Project Statement of Work Linkage

User Guide - Version 19.0.1.0.0

Module: cs_project_sow

1. Overview

The Project Statement of Work (SoW) Linkage module provides critical traceability between contractual commitments and project execution. This module allows project managers in to link individual tasks to specific items in the Statement of Work, ensuring complete transparency and accountability throughout project delivery.

Why it is needed

• SoW generally have a lot of assumptions and unknowns
• tasks are adjusted as assumptions are tested, clarification is gained, evaluations are made, workflows are adjusted.
• A learning resource for future project SoWs
• The SoW is high level and always correct however the finer detail at task levels may change as more information comes to light.

Key Features

• Create hierarchical SoW structures with parent/child relationships
• Link multiple tasks to one or more SoW items
• Track completion percentage per SoW deliverable
• View all SoW items across projects from a central menu
• Generate audit trails linking tasks back to contractual obligations

2. Getting Started

2.1 Accessing Statement of Work

There are two ways to access SoW items:

1. Project Tab: Open any project and navigate to the "Statement of Work" tab
2. Main Menu: Go to Project → Statement of Work to view all SoW items across all projects

Note: The Statement of Work tab appears after the standard project tabs. This is where you manage SoW items specific to that project.

3. Creating SoW Items

3.1 Adding Your First SoW Item

To create a Statement of Work item:

1. Open your project and click the "Statement of Work" tab
2. Click "Add a line" to open the SoW item form
3. Fill in the required fields:
   • Code: Reference code from your SoW document (e.g., "2.4", "1.1.3")
   • Description: Clear description of the deliverable
   • Parent Item: (Optional) Select a parent SoW item to create hierarchy
   • Details: Additional context or specifications
4. Click "Save & Close" or "Save & New" to continue adding items

3.2 Creating Hierarchical Structures

Many Statements of Work are organized in phases or sections. The module supports this through parent/child relationships:

Best Practice: Use the sequence handle (drag icon) on the left of each row to reorder items to match your SoW document structure.

4. Linking Tasks to SoW Items

4.1 Adding SoW Links to Tasks

Once your SoW structure is in place, link tasks to deliverables:

1. Open any task in the project
2. Locate the "SoW Items" field (appears below the Project field)
3. Click in the field and select one or more SoW items from the dropdown
4. Save the task

Note: A task can be linked to multiple SoW items if it contributes to several deliverables. Similarly, one SoW item may require multiple tasks to complete.

4.2 Many-to-Many Relationships

The module supports flexible linkage patterns:

• One task → Multiple SoW items: A single configuration task might fulfill requirements from both "2.1 Core System" and "2.3 Integrations"
• One SoW item → Multiple tasks: "3.2 End User Training" might require separate tasks for Finance, Operations, and Sales training
• One task → One SoW item: Simple 1:1 mapping for discrete deliverables

5. Tracking Progress

5.1 Completion Rate Calculation

The module automatically calculates completion percentage for each SoW item based on the status of linked tasks:

• Tasks in stages marked as "Folded" (typically "Done" or "Closed") count as complete
• Completion Rate = (Number of completed tasks / Total linked tasks) × 100
• Progress updates automatically when tasks move between stages

5.2 Viewing Progress

Track SoW delivery progress in several ways:

1. Project Tab View: See task count and completion percentage inline for each SoW item
2. SoW Item Form: Open any SoW item to view detailed task list with current stages
3. Task View: See which SoW items are impacted when viewing a task

Reporting Tip: Use the progress bar to quickly identify SoW items that are behind schedule or need attention.

6. Using the Statement of Work Menu

6.1 Global SoW View

Access all SoW items across all projects from Project → Statement of Work:

• View includes the Project column so you can see which project each item belongs to
• Filter by project, code, or description
• Group by project to see all deliverables per project
• Sort by completion rate to identify at-risk deliverables

6.2 Bulk Import and Management

The global view is particularly useful for:

• Importing SoW structures from external documents
• Reviewing deliverables across multiple projects
• Identifying patterns in SoW structures for template creation
• Reporting to stakeholders on contractual compliance

7. Practical Workflows

7.1 Starting a New Project

1. Create the project in Odoo
2. Set up project stages (Backlog, Ready, In Progress, Review, Done)
3. Review the signed Statement of Work document
4. Create SoW items matching the document structure:
   • Start with major phases or sections
   • Add detailed deliverables under each phase
   • Use consistent numbering from the contract
5. Create project tasks as needed
6. Link each task to relevant SoW items as you create them

7.2 Mid-Project Verification

1. Open the project's Statement of Work tab
2. Review completion rates for each deliverable
3. Click on SoW items showing 0% or low completion
4. Check if tasks exist and are properly linked
5. Create missing tasks or update existing task linkages

7.3 Project Closeout and Audit

1. Generate a list of all SoW items for the project
2. Verify all items show 100% completion
3. For each SoW item, review linked tasks as proof of delivery
4. Document any SoW items delivered outside the task system
5. Archive the SoW linkage as part of project documentation

8. Best Practices

8.1 SoW Item Creation

• Use exact SoW codes: Match the numbering system in your contractual document exactly
• Keep descriptions concise: The name should be a clear summary; use the Details field for specifications
• Maintain hierarchy: Use parent items to reflect the structure of your SoW document
• Don't over-decompose: Create SoW items at the deliverable level, not the task level

8.2 Task Linkage

• Link during task creation: Add SoW linkage when creating the task, not as an afterthought
• Review periodically: Check that all tasks have appropriate SoW links during sprint reviews
• Use multiple links judiciously: Only link a task to multiple SoW items when it genuinely contributes to both
• Document edge cases: If a task doesn't map to any SoW item, determine why and document the decision

8.3 Progress Tracking

• Define "Done" clearly: Ensure your Done stage is properly marked as folded
• Monitor completion rates: Review SoW completion weekly during project status meetings
• Address gaps early: If a SoW item has no linked tasks, create them or document the delivery method
• Update stakeholders: Use SoW completion percentages in client reporting

9. Troubleshooting

Common Issues and Solutions

10. Security and Permissions

The module uses standard Odoo project security groups:

• Project User: Can view and create SoW items, cannot delete
• Project Manager: Full access to create, edit, and delete SoW items

Important: Only Project Managers can delete SoW items. This prevents accidental removal of critical contractual traceability.

11. Integration with Other Modules

This module integrates seamlessly with:

• Project Tasks: Direct linkage for traceability
• Timesheets: Tasks linked to SoW items automatically track time against deliverables
• Project Updates: Reference SoW completion in project status reports
• Invoicing: Track billing milestones against SoW deliverable completion

12. Frequently Asked Questions

Q: Can I import SoW items from a spreadsheet?

A: Yes. Use the List view import feature from Project → Statement of Work. Prepare a CSV with columns for Code, Description, Project, and Parent Item (use code for reference).

Q: What happens if I delete a SoW item with linked tasks?

A: The tasks remain but lose their SoW linkage. The system does not cascade delete to protect your task data.

Q: Can one task be 50% complete toward a SoW item?

A: No. Completion is binary based on task stage. Tasks in folded stages count as complete, all others count as incomplete.

Q: Should every task be linked to a SoW item?

A: Ideally yes, but internal overhead tasks (e.g., team meetings, administrative work) may not map to contractual deliverables. Use your judgment.

Q: Can I link tasks across different projects?

A: No. SoW items are project-specific. If a task contributes to deliverables in multiple projects, create separate tasks in each project.

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This module is copyright property of Cyder Solutions (www.cyder.com.au)

Licensed under OPL-1