Scope of works

Types of scope of works

The scope of work describes the project activities, tasks, deliverables, and timelines the parties involved in a contract must complete. Here are some types of scope of works that apply to construction projects.

• Collaborative scope of works

  This scope of works applies to projects in which multiple stakeholders share equal responsibility and decision-making authority. A collaborative scope of works enhances direct communication and cooperation among project participants. It fosters a sense of teamwork and collective ownership of outcomes. This scope of works ensures that all parties involved in the project are efficiently achieving the objectives. This scope of works is ideal for construction projects that require the stakeholders to leverage each other's expertise to create the best results.

• Functional scope of works

  A functional scope of works focuses on the required activities and tasks instead of defining the project's boundaries and constraints. It outlines the project's necessary activities, functions, roles, and responsibilities. The functional scope of works fosters stakeholder engagement and collaboration. It encourages a results-oriented approach in which project participants leverage their strengths to achieve the project's goals. This scope of works can apply to construction projects where the stakeholders maximize efficiency and effectiveness by focusing on critical functions and activities.

• Fixed scope of works

  In a fixed scope of works, once the scope is defined, it is very rigid and unlikely to change. A fixed scope of works creates a project environment characterized by stability, predictability, and minimal disruptions. It streamlines decision-making processes by establishing clear roles and responsibilities. A fixed scope of works enhances the operational efficiency of construction project managers and teams. It minimizes resource wastage and optimizes time management by keeping all stakeholders aligned and focused on the predetermined objectives.

• Scope of works with exclusions

  This type of scope of works delineates the project's boundaries by clearly specifying the activities, tasks, and deliverables the parties will undertake. At the same time, it outlines the exclusions or areas of the project that stakeholders will not engage in. A scope of works with exclusions minimizes the risk of misunderstandings and disputes by setting realistic expectations for all parties involved in the project. It enhances transparency and fosters trust in the stakeholder relationships. The project participants will dedicate their resources and efforts to the project's defined scope. At the same time, they will avoid distractions and ambiguities associated with the excluded areas.

Specification and maintenance of scope of works

The specification of a scope of work depends on the type of industry and project applying it. Here are some general elements of a SOW that may apply to various types of tasks and objectives.

• A purpose of the work

  This refers to the goal of doing the project task. Describing the objective allows stakeholders to know the 'why' behind the scope of work. It also helps all parties see the need for the project beyond monetary gain or business expansion.

• A detailed project description

  The project description aspect of a scope of work outlines all the tasks and activities that help achieve the goal. It states all the jobs workers must do at every stage of the project. This can include research, design, and building phases, among others.

• Deliverables in the project

  A project SOW will usually state its deliverables. This means it will list all the unique outputs a worker or team must give upon project completion. Apart from the end results, a list of deliverables also includes services, reports, and documents.

• Timeline and milestones

  When undertaking a project, buyers and stakeholders want to know how long it will take. They also want to know its specific stages of completion. A timeline with milestones gives this information. It shows the project schedule and time limit for each aspect of the task.

Like every project document, a well-done maintenance scope of work will require regular reviews. The purpose of the review is to ensure it reflects project needs and goals. All stakeholders must meet at intervals to assess the SOW. They should discuss whether it still meets the objectives of the project.

Stakeholders can amend the SOW as needed. They can also adjust project terms like budget, timeline, and deliverables. Regular meetings will enhance transparency. It will also make sure all parties are in agreement with any changes made to the project.

Industry scenarios of scope of works

A few industries that always require a scope of work include construction, IT, consulting, and event planning.

In the construction industry, the scope of work outlines the tasks involved in a project, whether it's constructing a new IT system, upgrading existing infrastructure, or integrating different systems. In this case, the scope of work may also include management and communication requirements between the team members. When working in a specific area of a building, the IT team will also use a scope of work to define the tasks and deliverables related to a particular aspect of the project.

Many start-up companies don't have a solid structure to work on, and that's where the consulting industry comes in to offer guidance, advice, and expertise to businesses and organizations in defining their objectives with a well-defined scope of work. The consultant defines the scope of work to be undertaken, including the areas to be focused on, the tasks to be performed, and the deliverables to be provided.

In the event planning industry, the scope of work is the overall plan of the event, outlining the key activities and deadlines to be met.

Those are only a few examples where a scope of work is needed. Using a scope of work in an industry makes it easy for parties to understand their responsibilities and make working together, especially with outsourcing, seamless.

How to choose scope of works

Project managers, construction managers, and procurement managers are a few of the many roles who can determine the vision, goals, and project deliverables of a project by defining the scope of works. A lot goes into defining the project scope and it takes an expert with vast experience in project management and stakeholder communication to set a comprehensive project scope.

When the project leaders listed above are looking to procure a scope of works template or sample, they should ensure that the template covers all the elements mentioned in the previous section. This includes goals, project deliverables, activities, project constraints, assumptions, schedule, and stakeholder communication plan.

A comprehensive scope of works example will serve as a guide to the project manager and the contractor. It will leave little to no room for ambiguity, thereby minimizing conflict during project execution. The project scope will also help the project manager and stakeholders to stay focused and avoid scope creep or unapproved changes to the project.

The project scope also plays an important role in cost estimation. It helps the project manager to better estimate the resources, time, and budget needed to complete the project. With a better estimation, the project manager can create an accurate budget and determine the funding required to successfully execute the project.

The scope of works also makes stakeholder communication easier. It provides a clear basis on which the project manager will communicate project progress, changes, and any issues that arise during execution to stakeholders. This can include the project team, clients, or any other external partners.

When buying a scope of works template, buyers should also ensure that the template is customizable. This is important because every project is unique and will therefore require a unique project scope. A customizable template will allow the buyer to include specific goals, deliverables, constraints, and other elements of the project.

Scope of works Q and A

Q1: What is included in a scope of works?

A1: A scope of work document will typically outline the objectives, tasks, deliverables, timelines, milestones, payment schedule, contract parameters, reporting methods, working limits, and project-related issues or risks to look out for.

Q2: How do people describe the scope of work?

A2: People often use the terms scope of work and scope of service interchangeably, but a scope of works is more about defining specific tasks and timelines, whereas scope of service may focus on overall aims and objectives.

Q3: What are some types of scope of works?

A3: The scope of work is usually divided into the following: a descriptive statement of work, a schedule, a list of requirements and constraints, applicable standards, and a work breakdown structure. The work statement describes the nature of the business set up and the objectives the two parties have agreed on; the schedule involves a timeline with specific project milestones and deadlines; the requirements and constraints can include limited budgets or resources and ways in which quality must be ensured; applicable standards can refer to industry standards and specific regulatory requirements, while the work breakdown involves identifying and categorizing key project activities and tasks.

Q4: What issues can arise from a poorly defined scope of works?

A4: A poorly defined scope of work can lead to project delays, budget overruns, misunderstandings and conflicts between parties, compromised quality, reputational damage, and legal issues. It is vital to get scope of work documents right to ensure all parties are on the same page and there are no surprises further down the line.