Setting the Scene
Terms of Reference
It is important that the background to an assignment and its objectives are clearly understood by all parties. The Terms of Reference (TOR) meeting should ideally be chaired by the Member Representative and be attended by the Head(s) of the divisions in whose area the assistance is sought and such other persons whose contribution is directly relevant. The SUMS Assignment Manager and the Consultant who is scheduled to undertake the assignment will attend.
The TOR briefing is normally given by the member representative with contributions from colleagues and typically covers:
- Background to the assignment, including how and why the request has arisen
- Special circumstances prevailing
- Details of what is required
- Objectives for the assignment and expected outcomes
- Timing
- Reporting requirements i.e. day-to-day liaison, progress reports, presentations, draft reports.
There will be opportunity for questions and discussion of points. Following the TOR meeting SUMS will draft a TOR letter setting out our understanding of the assignment for review and approval by the member.
Unlike external consultants, SUMS does not quote a fee for work within the annual work programme since costs are met from the members' annual subscriptions.
Approach
The approach to be taken to an assignment will be outlined in the TOR letter. Once TOR are agreed SUMS will schedule a date to begin work in discussion with the Members. members of staff.
A work plan will be prepared by SUMS to assist in planning and managing the assignment. It is important that the agreed timescales for assignments are adhered to by both parties. It is of particular importance that preparations are made to commence assignments on the agreed dates. Slippage impacts on the work programme, not just of the individual member's but of all members.
An initial meeting is usually held with the Head of the appropriate division to agree a schedule of staff to be interviewed.