Purpose of ToR

The phrase Terms of Reference (ToR) has evolved to cover many things.
According to the New Oxford English Dictionary2, the ToR are the scope allowed to
persons conducting an enquiry of any kind. Two other expressions sometimes used
with the same meaning are scope of work and mandate
Important:
In practice, a ToR is a written document presenting the purpose and scope of
the service to be provided, the methods to be used, the standard against which
performance is to be assessed or analyses are to be conducted, the resources and
time allocated, and the reporting requirements.
A ToR should provide a clear description of:
the rationale for undertaking an assignment, study or task
the expected methodology and work plan (activities), including timing and
Duration
the anticipated resource requirements, particularly in terms of personnel
the reporting requirements
A ToR serves as:
a selection tool
a tool for communication between the service provider the successful bidder
(offer side) and the contracting authority (demand side) (see Figure 1)
a tool for following up and monitoring the contract during project implementation
a tool for project evaluation as a part of tender documents, a ToR is a key
contractual document against which the performance of contractors, service
providers (consultants) and/or other stakeholders can be judged.
When the objective of the study has been defined and the terms of reference
have
been drawn up, the subsequent steps like deciding the personnel for conducting the
study,
getting management's approval and support and getting the participation from the
workers can follow.
Method studies to be effective should have the full support and the active
cooperation from the management, employees, trade unions and associations.
Cooperation would be obtained easily if everyone is kept properly informed,
especially those who are likely to be affected.
Before the commencement of the studies, a circular may be issued by the
management to keep everyone concerned informed about the study. Such a circular
may include the purpose and scope of the study, composition of the team, liaison
and assistance required to be extended. This, apart from serving as information, will
also provide an authorization for the team to obtain all necessary data and make
the required investigation.
Finally, it may be worthwhile to make a time schedule in order to see that,
the project is completed in time. Allocation of specific tasks to different members of

the team and drawing up a programme of work will help in an organized conduct of
the project.