the 3 steps to a successful statement of work
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The 3 Steps to a Successful Statement of Work
Dan Pantaleo, Director of Proposal Operations – BAE Systems
Moderator
Dave PuttVP, Eastern Region
MBO Partners
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6
Your Presenter: Dan Pantaleo
• 20+ Years as a USMC Officer
• Director, Proposal Operations – BAE Systems
• Led Recovery Efforts at Pentagon on 9/11
• Tours of Duty in Acquisition Assignments
• Author of “Four Days at the Pentagon”
• Decade of working Proposal Development / BAE Systems
7
Why YOU are here
1. Enhance knowledge, skills, and abilities when creating a SOW
2. Discuss how proposals and SOWs are viewed by the client
3. Share Dan’s Most Critical Factor of SOW Development
(The Cognitive Webbing Process)
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Definitions
STATEMENT OF WORK
The formal document that captures and defines the work activities, deliverables, and timeline a vendor must execute in performance of specified work for a client. The SOW usually includes detailed requirements and pricing, with standard regulatory and governance terms and conditions.
This describes the actual work that must be accomplished in detail and specifies the tools / resources involved and the exact nature of the work.
SCOPE OF WORK
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Your Client is Busy…
You have 4 minutes to hook them…after that, they are gone.
Step #1: It’s NOT About YOU!
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It’s Not About You
• Consider using their language, logos, color schemes.
• Reiterate their challenges and problems – they want to be understood before they are willing to understand.
• Keep sentence structure simple, active voice, and to the point (less than 18 words).
• Make maximum use of photos, graphs, and charts.
12
Step #2: Use Templates & Reference Documents
SCOPE
OF WORK
Sample Template
SUBMITTED
DEPARTMENT OF DEFENSEHANDBOOK
FOR PREPARATION OFSTATEMENT OF WORK (SOW)
AMSC N/A AREA MISCDISTRIBUTION STATEMENT A.
Approved for public release;
distribution is unlimited.NOT MEASUREMENT
SENSITIVEMIL-HDBK-245D3 APRIL 1996SUPERSEDING
MIL-HDBK-245C10 SEP 1991
This handbook is for guidance
only.
John E. Miller’s Fifty Tips for Your SCOPEOF WORK
Scoping the Scope of Work
Tips and strategies for
writing a scope of work
document
MBO Partners
14
CONTENTS:• Intro & General Information
• Project Information
• Project Costs
• SOW Acceptance and Authorization
SCOPE
OF WORK
Sample Template
SUBMITTED
A very good place to start, but we can improve on it …
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Scoping the Scope of Work
Tips and strategies for
writing a scope of work
document
MBO Partners
TABLE OF CONTENTS:
• Why You Need A Good Scope of Work
• Writing Tips and Strategies
• Scope of Work Checklist
• A good SOW sets clear expectations – keeps all parties on track
• Takes the client’s vision and breaks it down into detailed work statements
• Allow for flexibility for BOTH parties
• Tips & Strategies:• Have a clear understanding of the end state & the work required
to get there• ID Stakeholders (your client’s client?)• How will progress be measured & communicated• Speak in a language the client understands – “Parrot effect”
• Checklist
16
SOW Checklist
High-level Project Overview (Home Depot example later in this presentation)
Objectives to be accomplished (Milestones)
MS Project schedule with associated Tasks & Activities
List of Deliverables & Acceptance Standards
Specify Payments – (pay as you go/ EVMS)
Reporting / Communication methodology (Example – my website)
Red = “Best Practice” tips
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The BEST of Miller’s 50 Tips
1. SAMPLE FORMAT
• Intro & Overview
• Background
• Scope
• Objectives
• References
• Requirements
• Tasks
• Deliverables
• Schedule
• Assumptions
• Reporting/Comm Method
2. WORD CHOICE• Use “shall” and “will”
• Avoid “Wishy-wash” words like “will try,” “would like to,” “either, any or and/or”
3. USE METRICS• Example: “In similar efforts we were
able to achieve 100% staffing levels (52 people) within 72 hours of contract award which resulted in quick ramp-up and schedule acceleration.”
4. USE CHARTS AND GRAPHS
5. “RED TEAM” YOUR PROPOSAL
John E. Miller’s Fifty Tips for Your SCOPEOF WORK
How The Client Views Your SOW/ Proposal – “Red Teaming”
- Have a third party review your proposal / SOW- Get an honest assessment of your “likability” factor
- Consider giving them something for “free” - Example: Videographer
- YOUR “baby” might actually BE ugly!
- Know your competition
- Example: Waldo knocks out Sugar Ray Leonard
- Follow-up and ask for a quick debrief if you didn’t win
Step #3: Get Off to a Good Start
19
Getting Started
When the Request For Proposal (RFP) Drops …
21
Or this…
Pain is expected … Suffering is optional
22
Getting off the the Right Start
Leaders create “form” to manage from
23
Kick it Off…
1. Invite the right people
2. Provide the relevant background
3. Assume no one will look at your materials
4. Create an agenda
5. Empower attendees to modify the agenda
6. Review the initial technical approach/solution
7. Agree on the primary win strategy
8. Brainstorm as a team for evidence
9. Create a cognitive web
10. Assign responsibilities & hand out the schedule
24
The Cognitive Webbing Process
1. First: Identify the end result the customer seeks
2. Second: Brainstorm ideas, observations, facts, details, insights, comparisons, opinions, etc.
3. Third: Apply Structure– Use the N.O.S.E. pattern to
structure the basic content– Use the customer’s priorities to
structure within each category
25
End Result:
Home Depot will reduce costs while achieving customer service levels through a shared manufacturer integrated solution managed by Excel.
Home Depot
Will reduce costs while supporting customer service levels through a
shared use manufacturer integrated solution managed by Excel
26
Brainstorm Approach Using N.O.S.E.
Why ExcelSolution
OutcomesNeeds
Home Depot
Will reduce costs while supporting customer service levels through a
shared use manufacturer integrated solution managed by Excel
27
Cost Reduction/ Increase Profitability
Solution
Needs Outcomes
Why Excel
Leverage regional facilities – domestic and international
How we commercialize our services
Put our money where our mouth is
Bench strength
Reduce Inventory while eliminating stock-outs
Increase end customer service to drive sales
Effectively manage product flow and extended supply chain
Increase of breadth of product on shelves
Growth into new markets
Increased customer satisfaction
Keeping pace with growth
Reduce Costs and working capital
Increase fill rates
VisibilityReliability
Increased Responsivenes
s (Demand)On time Delivery
Packaging, size, quantity
Standardized returns process
Increased Consistency
Domestic
International
Product available when needed
Flexibility in responding to demand
Decreased inventory levels
Better control
One touch point for transportation and
handling
New Products
Existing Products
Reduce customer
turnover
rates
Reduction of stock outs
Increased inventory turns
Manage reverse logistics
case studies, biographies, references
Have the resources to support growth globally
C
Effectively manage an extended supply chain
Visibility
Increase speed in crediting retailer
Seasonal Changes
Reduce number of
store deliveries
Service Quality
Little intervention
Product OS&D
Order Accuracy
Activity Based Costing Customer
loyalty
Better Asset Management
Reduced Fixed Assists
Reallocate cash
Information management
Stock Outs
Having seasonal & promotional products at the right store at right time
Experience managing extended supply chain
Experience in re-designing end-to-end supply chain solutions
Innovative supply chain
solution design -
examples
Effectively Managed Product Returns
Vendor Compliance
Home Depot
Will reduce costs while supporting customer service levels through a
shared use manufacturer integrated solution managed by Excel
Improve service quality by managing product flow
Flexibility to meet promotional/ seasonal activities
28
Cost Reduction/ Increase Profitability
Needs
Reduce Inventory while eliminating stock-outs
Increase end customer service to drive sales
Effectively manage product flow and extended supply chain
Increase of breadth of product on shelves
Growth into new markets
Increased Responsivenes
s (Demand)On time Delivery
Packaging, size, quantity
Standardized returns process
Increased Consistency
Flexibility to meet promotional/ seasonal activities
Domestic
International
One touch point for transportation and
handling
C
Effectively manage an extended supply chain
Visibility
Increase speed in crediting retailer
Seasonal Changes
Reduce number of
store deliveries
Service Quality
Little intervention
Product OS&D
Order Accuracy
Activity Based Costing
Better Asset Management
Effectively Managed Product Returns
Vendor Compliance
B
A
G
D
E
F
Home Depot
Will reduce costs while supporting customer service levels through a
shared use manufacturer integrated solution managed by Excel
Now…
Prioritize the content in order of importance to the decision maker.
29
Cost Reduction/ Increase Profitability
Needs
Reduce Inventory while eliminating stock-outs
Increase end customer service to drive sales
Effectively manage product flow and extended supply chain
Increase of breadth of product on shelves
Growth into new markets
Increased Responsivenes
s (Demand)On time Delivery
Packaging, size, quantity
Standardized returns process
Increased Consistency
Flexibility to meet promotional/ seasonal activities
Domestic
International
One touch point for transportation and
handling
C
Effectively manage an extended supply chain
Visibility
Increase speed in crediting retailer
Seasonal Changes
Reduce number of
store deliveries
Service Quality
Little intervention
Product OS&D
Order Accuracy
Activity Based Costing
Better Asset Management
Effectively Managed Product Returns
Vendor Compliance
B
A
G
D
E
F
Increased customer satisfaction
Keeping pace with growth
Reduce Costs and working capital
Increase fill rates
Improve service quality by managing product flow
VisibilityReliability
Product available when needed
Flexibility in responding to demand
Decreased inventory levels
Better control
New Products
Existing Products
Reduce customer
turnover
rates
Reduction of stock outs
Increased inventory turns
Manage reverse logistics
Customer loyalty
Reduced Fixed Assists
Reallocate cash
Information management
Stock Outs
Having seasonal & promotional products at the right store at right time
Outcomes
A
B
C
D
E
Home Depot
Will reduce costs while supporting customer service levels through a
shared use manufacturer integrated solution managed by Excel
30
Home Depot
Will reduce costs while supporting customer service levels through a
shared use manufacturer integrated solution managed by Excel
Cost Reduction/ Increase Profitability
Needs
Reduce Inventory while eliminating stock-outs
Increase end customer service to drive sales
Effectively manage product flow and extended supply chain
Increase of breadth of product on shelves
Growth into new markets
Increased Responsivenes
s (Demand)On time Delivery
Packaging, size, quantity
Standardized returns process
Increased Consistency
Flexibility to meet promotional/ seasonal activities
Domestic
International
One touch point for transportation and
handling
C
Effectively manage an extended supply chain
Visibility
Increase speed in crediting retailer
Seasonal Changes
Reduce number of
store deliveries
Service Quality
Little intervention
Product OS&D
Order Accuracy
Activity Based Costing
Better Asset Management
Effectively Managed Product Returns
Vendor Compliance
B
A
G
D
E
F
Increased customer satisfaction
Keeping pace with growth
Reduce Costs and working capital
Increase fill rates
Improve service quality by managing product flow
VisibilityReliability
Product available when needed
Flexibility in responding to demand
Decreased inventory levels
Better control
New Products
Existing Products
Reduce customer
turnover
rates
Reduction of stock outs
Increased inventory turns
Manage reverse logistics
Customer loyalty
Reduced Fixed Assists
Reallocate cash
Information management
Stock Outs
Having seasonal & promotional products at the right store at right time
Outcomes
A
B
C
D
E
Solution
3131
Cost Reduction/ Increase Profitability
Home DepotWill reduce costs while supporting customer service levels through a shared use manufacturer integrated solution managed by Excel
Solution
Needs Outcomes
Why Excel
Leverage regional facilities – domestic and international
How we commercialize our services
Put our money where our mouth is
Bench strength
Reduce Inventory while eliminating stock-outs
Increase end customer service to drive sales
Effectively manage product flow and extended supply chain
Increase of breadth of product on shelves
Growth into new markets
Increased customer satisfaction
Keeping pace with growth
Reduce Costs and working capital
Increase fill rates
VisibilityReliability
Increased Responsivenes
s (Demand)On time Delivery
Packaging, size, quantity
Standardized returns process
Increased Consistency
Flexibility to meet promotional/ seasonal activities
Domestic
International
Product available when needed
Flexibility in responding to demand
Decreased inventory levels
Better control
One touch point for transportation and
handling
New Products
Existing Products
Reduce customer
turnover
rates
Reduction of stock outs
Increased inventory turns
Manage reverse logistics
case studies, biographies, references
Have the resources to support growth globally
C
Effectively manage an extended supply chain
Visibility
Increase speed in crediting retailer
Seasonal Changes
Reduce number of
store deliveries
Service Quality
Little intervention
Product OS&D
Order Accuracy
Activity Based Costing Customer
loyalty
Better Asset Management
Reduced Fixed Assists
Reallocate cash
Information management
Stock Outs
Having seasonal & promotional products at the right store at right time
Experience managing extended supply chain
Experience in re-designing end-to-end supply chain solutions
Innovative supply chain
solution design -
examples
Effectively Managed Product Returns
Vendor Compliance
C
B
A
G
D
E
F
A
BD
E
A
B
C
Home Depot
Will reduce costs while supporting customer service levels through a
shared use manufacturer integrated solution managed by Excel
D
Improve service quality by managing product flow
C
32
Issues, Needs
• Increase end-customer service to drive sales• Cost reduction / increased profitability
– Reduce number of store deliveries– One touch-point for transportation and handling– Activity-based costing– Better asset management– Reduce inventory while eliminating stock outs
• Effectively manage product flow and extended supply chain
– Increased responsiveness (demand)– On-time delivery– Visibility– Seasonal changes– Increased consistency
33
Issues, Needs (Cont.)
• Service quality– Little intervention– Product OS&D– Vendor compliance– Order accuracy
• Effectively managed product returns– Packaging, size, quantity– Standardized returns process– Increase speed in crediting retailers
• Growth into new markets– Domestic– International
• Increase breadth of product on shelves
***Flexibility to meet promotional/seasonal activities
34
Outcomes, Areas of Impact
• Increased customer satisfaction
1. Product available when needed2. Customer loyalty3. Reduce customer turnover rates
• Reduce costs and working capital
1. Reallocate cash2. Increased inventory turns3. Reduced fixed assets4. Reduction of stock outs5. Decreased inventory levels
35
Outcomes, Areas of Impact (Cont.)
• Improve service quality by managing product flow
1. Reliability 2. Visibility 3. Manage reverse logistics4. Flexibility in responding to demand5. Increase fill rates6. Stock outs7. Information management
• Having seasonal and promotional products in the right store at the right time
• Keeping pace with growth1. New products2. Existing products
• Better control
36
Summary
The 3 Steps to a Successful Statement of Work (SOW)
1) Remember, It’s Not About YOU
2) Use Templates and Reference Documents
3) Get Off To A Good Start – Organize Your Thoughts
Questions and Discussion
37
Additional Information
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• VISIT our website - www.mbopartners.com
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• SIGN UP for our monthly newsletter -newsletter@mbopartners.com
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