Institute of Technology Ireland – ESTIP Project
Working group programme
Timetable and content
Overall learning objective
To develop all the necessary knowledge, skills and abilities in members of planning sub
committees and working groups
Pre-requisite

Awareness of the ESTIP framework - have read the ESTIP Handbook

Have completed the staff awareness programme

Have been on at least one of programmes 1, 2, 3 or 4
Specific Learning outcomes
WG 01: Develop ability to work together as a team
WG 02: Develop effective joint problem solving skills
WG 03: Become aware of tools and techniques appropriate to the task(s) of the
working group(s)
WG 04: Develop basic project management skills to support achieving their work
objectives
Programme description – summary
This is a 2 day programme designed for Planning Steering Committee sub committees
and planning work groups. (referred to as planning working groups – PWG - in the rest
of this document).
There are many different types of PWG within and across the sector.
For example, a Scandinavian university operates a number of standing sub committees
of the strategic planning committee, each addressing a strategic plan area such as
finance, programme development, and research. Members of the group are drawn from
different parts of the university and serve for a fixed period of time (two years).They
become 'experts' in the selected area, giving guidance to the steering committee and
recommending any necessary changes in policy and plans.
Most sub committees and work groups are set up on an ad hoc basis and given a specific
role for a limited period, e.g. development of one aspect of the strategic plan, or
monitoring progress against the objectives set out in a PMDS team development plan.
Whilst they have different roles, their members require many common skills and
competencies.
This programme is designed to cover most of these common requirements and also to
address the specific needs of different types of individual groups.
The type of PWG will depend upon:
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Institute of Technology Ireland – ESTIP Project
Working group programme

The size of the Institute

The model or type of Planning Process they are engaged in (see ESTIP
reference manual)

Where they are in the Planning Cycle
The purpose for using PWG normally includes:

Share the planning and monitoring workload

Make use of specialised skills

Obtain as wide as possible representative view

Engage and empower staff
PWG will vary in terms of

Process

Size

Make up

Role(s)

Level of authority

Chairmanship

Duration
The role of PWG could include (see Appendix 3 ESTIP reference manual):

Developing elements of strategic or operating plans

Reviewing and monitoring plan performance (strategic, operating or
PMDS)

Providing expertise to support thematic/functional area

Integrating cross functional plan areas
Learning Approach and outcomes
The critical success factors for this programme are:
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
attendees must be able to relate the programme content to their own
situation

they need exposure to different and potentially better ways of
organisational planning and performance management

they need time to reflect on what changes or improvements they might
be able to introduce after completing the programme

they should have easy access to all the information they need without
being swamped in detail

they should be able to practice what they learn in a non risk, fun
environment
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Institute of Technology Ireland – ESTIP Project
Working group programme
For the purpose of the pilot process, this should be a group of approximately 8 to 16
staff. Ideally they should be an existing or newly formed team with terms of
reference for their role in the planning processes. At a minimum, they should enter
the pilot training programme with at least one objective – to be able to define the
terms of reference for their own group at the end of the training programme.
PROGRAMME and TIMETABLE
DAY 1
09.15 – 09.45 Course Introduction – people introductions
Statement of Objective
To ensure that all participants would have a clear understanding of what the Programme
will cover and who the other participants are.
To introduce the ESTIP programme and documentation
09.45 – 10.45 Planning Exercise – Ice Breaker – Case Study 1
Statement of Objective
To provide the group with a planning exercise to enable them to think about planning in
a ‘neutral yet familiar setting’. To give the group an opportunity to work together as a
‘team’
'New business venture' exercise
Discussion and feedback
10.45 – 11.15 Break
11.15 - 12.00 Work Group- Self assessment followed by Group
discussion
Statement of objective
To get the group to stand back and examine itself in an objective manner and to open a
discussion amongst group members of what they need to do to work together more
effectively. This will also help to select optional modules for later in the course.
12.00 - 12.45 Understanding the Role of This Work Group
Statement of Objective
To familiarise the group with the various types of work group that can be used in
planning. To give them an opportunity to reflect on their own terms of reference
Short presentation on possible roles of work groups and most commonly used
approaches, tools and techniques.
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Working group programme
Session outline

'Short presentation on possible roles of work groups and most
commonly used approaches, tools and techniques'

Work groups in planning – define with examples

Why work groups – see intro notes above

How they are established and run – critical success factors

Team / group roles including chairs, leaders, facilitators, recorders

Work group tasks – examples, what do they do – e.g. fact finding,
policy recommendation, problem solving, overseeing, plan preparation.

Then ask group to say what are the key elements these activities have
in common as a way of introducing tools techniques and approaches
e.g.
o
project planning, analysis, report development and
recommendation, problem solving and reaching consensus,
evaluating alternatives, opportunity evaluation, constraints
analysis, risk assessment.

Then move on to talk about this group

Group discussion of terms of reference of this group
1245 – 1400
Lunch
1400 – 15.00
Case Study 2 – exercise – work group planning
Statement of objective
To ensure that the group understands the need to develop clear objectives and plans for
their work.
To provide practice in project planning, team working and consensus development
1500 - 1515
Break
1515– 1600
Case Study 3 – exercise – effective team working
Statement of objective
To introduce the group to the main tools and techniques used in Phase 2.
To provide practice in effective team working.
1600 – 1645
Tools and Techniques Review
See file Programme 6 - Optional modules (31 Mar 09)
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Institute of Technology Ireland – ESTIP Project
Working group programme
1645 – 17.00
Summary, questions, introduce reading assignment –
Roscommon 2
Day 2
09.15 – 09.30 Introduction - Objectives, learning outcomes and introduction
to case study
09.30 – 10.45 Case Study 4 – exercise – joint problem solving
Statement of objective
Provide the opportunity to bring together and practice the main skills of project planning,
joint problem solving, and team working using an IoT relevant case study
10.45 – 11.00 Break
11.00 – 12.00 Improving Group effectiveness
Statement of objective
To allow the group to reflect on their own modus operadi as a group and plan for
effective team working
12.00 – 12.45 Empowering staff
Statement of objective
To review ways of engaging and empowering staff through the planning process
12.00 - 1300
Lunch
1300 – 16.30
Planning workshop – facilitated session
16.30 - 17.00
Summary, discussion, evaluation
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