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Project Management
by
Mustafa Ali
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November 29, 2017
Would anyone tell a contractor to build a house and then walk away to let him do it as he pleases? Probably not. Most people would at the very least specify the how, where, when, and cost. Professional projects are no different.
Then comes the question of what is SOW (statement of work) of any given project or assignment. Few of us get along that SOW is the same as the scope of work. The statement of work (SOW) in an RFP or RFQ defines a project’s goals, deliverables and performance criteria. A scope of work (SOW), included in the statement of work, describes the specific tasks the contractor will perform to meet objectives. In a freelance marketplace for telecom engineers, Statement of Work (SOW) holds of paramount importance so as to comprehend better before initiation.
Now that we’ve answered the question of what is an SOW, it’s time to discuss the objective. The objective, or scope statement, clearly identifies the project’s objective and purpose. Think about how the project was initiated, who it benefits, what purpose it serves, why it’s needed, and when it needs to be ready for utilization? Asking all the pertinent who, what, when, and how questions can help determine each objective goal and end result in order to formulate a comprehensive scope statement. This will define what work is to be done and by whom. It will also define what constitutes success and failure of the project.
Still asking yourself “What SOW means? The Scope of Work (SOW) is a tool that allows the business of all sizes, calibers, and niches from telecommunications to construction to communicate such vital business details with employees, vendors, contractors, and freelance workers.
Statement of work and scope of work, both commonly abbreviated as SOW, are often confused, interchanged terms. And, as straightforward as each sound, they’re often anything but easy to write. Make it too vague and broad and it leaves room for interpretation error; make it too convoluted with detail and it leaves room for the reader to get confused and distracted. Either case can lead to fiscal, safety, efficiency, and legal woes, especially when freelance workers are involved.
What is a statement of work (SOW)? Effectively, SOW defines the specific goals for a project; what needs to be delivered, and the performance criteria. This is often confused with the scope of work as they’re both abbreviated to SOW. With the scope of work, you’re looking at all the specific tasks that a particular project manager has to perform to reach all the objectives. While both are important, the statement of work is the more critical of the two.
It’s not uncommon to see both terms abbreviated as SOW, but they’re actually two different entities.
The statement of work is a formal document used by project managers to broadly describe the project scope of work to be completed, responsibilities, and expectations within a particular project. It’s a commonplace tool for the management of vendor and freelance work on a project.
The scope of work is an element within that statement which more narrowly defines what work is to be done by the employees or contractor.
Think of it like the difference between retinol and vitamin A. Technically, they’re different compounds, but they’re used interchangeably because consumed vitamin A becomes retinol in the body. The scope is consumed within the statement and becomes one and the same.
The SOW as a whole is a planning tool that allows project managers to develop performance-based work relationships with vendors because all aspects of performance and subsequent assessment are laid out upfront.
It can be a standalone process OR written in conjunction with an RFP, or request for proposal, asking the freelancer to respond with a proposal.
So, to be more detailed, a statement of work is used by project managers to give a wide description of all the work that needs to be done. They list off all the key expectations, so contractors know what’s expected of them. It’s almost like giving an artist a blank canvas - they need directions to know what to do and how to do it. Without any, you wouldn’t get the picture that you desired. The same goes for a statement of work; with it, the project is effectively a guessing game for the contractor.
In general, the SOW is basically a tool to help bring together project managers and freelance contractors. It gets everyone on the same page before any production begins. This way, managers share their goals and objectives, and the freelancers understand what they have to do. The scope of work comes as part of the statement of work; it takes things into more detail and brings more narrow definitions of what’s required. So, when the project gets underway, there should be no issues with contractors not following the right plan or doing all the correct tasks!
In real terms, having a comprehensive SOW allows vendors, contractors, employees, and freelance workers to understand a project’s requirements and parameters before work starts combining all these makes a project charter. Project managers will see that work is more efficient, project evaluations and negotiations are kept to a minimum, and project changes are less frequent.
Having a written plan of action that includes all parameters of a project keeps costly time delays and legal disputes down for both sides and prevent costly Scope Creep.
Composing an SOW usually falls on the shoulders of project management to complete.
or there may be a team that comes together and composes it. Inevitably, it all depends on the size of the project and who authorizes it. With small-scale projects, it’s usually just one person that deals with the statement of work and create it. For bigger ones, a team must come together to compose a more detailed one.
Furthermore, there are two ways to write and send off a statement of work. Firstly, it can be created on its own and sent to contractors, giving them details of your job. Or, it can be used in conjunction with a request for a proposal. Here, you send off your statement of work along with your request, and the contractor will reply with their own proposal. So, you get a bit of input from the freelance contractor as you see their proposal, but the actual statement of work and scope of work are still written by the project management team. After all, who better to create a plan of action for a project than the team that’s in charge of putting it all together?
It can be a daunting task due to the fact there are often so many variables and projected expectations to consider at the start, during, and after a potential project. Throw in that the language needs to be clear and concise, and the writer really must be on top of their game.
Writing a statement of work can seem like a tough task, particularly if you’ve never done it before. So, here are a few key tips to help you compose one that your contractors understand, and that covers all the major details of your project, if its a creative or Software Development Project.
Firstly, make sure you speak in an active voice and triple check the statement for any grammar issues. Nothing screams unprofessional like a statement of work that’s littered with errors and spoken too colloquially.
An SOW is one of the most critical aspects of any project. If you want a good working relationship with your contractors, then it’s vital you understand what an SOW is and how you write one. If you’re looking for somewhere to connect with on-demand freelance engineers, then take advantage of the Field Engineer platform today. You have access to thousands of talented contractors that are waiting to assist with your projects.
Now that we’ve answered the question of what is SOW, it’s time to discuss the objective. The objective, or scope statement, clearly identifies the project’s objective and purpose. Think about how the project was initiated, who it benefits, what purpose it serves, why it’s needed, and when it needs to be ready for utilization? Asking all the pertinent who, what, when, and how questions can help determine each objective goal and end result in order to formulate a comprehensive scope statement. This will define what work is to be done and by whom. It will also define what constitutes success and failure of the project.
Deliverables are the results that must be accomplished through work. They can be categorized as a whole to be completed by the end of the project OR in phases to be completed by individual deadlines. It can also be addressed as a certain percentage completion by certain dates. Each deliverable should clearly state what is specifically due, when it’s due, by whom it’s due the quality, and Acceptance Criteria upon delivery. Be sure to keep the performance deliveries realistic. Keep deadlines in universally measurable values, such as “mid-January” vs “the first part of the year,” which could be argued is any time before June starts ‘mid-year.’
This step defines each work role within the project. It can do this by class, title, and/or group of employees. It can also/or group similar tasks by time frame.
However, it’s organized, the most important element is that each worker takes away a clear definition of what their role is within the job.
Tasks should indicate performance requirements and any policy a worker must adhere to in order to comply.
Often times a work breakdown structure (WBS) is used in conjunction here. It breaks down work into precise packages based on who and what type of work needs to be done during specific time frames. Combining the two helps to keep workers on task, providing clarity that anything not listed on the WBS falls outside the scope of the project and shouldn’t be done.
This section should give a start and end date to the entire project and list any scheduling considerations that would stop work or otherwise delay the project.
The main and any secondary locations should be specified. Any procedures that would require specialized entry, exit, or boundaries should be labeled.
List any additional labor, resources, and materials necessary for the project and for classes of workers. A good example is tools. What tools are needed? Who will need them? When will they need them? Who is responsible for providing them? Computer access, personal protective equipment, sub-contractor use, etc are all examples of common resources various types of projects might require.
Detail the pricing, pricing schedule, and who is responsible for what cost and when. Are there any contingencies? If so, what and how do they apply. A target cost for each phase and the completed project is also standard.
How much manpower will be needed during each phase of the project and what skills should they have. Targets such as scheduling and overtime should be addressed. So, contractors have the power to hire out subcontractors? If so, are there any stipulations?
List all reporting requirements and detail what, when, and how the reporting will take place. Some common methods are periodic inspection and random sampling of deliverables. Some businesses tie this into payment by offering a percent paid upon inspection of each deliverable and later percentages paid upon inspecting how all the deliverables function as a unit.
Clearly state any terms and conditions, such as IP rights, proprietary info, non-disclosures, and confidentiality agreements.
While the scope statement defines the parameters of the project, there may be certain exclusions that need to be specifically addressed as a ‘don’t do this’ in particular. A telecommunications freelancer
Any post-project needs should also be addressed. For example, will you need to follow up IT support and what will be the terms? Is a warranty mandated? Will contractors train in-house employees on operation?
These key points should each be concisely detailed as it applies to the project.
How a detail is written is just as important as the detail itself. In closing, here are some quick SOW language tips to help ensure clarity on both the worker’s and writer’s side of a SOW:
The article is written based on professional experience and the best practices promoted by FieldEngineer (FE)
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