Writing an Effective Statement of Work (SOW) Presented by the Texas Department of Information Resources (DIR) Presented by the Texas Department of Information Resources (DIR) Wednesday, December 12, :00 pm via Webinar

Speakers DIR Welcome and Logistics Joy Hall Bryant, Program Manager, IRM Outreach Educational Presentation  Skip Bartek, TEX-AN Contract Manager  Aiko Neill, DBITS Contract Manager  Shannon Kelley, Cloud Services Contract Manager Enterprise Contract Management, Technology Sourcing Office Texas Department of Information Resources (DIR)

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Upcoming Events DIR Sponsored/Supported DateEvent Nov 18E-Records 2014 (Conference) Nov 19Technology Procurement via DIR Contracts – the Basics (Webinar 10am) Nov 19PowerPoint Essentials: Ultimate Customization (Webinar 2pm) Dec 10PowerPoint Essentials: Enhancing Your Presentation (Webinar 10am) Dec 2Technology Procurement via DIR Contracts – Advanced Topics (Webinar 10 am) Dec 12TASSCC State of the State (SOS) Conference

DIR Events and Discussion Lists Visit the DIR Calendar of Events to view upcoming events and access more details. >> see link in bottom right corner From the Calendar page, click on Collaboration. DIR hosts several discussion lists open to government personnel. Announcements of most upcoming events are ed to all IRMs and posted on DIRTECH and DIRTRAIN. ITSOURCING – announcements about DIR cooperative contracts DIRTECH – any government staff interested in IT issues (600+ members) DIRTRAIN – those involved in coordination/delivery of training (600+ members) TX-PM – those interested in project management App-Dev – those involved in TASSCC SIG or interested in application development

Writing an Effective Statement of Work (SOW) Skip Bartek, Aiko Neill and Shannon Kelley Contract Managers Enterprise Contract Management, Technology Sourcing Office

8 Agenda S OW Standard Requirements Standard Elements of SOW’s SOWs for Managed Services for Telecommunications SOW Payment Schedules (Scheduled Milestones and Deliverables Based) SOWs for Deliverables Based IT Services (DBITS) Features of DBITS Contracts DBITS SOW Considerations Deliverables – Defining and Describing SOWs for Cloud Services Cloud Overview SOW Templates for Cloud Services Cloud Services Issues/Considerations Questions and Answers

9 SOW Standard Requirements Scope of Project Roles and Responsibilities Deliverables Schedule Service Levels Acceptance Criteria Pricing and Payment Schedules/Milestones Assumptions

10 SOWs for Managed Services for Telecommunications

11 New DIR Telecom Managed Service Processes DIR’s Tele Managed Service Contracts have additional requirements for the vendors and for the SOW’s Vendor Requirements: Monthly Reports due by the 10 th of each month  High Probability Prospects Report  Sales Activity Reports SOW Requirements All SOW’s must be reviewed and approved by DIR  Vendors will submit all SOW’s via to prior to final execution  Will be turned around within 15 business days

12 Payment Schedule Examples Based on Schedule Milestones (Telecom Router Install Project) Milestone 1 – Receive, configure, and test router Milestone 2 – Install router into network, test and turn up Milestone 3 – Train staff on router configuration, maintenance, and service Payment Breakdown Milestone 1 – 10% of total price Milestone 2 – 25% of total price Milestone 3 – 65%

13 Payment Schedule Examples (cont’d) Deliverables Based Payments (Network Assessment and Recommendations Project) Deliverable 1 – Project Plan Deliverable 2 – Assessment Reports Deliverable 3 – Final Recommendation Report NOTE: Acceptance Criteria is critical for these types of payment deliverables Payment Breakdown Deliverable 1 – 25%, or lower of total price Deliverable 2 – 25% or lower, not to exceed 50% of total price Deliverable 3 – 50% or higher depending on first two deliverables

14 SOWs for Deliverables Based IT Services (DBITS)

15 Benefits The value of any one SOW may not exceed $10 million including all extensions, renewals and change orders DBITS Technology Categories To view definitions of DBITS Technology Categories visit: (Click on the title of each category to view a list of vendors contracted for that service) DBITS SOW Template – Appendix C Features of DBITS Contracts

DBITS SOW Considerations Roles and Responsibilities Deliverables Submission/Format Reports and Meetings Period of Performance Customer Furnished Equipment and Workspace Additional Terms and Conditions 16

Deliverables – Defining and Describing PhaseDescription Phase 1 – Project Initiation  Project plan (including GANTT chart, all steps/tasks, review and revision timeframes)  One (1) project kick-off meeting on customer site  Monthly project reports Phase 2 – Business Process Analysis  Business requirements document  Technology assessment report Phase 3 – Design and Development  System Design Document (SDD) for the data flow  PDF entry forms for data input  Data flow implementation guide  Test plan Phase 4 – Migration and Data Flow  Production setup plan and schedule  Migration task list for installs  Production system installed, tested and validated Phase 5 – Conduct End-User Training  End user training documents  Training plan 17

18 SOWs for Cloud Services

Overview of Cloud Contracts Cloud Categories Current Contracts SOWs for Cloud Services Contracts 19

20 Cloud Services Templates Two SOW Templates Cloud Assessment Services Cloud Services  Infrastructure as a Service (IaaS)  Platform as a Service (PaaS)  Cloud Broker

21 Cloud Services Issues/Considerations (slide 1 of 3) Technical Requirements Disaster Recovery/Backup/Security/Location of Data/Privacy All DIR Cloud Services contracts require customer data to remain in the continental United States

22 Cloud Services Issues/Considerations (slide 2 of 3) Service Level Agreements (SLAs) Many DIR Contracts include approved vendor service agreements with agreed upon minimum SLAs Some providers are flexible / higher cost Some providers are less flexible / lower cost  Determine acceptable level of downtime, match that to the appropriate service provider

23 Cloud Services Issues/Considerations (slide 3 of 3) Acceptance Criteria Diverse depending on Cloud Service For some Cloud Services, provisioning = acceptance/billing commencement Customer Reporting Requirements

24 Questions? Skip Bartek, TEX-AN Contract Manager (512) Aiko Neill, DBITS Contract Manager (512) Shannon Kelley, Cloud Services Contract Manager (512)