How to Submit a Statement of Work (SOW) to a Vendor

This document provides the Program Office and client users with the steps necessary to submit a SOW to a vendor. This guide was created using Beeline Classic, non-client-specific configuration. Your specific setup is based on your company's configuration/visibility and may vary slightly from what is explained here.

To submit a SOW to a vendor:

1. Navigate to your Beeline Enterprise Home screen.
2. Click the Simple Search pull-down selection arrow and select Search SOWs.
3. Enter all or part of the SOW number, SOW name, or SOW manager name in the search box. If you do not know this information, click the advanced search icon and set the Status field criteria to “Ready to Negotiate”. Click Search to display a list of all matching SOWs at the bottom of your screen.
4. Click the Number or the Name of the SOW you want to submit. This opens the SOW Profile screen.
5. Click View Details to review, adjust, or add SOW information prior to your submission. If you know the SOW is ready for submittal, advance to step 9.

6. On the Terms tab, you can view, edit, or lock content.

• Click the pencil icon to use the text edit features.
• Click the open-lock icon to switch to the lock icon to mark content that the vendor can view but not edit. (Note: Vendors will not see “lock” icons. To a vendor, locked content is indicated by the lack of any pencil icon to allow text edits.)
• Use the comment icon to insert comments/notes for yourself or other contributors. This includes a check box to make a comment visible to the vendor. Remember to click the Save button when you create a comment. The number displayed within the comment icon indicates the total number of comments.
• Click the Add Content pull-down arrow to view options for adding new content. Use the Move Up button to adjust the arrangement of the sections.

7. Click Next when you are finished, to move to the Financials tab.
8. On the Financials tab, you can add milestones, units of measure, roles, non-billable resources, and resource funds depending on the nature of the SOW. Milestones are the first Financials section. The pencil, lock, and comments icons are all located to the left of the milestone name. Add Milestone buttons are conveniently located below the ribbon bar and at the bottom of the milestone list. Follow the prompts in the New Milestone box to add a milestone; required fields are indicated by an asterisk (*). Click Next to move to the next financial “type”, units of measure (UOM). The modification process steps for Units of Measure are similar to those described for milestones. Follow the prompts in the Edit Unit of Measure dialog box to make your adjustments or use the “plus” option to create new ones. Roles and Non-billable Resources are both role-based financials. Follow the prompts in the Edit/Add Role dialog box to modify/create these entries. Required fields are indicated by an asterisk (*). And remember to click save to retain all adjustments/changes. Resource Funds is a single text box where you enter the total Resource Funds Amount. The Summary is always the final Financials tab. Review the content and check the math! If you make any changes on any of the Financials tabs, click Save to update the SOW.
9. Review all the content displayed on the Summary screen. Adjust if needed. When you are ready, click Next to proceed to the Action tab.
10. Click Send to Vendor on the Action tab.
11. Click OK in the dialog box to confirm your action. The system returns to the SOW Profile screen and displays a new status, “Pending Vendor Negotiation.” The SOW routes to the vendor for review.
12. Click Return to exit the SOW Profile and return to your Home screen.