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)
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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)
Instructions
STEP 1
 At the outset, each group will identify a Chairperson/
Group Leader and 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.
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]
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 )
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)
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
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/Selfevaluation
 Prepare the format for SER for the activity (e.g.
English, ICT, Soft Skills, Ethnic Cohesion) including
data tables
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
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)
Planning Phase
Activity and Time Period
I. Programming
1.
2.
n.
II. Identification
1.
2.
n.
III. Formulation
1.
2.
n.
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 University including 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)
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
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
Enjoy your work
Thank you