Colleagues,
Following sector-wide concerns regarding pilot proliferation, pilot fatigue, and the long-term sustainability of perpetual trial implementation, the University is pleased to announce the launch of a new institutional initiative:
The Pilot Programme to Reduce Pilots (PPRP)
This 18-month pilot seeks to explore whether the number of pilot programmes currently operating across the University can be strategically reduced through targeted piloting interventions.
1. Background
A recent internal review identified that the University is currently running:
- 14 active pilot programmes
- 9 pilot evaluations
- 6 pilot extensions
- 3 pilot feasibility studies
- 1 pilot review of pilot feasibility methodologies
In several cases, pilot programmes had become operationally indistinguishable from permanent practice, despite remaining formally classified as “temporary exploratory initiatives.”
Staff expressed uncertainty regarding:
- Whether pilots were still pilots
- Whether completed pilots had officially concluded
- Whether some pilots were themselves piloting the concept of pilots
2. Purpose of the PPRP
The Pilot Programme to Reduce Pilots aims to:
- Assess institutional dependency on pilot structures
- Identify opportunities for pilot consolidation
- Develop a sustainable framework for future pilot restraint
- Pilot alternative approaches to pilot management
The programme is expected to generate actionable insights into the long-term viability of non-pilot operational models.
3. Pilot Methodology
The PPRP will proceed in three phases:
Phase 1: Pilot Mapping
Identification and categorisation of all existing pilots according to:
- Pilot duration
- Pilot clarity
- Pilot awareness among participants
- Degree of pilot self-reference
Phase 2: Pilot Rationalisation
Selected pilots will be:
- Merged
- Paused
- Reclassified as “emergent operational practices”
- Subjected to secondary pilot review
Phase 3: Pilot Reduction Pilot
A small-scale pilot will test whether pilot reduction itself can be sustainably piloted before broader institutional rollout.
4. Governance Structure
Oversight of the PPRP will be provided by the newly established:
Pilot Oversight Steering Committee (POSC)
Supported by:
- The Pilot Review Working Group (PRWG)
- The Interim Taskforce on Pilot Transition Pathways (ITPTP)
- The Advisory Panel on Sustainable Piloting Futures (APSPF)
To minimise administrative burden, all groups will meet separately.
5. Evaluation Metrics
Success of the PPRP will be measured using the following Pilot Reduction Indicators (PRIs):
- Reduction in total pilot visibility
- Increased clarity regarding pilot status
- Percentage of pilots acknowledged as pilots by participants
- Reduction in pilot-related uncertainty (subject to pilot verification)
A dashboard will be developed to monitor pilot optimisation in real time.
6. Risks and Mitigations
Potential risks include:
| Risk | Mitigation |
|---|---|
| Excessive pilot reduction | Introduction of contingency pilots |
| Staff uncertainty regarding pilot status | Additional pilot communication strategy |
| Emergence of unapproved pilot-like behaviour | Pilot awareness training |
| Permanent dependence on pilot reduction pilots | Deferred review at later pilot stage |
7. Staff Guidance
During the pilot period, staff are advised to:
- Continue participating in existing pilots unless informed otherwise
- Avoid initiating unauthorised pilots
- Clearly label any experimental activity as:
- Pilot
- Pre-pilot
- Post-pilot transitional pilot
- Pilot-adjacent exploratory initiative
8. Closing Remarks
The University recognises the important role pilots play in fostering innovation, experimentation, and strategic uncertainty management. At the same time, we acknowledge the need for a more intentional approach to pilot sustainability.
The Pilot Programme to Reduce Pilots represents an important first step in piloting a future in which pilots may eventually become less necessary, subject to pilot outcomes.
Further updates will be provided following completion of the preliminary pilot evaluation phase.
Attachment: Pilot Reduction Pilot Timeline (Draft Version – Pilot Use Only)
