Statement of Work (SOW)
Organization or Business Unit or Department
Consultant or Vendor
The Principles of Project Management
1.1.1. Identification and Address
Event planning company
70 Washington Square S, New York, NY 10012
1.1.2. Organizations Mission
Event planning company aims to plan tailor-made events to meet customer needs. Our ultimate goal is to provide a global high-level designing strategy.
2. Scope of the Project
Usually, a graduation ceremony is meant for students to celebrate their academic achievements and the start of their professional careers. The broad scope of work starts with pre planning where we must manage data to understand the number of graduates in the ceremony. This goal will benefit the project with occupancy and planning for the venue to see who’s attending in person and online. Furthermore, arranging a venue will give us a clear path to be able to send invitations, get confirmation, and set a goal. In the meantime, we must work on COVID measurements for every stakeholder on the event. To finish, the goal is having a safe environment for all the stakeholders and an organized ceremony for graduates and school attendees, which will be executed with support staff provided by us or school.
3. Background of the Work
The business intention of our project is to help graduates to hold a successful and unforgettable graduation ceremony. The uncertainty and risks brought by the epidemic are the biggest problems faced by this project. At the same time, a broad and stable customer base also brings opportunity for the initiation of the project.
4. Services Required
4.1. Task Description
Our consulting services include finding a suitable site, ensuring a steady supply of event materials, training staff, safety awareness regarding installation and educating team members about the relevant local laws. We can sign long-term cooperation agreements with universities and find stable sponsors to augment our organization and project.
4.2. Scope of Work – ‘Statement of Work’
The contractors or consultants of this project are site and event materials suppliers, skilled workers and legal experts. Those contractors are required to satisfied following listed requirements:
What: We need to find a venue that can accommodate at least 5000 people; and a stable supplier of supplies is required; We will train our staff in setting up skills, as well as the need to understand local laws with the help of professional legal consultants.
When: The search for a suitable site, materials’ supply chain and legal experts must be completed within one month; and the training of qualified employees must be completed within two weeks.
Where: The location must be sited in New York; skilled workers should work in New York; legal counsel can give advice online and offline.
How many or how much: 40 employees are required and there should be a musician group with 5 members; 2 hosts must be found.
We need to visit the site and suppliers one by one, and the staff need to be familiar with the activity process and skilled in the operation of tools and equipment.Legal advisors need to answer relevant legal questions on time and accurately.
4.2.2. Estimated Effort and Cost
1.Find site and materials supply
Place advertising and posters; search information online
Place advertising and posters; training
3.Find legal advisors
Ask help from the university’s legal team
220.127.116.11. Itemized list and due dates
Rental venue: May 1st-June 1st, 2021
Material supply: (The contract starts on April 20, 2021)
Training employees: starting on April 25, 2010
Legal Counsel: Before May 1, 2021
18.104.22.168. Acceptance Criteria Format
To develop a satisfaction questionnaire, the satisfaction level must reach 95% to be considered qualified, and at least 35 of the 40 newly recruited workers must pass the assessment.
22.214.171.124. Delivery Instructions
The introduction of the venue and material suppliers is provided in the form of video media, and the information of the staff and legal counsel is provided in the form of PPT and PDF files.
126.96.36.199 Timeline and Period of Performance
Start date: March 1st 2021
End date: June 1st 2021
5. Customer Furnished Resources
5.1. Facilities, Supplies and Services
Financial support, work location, training of employees.
5.2. Information Sources
About school introduction, event planning plan, project timetable, questionnaire survey of student needs
Certified Special Events Professional(CSEP)
Documents about the company
University’s Food Regulatory Documents
Permit for employees to enter the school
6. Contractor Furnished Resources
6.1. Facilities, Supplies and Services
There are numerous items that a contractor must provide to meet the full requirements of a project. Some of these items include drawings, visuals, photographs, any information required for the success of the project, etc. Facilities, supplies, and services form an important part of the contractor’s items that they must provide for the success of the project . A good project requires facilities and facilitators who supply the services. A contractor must be able to provide these facilities, supplies, and services to ensure that the project is completed within the scheduled time and within the estimated budgetary allocation. Drawings represent what the project would look like at the end of its completion. Drawings are the representations of the actual project when it is complete. A project can also be designed in photographs that enable one to understand how every step is going to be approached and tackled. Photographs can be used to demonstrate how every task will be completed.
7. Administrative Considerations
7.1. Place of Performance/Work Location
Some of the administrative considerations include the location of work. It is the administrative duty and responsibility to decide on the location where the project will be located. The location of the project or work is affected by various factors such as the availability of resources, market, labor, government policies, etc
7.2. Hours of Work
The administration has to decide on the working hours as well. How long the project will take and how many hours per will the project teams spend working on the project.
7.3. Period of Performance
The schedule unit that will be used on the project is per week. A weekly schedule will be more suitable in regards with the needs of the project because of the fact that it can give time per task to be developed and or completed in a weekly basis.
7.4. Other Direct Costs
The administration must also put in place all the required equipment and materials that will be used during the project process. The administration also has to provide incidental supplies needed for the success of the project.
7.4.1. Incidental Supplies, Equipment and Materials
Incidental supplies are inexpensive items that are not worthy of keeping track of such as pens, notebooks, office papers, etc (Frankena et al. 2019). It is also the responsibility of the administration to define the traveling requirements as per the project needs.
7.4.2. Travel Requirements
Traveling requirements include transport allowances provided to the people working on the project. These traveling requirements must be within the limits established by the project owner or organizational policy
7.4.3. Travel and Per Diem
Travel will depend on the position for the people working on the project and will be accepted by the Project manager with previous requests. In regards with Per Diem Payments, a daily allowance policy will be established depending on the hierarchy of the employee to cover hotel, meals, transportation expenses, etc.
7.4.4. Other Unique Costs
Any other type of special or unique costs, will be run through the project management team and approved and signed by the project manager. This unique cost will come specifically for the accomplishment of the project and will need to be known in advance.
7.5. Security and Privacy
The administration must provide security to its staff such as the project management team, contractors, and the subordinate staff. There must also be privacy where confidential information is kept secret between the administration and the staff members.
7.6. Personnel Services
The administration must provide personal services such as contract works. Additionally, it must state why such services are needed, how to acquire them, how to supervise them, and how to retain such services.
7.7. Audit and Review
These include reviews on policies, regulations, rules, considerations, procedures, and standards that a project must meet to satisfy internal audit requirements.
Reports are written presentations and exhibitions that a project owner must produce for the documentation of the project and its verification. This must be within the project owner’s established limits or the organizational policies.
8. Special Instructions
8.1. Unique Reporting Requirements
The statement of work also involves special instructions given out to the project team by the project owner, project manager, or project sponsor. The instructions must be specific and must have specific targets at the appropriate time and the appropriate means of communication. Some of the special instructions include project format requirements, special distribution lists, online considerations, number of copies whether softcopy or hardcopy, etc
when:Before the Graduation Ceremony.
how:Keeping the graduation ceremony running smoothly, We need check the Covid-19 Test report, and check the temperature.
We will send a video of the graduation ceremony to each student by email after the graduation ceremony.
8.2. Standards and References
The quality standards that the project team must meet. For instance, compliance with the generally accepted standards or practices of the regulatory organizations e.g the American National Standards Institute (ANSI), the International Organization for Standardization (ISO), etc
8.3. Evaluation Criteria
The evaluation criteria used by the project management team are also part of the special instructions that must be given out. An evaluation criterion involves special requirements a project must meet used to evaluate the products and services offered.
1. Feedback from students and parents.
2. Employee’s satisfaction.
3. The health issue of every worker.
4. The traffic convenience of the site.
8.4. General and Miscellaneous
These are any other requirements or pertinent information required for the success of a project that is not covered in the statement of work.
1. All people must wear masks.
2. Detection of body temperature before inter.
3. Keep the distance between people(6 feets).
4. Clean up your seat area after the Graduation Ceremony.
Prepared by __________________________________
Project Executive Sponsor
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