Sample of plans to relocate a corporate headquarters from Point-A to Point-B in order to improve and expand the overall infrastructure and to better serve its clients, partners and associates
Sample of plans to relocate a corporate headquarters from Point-A to Point-B in order to improve and expand the overall infrastructure and to better serve its clients, partners and associates
Sample of plans to relocate a corporate headquarters from Point-A to Point-B in order to improve and expand the overall infrastructure and to better serve its clients, partners and associates
Jill Carley Rudolph Rico Ruchi Chopra Dipali Shah Yelena Faynburd Prem Sujan Suchir Gupta Dee Wise Darren Petersen
Team Slipstream 2 Table of Contents Project Scope Statement p.3 Vision Statement p.3 Business Need p.3 Project Description p.4 Project Deliverables p.4 Project Objectives p.5 Project Assumptions p.6 Project Constraints p.6 Project High-Level Risks p.7 Project Approval Signatures p.7
Project Lifecycle p.9 Stakeholder Analysis p.10 Work Breakdown Structure p.12 Project Schedule p.15 Cost Analysis p.18 Cost Baseline p.23 Responsibility Assignment Matrix p.24 Communication Management Plan p.25 Risk Response Plan p.26
Team Slipstream 3 Project Scope Statement 1. Vision Statement Slipstream plans to relocate its corporate headquarters from San Francisco, California to Mountain View, California in order to improve and expand the overall infrastructure and to better serve its clients, partners and associates.
2. Business Need Rising San Francisco commercial space rent, outgrowing the current space due to expanded workforce, and a need for a more efficient, updated facility has created a need for Slipstream to relocate corporate head quarters. Slipstream would like to be closer to its clients who are primarily located in the Silicon Valley area, and reduce the amount of traveling for its employees.
240 employees live within 10 miles from new location 70% of company clients are based in Silicon Valley About 60% savings in per sq. ft. rent price ($40 in SF vs. $25 - new locations)
Team Slipstream 4 Project Scope Statement (continued) 3. Project Description Slipstream plans to relocate its corporate headquarters from San Francisco, California to Mountain View, California in order to improve and expand the overall infrastructure and to better serve its clients, partners and associates.
4. Project Deliverables (Scope)
Is Is Not Relocation of corporate headquarters with minor modifications to a currently vacant & operational building A major construction/ build out Real-time office relocation of current employees & contractors Hiring of additional workforce Functional company IT infrastructure and systems along with upgrades online throughout move Setting up redesigned IT network & systems All associated project documentation deliverables, e.g. Project Management Plan, construction docs, furniture plans & Move Map including interior layout Increased facility and/or operational budgets Team Slipstream 5 Project Scope Statement (continued) 5. Project Objectives
Objective Criteria for Evaluation Sign new lease agreement Sign by January 31, 2008 Terminate current lease agreement Send notice by February 1, 2008 Notify all employees, partners and clients of the move Notification by February 4, 2008 Finalize contracts with vendors and movers Finalize contracts by March 3, 2008 Approve construction documentation, furniture plans and Move Map Approve by March 3, 2008 New facility infrastructure completed with all the offices, cubicles and office Confirmation by April 11, 2008 Complete check for live operations (IT/telecom) Complete check by April 25, 2008 Begin moving employees to new location starting with IT department Move started May 1, 2008 and completed May 15, 2008 Complete any after move assistance for employees Complete by May 30, 2008 Project Complete by May 31, 2008 and within budget Sponsor signoff by May 30, 2008; review of final costs against budget Team Slipstream 6 Project Scope Statement (continued) 5. Project Assumptions Building plans for the new facility are available All permits for the building are approved New floor plans are approved Resource requirements will be met 80% of the employees live in the Silicon Valley Good weather conditions No union related delays
6. Project Constraints Funding limited/set budget Schedule - set date for the relocation 5/15/08 No company downtime during the move
High-Level Risks Trigger Impact - (C,S,T) Employees cannot be moved as scheduled. 1. Insufficient packing materials 2. Unexpected project activity occurring that cannot be interrupted C, T New headquarters cannot be moved into at scheduled date. 1. Community legal action blocks/delays move 2. Delay in coordinating IT setup with external providers 3. Lease agreement with new landlord delayed 4. Unforeseen construction delays C, T Movers cannot perform move on schedule. 1. Approval of contract with mover delayed 2. Moving company unavailable / partially available on desired move dates 3. Weather conditions postpone move C,T Additional furniture required 1. Additional employees hired 2. Inaccurate / incomplete move map C Additional IT infrastructure required on- site 1. Unplanned insufficient infrastructure at site 2. Building plan incomplete/incorrect C Additional IT infrastructure required off- site 1. Off-site IT infrastructure required to support business during move is insufficient C Unexpected loss of employees due to move. 1. Invalid assumptions in employee impact analysis 2. Local competitor targets hiring of employees C Legend S = Scope C = Cost T = Time Team Slipstream 8 Project Scope Statement (continued) 7. Project High-Level Risks (continued)
8. Project Approval Signatures CFO/Sponsor Project Manager High-Level Risks Trigger Impact - (C,S,T) New employees hired 1. Filling requisitions which were open during feasibility 2. Unplanned growth required prior to move due to business needs S,C Unanticipated changes to building plan required 1. New employees hired 2. Building plan incomplete/incorrect S,C Unexpected additional support to minimize work disruption. 1. Unexpected increase in business activity during move schedule requires further support S,C Serious injury to mover 1. Unexpected injury of one (or more) of the movers C Furniture damage during the move 1. Office furniture has been damaged during the move C IT equipment damage during the move 1. IT equipment has been damaged during the move C, T Movers strike 1. Movers go on strike unexpectedly (no prior warning) C, T Legend S = Scope C = Cost T = Time Team Slipstream 9 Project Lifecycle Project Management Deliverables Product Management Deliverables Feasibility Analysis Phase Planning Phase Execution/ Relocation Phase Closing Phase Project Charter
Preliminary Project Scope
Needs Analysis
Feasibility and Operational Assets Study Project Team Org Chart Relocation Process Change Orders Employee Impact Analysis Internal & External Location Analysis Location Plan/Move Map Vendor Selection/Contracts Lease Agreement Signed Permits
Develop Project Management Plan: Final Scope Statement Work Breakdown Structure Project Schedule Cost Baseline Responsibility Assignment Matrix (RAM) Communication Management Plan Risk Response Plan Change Controls Vendor Proposals
Status Report
Change Approval/Rejection Pre-Move Checklist
Move Map
Pre-Move Test Systems
Move Assets
Final Test Systems
Final Project Management Report
Sponsor Sign-off
Lessons Learned
Contracts Closure
Final Relocation Checklist (Move-In Complete)
Press Release
Company Celebration
Final IT System Test Report (All Systems Go)
Filing documents to the centralized project repository Team Slipstream 10 Stakeholder Analysis Stakeholder Name Stake holder Need Stakeholder Expectation CEO/ Sponsor Cost analysis High level relocation plan High level communications Seamless relocation Move within budget Move within timeframe defined PM Team (Slip Stream) CEO/Sponsor support Authority to sign contracts and engage vendors Clear communication Cooperation of all Stakeholders Timely communication Bonus
Employees
Timeline of the move Pre-move and post move checklist Boxes to pack personal items New stationary ordered with updated location information Detailed document with the new address, transit facility and amenities of the new location Minimal disruption to work and family life Legal All the documents that require review and/or approval by Legal Appropriate, clear and timely communication Clients Notification of the move Minimal disruption to work Contractors and Architects Space plan detailing space requirements, employee location in new building etc. Tenant improvements to be done for the relocation IT infrastructure plan Regular communication with the PM Team
On-time payments Team Slipstream 11 Stakeholder Analysis (continued) Stakeholder Name Need Expectation Movers Signed contract to engage movers
Detailed space plan to ensure move of office assets, employee boxes etc. to proper locations Timely communication with PM
Timely payments Old Landlord Lease termination documents Rent and other payments have been made Tenant follows the negotiated terms for notice to vacate and any repairs that need to be made Notifications of move have been made to all current clients and vendors so that new tenants moving in are not disrupted with mail and calls. New Landlord All new lease documents Proper execution of the lease terms Neighboring Tenants Proper communication of the move Minimal impact to their operations
Minimal noise Community/ City Any approvals for the relocation Permits for movers Fees associated with the move Any building/construction permit approvals Minimal or no disruption to the community
Company abides with the City Codes Team Slipstream 12
Planning Phase
2.1 Project Management Plan 2.1.1 Scope Statement 2.1.2 WBS 2.1.3 Project Schedule 2.1.4 Cost Baseline 2.1.5 Responsibility Assignment Matrix 2.1.6 Communication Management Plan 2.1.7 Risk Response Plan 2.1.8 Change Controls 2.2 Contractor Selection 2.2.1 RFP and selection 2.2.2 Architectural/Construction drawings 2.2.3 Building materials specifications 2.3 IT Specifications Plan 2.3.1 IT migration/test plan 2.3.2 IT deployment/test plan 2.3.3 IT upgrade plan 2.3.4 IT equipment order 2.3.5 IT backup plan
Feasibility Analysis Phase
1.1 Project Charter 1.2 Preliminary Project Scope 1.3 Needs Analysis 1.3.1 Business needs list 1.3.2 Employee needs list 1.3.3 Customer needs list 1.3.4 Alternative solutions study 1.3.5 Solution for further feasibility 1.4 Feasibility and Operational Assets Study 1.4.1 Marketing feasibility study 1.4.2 Operational feasibility study 1.4.3 Legal feasibility study 1.4.4 Economic feasibility study
Work Breakdown Structure Team Slipstream 13
Planning Phase (continued)
2.4 Move Map 2.5 Relocation schedule 2.6 Furniture Vendor Selection 2.6.1 RFP 2.6.2 Contract finalized 2.6.3 Furniture plan and specifications 2.6.4 Furniture delivery plan 2.6.5 Furniture orders 2.7 Mover Selection 2.7.1 RFP and selection 2.7.2 Inventory checklist 2.7.3 Packing material estimates 2.7.4 Packing material order 2.8 Permits Work Breakdown Structure (continued)
Execution/Relocation Phase
3.1 Status Reports 3.1.1 Status reports IT 3.1.2 Status reports legal 3.1.3 Status report- PM 3.2 Change Control Management 3.3 Furniture delivery checklist 3.4 Tenant improvement build-out report 3.5 New IT systems delivery checklist 3.6 Final facility walkthrough report 3.7 IT Systems Migration Report 3.7.1 Server deployment report 3.7.2 Workstation installation report 3.7.3 Telecom report 3.7.4 IT backup report 3.8 Move Map and schedule report 3.9 Inventory move checklist
Team Slipstream 14
Closing Phase
4.1 Final Project Management Report 4.2 Sponsor Sign-off 4.3 Lessons Learned Document 4.4 Contract Closures (payments) 4.4.1 Furniture vendor contract 4.4.2 Mover contact 4.4.3 Contractor contract 4.4.4 IT contract 4.5 Final IT system test report 4.6 Checklists 4.6.1 Move Map 4.6.2 Relocation 4.6.3 Post relocation assistance 4.7 Press release 4.8 Legal documents 4.9 Internal company celebration Work Breakdown Structure (continued) Team Slipstream 15 Project Schedule Team Slipstream 16 Project Schedule (continued) Team Slipstream 17 Project Schedule (continued) Team Slipstream 18 Cost Analysis Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost Feasibility Analysis Phase 5 1.1 Project Charter 2 12 $100 $1,200 $1,200 1.2 Preliminary Project Scope 5 50 $75 $3,750 $3,750 1.3 Needs Analysis 3 $4,200 1.3.1 Business needs list 2 14 $75 $1,050 1.3.2 Employee needs list 3 22 $75 $1,650 1.3.3 Customer needs list 1 6 $75 $450 1.3.4 Alternative solutions study 1 6 $75 $450 1.3.5 Solution for further feasibility 1 8 $75 $600 1.3 Total work package cost $4,200 1.4 Feasibility and Operational Assets Study 3 $6,700 1.4.1 Marketing feasibility study 3 20 $100 $2,000 1.4.2 Operational feasibility study 3 20 $100 $2,000 1.4.3 Legal feasibility study 1 6 $150 $900 1.4.4 Economic feasibility study 3 18 $100 $1,800 1.4 Total work package cost $6,700 Total Feasibility Analysis Phase Cost $15,850 Team Slipstream 19 Cost Analysis (continued) Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost Planning Phase 31 2.3 IT Specifications Plan 4 $105,250 2.3.1 IT migration/test plan 4 30 $125 $3,750 2.3.2 IT deployment/test plan 3 20 $125 $2,500 2.3.3 IT upgrade plan 3 16 $125 $2,000 2.3.4 IT equipment order 1 8 $125 $1,000 $95,000 2.3.5 IT backup plan 1 8 $125 $1,000 2.3 Total work package cost $105,250 2.4 Move Map 3 24 $150 $3,600 $3,600 2.5 Relocation schedule 2 16 $75 $1,200 $1,200 2.6 Furniture Vendor Selection 17 $107,350 2.6.1 RFP 10 40 $75 $3,000 2.6.2 Contract finalized 1 8 $75 $600 2.6.3 Furniture plan and specifications 3 24 $100 $2,400 2.6.4 Furniture delivery plan 2 12 $75 $900 2.6.5 Furniture orders 1 6 $75 $450 $100,000 2.6 Total work package cost $107,350 Team Slipstream 20 Cost Analysis (continued) Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost Planning Phase 31 2.7 Mover Selection 16 $112,000 2.7.1 RFP and selection 10 40 $75 $3,000 $60,000 2.7.2 Inventory checklist 4 32 $100 $3,200 2.7.3 Packing material estimates 1 8 $100 $800 2.7.4 Packing material order 1 4 $45,000 2.3 Total work package cost $112,000 2.8 Permits 1 8 $200 $1,600 $1,600 Total Planning Phase Cost $452,375 Execution/Relocation Phase 46 3.1 Status Reports $4,500 3.1.1 Status reports IT 4 24 $100 $2,400 3.1.2 Status reports legal 3 12 $75 $900 3.1.3 Status report- PM 3 6 $75 $450 3.1 Total Work package cost $4,500 Team Slipstream 21 Cost Analysis (continued) Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost
3.2 Change Control Management 10 60 $75 $4,500 $4,500 3.3 Furniture delivery checklist 1 8 $75 $600 $600 3.4 Tenant improvement build-out report 11 80 $75 $6,000 $6,000 3.5 New IT systems delivery checklist 2 16 $125 $2,000 $2,000 3.6 Final facility walkthrough report 3 20 $100 $2,000 $2,000 3.7 IT Systems Migration Report 11 $9,250 3.7.1 Server deployment report 3 24 $125 $3,000 3.7.2 Workstation installation report 3 18 $125 $2,250 3.7.3 Telecom report 3 16 $125 $2,000 3.7.4 IT backup report 2 16 $125 $2,000 3.7 Total Work package cost $9,250 3.8 Move Map and schedule report 3 20 $75 $1,500 $1,500 3.9 Inventory move checklist 10 50 $75 $3,750 $3,750 Total Execution Phase Cost $34,100 Team Slipstream 22 Cost Analysis (continued) Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost Closing Phase 13 4.1 Final Project Management Report 1 8 $100 $800 $800 4.2 Sponsor Sign-off 1 5 $100 $500 $500 4.3 Lessons Learned Document 4 30 $100 $3,000 $3,000 4.4 Contract Closures (payments) 4 $195,000 4.4.1 Furniture vendor contract 1 $45,000 4.4.2 Mover contact 1 $65,000 4.4.3 Contractor contract 1 $50,000 4.4.4 IT contract 1 $35,000 4.4 Total work package cost $195,000 4.5 Final IT system test report 2 14 $125 $1,750 $1,750 4.6 Checklists 10 $3,450 4.6.1 Move Map 1 8 $75 $600 4.6.2 Relocation 1 8 $75 $600 4.6.3 Post relocation assistance 10 30 $75 $2,250 4.4 Total work package cost $3,450 4.7 Press release 1 8 $100 $800 $2,500 $3,300 4.8 Legal documents 5 25 $150 $3,750 $3,750 4.9 Internal company celebration 2 12 $10,000 $10,000 Total Closing Phase Cost $221,550 Cost for all Phases $723,875 Team Slipstream 23 Cost Baseline Slipstream Headquarter Relocation Cost Baseline $0 $250,000 $500,000 $750,000 $1,000,000 P h a s e
1 -
F e a s i b i l i t y A n a l y s i s P h a s e
2 - P l a n n i n g
P h a s e
3 - E x e c u t i o n / R e l o c a t i o n P h a s e
4 - C l o s i n g Phase 4 Phase 3 Phase 2 Phase 1 Phase Cost Phase 1 Phase 2 Phase 3 Phase 4 Phase 1- Feasibility Analysis $15,850 $15,850 $15,850 $15,850 $15,850 Phase 2-Planning $452,375 $452,375 $452,375 $452,375 Phase 3- Execution/Relocation $34,100 $34,100 $34,100 Phase 4-Closing $221,550 $221,550 Total Cumulative Cost $723,875 $15,850 $468,225 $502,325 $723,875 Team Slipstream 24 Responsibility Assignment Matrix
WBS ID
Deliverable Description CEO/ Sponsor PM Team Employees Legal IT Manager
Contractors & Architects Clients Movers Landlord City
1.1 Project Charter O I 1.2 Preliminary Scope Statement S O 1.3 Needs analysis O I I 1.4 Feasibility and Operations assets study S O I 2.1 Project Management Plan I O I I I I I I I I 2.2 Contractor selection S O I I I, R 2.3 IT specifications plan S I O R 2.4 Move plan O I I, R I, R 2.5 Relocation schedule S O I I, R I, R I 2.6 Furniture vendor selection O I 2.7 Mover selection S O I 2.8 Permits O R R 3.1 Status Reports R O 3.2 Change Control Management O, R I I I 3.3 Tenant improvement build-out report O I,R I, R 3.4 Furniture delivery checklist O R 3.6 Final facility walkthrough report O R 3.7 IT Systems migration report S I O 3.8 Moving Map and schedule report O I, R I, R 3.9 Inventory move checklist O I I, R 4.1 Final project management report O 4.2 Sponsor sign-off O 4.3 Lessons learnt document O I I I I I I I 4.4 Contract closures (payments) R O R, S S S 4.5 Final IT system test report S I O 4.6 Checklists O 4.7 Press Release I O R, S 4.8 Legal documents S,R O R, S Legend O = Owner I = Input R = Reviewer S = Signoff required Team Slipstream 25 Communication Management Plan Communication Frequency Format / Delivery Audience Sender Project Charter Once PDF / Email Project Manager & Project Team Project Sponsor Initial Notice of Move and any Employment Related Changes Once, and then as needed PDF / Emails and Home Mailings Employees & Family of Employees Human Resources via President Monthly Progress Reports (MPR) Monthly PDF / Email Project Sponsor Project Manager Status Reports Bi-weekly MS Word / Email Project Manager Project Team Members Termination of Lease Once PDF / Mail (UPS) Current Landlord COO/CFO Scope Statement and Work Breakdown Structure (WBS) Once PDF / Email Project Sponsor Project Manager Notification of Move Once PDF / Emails and USPS Mailings Current Clients President Project Plan Status & Changes Weekly PDF / Email Project Team, Vendors, Contractors, Movers, etc. Project Manager Approved Change Requests As needed PDF / Email Project Team Project Manager Project Team Meeting Agendas & Minutes Weekly MS Word / Email Project Team Project Manager Team Slipstream 26 Risk Response Plan Risk ID Risk Description Affected Areas Probability of Occurrence Impact to Project Priority Strategy Action ID Action Action Owner Status 1 Employees cannot be moved as scheduled. C, T L H P2 M 1.1 Status reports - monitor move preparation (including moving material availability) PM O 1.2 Status reports - monitor/forecast company activity level during planned move PM O 2 New headquarters cannot be moved into at scheduled date. C, T M H P1 M 2.1 City permits - monitor approval process Legal O 2.2 Status reports - IT - track progress with any external providers IT O 2.3 Lease agreements - monitor approval process Legal O 3 Movers cannot perform move on schedule. C,T L H P2 M 3.1 Mover contract - monitor approval process PM O 3.2 Status reports - confirm mover availability 1 week prior to move IT O 3.3 Project Management Plan - include buffer for move delays PM O 4 Additional furniture required C L L P3 A N/A N/A N/A C 5 Additional IT infrastructure required on- site C L H P2 M 5.1 IT plan - buffer for additional infrastructure IT O 5.2 Status reports - IT - monitor progress IT O 6
Additional IT infrastructure required off- site
C
L
H
P2
M
6.1 IT plan - buffer for additional infrastructure IT O 6.2 Status reports - IT - monitor progress IT O * Please see page 28 for description of abbreviations Team Slipstream 27 Risk Response Plan (continued) Risk ID Risk Description Affected Areas Probability of Occurrence Impact to Project Priority Strategy Action ID Action Action Owner Status 7 Unexpected loss of employees due to move. C L M P3 M 7.1 Employee needs analysis - follow-up HR O 7.2 Status reports - Monitor activity of local competitors PM O 8 New employees hired. S,C M M P2 M 8.1 Project Management Plan includes buffer for 5% increase in number of employees prior to move PM O 9 Unanticipated changes to building plan required. S,C L H P2 M 9.1 Project Management Plan includes buffer for 5% increase in number of employees prior to move PM O 9.2 Move map - verify via walk- through PM O 10 Unexpected additional support to minimize work disruption. S,C L H P2 M 10.1 Status reports - monitor/forecast company activity level during planned move PM O 10.2 IT Plan - Include buffer for increased activity level (20%) IT O 11 Serious injury to mover C L H P2 T 11.1 Mover Contract - Movers responsible for insuring their employees Legal O 12 Furniture damage during move C M L P2 T 12.1 Mover Contract - Movers responsible for packing furniture Legal O 12.2 Mover Contract - movers financially liable for damage Legal O 13 IT equipment damage during move C, T M H P1 T 13.1 Mover Contract - Movers responsible for packing IT equipment Legal O 13.2 Mover Contract - movers financially liable for damage Legal O 14 Movers strike C,T L H P2 M 14.1 Mover Selection - include state of labor in criteria Legal C * Please see page 28 for description of abbreviations Team Slipstream 28 Risk Response Plan (continued) Prioritization Matrix Probability \ Impact Impact=H Impact=M Impact=L Probability = H P1 P1 P2 Probability = M P1 P2 P3 Probability = L P2 P3 P3 Affected Areas Abbreviations Strategy Abbreviations Status Abbreviations C=Cost V=Avoidance O=Open S=Scope T=Transference C=Closed T=Time M=Mitigation Q=Quality A=Acceptance