AVANTIS

Work Instruction Name: Kick Off Meeting Issue No: 3

Work Instruction Ref: AV-KOM-WI-01 Date: 23/01/2020
Procedure Ref: AV-OP-01 AV-OP-02

3 23/01/2020 Gareth Haines Steffan Duggan Tom David Various (see yellow highlights)
2 29/10/2019 Gareth Haines Tom David Tom David Key Account Manager Statement Inserted
1 25/09/2019 Gareth Haines Tom David Tom David Initial Issue
Issue Date Author Reviewed Approved Reason for Change
No

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AVANTIS

Work Instruction Name: Kick Off Meeting Issue No: 3

Work Instruction Ref: AV-KOM-WI-01 Date: 23/01/2020
Procedure Ref: AV-OP-01 AV-OP-02

1
Kick Off Meeting arranged by
Project Manager

2
Work Breakdown Structure and
General Deliverables
reviewed and agreed

3
Deliverable documentation
reviewed and agreed

4
Deliverable documentation
reviewed and agreed

5
Initiate Job Approval process

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Page 2 of 3
AVANTIS

Work Instruction Name: Kick Off Meeting Issue No: 3

Work Instruction Ref: AV-KOM-WI-01 Date: 23/01/2020
Procedure Ref: AV-OP-01 AV-OP-02

Additional Notes

Kick Off Meeting shall be performed for projects at value US $100,000 and above.

1.
Kick Off Meeting to be attended by Key Project members, consisting of:
- Key Account Manager
- Project Manager
- On Site Manager
- Repair Manager/ Supervisors (where applicable)
- Technical Manager (where applicable)
- Commercial (where applicable)
- QHSE (where applicable)
- Design (where applicable)
- HR/ Project Resources (where applicable)
- Purchasing (where applicable)
- Stores (where applicable)

The Kick Off Meeting shall review the following:

- Scope of Work, including the Quotation, Purchase Order, Client requirements and specification
- Inclusions, Exclusions and Assumptions
- Broadcasting of phasing structure
- Work Breakdown Structure with ‘not to exceed’ limits for departments reviewed and agreed
- Action points, responsibilities and timescales
- General Deliverables
- Safety Related Documentation

The Kick Off Meeting Minutes template AV-KOM-F01 shall be used, alongside Work Breakdown Structure within form AV-CR-F03 Estimation and Commercial Risk
Assessment.
Work Breakdown Structure to be presented at the Kick Off Meeting for agreement/ identifying any adjustment.

If the On-Site Manager cannot attend the Kick Off Meeting, an additional meeting is to be arranged so that the requirements are reviewed and agreed.

2.
Firmed General Deliverables (AV-GD-F01) shall be prepared by the Project Manager during the Contract Review stage.
Work Breakdown Structure and General Deliverables shall be reviewed and discussed between the Project Members. Deliverable Responsible Persons and Delivery Dates
to be agreed in accordance with project schedule.

3.
General Deliverables and documentation shall be reviewed and any adjustments made prior to issue to project team.

4.
Minutes of the Kick Off Meeting shall be produced by an appointed person, documenting the discussion and actions set within the meeting. Minutes to be circulated to
applicable persons and filed in project folder.
Project Manager shall ensure that the action points are closed out. If required a second Kick Off Meeting shall be held so to ensure these are closed out and minuted.

5.
Following the Kick Off Meeting the job authorisation process and project setting up can commence as outlined in procedure AV-OP-01 Contract Review.

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