DCS
Project Meetings
Q2[DCS]-251-PR1
WHO
PM
WHAT/HOW
1.
2.
Project Meeting
Preparations
3.
4.
Client Kickoff
PM
1.
2.
3.
PM
Project Team
Kickoff
1.
2.
3.
4.
5.
Project Team
Meetings
1.
PM or
Discipline
2.
Lead
3.
WHEN
Define the specific project meeting requirements (agenda/
attendance) and type (conference call, in-person, etc.) based on
the project scope, size, complexity, risk, schedule, etc.
Determine the logistical and efficiency benefits of combining the
Project Team and Client Kickoff meetings. Prepare a combined
agenda as required. Consider Microsoft Teams or other
technology to reduce the need for unnecessary travel. Where the
project team members are co-located, consider how meetings will
be recorded.
Forward agenda to attendees prior to the meeting to allow time for
the formulation of questions and input.
Meeting Attendees: Only those who can contribute to the purpose
of the meeting should attend. Consider:
•
discipline or technical leads;
•
lead verifier;
•
key management staff;
•
specialists (SH&E, Quality, Sustainability, etc.); and
•
subs and partners.
Execution
If the Client agrees to a separate kickoff meeting, perform meeting
in accordance with the project meeting preparations above.
Make a record of the meeting as minutes, action items or as
requested by the Client.
As a minimum, AECOM actions should be recorded.
Execution
Conduct the Project Team Kickoff Meeting.
Release support staff and Subs from the meeting, if required for
confidential discussions
Provide access to the following:
•
project plan and associated documents (scope of work,
budget, schedule, contact information, etc.);
•
project-specific manuals, guidelines, or reference materials;
•
information detailing the interaction with Subs;
•
client-supplied information about the project;
•
site information as appropriate; and
•
other information as appropriate.
Record attendance (sign-in sheet/attendee list in meeting record).
Make a record of key discussions and action items as meeting
minutes or equivalent. Communicate this to key team members as
appropriate.
Execution
Prepare and distribute agenda prior to meeting so team members
Execution
come prepared to discuss the agenda items.
Prepare meeting minutes or alternative, defining agreements made
and action items during the meeting.
If AECOM is a subconsultant and meeting minutes are prepared by
others, review and comment on the draft, file the records and make
the information available to the Project Team, when provided. If
not provided, prepare an AECOM list of required actions.
© AECOM Restricted
Project Meetings (Q2[DCS]-251-PR1)
Revision 7 April 26, 2022
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET.
1/8
Related PPI
1.
Purpose and Scope
•
Collecting and
Monitoring Client
Feedback – AECOM
Global Q1-441-PR1
•
Project Document and
Records Control
Procedure Q2[DCS]222-PR1
Effective communication at the beginning of and during a project’s life cycle is an
essential ingredient to a successful project. Project team and client meetings,
beginning with both client and team kickoff (KO) meetings, are proven and effective
methods to accomplish this objective by assisting project team members in
understanding and acknowledging project requirements and conditions.
•
Project Plan Procedure
Q2[DCS]-221-PR1
2.
•
Project Risk
Management Procedure
Q2[DCS]-231-PR1
•
Subs Management
Procedure Q2[DCS]141-PR1
The graded risk approach applies to this procedure. To determine the Project Risk
Category (C-category), click here for the AECOM Risk Assessment Tool. Use the
below matrix for the required rigor of this procedure based on the Risk Category of the
project.
•
Project Healthy
Start/Restart Review
Procedure – DCS I2172-PR1
References
•
Brand Centre > AECOM
Microsoft Templates
•
Sustainable Legacies
(ESG)
•
Global Equity, Diversity
& Inclusion
Help & Training
•
TBD
Terms & Definitions
•
AECOM Glossary
Change Log
This procedure outlines the requirements and provides guidance for the content,
planning and conducting of project meetings.
Graded Approach
C-3A
C-3
C-2
C-1
C-0
Internal KO
meeting required,
client KO as
requested by
client – informal
documentation
recommended
(email, handwritten and
scanned in UFI).
Internal KO
meeting required,
client KO as
requested by
client – informal
documentation
(email, handwritten and
scanned in UFI).
Internal and Client
Kickoff meetings
required –
document using
AECOM meeting
template or
equivalent.
Internal and Client
Kickoff meetings
required –
document using
AECOM meeting
template or
equivalent.
Internal and Client
Kickoff meetings
required –
document using
AECOM meeting
template or
equivalent.
Team meetings
as required by PM
– informal
documentation.
Team meetings
as required by PM
– informal
documentation.
Team meetings –
document using
AECOM meeting
template or
equivalent.
Team meetings –
document using
AECOM meeting
template or
equivalent.
Team meetings –
document using
AECOM meeting
template or
equivalent.
3.
Procedure
Project team meetings may occur through the project lifecycle to meet the needs of
the project e.g., at the beginning of significant milestones or phases of the project; as
requested by the Client; as new staff, disciplines or subs come into the project; and/or
after projects become reactivated after a significant “on hold” period; etc.
3.1
Client Kickoff
A client kickoff meeting is recommended to ensure a common understanding of
expectations, scope, communications and methodology and expectations for the
project, program, and associated performance criteria. A sample ‘Client Kickoff
Meeting Agenda’ is provided in Appendix 2.
3.2
Project Team Kickoff
The purpose of the Project Team Kickoff Meeting is to ensure project team members
understand the project, its context, and their roles and expectations. A sample
‘Project Team Kickoff Meeting Agenda’ is found in Appendix 1 or the Project Kickoff
Meeting Agenda Template – DCS can be used.
© AECOM Restricted
Project Meetings (Q2[DCS]-251-PR1)
Revision 7 April 26, 2022
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET.
2/8
3.3
Project Team Meetings
Project team meetings should be held as necessary for the scope and complexity of the project. These meetings can
be the entire team or discipline specific but should have an agenda and record of any action items or decisions made.
4.
Records
a.
Project Kickoff Meeting Agenda Template – DCS Q2[DCS]-251-FM1
b.
Meeting Attendance sign-in sheet or by listing on meeting record.
c.
Meeting Minutes and Records.
5.
Appendices
a.
Appendix 1 – Project Team Kickoff Meeting – Example Agenda
b.
Appendix 2 – Client Kickoff Meeting – Example Agenda
6.
Change Log
Rev #
Change
Date
Description of Change
Location of Change
0
11-May-2011
Initial release as Q2-251-PR1
All
1
10-Jan-2014
2014 Review and title change to Project Meeting Procedure
All
2
21-Mar-2016
2016 Review and document number amended to Q2[DCS]251-PR1
All
3
16-Feb-2018
2017 Review; put into new IMS Template and updated crossreferences
All
4
08-Aug-2019
2019 Review; amended WHO, WHAT/HOW, WHEN table;
added Client Feedback Scheduling into Project Example
Agenda; amended Client Example Agenda on distribution of
meeting minutes.
WHO, WHAT/HOW,
WHEN
Section 1
Appendices 1 and 2.
5
27-Jan-2020
2020 Review – minor edits; removal of references to ePM;
introduced Graded Approach.
All
6
09-Dec-2020
Added ‘recommended’ to C3A when speaking to maintaining
informal documentation; introduction of a Project Kickoff
Meeting Agenda Template; minor editorial changes; minor
amendment to add ‘Client’ initiated feedback in Appendix 2.
WHO, WHAT/HOW,
WHEN
Related PPI
Section 2, 3.2 and 4
Appendix 2
7
26-Apr-2022
2022 Review; put into new branded template; minor edits;
added reminder to consider how meetings are recorded;
introduced ESG (Environmental, Social and Governance),
Diversity and Global Capabilities (GDS) to meeting agenda
elements.
WHO, WHAT/HOW,
WHEN
Appendix 1 and 2
© AECOM Restricted
Project Meetings (Q2[DCS]-251-PR1)
Revision 7 April 26, 2022
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET.
3/8
Appendix 1
Instructions:
NOTE:
Project Team Kickoff Meeting – Example Agenda
The following topics, as applicable to the project scope of services, should be discussed and
decisions and action items documented and distributed to key staff. See the Project Plan Procedure –
DCS for more complete descriptions of some of these agenda topics.
Items highlighted in blue are part of the required Project Plan Procedure content.
1.
Safety and Quality Moments
2.
Introductions and Project Overview
3.
4.
a.
Introduction of Project Staff
b.
Brief Project Description and Review of Project Program/Scope of Work Overview
c.
Client Background, Goals and Expectations
d.
Client Feedback Schedule
e.
SH&E Expectations, if applicable
f.
Environmental, Social and Governance (ESG) impacts
g.
Challenges/Rewards
h.
Opportunities for Innovation
i.
AECOM’S Project Team Goals and Expectations
Project Administration
a.
Contract Requirements, Terms and conditions
b.
Confidentiality Requirements
c.
Authorized Communication Channels/Protocols
d.
Reporting Requirements (internal and external)
e.
Change Management Process
f.
Project Plan Elements
g.
QA/QC Requirements and Expectations
h.
Project Filing Requirements
i.
Project Team Organization (including Enterprise Capabilities, Subs and Partners/Org Chart Review)
j.
Invoicing Process
Project Budget, Schedule, and Deliverables
a.
Project Approach including Technical Approach Review
b.
Project Budget Breakdown
c.
Project Schedule by Project Team Group
d.
List of Deliverables
e.
Submittal Deadlines
© AECOM Restricted
Project Meetings (Q2[DCS]-251-PR1)
Revision 7 April 26, 2022
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET.
4/8
5.
6.
7.
Technical Information
a.
Resource Requirements (with Emphasis on Near-term Needs)
b.
Applicable Codes, Standards, Regulations and Owner Constraints
c.
Unique Project Features
d.
GDS/CAD/BIM/GIS Coordination
e.
Specification Coordination
f.
Drawing Coordination
g.
Safety in Design Plan (where required)
h.
Report Coordination
i.
Construction Phase Services
j.
Other Technical Information
Technical Quality Review
a.
Checking Process, Requirements and Milestones
b.
Verification Process, Requirements and Milestones. (Create a draft Quality Review Plan where required.)
c.
Approved Lead Verifiers
d.
Applicability of Client Quality Review Requirements
e.
Subs Management and Schedule for Subs Coordination Reviews
f.
Coordination Reviews of Shared Work with other AECOM Offices or Business Lines
Occupational Health, Safety and Environment Requirements
a.
Licensing, Legislation / Regulations and Permits
b.
Site Access and Site Visit Procedures
c.
Environmental Management Plan and Process
d.
Identify Potential Environmental Risks and Mitigation Strategies (Risk Register where required)
e.
Sustainability Opportunities/Innovations
f.
Health and Safety Considerations
i.
8.
For Construction Projects, project SH&E risks and associated control measures, compliance with
client and legal requirements, emergency arrangements, competence and resources, communications
and monitoring arrangements, and Project SH&E Plan
Risk Management
a.
Identify Potential Risks for AECOM Services i.e., SWOT (Strengths, Weaknesses, Opportunities, Threats)
and PESTLE analysis (Political, Economic, Social, Technological, Legal and Environmental)
b.
Known Risks at the timing of the Kickoff Meeting and Proposed Mitigation
c.
Risk Mitigation Strategies and Risk Management Process Scheduling of Risk/Opportunity Workshops (e.g.,
HAZOPS)
© AECOM Restricted
Project Meetings (Q2[DCS]-251-PR1)
Revision 7 April 26, 2022
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET.
5/8
Appendix 2
Instructions:
Client Kickoff Meeting – Example Agenda
A Client Kickoff Meeting is encouraged to ensure a common understanding of scope,
communications, and expectations for performance. Each Geography/Business Line or suborganization, at its discretion, may develop a checklist to guide and document the kickoff process. The
following are recommendations to consider when planning a client kickoff meeting:
-
It is especially important to restate and confirm the contractual scope of work, together with underlying
assumptions, to avoid potential misunderstanding and minimize the risk of performing out of scope work without
an appropriate fee increase. The agenda should be scaled to the size, complexity, risk, etc. of the project.
-
Much of the scope of the contracted work may be based on project specific assumptions, which should be
restated and verified, confirmed, or agreed upon with the client. If an assumption later proves to be different or
wrong, it may involve a change order and significant extra input and cost in fees.
-
The Net Promoter Score (NPS) online transactional survey random selection process including alternative
methods such as ‘Client’ initiated feedback, and their participation in providing feedback should be discussed.
-
Minutes of this kickoff meeting are documented and distributed to all who were present. If client holds a
subsequent regular meeting, request/hold a discussion review of the KO meeting minutes so they provide a
permanent record of what was discussed and agreed upon.
-
If AECOM is a subconsultant and meeting minutes are prepared by others, review, and comment, as needed, file
the record notes and meeting minutes, and distribute the key information to the project team as appropriate.
Sample client kickoff meeting agenda topics are provided below.
A.
Example agenda items for a small to midsize project may include:
1.
Safety and Quality Moments
2.
Project Scope/Program Confirmation
Confirm tasks that AECOM will perform to accomplish the project goals. Review any agreed-upon client expectations
that are not clearly stated in the contract. Identify any project criteria or program requirements that the client has
established.
3.
Client Expectations and Objectives
Before the work starts, the expectations of the client for the project shall be identified and understood by the project
team. Discuss or confirm key issues, client vision, goals/objectives, and expectations.
4.
SH&E (If applicable)
Consistent with AECOM’s Safety, Health and Environmental Management System– Discuss safety concerns of which
the team should be aware.
•
For Construction Projects, project SH&E risks and associated control measures, compliance with client and legal
requirements, emergency arrangements, competence and resources, communications and monitoring
arrangements, and Project SH&E Plan.
5.
Budget
Budgets are as stated in the contract and may be broken down by project phase or elements, such as the planning
phase, design phase and construction services phase.
6.
Project Schedule
7.
Management of Project Changes
8.
Communication Protocols and Procedures
Establish how and at what frequency the client will be advised of project progress, any reporting or transmitting
protocols and client’s point of contact. How and when would the client like to provide feedback on our work?
© AECOM Restricted
Project Meetings (Q2[DCS]-251-PR1)
Revision 7 April 26, 2022
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET.
6/8
9.
Billing Arrangements
Confirm billing/invoicing process and format requirements, payment schedule, etc.
10. Client Input
Confirm points of input desired by client.
11. Identify Specific Activities, Meetings and Presentations Required by Client
B.
Example agenda items for large, more complicated, or higher risk projects:
This agenda should be appropriately edited to reflect the needs of the specific project and team.
1.
General Project Information
Project name, job number, date prepared, PM, PD/Principal, client name and risk level.
2.
Client Expectations and Objectives
Before the work starts, the expectations of the client for the project shall be identified and understood by the project
team. Discuss or confirm key issues, client vision, QA/QC expectations, ESG, goals/objectives and expectations.
3.
SH&E (If applicable)
Consistent with AECOM’s Safety, Health and Environmental Management System
•
For Construction Projects, project SH&E risks and associated control measures, compliance with client and legal
requirements, emergency arrangements, competence and resources, communications and monitoring
arrangements, and Project SH&E Plan
4.
Transfer of Work Product/Data from Previous Work Phases
If previous phases of work have been completed by the client or other agencies/consulting firms, the electronic and
hard copy work product should be obtained. Discuss limitations of previous work.
5.
Budgets
Discuss client’s budget constraints and if additional phases of work or services are anticipated. Review of the client’s
anticipated or target costs for deliverables of our scope-related construction work should be provided and is required if
we are designing to a specific construction budget established by the client.
6.
Client and Key Team Contacts
Identify project stakeholders: Client, project team, user (if different), consultants, contractor (when known) and agency
authorities. Identify the key decision maker if more than one contact is listed for an entity and determine to what level
that person has authority in the contract for binding decisions.
7.
Project Scope/Program Confirmation
Confirm tasks that AECOM will perform to accomplish the project goals. Review agreed-upon client expectations that
are not clearly stated in the contract. Identify project criteria or program requirements that the client has established.
8.
Deliverables
Discuss contracted deliverables required to be submitted to the client or agencies. Consider reviewing examples of
what deliverable format and content may be included at milestones. Discuss required or agreed upon protocols on
how deliverables are to be submitted. Discuss the quality control process that deliverables will be checked and
verified prior to submittal.
9.
Project Schedule and Key Milestones
10. Billing Arrangements
Confirm billing/invoicing process and format requirements, payment schedule, etc.
© AECOM Restricted
Project Meetings (Q2[DCS]-251-PR1)
Revision 7 April 26, 2022
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET.
7/8
11. Communication Protocols and Procedures
Establish how and at what frequency the client will be advised of project progress, any reporting protocols and client’s
point of contact. Define modes of transmission, process for information (SharePoint site, mail, courier requests, etc.)
as well as information workflow and required approvals.
12. Standards and References
Identify the technical and regulatory standards to be used, Web-based collaboration, technical criteria, codes,
agencies, etc. Confirm who will have approval authority for submittals and deliverables and the standards that shall be
followed to meet their needs and requirements. Confirm the governmental jurisdiction(s) that the project will be built in.
13. Permits
Confirm permits needed and indicate if the AECOM team is responsible for preparing applications, and/or securing
them. Confirm responsibility for payment of application fees.
14. Client Input
Confirm points of input desired by client.
15. Client Design Criteria and Requirements
Discuss if there are any client-specific design manuals or design standards and criteria to be used on the project. If
the client has specified that certain equipment or materials shall be used on the project, list them here if this
information is not included in the client’s design manuals.
© AECOM Restricted
Project Meetings (Q2[DCS]-251-PR1)
Revision 7 April 26, 2022
PRINTED COPIES ARE UNCONTROLLED. CONTROLLED COPY IS AVAILABLE ON COMPANY INTRANET.
8/8