Exploring the Services Workflow

If an organization has a project that requires outside expertise to complete, they'll use what are called Statements of Work, or SOWs, to define the project scope, timeline, deliverables, and costs for the services required to complete the project. SOWs ensure payments are made upon completion of certain project milestones, such as when products are delivered, and can include SOW Workers across different roles and tasks within the project.

There are three workflows for defining a project using a Statement of Work:

1. Buyer-defined, whereby the buyer remains in control of the details that make up the SOW agreement. It then requires a supplier response based on characteristics (milestones and deliverables) and/or any SOW Worker Roles needed to complete the project. Input that is provided during the supplier response is reviewed by the buyer and is either approved or rejected.
2. Supplier-defined, in which the buyer submits the shell of an SOW to the supplier, and the supplier is responsible for adding the characteristic line items, and other details, before submitting it back to the buyer for review. If the buyer approves, the SOW is then routed internally for any further necessary approvals.
3. Collaborative, which tracks all changes made to the SOW and allows for more collaboration between both the buyer and supplier in creating and defining the SOWs details together. In these situations, when a buyer submits the document to the supplier, the supplier can make changes and submit it back to the buyer for review - having the process repeat and continue until both parties agree to the final terms.

In SAP Fieldglass, choosing to create a Statement of Work initiates a multi-phase process, which details project scope, timeline, costs, and other information for suppliers. The workflow offers various options, allowing buyers to set up different scenarios for creation, approval, and engagement.

Here’s one common workflow illustrating how a buyer company procures services using SAP Fieldglass. This example illustrates the Collaborative approach to defining the SOW, whereby both the buyer company and their supplier provide input and review the scope and terms outlined in the SOW.

In SAP Fieldglass, the Statement of Work is made up of different sections, each defining the specific details of a Services procurement request. Typical data elements include things such as project title, start and end date, sites, and cost centers – as well as operational data elements such as legal terms, fee characteristics, and workers.

While the data contained in an SOW doesn’t necessarily determine the workflow, it is important to remember that depending upon a buyer’s configuration, the workflows themselves drive the appropriate users and roles that are permitted and responsible for completing specific aspects of creating an SOW in the application.

The process of creating a Statement of Work in SAP Fieldglass can contain up to six parts:

Services procurement is a multi-step process involving three main stages: Procure, Engage, and Pay.

• Three SOW Workflows: Buyer-defined, Supplier-defined, and Collaborative. Each determines control and input from buyers and suppliers.
• Creation of SOWs: Begins with selecting a job posting template, defining project details, legal clauses, characteristics, SOW workers, and reviewing before submission.
• Services Procurement Process: Includes procurement (creating and approving SOWs), engagement (adding workers, registering, completing work), and payment phases.
• Auto-Invoicing Feature: Automatically generates invoices for approved characteristics, time sheets, and expenses, streamlining the payment process.
• Navigation in SAP Fieldglass: SOWs are composed of sections like project title, dates, sites, cost centers, legal terms, and fee characteristics, with workflows determining user roles.