EEPP   Program Support Unit 

Functions and Team Building for the PFTC Department, EEAA 

Summary of Day One and Start of  Day Two 

Eng. Dahlia Lotayef gave a summary of  Day One to start the second day of the retreat.  

Her key points were: 

a.  The Minister saw our core strengths as international cooperation (donor projects) and 

executive support. 

b.  our challenge will be how to strengthen the new functions of EEAA program planning 

while keeping up the effectiveness of the department as a whole. 

c.  The Minister will give us time for developing the planning and follow up function. 

d.  Eng Dahlia Lotayef sees the advantages and approves specialization within PFTC as the 

way to direct staff to achieve agreed upon tasks.  What is next is to agree on the best 

ways to implement and direct (not manage) the new structure of work 

Model of Communications around and within PFTC 

Mohammed Ismail presented a model and analysis of communications at EEAA, particularly 

applied to the PFTC.   Attachment 13., Model of Communications around and within PFTC,  

clarifies the types of target outputs that the PFTC is contributing to, namely the decisions of 

EEAA senior officials, such as the Minister, the CEO, the Secretary General and the 

department heads.  The model can help PFTC spot its weaknesses and improve its outside 

relations.  

The second chart in Attachment 13 anticipated the need for PFTC to improve the  

management of the tasks and people inside the department in order to be productive within 

the new organizational set up.  A list of needs were specified concerning the internal 

workings of the PFTC.  Included in the list was priority setting, top down communications, 

delegation to designated staff members and to resource staff members, the role of middle 

management, central filing, archiving, the management of shared computers as well as the 

role of the department head.  Application of the model and performance improvement 

strategies for relations external to the department was not discussed. 

Identifying PFTC Basic Outputs and Deliverables 

The agreements and understanding of the prior sessions of the retreat were tested now by 

asking all PFTC staff to go into the details of their work.  The 14 participants formed 6 

groups to construct lists of all the major outputs of the department following the proposed 

Technical Support Department model, Attachment 8.  For resource materials, the staff made 

use of the following: 

Attachment 4., Expectations by Participants, 

Attachment 14., Draft Outputs for Units, the Technical Support Central Department (Dr. 

Mike Smith) 

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INTERNATIONAL RESOURCES GROUP