Statement of Work Worksheet by jrsmith


									Statement of Work Worksheet
What is a SOW?

It is important to remember that a contract is more than a step required to get a vendor
paid. A contract is a document that clearly defines the relationship between the vendor
and the University. An extremely important part of the contract is the Statement of Work.

One of the most common reasons contracts are not approved by Purchasing and Contracts
is the lack of a clear Statement of Work, hereafter referred to as “SOW”. This Worksheet
will help you understand the SOW’s function and importance.

                      A Statement of Work (SOW) is a clear definition of the
                            □ What has to be done by the Vendor to complete the
        What is a
                            □ When the assigned tasks are due.
                            □ How is performance measured.
                      It specifies deliverables, milestones, and time frames, but does
                      not include items found elsewhere in the document, such as
                      warranties, liabilities or other terms.

How does one write a SOW?

Language is paramount to getting the results you want. Here are some tips that can help
you write a SOW that not only meets the requirement of the Purchasing and Contracts
department, but also guarantees that there is no miscommunication between you and your
   1. Use clear words that mandate requirements for progress and completion. Avoid
       words like “should.” Instead use words like “shall.” Use simple, short sentences.
   2. Do not use ambiguous terms such as “adequate” or “as necessary” if possible.
       Instead indicate the specific extent (minimum or maximum) that the requirement
       is necessary.
   3. Do not expect your vendor to be a mind reader and infer a requirement. List it in
       the contract or you may find your project results lacking.
   4. Although you want to be clear about your expectations, remember that realizing
       the goal of your project is a cooperative process. Do not include overly-restrictive
       items. Try not to tell the vendor how things must be done.

Sample SOWs

Here are a few sample SOWs that can help you understand how your SOW should be
    1. Joe wants to contract with a vendor to edit several documents that will be
        submitted for publication. He drafts his contract and writes this as his statement of
      work: “Editing.” The result? The contract is rejected by Purchasing and Contracts
      for ambiguity. A more appropriate Statement of Work would sound something
      like this: “Contractor to perform editing of the “Competing in the Modern
      Economy” document (503-2) and the “Global Networking” document (401-2)
      which will be submitted for publication in the spring of 2006. Contractor will
      review and edit documents for clarity, grammar, spelling, and formatting errors.
      Contract will begin on July1, 2005, immediately after which, documents will be
      available for contractor to pick up. On August 1, 2005, contractor will return
      documents to department head for review.” This statement clearly defines what
      the contract covers and when the department expects a result.
   2. Mandy is interested in contracting with a consultant to assist her in the planning
      process for a new program. She solicits proposals from various consultants that
      other departments have worked with before. She selects a contractor and begins
      writing her contract. The contractor’s proposal includes a clear Statement of what
      he intends to do to help her create a great program. The proposal even includes
      detailed information about what is going to be the responsibilities of the
      department verses what is the responsibility of the contractor. Mandy writes the
      following as her SOW: “Contractor to assist with the development of
      Georgetown’s new program titled “Professional Growth.” Deliverables and
      expectations are outlined in appendix A. This contract covers services from 9/4/05
      until 2/1/06.” Mandy then labels the vendor’s proposal “attachment A,” and
      includes it with her contract transmission. The result? If the contractor’s proposal
      is clear, adequate, and includes measurable goals, then the contract will be
      approved (provided all other areas are in order.)

Now that you know what a SOW is intended to do, consider why you are interested in
contracting with a vendor for a service. Fill in the worksheet as appropriate to get started.

What is it that I want done? _________________________________________________
By when do I need it done? _________________________________________________
Are there stages that I want status reports? _____________________________________
What are my responsibilities toward the project and what are the vendor’s
responsibilities? __________________________________________________________

To top