xxxx Integration – xxx
Transition Planning and Transition Plan Outline
Transition Planning Definition
The purpose of transition planning is to manage the change that needs to take place to successfully
move a product or service from one state or environment to another state or environment. A Transition
Plan traditionally identifies all of the key activities, key milestones, risks and mitigation strategies, costs,
etc. that must be addressed for a successful transition.
In the context of the xxxx, transition planning refers to the process of transferring the accountability,
funding and delivery of services between health service providers including the merger of organizations.
A documented Transition Plan is of value to the organizations (governors and staff) implementing the
change and will assist them in planning for and managing the process. A documented Transition Plan will
also demonstrate to key stakeholders (Central East LHIN, volunteers, funders, clients, donors, etc.) that
the transition is being managed effectively and will be successful.
The Integration Plan should reference transition planning and identify some of the key areas to be
addressed in individual transition plans including establishing a transition team, oversight, transition
timelines/schedules, human resources plans and transition costs.
Transition Plan
There is no standard template to document a transition. A Transition Plan is developed to address the
specific circumstances of the change initiative and the needs of its participants. In the xxx Integration
context a Transition Plan could include, but not be limited to, the following contents:
Executive Summary
Provide a clear and concise outline of the plan including the rationale for identified transition
activities. It should be able to stand alone as logical, clear, and concise summary of the document
and highlight key elements of the plan the reader should be aware.
Background/Context
Describe the events that have led to the development of the Transition Plan document. This would
include referencing the LHIN’s Integration Strategy, the formation of the xxx Integration Planning
Team, the development of an Integration Plan, approvals by organizations and the LHIN, etc. This
information is available in the Integration Plan and subsequent events/decisions by Boards and the
Central East LHIN. This information can also be taken from the Transition Team terms of reference.
Description of the Change
Describe the change that will occur i.e. transfer of accountability, funding and delivery of a specific
service, merger of organizations, etc. Consider including a brief description of the current state and
future states. Again use the Integration Plan and subsequent decisions as a starting point.
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xxxx Integration – xxx
Transition Planning and Transition Plan Outline
Scope
Define what will and will not be included in the transition. This should relate back to the integration
Plan and what was approved by health service providers and the LHIN. A table format is an effective
way to identify scope (see example).
“IN” Scope
Describe specific items that WILL be included in the
change and transition.
“OUT” of Scope
Describe specific items that WILL NOT be included as
part of the change and transition.
Transition Oversight
Identify the approach to provide oversight of the transition planning process. This will include
responsibility for carrying out the transition planning process and decision making between
organizations. Identify how the transition planning process will be organized, who will be involved,
reporting relationships, an organization chart, etc.
Transition Team
Identify the required core skills, knowledge and experience needed to be involved in the transition
team and where these skills can be expected to be sourced i.e. internal or external resources. Include
the Transition Team Terms of Reference as an Appendix to the plan.
Transition Principles and Strategies
Describe any specific principles and related strategies that have been adopted as part of the
transition process (see example). Any principles identified should be consistent with the integration
Principles (referenced in the integration Plan).
Principles
Strategies
Transition Schedule
Identify the key activities and the approximate timelines anticipated for a successful transition of
services. Focus on the activities and milestones (key decisions) that are considered mission critical. A
table or simple Gantt chart is typically how this information is presented (see example).
Key Activity/Milestone
Establish Transition Team
Stakeholder Engagement
Prepare Transition Team Terms of Reference
Approve Transition Team Terms of Reference
Determine Requirements for Transition
Due Diligence
Negotiate/Mitigate Risks
Responsibility
Org A, Org B
Transition Team
Start Date
X
X
X
Board A, Board B
X
X
X
End Date
X
X
X
X
X
X
X
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xxxx Integration – xxx
Transition Planning and Transition Plan Outline
Key Activity/Milestone
Communications
Identify Costs
Human Resource Impacts
Adjust SAA Funding and Targets
….
Implementation
Responsibility
CE LHIN
Start Date
X
X
X
X
Org A, Org B
End Date
X
X
X
X
X
Transition Costs
Identify the unique one-time costs required to support the transition. A few examples of the types of
one-time costs that might be incurred through the transition and implementation process for the
measures identified in this Integration Plan could include:
•
•
•
•
•
•
•
•
Staff to support systems and data transfer (overtime, short-term contracts)
Legal Services (HR advice, corporate structure services, transfer of client records, etc.)
Accounting/Audit Services
Communications/Advertising Activities
Hardware/Software to align systems
Staff Training
Employee Severance
Supplies/Miscellaneous
Ensure that supporting documentation or rationale is available to support the cost estimates. Be sure
to identify where the organizations may require assistance in addressing transition costs. It is
recommended that any transition cost that cannot be managed internally by the parties be identified
as a financial risk and included in the risk section.
Human Resources Plan
Describe the full impact of the integration on staff and each employer’s obligations under law to
mitigate job loss and provide appropriate compensation in the event of job change and/or loss. It
may be appropriate to also identify impacts (if any) on volunteers.
Stakeholder Engagement
Identify what measures have been taken to identify and manage stakeholders. Stakeholders have a
vested interest in the change and transition process and are either affected by, or can have an effect
on, the process. Anyone whose interests may be positively or negatively impacted, or anyone that
may exert influence over the process or its results is considered a stakeholder. Specific strategies and
tactics should be identified by stakeholders (e.g. community, clients, staff, LHIN, etc.)
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Transition Planning and Transition Plan Outline
Risks and Mitigation Strategies
Risks Identification/Description
Impact of
Risk Occurrence
Likelihood of
Risk Occurrence
List and evaluate any risks identified as part of the transition planning process. Identify strategies
agreed to mitigate the likelihood of the risk occurring. The risks and mitigation strategies in the
Integration Plan may be of assistance.
Mitigation Strategies
Identify any risk where mitigation support is required from a 3rd party i.e. Central East LHIN.
Acceptance and Sign-Off
Identify the decision making body that will approve/reject this Directional Plan. Obtain the
appropriate signatures.
Organization
Approved by Board Chair
Approved by Executive Director
Signature:
Name:
Date
Signature:
Name:
Date
Signature:
Name:
Date
Signature:
Name:
Date
Signature:
Name:
Date
Signature:
Name:
Date
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