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“Making It Happen” Terms of Reference. Michelle A. Duda, Barbara Sims, Dean L. Fixsen, Karen A. Blase, Leah Bartley, Allison J. Metz, Sandra F. Naoom , Melissa K. Van Dyke Frank Porter Graham Child Development Institute University of North Carolina. Placer County - PowerPoint PPT Presentation
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“Making It Happen”Terms of Reference
Placer County Office of Education
Auburn, CAMarch 30, 2012
Michelle A. Duda, Barbara Sims,
Dean L. Fixsen, Karen A. Blase,
Leah Bartley, Allison J. Metz,
Sandra F. Naoom, Melissa K. Van Dyke Frank Porter Graham Child Development Institute
University of North Carolina
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
Making “IT” Happen Activity
Developing your Implementation Team’s “Terms of Reference”
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
Setting the Stage for Multi-Level Group Work
Establishing Terms of Reference (ToR) Terms of Reference (ToR) are detailed in a
written document Outlining the purpose of the project or group, How it will be structured and implemented. It is like an internal Memorandum of
Understanding (MOU)
Helps you clarify communication, mandates, and core features and functions of the group
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
Terms of Reference
ToR is quite frequently used in business and planning endeavors
Creating a detailed ToR is a critical part of any project
The ToR is an important Plan step in a PDSA Cycle for Group Work
DoPlan
Study
Act
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
Benefits
ToR can facilitate work because: It establishes common ground and a common
understanding of why a group has been formed and what is expected.
It is a proactive way to ensure that there is agreement about important dimensions of the project.
It clarifies both the role of the team and may also clarify individual roles on the team
Increases comfort and legitimacy of “all voices” on the team
Such agreement, in the absence of work or issues, helps the group talk more openly about diverse opinions and reach consensus.
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
ToR for Agreement Creation: Common Values
Details “values and ways of work” that the group will abide by/use/review throughout the project
An opportunity – in the absence of the actual work to: Surface Challenges Get confusion on the table and move to
clarity Reduce the likelihood of ‘distractions’
during the work of the group
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
Key ToR Components Vision for the Work Together Scope and Objectives Expected Outcomes and Deliverables Boundaries (what it is and is not, when are we done) and
Limitations Authority, Accountability and Reporting Requirements
Linking Communication Protocols for Alignment (with whom do we communicate, how, and how often and for what purpose)
Roles and Functions of individuals (who participates in what ways)
Leadership Term Membership Orientation for New Members
Resources available to the project Decision-making process Values and Ways of Work Implementation Plans
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
Use It or Lose It (Do)
If the document is actively used and referenced throughout the life of the project it can: Help maintain focus by:
Using the ToR so that the project or group remains on track or on “mission”
Serving as an aid to troubleshooting to maintain focus (e.g. “are we still aligned on values and way of work?”, “do we have the authority, people, resources we need right now?”)
Serve as a ‘prompt’ before a meeting, a discussion, or a decision.
DoPlan
Study
Act
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
Use It or Lose It (Do)
If the document is actively used and referenced throughout the life of the project it can: Help refocus when group dynamics are bumpy
(e.g. “I wonder if we should revisit our agreed upon way of work, we said…..but now I am hearing…, So have we changed our way of work or scope of work or have we strayed from our roles/responsibilities, values?”).
Support “getting on the balcony” with respect to group process, dynamics, and agreement creation – “let’s think about our end goals”
DoPlan
Study
Act
Copyright © Dean L. Fixsen and Karen A. Blase, 2008
Revisit, Reflect, Revise
Nothing is carved in stone Revisit and Reflect (Study)
In the absence of actual issues - Get on the BalconyIdentify emerging challenges The very “work of the group” may call for a change in the
ToR
Opportunity to be sure all are heard
Revise (Act)Change any elements to improve group functioning or the success of the overall project
Go again (PDSA)
Do
Plan
Study
Act