RACI Matrix

Description Proc. Officer Tech. Officer Contractor

Send contractual meeting invitations with agenda. The contractual meetings should be held on a regular basis (monthly, quarterly, yearly), in accordance with the conditions defined in the contract.

Participants shall include at least:

  • CERN’s technical officer - with group leader and the procurement officer at least for yearly meetings,
  • The contractor’s technical and commercial representatives (and management for yearly meetings).

The agenda of the contractual meetings shall include all aspects related to administrative, technical and financial follow up, as described in the section below.

Should there be important contractual matters to address (such as performance of the contract, price revision, extension etc.) during the meeting, organise a preparation meeting with the procurement officer.

A template agenda can be found for the contractual meetings in procurement templates (document “Contract follow-up meeting report”)

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Hold preparatory meetings, covering technical, commercial and contractual matters, as appropriate.

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Hold the contractual meetings, following the agenda previously communicated, in particular:

  • Status of actions completed / ongoing,
  • Scheduled activities for the month / quarter / year to come (volume of work),
  • Resources (organization chart with names),
  • Safety issues (accidents, incidents or near misses of the period, corrective actions taken etc.),
  • Non-conformities and corrective actions,
  • Key Performance Indicators (KPIs),
  • Administrative situation (extension of contract, declaration of subcontractors etc.),
  • Contractual, commercial, legal aspects (amendments, purchase orders, penalties, invoicing etc.),
  • Proposed optimizations of the contractual organization,
  • Summary of actions decided, deadlines and action owners,
  • Next meeting.
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Draft the minutes of contractual meetings, send it for review to the procurement officer.

A template “Contract follow-up meeting report” can be found in procurement templates.

The technical officer –not the contractor- shall draft the minutes of meeting.

Document the non-conformities.

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Sign and communicate / notify the minutes of contractual meetings to the contractor.

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Sign the minutes of contractual meetings and submit it to the technical officer.

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File the minutes of progress meeting (both in paper and electronic format). Technical and procurement officers shall use their own data management system.

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