Terms of reference
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Terms of reference describe the purpose and structure of a project, committee, meeting, negotiation, etc. When used with regards to a project, they can also be known as a project charter.
Terms of reference should document how the scope will be defined, developed, and verified. They should also provide a documented basis for making future decisions and for confirming or developing a common understanding of the scope among stakeholders. In order to meet this criteria, success factors/risks and restraints should be key and fundamental.
Creating detailed terms of reference are critical, as they define the:
- Vision, objectives, scope and deliverables (i.e. what has to be achieved)
- Stakeholders, roles and responsibilities (i.e. who will take part in it)
- Resource, financial and quality plans (i.e. how it will be achieved)
- Work breakdown structure and schedule (i.e. when it will be achieved)
- Should include success factors/risks and restraints.
The terms of reference set out a road map. They give a clear path for the progression, by stating what needs to be achieved, by whom and when. There must then be suite of deliverables which conform to the requirements, scope and constraints set out in this document.
[edit] Terms of references in a project life cycle
The "terms of reference" are created during the earlier stages of project management, immediately after the approval of a project business case. They are documented by the project manager and presented to project sponsor or sponsors for approval. Once approved, the project team have a clear definition of the scope of the project. They will then be ready to progress with the creation of the remaining project deliverables.
