Procuring Services in SAP Fieldglass

Objective

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

Navigating a Statement of Work

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:

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 projects title and description, dates, delivery location(s), and overall budget of the project.
3	The Clauses, where you can add any necessary legal contractual language to the project.
4	The Characteristics, where you would define the specific fees, milestones, or deliverables the supplier is expected to complete throughout the duration of the project.
5	The SOW Workers, where you can define the specific SOW Worker Roles that may be necessary to complete aspects of work throughout the project.
6	And finally the Review and Submit page, 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.

Defining the Statement of Work project scope

WorkingNet, a leading manufacturer of data networking equipment, 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 suppliers 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 three 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 and $80 for the Network Engineers, not to exceed a total of $25,000 of the overall budget.

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.

To make it a bit easier to follow, we’ve broken this simulation down into the six phases outlined above.

Create a Statement of Work Steps 1 & 2: Set Up the SOW and enter Details

When starting the process of creating a new SOW in SAP Fieldglass, there are three initial selections that need to be made to establish the foundation of the Statement of Work: the Classification, the Supplier, and the SOW Template that it should be created from.

Mavis starts by making these initial selections for the Setup before moving on to the Details step to add the foundational details of the project, such as the project description, dates, and cost allocation.

ExerciseStart Exercise

Create a Statement of Work Step 3: Review Clauses

he SOW creation breadcrumb trail emphasizing the Clauses phase

Now that the fundamental information of the project has been entered, Mavis will review the pre-configured contract clauses and determine if any additional legal language should be added.

Clauses are an optional functionality that can be used to pre-populate any standard legal language that needs to be captured on the SOW in SAP Fieldglass.

the define clauses section of the clauses page, showing a section titles 1

Definition and Interpretation, with a subsection below it called Additional Definitions, which contains a paragraph of legal text. A static bar runs along the bottom of the page containing three buttons: Continue, Complete Later, and Cancel.

WorkingNet has standard legal language they require for contracts, so they have pre-defined Clauses on all their SOW Templates so Hiring Managers do not need to manually add them when creating each new SOW.

Mavis could, if needed, add additional Clauses to the SOW directly on this page by selecting the Add Section or Add Category links and typing in the new Clause.

Then, to move to the next step in creating her SOW, Mavis selects Continue.

Create a Statement of Work Step 4: Add Characteristics

the SOW creation breadcrumb trail emphasizing the Characteristics phase

With the contract Clauses settled, Mavis can now enter the SOW Characteristics. When we talk about Characteristics, we’re talking about the various things that need to be tracked and invoiced on a project, like milestones and deliverables.

Characteristics define the project deliverables and specify all the details around what work will be done, when it will be done, and how it will be done, as well as the payment terms.

Within SAP Fieldglass, there are a variety of these activities:

the Characteristics tab of an SOW, showing a list of each type of Characteristic line item: Management Event, Schedule, Event, and Fees.

1	Events –Milestones or deliverables that incur costs upon completion, such as completing the physical installation or wiring portion of the overall project.
2	Schedules -Payments to be made to the supplier according to a preset schedule or date, like a weekly service fee for technical support.
3	Fees -Individual unit-based payments to be made to the supplier on a per-item basis, such as a flat amount for each individual server configured or workstation connected. Note: a defined Fee that a supplier can invoice against is shown as a Fee Definition. The resulting invoiced Fee is shown as a Fee Payment.
4	Management Events -Tasks to be tracked that do not incur costs, such as quality assurance checks or status reports.

ExerciseStart Exercise

Create a Statement of Work Step 5: Add SOW Worker Roles

the SOW creation breadcrumb trail emphasizing the SOW Workers phase

The next step in creating an SOW is defining any applicable SOW Worker Roles needed to complete the project. This doesn’t necessarily mean that Mavis is picking specific workers to add to the project; instead, it’s where she defines the job titles or roles, their work locations, and rates.

For this project, a Project Manager and a Network Engineer role is needed, so she’ll add these SOW Worker Roles to the SOW.

ExerciseStart Exercise

Create a Statement of Work Step 6: Review and Submit the SOW

The final step is for Mavis to review everything she’s entered for the Statement of Work. The Review and Submit page displays all of the information Mavis entered on a single page for easy review.

the review and submit page, showing all of the information entered into the statement of work on a single page. A static bar runs along the bottom of the page containing three buttons: Submit, Complete Later, and Cancel.

When she completes the review, she’ll select Submit.

A modal window will appear giving her the option to add comments regarding this SOW. When she’s ready, she’ll select Submit on the modal.

At that point, the newly submitted SOW will be sent through the WorkingNet approval chain.

Approving the Statement of Work

Once a new Statement of Work is created and submitted, it then routes through the applicable workflow for approvals.

the Approvals/Audit Trail tab of a newly submitted SOW, with the View Approval Group Routing link selected which displays the Assigned SOW Approval Group details.

For WorkingNet, the first approval needed is Brian, the Program Manager. He receives a notification that there is a newly submitted SOW that needs his approval so he opens the document and begins reviewing the details.

Brian’s view of the Data Hub Workstation Setup SOW highlighting the Approve button

Once Brian confirms everything looks good and selects the Approve button, the SOW then moves on to any other necessary internal approvers.

When the SOW completes its journey through the full approval workflow in SAP Fieldglass, it finally heads over to the supplier, who reviews and Accepts in the system.

Summary

The SOW Creation process involves the six phases below in order:

Setup: Determine the type of project by selecting the SOW Template and supplier.
Details: Define the projects key foundational elements, like the description, dates, location, and budget.
Clauses: Used in cases where contractual, legal language should apply. Optional.
Characteristics: Create milestones, deliverables, and fee based payment terms for the project.
SOW Worker Roles: Select the job titles, locations, and rates for necessary to complete the project, without specifying individual workers.
Review and Submit: The final step is reviewing the SOW and submitting it for approval.

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