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
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 [samples:] [File Country]
CAPACITY BUILDING (INTERMEDIARY)
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) for the department and resists the learning needed to turn these realities for the country
Task #12: Completion of Module 4: Building Shared Aspirations
APPLICATION #2: CO-FORMULATION OF STRATEGIES
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)
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
UNDERSTANDING THE SCALE OF THE PROJECT:
TASK A: Numbers for workshop sessions to be held:
ANTICIPATED NUMBERS OF PARTICIPANTS: xxxx (estimated)
ANTICIPATED NUMBERS OF SESSIONS FOR EACH MODULE: xxxx/30 = xx
ANTICIPATED NUMBERS OF SESSIONS FOR THE FOUR MODULES = xx x 4 = xxx
(at minimum assuming we have full participation. If not managed well, this could double or triple:
a good estimate becomes 500 sessions) [PART A]
ANTICIPATED NUMBERS OF DAYS REQUIRED FOR THE FOUR MODULES = xx x 3 = x [PART C]
TASK B: Numbers for discussion sessions to be held:
ANTICIPATED NUMBERS OF TOPICS PER DEPARTMENT = 1 OR 2
NUMBER OF TOPICS IDENTIFIED SO FAR: yy (and counting)
ANTICIPATED NUMBER OF DISCUSSION SESSIONS PER TOPIC = 8 TO 10
ANTICIPATED TOTAL NUMBER OF DISCUSSION SESSIONS TO BE ORGANIZED = yyy [PART B]
TOTAL NUMBER OF DAYS REQUIRED: y DAYS [PART D]
TOTAL NUMBER OF SESSIONS TO BE ORGANIZED [PART A + PART B] = xxx+ yyy (estimate)
TOTAL NUMBER OF DAYS REQUIRED [PART C + PART D] = x + y DAYS
TASKS OF THE HEAD OF THE CIVIL SERVICE:
- To assist in the facilitation of the learnings and systemic interventions by participants beyond the public
service, political arms, private sectors and citizens. These are strictly for issues that inherently have dynamic
complexities. These are 'problems' that do not seem to "go away" (recurrent issues) despite mandates (for a
significant number of years (at least 6-10 years)) to correct it and continues to face unrelenting pace at which
it 'consumes' resources in order to bring it under control.
TASK OF THE PROJECT MANAGER(S):
- To assist in the facilitation of the learnings and systemic interventions by participants across the public sector,
central and local governments, non-governmental organizations (NGOs), parastatals and the works at local
districts.
TASKS OF OVERALL PROJECT COORDINATOR:
- To ensure the smooth running and management of the required sessions indicated above (within respective
Ministries within the public sector).
- Sending of monthly notices and updates of schedules and project status from the Reforms Unit to all central
and local government units to invite and facilitate participation in the sessions. Copied to all PSs.
- Prepare overall follow-up coordination notes (The Coordinator's Diary) to the project management team
members (by loop) for follow-up (meetings / schedules / project calendar / data coordination / data collection)
with respective ministry PICs [Loop 1][Loop 2][Loop 3][Loop 4][Loop 5]
- Coordinate scheduling of all units in given scheduled format of meetings and sesions schedules and ensure
prevention of double-bookings and/or lapes
- Assist Project Management Team in smoothing out next steps for the Ministries and Local Government units
within their respective loops
TASKS OF PROJECT STRATEGY COORDINATORS:
(BY THE LOOP):
Requires coordinators to be forward in their coordination in facilitating the teams on the programme through the
five steps (20 tasks listed) listed below.
DAILY WORK FLOW-CHART OF A STRATEGY COORDINATOR
Steps here detail day-to-day guide (flow-chart) on what the Strategy Coordinator may do (details may be
managed by the project intern) :
- For an existing Ministerial team: as soon as the consultant / via the PICs sends the dates to the Coordinator:
- Follow-up with the Ministry / unit by the same or next day by email, asking if they would check internally
with the participants (including regional staff where relevant. And not just the PIC's offices) which of
the suggested dates were going to work for them.
- If none of the suggested dates work for the participants, release the date to another Ministry in the
queue.
- Request immediately for the first PIC to suggest dates at least a month away based on other dates we
have available on our schedule. Remind them the distinctions between dates for workshops and for
discussions.
- Give the PICs three days to check-in with their participants and request if they would revert with an
answer by the end of the three days. E.g., should the coordinator calls on Mon, say would they revert
by Thu or should they not, could you call them back and even agree on a time that you should call them
back
- As soon as they confirm a date, then it is to upate the schedule weekly and circulate to all of the
coordinator and the consultant by the end of each week.
- Request the PICs to plan the participants commitment accordingly.
- For a new Ministerial team: In the event the Coordinator leads the coordination:
- Setup a meeting and discuss with the project team members in person and identify logisitics of (numbers,
intended audience (PSs to Heads of Sections), inclusion of regional staff, clarity of rank / minimum
managerial experience (10 years), etc.) team participants who have yet to do Module 1.
- If so, the project team members is to alert the respective PIC's office and if needs to, set up a prep
meeting with the consultant should they require to understand the whys, hows (this may be handled by
the team members) and the whens with their PSs, and Directors.
- Thereafter co-develop a project road-map for their teams.
- Should they not need me to do a prep meeting, then the project team members to request PICs liaise
with you for dates for Module 1 and Module 2. These should be setup 3 months ahead of a date (e.g.,
right now we should be preparing dates for Feb 2012).
- Rquest the PICs forward joining instructions to the participants at least one month ahead (Jan 2012) of
the date
- As soon as the consultant finishes Module 2, the consultant would advise them at the workshops, to set
up an initial five dates for any follow ups on the workhops (1 date) and to start the discussion sessions.
- Project Team members to ensure that the PICs follow-up with the follow-up notes to the participants and
to setup the five initial discussion dates.
- Once the teams have started the discussion, do check in a month ahead to ensure the next date
although scheduled is not lapsed.
- Follow-up three weeks ahead to ensure that the participants (cc a copy to their bosses) are informed (to
send the agenda) and ready for the session.
- Capture coordination notes of the meeting (tables, data points, points of coordination, archetypes) and
circulate it through the PIC by email to the participants by the same or next day.
- Update the status of the project coordination dashboard.
We are now back to step 1 here.
Indicators of Progress of Project Team Coordination:
- SHORT-TERM (1 year): The Strategy Coordinator has developed a project road map for each Ministry
- MEDIUM-TERM (2-5 years): The Project Manager assists to turn the Project Coordination Dashboard
to more green rather than red boxes
- LONG-TERM (6-8 years): The public sector with the country assumes systemic interventions in its
approach to system-wide issues.
DETAILED TASKING LIST
TASKS #1-2
- Co-develop a roadmap (setting up of tasks, dates, groups, cross-linkages, data management, co-involvement
of senior members of the team, including PSs, Ministers and Directors, parastatals, private sector and
citizens) with the performance coordinator for each Ministry that allows each to pull through the above twenty
tasks (by departments) as well as assist the coordination of work roadmaps across Ministries (by the loops /
Strategy Coordinators). Setup prep meetings where necessary to assist senior members on board.
- Coordinate directly with the PICs of their respective loops in ensuring the following are carried out for each
session: the four modular workshops for each team and the ten (minimum) discussion sessions
- 3-months ahead: Initiate planning cycle for each team (sometimes there are up to five or more teams per
ministry) three months ahead of the scheduled workshop date for each module
- 2-months ahead: Ensure PICs advance email invitations (for timings please refer to "Tasks of PICs") to each
workshop / discussion sessions eight weeks ahead of the session and to coordinate the venue procurement
process to match the venue setting requirements.
- Six to four weeks ahead: Ensure PICs advance the relevant joining instructions (which contain soft-files of
workshop manuals) to all workshop participants for each session (Module 1-4) at least six to four weeks
before the session. The participants should have by then received their first notice of the workshop.
- Ensure PICs coordinate with their supply departments in ensuring the venue match the required room setup.
- Remind PICs to ensure participants who attend Module 2 has attended Module 1 at least two months prior to
the session.
- Two weeks ahead: Ensure PICs advanced the final details of the notices showing time and venue details.
- One-week after: Ensure PICs arrange for participants receive the relevant follow-up completion letters within
one week of workshop completion.
- Within one-month of Module 2: Ensure PICs arrange participants are scheduled for the first discussion
sessions within one month of completing Modiule 2.
- Ensure PICs organize for participants who has not attended Module 2 do not attend the discussion sessions
but are instead first scheduled for the next available workshop session for Module 2.
- Prepare follow-up notes of any discussion sessions held and arrange for the notes for circulation through the
team / Ministry coordinators to the ultimate team and with the input from the Facilitator on data design
facilitate the circulation of the table for follow-up activities (seeking reactions and checking of relevance and
data integrity) before subsequent discussion sessions.
- Remind PICs to seek internal agreement (with Directors and / or PSs of units) on the areas of the stubborn
problems identified by the discussion teams for the Ministry
- One month-after: Ensure PICs schedule completion of data collection on receipt of the table design within 1
month of its receipt and to follow-up to clear bottlenecks to ensure completion of the table within two
months of the design.
- Works with the consultant in ensuring the integrity of the data collection, of the behaviour over time graphs
and the design of the data table formats is kept intact and / or to develop the table further as needed
- Ensure PICs convene discussions sessions to identify archetypes on the spotting of the BOT graphs
- Ensure PICs convene discussions sessions till the completion of the key success loop for the Ministry
- Facilitate the setting up of joint discussions between local and central government units in understanding
BOTs, archetypes and the KSLs identified
- Facilitate the setting up of joint discussions with the political arms and relevant private sector organizations in
the identification and formulation of systemic strategies
- Attend all sessions (workshops / discussion and joint sessions) as agreed for Ministries / departments within
/ for their loop
- Coordinate with the coordinators attached to the project to attend the sessions for their loop
- Update and keep master spreadsheet list of schedule and attendance details of all participants of the project
for workshop sessions.
- This will be used by the Project Manager in his/her monthly email project update notifications.
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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