Statement of Work

Statement of Work

Statement of Work

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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 Reised]  

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)

a!le of Contents

& MATE!IAL% AD E$UIPMET...' 3.1 USAGE... 5 ( DELI)E!A*LE%...' 4.1 SCHEDULE...5 4.2 ACCEPTANCE...6 ' PA+MET%..., 5.1 INVOICING...6 , C"-IDETIALIT+ ..., 6.1 NON-DISCLOSURE...6

6.2 SENSITIVE INFORMATION...6

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 "'oides exam"es o! ty"es o! 'eui'ements a  "'o-ect may +ae !o' "otentia su""ie's and t+ei' "'oducts

• /om"any (sie, indust'y)

• P'oduct (ty"e, num$e' o! yea's aaia$e) • T'aining (ee 'eui'ed)

• Documentation ("'oided *it+ "'oduct) • Su""o't (aai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 ui"ment (to $e "'oided)

• Deie'a$es Sc+edue (and "'ocess !o' acce"tance) • Payments (o! inoices)

• /on!identiaity (o! sensitie in!o'mation).

When to use a Statement of Work 

 %n S& s+oud $e used *+enee' a !o'ma Tende' Management P'ocess is unde'taen (i.e. *+enee' 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+ieed, 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 eauated. T+e S& is, ty"icay, *'itten $y  t+e P'ocu'ement Manage' and a""'oed $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 "'oides a guide on t+e to"ics usuay incuded in a Statement o! &o'. Sections may $e added, 'emoed o' 'ede!ined at you' eisu'e to meet you' "a'ticua'  $usiness ci'cumstance. xam"e ta$es, diag'ams and c+a'ts +ae $een added (*+e'e suita$e) to "'oide !u't+e' guidance on +o* to com"ete eac+ 'eeant section.

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)

#.# 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 adanced  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

#.( 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*

& 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!

( Deliverales

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 

(.# 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

• .'is does not appl! to in#ormation w'ic' must legall! +e disclosed, or +ecomes availa+le

to and 4nown +! t'e pu+lic) ©