Institute of Technology Ireland ESTIP Project

Academic managers programme

Operational planning - Case Study

'Roscommon IT Leisure Centre'

Tutor Notes

This exercise is designed to be used at the start of several programmes to act as an ice
breaker and get participants to start thinking about planning in a practical way. It is simple and
does not require pre course reading. It is designed to take about 60 minutes.

A semi commercial organisation, operating within an Institute of Technology, is the subject for
consideration. This should ensure that no one in the group will be an expert or will be inclined
to get absorbed in unnecessary detail.

The focus of this exercise is to get the group to consider ways in which elements of operational
plans can be built and integrated. The exercise is managed in three parts:

Part 1: Divide into sub groups to examine the scenario from three perspectives
Operational plan format/ presentation, risk assessment and resource requirement
assessment.
Part 2: a plenary discussion to integrate these elements into a two year operational
plan to develop the centre in line with the stated strategic objectives.

The exercise is introduced by the tutor using a few powerpoint charts and distributing a
handout. (attached)

The scenario - summary

The case is about a multi use sports centre set up within an IT campus nearly two years ago.
It is used by students, schools and the public and is required to break even or make a small
profit with revenue from these three or other groups of users.

The centre manager produced a basic strategic plan when the centre first opened and has
recently updated it with budget statements and projections. There was good consultation with
stakeholders and staff. Detailed market research and a competitive analysis indicates that the
objectives set are achievable but only if there is a very positive push to implement the strategy
as formulated.

Assignment

The class is split into groups (target 4/5 per group). They are asked to analyse the situation
using the material provided, and produce an initial draft of an operational plan while taking into
account a number of factors associated with operational planning such as activity scheduling,
resource assessment, risk analysis, plan presentation etc.

Key Learning Outcomes / messages

To have examined options for how to lay out an operational plan.

To have reviewed an approach for conducting a basic risk assessment of the
components of an operational plan.
To assess the resource requirements when developing an operational plan.
To gain an appreciation of the cross functional considerations that will arise when
engaged in developing an operational plan.

355339157.doc Page 1 of 3
 Institute of Technology Ireland ESTIP Project
Academic managers programme

ESTIP Programme Development ICE Breaker Case Study

'Roscommon IT Leisure Centre' - Briefing Sheet
Background

The multiple use leisure centre was built in the grounds of the Roscommon Institute of
Technology and opened in August 2007. Half of the construction costs were funded by a EU
grant and the rest was provided by the Irish government on a long term loan.
The centre was built as a three way partnership for use by the students, local schools and
members of the public. The centre generates revenue from these three groups and is required
to break even financially or make a small profit to fund future growth.

Facilities.

It is well equipped with a state of the art 50 metre swimming pool with diving area, squash
courts, badminton courts, five a side football pitches and two well equipped gymnasiums and a
large multi-purpose hall which is significantly under-utilised at present. There is also
considerable space for expansion if the need arises.

Strategic Plan Extract (2007 to 2010)

Mission to be the leisure services provider of choice in Roscommon.

High level goals

To increase available floor area from 5000 to 8000 sq ft by 2010.
To grow total membership numbers by 50%, in order to operate at optimum capacity
(85%) by 2010.
To increase (net) profit by 30% by 2010.
To increase the direct usage of the facilities by college staff and students by 50%,
through hosting non-sporting college sponsored events and activities.

Financial estimates / accounts

Revenue 000 actual 2007 est 2008 est 2009 est 2010
IoT use 600 500 750 1,000
Schools 500 450 600 750
Public 400 250 500 625
Total Revenue 1,500 1,200 1,850 2375

Expenses: 000 actual 2007 est 2008 est 2009 est 2010
Employment 500 450 450 500
Operating costs 300 325 350 400
Financing costs 500 525 550 550
Total Costs 1,300 1,300 1,350 1,450
Surplus/deficit +200 -100 +500 +925
Occupancy 50% 40% 65% 78%

355339157.doc Page 2 of 3
 Institute of Technology Ireland ESTIP Project
Academic managers programme

SWOT Analysis consultant report (November 2008)

Strengths Weaknesses

State of the art facilities Low staff morale losing key staff
Room for expansion Reducing public attendance
Well qualified staff Reduced student numbers (revenue)
Reduced schools budgets

Opportunities Threats

Potential new academic programmes Increased competition

Ability to develop new facilities Recession impact on personal finances
Flexible, under-utilised facilities HEA potential rejection of academic plans
Local authority budget constraints

Group assignment

You are members of the new Strategic Planning steering group it is now January 2008.

Assuming the strategic intent outlined above is acceptable, prepare a basic operational plan to
achieve the high level objectives, taking account of the SWOT and financial details provided.
The focus should be on the elements of activities which would have to be implemented to
achieve the strategic objectives

Your plan should include:

A break down of activities (objectives) to contribute to each goal, while taking
into account the outcome of the SWOT analysis.
Identification of any key milestones to be achieved, for delivering each goal.
Itemising the resources needed to achieve each objective.
An outline of a basic risk assessment for the plan to achieve each goal (and
associated objectives).
Your approach to monitoring progress on implementing the operational plan.

(Note: the ESTIP manual provides ideas for presenting operational plans)

Please discuss with your colleagues and agree a group response and feedback in the plenary
session.

355339157.doc Page 3 of 3