Empowering Staff Through Institute Planning (ESTIP) Executive Workshop Institute Name: XXXXXX Presenter: XXXXXX Date: XXXXXX

© institutes of technology ireland 2009 Programme introduction  Personal introduction  Outline the six programmes

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 Introduction to ESTIP  ESTIP planning model – an overview

© institutes of technology ireland 2009 Introduction to ESTIP  The training programmes in the context of the ESTIP project (graphics on the next two slides)

© institutes of technology ireland 2009  Identify a co-ordinator for the programmes  Indicate the preparation required for the managers’ programmes  Schedule dates & locations Identify specific outputs required (if possible at this stage) Preparation in advance of programme delivery Delivery of Executive programme  Identify any specific outputs required from the managers training programmes  Identify the type of plans required  Identify the broad type of planning process to be used Delivery of services managers programme Delivery of academic managers programme  Put forward ideas for the final planning process to be used

© institutes of technology ireland 2009 Delivery of all staff awareness  Staff consider ways in which they would like to be involved in planning process  Executive decides on …..  final make up of steering group?  draft TOR for steering group Delivery of Steering group programme  Steering groups final TOR  Initial detailed steps in process  Initial working groups to be formed Delivery of working groups programme Start the Planning process

© institutes of technology ireland 2009 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)

© institutes of technology ireland 2009 Exercise 2: Review of previous process  Complete self assessment sheet (individually)  Record the total score from each participant

© institutes of technology ireland 2009 Personal learning log  Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

© institutes of technology ireland 2009 Brief discussion  Common threads from the questionnaires?

© institutes of technology ireland 2009 Exercise 3: Plan types - Part 1  What type(s) of plans do you have? –Strategic –Operational

© institutes of technology ireland 2009

Planning approaches  An introduction to types of planning processes –Classic –Combined –Rolling

© institutes of technology ireland 2009 Classic

© institutes of technology ireland 2009 Rolling

© institutes of technology ireland 2009 Combined

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 Personal learning log  Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

© institutes of technology ireland 2009 Day 2  Recap on day 1: – 09.30

© institutes of technology ireland 2009 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)

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 Personal learning log  Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

© institutes of technology ireland 2009 Optional module

© institutes of technology ireland 2009 Mapping & integrating planning & other processes Key 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 Personal learning log  Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

© institutes of technology ireland 2009 The ESTIP planning model

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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?

© institutes of technology ireland 2009 Personal learning log  Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

© institutes of technology ireland 2009 Day 3  Recap on day 2

© institutes of technology ireland 2009 Plan & process types required  Part 1: Define the plan type(s) required  Part 2: Define the type of planning process to be used

© institutes of technology ireland 2009 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?

© institutes of technology ireland 2009

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?

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 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

© institutes of technology ireland 2009 Action planning  Immediate next steps?  Requirements from the other training sessions?

© institutes of technology ireland 2009 Personal learning log  Record any personal comments or observations so far, relating to ideas or thoughts for improving staff empowerment through institute planning

© institutes of technology ireland 2009 Final summary  Review programme & outcomes  Complete assessment sheets