Terms of Reference for <Project Name> Steering Committee

<This document is an example of a Terms Of Reference (TOR) for a transformation project. The intent is to use it as a guide and change, as required, to reflect individual projects.>

<Note: Replace (or delete) bracketed and/or Green text with required information.>

This is an interim template that will be reviewed and revised as time and resources permit. In the meantime, it is available to use and change as desired.

Purpose

The <Steering Committee Name> purpose is to guide the project to a successful finish by providing executive oversight, direction, advocacy, and decision making throughout the project life cycle.

Objectives

To ensure the delivery of the project outputs, achievement of project outcomes, and alignment to the initative level outcomes and performance measure targets.

Roles and Responsibilities
  • accountability for the success of the project
  • provides strategic direction and plans
  • acts as the ultimate decision maker
  • endorses project scope, high-level project plans/deliverables/timelines, and significant changes
  • monitors risks and project quality
  • manages and resolves major politics and operational issues
  • resolves obstacles (e.g. budgeting or resourcing issues and conflicts)
  • manages stakeholder interests, support, and cooperation
  • manages integration between business units
  • liaisons and communicates to executive groups
  • reviews status reports
Operating Principles
  • Decisions will be guided by Government direction (i.e. Gov 2.0, Being the Best, Citizens at the Centre) as well as Sector and Ministry strategies as may be referenced in Transformation Planning Roadmaps and Vision and Outcomes models.
  • Decisions will be made by concensus. The chair will determine the best method for resolution if consensus cannot be achieved.
  • Meeting attendance is mandatory unless an appropriatedelegate can attend whomhas the required knowledge and authority to make decisions on behalf of the committee representative.
  • Meetings will be held <insert frequency> or as determined by the committee.
  • Minutes will be taken for all meetings to record the discussions and decisions.
Membership

The committee is comprised of example: Ministry Executive, including ADM, Executive Director and, in some cases, senior Director level representation and the Corporate Services for Natural Resources (CSNR) Information Management Branch (IMB).

Project Organization <change according to the individual project. To edit, right-click on the object, choose Presentation Object and edit.

Committee Member Roles

<The table below is an example of committee positions and roles and needs to be changed to represent individual projects.>

Position / Steering Committee-Related Responsibilities
Chair (<insert role>) /
  • Manages the meetings
  • Communicates relevant information to the Project Sponsor

Secretariat (<insert role>) /
  • Provides information on Government and NR Sector IM/IT direction
  • Provides information onproject outputs and outcomes, initiative level outcomes, performance measure targets, and Transformation Roadmaps, Vision and Outcomes models
  • Prepares the meeting agenda, materials and minutes
  • Prepares reports and/or requests for decision as required for Executive

Committee Members /
  • Represents business areas, working groups, and/or areas of expertise
  • Ensures the projectremains aligned to Government, Central Agencies, Sector and Ministry strategic directions
  • Communicates relevant information back to <examples: Ministry Executive, Project Working Groups, Project Team>

Membership <Optional>

<list members names and titles>

Standing Agenda Items

Attendees, location, date and time

Check In

Review/acceptance of past minutes

Standing Agenda Items (or old business)

Other Agenda Items (or new business)

Check Out

Communication
  • Communication comprises of agendas, meeting minutes, and supporting information and will be posted
    on SharePoint or intranet site – link to be provided.
  • Communications will be available to <specify who can access the communications>.
Membership Agreement <Optional>

Document the acceptance of the terms of reference by obtaining members signatures.

By signing, the members agree to the TOR for the <insert project name>.

Role / Print Name / Signature / Date

Updated: 21 October 2018TOR - <Project Name> Steering CommitteePage1 of 4