RACI Matrix

Kick-off meeting

Description Proc. Officer Tech. Officer Contractor

Hold the kick-off meeting: 

Tip: 
-    The Technical Officer leads discussions related to technical and safety aspects. The procurement officer leads discussions related to commercial, administrative, legal and contractual aspects, including 4P. Make sure that CERN speaks with one voice.  
-    A kick-off meeting may not be necessary for standard supplies.

 Participants shall include at least:

  • CERN’s technical and procurement officers,
  • The Contractor’s technical and commercial representatives in charge of the contract, including the contract manager, accounting officer if necessary, Safety manager in case of activities on the CERN site.

The Contractor is requested to present the proposed design, production and delivery plan (and all related contractual aspects) that are going to be performed, covering all aspects stated in the technical specification. These include in particular:

  • Roles and responsibilities
  • Communication
  • Schedule (deliverables dates etc.)
  • Etc.

Tip: 
Make sure the Contractor understands that all communication related to the technical management of the contract must be directed to and come from the Technical Officer, and that the latter is identified by the whole team as the only point of contact authorised to handle such matters.  

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Follow the agenda previously communicated, in particular: 

  • Nominate CERN’s and the Contractor’s contact persons;

Tip: Please refer to section “Organize contract follow-up” above for further details.

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  • Review the main aspects of the contract and technical specification, and make sure that all aspects are understood by the Contractor;

Tip: Read the contract and stick to it. Do not enter into any further negotiations or arrangements from the Contractor.

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  • Cover financial aspects related to the contract: VAT, ordering procedure, invoicing, bank guarantee etc.;

Tip: The Contractor can be reminded of the “VAT and invoicing guide” or be put in contact with CERN’s VAT expert (SCE SSC team (Tom Wegelius or Laurence Planque)).  

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  • In case the contract foresees activities on the CERN site:
    • cover all administrative aspects such as registration of the Contractor’s personnel, access needs, declaration of subcontractors;
    • present the procedure and planned provision of CERN property, if any (keys, tooling, etc.)
    • cover Safety aspects, including the prevention plan (PP) or any Safety document to be prepared by the technical officer, completed and re-submitted by the Contractor one month before the start of activities  

Tips: Ask the Contractor to anticipate registration and access as much as possible.  
The instructions for registration of the Contractor’s personnel can be found in the following link “https://admin-eguide.web.cern.ch/en/procedure/registration-Contractors-personnel” 
In addition, for access to CERN buildings requiring specific access authorisations, if known at the time of the kick-off meeting, the technical officer shall provide the list of such buildings in order for the Contractor to identify the training courses necessary, performs them and requests accesses via EDH. More information of access authorisations can be found in section “Registration and access authorizations” below. 
The PP shall be signed before the start of any work. The one-month deadline is not a legal obligation but should be taken as best practice
Link: “Working on the CERN site

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  • In case remote only access to the CERN computing infrastructure is required (update of inventories, data recording, etc), appropriate computer security training must be followed by the Contractor’s personnel, and the guidelines set forth in OC2 must be complied with.
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  • Recall the actions decided, deadlines and action owners;
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  • Set the date of the next meetings before contract start (recommended frequency: weekly or bi-monthly).

Tip: Suggest that the Contractor refers to the web link detailing general aspects to be considered when signing a contract with CERN: “Running a contract with CERN” 

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  • Draft the minutes of the kick-off meeting, submit them to the procurement officer.

 Tip: a template “Contract kick-off meeting report” can be provided by the Procurement officer (procurement templates).

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  • Review the minutes of the kick-off meeting and submit commented version to the technical officer.  
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  • Finalise and submit the minutes of the kick-off meeting to the Contractor, with copy to the technical officer. 
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  • File the minutes of the kick-off m•    File the minutes of the kick-off meeting in the document management system (EDMS if applicable).eeting in the document management system (EDMS if applicable).

Tips: Use of EDMS (applicable for all contracts requiring strict document management).
The overall goal and purpose of the EDMS is to provide CERN with leading-edge engineering and equipment data management capabilities. This implies providing a set of advanced information systems but also the development and the formalization of methodologies and procedures for the engineering and equipment data management processes of CERN.  

The EDMS ensures that engineering, equipment data as well as documentation for projects and installations are safeguarded, organized, verified and remain retrievable on a long-term basis. For CERN with project lifecycles of the order of 25-40 years it is essential to maintain controlled quality documentation since in many projects one generation of engineers and scientists builds the machine while the succeeding generation operates and maintains it. 

Here, the CERN EDMS plays a key role as a tool enabling engineering knowledge transfer between generations - a knowledge transfer that is possible only by imposing standards and common methods of managing engineering and equipment information.
Further information can be found here.

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