Instructions for Group Activities

1
HETC Project University Development Grants
(UDGs) Training Program for Proposal Writers

• Instructions for Group Activities

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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)

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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.

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

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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 )

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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)

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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

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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

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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

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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.
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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)

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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

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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

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Questions
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Enjoy your work

• Thank you