Creating the SoW

Creating the SoW

The next step on "The Project Lifecycle" is the creation of the SoW for the project. Click "SoW/Contract"



The "Create SoW" pop up will be displayed. Select the Firm name, Link an MSA with the SoW (Optional), select the language, the layout and the template. Also, you can choose to import the date from the RFP. Click "Create SoW"



The SoW Wizard has 11 tabs:

  1. Layout
  2. SoW Team
  3. Preliminary Info
  4. Project Description
  5. Project Management
  6. Terms & Conditions
  7. General Provisions
  8. Other Provisions
  9. Reference Documents
  10. Signatures
  11. Communication

1) Layout


The Layout tab shows the layout you chose:



You can change the information in the layout, but it will only take effect if you save it using the button "Save":



At any time, you can preview the SoW by clicking the "Preview" and at the end, you can export the SoW by clicking "Export". 



 The "Clock" icon on the right shows the Export History, where you can see who exported the SoW and when. You can view, download or delete each exported version.



You can also change the layout if you want. Click the "Change Layout" button on the right side of the screen:




Choose a new Layout and click "Change SoW Layout":



The new layout is loaded:



2) SoW Team


The second tab is Teams. Where you can see who is part of the SoW:



If you want to add more people to the MSA, Click "Add Team Members":




Select the team member and click "Submit"




The new team member is added:



3) Preliminary info


Here you can enter the preliminary info: Introduction, Terminology & Acronyms and Definition: 



On the "Definitions" section, you can define the terms you think are relevant to the SoW.  Click "+ Add Definition"



Enter the Term, date and definition and click submit:




The definition is added to the list:



on the action column you can see that you have the option to edit or delete the definition.



Most information on this tab was imported from the template or the RFP. If you want to edit any information, use the 3 blue dots on the right side of the field:



You have the option to edit or leave a comment to the other team members to see.

4) Project Description


Here you can enter Project Name, Project Context, Project Objective(s), Project Scope, Expected Services Context, Expected Start Date, Expected End Date, Expected Duration, Expected Deliverables. Project Context and Project Scope are disabled by default.If you want to use them, you need to activate using the toggles:




Don't forget to save if modified anything. 

5) Project Management


Here you can add the Methodology and Project Milestones (Required). Acceptance Criteria, Project Organization, staffing, Project Governance, Language, Work Location and Status Reports (all optional. You need to activate them using the toggles)



To add a milestone, click the "+ Add Milestone" link:



Enter the milestone, the deliverables, the description and the estimated date. Click "Submit"



Milestones have the status "Validation Pending" until they are validated by the consulting firm:



Once they are validated by the consulting firm, the status will change:



Consulting firms can also add milestones. In this case, you will need to validate them too.

6) Terms & Conditions


Here you can enter Maximum Project Budget, Invoicing Milestones, Payment Terms and Contract Administration (required). PO Number and Invoicing Contact (optional and must be activated before use).



To add a cost click "+ Add Cost":



Enter the nature and the amount. Click Submit:



To add a milestone, click "+ Add Milestone":



Enter Invoicing, Est. Amount and Est. Date. Click "Submit"



Both Maximum Project Budget and Invoicing Milestones have status "Validation Pending as they need to be validate by the consulting firm:



Once the consulting validate, the status is updated:



7) General Provisions

Here you can add the General Provisions:



You click the "+Add Field"  to add a general provision. Enter the title and description  and click "Save" 



You can use the toggles to hide and display the fields. When the toggle is orange, the field will be in the SoW, when it is gray, it will not.

 

You can use the 3 blue dots on the right to edit, delete or leave a comment to the consulting firm about the field:



You can use the "Click and Drag" feature to change the order of the field. Click the 6 gray dots on the left of the name of the field and rearrange the order:





8) Other Provisions 

Here you can add provisions you consider important to the agreement and were not on the other tabs. Click the "+ Add Field" button. 



Enter the name and description of the field:



Always remember to save the modifications you did so you don't lose your work.
As described on the previous section you can use the "Click and Drag" feature to change the order of the field. Click the 6 gray dots on the left of the name of the field and rearrange the order. 
You can use the 3 blue dots on the right to Edit, delete or leave a comment about the field.

9) Reference Documents


Here you can attach documents to the SoW.



You can add the RFP, Proposal, NDA and others.

10) Signatures


Now it's time to sign the SoW. When ready, click "I'm ready to sign the SoW" and " Save" :



A confirmation pop up will be displayed. Click "Yes":



Now you have to wait for the Consulting Firm to say they are ready too:



Once the Consulting Firm update their status, the final version of the SoW is ready to be exported for signature:



Export it, sign and upload back to the platform using the upload button:


Click Save Documents to make it the final version:



Click " Yes" 




11) Communication


Here you can leave your feedback to the consulting firm and send the won email:



Click "Add" to leave the feedback. Click Save:




Click "Send Won Email". A confirmation pop up will be displayed:



Click send. 



The email will be like this:



This conclude the SoW Step for The Project Lifecycle

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