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 xxxIntegration 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.

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 / “OUT” of Scope
Describe specific items that WILL be included in the change and transition. / 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 / Responsibility / Start Date / End Date
Establish Transition Team / Org A, Org B / X / X
Stakeholder Engagement / Transition Team / X / X
Prepare Transition Team Terms of Reference / X / X
Approve Transition Team Terms of Reference / Board A, Board B / X
Determine Requirements for Transition / X / X
Due Diligence / X / X
Negotiate/Mitigate Risks / X / X
Communications / X / X
Identify Costs / X / X
Human Resource Impacts / X / X
Adjust SAA Funding and Targets / CE LHIN / X / X
….
Implementation / Org A, Org B / 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.)

Risks and Mitigation Strategies

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.

Risks Identification/Description / Likelihood of
Risk Occurrence / Impact of
Risk Occurrence / 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
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