Manage statement of work terms library

Create and reuse standardized SOW terms

Save time creating statements of work by reusing approved terms instead of rewriting common clauses for every project. The SOW Terms Library gives you a central location to manage standardized language, organize it by type and category, and make it available whenever SOW creators need it. By maintaining reusable terms in one place, you can create more consistent statements of work and reduce the effort required to manage recurring content.

Why it matters

• Improve consistency across statements of work by using approved language.
• Reduce contractual and compliance risks associated with inconsistent terminology.
• Support organizational standards by maintaining reusable content in a controlled location.
• Eliminate the need to recreate common clauses for each statement of work.
• Make it easier to govern and maintain SOW language over time.

Who it's for

• SOW creators who build and manage statements of work.
• Program office users responsible for maintaining standard SOW content.
• Administrators who manage SOW configuration and reusable terms.

How it helps

• Gives you a centralized library where administrators can maintain reusable SOW terms for your organization.
• Lets you organize terms using term types and term categories.
• Gives you access to standardized terms when you create a statement of work.
• Allows you to maintain reusable content from a single location.
• Lets you import multiple terms instead of creating each one individually.
• Provides a shared library experience that helps teams use consistent language across statements of work.

Availability and setup

• Your organization must have the Statement of Work module.
• You must have access to VMS Settings.

Keep in mind

• Library terms are centrally managed by administrators to ensure consistent SOW language.
• The same terms library is available across Services Procurement rather than being maintained separately for individual users.
• Term types and term categories help organize and locate content within the library.
• Terms are maintained as text-based clauses and do not include file attachments.
• Search terms by title or description to help locate reusable content.

• Imported and manually entered terms are available for reuse across statements of work.

Before you begin

• Confirm that the Terms Library feature is enabled for your organization.
• Verify you have permission to manage SOW settings and library content.
• Identify the terms, term types, and term categories you want to add to the library.

SOW terms library components

Use the SOW Terms Library to manage reusable clause content and organize it for easier maintenance and reuse. Terms store the clause content, while term types and term categories help you organize and locate terms based on your organization's needs.

Manage SOW terms library settings

Use the SOW Terms Library to create and maintain reusable terms, term types, and term categories.

Add a library term

1. Select the My Preferences gear icon.
2. Navigate to VMS Settings > Statement of Work > Terms.
3. Select Add New.
4. Complete the required fields.
5. Select OK.

The term is saved and becomes available for use in statements of work.

Library term fields

Add a term type

Term types help organize related terms.

1. Select the My Preferences gear icon.
2. Navigate to VMS Settings > Statement of Work > Term Types.
3. Select Add New.
4. Enter the required information.
5. Select OK.

The term type is saved and becomes available for assignment to library terms.

Examples of term types

Add a term category

Term categories provide an additional way to organize and locate terms.

1. Select the My Preferences gear icon.
2. Navigate to VMS Settings > Statement of Work > Term Categories.
3. Select Add New.
4. Enter the required information.
5. Select OK.

The term category is saved and becomes available for assignment to library terms.

Examples of term categories

Import library terms

Import multiple terms at once instead of creating them individually.

Before you begin

• Create any required term types and term categories before importing terms.
• Verify that term type and term category values in the import file match existing values in the application.
• Review imported content for accuracy before completing the import.
• Remove formatting that is not supported by the import process.

Import library terms

1. Navigate to the SOW Terms Library import option.
2. Download the import template.
3. Enter the term information in the template.
4. Upload the completed file.
5. Review the validation results.
6. Correct any identified issues.
7. Complete the import.

The terms are imported into the library and become available for use in statements of work.

Import considerations