At UCSF, procuring services is a fundamental part of operations, but it differs significantly from purchasing tangible goods; the service procurement process typically requires more detailed communication and negotiation on items like service and scope.

The fourth in this series of articles will focus on creating a statement of work (SOW). We will detail the essentials of a SOW as well as considerations for submitting it for approval.

What Is A SOW?

A SOW is a formal document that outlines the details of the services to be provided by suppliers. SOW documentation is a common business practice used to build enforceable contracts and productive relationships. The SOW ensures that both parties have a clear understanding of the project scope, deliverables, timelines, and costs. A well-crafted SOW is crucial for successful service procurement at UCSF.

By following the steps outlined in this guide and using the UCSF template, you can ensure clarity, accountability, and a smooth procurement process. It serves to ensure work with a supplier is undertaken with: 

• Clarity: Ensures both UCSF and the supplier have a mutual understanding of the project requirements.
• Accountability: Documents commitments, deliverables, and timelines, holding both parties accountable.
• Risk Mitigation: Reduces the risk of misunderstandings and scope creep, which can lead to additional costs and delays. 

What To Consider

No two SOWs are exactly alike, but there are a few common pitfalls that trigger rework and delays with the requisition. Here are a few things to carefully consider before submitting your requisition and SOW for approval: 

1. Ambiguity

• Pitfall: Vague descriptions can lead to misunderstandings.
• Solution: Use precise language and avoid ambiguous terms.

2. Scope Creep

• Pitfall: Uncontrolled changes can increase costs and delay the project.
• Solution: Clearly define the scope and include a change control process (see UCSF SOW template, Section 13).

3. Incomplete SOW

• Pitfall: Missing details can lead to gaps in understanding.
• Solution: Ensure that the SOW is thoroughly completed. 

To help you and your supplier navigate the SOW template, Strategic Procurement has created a SOW Checklist. You and your supplier can use the checklist in conjunction with the most recent version of the SOW template. If you have questions, refer to the guidance outlined in the SOW Guidelines or contact your department-assigned buyer.