Outline of Terms of Reference Document February 2012The Terms of Reference does not need to be a lengthy document (i.e. one ortwo pages of A4), but it should include the following;(1). A statement of the overall project objective.This may be a single statement (e.g. ‘To establish the commercial feasibility ofpursuing a regional growth strategy’), or composite (e.g. ‘To evaluate thecompany’s current marketing, identify its strengths and weaknesses, toidentify a better method to deliver the brand message to appropriate marketsegments’). In addition, a short presentation of the client should be includedas regards location, size in terms of number of employees and turn-over, andvalue proposition.(2). A subdivision of project work into either chronologically sequenced stages OR logical components to be completed separately though concurrently.Where appropriate the project should be divided into phases, with each phaserepresenting the work required to fulfil the overall project objective or a subaim of the project.(3). Timeframes and project milestones should be identified.You must each identify the available time you have to deliver the consultancy(i.e. the equivalent of chargeable man hours), and the timing of your individualand group interventions. You also need to work out a division of labourbetween yourselves to ensure that all required work is completed on time.This planning procedure should be shown in the Terms of Reference.(4). Access and co-ordination details.The client should also assist by indicating which members of theirorganisation will be involved and for which components or stages of theproject. An overall Project Owner should be identified on the client side sothat the project team have a consistent point of contact. The extent of accessto company information (where required) should be organised up-front – whois responsible, what limitations are there, etc.(5). Confidentiality clause.The Terms of Reference should include an agreement, if required, that allinformation dealt with is company confidential and must be treated with theutmost discretion.
(6). Statement of ProceduresIf your project requires some out-of-pocket expenses, please discuss withyour client and indicate how and when such sums will be reimbursed.(7). Statement of OutputThis refers to the type of report that is required by the client. For example, theclient may wish a feasibility study or a piece of market research. The clientmay require an evaluation of costs, staffing requirements or technologychoices or whatever is necessary to fulfil a strategic plan that you are devisingfor them. Details of what is required to support the attainment of objectivesshould be made clear under this section of the Terms of Reference.Please try to make conclusions and their rationale clear. We believe that it isimpossible to reach a clear conclusion without a good understanding of theproduct or service offered. We will expect to see a clear articulation of theclient’s value proposition in the report.Once again, please remember that you will draw up the Terms of Referencewith your client’s help and advice. This document is intended to establish aclear working relationship between the client and your group. If prioritieschange during the project and the Terms of Reference need to be modified,with the agreement of your client, this is acceptable as long as AidanHetherington is notified of any changes in writing prior to the handing in of theproject.