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Instructions for Group Activities

HETC Project University Development Grants (UDGs) Training Program for Proposal Writers. Instructions for Group Activities. Purpose of Group Activities.

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Instructions for Group Activities

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  1. HETC Project University Development Grants (UDGs) Training Program for Proposal Writers Instructions for Group Activities

  2. Purpose of Group Activities • Prepare Work Plan for the university that will facilitate the development of UDG proposal that addresses 4 prescribed activities (WB-HETC – UDG Sub-Project) • Enhancing ICT Skills • Improving English Language Skills • Strengthening Soft Skills • Promoting Ethnic Cohesion • Aim of the group activity is to guide development of one single action plan for 4 activities(Tentative Plan, that could further be refined with discussions at the Project Planning Committee level) • Grouping is done on the basis of Universities (U1 to U3)

  3. Instructions STEP 1 • At the outset, each group will identify a Chairperson/ Group Leaderand then identify 4 sub- groups, to work on 4 activities • Before breaking into 4 sub-groups, discuss, prepare and agree on the following • 1. Composition of Project Planning Committee(tentative as this may be reviewed and expanded with discussion with university administration) • Please refer to Lecture 10.Suggestions on the ideal composition are given in Lecture 10.

  4. Instructions • 2. Time Schedule for planning activities • I. Programming Phase (Weeks 1-4) • Planning for proposal preparation - Reviewing University Corporate Plan and mapping out the planning matrices for sub-activities (X1, X2, X3 & X4) • Performing Situation Analysis or Environmental Scanning for assessment of internal & external, sectoral, social, economic & technical factors and trends that have bearing on performance of the institution and programmes and gaps between the current state and desired state with respect to prescribed activities [X1, X2, X3 & X4]

  5. Instructions • 2. Time Schedule for planning activities …. contd. • II. Identification Phase(Weeks 5-9) • Performing problem and goal analyses – PEST, SWOT, and GAP Analyses, for identifying gaps, goals and problems with respect to 4 prescribed activities (X1, X2, X3 & X4 ) • Performing Root Cause Analysis to identify roots of the identified problems and alternative solutions to attain goals and/or to resolve problems with respect to 4 prescribed activities (X1, X2, X3 & X4 ) • Performing Force-field Analysis to identify driving and restraining forces of problems and goal accomplishments with respect to 4 prescribed activities (X1, X2, X3 & X4 ) • Determining expected outcomes & beneficiaries with respect to 4 prescribed activities (X1, X2, X3 & X4 )

  6. Instructions • 2. Prepare the Time Schedule for planning activities …. contd. • III. Formulation Phase (Weeks 10-12) • Preparation of Project Development Framework (PDF) or Project Framework and development of selected solutions into outcome-based activities, operational project plans & time schedules (Project work breakdown structure – WBS) with respect to 4 prescribed activities (X1, X2, X3 & X4 ) • Preparing overall or UDG Proposal that includes 4 activities and sub- activities • Prepare the Template for the Gantt Chart (draft form)

  7. Instructions STEP 2 • Break into 4 sub-groups and identify a team leader • Suggested Composition • ICT Group – D/ITC (Leader), Chairpersons or coordinators of Faculty IT /Computer Committee • English Group– Head/ELTU (Leader), Chairpersons of Faculty English Committee, Heads of Faculty ELTUs, Head or Senior Academic from Dept/English • Soft Skills Group– Director/CGU (Leader), Director or Coordinator of Faculty Education Career Guidance Units, Coordinators of Faculty Industrial Placement Units • Ethnic Harmony Group– VC or DVC or Director or Coordinator/ Welfare (Leader), Registrar, Director/CGU, Director/Physical education, Head/ELTU, Head/Sinhala, Head/Tamil, etc. • Each sub-group now commences deliberations as regard to their Action Plan or Work Plan for Proposal preparation which may vary from activity to activity

  8. Instructions STEP 3 - Sub-Group Activities • Map out the Project Planning Matrix for the respective activity • English– Organizational Structure and other attributes • ICT– Organizational Structure and other attributes • Soft skills– Organizational Structure and other attributes • Ethnic Cohesion- Organizational Structure and other attributes • Identify the objects for Situation Analysis/Self-evaluation • Prepare the format for SER for the activity (e.g. English, ICT, Soft Skills, Ethnic Cohesion) including data tables

  9. Instructions STEP 3. Sub-Group Activities …… contd. • Identify and list the data sources and data types required for SER • Identify the information and data collection methods (e.g. surveys/tracer studies, rapid appraisals, institutional records and reports, published reports and documents • Work out the time schedule for the respective activity – planning, data collection, collation and analysis, brainstorming workshops, planning workshops, PPC meetings, deadlines, final report writing, etc. • Prepare the Gantt Chart for the respective Activity

  10. Instructions STEP 3. Sub-Group Activities • List the activities that each group will have to carry out in each phase of the planning cycle • Then fill the following table, that will depict specific activities that the sub-group will be carrying out to achieve the task (Pl. refer Lecture 10 – for instructions on Project Planning Matrices for UDG activities)

  11. Instructions STEP 4 • Assemble again as one group (i.e. UI – U3) • Commence discussions and seek consensus • Work Plan for the respective activity (X1, X2, X3 & X4) • Format of the Composite SER(this will provide information and material for Section 1. Background and 2. Summary of Analysis and Identified Problems; refer UDG Guidelines) • Finalize the Work Plan for the Planning for UDG Proposal of the Universityincluding the Work Plan for 4 Activities (that is revisiting what was prepared at the beginning of the group session – Step 1) • Prepare a presentation of the Work Plan /Action Plan of the University for UDG proposal preparation(Word or Power Point or Excel Document)

  12. Instructions STEP 5 - Presentations of Group Work • At this point, the trainers and participants will provide a feedback with a view to improve the work plans prepared • What you prepare at the Training Workshop may further be improved once you have the discussions with the university administration

  13. Notes • Quality of proposal is an indispensable prerequisite to achieve the WB-HETC project and institutional goals • Well formulated critical inquiry executed in a meticulous manner is absolutely essential to develop a quality proposal • Please remember this is a loan, and we all are responsible and accountable for the successful outcome of WB-HETC which is aimed to assist Universities to overcome pressing and long-standing issues

  14. Questions

  15. Enjoy your work Thank you

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