Closing an SOW

Objective

After completing this lesson, you will be able to mark a project as completed and close a statement of work in SAP Fieldglass.

Closing an SOW

When a Statement of Work is no longer active, it can also be closed by users with appropriate permissions. This can occur when an SOW is completed, rejected, or declined.

A Statement of Work will be closed with a warning message if either all schedules (past or future) have not been invoiced and/or any events have not been completed or rejected.

A Statement of Work can be immediately closed if all the following conditions are met:

  • all schedules are Invoiced/Paid status,
  • all events are Invoiced/Paid status,
  • all fees are in Invoiced/Paid status, or
  • there are no active SOW workers.

If there any additional expenses that occurred after the SOW was closed, it can be reopened to accommodate invoices for those new expenses.

An SOW highlighting the Close Statement of Work option in the Actions dropdown menu

Close an SOW

WorkingNet Networking, Inc., a global manufacturer of data networking equipment, is building several new distribution centers in several countries, while simultaneously implementing new logistics software and processes.

Darius, the Logistics Manager for WorkingNet, is overseeing the project. He works with Kiri, a senior logistics implementation specialist at CarryAll, a logistics design and implementation firm that Darius chose to both help streamline WorkingNet's logistics processes as well as implement the new software.

Their first new distribution center was built in a suburb of Atlanta, so WorkingNet used the new Atlanta hub as their base of operations.

Darius used SAP Fieldglass to create the statement of work for the project, and now the project has been completed to everyone's satisfaction. All milestones have been met, all services completed, and all invoices from CarryAll have been submitted and paid.

Darius is now ready to close the SOW.

ExerciseStart Exercise

Close an SOW Worker with Joule

In an effort to enhance operational workflow and the "manage" phase associated to SOWs, buyers who have enabled the AI Joule Co-Pilot can directly engage and prompt the assistant to quickly close workers assigned to a services project and SOW. Users will be prompted for the worker’s name or worker ID and associated end date. Joule will request the actual end date, reason, and comments for the closure action to be reflected in the system. This enhancement helps reduce manual and administrative burdens, while improving the overall user experience with these types of tasks.

An image of the Services Procurement Management process wheel highlighting the Manage stages and a Joule Pop Up Window Close Worker example from the SAP Fieldglass UI

Summary

An SOW can be immediately closed if all schedules, events, and fees are invoiced, or if there are no active SOW workers.

Key Points:

  • Closure Process: To close an SOW, select it from the Services menu, choose 'Close Statement of Work' under Actions, and fill in the required fields.
  • Worker Close with Joule Co-Pilot: Provides an efficient automated process to drive SOW worker closures through the AI interface, reducing administrative burden.
  • Warning Message: If any schedules haven't been invoiced or events aren't completed/rejected, a warning message will appear before closing.
  • Notifications: Upon closure, a notification is sent to the service provider, and they may not be able to submit further deliverables or billing.
  • Reopening an SOW: If additional expenses occur after closure, the SOW can be reopened to accommodate new invoices.

Learning

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