Transition Toolkit

I-TECH, with the extensive support of UW, has developed a robust network of country offices that are a key element of our strength and success as a network. Under extraordinary circumstances, it may be necessary to consider transitioning a country office out of the UW/UWorld legal structure, to launch the office as a locally governed entity, which would remain a strong partner of I-TECH/UW but would be a legally separate entity.

The I-TECH Executive Team (ET) has the ultimate authority to take such a step, which would only be considered under specific circumstances such as demands of a changing funding environment, and with the baseline of a sufficiently robust country office administrative, programmatic, and operational system. The process described on this page outlines the steps that would be necessary to take in order to assure the need, readiness, and capacity of the local team and environment to justify the transition of ownership of an I-TECH Country Office.

Transition Process

This Transition Process document provides an overview of the process; however, each situation will bring unique circumstances, so these guidelines may need to be adapted. I-TECH’s ET will work with any office where transition is under consideration to adjust the process as needed. Reading the full process document is important, but in general the steps are:

  • Step 1: Prompting Circumstance: Whatever the situation is that prompts the question about whether it may be necessary or appropriate to transition a country office to local ownership, the first step is to connect with the I-TECH ET and PI(s) with programs in that country to start the conversation.
  • Step 2: Background Analysis: With ET approval, an initial, brief Background Analysis will be done to determine if a deeper process is necessary. This step is intended to generate a quick overview and should take 1–2 weeks.
  • Step 3: Contextual Analysis: If factors in Step 2 point to a need for more in-depth analysis, ET will approve conducting a Contextual Analysis. This will include an Organizational Capacity Assessment and Landscape Analysis, among other things. This step is more involved and is expected to take at least 5–10 weeks.
  • Step 4: Internal Stakeholders: If the comprehensive analysis points to the need to transition a country office, and with ET and PI approval, ET will lead a process to assure relevant stakeholders and owners at UW are informed and grant required approval (such as from the UWorld Board of Directors). These steps are expected to take approximately one month.
  • Step 5: Transition Work Plan: This step is the most complex. The Country Office will identify a Transition Team and begin the complex process of forming a new, local legal entity.  Headquarters staff will be involved as well, supporting the transition as needed, while being the lead on any needed I-TECH Office closeout. Teams should expect this process to take at least 4–12 months.

Process Overview

The transition process overview provides more details about the steps described above.

Transition Flow Chart

The transition flow chart includes a diagram as well as the criteria that will be used by the I-TECH ET for key decision points.

AnchorContextual Analysis

Two tools provided in the Contextual Analysis (Step 3) are:

  • Organizational Capacity Assessment: This tool from the New Partner Initiative helps identify strengths and areas for improvement in key areas.
  • Mapping and Mobilizing Resources: This aid to landscape analysis is a facilitator guide to a process that engages the team in understanding the range of resources and how to best utilize them.

Transition Work Plan: ARCHI/Gantt Charts and Task Lists

ARCHI/Gantt Charts

The following templates are ARCHI charts that have been adapted to include a Gantt chart (to roughly schedule tasks and track completion progress):

  • Transition Oversight ARCHI: The transition process will include an Oversight Team made up of key Country Office and Headquarters staff.  This ARCHI will be used as their tool for general oversight.
  • Transition ARCHI Template: A separate ARCHI should be created for each content area, using this template, using the Task Lists below as a guide.
  • Closing an I-TECH Office ARCHI: Staff at HQ will be responsible for addressing any tasks or issues related to the closing (or downsizing) of the I-TECH office, and will use this tool as their guide.

Task Lists for Specific Content Areas

Lists of key issues to address during a transition have been developed for 11 content areas. The local Transition Team should identify a Lead for each of these areas, and the Lead will then bring key staff together to review the lists and decide what needs to go into the ARCHI (since each situation is different).

Note that any task listed in bold is used as criteria for determining readiness to transition, and thus is a required task.

  1. Organizational Development
  2. Legal
  3. Communications and Branding
  4. Finance
  5. Human Resources
  6. Safety and Security
  7. Operations
  8. Information Technology
  9. Award Management
  10. Subawards and MOUs
  11. Budget Management