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Coupa Success Portal

SOW Project Management

Introduction

Along with staff augmentation scenarios, CCW also facilitates the management of projects based on Statements of Work (SOW). Organizations create a SOW project to contract with suppliers to define a specific service(s) to be delivered, in which the  suppliers will add pre-identified workers to the SOW. Within CCW, organizations can manage deliverables associated with the project and analyze spend and worker performance to maximize value of a SOW project.

CCW is suited for scenarios where an organization has already identified one or more suppliers and deliverables associated with a project. Within CCW, users can manage the following aspects of a SOW project:

SOW-add-sow1.png

 By default, SOWs are only accessible to MSP users. To allow non MSPs to manage SOWs, navigate to Configuration & Settings > Client Settings > SOW Settings and enable the option, Allow the client (Program Admin) to manage the account without involving an MSP.

Project Outline

Captures the hiring manager information, financial/accounting data points needed for timesheet/expense/invoice, and the provisioning details. 

  • Requestor field (Read-only) auto-populates based on the user creating the requisition.

  • Project manager is captured via a type-ahead field that queries the list of active client users. Up to 50 managers per project can be entered. 

  • Organizational and potential Financial/Accounting data points are entered, which can be leveraged for reports.

  • Project Work Location and Site Location are captured on the Outline, as well. Work Location drives the corresponding Work Location Address.

  • Project Start Date can be a past or future date. End Date can be any date after the Start Date.

  • Project outline contains up to 5 custom text fields and 5 custom radio button fields for data capture only (not used to drive downstream processes).

Captures all suppliers selected by the manager to work on the SOW project. Additionally, if a customer also has Coupa Risk Aware it is possible to display the supplier health score alongside the supplier name throughout the SOW project.

Captures detailed information about the SOW project, such as:

  • Type of Services, which is generated from the master list in the Data and Configuration Module.

  • Type of Bid, which is Fixed Bid and/or Time and Material.

  • Project Budget: Total amount allocated to the SOW project. This budget only restricts the creation of Work Packages for Fixed Price engagements or Task Orders for the time and material component. Travel and Expenses are not taken into consideration.

  • Description: Description of the SOW project.

  • Documents: Any applicable document(s) for the SOW project. Managers adding documents can define them as internal or available to the supplier.

  • Work Package: Fixed-price work items to be completed by the supplier. Work Packages can have their own due dates and budgets separate from, but within that of the project.

  • Skill Catalog: List of Job Titles to be used on the project. Job Titles come from the master list and are maintained in the Data and Configuration Module. 

Deliverables are defined as chargeable or non-chargeable, and given a budget, which is not restricted by the Projects Budget. Each deliverable can be assigned a skill catalog(s).

CCW helps managers create and facilitate internal approval workflows based on attributes defined in the outline of the project, as well as total budget of the project. Work Package attributes cannot be used as triggers or conditions for approval.

Once a project is approved, managers can issue Task Orders to assign specific pieces of work to the Supplier. Within Work Packages, a Task Order can be broken down into smaller Payment Line Items to simplify management of projects and their associated costs.

Example of a typical SOW project requisition workflow:

SOW-req-workflow1.png

There is no option for a manager to review or schedule interviews for workers on a SOW project, however, depending on a pre-configured status assigned to these workers by the supplier, the worker(s) may go through the onboarding process.

One Contingent Worker (CW) may be assigned to multiple SOW projects. When entering time worked or expenses incurred, a CW selects the specific SOW project and task order on which to charge their time or expense, as well as an appropriate Charge Number. 

While a CW's time and expense does not deduct from any budgets, allocating it to a specific Task Order and Project allows managers to track costs that had been budgeted for the specific Task order and/or any associated work packages.

SOW projects can be updated after being submitted for approval, which may re-trigger approval workflows in some scenarios. Baseline fields are captured in the change history log once the update is submitted. Those fields include:

  • Project Title
  • Organization
  • Department
  • Labor Class
  • Cost Center
  • GL Account
  • Profit Center
  • Program
  • Project
  • Matrix Number
  • Requestor
  • Program Manager
  • Alternate Program Manager
  • Proposed Start Date
  • End Date
  • Work Location
  • Work Location Address
  • Site Location
  • Currency
  • Service Method
  • Priority
  • Prime Contract
  • Site Location Details
  • Any of the OOTB Custom Fields on the project outline. 

From the scope page, changes to budget and type of service are captured in the change history log.

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