OVERALL TASKS TO BE UNDERTAKEN IN THE PROJECT:
CAPACITY BUILDING (FOUNDATION)
Task #1: Ensure completion of Module 1 by intended audience
(Heads of units up to Ministers & Cabinet)
Task #2: Ensure completion of Module 2 by intended audience: Advanced Beginner
APPLICATION #1: ISSUE IDENTIFICATION / PATTERN & CAUSAL INVESTIGATIONS
Task #3: Identification of persistent issue by department
Task #4: Persistent issue to be confirmed
Task #5: Sitings and initial impressions of persistent issues
Task #6: Completion of Data Table Design
Task #7: Completion of Data Collection [File L1] [File L1(Labour)] [File L2] [File L3] [File L3 (DRTS)]
CAPACITY BUILDING (INTERMEDIARY) - IDENTIFY CAUSAL LOOPS (SYSTEMS THINKING)
Task #8: Completion of Module 3: Facilitating Conversations for Organizational Learning
Task #9: Organizing Local and Central Govt Officers' Meetings
Task #10: Identification of Behaviour Over Time graphs and Archetypes
(including councillors, MPs & Chiefs)
Task #11: Identification of the Key Success Loop: Systemic structures that keep the problems persistent
(recurrent) and learning to turn around these realities as a country
Task #12: Completion of Module 4: Building Shared Aspirations
APPLICATION #2: CO-FORMULATION OF STRATEGIES WITH THE NATION
(GENERATIVE CONVERSATIONS / CLARIFYING ASPIRATIONS)
Task #13: Organizing involvement of citizens
Task #14: Involvement of parastatals / private sector
Task #15: Involvement of political and tribal arms (councillors, MPs, Chiefs)
Task #16: Involvement of regional bodies
APPLICATION #3: IMPLEMENTATION (AND SELF-MONITORING) OF STRATEGIES (ADVANCED)
AS A NATION
Task #17: Co-formulation of strategies and indicators of progress (all involved should have reached Task
#12)
Task #18: Implementation status of strategies
Task #19: Outcome of strategies (monitoring indicators of progress)
Task #20: Confirmation of completion status
These sessions are designed for the following personnel:
- Ministers & Assistant Ministers
- Members of Parliament
- Permanent Secretaries, Deputy Permanent Secretaries,
These sessions are designed for the following personnel:
- Directors (PS and DPS may join here too)
- Section Heads including deputies
- Overseas Embassy staff
- Performance Improve Coordinators (PICs) and PIClets
- Planning staff
- Corporate Service Staff
DISTRICT WORKSHOPS:
These sessions are designed for the following personnel:
- Council Chairpersons
- Tribal Chiefs
- District Commissioners
- Council Secretaries, City and Town Clerks
- Land Board Secretaries
- District Level staff across the country up to the level of sub-sectors
TASKS OF PIC / PROJECT COORDINATION MEMBERS WITHIN MINISTRIES:
What to do to prepare your team:
SIX MONTHS AHEAD OF EACH WORKSHOP MODULE
- Determine current position of the Ministry's / Department's / Unit's progress on the project.
- Develop a database of participants who become eligible for the categories listed above and determine
number of participants indicating current status of attendance and non-attendance by units.
- Determine the number of sessions of each module required to meet the above numbers given 30
participants per session.
- These are sessions marked as "IH" (as in "In-house") or "D" (as in "Districts", These programmes would
be coordinated directly by Ministry of Local Government.) in Annex B (refer to Reforms Unit for a copy
of this Annex for a current full list of this schedule) as light-orange coloured boxes and indicate the
level of the module covered.
- Choose dates among the sessions marked as IH that you would like to be set aside as sessions for
your group of participants. Check for any major events (Parliament sessions, HE's reveiws, etc.) and
work around them six months ahead of the workshop date. Advice groups / units as it goes along of
the impending date for the workshop.
- Indicate the chosen dates to Reforms Unit. Reforms Unit would then ensure these dates are not
assigned to other units.
- Develop and diarise (expect a 2-1/2 year diary) of key steps in the management of the project schedule
for the teams.
- PICs to work with their supplys department in selecting and funding venue suited for the workshop
(consider the BCSC and workshop logistics for the required number of days i.e 2 flipchart boards,
flipchart paper, tables for cluster seating, stationery and meals for participants).
- Advance invitations to your group of participants at least six to eight weeks ahead of the workshop
session date. This is the first notice [Notice 1] of the workshop to the participants. To cc all
correspondences to participants to your respective project management coordinators (for your loop) as
you sent them out.
- Advance the relevant joining instructions [Notice 2] which contain the workshop manuals by email six
to four weeks ahead of the workshop session date. This is the second notice of the workshop. NOT
THE FIRST!
- Organizer to Note: For Module 4, that a universal DVD player be made available on site with suitable
projection facilities. The facilitator will be playing a DVD with NTSC format on Day 2 of the session.
- To advance [Notice 3] participants details of venue and to ensure participants are ready to participate in
the workshops
- Organize the workshop session venue layout with the venue organizer one week prior to the
workshop sessions
- Print and prepare to bring attendance sheet daily for sign-up by the attendees at the workshop at the
end of each day.
- PIC to ensure the flipcharts used in the previous modules (Modules 1-3) are returned to the workshop
venue before the start of the workshop session. These notes will be used to help participants review
the previous sessions.
- All participants to receive their relevant completion letter one week on completing their workshop
module
- Plan and schedule dates for follow-up discussion dates within one month of completion of Module 2 for
application of the tools of systems thinking by the participant (to include up to Dirs and if possible, the
DPSs) on the organization's stubborn problems.
- Advance up to three follow-up dates for the follow-up sessions. To advise participants to plan their
schedules around the said date.
- For participants who may have missed any part of the sessions, to arrange for the said participant(s)
to re-attend at the next available workshop programme of the same module (it may even be with a
different Ministry) at the earliest possible schedule (refer to the latest schedule calendar for details). To
get in touch with the relevant Ministry to facilitate logistical arrangements for the participant(s).
ORGANIZING THE DISCUSSION SESSIONS (APPLICATION)
- To advance reminders to participants attending the discussions sessions at least two weeks prior to
the workshops with the following agenda.
- To request participants bring their workshop manuals and arrange for the facilitator's flipchart notes for
Modules 1 & 2 to be present in the room with a flipchart board available at the session venue.
- Request participants read ahead page 32 of Module 2 as preparation for the discussion sessions.
- Organize session reviews by PSs of the Ministry and lead the way in facilitating the sharing of learnings
across and beyond the Ministry (including the private sector and citizens). See attached meeting
agenda for advancing to meeting participants.
TASKS OF WORKSHOP PARTICIPANTS:
PREPARATION REQUIRED BY PARTICIPANTS FOR WORKSHOP SESSIONS:
- These are sessions marked by the module number (as in Module 1, Module 2, etc.) Refer to Reforms
Unit for a copy of the current schedule or click above at 2009-12 Project Calendar for the latest. You
may also look out for regular notices from the Reforms Unit, OP that would be sent to you and copied
to your PIC to invite your participation in these sessions.
- Indicate your preferred workshop dates (you could book dates for all four modules in advance) to your
PIC by the suggested dateline. The date selected should allow you to be wholly present for the
duration of the workshop. Do NOT choose a date that conflicts with existing schedules in your diary
and to arrange all other schedules around the three dates and avoid double-booking this programme
with other events.
- Pencil the selected date in your diary.
- Indicate early to your office (colleagues / family) of your non-availability during the three days and
request that all calls or requests be made either at tea-breaks or after sessions. Minimize disruptions
for yourself and your fellow participants during the workshop. It is intended to be support the
ettiquette of the workshop.
- Joining instructions would be sent to you closer to the date of the workshop. Should you not receive
them by a month before the scheduled date, please request for it from your coordinator's office.
- Workshop manuals to be downloaded from the joining instructions (see above) and be brought to the
session.
- All sessions begin at 9.00 am for Day 1 and 8.30 am on remaining days and are scheduled to end at
about 4.30 pm.
- Should you be unable to be present for the entirety of the programme, you are required to re-attend
at the next available workshop programme of the same module at the earliest possible schedule to
allow you to proceed to subsequent modules / discussion sessions.
PREPARATION REQUIRED BY PARTCIPANTS FOR DISCUSSION SESSIONS:
- Look out for regular notices from your PIC that would be sent to you to invite your participation in
these sessions. You should have completed Module 2 of the workshop sessions before you attend
ANY discussion session. This is a pre-requirement for the workshops. The notice by your PIC would
indicate the scheduled dates of the discussion for your organization.
- Indicate your preferred session dates (you could book dates for five discussion sessions in advance) to
your PIC by the suggested dateline. The date selected should allow you to be present wholly for the
duration of the workshop. Do NOT choose a date that conflicts with other existing schedules in your
diary.
- Pencil in the date in your diary.
- Joining instructions would be sent to you closer to the date of the discussion session.
- To bring along participant workshop manual for Module 2 to the discussion session.
- Each sessions may vary from half a day to up to a day. They begin at 9.00 am and end at about 4.30
pm.
For more information on this programme
Office of the President, +267-7138-3023, Botswana
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