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Slide 1 Welcome to Advanced Statement of Work Writing Please… Sign the class roster, fill out a tent card, pick up a handout, and help yourself to snacks.

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Presentation on theme: "Slide 1 Welcome to Advanced Statement of Work Writing Please… Sign the class roster, fill out a tent card, pick up a handout, and help yourself to snacks."— Presentation transcript:

1 Slide 1 Welcome to Advanced Statement of Work Writing Please… Sign the class roster, fill out a tent card, pick up a handout, and help yourself to snacks on the back table Find an available computer station and adjust the chair and computer monitor to your comfort level Silence your cell phone, blackberry, pager, etc.

2 Slide 2 Advanced Statement of Work Writing Developed and presented by Tara Anderson and Mary Wandell ODOT Procurement Office June 21, 2011

3 Slide 3 Training Outline Training Overview Review of Basics Getting Started Project Description and Overview Identifying Tasks and Deliverables Developing Tasks and Deliverables Schedule Assessing and Managing Risk

4 Slide 4 Training Approach Cover concepts Writing exercise – draft from scratch Share examples of drafts –Identify strengths and weaknesses –Discuss improvements for draft

5 Slide 5 Activity Expectations Lets all learn from each other We do not expect you to draft perfect examples in class We're counting on problems with the drafts –provides opportunities to practice review skills to reinforce strengths, identify weaknesses, discuss risks, and propose suggestions for improving the draft

6 Slide 6 Discussion Expectations Focus on the draft, not the drafter Keep your comments objective Ask questions Share suggestions Lets have fun!!

7 Slide 7 Review of Basics

8 Slide 8 Covered in the Basics Class Scope of Work vs. Statement of Work (SOW) When SOW is used Audience for SOW Legal sufficiency requirements What is a well-written SOW SOW review and approval process

9 Slide 9 Covered in the Basics Class SOW Writing Style –Clear Language –Clear Authority –Well Organized Its ODOTs contract! Components of SOW –Tasks –Deliverables –Schedule

10 Slide 10 Covered in the Basics Class SOW Templates Risk –Assessing Risk –Legal Requirement vs. Business Decision –Independent Contractor

11 Slide 11 Back to the Basics How much do you remember from the basics Statement of Work class? Pop Quiz!

12 Slide 12 Getting Started This Way That Way SOW

13 Slide 13 What is Done? Begin with the end in mind –What need is being addressed? –Whats the desired final outcome? –Who will it serve? Public? Legislation? ODOT __________ section? ODOT Director?

14 Slide 14 Done continued Done is the final tangible product ODOT will have at the end of the contract –What ODOT is ultimately paying for –Describe what Done must: look like perform like contain –Include standards that Done must meet

15 Slide 15 SOW Options What SOW options best meets your project needs? –Performance-based; focuses on outcome Deliverables-based Recurring Services Service Level Agreement (SLA) –Phased approach –Hybrid

16 Slide 16 Deliverables-based SOW Used for: Projects with easy to define Done Can identify majority of steps to get to Done Advantages: Good for developing and maintaining independent contractor business relationship Disadvantages: Requires fair amount of expertise about services and deliverables to be completed

17 Slide 17 Recurring Services SOW Used for: Services that are repeated each month. Examples are Program Manager and system maintenance Advantages: Easy to structure and administer Disadvantages: This method is harder to mitigate the independent contractor vs. employee concerns

18 Slide 18 Service Level Agreement (SLA) Used for: Services required to maintain a level of functionality Advantages: Not required to define specific tasks or deliverables Emphasis is on functionality requirements Disadvantages: Only appropriate for maintaining existing systems

19 Slide 19 Phased Approach Used for: Deliverables-based SOW, especially for projects of long duration and complex projects with unknown steps or undefined approach Advantages: Develop SOW for known phase of work – add SOW for new phases as project progresses Disadvantages: Requires time and effort for SOW development and approval for each new phase

20 Slide 20 Things to Consider What major steps or services are needed to get to Done? –Major milestones or phases How will progress be gauged and regulated? –Deliverables or service level requirements Are there unknown steps or outcomes to be managed? –Go/No Go points, project phases, anticipated amendments Whats the standard approach to this type of project?

21 Slide 21 Writing Activity #1 Draft a one sentence description of what Done will look like for your contract List 2-4 major steps to be completed to get to Done What SOW options would best meet the project needs?

22 Slide 22 Project Description and Overview

23 Slide 23 Project Description and Overview Info to include: –Scope of work for contract –Background information –Contract purpose and objectives –Anticipated amendments to contract

24 Slide 24 Things to Consider Scope of Work –Type of services or work –Duration of project or contract –Potential cost (pros and cons of listing in RFP) –Flexibility for additional work or projects –Whos the customer? Include potential for other users?

25 Slide 25 Things to Consider Background Information –Broad information which could include the State of Oregon and ODOT –Background on the unit or who the contract is going to serve –Background on the project; how did we get to the point of needing a contract? –What does a potential proposer need to know to understand the context of the project?

26 Slide 26 Things to Consider Objectives for the Contract –How does the contract fit into the overall project? –Is this work tied to other projects? If so, how? –Incorporate definition of done –Do you want to include a structure for unknown future work?

27 Slide 27 Things to Consider Anticipated Amendments –What possibly could change in the contract? Add or reduce work; current project and other projects Add or reduce time and money Add skill-sets (key people) Add phases Change in project approach Reassessment

28 Slide 28 Things to Consider for IT Contracts Anticipated Amendments for Mixed Contracts –Additional modules/software? –Incorporate entire catalog of products? –Additional licenses? –SaaS vs. Owned, or both?

29 Slide 29 Writing Activity #2 Draft a Project Description and Overview of Services for your SOW Include: –Background information –Contract purpose and overall objectives, including scope of work –List of anticipated amendments

30 Slide 30 Identifying Tasks and Deliverables

31 Slide 31 Have we contracted for a similar project? –Modify existing Statement of Work To address lessons learned (problems and successes) To fit your project Methods to Identify Tasks

32 Slide 32 Brainstorming session with key people Capture the information –Mind map to identify tasks and deliverables –An outline of tasks and deliverables Methods to Identify Tasks

33 Slide 33 Things to Consider Outline of tasks and deliverables should mirror size and complexity of project –Larger and more complex projects; SOW with initial tasks, then add tasks or phases of work later by amendment Larger dollar value, higher risk to ODOT, multiple locations Multiple agency participation –Smaller and less complex projects; one SOW with all tasks and deliverables

34 Slide 34 Things to Consider What must be accomplished to get to Done? –Tasks, activities, deliverables How will progress be gauged? –Review and acceptance of deliverables How will progress be regulated? –Organization of tasks, deliverable due dates How will unknown outcomes be managed? –Decision points at milestones or phases

35 Slide 35 Things to Consider Whats the standard approach to this type of project? If IT, what methodology will ODOT require or recommend? –Waterfall –Rapid / Spiral –Agile –other standardized process

36 Slide 36 Things to Consider Organization of tasks –Flow of the tasks in the SOW Linear and simultaneous tasks –Tasks and subtasks –Task number and naming convention How important is flexibility for tasks or schedule?

37 Slide 37 Break up work into meaningful chunks for ODOT and consultant –Monthly income for consultant –Management and scheduling of resources –Fit timeframes needed by ODOT or stakeholders –Review and approval is manageable Things to Consider

38 Slide 38 Things to Consider Identify deliverables as outcomes for tasks –What are the objectives of the task? –What deliverables would best indicate the objectives were met? Define deliverables that are tangible and measurable Which deliverables do you want in draft form prior to final?

39 Slide 39 Things to Consider For IT mixed contracts –How will purchase of goods be integrated? (software, hardware, maintenance & support) Stakeholder requirements –Timing of purchase and services –Stakeholder buy-in prior to contract execution

40 Slide 40 Writing Activity #3 Develop and organize an outline of tasks and deliverables for your SOW Include: –Names of phases, if any –Names of tasks –Potential deliverables for each task Establish a task numbering convention for the SOW outline

41 Slide 41 Developing Tasks and Deliverables

42 Slide 42 Apply Writing Style Conventions Clear language –Avoid ambiguous language –Consistent use of defined terms –Define abbreviations and acronyms

43 Slide 43 Apply Writing Style Conventions Clear authority –Write in active voice –Assign responsibility –Its ODOTs contract

44 Slide 44 Apply Writing Style Conventions Well organized –Shorten overlong sentences –Use numbered or bulleted lists –Arrange in logical order –Use headings –Proper grammar and punctuation

45 Slide 45 Development of Tasks Task name (and number) Purpose, objective and scope for task Task activities and requirements –On-site requirements –Modified acceptance criteria other than standard in contract T&C

46 Slide 46 Development of Tasks Clearly assign responsibility for tasks and activities –ODOT or Consultant –Optional: Identify key person classification Estimated level of effort to complete task –Level of expertise needed; job classification –Estimated number of hours to complete

47 Slide 47 Development of Deliverables Deliverable name (and number) Deliverable requirements –Provide clear description of requirements and expectations –Reference specific written industry or ODOT standards for deliverable requirements –Provide examples of what we expect

48 Slide 48 Development of Deliverables What format for deliverables? –Publication ready vs. internal use documents –Size expectations; document & font size –Hard copy; number of copies –Electronic; software compatibility requirements

49 Slide 49 Writing Activity #4 Choose one or two tasks from your SOW outline. Draft task and deliverable language for your SOW using writing style conventions. Include: –Description of activities that must occur for each task –Description of deliverables –Requirements for acceptance of deliverables

50 Slide 50 Schedule

51 Slide 51 Review of Basics Types of deliverable due dates –Target/Estimated Dates –Mandatory Due Dates Location of schedule within SOW –Include with each task and deliverable –Table at the end of SOW –Embedded Gantt Chart for IT contracts

52 Slide 52 Things to Consider Impacts of the following on schedule: Funding Legislative mandates Business customer need If fits into bigger project, what are the requirements Weather constraints Staff and stakeholder resources

53 Slide 53 Methods to Building the Schedule Start with end date and work backwards –Restricted by date all work must be done –All tasks and deliverables are known Start at the beginning and work forwards –No end date constraints –Phased work with unknown next steps

54 Slide 54 How Schedule Impacts Contract More aggressive the schedule… –Higher the cost of services –Amendments are more likely –Higher the demand for availability of key resources Realistic schedule positively impacts business relationships –IT to business customer –ODOT to contractor –Other agencies to ODOT

55 Slide 55 Writing Activity #5 Review your outline of tasks and deliverables (Activity #3) and answer the following: 1.What types of due dates would best fit your contracting needs? 2.Where will deliverable due dates be located within your SOW? 3.What schedule constraints does the project have? 4.What method would you use to build the schedule?

56 Slide 56 Assessing and Managing Risk

57 Slide 57 Assessing Risk Complete risk assessment of initial draft –Identify risks to Agency Is SOW clear enough to be understood by all audiences –Identify risks to Contractor Assess risk of subsequent changes made to SOW

58 Slide 58 Answers

59 Slide 59 Managing Risk Avoid – Transfer – Modify – Accept –

60 Slide 60 Managing Risk Avoid – dont have consultant do the work Transfer – Modify – Accept –

61 Slide 61 Managing Risk Avoid – dont have consultant do the work Transfer – assign responsibility to consultant Modify – Accept –

62 Slide 62 Managing Risk Avoid – dont have consultant do the work Transfer – assign responsibility to consultant Modify – change approach or modify SOW to reduce risk Accept –

63 Slide 63 Managing Risk Avoid – dont have consultant do the work Transfer – assign responsibility to consultant Modify – change approach or modify SOW to reduce risk Accept – no change, take the risk

64 Slide 64 Activity #6 Identify any risks in the task. Suggest how risks might be managed: –What risks should be avoided? –What risks should ODOT transfer to consultant? –What risks can be reduced by modifying SOW? –What risks should ODOT accept? –Who has the authority to accept risk? Be prepared to share your findings with the group

65 Slide 65 Questions?

66 Slide 66 Words of encouragement… The more you draft, the better youll get Even well-written drafts invoke questions or edits from procurement or DOJ No document is perfect Well-written drafts result in faster review and approval

67 Slide 67 Thank you for your participation!!!! Please pick up your training certificate. Training evaluations will be ed to you. ~ Have a great afternoon ~

68 Slide 68 Back Slide 62 Slide 59

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