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Tools, Tips and Lists
Project Terms of Reference
The Project Terms of Reference, or TOR, describes the purpose and
structure of a project. In some organizations it may be known as
a Project Charter.
The purpose of the document is to allow an informed decision on whether
or not to start a project. If the project is not worthwhile, it stops
immediately and the organization saves the time, money, and effort of
starting a project, only to find later on that it is not viable. If
the project is worthwhile the document acts as a baseline which is key
to effective change management throughout the project. The project’s
Sponsor or Project Board agree to more detailed project work by signing
off this document.
Key sections of the document include:
Background
- The business reasons for doing the project. May identify problems
or difficulties, their effect on the organization, and the reason for
doing something about them (or the impact of doing nothing)
- A statement of the current situation and key historical events,
describing the context within which the project is to be done
- References to pertinent people, places and events
- Cross-references to other work being done
- Cross-references to the business mission, vision and strategic
objectives
Objectives
- A statement of what is expected to be achieved during the project
- Multiple objectives should be listed separately in order of priority
- The objectives should be: concise, unambiguous, relevant,
measurable and realistic
Scope
- A specification of the boundaries within which the work is
to be undertaken
- What processes, functions and operations the project will cover
- What areas the project will NOT cover
- What business areas, jobs and geographical locations will be affected
Constraints
- To describe any restrictions which could well influence the way in
which the project is undertaken
- Examples of constraints that may apply are:
- Timescales: When the assignment should be started and completed. Any
critical dates, such as start of financial periods. Target dates for
presentation and review of draft report
- Budget: In man-days and cost
- Resources: Availability of staff undertaking the project
- Methods: Refers to standards or procedures that have to be followed
- Tools: May refer to tools which have to be used to implement or
manage the project
Assumptions
- A list of all assumptions
Roles and Responsibilities
- Project organizational structure
- Key roles and responsibilities (e.g. Sponsor, Project Manager)
- Use the VICARS Matrix
Key Deliverables
- This section describes the outputs from the project. These would
normally be the physical outputs but could include 'changed state’
outputs (i.e. trained employees). Examples include: Project Terms of
Reference, Microsoft Project Plan, Risk Register, Product Specifications,
Organizational Structure and Job Descriptions
Do you have an idea that you would like added to this list? Please
send it to resource@mentoric.com.
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