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Statement of Work

For [Project Name]


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Document Id [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]
Document History
Version Issue Date Changes
[1.0] [Date] [Section, Page(s) and Text Reised]
Document Approvals
Role Name Signature Date
Project Sponsor
Project Review Group
Project Manager
ualit! Manager
(i! a""#ica$#e)
Procurement Manager
(i! a""#ica$#e)
"ommunications Manager
(i! a""#ica$#e)
Project O##ice Manager
(i! a""#ica$#e)
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a!le of Contents
TEMPLATE GUIDE....................................................................................1
1 IT!"DUCTI".................................................................................#
# !E$UI!EMET%................................................................................#
2.1 COMPANY.............................................................................................................................. 2
2.2 PRODUCT.............................................................................................................................. 3
2.3 TRAINING.............................................................................................................................. 3
2.4 DOCUMENTATION.................................................................................................................... 4
2.5 SUPPORT............................................................................................................................... 4
& MATE!IAL% AD E$UIPMET................................................................'
3.1 USAGE.................................................................................................................................. 5
( DELI)E!A*LE%.................................................................................'
4.1 SCHEDULE............................................................................................................................. 5
4.2 ACCEPTANCE.......................................................................................................................... 6
' PA+MET%......................................................................................,
5.1 INVOICING............................................................................................................................. 6
, C"-IDETIALIT+..............................................................................,
6.1 NON-DISCLOSURE................................................................................................................... 6
6.2 SENSITIVE INFORMATION.......................................................................................................... 6
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Template Gui.e
What is a Statement of Work?
% Statement o! &o'( (S)&) is a document *+ic+ de!ines t+e "'ocu'ement 'e,ui'ements o!
t+e "'o-ect in su!!icient detai# to ena$#e "otentia# su""#ie's to dete'mine i! t+ey a'e a$#e to
meet t+ose 'e,ui'ements. T+e !o##o*ing #ist "'oides exam"#es o! ty"es o! 'e,ui'ements a
"'o-ect may +ae !o' "otentia# su""#ie's and t+ei' "'oducts.
/om"any (si0e, indust'y)
P'oduct (ty"e, num$e' o! yea's aai#a$#e)
T'aining (#ee# 'e,ui'ed)
Documentation ("'oided *it+ "'oduct)
Su""o't (aai#a$#e !o' "'oduct).
T+e S)& a#so out#ines t+e ex"ectations o! t+e su""#ie' in te'ms o! t+e.
Mate'ia#s and 1,ui"ment (to $e "'oided)
De#ie'a$#es Sc+edu#e (and "'ocess !o' acce"tance)
Payments (o! inoices)
/on!identia#ity (o! sensitie in!o'mation).
When to use a Statement of Work
%n S)& s+ou#d $e used *+enee' a !o'ma# Tende' Management P'ocess is unde'ta(en
(i.e. *+enee' a "'oduct is 'e,ui'ed !'om outside t+e "'o-ect and a "'e!e''ed su""#ie' +as not
yet $een c+osen). 2t is c'itica# to t+e tende' "'ocess to c#ea'#y out#ine, in sim"#e te'ms, t+e
"'ocu'ement 'e,ui'ements *it+in t+e S)&. 2! t+is is not ac+ieed, it is #ess #i(e#y t+at t+e
actua# "'ocu'ement 'e,ui'ements o! t+e "'o-ect *i## $e !u##y satis!ied, t+e'e$y "#acing t+e
"'o-ect at 'is(.
T+e S)& is t+e !i'st document c'eated as "a't o! t+e Tende' Management P'ocess. 2t !o'ms
t+e $asis u"on *+ic+ t+e tende' documents (R32, R3P) a'e !o'med and is t+e co'e
document against *+ic+ su""#ie' 'es"onses a'e ea#uated. T+e S)& is, ty"ica##y, *'itten $y
t+e P'ocu'ement Manage' and a""'oed $y t+e P'o-ect Manage'. 2t is 'e#eased to su""#ie's
a#ong *it+ t+e tende' documentation and u"dated t+'oug+out t+e Tende' Management
P'ocess.
How to use this template
T+is document "'oides a guide on t+e to"ics usua##y inc#uded in a Statement o! &o'(.
Sections may $e added, 'emoed o' 'ede!ined at you' #eisu'e to meet you' "a'ticu#a'
$usiness ci'cumstance. 1xam"#e ta$#es, diag'ams and c+a'ts +ae $een added (*+e'e
suita$#e) to "'oide !u't+e' guidance on +o* to com"#ete eac+ 'e#eant section.
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(
1 Intro.uction
Provide a +rie# summar! o# t'e project +! descri+ing t'e o+jectives, scope, delivera+les and
milestones) List t'e generic t!pes o# product to +e sourced #rom outside t'e project and t'e
reasons w'!)
# !e/uirements
Provide t'e supplier wit' a detailed listing o# t'e procurement re-uirements o# t'e project)
.'is includes a description o# t'e re-uirements o# t'e supplier compan!, product, training
o##ered, documentation issued and support provided)
#.1 Company
List t'e re-uirements o# t'e supplier compan! and t'e reasons w'! t'ese re-uirements are
important to t'e project +! completing t'e #ollowing ta+le /includes e0amples12
Re"uirement Reason
Supplier must 'ave a
minimum o# 3 !ears trading in
t'e relevant mar4et segment)
It is important t'at t'e supplier organi5ation is well esta+lis'ed in
t'e mar4et place and is not li4el! to cease trading during t'e li#e o#
t'is project)
Supplier must operate in t'e
computer sales mar4et wit'in
t'e 6S*)
.'e supplier must currentl! +e delivering product wit'in a relevant
local mar4et segment to provide con#idence t'at s7'e can deliver
t'e re-uired product)
Supplier must 'ave provided
similar product to at least &
similar customers w'o are
a+le to act as re#erence sites
wit'in t'e last $ !ears)
Proven deliver! to ot'er similar customers is critical to ensuring
t'at t'e supplier 'as a valid suppl! c'ain)
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$
#.# Pro.uct
Provide a detailed description o# t'e speci#ic products to +e supplied +! t'e e0ternal
organi5ation +! completing t'e #ollowing ta+le2
Pro#uct ID Pro#uct Descri$tion %uantit&
"8( "omputer
8ardware
Latest speci#ication computer Intel P", including
t'e #ollowing components2
Screen /(9 inc' monitor1
"omputer unit /latest Intel processor1
*ccessories /4e!+oard, mouse1
Latest :indows Operating S!stem
MS O##ice so#tware suite)
Num$e'
"S( "onsultanc!
Services
General consultanc! services to assist wit' t'e
management o# t'e project, including2
ualit! assurance and auditing
Project o##ice management
*ccounting services)
Num$e'
It ma! also +e +ene#icial to descri+e t'e usage o# eac' product and t'e re-uired capa+ilities)
#.& Trainin0
List t'e training re-uirements #or eac' product +! completing t'e #ollowing ta+le2
Pro#uct
ID
raining
Re"uire#'
raining Descri$tion No( rainees
"8( ; *ll end<users to +e pro#icient in t'e use o# t'e
:indows Operating S!stem and MS O##ice
so#tware suite +! t'e end o# t'e course) 6sers
must +e a+le to operate t'e so#tware to an
inte'mediate level, t'ere+! ena+ling t'em to
underta4e t'eir roles e##icientl!)
.wo users must +e a+le to operate t'e deplo!ed
so#tware to an adanced level to ena+le t'em to
pro+lem solve and train ot'er new users on an on<
going +asis once t'e project is completed)
Num$e'
"S( N n7a n7a
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&
#.( Documentation
Itemi5e an! documentation to +e provided wit' t'e product, as #ollows2
Pro#uct
ID
Docn(
Re"uire#'
Documentation Descri$tion
"8( ; .'e #ollowing documentation is re-uired2
Operating Manual /'ow to con#igure t'e Operating S!stem1
6ser Manual /'ow to use t'e so#tware suite1
.ec'nical Manual /'ow to solve +asic pro+lems1
Support procedures /w'at to do i# t'e user 'as a -uer! 7
pro+lem1
"S( N .'e #ollowing documentation is re-uired2
ualit! *ssurance *udit report /#or eac' audit underta4en1
Project O##ice procedures /standards, guidelines and policies1
Mont'l! =alance S'eet, Pro#it and Loss Statement and "as'<
Flow reports)
#.' %upport
Descri+e t'e level o# support re-uired #or eac' product, as #ollows2
Pro#uct
ID
Su$$ort
Re"uire#'
Su$$ort Descri$tion
"8( ; .'e #ollowing level o# support is re-uired2
$> 'our call center support to respond to end<user en-uiries /(
st
level support1
$> 'our tec'nical support to respond to end<user pro+lems
/$
nd
level support1
? 'our wor4ing da! support to resolve tec'nolog! #ailures
/&
rd
level support1
"S( N N7*
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>
& Materials an. E/uipment
.'is section lists t'e e-uipment and materials to +e provided +! t'e supplier to ena+le
'im7'er to deliver t'e products /as per section $)$ a+ove1)
&.1 Usa0e
List t'e e-uipment and materials to +e provided +! t'e supplier, wit'in t'e #ollowing ta+le2
Pro#uct
ID
)"ui$ment *aterials
"8( .'e #ollowing e-uipment is re-uired2
Deplo!ment 'ardware
.raining #acilities
Support #acilities
.'e #ollowing materials are re-uired2
Deplo!ment procedures
.raining course notes
Support procedures
"S( .'e #ollowing e-uipment is re-uired2
P" 'ardware and so#tware
Project O##ice #acilities
*ccounting s!stem
.'e #ollowing materials are re-uired2
ualit! *ssurance audit procedures
O##ice Stationer!
( Delivera1les
Provide a detailed listing o# t'e delivera+les to +e produced +! t'e supplier)
(.1 %c2e.ule
"omplete t'e #ollowing ta+le, listing eac' delivera+le item, t'e relevant SO: section /as a
cross re#erence #or more detail1, t'e #inal deliver! date and t'e part! responsi+le #or
approving its completion)
No( Item S+W Due Date ,$$ro-er
( "omputer 'ardware $)$ 007!!755 Project Manager
$ "onsultanc! services $)$ 007!!755 Project Manager
& @nd<user training < intermediate $)& 007!!755 .raining Manager
> @nd<user training < advanced $)& 007!!755 .raining Manager
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3
(.# Acceptance
Descri+e t'e procedures #or granting acceptance o# t'e delivera+les to t'e project, t'ere+!
aut'ori5ing supplier pa!ment) For e0ample2
*ll delivera+les produced +! t'e supplier must +e reviewed and approved +! t'e
delegated *pprover /see section >)(1
@ac' delivera+le must meet t'e re-uirements outlined wit'in t'is document
@ac' delivera+le must 'ave +een completed on or prior to t'e Due Date
* satis#actor! reason must +e given i# t'is was not ac'ieved)
' Payments
Identi#! t'e conditions under w'ic' pa!ment will +e made #or products supplied and
delivera+les produced +! a supplier)
'.1 Invoicin0
Supplier invoices s'ould +e generated onl! #or products alread! supplied and
delivera+les alread! produced and accepted +! t'e project
Invoices s'ould +e su+mitted +! t'e supplier mont'l! and pa!ment s'ould +e e0pected
+! t'e $%
t'
o# t'e mont' #ollowing t'e date o# invoice
Invoices s'ould +e dated on t'e last da! o# t'e mont' #or w'ic' t'e product was supplied
and t'e delivera+les produced)
, Con3.entiality
List t'e conditions under w'ic' sensitive in#ormation must +e 'andled #or t'e project)
,.1 on4Disclosure
Identi#! w'et'er or not a Non<Disclosure *greement /ND*1 will +e re-uired to +e signed +!
t'e pre#erred supplier to ensure t'at sensitive in#ormation is 'andled in a pro#essional and
con#idential manner)
,.# %ensitive Information
Identi#! 'ow sensitive project in#ormation relating to t'is tender s'ould +e 'andled +!
e0ternal suppliers) For instance2
During t'e course o# t'is tender process, !ou ma! ac-uire con#idential in#ormation
relating to our +usiness, project and7or customers)
;ou agree to 4eep t'is in#ormation strictl! con#idential at all times /even a#ter t'e project
'as +een completed1)
;ou will not use it #or !our personal gain or t'e gain o# an! ot'er person
;ou ma! disclose con#idential in#ormation onl! to t'e e0tent t'at suc' disclosure is
necessar! #or t'e su+mission o# a #ormal supplier proposal
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A
.'is does not appl! to in#ormation w'ic' must legall! +e disclosed, or +ecomes availa+le
to and 4nown +! t'e pu+lic)
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B