INTRODUCTION
Project management comprises of using prior knowledge and expertise to initiate, plan, execute, monitor, and close a project. All projects have a distinct beginning and end. When building a home, it is important to lay down a strong and durable foundation. In project management, this foundation is referred to as a statement of work. The statement of work takes the ideas surrounding a proposed project and organizes it into a detailed document describing the who, what, where, when, and why regarding the particular project. The statement of work is an essential element to initiating a successful project; and, if not developed properly could lead to project failure. To examine this statement more closely, an in depth look will be taken at the components of a statement of work and how it can be applied to a future project. A statement of work is the foundation for any proposed project. This tool clearly communicates the terms and conditions of a proposed project. Authors Peter S. Cole and Michael G. Martin credit the importance of a strong statement of work, stating, “The SOW describes the contractual work requirements, it is the heart of the procurement action and must include a clear and concise description of the work requirement” (Cole & Martin).
A typical statement of work will include the background of a project, a description of the scope of work, the suggested timeline for the project, schedule of deliverables and milestones, terms of acceptance, and any other required information relating to the project. According to the Information Technology Group, “One of the main causes of development project failure is the lack of a clear and ongoing understanding by all parties of what work needs to be done and how success will be measured.” (Information Technology Group 2004) Therefore, during the integration management stage, a statement of work must be established in order to clearly define the requirements for a specific project. As seen below in figure 1 (Project Management Institute 2013), the project integration roadmap is diagramed, showcasing the statement of work at the beginning stages of management.
This lays the basis for developing a project charter, which formally recognizes a project’s existence. Depending on the context of the project, an initiator or sponsor would create this document for all internal projects. If the project is contracting out the work, the statement of work would be completed by the customer. For example, the Abu Dhabi Education Council (ADEC) has developed a 30-year reform for all public schools, bringing about major changes to the curriculum. Because of the depth of the project, outside specialists were contracted to create the curriculum. It would be assumed that ADEC prepared a detailed statement of work describing the scope of the project for the contractors working on the curriculum. While it is usually one entity that prepares the statement of work, it is important to consider collaboration for a more cohesive alignment of the
objectives.
PMI defines the statement of work as, “a narrative description of the products and services to be supplied to the client and the needs and requirements of the contractor to deliver such products and services under the contract.” (Project Management Institute 2013) However, Michael G. Martin, author of Delivering Project Excellence with the Statement of Work, believes this definition should be expanded to take into consideration “the duties or obligation of the client to cooperate with the service provider and provide an environment that enables the service provider to deliver such products or services.” (Martin 2010) It is important to reach a consensus among stakeholders regarding the statement of work before going ahead with the project charter. Accounting for both parties’ goals and expectations will ultimately lead to a higher project success rate. PRACTICAL APPLICATION
To look at the benefits of a statement of work in a practical application, the following sections will briefly outline a future project to be set up in a local elementary school. Background information and the initial project proposal are included to better understand what the statement of work will provide for the intended project and how it will be developed to contribute to the project’s success. Appendix A will give an example of what this project’s statement of work might look like. While a statement of work is generally beneficial to most projects, a brief summary to its shortcomings will also be discussed. Background
Mohamed Bin al Qasem Primary Boys School, located in Shawamekh, Abu Dhabi, UAE, is a government-run public school. Mohamed bin Al Qasem is in the fifth year of implementing the Abu Dhabi Education Council’s (ADEC) new school model. This long-term reform model is based on student-centered learning with an emphasis on communication, problem-solving, and technology. ADEC is also looking to extend their role outside of the classroom, focusing on athletic education offered through afterschool clubs. Although Mohamed Bin al Qasem provides its’ students with the basic physical education program mandated by ADEC, it does not provide students with additional services to enhance their physical development.
Problems
Three major problems face the establishment of an afterschool program at Mohamed Bin Al Qasem. On a larger level, ADEC has not properly implemented the initiative to employ afterschool clubs in the public primary schools. To date, only 10 out of 254 schools are home to the afterschool jiu-jitsu program. Since the launch of this program in 2008, there have been no additional schools to receive such programs. Another key problem in adopting this afterschool program is the limited budget set aside for such initiatives at Mohamed Bin Al Qasem. Lastly, Mohamed Bin al Qasem faces severe behavior management issues, leading to the transfer or resignation of a significant number of teachers. Because of this, staffing such afterschool programs would be difficult.
Project Proposal
As a current teacher at Mohamed Bin al Qasem, I would like to establish an afterschool club providing students the opportunity to participate in organized physical activities. This program would allow students to develop skills, improve discipline, and encourage teamwork and collaboration. Because this a brand new idea for the school, the program will start off small, allowing room for growth in consequent years. To introduce the new program, Mohamed Bin Al Qasem will first introduce the idea of afterschool clubs during the school improvement plan (SIP) meeting. A new division will be created to focus on the importance of extracurricular activities and the effects such offerings would have on students’ behavior. This division will be headed by myself with the help of school administration. The SIP group will outline the necessary steps to create such programs and figure out an approximate budget for completing such a project. During this time staffing and transportation requirements will also be documented. After considerate planning, a statement of work will be created and shared with ADEC and other stakeholders. Within one year, it is believed that the school will offer two afterschool sport’s clubs that run from October-April. Each club will meet for one hour, two times per week. During this time, students will work with coaches (teachers and community volunteers) and each other to further develop physical skills, gain an understanding of the sport, and learn to work on a team. Tournaments and games will be organized for students to participate in on a monthly basis. Statement of Work within the Proposed Project
During the integration period of the afterschool sports club project, a statement of work would ideally be developed between leaders of the school improvement plan committee and the school’s administration. In this document, the project would be summarized, emphasizing the importance to student’s development and behavior, a specific concern at Mohamed Bin Al Qasem. The major details concerning the project would also be highlighted during the introduction of the statement of work. The scope of work would be determined, emphasizing the short and long-term goals of such a project. Those working on the statement of work would also document a timeframe for the afterschool clubs to be introduced at Mohamed Bin al Qasem. More details regarding the location of the afterschool sports club would be included in the place of performance section. The work requirements for project completion would be outlined in a bulleted list for each phase of the project. A list of milestones based on an expected start date of August 2014 would be agreed upon. The statement of work would then be discussed with a team from the ADEC offices to agree upon and finalize terms of acceptance. Appropriate signatures would then be collected to begin moving forward with the project proposal.
Working with school administration and an ADEC representative on this statement of work would be beneficial to the proposed project in a number of ways. Stating defined objectives, scope, timeline, and other requirements in an organized document would show the gravity of this project. Clear expectations would be established from the start. Mohamed Bin al Qasem has seen the introduction and failure of many new school improvement initiatives because the project was poorly planned from the beginning. This statement of work would help distinguish itself from prior failed projects by establishing a strong foundation. The statement of work would also communicate to ADEC the importance of this project to align with new school model learning outcomes, improve upon students’ physical skills and approaches to learning, and emphasize the focus on improving behavior school wide.
The statement of work, exhibited in Appendix A, shows a hypothetical example of what this document might look like if drafted for the implementation of an afterschool sports program. Because there is not one correct template for creating a statement of work, I decided to take elements of several examples found on the Internet to best fit the needs of my project. As this afterschool sports program is a smaller-scale project, a more basic statement of work could be justified to deliver the objectives and scope of work. The example that has been prepared contains all of the key elements necessary to initiate the proposed idea, including a brief introduction, background information, objectives, scope of work, period and place of performance, work requirements, milestones and deliverables, and contact information. Features from Project Management Docs and US General Service Administration were used to create this ideal statement of work (https://portal.adec.ac.ae/sites/CA/Curriculum%20Documents/Archive-Grades%20K-5%20Curriculum%20Documents/HPE/HealthPE.pdf and ) More in-depth projects might include objectives broken down by category, constraints, budgets, contractual details, and other more specific information geared towards the plan. While creating a statement of work would be a great tool to document and propose the introduction of an afterschool sports program at Mohamed Bin al Qasem, using this tool for all future projects might be unnecessary. Not all projects will require the amount of planning and detail that this project does; therefore, a statement of work might create superfluous work. Smaller projects, such as initiating a monthly sports day might require a more minimal document to outline the main goals and objectives.
CONCLUSION
The benefits of writing a statement of work for most projects are evident, as indicated in the example of an afterschool program at a local elementary school. Providing a project manager and other stakeholders involved with a statement of work establishes clear expectations from the beginning. Stressing the importance of this tool during project management could make the difference between project success and failure. Unveiling the main objectives, scope of work, period of project, location of project, work requirements, timeline, milestones, and success criteria from the start will
leave room for less variables and complications further down the road, making the statement of work an invaluable tool during the integration management stage.
APPENDIX A
MOHAMED BIN AL QASEM AFTERSCHOOL SPORTS PROGRAM: STATEMENT OF WORK
Abu Dhabi Education Council
Mohamed Bin Al Qasem
STATEMENT OF WORK
Afterschool Sports Program
10 October 2013
Table of Contents
1. Mohamed Bin Al Qasem Afterschool Sports Program
The Mohamed Bin Al Qasem Afterschool Sports program will provide grade 1-5 students with an opportunity to develop skills, work together on a team, follow instructions delivered from a mentor/coach, and compete in area wide tournaments. 2. Introduction
The Abu Dhabi Education Council (ADEC) has proposed a long-term reform plan for all public schools in the emirate. Changes are being applied to the curriculum and instruction, as well as extracurricular activities provided to all students. To date, ADEC has implemented 10 afterschool jiu-jitsu programs to public elementary schools. Long-term goals are for all public elementary schools to provide students with extracurricular activities, but implementation is very gradual.
Mohamed Bin Al Qasem is a Cycle 1 school located in Shawamekh. Although Mohamed Bin al Qasem provides its’ students with the basic physical education program mandated by ADEC, it does not provide students with additional services to enhance their physical development. In order to
extend it’s role outside of the classroom, Mohamed Bin Al Qasem is pursuing the acquisition of an afterschool sports program lead by teachers and community volunteers.
The afterschool sports program will run from October through April. During the introductory year, two sports will be offered, leaving room for growth in subsequent years. Each club will meet for one hour, two times per week. During this time, students will work with coaches (teachers and community volunteers) and each other to further develop physical skills, gain an understanding of the sport, and learn to work on a team. Tournaments and games will be organized for students to participate in on a monthly basis.
This Statement of Work (SOW) issued by ADEC and Mohamed Bin al Qasem will describe the goals expected to be achieved with regard to the initiation of an afterschool sports program. 3. Background
Mohamed Bin al Qasem Primary Boys School, located in Shawamekh, Abu Dhabi, UAE, is a government-run public school. Mohamed bin Al Qasem is in the fifth year of implementing the Abu Dhabi Education Council’s (ADEC) new school model. This long-term reform model is based on student-centered learning with an emphasis on communication, problem-solving, and technology. ADEC is also looking to extend their role outside of the classroom, focusing on athletic education offered through afterschool clubs. Although Mohamed Bin al Qasem provides its’ students with the basic physical education program mandated by ADEC, it does not provide students with additional services to enhance their physical development.
Three major problems face the establishment of an afterschool program at Mohamed Bin Al Qasem. On a larger level, ADEC has not properly implemented the initiative to employ afterschool clubs in the public primary schools. To date, only 10 out of 254 schools are home to the afterschool jiu-jitsu program. Since the launch of this program in 2008, there have been no additional schools to receive such programs. Another key problem in adopting this afterschool program is the limited budget set aside for such initiatives at Mohamed Bin Al Qasem. Lastly, Mohamed Bin al Qasem faces severe behavior management issues, leading to the transfer or resignation of a significant number of teachers. Because of this, staffing such afterschool programs would be difficult. However, with proper planning and organization, the afterschool sports program will be up and running within one year, showing a positive impact on student behavior. 4. Current Environment
Mohamed Bin Al Qasem is an all boys Cycle 1 elementary school operated by an all-female staff. Severe behavior problems have been documented with ADEC due inconsistent behavior management policies enforced by school administration. The school offers students the minimum amount of required physical education per week. No extracurricular activities are provided for students. 5. Objectives
[Provide a concise overview of your Agency/Department goals and expectations as a result of this task order. It does not need to include a description of deliverables or requirements since these will be included in the “Specific Requirements” section below. Include the desired end result and your expectations or goals of the contractor.] This SOW outlines the proposed plan to acquire an afterschool sports program at Mohamed Bin Al Qasem primary school. Several objectives and SMART goals have been determined and are listed below. 5.1. Objectives: Afterschool Sports Program
Provide grade 1-5 students with an afterschool sports program that meets 2 times per week from October-April Offer two sports options for students to participate in Involve students in monthly tournaments and matches to compete against local schools Train local volunteers / mentors to coach afterschool sports 5.2. Objectives: Behavior Management Create and enforce a behavior management contract for all students participating in the afterschool sports program Decrease the number of in-school and out-of-school suspensions by 30% within the first trimester of the afterschool sports program 5.3. Objectives: Community Involvement
Increase community involvement with 4-8 volunteer coaches / mentors 5.4. Objectives: Health and
Physical Education
The following health and physical education learning outcomes are key objectives to be reached with the afterschool sports program. These outcomes have been taken directly from the ADEC website (CITE). Students learn to make and maintain suitable lifestyle choices. They learn decision making and problem solving skills that they apply to personal health choices in relation to nutrition, hygiene, safety, disease prevention, and the effects of various substances on the body. Students learn to manage change. They learn about types of relationships with family and friends, and they learn to use the skills of interacting, communicating and negotiating to build positive relationships. Students learn to develop the core movement skills. They practise, refine and apply these skills by joining in a wide range of games, sports and movement activities. They become increasingly competent and confident in controlling and moving their body. Students learn the importance of participating in and managing regular physical activity. They examine the features of a balanced and active lifestyle, and develop the skills and attitudes needed to maintain a balanced and active lifestyle. 6. Scope
The scope of work for the induction of the afterschool sports program includes all planning, execution, implementation, and training for those involved in this initiative at Mohamed Bin al Qasem. During the 2013-2014 school year, the Mohamed Bin Al Qasem leadership committee will introduce the idea, adding a school improvement committee to oversee the necessary planning for the program to begin. During this planning, all logistics will be organized. Staff will decide on the sports offered, days each week sports are offered, coaches and volunteers, grade levels participating in each sport, transportation requirements, uniform requirements, off-campus tournaments, estimated budget, and other special requirements to establish the program. Each decision will require the approval of the school leadership committee. After planning has been completed, the committee will organize a detailed list of all resources required (ie: uniforms, equipment, transportation, supervision, etc). Specific milestones for the program will be included during the “Schedules and Milestones” second of the SOW. 7. Period of Performance
The planning period for this project will consume the most amount of time.
Planning will commence during the 2013-2014 academic year. Prior to the inauguration of the afterschool sports program, staff will have one month to finalize plans and make the necessary arrangements to have all resources available for the startup in October 2014. All work must be finished and approval granted prior to the start in October 2014. 8. Place of Performance
All planning for the project will be completed afterschool during professional development and school improvement plan meetings. The project will be presented to ADEC officials at the ADEC headquarters in Abu Dhabi. The afterschool sports club will meet two times per week at the Baniyas Sports Club, located adjacent to the campus. Students will also practice in the school’s gym facility , as well as outdoor soccer fields. Off-campus tournaments will be determined at a further date. 9. Specific Work Requirements
The following requirements outline the necessary steps needed to initiate, plan, and implement the afterschool sports program at Mohamed Bin Al Qasem. 9.1. Initiation
School Leadership Committee will introduce ADEC initiative to provide extracurricular activities for students during staff-wide meeting A presentation will be provided from members of up-and-running jiu-jitsu club in Abu Dhabi public schools to allow for questions and answers regarding the program School Leadership Committee will appoint several staff members to oversee the new board focusing on the introduction of an afterschool sports club 9.2. Planning Phase
School Improvement Board will:
-vote on sports offered
-decide on grade levels participating in sports program
-create a calendar for afterschool program
-interview coaches and community volunteers
-contact Baniyas Sports Club for use of facilities
-locate off-campus games / tournaments for students to participate in -contact transportation company to provide bussing afterschool program and off-campus competitions -list learning outcomes and approaches to learning
achieved through sports program School Leadership Committee will:
-oversee school improvement board
-present final plans to ADEC officials
-receive approval / signatures from ADEC officials
-create and obtain budget from ADEC finance department
9.3. Production Phase
School Improvement Board will:
-outline basic training program for first trimester
-obtain a deal with local tailor to create uniforms
-acquire all equipment for sports program
-set up fields for training
-create presentation and application / consent forms for parents and students School Leadership Committee will:
-create behavior management contract for students participating in sports program -work with established afterschool jiu-jitsu program to create training for coaches and volunteers -create handbook for afterschool program
9.4. Training Phase
School leadership committee and coaches will inform community volunteers of rules and regulations specific to ADEC / Mohamed Bin Al Qasem (sign waiver) School leadership committee will train coaches and volunteers for working with the students in extracurricular manner 9.5. Project Handover / Implementation Phase
School leadership committee will publish and present afterschool sports program handbook to parents and staff School leadership will present sports offered to students during afterschool program School leadership will hand-out/collect applications for afterschool sports program School leadership will hold final meeting with coaches and volunteers School leadership will hold meeting to participants and parents 9.6. Key Deliverables, Milestones and Schedule
Task
Finish Date
Present afterschool sports club initiative
9/2013
Invite established jiu-jitsu club coaches for Q & A
9/2013
Establish school improvement board: focus afterschool sports program 9/2013
Create calendar for weekly meetings for board members
9/2013
Vote / decide on 2 sports offered in afterschool club
10/2013
Organize grade levels to participate in each sport
10/2013
Create calendar for 2014-2015 sports club meetings
11/2013
Present progress / receive suggestions from whole staff
12/2013
Contact Baniyas Sports Club for use of facilities
1/2014
Work with established afterschool sports club for training
2/2014
Create handbook and behavior management contract
3/2014
Interview coaches and community voluneteers
4/2014
Arrange transportation
4/2014
Locate off-campus games and tournaments
5/2014
Present afterschool program to ADEC (request budget and receive approval) 6/2014
Create basic training program
9/2014
Obtain deal for uniforms
9/2014
Purchase equipment
9/2014
Set up fields for training
9/2014
Present afterschool sports club / introduce coaches to parents 9/2014
Hand out / collect applications
9/2014
Organize teams
9/2014
Hand-over project
10/2014
10. Points of Contact
Contracting Officer (CO) Contracting Officer (CO)
Name: Rihana KhairyName: Amanda Gordon
Email: [email protected]: [email protected] Phone Number: +971 50 42 18 933Phone Number: +971 56 75 25 772
BIBLIOGRAPHY
“K-5 Health and Physical Education Curriculum,” Abu Dhabi Education Council,
accessed October 6, 2013, https://portal.adec.ac.ae/sites/CA/Curriculum%20
Documents/Archive-Grades%20K-5%20Curriculum%20 Documents/ HPE/
HealthPE.pdf.
Michael G. Martin. Delivering Project Excellence with Statement of Work. 2 ed.
(Vienna, VA: Management Concepts, 2010)
Peter S. Cole and Michael G. Martin. How to Write a Statement of Work. (Tyson’s
Corner, VA: Management Concepts Press, 2012)
Project Management Institute. 2013. A Guide to the Project Management Body of
Knowledge (PMBOK Guide). Newtown Square, Pa: Project Management
Institute.
“Sample Technology Statement of Works (SOWs)”, US General Service Administration, accessed September 4, 2013 http://www.gsa.gov/portal/content/ 133795? Utm