Purpose of ToRThe 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.