This presentation overviews why you need a good statement of work, provides writing tips and strategy and gives you a checklist to ensure your bases are covered. All of these things can help you win business. Find more resources for independent professionals at www2.mbopartners.com/ic-resources

1. The 3 Steps to a
Successful Statement of Work
Dan Pantaleo, Director of Proposal Operations – BAE Systems

2. Moderator
Dave Putt
VP, 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
6

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)
7

8. Definitions
STATEMENT OF WORK
8
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

9. Your Client is Busy…
9
You have 4 minutes to hook them…after that, they are gone.

10. Step #1: It’s NOT About YOU!

11. 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.
11

12. 12
Step #2: Use Templates &
Reference Documents

13. DEPARTMENT OF DEFENSE
HANDBOOK
FOR PREPARATION OF
STATEMENT OF WORK (SOW)
AMSC N/A AREA MISC
DISTRIBUTION STATEMENT A.
Approved for public release;
distribution is unlimited.
NOT MEASUREMENT
SENSITIVE
MIL-HDBK-245D
3 APRIL 1996
SUPERSEDING
MIL-HDBK-245C
10 SEP 1991
This handbook is for guidance only.
Scoping
the Scope
of Work
Tips and
strategies for
writing a scope
of work
document
MBO Partners

14. 14
CONTENTS:
• Intro & General Information
• Project Information
• Project Costs
• SOW Acceptance and
Authorization
A very good place to start, but we can improve on it …

15. 15
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
16

17. The BEST of Miller’s 50 Tips
1. SAMPLE FORMAT
17
• 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

18. 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

19. Step #3: Get Off to a Good Start
19

20. Getting Started
When the Request For Proposal (RFP) Drops …

21. Or this…
Pain is expected … Suffering is optional
21

22. Getting off the the Right Start
Leaders create “form” to manage from
22

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
23

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
24

25. End Result:
Home Depot will reduce costs while achieving
customer service levels through a shared manufacturer
integrated solution managed by Excel.
25
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.
26
Why ExcelSolution
Outcomes
Needs
Home Depot
Will reduce costs while supporting
customer service levels through a
shared use manufacturer integrated
solution managed by Excel

27. 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
market
s
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. 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
market
s
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. 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
market
s
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
30
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
market
s
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

31. 3131
Cost Reduction/
Increase Profitability
Home Depot
Will 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
market
s
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
B
D
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
32

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
33

34. Outcomes, Areas of Impact
• Increased customer satisfaction
1. Product available when needed
2. Customer loyalty
3. Reduce customer turnover rates
• Reduce costs and working capital
1. Reallocate cash
2. Increased inventory turns
3. Reduced fixed assets
4. Reduction of stock outs
5. Decreased inventory levels
34

35. Outcomes, Areas of Impact (Cont.)
• Improve service quality by managing
product flow
1. Reliability
2. Visibility
3. Manage reverse logistics
4. Flexibility in responding to demand
5. Increase fill rates
6. Stock outs
7. Information management
• Having seasonal and promotional
products in the right store at the right
time
• Keeping pace with growth
1. New products
2. Existing products
• Better control
35

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
36

37. Questions and Discussion
37

38. Additional Information
• EMAIL us - info@mbopartners.com
• VISIT our website - www.mbopartners.com
• FOLLOW us on Twitter - @mbopartners
• SIGN UP for our monthly newsletter -
newsletter@mbopartners.com
38