KOM
The KOM is the Internal Project Kick-Off Meeting
Purpose of the meeting:
At this point, the HOM has been done by Sales and the PM has had the Design Meeting with the customer.
The PM will present the Action Plan and discuss the work packages with each stake holder.
Go through the Project Goals and Requirement.
Allow the team to ask questions and clarify misalignments.
Define the scope of work and deliverables.
Review the site layout, building layout, equipment disposition, flowsheets and any P&ID available.
Review the drawings and information the customer has provided.
Define the project team and organizational structure.
Go through the Project Execution Risk Assessment and define mitigation actions.
Budget and forecast information is presented.
All Major Milestones are identified.
The Time Schedule has all important dates, and the dates are to be confirmed by all stake holders.
Action Tracker is started, and Actions/Tasks are assigned to stakeholders.
KOM < US 1Mio. Key Points
The PM is fully in the lead for the KOM meeting. He ensures the right audience and the right information is presented.
The PM leads through the entire session.
Invite only who is necessary.
Ensure to prepare a simple report that you can send out periodically to key team players and leadership.
Small Projects:
Use the HOM Charter to develop your KOM Charter.
Ensure your Risk Assessment is done according to Project Cat.
Ensure all Stakeholders and Team members know their role, responsibility and deliverables.
Ensure Time schedule is clear to all team.
Each department with deliverables must confirm the Time schedule in writing and give main dates.
KOM > US 1Mio. Key Points
The PM is fully in the lead for the KOM meeting. He ensures the right audience and the right information is presented.
The PM leads through the entire session.
Invite the leads and the team players that will do the work.
Prepare a detailled report on what has been discussed and keep it updated and send periodically to leadership and the team.
Large Projects:
Use the HOM Charter to develop your KOM Charter.
Ensure your Risk Assessment is done according to Project Cat.
Ensure all Stakeholders and Team members know their role, responsibility and deliverables.
Ensure Time schedule is clear to all team.
Each department with deliverables must confirm the Time schedule in writing and give main dates.
Note: Consider $ ! Each invitee will spend time for and in the KOM meeting. The invitee Rule is "invite who is necessary, not who is interested".
The KOM Invitees
The list below points out the team players and stakeholders that potentially could end up in the KOM meeting. It is up to you to decide who you will invite. Remember the invitee rule! You may consider having a discussion with your leadership to define who should be invited.
Who to invite to the KOM
Depending on Who you invited to the HOM, the KOM invitees will be the same again.
However, additional, at this stage, it makes sense to invite also the peoples that will do the work! See below list:
To invite additionally:
Those who will DO the work!
Note: For larger Capital Projects there are typically two Customer meetings planned before detail engineering starts. 1st. is the "Concept Approval Meeting", 2nd. one is the "Design Meeting".
KOM Checklist
See below the MAIN Goals to archive during the KOM:
Internal: Align team members and internal stakeholders.
Communicate the Time-schedule to all stakeholders.
Start your Action Tracker.
Plan regular meetings: 1. Internally & 2. with the customer.
Begin rolling forecast based on budget.
Start measuring KPI's.
The Engineering Department must start drafting and design resource planning and have a plan to execute work.
The Purchasing department should have already started ordering the Long Lead items if possible. At this stage they are waiting for the Engineering Dept. to feed them the necessary details for further purchasing.
The MFG Department should start thinkging about ordering Raw Materials if possible. Every company has different approach to which and amout of materials they keep on site. Best practice for JIT is to ask for Rough Cut Sheets from Eng. to order early.