Project Handover/

Kickoff Meetings

Implementation Date: ……………..

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Revision History

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Date Summary of Revision
No.

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Contents

Section Page No.

Approvals ......................................................................................................................................................................2
Revision History............................................................................................................................................................3
Contents ........................................................................................................................................................................4
1.0 Purpose ...........................................................................................................................................................5
2.0 Scope...............................................................................................................................................................5
3.0 References ......................................................................................................................................................5
4.0 Definitions and Abbreviations .......................................................................................................................5
5.0 Responsibilities ..............................................................................................................................................5
6.0 Procedure ........................................................................................................................................................6
6.1 General.............................................................................................................................................................6
6.2 Project Kickoff / Tender Handover Meeting ......................................................................................................6
6.3 Project Delivery Plan Meeting...........................................................................................................................7
6.4 Project Delivery Plan ........................................................................................................................................8
7.0 Records ...........................................................................................................................................................8
8.0 Appendix .........................................................................................................................................................8

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1.0 Purpose

The purpose of this procedure is to detail the process to be undertaken to successfully launch a new
project immediately following award of contract and to facilitate the transfer of knowledge and
information from the Estimating Team to the Project Team and for the Project Team to demonstrate
its project delivery plan to Senior Management.

2.0 Scope

This procedure describes the requirements for a tender handover meeting and a follow up project
Delivery Plan meeting as detained in respective agendas to this procedure. This procedure is
applicable for all COMPANY projects.

3.0 References

Preventive and Corrective Action

Joint Venture Corporate Review

Tender Handover Agenda

Delivery Plan Agenda

Delegation of Technical Responsibilities

Projected Project Meetings Schedule

Limits of Authority for Project Expenditure

4.0 Definitions and Abbreviations

Corporate Commercial Review the formal process of undertaking an independent review of

project systems, procedures, practices and forecast outcomes.

Project Delivery Plan the formal presentation by the Project Team to Senior
Management of its implementation strategy and project
delivery plan

Project Launch the combined process of Tender Handover and Project

Delivery Plan reinforced by the Corporate Commercial Review.

Tender Handover the formal process of handing over the tender documentation
and reassigning responsibility from the Business Procurement
Director/Estimating Manager to the Project Director/Manager.

5.0 Responsibilities

The following personnel have responsibilities mentioned in this procedure:

- General Manager (GM)

- Divisional Commercial Manager /Corporate Commercial Director

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- Estimating Manager/ Business Procurement Director

- Project Director (PD)

6.0 Procedure

6.1 General

a) The Tender Handover and Project Kickoff Meeting is a combined meeting where the tender
documents are handed over from the Tender Team to the Project T e a m /
M a n a g e r / Director and important project initiation needs are made known and discussed.

b) The Project Handover/ Kick-off Meeting has the following basic functions:

i. Publicly state the beginning of the Project;

ii. Clarify the expectations of all parties;

iii. Create a commitment by all those who influence the project’s outcome;

iv. Outline the project goals as well as the individual roles and responsibilities of team
members;

v. Assign actions to the project team members or others based on the agenda;

vi. Formally transfer all information and documentation from the Tender team to the Project
team;

vii. Lead into the development of a Project Delivery Plan.

6.2 Project Kickoff / Tender Handover Meeting

a) The Project Kickoff/ Tender Handover Meeting shall be held at the earliest possible time after
contract award, but no later than 2 weeks after award.

b) This meeting shall facilitate the transfer of detailed knowledge from the Estimating Team to the
Project Team.

c) The GM shall arrange for the meeting giving written notification. The following personnel are
required to attend:

i. General Manager;

ii. Business Procurement Director/ Estimating Manager

iii. Assigned Project Director / Manager

iv. Design Manager (where there is a design requirement to be met);

v. Corporate Planning Manager/ Planning Manager

vi. Corporate Commercial Director/ Commercial Manager

vii. Project Commercial Manager;

viii. Business Systems Director;

ix. Functional Managers (HR/QHSE etc.); and

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x. Others as deemed appropriate by the GM

d) The meeting shall be conducted by the GM using the Tender Handover

Agenda format which shall form the basis of the minutes of the meeting.

e) During this meeting the Tender Manager shall hand over documents and shall gain receipt of
these handover in the form of signature from the recipient parties on the tender Handover
Meeting agenda.

f) This agenda constitutes a minimum range of issues that shall be addressed as part of the
Tender Handover.

g) The GM or delegate shall prepare the minutes of the meeting and issue them to all
attendees, and other relevant personnel.

6.3 Project Delivery Plan Meeting

a) A Project Delivery Plan Meeting shall be held no later than 4 weeks after the Tender Handover
Meeting.

b) This meeting is required to:-

i. follow up on key 'actions' taken from the Tender Handover Meeting and verify status;

ii. Enable the Project Team to demonstrate its detailed delivery and implementation strategy
to Senior Management; and

iii. Identify and action issues/problems at an early stage to improve the ultimate outcome.

c) The PD shall arrange for the Project Delivery Plan Meeting. The following personnel are
required to attend:

i. General Manager;

ii. Business Procurement Director / Estimating Manager

iii. Assigned Project Director;

iv. Design Manager (where there is a design requirement to be met);

v. Corporate Planning Manager / Planning Manager

vi. Corporate Commercial Director / Commercial Manager

vii. Project Commercial Manager;

viii. Business Systems Director;

ix. Functional Managers (HR/QHSE etc.); and

x. Others as deemed appropriate by the GM

d) The PD shall ensure that a written report (Project Delivery Plan) is issued to meeting attendees
at least 3 full working days prior to the commencement of the Project Delivery Plan meeting.
The format for this report shall be as the index of the Project Delivery Plan Meeting Agenda.

e) The meeting shall be conducted by the PD or nominee using the form for Delivery Plan
Agenda, which shall form the basis of the minutes of the meeting together with other forms
listed below.

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i. Delegation of Technical Responsibilities

ii. Projected Project Meetings Schedule

iii. Limits of Authority for Project Expenditure

f) The GM or delegate shall prepare the minutes of the meeting and issue them to all attendees,
and other relevant personnel.

6.4 Project Delivery Plan

The assigned Project Director shall ensure that the Project Delivery Plan meeting report and
associated documentation shall evolve into a Project Delivery Plan as part of the Project Plan suit of
documents.

6.5 Corporate Commercial Review

All projects shall be independently reviewed by representatives of the commercial director at stages to
be agreed by Senior Management.

7.0 Records

Tender Handover Meeting Notification

Tender Handover Meeting Agenda

Delegation of Technical Responsibilities

Projected Project Meetings Schedule

Limits of Authority for Project Expenditure

Delivery Plan Agenda

Project Delivery Plan meeting report

Project Delivery Plan

8.0 Appendix

Appendix A - Notification of Award of Contract

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Appendix A

Notification of Award of Contract

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Notification of Award of
Contract

Award of Contract

Project Launch

Tender Handover
(section 6.2) No later than 2 weeks after award

Project Delivery Plan

(section 6.3) No later than 4 weeks after handover

Corporate Review

Corrective and Preventive

Action

End

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