DRAFT
(Name of Initiative) Integration
(Type of integration – names of organizations)
Transition Team - Terms of Reference
Table of Contents
1. BACKGROUND/CONTEXT...................................................................................................................................3
1.1.
1.2.
1.3.
Purpose................................................................................................................................................................................................................3
Scope....................................................................................................................................................................................................................3
Authority................................................................................................................................................................................................................3
2. ROLES & RESPONSIBILITIES OF THE PLANNING TEAM .......................................................................3
2.1.
2.2.
Role of the Transition Team............................................................................................................................................................................3
Responsibilities of the Transition Team........................................................................................................................................................4
3. MEMBERSHIP & ROLES OF INDIVIDUAL TRANSITION TEAM MEMBERS ......................................4
3.1.
3.2.
3.3.
3.4.
3.5.
Membership........................................................................................................................................................................................................4
Sponsorship........................................................................................................................................................................................................4
Linkages & Partnerships..................................................................................................................................................................................4
Duration of Service ............................................................................................................................................................................................4
Individual Roles of Transition Team Members..........................................................................................................................................5
4. LOGISTICS AND PROCESSES...........................................................................................................................5
4.1.
4.2.
4.3.
4.4.
4.5.
4.6.
4.7.
4.8.
4.9.
4.10.
Frequency of Meetings ....................................................................................................................................................................................5
Decision-Making Process ...............................................................................................................................................................................6
Quorum Requirements....................................................................................................................................................................................6
Proxies to Meetings...........................................................................................................................................................................................6
Invited Guests.....................................................................................................................................................................................................6
Central East LHIN Staff Participation ............................................................................................................................................................6
Meeting Agenda Items.....................................................................................................................................................................................6
Meeting Materials...............................................................................................................................................................................................6
Issue Resolution.................................................................................................................................................................................................7
Confidentiality ......................................................................................................................................................................................................7
5. ACCEPTANCE & SIGN-OFF.................................................................................................................................7
Transition Team Terms Of Reference
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1. Background/Context
Refer to Integration Planning Team Terms of Reference, Integration Plan, LHIN Board motions, etc.
1.1.
Purpose
The purpose of the Transition Team is to plan and implement the (outcome of integration) (eg. Transfer of
…….. services from …….. to …………. )
A key deliverable will be the development of a Transition Plan which will identify all of the key activities, key
milestones, risks and mitigation strategies, costs, etc. that must be addressed for a successful transition
(refer to Transition Plan outline).
1.2.
Scope
The Transition Team is concerned with the planning and implementation of activities to support the transfer
of accountability, funding and operations of ……… services from ………. to …………..
“IN” Scope
•
1.3.
“OUT” of Scope
•
Authority
The Transition Team authority does not extend beyond the individual authorities of its members and their
respective decisions and sphere of influence.
The Transition Team does:
•
•
•
•
Have the authority to …..
2. Roles & Responsibilities of the Planning Team
2.1.
Role of the Transition Team
The work of the Transition Team will focus on the achievement of the successful transition of services. In
this role the Transition Team will:
•
•
•
•
•
Identify key activities to implement the transition of services.
Conduct due diligence.
Work to identify and mitigate risks.
Identify and resolve issues affecting transition.
Regularly update governors on progress and solicit their input and feedback.
Transition Team Terms Of Reference
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•
•
•
2.2.
Engage stakeholders and the community on planned changes.
Update the Central East LHIN on the status of activities.
Prepare a Transition Plan.
Responsibilities of the Transition Team
The main function of the Transition Team is to take responsibility for the development of the Transition Plan
and keeping their respective organizations and the Central East LHIN apprised of the status of their
activities.
3. Membership & Roles of Individual Transition Team Members
3.1.
Membership
The Transition Team membership will be composed of ……….. representatives from the following
organizations. Each organization will appoint a Co-Chair to the team.
Name
Organization
Title, and name or organization
3.2.
Sponsorship
The Transition Team sponsors will be ………. (perhaps the respective Chairs of the Boards of Directors or the
full Board of Directors).
3.3.
Linkages & Partnerships
The Transition Team may seek input from a wider group of subject matter experts in the planning for the
transfer of ………. services. These subject matter experts may include other health service providers, Central
East LHIN, Central East CCAC, etc.
3.4.
Duration of Service
The members and Co-Chairs of the Transition Team will serve until the completion of the transition process.
New members of the Transition Team may be added from time-to-time to address a perspective and set of
skills of benefit to the Integration that may have been overlooked in the identification of the original
Transition Team membership.
Transition Team Terms Of Reference
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3.5.
Individual Roles of Transition Team Members
Name
Individual Role
Co-Chair, organize meetings, and lead the work of the Team. Manage
the transition process, keep the team on-track and focused on the
tasks, timelines and deliverables. Identify issues and risks to the
process and recommend solutions. Ensure due diligence is completed
and the spirit of the guiding principles are followed.
Team member, represent their respective agency. Provide advice and
educate the team on the services, operations, management and
governance of their respective agencies. Identify activities to be
addressed through the transition process, identify issues and risks to
the process and recommend solutions. Act as the primary liaison with
their respective agency governors and bring forward any issues about
the process to governors.
Team member, represent their respective agency. Provide advice and
educate the team on the services, operations, management and
governance of their respective agencies. Identify activities to be
addressed through the transition process, identify issues and risks to
the process and recommend solutions.
Co-Chair, organize meetings, and lead the work of the Team. Manage
the transition process, keep the team on-track and focused on the
tasks, timelines and deliverables. Identify issues and risks to the
process and recommend strategies. Ensure due diligence is completed
and the spirit of the guiding principles are followed. Act as the primary
liaison with their respective agency governors and bring forward any
issues about the process to governors.
Team member, represent their respective agency. Provide advice and
educate the team on the services, operations, management and
governance of their respective agencies. Identify activities to be
addressed through the transition process, identify issues and risks to
the process and recommend solutions.
Team member, represent their respective agency. Provide advice and
educate the team on the services, operations, management and
governance of their respective agencies. Identify activities to be
addressed through the transition process, identify issues and risks to
the process and recommend solutions.
4. Logistics and Processes
4.1.
Frequency of Meetings
Transition Team meetings will be held …..……. at ……….. or as required throughout the transition process, to
ensure timely preparation of a Transition Plan.
In-person meetings are preferred for conducting business of the Transition Team, however, under certain
circumstances teleconference, video conference and/or webinar meetings may be an acceptable
alternative.
Transition Team Terms Of Reference
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4.2.
Decision-Making Process
Team decisions will be guided by the Principles established at the outset of the integration process. The
preferred approach to decision making will therefore adopt the consensus approach. Where feasible,
consensus requires that a course of action/recommendation may be modified to address objectionable
features.
However, when consensus cannot be reached issues will be escalated to sponsors and/or Boards of
Directors.
4.3.
Quorum Requirements
All Transition Team members (or a designated proxy) are required to attend Transition Team meetings. To
constitute a formal meeting at least one representative from each participating organization must be
present. Decisions or actions taken in the absence of a quorum are not binding on the team.
4.4.
Proxies to Meetings
Due to the sensitive nature of the activities of the Transition Team proxies or substitutions for Transition
Team members will not generally be accepted. However, each Transition Team member has identified the
following alternate in the event they are unable to attend a meeting:
Team Members
Designated Proxy
Team members must provide 24 hour advance notice if they are unable to attend a team meeting. Team
members must not be absent for more than two consecutive scheduled meetings.
4.5.
Invited Guests
The Co-Chairs will determine attendance by invited guests on a meeting-by-meeting basis.
4.6.
Central East LHIN Staff Participation
On a monthly basis the Transition Team will be asked to provide an update to the Central East LHIN
on the status of transition planning and implementation activities. LHIN staff may from time to time
also ask to attend transition team meetings. Central East LHIN staff who are not Transition Team
members will have no formal responsibilities with respect to the transition process and as such, will
contribute only when specifically asked to do so by the Transition Team members.
4.7.
Meeting Agenda Items
Every effort will be made to prepare and distribute meeting agendas and related materials 48 hours in
advance of Transition Team meetings.
4.8.
Meeting Materials
The preparation and distribution of meeting materials will be the responsibility of the Co-Chairs.
Transition Team Terms Of Reference
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4.9.
Issue Resolution
All issues brought before the Transition Team will be provided on an Issue Sheet that includes a description,
impact assessment and proposed issue resolution. Issues that cannot be resolved by the Transition Team
will be escalated to the respective Sponsors and/or Boards of Directors for resolution.
4.10. Confidentiality
All discussions conducted at team meetings and all materials prepared for use by the Transition Team, are
considered confidential and not for sharing beyond the Transition Team. Items can be shared with their
respective organization sponsors (see 3.2) when specifically agreed to by the Transition Team.
5. Acceptance & Sign-Off
The following signatures represent acceptance of these Terms of Reference.
Organization
Approved by Team Member:
Signature
Print Name
Date
Signature
Print Name
Date
Signature
Print Name
Date
Signature
Print Name
Date
Signature
Print Name
Date
Signature
Print Name
Date
Transition Team Terms Of Reference
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