Empowering Staff Through Institute Planning (ESTIP)

Executive Workshop

Institute Name: XXXXXXPresenter: XXXXXXDate: XXXXXX

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Programme introduction

Personal introduction Outline the six programmes

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Programme introduction

Overall learning outcomes– Understanding for the need & benefits of

empowering staff in institute planning processes– Understanding of current position in planning

processes– Awareness of the strengths & weaknesses of

current planning processes– Knowledge of other planning processes available,

appropriate to the IoTI sector– An agreed outline action plan for next steps

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Programme introduction

Three stage approach to this programme

Specific outcomes for the overall programme– Type of plan to be developed– Type of planning process to be used– How the process will be managed– The time line over which the planning

process will run

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Programme introduction

Specific outcomes for this first ½ day session– Overview of ESTIP– Analysis of current planning process– Introduction to types of plans– Introduction to planning processes

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Introduction to ESTIP

ESTIP Phase 1: requirement & methodology

– Review best practice in the sector– Review national & international best

practice– Prepare a reference manual for guidance,

without being prescriptive, capturing lessons learned & best practice

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Introduction to ESTIP

ESTIP research – key findings (national)– Poor pre-planning of processes– Disconnection between consultation phase

& written up strategic plan– Minimal operational plans– Low sense of ownership of strategic plans

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Introduction to ESTIP

ESTIP research – key findings (international)– External factors changing the way of strategic

planning– Increasing control over policies & programmes– Pressures for rationalisaton & co-operation between

institutions– Move towards simpler strategic plans & shorter

term plans with capability for being updated annually

– Operational planning & structured performance reviews becoming normal practice

– Long term environmental scanning is increasingly being done on a continuous watching brief basis

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Introduction to ESTIP

ESTIP research – key findings (international)– Move towards simplified, ongoing stakeholder

consultation– High level themes/goals are being developed by

senior management after consultation with staff & other stakeholders. Staff involvement is focused on the development & updating of annual operating plans

– Some institutions moving towards a PMDS type of approach but none studied have gone the whole way in this direction

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Introduction to ESTIP

The ESTIP framework – handbook & reference manual– Handbook provides a detailed outline of

manual– Reference manual provides wide ranging

details to be referenced as required

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Introduction to ESTIP

Reference manual content Section 1

– Detailed introduction to the framework & how best to make use of it Section 2

– Conceptual framework if the general types of strategic plans & three broad approaches to conducting the planning process

Section 3– Detail of the ESTIP manual & the four phases:

Phase 1 – Pre-planning Phase 2 – Data collection Phase 3 – Plan development Phase 4 – Manage & implement plans

Section 4– Training competency framework for management

& staff Section 5

– Eight appendices referenced in the document

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Introduction to ESTIP

ESTIP planning model – an overview

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Introduction to ESTIP

The training programmes in the context of the ESTIP project(graphics on the next two slides)

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Ÿ Identify a co-ordinator for theprogrammes

Ÿ Indicate the preparation required forthe managers’ programmes

Ÿ Schedule dates & locationsIdentify specific outputs required (ifpossible at this stage)

Preparation inadvance ofprogramme

delivery

Delivery ofExecutive

programme

Ÿ Identify any specific outputs requiredfrom the managers trainingprogrammes

Ÿ Identify the type of plans requiredŸ Identify the broad type of planning

process to be used

Delivery ofservices

managersprogramme

Delivery ofacademicmanagers

programme

ŸPut forward ideas for the finalplanning process to be used

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Delivery ofall staff

awareness

Ÿ Staff consider ways in whichthey would like to be involvedin planning process

Ÿ Executive decides on …..Ÿ final make up of steering

group?Ÿ draft TOR for steering group

Delivery ofSteering

groupprogramme

Ÿ Steering groups final TORŸ Initial detailed steps in

processŸ Initial working groups to be

formed

Delivery ofworkinggroups

programme

Start thePlanningprocess

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Exercise 1: Mapping planning process

In relation to the previous strategic planning process:

Working in two groups, formulate responses to the questions on your handouts (20 minutes)

Each group to provide feedback (10 minutes each)

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Exercise 2: Review of previous process

Complete self assessment sheet (individually)

Record the total score from each participant

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Personal learning log

Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

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Brief discussion

Common threads from the questionnaires?

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Exercise 3: Plan types - Part 1

What type(s) of plans do you have?– Strategic– Operational

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Planning approaches

An introduction to types of planning processes– Classic– Combined– Rolling

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Classic

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Rolling

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Combined

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Next steps

Outline the programme for the second training day

Choose one optional modules from the menu for delivery on the second day– Rolling planning approach: DIT ESTIP pilot– Format & layout of strategic & operational

plans: DIT pilot– Data gathering: issues & opportunities for

staff empowerment

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Personal learning log

Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

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Day 2

Recap on day 1: 09.15 – 09.30

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Planning approaches

Briefly review the three approaches Divide into two groups (20 minutes)

– Group 1 – review rolling model– Group 2 – review combined model– Identify the advantages & disadvantages of

your assigned model Report back on your discussion (20 minutes)

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Exercise 4 – Assessment of current planning process

Facilitated discussion to draw out the strengths & weakness of the current process, based on responses to the questionnaire

The aim is to identify key issues which should be addressed in the next planning process

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Personal learning log

Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

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Optional module

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Mapping & integrating planning & other processesKey objectives:

– to develop an integrated view of time lines for the principal institute activities

– to identify ways to minimise duplication of effort across activities

– where to integrate the planning process(es), to evenly distribute staff workloads during the year

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Mapping & integrating planning & other processes Record key activities from your personal

functional area on post-its Post the notes in the appropriate month

on the wall planner Group identify any missing key

processes (whole institute) Consider appropriate place & timing to

integrate planning process steps

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Personal learning log

Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

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The ESTIP planning model

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The ESTIP planning model

Group 1 – Pre-planning Group 2 – Data collection Group 3 – Plan development

Identify up to five key points which you feel would be suitable for implementation in their institute to enhance the empowerment of staff

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Exercise: Executive Teaser

Divide into two groups Review the briefing sheet provided Prepare your advice to the voluntary

organisations (20 minutes)

What advice did you come up with? Is there anything you could use for your

own planning process?

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Personal learning log

Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

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Day 3

Recap on day 2

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Plan & process types required

Part 1: Define the plan type(s) required Part 2: Define the type of planning

process to be used

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Planning process development

Review the possible use of the six ESTIP programmes (next slide)

Activity & time line for the process What are the specific next steps to be

taken in the planning process?

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Planning process development

How do we want to manage the planning process– Sponsor/ co-ordinator: role & responsibilities– Steering group: role & responsibilities– Any specific working groups required at this

stage?– The specific role of the Executive in the

planning process?

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Planning process development

What is the time line & activity schedule for the planning process

How will the planning process cascade down to functional area level

What communication plan will be used to:– inform staff of initial Executive decisions on process– engage them in the planning process– inform them about the outcome of the planning

process

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Planning process development

At the end of the planning process, what specific outputs do we require, in terms of:– Components of a strategic plan– Associated operational plans

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Action planning

Immediate next steps? Requirements from the other training

sessions?

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Personal learning log

Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

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Final summary

Review programme & outcomes Complete assessment sheets