What is it & Why do
I need it?
What is a
“Scope of Work” document, and what should it include? Needless to say, this can
vary according to the size and complexity of the project. At a minimum, it
needs to contain a clear and definitive written explanation of the work to be
done, a bill of material, and time frame for the work to be completed. It
should also include and specify any items that are needed to complete the
installation that are required by the customer, and/or other parties, such as
power, network, who is programming and entering the access card holder
information, etc. It may also include a
statement of qualifications, schedule of values or drawings which indicate
equipment location, wire runs, and point to point connections. If you are
dealing with one individual at the customer’s location, you may believe he has
a firm grasp on what you are proposing, but conversations which take place over
an extended period of time can cause some confusion. You don’t want anything to
be a surprise to either side. You also do not want your contact at the facility
to explain the project to his supervisor, based on his recollection of your
discussions. You cannot afford to have anything lost in translation. If you
take the time to commit the plan to paper, most confusion can be avoided. A
well thought out, clear, definitive written explanation of the project should
give someone totally unfamiliar with the project a good grasp of what is to be
done, what is included, and what is excluded.
Once this
has been done, and all sides agree that this is the proper plan of action, the
Scope of Work will be signed by all parties, and will become the specification
for the job. The purchase order from the customer should reference this
document. Any deviations from this plan by any party would require written
agreement by all, and may affect the final cost of the project (+ or –), and/or
completion date. Upon completion of the project, this document may be used as a
checklist for the acceptance test to determine substantial completion, and
warranty start date. It is very difficult to establish a warranty end date
without a documented warranty start date,
When this type of documentation becomes second
nature to your company, you will find many common problems will become things
of the past. Improved communications will strengthen customer relationships,
and profitability will increase.
