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How To Write A Statement Of Work Government

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Statement Of Work Data Requirements

What is Statement of Work (SOW)?

Each SOW will most likely have data requirements that are needed by the government and contractor. Below is a list of key data topics that you should consider:

  • Deliverable data is governed by Data Item Descriptions in the Contract Data Requirements List , which establish the format and content requirements
  • SOW taskings must not include the description and delivery requirements for data.
  • DoD 5010.12-M Procedures for Acquisition and Management of Technical Data governs contracting for data.
  • The SOW tasks the contractor to perform effort deliverable data is the by-product.
  • Each deliverable data item must link to tasking in the SOW which generates the effort which results in the delivery of data.
  • Characteristicsof A Good Policy

    You know your policy is good when it has the followingqualities:

  • It is written in simple terms and clear language.
  • It has well-defined procedures. The procedures should clearly indicate how instructions in the policy should be carried out.
  • The policy takes into consideration the benefits of the employees, making sure the rules are fair.
  • It is easy to understand so that employees can easily adhere to the rules.
  • It isnt totally restrictive. Where possible, your policy should present the employees with options. Making people choose gives them a sense of ownership.
  • Theseare the qualities of a good policy, and you must always keep them in mind whenwriting one.

    However,a policy should not be confused with other related terms or concepts. It isimportant to know what differentiates a policy from these other concepts.

    Set The Deadline Of The Project

    Setting start and end dates of a project can seem easy, but not if you want a reliable end date. Time estimations of tasks, capacity available of needed roles, and total cost of the project are all difficult to estimate, however, essential to track progress.

    Using a platform that can assist you in doing these estimations can greatly improve reliability and accuracy. Forecast’s Auto Schedule puts the cumulative skills and learnings from hundreds of thousands of projects to estimate tasks and predict a delivery date. In addition, it not only takes all facets of this project into account but accommodates all projects across your company, while connecting them with the resources available to you.

    Key takeaway: Project initiation date and deadlines are set based on time, resource, and budget estimations. A business management platform can assist in this process.

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    Whats The Difference Between An Sow A Scope Of Work And A Project Charter

    A statement of work is a highly detailed, legally-binding contract, while a project charter is a shorter, high-level, non-legal overview. Youll often create project charters after the SOW.

    Theres no difference between a scope of work and a statement of work. However, a project charter will contain a scope of work within it . Well keep things simple and refer to it as a statement of work throughout this article.

    How To Write A Statement Of Work For Any Industry

    Statement of Work in Word and Pdf formats

    A Statement of Work is an important part of both project and contract management that helps guarantee that the work for a project will be done according to certain guidelines and expectations. Contractors or collaborators outside your organization will use the SOW to guide their work during a specific project. An effective SOW will include, among other things, work details, schedules, terms, and expected outcomes, so its imperative that its done correctly and doesnt leave anything out. An SOW can be used for a wide variety of projects, ranging from a single visual design made by a graphic artist for a client, to a large-scale government building contract. In this article, youll learn how to overcome common challenges and create a solid SOW for any industry. You can also download the right SOW template for your projects in the sections below.

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    Who Writes A Statement Of Work

    Whenever a company takes up a new project, someone is tasked with writing a SOW. Who? Depending on the kind of the project – internal or external, different roles can be assigned to create a statement of work.

    If an internal project is planned, the paperwork is often handed to the project management office, project stakeholders, or user groups.

    If youre delivering services externally, this task can be allocated to project managers, project sponsors, and even clients or independent third parties.

    Most of the time, SOW is written when projects are to be delivered for external clients with project managers doing the necessary administrative duties.

    How Forensic Analytical Consulting Services Inc Is Enhancing Growth And Employee Efficiency With Sweetprocess

    Forensic Analytical Consulting Services is an environmental health consulting firm that offers environmental health consulting services and industrial services in the United States.

    As FACS began to expand to multiple locations, maintaining consistency across the organization became a challenge.

    Although FACS already had existing standard operating procedures , the SOPs fell short of streamlining their workflow. Employees would rather not use them due to their complexity. It became apparent to Kevin Trapp, the director of operations at FACS, that they needed a better system.

    Kevin decided it was time to go a different route. Part of his goal was to link to specific SOPs instead of having team members read an entire document to find specific tasks.

    How SweetProcess Changed the Game at FACS

    Adopting SweetProcess in the organization was a collective effort. All hands were on deck to make it work, and they hoped to get the most out of it. Was it all worth it in the end? From what Kevin says in his interview with us, it was.

    Here are the specific areas where the entire organization has benefited from using SweetProcess:

    1. Effective business process documentation

    The team at FACS recognized the need for documenting SOPs long before discovering SweetProcess and started to do it with PDF files, but the SOPs were not living up to expectations. They did their best with creating the documentation, but their options were limited due to the tool they were using.

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    Example Of Statement Of Work Tasks

    The following is a shortlist of SOW tasks for a software project. For a more detailed list visit Example Statement of Work.

  • The contractor shall establish the Computer Software & Support architecture within the context of the overall system including a selection of processor types and architecture, and software architecture and major interfaces, in accordance with applicable Open Systems guidance. As applicable, the SOW should describe which architecture evaluation steps are the suppliers responsibilities, and which are to be performed jointly by the acquirer and the system supplier.
  • The contractor shall generate a specification, SOW, Work Breakdown Structure in accordance with the Contract Data Requirements List , Integrated Master Plan , Integrated Master Schedule , and Software Development Plan sufficient to describe the software development processes to be employed on the program.
  • The contractor shall design, fabricate, integrate, test, and evaluate the hardware, software, facilities, personnel subsystems, training, and the principle items necessary to satisfy program requirements and to support and operate the system. This includes the requirements analysis, design, coding, and unit testing, component integration and testing, and Computer Software Configuration Item level testing for software. This also includes system development and Operational Test and Evaluation , software quality, Configuration Management, and support for the software.
  • Common Mistakes To Avoid When Creating A Statement Of Work

    Writing a Statement of Work

    Your SoW should not be too specific or too vague

    An SoW thats too specific does not leave enough room for you and your team members to apply creative solutions.

    Your SoW should be customer-focused and not internally driven

    In a bid to create an SoW thats completely thorough, many contractors include information and requirements that do not add value to the customer. Every internal group contributing to the SoW should include information relevant to the customer at this stage of the project.

    Always proofread your SoW before sending

    After drafting your SoW document, it is crucial to take some time to go through each section and ensure that your terms are clear, figures and estimates are correct, references are cited, and take out or clarify any ambiguous statements.

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    Statement Of Work Vs Scope Of Work

    So whats the difference between the statement of work and the scope of work? The scope of work is just one section of the statement of work. While the SOW is a comprehensive document that details the projects goals, guidelines, deliverables, schedule, costs and more, the scope section focuses on how those goals will be met.

    There are clear benefits to outlining the project scope. Having a solid understanding of the scope of the project helps all parties involved avoid scope creep, says Lauren Schommer, Program Manager at mobile app platform App Press. Scope creep is when the scope of a project grows or changes in an uncontrolled and undefined way.

    The scope section of the SOW describes project outcomes and the type of work that will be done to achieve them. For example, if the project was to build a software system, the scope would describe the hardware and software that will be part of that system. It would also give a high-level overview of the steps involved in building and implementing the system.

    Milestone Payment And Deliverable Table

    The next step is to connect the specific aims, tasks, and milestones of the SOW to your funding payment schedule. A table of milestones , deliverables descriptions, due dates for completion, and the funding required to complete will help the Contracting Officer to schedule payment amounts and dates . The milestone numbers from the SOW table can have more than one deliverable associated with it. It is important to differentiate the milestone from the deliverables and their descriptions as a measurable milestone can represent multiple factors, such as a deliverable, a demonstration, or other activity or event that marks task completion. It is important to clearly list the deliverables expected from this amount of funding for the reviewers and Contracting Officer to understand. Include quantitative metrics for each milestone whenever possible. Some definitions that are listed below to complete a milestone payment and deliverable table that connects funding to due dates, deliverables and deliverable descriptions, and milestone numbers.

    CDMRP SOW Template for Clinical Research

    From the DoD USAMRMC FY18-FY22 Broad Agency Announcement for Extramural Medical Research

    From the FY18-FY23 DoD USSOCOM BAA for Extramural Biomedical Research and Development


    From the DARPA BTO HR001118S0041

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    What Makes Up A Sow

    A statement of work generally consists of 13 sections. Each section covers a specific aspect of the project and addresses the stakeholders involved. Depending on your industry and the scope of your project, the statement of work can have more or fewer sections.

    Consult with your internal legal team when drafting a statement of work to align with the standards and special requirements of your industry, organization, client, contractor, or other stakeholders.

    For example, a statement of work might include the following sections:

    1. Introduction

    At the beginning of a statement of work, theres generally a brief introduction so anyone reading the document knows what the project is about and whos involved.

    2. Project purpose

    The second section defines the reason for the project. This section is typically an outline of the project objectives and the purpose of the project to give the reader a better understanding of why this project matters.

    3. Scope of work

    The scope of work is likely going to be the most detailed section in the statement of work. This section covers how you plan to accomplish the project goals.

    4. Location of work

    In the fourth section, you will typically define the location of the project. For example, will the project be set in a remote environment or do you need to meet on site so your team members can complete the project?

    5. Detailed tasks

    8. Schedule

    Performance Work Statement Regulations

    5 Free Statement Of Work Templates

    The Federal Acquisition Regulation only requires that agencies, to the maximum extent practicable:

    • Describe work in terms of required results rather than how the work is to be accomplished or the number of hours to be provided
    • Enable assessment of work performance against measurable performance standards
    • Rely on measurable performance standards and financial incentives in a competitive environment to encourage innovation and cost-effective methods of performing the work

    PWS Main Guidance: Air Force Instruction 63-124 Performance-Based Service Acquisitions

    The PWS should state requirements in general terms of what is to be done, rather than how it is done. The PWS gives the contractor maximum flexibility to devise the best method to accomplish the required result. The PWS must be written to ensure that all offerors compete equally. The U.S. Government must remove any features that could restrict a potential offeror.

    However, the PWS must also be descriptive and specific enough to protect the interests of the U.S. Government and to promote competition. The clarity and explicitness of the requirements in the PWS will invariably enhance the quality of the proposals submitted. A definitive PWS is likely to produce definitive proposals, thus reducing the time needed for proposal evaluation.

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    Statement Of Work Example

    A statement of work should contain an overview, governance detail, the approach, phases and tasks, deliverables, timeline and milestones, estimate and payment schedule, and any assumptions. But if youre looking for a statement of work example, youre probably wondering how should you structure all this information so it doesnt become totally overwhelming.

    How Americanflat Is Enhancing Overall Business Operations With Sweetprocess

    Americanflat is an interior decoration company that offers stylish and exclusive designs to households. This company collaborates with over 150 artists from different parts of the world to create original designs at affordable prices.

    The president of Americanflat, Giorgio Piccoli, understood that streamlining his business operations was key to running a successful business and started documenting his business processes early on with a workflow system.

    But as his business began to expand, the need for a more effective system arose. He found SweetProcess, and his expansion became seamless.

    In his interview with us, Giorgio tells us how SweetProcess has enhanced his overall business operations.

    How SweetProcess Upped the Game at Americanflat

    Giorgios mission to provide high-quality interior decoration designs at affordable rates was enhanced by using the right system in his operations. Here are four ways that SweetProcess contributed to the organizations success:

    1. High-level security

    The team at Americanflat was using a workflow tool before SweetProcess, but security was a significant concern. The security of their documents was in having them in different places. Giorgio felt more at ease having all his documents in one location with authorized access on SweetProcess.

    2. Seamless employee onboarding

    3. Effective documentation

    4. Decentralized knowledge base

    SweetProcess also allows you to:

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    Statement Of Work Notional Format:

  • Scope: This section includes a brief statement of what the SOW should cover. The scope paragraph defines the breadth and limitations of the work to be done.
  • Period of Performance
  • Milestones
  • Governance
  • Applicable Documents: Military handbooks, government instructions, service regulations, technical orders, and policy letters, as a type, are not written in language suitable for contract application.
  • Requirements: Specific work tasks developed to satisfy program needs, are essentially the contractor work requirements.
  • General Requirements
  • Master Service Agreement Vs Sow

    Contract Administration: Preparing Effective Statements of Work

    The MSA is a document that defines the terms of the agreement between a client and a service provider for present and future projects and transactions. The SoW deals with the specifics of a single project.

    The purpose of an MSA is for both parties to agree on some foundational terms at the beginning of their relationship. This way, future transactions can be agreed upon more quickly.

    The MSA serves as a guide when creating the SoW. Some of the key points highlighted in the MSA are: payment terms, general services, confidentiality, audits, terms and termination, warranties, support or deployment terms, etc.

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    How And When Should You Write One

    Your SOW should be created just before project kick-off, but not while the client is still deciding what it is they want. So get that agreed upon first.

    Creating an SOW is easy creating a good one is not. So how do you decide whats essential and whats fluff? To help make this whole process a little easier, we organized this section into must haves and recommended info.

    What Is Statement Of Work

    The answer to the question of What is Statement of Work or Statement of Work Definition is simple:

    A Statement of Work is that statement that outlines specific services a supplier is expected to perform, by indicating the type, level and quality of service, as well as the time schedule required

    Whats important is that most conflicts and problems in contract execution result from writing the statement of work poorly. So it is essential that if you are involved in contract administration, you need to first understand statement of work definition, then be able to analyze the SOW, plus understand SOW types and finally the 3 common SOW formats all explained below.

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    Create The Statement Of Work

    To create the actual Statement of Work it is best to use an established template from your organization or from a legal entity. Since you already have the task and the content defined it should be an easy step to plug in your content. A template also makes sure you are addressing all legal questions and you didnt is any content.

    Template: Generic Performance Work Statement Template

    When Is The Best Time To Start Making A Sow

    28+ Statement of Work Examples in PDF

    Producing a statement of work is a lot of work so you dont want to create it prematurely when a client is still trying to decide if they want to do a project. But equally, you dont want to start writing a statement of work when the client has approved your estimate. If you do, youll hold up the project planning process and have forgotten lots of the detail.

    In our guide on estimating projects we talk about three phases of estimation:

  • ballpark
  • budget
  • SoW estimation
  • Its a good idea to start making notes for your statement of work in the ballpark estimation phase. Then, begin the process of documenting as youre creating the budget estimate so that by the time youre creating the final statement of work estimate, youve got all the information you need to send the statement of work to the client quickly for sign off.

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