1. Writing an Effective Statement of Work (SOW) Skip Bartek, Aiko Neill and Shannon Kelley Contract Managers Enterprise Contract Management, Technology Sourcing Office

2. 2 Agenda SOW Standard Requirements SOWs for Managed Services for Telecommunications SOWs for Deliverables Based IT Services (DBITS) SOWs for Cloud Services Questions and Answers

3. 3 SOW Standard Requirements Scope of Project Roles and Responsibilities Deliverables Schedule Service Levels for Services Acceptance Criteria Pricing and Payment Schedules/Milestones Assumptions

4. 4 SOWs for Managed Services for Telecommunications

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6. 6 Payment Schedule Examples Based on Schedule Milestones (Telecom Router Install Project) Milestone 1 – Receive, configure, and test router Milestone 2 – Install router into network, test and turn up Milestone 3 – Train staff on router configuration, maintenance, and service Payment Breakdown Milestone 1 – 10% of total price Milestone 2 – 25% of total price Milestone 3 – 65%

7. 7 Payment Schedule Examples, continued Deliverables Based Payments (Network Assessment and Recommendations Project) Deliverable 1 – Project Plan Deliverable 2 – Assessment Reports Deliverable 3 – Final Recommendation Report NOTE: Acceptance Criteria is critical for these types of payment deliverables Payment Breakdown Deliverable 1 – 25%, or lower of total price Deliverable 2 – 25% or lower, not to exceed 50% of total price Deliverable 3 – 50% or higher depending on first two deliverables

8. 8 SOWs for Deliverables Based IT Services (DBITS)

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10. 10 Features of DBITS Contracts Benefits The value of any one SOW may not exceed $10 million including all extensions, renewals and change orders DBITS Technology Categories To view definitions of DBITS Technology Categories visit: http://www.dir.texas.gov/ict/contracts/dbits/Pages/dbitsservices.a spx (Click on the title of each category to view a list of vendors contracted for that service) http://www.dir.texas.gov/ict/contracts/dbits/Pages/dbitsservices.a spx DBITS SOW Template – Appendix C

11. DBITS SOW Considerations Roles and Responsibilities Deliverables Submission/Format Reports and Meetings Period of Performance Customer Furnished Equipment and Workspace Additional Terms and Conditions 11

12. Deliverables – Defining and Describing Phase 1 – Project Initiation  Project plan (including GANTT chart, all steps/tasks, review and revision timeframes)  One (1) project kick-off meeting on customer site  Monthly project reports Phase 2 – Business Process Analysis  Business requirements document  Technology assessment report Phase 3 – Design and Development  System Design Document (SDD) for the data flow  PDF entry forms for data input  Data flow implementation guide  Test plan Phase 4 – Migration and Data Flow  Production setup plan and schedule  Migration task list for installs  Production system installed, tested and validated Phase 5 – Conduct End-User Training  End user training documents  Training plan 12

13. 13 SOWs for Cloud Services

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15. 15 SOWs for Cloud Services Contracts Overview of Cloud Contracts Cloud Categories Current Contracts

16. 16 SOWs for Cloud Services Contracts SOW Templates Cloud Assessment Services Cloud Services  IaaS  PaaS  Cloud Broker

17. 17 Cloud Services Issues/Considerations Service Level Agreements (SLAs) Many DIR Contracts include approved vendor service agreements with agreed upon minimum SLAs Some providers are flexible / higher cost Some providers are less flexible / lower cost  Determine acceptable level of downtime, match that to the appropriate service provider

18. 18 Cloud Services Issues/Considerations Acceptance Criteria Diverse depending on Cloud Service For some Cloud Services, provisioning = acceptance/billing commencement

19. 19 Questions? Skip Bartek, TEX-AN Contract Manager skip.bartek@dir.texas.govskip.bartek@dir.texas.gov (512) 936-9876 Aiko Neill, DBITS Contract Manager aiko.neill@dir.texas.govaiko.neill@dir.texas.gov (512) 475-0515 Shannon Kelley, Cloud Services Contract Manager shannon.kelley@dir.texas.govshannon.kelley@dir.texas.gov (512) 463-7666 www2.dir.state.tx.us www2.dir.state.tx.us