Terms of reference should include

Tweet this page. ToRs provide detailed answers to the following questions about the evaluation: WHY and for WHOM the evaluation is being done: it identifies the reasons for the evaluation, the purpose and its intended users.

WHAT it intends to accomplish: it describes the focus, the scope and the expected achievements. HOW it will be accomplished: it guides the execution of the evaluation and provides a basis for a cost projection. WHO will be involved in the evaluation: it details the stakeholders that will participate in the evaluation.

WHEN milestones will be reached and when the evaluation will be completed: it sets a schedule and timeframe. List of intended users of the evaluation: the evaluation is designed and carried out around the needs of the primary intended users. The questions to be answered in the evaluation: the questions should be as specific as possible. Principles and approaches that will guide the evaluation e. The methodology section should detail methods of investigation consistent with evaluation questions, principles and approaches, intended users, budget and time.

Stakeholder involvement, roles and responsibilities for all stakeholders: who will be involved, how will they be consulted, who will undertake each of the tasks and how the steps of the evaluation will be completed. The reporting requirements should describe the format, dissemination materials, intended audiences, content, length, format of recommendations, etc.

Accurate and detailed estimation of cost of the evaluation: the budget should include personnel per day, travel expense, supplies and equipment, translations, copies, communications, etc. Timeline and milestones: description of the evaluation process: planning, data collection, data analysis, reporting, facilitation of use, reporting and handling.

Documents available: lists documents available on the issue and projects that will be helpful for the evaluation. Terms of Reference are developed once a project has been identified, defined and planned. TOR of a project provides a clear description of the following critical information:.

The development of Project Terms of Reference is required for making the decision on whether or not to allocate necessary funds to a proposed project. It is the result of the project proposal process, and TOR serves as the primary report of this process. TOR is usually required for:. Considering the listed items, the content of Project Terms of Reference should include business-critical information necessary for starting, implementing and monitoring project activities.

Meanwhile, the exact content of TOR varies from project to project and significantly depends upon the scope of a proposed project. Please note these are the common sections of a TOR template. They can be changed or omitted, depending on the scope of a particular project.

The following below description of the TOR sections is general and provided as an overview for guidance purposes. It means a particular project will require a deeper analysis of the content to be included in a TOR template. When you plan for your project, you must first analyze and define the work that needs to be contracted out, and then proceed with the development of Project Terms of Reference. The background of a project provides an overview of the history behind the project.

It should clearly state why perform the project and refer to a programming context. The purpose is to provide the reader with a brief explanation of the need behind the project. The Background section of a TOR template usually includes several paragraphs which address the following issues:. The objectives of a project are those desired accomplishments that can be reasonably delivered upon project completion, with consumption of available resources and within an expected timeframe.

They should clearly identify and define what is expected from the project and who the target audience is. The Objectives section of a Terms of Reference template should describe desired achievements at different stages of project lifecycle. It should also state the primary objectives of the project, which must be achieved upon success project completion. Any project involves a number of issues and problematic areas that must be addressed in order for the project to be implemented smoothly.

The issues are the points of discussion or dispute throughout the project lifecycle. They cover any concern, query, request for change, or anything else that requires a resolution during the project. Unresolved issues may cause project failure. The Issues section of a TOR template should highlight key issues to be studied and disputed at every stage of the project lifecycle. Usually TOR includes a range of evaluation criteria to be used for issue analysis and solving. Here are generic issue evaluation criteria for most projects:.

The implementation methodology of a project provides a set of broad principles and rules from which specific procedures will be derived in order to define how to carry out the project in a cost-effective way. It describes the main methods of project implementation. The Methodology section of a Project Terms of Reference template should therefore include a description of the following items:. The expertise needed for doing a project defines a set of professional requirements for the individuals and teams involved in project implementation.

It will be the basis for team building, including training and skill assessment.