Procuring Services in SAP Fieldglass

Objective

After completing this lesson, you will be able to create a statement of work in SAP Fieldglass.

Defining a Statement of Work

WorkingNet’s employee base has been expanding rapidly so the company has decided to lease another floor in their Chicago headquarters building. The floor is to be completely redesigned and include a brand new state-of-the-art data networking hub, which will be linked to 50 workstations placed throughout the floor.

Mavis, who manages the data networking department at WorkingNet, will be overseeing the buildout of the data hub workstations. She will need to engage third-party vendors to help with the project. Mavis has been working with Sheila from re:CrewIT, an IT personnel and services provider, to outline and detail exactly how re:CrewIT will provide the services necessary to build out the data hub workstations.

Let’s take a closer look at the Statement of Work, which details the terms that WorkingNet and re:CrewIT have negotiated.

Milestones, Deliverables, and Workers

Specifically, re:CrewIT’s SOW specifies that their portion of the project is to begin on August 1st and end on August 30th, with:

the data hub to be completed by August 8th,
the floor wired and connected to the workstations by August 25th, and
the workstations built and connected by August 30th.

The SOW further indicates that WorkingNet will engage 3 re:CrewIT contractors for the project:

2 Network Engineers to build the data hub and connect it to the 50 workstations, and
1 Project Manager.

Costs

Finally, the SOW specifies a maximum project budget of $200,000, that WorkingNet is to pay re:CrewIT throughout the span of the project, with:

$75,000 due at 50% project completion,
$100,000 due at 100% total project completion, and
an hourly rate of $175 for the Project Manager, not to exceed a total of $25,000.

And because the cost of the Network Engineers is included as part of the overall service price, they will have a $0 hourly rate on the SOW. Even though their cost is included, this allows WorkingNet to track the headcount.

Having negotiated the terms of the SOW, Mavis and Sheila are now ready to set up the Statement of Work in the SAP Fieldglass application.

Creating a Statement of Work in SAP Fieldglass

The process of creating a Statement of Work in SAP Fieldglass is broken up into six phases:

screenshot of SOW setup breadcrumb trail showing the Details, Clauses, Characteristics, SOW Workers, and Review and Submit phases of SOW creation

1	The Setup, where you would select the type of project, the SOW template that will be used, and the supplier.
2	The Details, where you will define the dates, location(s), and budget of the project.
3	The Clauses, where you will add any necessary legal language.
4	The Characteristics, where you will define the specific tasks and deliverables expected for invoicing.
5	The SOW Workers, where you will define the specific SOW Worker Roles that will be necessary to complete the project.
6	And finally the Review and Submit phase, where you will review the information you’ve entered to ensure it is correct before submitting the SOW to the next step of the workflow.

Create a Statement of Work

Now that Mavis has drafted the overall scope of work for the project, she is ready to begin creating the Statement of Work in SAP Fieldglass to get the project started.

Depending on the scope of a project, creating an SOW can be a fairly long process. To make it a bit easier to follow, we’ve broken this simulation down into separate steps based on the creation phases outlined earlier:

First we’ll set the foundational details of the project by following the Setup and Details steps.
Next we’ll review Clauses and add the Characteristics of the project.
Finally, we’ll add SOW Workers then Review and Submit the SOW.

Let’s follow along as Mavis creates the SOW.

Add the Details

screenshot of the SOW creation breadcrumb trail emphasizing the Setup and Details phases

She starts by setting the details of the project: determining the template she’ll use to create the SOW, the supplier she’ll use, and adding the foundational details of the project, such as the location, work dates, and budget.

ExerciseStart Exercise

Review Clauses and Add Characteristics

screenshot of the SOW creation breadcrumb trail emphasizing the Clauses and Characteristics phases

Now that the fundamental information of the project has been entered, Mavis can focus on adding characteristics, which are the specific tasks and/or deliverables expected of the supplier. But before she does that, she must review the contract clauses and determine if any additional contractual language must be added.

ExerciseStart Exercise

Add SOW Workers and Submit the SOW

screenshot of the SOW creation breadcrumb trail emphasizing the SOW Workers and Review/Submit phases

The last step is for Mavis to add workers to the SOW. This doesn’t necessarily mean that she is picking specific workers to add to the project; instead, it’s where she adds necessary worker roles. For this project, she has determined that a project manager is necessary, so she’ll add that worker role to the SOW.

ExerciseStart Exercise

Reviewing the Statement of Work

Sheila at re:CrewIT gets the notification that a Statement of Work has been submitted by WorkingNet and is ready for her to review and accept. This is her opportunity to review what has been entered and make any corrections if necessary.

screenshot of re:CrewIT SOW showing the 50% complete Events being edited to 75,000 USD

In this case, Sheila notices that the amount for one of the Events is too low. She thinks Mavis may have accidentally added the incorrect amount when creating the Statement of Work, so she edits the amount, and then submits the SOW back to WorkingNet to confirm.

Accept and Submit the Statement of Work

Back at WorkingNet, Mavis is notified that re:CrewIT has responded to her Statement of Work and it is ready for her review.

ExerciseStart Exercise

Approving the Statement of Work

For WorkingNet, the first approval is Brian, the program manager. He reviews the SOW and, determining that it’s appropriate, approves it. It then moves on to any other approvers in WorkingNet who must review it.

screenshot of Brian’s view of the SOW showing highlighting the Approve button

When the SOW completes its journey through the full approval workflow in SAP Fieldglass, it then heads back over to the supplier to start adding and submitting their SOW workers to the defined SOW Worker Roles on the project.

Adding Services Workers

screenshot of the supplier SOW showing a worker name, email address ,and security ID being added as a project manager

Sheila has the perfect Project Manager lined up for this project, Greg Finchett. To add Greg to the project, she enters all the required details, including his name, email, Security ID, rates, start date, and other required information.

When she submits the worker, the SOW goes back to Mavis for review.

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