objection to this publication being copied in whole or part, provided there is due acknowledgement of any material quoted or reproduced. Published by the Public Sector Commission, December 2016. This publication is available on the Public Sector Commission website at www.publicsector.wa.gov.au Disclaimer The Western Australian Government is committed to quality service to its customers and makes every attempt to ensure accuracy, currency and reliability of the information contained in this publication. However, changes in circumstances over time may impact on the veracity of this information. Accessibility Copies of this publication are available in alternative formats upon request.
Contents Assessment process ........................................................................................... 4 1. Shortlisting assessment .................................................................................. 4 2. Category assessment ...................................................................................... 4 3. Overall winner assessment ............................................................................. 4 Recognition .......................................................................................................... 4 Presentation format ............................................................................................. 5 Presentation room layout .................................................................................... 5 Presentation upload requirements ..................................................................... 6 Important information from the judges .............................................................. 7 Uploading your presentation .............................................................................. 8 1. Naming conventions ........................................................................................ 8 2. Agency logo - mandatory ................................................................................ 9 3. PowerPoint – mandatory ................................................................................. 9 4. Photo media – mandatory .............................................................................. 10 5. Multimedia files – optional ............................................................................. 11 Presentation checklist ....................................................................................... 12 Further information ............................................................................................ 12 Appendix 1 .......................................................................................................... 13 Submission deadlines ............................................................................................. 13 Nomination guidelines
Assessment process Premier’s Awards nominations are assessed against several general and category specific criteria by a combination of judging panels. The assessment process comprises three distinct stages. Nominations and presentations are independently scored against the nomination criteria. 1. Shortlisting assessment Judging panel delegates meet to discuss and agree on individual assessments of the evaluation criteria. Recommendations are then made for up to five nominees to progress to the category assessment stage. All nominees are then informed of the outcome of the shortlisting process in June. A summary is provided to all nominees detailing the scores received by the nomination. Nominees are encouraged to seek feedback from the Premier’s Award program manager regarding the outcome of this assessment process. This feedback can assist in the preparation of the category assessment presentation or future Awards nominations. 2. Category assessment Nominees who reach the category assessment stage are invited to deliver a 20-minute presentation to a judging panel at Dumas House in late July. Information relating to the presentation process, including a copy of this guideline, is sent to program managers. The information presented in these guidelines includes tips for preparing and presenting for the panel. During this assessment phase, the judging panel choose a category winner and up to three finalists per category. The finalists are formally announced in a media statement from the Premier in August. 3. Overall winner assessment Chairs of each category’s judging panel meet to evaluate all category-winning nominations and select the overall winner. Recognition Finalists will be invited to attend the Awards Ceremony in November, where the Premier will acknowledge the finalists and winners from each category and the overall winner. A profile of winners and finalists is published on the Premier’s Awards page shortly after the ceremony. Presentation guidelines
Presentation format
The assessment process is highly competitive and an invitation to present is extended to
a maximum of five projects per category. These projects have been deemed by the
judging panels to demonstrate the most outstanding levels of innovation and
collaboration in providing services to the community.
Project teams are allotted 30 minutes with the judging panel—20 minutes for the
presentation and 10 minutes for question time. This is essentially an interview, where
project teams elaborate on their written nomination and provide further detail and clarity
to the selection criteria.
To ensure an equitable process for all nominations, presentation parameters apply. It is
important to use this guide when preparing for your presentation.
Advice from a past nominee:
Tell a clear and exciting story
Use all your time
Practice, practice, practice,
Use evaluations of success
Presentation room layout
All presentations are made to the judging panel at Dumas House. The presentation room
is in the Martin Jull Professional Development Centre and offers an intimate environment
for conversation.
Presentation guidelines
Presentation upload requirements
All presentation materials must be submitted via the Public Sector Commission
website at least three days before the presentation. The primary contact will be
emailed a link to the secure website to upload all materials. To avoid file upload
duplication, this link is only sent to the primary contact. It is expected that the primary
contact will be responsible for coordinating the presentation. If the primary contact details
change, please email the Premier’s Awards team with the updated information.
Edits cannot be made after a submission has been uploaded. Ensure all information
included is correct prior to completing the upload. Compressed files such as ZIP files are
not supported by the Commission’s IT and cannot be uploaded. Mandatory fields on the
form are indicated by an asterisk.
Once a submission is completed, the primary contact will receive an email confirming
receipt of the presentation materials.
Judge’s tip:
Observe environmental sustainable practices by reducing unwanted paper.
Be targeted and concise in the information provided, as judges have limited time.
Appendix 1 contains additional information, including dates and upload deadlines.
Below are some examples of the online file upload form.
Presentation guidelines
Important information from the judges Judges have provided the following suggestions for delivering high quality presentations: ensure the presentation fully addresses all evaluation criteria (general and category specific criteria) manage your time and stick to the script; time will always run short when deviating from the plan (there is also potential to miss valuable key points) engage with the panel in a way unique to your project; innovative and engaging presentations always stand out describe your project clearly and succinctly (i.e. what is the project; when was it undertaken; who was involved; is it in development, testing or completed; what were the major outcomes) projects that are innovative, sustainable, represent best practice, have a high impact and/or are above and beyond the agency's core functions are rated highly be sure to detail the evaluation component of the project if the project has been nominated before, outline how this nomination is different to previous nominations mention any other awards or recognition the project may have received proofreading is important to the overall presentation of your submission practice and rehearse the presentation. Please note this is an environmentally sustainable event. The judges strongly encourage nominees to observe environmentally sustainable practices by reducing unwanted paper. Supplementary packages or handouts, including DVDs, reports and booklets, are unnecessary and do not contribute to the decision making processes. Presentation guidelines
Uploading your presentation To ensure an equitable process for all nominees irrespective of organisation size, location and budget, constraints have been set for category presentations. 1. Naming conventions To make each part of your nomination easy to identify, we ask you to use the following naming conventions: Category abbreviation Category name can be shortened to one of the following: Developing the economy = DE Improving Aboriginal outcomes = IAO Improving government and reducing red tape = IGRRT Managing the environment = ME Revitalising the regions = RR Strengthening families and communities = SFC Western Australia in Asia = WAA Agency name abbreviation Agency names are to be abbreviated to their initials, e.g.: Department of Heath = DH Rottnest Island Authority = RIA City of Bayswater = CB Edith Cowan University = ECU Project key word Please use one or two key words to best summarise your project title, e.g.: Australian forest regrowth plan = Forest regrowth Site restoration project = Restoration New finance framework = Finance framework Presentation guidelines
Examples using the conventions above: IGRRT_DH_Restoration ME_CB_FinanceFramework For multiple files of the same type, such as photos or videos, please add 1,2,3 at the end of the file name. For example: ME_CB_FinanceFramework_Vid1 ME_CB_FinanceFramework_Vid2 2. Agency logo - mandatory A good quality image of your organisation logo is required and may be used by the Commission when promoting your nomination. The image must be of suitable quality to be used in a printed publication or on a website. The specifications for the logo are: the minimum resolution must be at least 300 ppi or dpi (this will ensure the image quality meets the standard requirements for publication) the maximum file size allowed is 5MB the accepted file types are .jpeg and .png files (standard image formats) 3. PowerPoint – mandatory PowerPoint presentations should have a simple and clear layout. It is recommended that slides consist of no more than five to six lines of text, with at least a 20-point font size. You can choose the slide size with which you are most comfortable, as the venue AV system accepts both 4:3 (more square) and 16:9 (wide-screen) aspect ratios. Presentation guidelines
Some other practices to consider are to:
leave space between paragraphs
use bold font for headings only
use italics and hyphenation sparingly
keep images, figures, graphs and animations as simple as possible
If you would like to include videos or audio files in your presentation, leave a slide with a
note where you would like the file embedded. The Premier’s Awards team will embed the
file on your behalf. For more information, see the multimedia section of this guide.
The specifications for the PowerPoint are:
maximum file size allowed is 10MB
accepted file types are either: .ppt or .pptx.
Advice from a past nominee:
Truly understand the criteria and think carefully about how
you can best address them within very limited time.
Judge’s tips:
A good rule of thumb is no more than 10 slides for a
20-minute presentation.
Care should be taken to avoid moving through slides
too quickly and provide appropriate time to read the
content.
4. Photo media – mandatory
At least two good quality images of your nomination are required and may be used in
promotional materials produced by the Commission. The images must be of suitable
quality to be used in a printed publication and on a website.
The specifications for the images are:
maximum of three images can be uploaded
minimum resolution must be at least 300 ppi or dpi (this will ensure the image quality
meets the standard requirements for publication)
maximum file size allowed for each uploaded file is 5MB
accepted file types are .jpeg and .png files (standard image formats).
Presentation guidelines5. Multimedia files – optional Audio or video files can be an effective way to show a project in action and provide testimonials from persons unable to attend the presentation. Please be aware of the length of files to ensure they stay within the designated presentation timeframes. Please upload your files separately and clearly indicate: which slide the audio or video file will appear on whether you want the file to automatically launch when the slide starts or if you wish to click an icon to launch it. These actions will be set up by the Premier’s Awards team on your behalf and will be ready for when you present. Below is an example presentation with layout and launch instructions: Specifications for the multimedia files: maximum of three files can be uploaded maximum file size allowed for each uploaded file is 150MB file types are .wmv for videos and .mp3 for audio files if multiple files are uploaded, please clearly identify the names of each file and where they will be placed in the presentation (for example: v1, v2, v3). Please be aware that there may be significant upload time involved with videos, particularly with larger files. If you experience timeout errors, please call the Premier’s Awards team on 6552 8579. Presentation guidelines
Presentation checklist
Checklist Status
Obtain an electronic copy of the Presentation guidelines Yes No
Prepare presentation in accordance with these guidelines Yes No
PowerPoint slide requirements are satisfied Yes No
All presentation files will be uploaded to the secure link provided by
Yes No
5:00 pm, on the assigned date (see Appendix 1)
All members of the project team attending the presentation have been
registered to attend the event via the secure link emailed to the primary Yes No
contact
Further information
Further information about the awards is available on the Premier’s Awards page.
If you have any queries, please email the Premier’s Awards team or call 6552 8579.
Presentation guidelinesAppendix 1 Submission deadlines This table details deadlines for uploading presentation materials by category. Refer to letters sent to your Chief Executive Officer / primary contact for specific information on presentation date, time and location. Category Presentation date Upload by Developing the economy Tuesday 18 July 2017 Thursday 13 July 2017 Improving Aboriginal outcomes Wednesday 19 July 2017 Friday 14 July 2017 Improving government and reducing red Thursday 20 July 2017 Monday 17 July 2017 tape Managing the environment Friday 21 July 2017 Tuesday 18 July 2017 Revitalising the regions Tuesday 25 July 2017 Thursday 20 July 2017 Strengthening families and communities Wednesday 26 July 2017 Friday 21 July 2017 Western Australia in Asia Thursday 27 July 2017 Monday 24 July 2017 *Please note, all materials must be uploaded by 5:00 pm, at least three working days prior to your presentation as outlined above. Presentation guidelines
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