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Project Management Exhibit A

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PROJECT MANAGEMENT EXHIBIT A

Project Identification

Project Title:

Project ID:

Client Name:

Service Provider:

Scope of Work

The Service Provider will perform the project management services described below. Services include planning, task coordination, milestone tracking, risk management, status reporting, and delivery coordination as expressly stated in the scope. Services not expressly described below are outside the scope unless accepted by written change order in accordance with the Change Order Process.

Deliverables and Acceptance Criteria

Deliverable 1

Estimated Delivery Date:

Deliverable 2

Estimated Delivery Date:

Timeline and Milestones

Project Start Date:

Project End Date:

Milestone Date:

Budget and Payment

Total Fixed Fee: $

Change Order Process

All change requests that alter scope, schedule, deliverables, or cost must be submitted in writing and processed as follows: (a) requesting party submits a written Change Order Request describing the change and rationale; (b) Service Provider prepares a written Change Order Proposal including scope adjustment, cost estimate and schedule impact; (c) No change will be effective until a written Change Order signed by authorized representatives of both parties is executed. Emergency changes required to avoid critical delay must be confirmed in writing within three business days and are subject to subsequent formal Change Order execution.

Confidentiality

Each party shall maintain in confidence Confidential Information disclosed by the other party and shall not disclose it except to employees, subcontractors or advisors who have a need to know and who are bound to confidentiality obligations no less restrictive than those contained herein. Confidential Information excludes information that is (i) already in the receiving party's lawful possession without restriction; (ii) publicly known other than by breach of this Exhibit; (iii) independently developed without use of the disclosing party's Confidential Information; or (iv) rightfully received from a third party without restriction. Obligations of confidentiality survive termination of the Agreement for a period of three years, except for trade secrets which shall remain protected to the extent permitted by law.

Governing Law and Dispute Resolution

This Exhibit shall be governed by and construed in accordance with the laws of the jurisdiction specified below without regard to its conflicts of laws principles. The parties shall attempt in good faith to resolve disputes promptly by negotiation between executives. If unresolved within 30 days, disputes shall be resolved by binding arbitration before a single neutral arbitrator in the agreed jurisdiction, unless otherwise required by applicable mandatory law.

Governing Jurisdiction:

Insurance and Indemnity

Service Provider shall maintain commercially reasonable insurance coverage (including general liability and professional liability) and shall indemnify and hold harmless the Client from third-party claims arising from Service Provider's negligent performance or willful misconduct in connection with the services under this Exhibit, except to the extent caused by Client's negligence or willful misconduct.

Acceptance

Acceptance of deliverables shall occur only upon written confirmation by the Client that the deliverable meets the stated Acceptance Criteria. Unless otherwise stated in the Acceptance Criteria, Client will have ten (10) business days from delivery to provide written notice of non-conformance. Failure to provide such notice within the period constitutes acceptance.

Miscellaneous Provisions

This Exhibit, together with the underlying Master Services Agreement to which it is attached, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes prior proposals and communications. Any amendments must be in writing and signed by authorized representatives of both parties.

Acceptance and Signatures

The undersigned representatives warrant that they are authorized to execute this Exhibit on behalf of their respective parties and accept the Scope, Deliverables, Timeline, Budget and terms herein.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

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What the Project Management Exhibit A Is

The Project Management Exhibit A is a contractual exhibit attached to a master services agreement or work order that defines project-specific scope, deliverables, schedule, roles, responsibilities, acceptance criteria, reporting requirements, and change control procedures. It converts high-level contract terms into actionable project tasks, milestone dates, resource assignments, and quality metrics. Exhibit A typically identifies owners for approvals, lists payment or milestone triggers, and includes instructions for dispute resolution and document submission. When executed by authorized signatories, it becomes an enforceable part of the contract and governs project execution.

Why a Clear Exhibit A Matters

A well-drafted Project Management Exhibit A reduces ambiguity, limits scope creep, and aligns client and vendor expectations by recording acceptance criteria, milestone payments, and change-control steps in one place. It creates an auditable record for performance and invoicing.

Why a Clear Exhibit A Matters

Who Typically Prepares and Uses Exhibit A

The Exhibit A is prepared by project leads, legal teams, contracts administrators, or procurement staff to translate contract terms into a project plan.

  • Project Managers update scope, schedule, and resource assignments to reflect operational realities.
  • Contracts Administrators ensure legal alignment with the master agreement and record retention rules.
  • Procurement or Purchasing validates pricing, milestone payments, and vendor approvals before execution.

Final approval and signature are typically required from authorized client and vendor representatives before work begins.

Primary Signers and Their Roles

Project Manager

The Project Manager signs to confirm operational readiness and acceptance criteria; they own milestone delivery, progress reporting, and coordinating change requests with stakeholders during execution.

Contracting Officer

The Contracting Officer or authorized procurement representative signs for contract compliance, confirming budget authority and payment approval. Their signature binds the organization to the exhibit terms and triggers invoicing events.

Essential Components to Include in Exhibit A

A professional Project Management Exhibit A should be structured so every requirement is measurable, auditable, and assigned to a responsible party.

Scope of Work

Concise, itemized description of deliverables, excluded items, and acceptance standards to avoid differing interpretations during execution.

Milestones & Schedule

Clear milestone names, due dates, and dependencies, including the method for calendar adjustments and notice periods for delays.

Responsibilities

Named roles for client and vendor tasks, decision owners, and escalation contacts with email and phone contact fields.

Acceptance Criteria

Objective tests, deliverable checklists, or sign-off steps that determine when a milestone or deliverable is accepted.

Change Control

Process for submitting, approving, pricing, and scheduling changes; include required documentation and approval thresholds.

Payment Terms

Links between milestones and payments, invoicing schedule, billable rates, and any retainage or holdback provisions.

Required Information to Populate Exhibit A

Client Name: Full legal entity name
Vendor Name: Full legal entity name
Project Title: Short descriptive title
Effective Date: MM/DD/YYYY format
Milestone Dates: MM/DD/YYYY per milestone
Authorized Signers: Name, title, and contact

Step-by-Step: Filling Out Exhibit A

Follow these sequential steps to prepare an Exhibit A that aligns with the master agreement and minimizes rework.

  • 01
    Draft core scope: List must-have deliverables and exclusions.
  • 02
    Set milestones: Assign dates and responsible parties.
  • 03
    Define acceptance: Attach test criteria and sign-off steps.
  • 04
    Obtain approvals: Collect signatures from authorized representatives.

How to Customize and Complete Exhibit A Online

Configure the online workflow to mirror the approval path and capture required metadata for auditing and invoicing.

Field Configuration
Signature Block Require name, title, date; enforce signer order
Conditional Milestones Show fields only when specific options are selected
Attachments Allow supporting files: plans, SOWs, test reports
Notifications Email or SMS alerts for pending approvals

Where to Send or File the Completed Exhibit A

After signatures are collected, route the Exhibit A to the contract repository and named stakeholders for records, invoicing, and project execution.

  • Project Manager: Retains an executed copy for operational use.
  • Contracts Team: Files with master agreement in contract repository.
  • Finance / AP: Receives for invoicing and payment tracking.
  • Procurement: Updates vendor records and compliance files.

Digital Signing and eSubmission Considerations

Choose a platform that supports the authentication and retention needs required by your contract and industry.

  • Authentication: Email, SMS OTP, or stronger
  • Document Formats: PDF, DOCX supported
  • Integrations: Connects to Salesforce, NetSuite

Common Timelines and Processing Expectations

Standard Exhibit A timelines cover milestone due dates, acceptance review periods, invoice submission windows, and formal change notice lead times.

Effective Date:

Start date for all time-based obligations

Milestone Due:

Date listed in milestone table

Acceptance Period:

Typical 5–15 business days for client review

Invoice Submission:

Submit within 30 days of milestone acceptance

Change Notice:

Provide written notice 10 business days prior

Key Project Milestones and Stages

A milestone sequence clarifies major project phases from kickoff through final acceptance, helping teams track dependencies and approvals.

01

Kickoff and Mobilization

Confirm team, resources, and kickoff deliverables.

02

Design and Approval

Deliver design package and obtain formal sign-off.

03

Implementation / Build

Execute work according to approved plans.

04

Final Acceptance

Complete acceptance testing and closeout documentation.

Common Preparation Mistakes to Avoid

  • Vague deliverable definitions that create scope disputes and rework during execution.
  • Missing acceptance criteria leaving reviewers uncertain when to approve or reject work delivered.
  • Unclear payment triggers that delay invoicing or cause withholding of funds.
  • No change-control process resulting in unapproved scope expansions and billing disagreements.

Risks and Consequences of an Incorrect Exhibit A

Delayed Payments: Missed milestones cause payment holds
Scope Disputes: Leads to claims and extra costs
Contract Breach: Potential termination or damages
Audit Failures: Noncompliance with procurement rules
Regulatory Risk: HIPAA or industry breach exposure
Invoicing Errors: Tax or accounting adjustments required

eSignature Pricing Comparison for Exhibit A Workflows

Compare common vendor plans and feature availability to choose an eSignature option that meets authentication, bulk send, and compliance needs.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-World Examples of Exhibit A Use

These condensed examples show how organizations attach project-level detail to a master contract to accelerate approvals and delivery.

Martin Properties — Tim Martin, Founder

Tim Martin used Exhibit A to define closing tasks and acceptance criteria for property management software

  • Reduced on-site approvals through mobile execution
  • The result was consistent compliance and the ability to process documents online with security and audit logs for future reference.

Xerox — Kodi-Marie Evans, Director

Xerox attached Exhibit A schedules to streamline NetSuite integration deliverables

  • Mapped milestones to invoicing events
  • This ensured the right signatures were captured and delivered in the formats needed for downstream ERP processing.

Frequently Asked Questions

Answers to common questions about preparing, signing, and storing a Project Management Exhibit A.


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