What is a Statement of Work (SOW)?
A Statement of Work (SOW) is a formal document that defines the key elements of a project—including its purpose, scope, objectives, deliverables, timeline, and success criteria. While similar to a charter, a SOW is often more detailed and is commonly used when a project involves external vendors, contractors, or collaborators.
In higher education, SOWs are especially useful when working with consultants, technology vendors, or grant partners. A well-written SOW sets clear expectations, builds alignment, and helps prevent scope creep by outlining exactly what is (and is not) included in the agreement.
What are the benefits of a Statement of Work?
Creating a SOW can take time upfront, but the benefits are far-reaching:
- Clear Expectations: A SOW can define responsibilities, deadlines, and deliverables in one agreed-upon document.
- Stronger Vendor Management: A SOW helps external partners understand institutional needs and constraints.
- Reduced Misunderstanding: A clear SOW prevents confusion about roles, timing, or what success looks like.
- Stronger Project Planning: SOWs support the development of a detailed project schedule and resourcing.
- Accountability: SOWs can provide a baseline for tracking progress and evaluating performance.
For example, if a university is hiring a firm to redesign its website, the SOW would specify goals (e.g., accessibility compliance), deliverables (e.g., a new CMS and training materials), the project timeline, approval checkpoints, and payment terms.
Where might you see a Statement of Work in higher education?
SOWs are especially helpful in projects or partnerships where formal agreements and multiple stakeholders are involved, including:
- Technology projects, such as implementing a new CRM or learning platform
- Facilities renovations, like building a new lab or renovating residence halls
- Consulting partnerships, such as diversity audits or strategic plan facilitation
- Grant-funded initiatives, where external collaborators are providing services or resources
- Outsourced services, such as marketing, media production, or data analytics support
A step-by-step guide to developing a Statement of Work
- Start by defining the purpose of the engagement and how it fits into broader institutional goals. Reference the charter or strategic plan if one exists.
- Clearly outline what work will be done—and what won’t. Include task descriptions, assumptions, and any known constraints.
- Identify all expected deliverables, including format, deadlines, and who is responsible for each. Be specific and measurable.
- Provide a high-level project schedule, including milestones, review periods, and final deadlines.
- Indicate who the main points of contact are, what support the institution will provide, and who will approve the work at various stages.
- Define what success looks like and how quality will be reviewed. Include terms related to payment, confidentiality, and contract closure if applicable.
- Have all relevant parties—including legal, procurement, and sponsors—review and approve the final SOW before work begins.
Reflective questions
- Where in your past projects would a Statement of Work have helped prevent confusion or misalignment?
- How do you currently document expectations with external partners or vendors?
- What elements of your next project could be clarified or strengthened through a formal SOW?
- How could an SOW support stronger collaboration between internal and external stakeholders?
- Who should review or approve an SOW in your context to ensure alignment with institutional goals and policies?