Project Management For Office Relocation: Delivering Comfort And Operational Efficiency

Purpose

The insurance company’s lease has already ended and there is no scope for the renewal hence, the company will need to move to other location. Insurance company is about to relocate their office location from the existing place to the suburb location where the new facilities of the office must be introduced. This must be accomplished with least disruption to the staffs and employees working in the workplace. The estimated timeline for the project delivery is six weeks, the previous landlord has already renowned the existing place. Hence, an effective project planning is required for delivering the entire project as discussed in this report. This paper will be focusing on the delivery and management of the project under effective managerial strategies.

Purpose: The purpose of this project is to smoothly execute the office move project and make sure that the relocation is accomplished within the estimated timeline and budget. Scope: Scope of the project is to move all the possible equipment and objects from the existing office to the new office within the specified timeline considering the comforts and facilities for the staffs and employees (Kloppenborg, Anantatmula & Wells 2018, p.65-66). Time: The estimated timeline for the delivery of the project is two months or 56 working days with eight hours a day working. The goal will be to complete the project in 50+-10% days. Cost: the estimated budget for the project is $100,000 and hence, the estimations will be made to make sure that the project is completed within $90,000+-10%. Quality: The quality will be measured through comparing the comfort level of the employees and staffs of the insurance company through comparing the existing office facilities with the new office facilities. The ultimate scope of the project is to meet these constraints and make sure that the entire project is delivered within the estimated boundaries.

The aim of this business case is to integrate the organizational goals and objectives with the project scope and objectives and make sure that the final delivery of the project meets the expected outcome (Kloppenborg, Anantatmula & Wells 2018, p.66). The relocation of the office will be accomplished without altering the ongoing daily operational activities and the entire project will be delivered within the provided timeline. The project delivery will allow the staff members to use the new office place for delivering daily operational activities without any hassle.

The project is needed to be delivered as the existing property is not under the insurance company and the agreement has already ended. This needs to be delivered within the expected constraints without altering the existing operations and the comforts of the employees.

Scope

It is being assumed that the selected property will have all the necessary facility that is required for the better benefits and operation deliveries. The other consideration being made emphasizes on the availability of all the resources and materials throughout the project lifecycle.

The milestones of the project can be listed as following:

Milestones	Completion date	Judging Authority	Acceptance criteria
Insurance company relocation initiation	Mon 18- 03- 2019	CEO of Insurance company	The project should result in expected outcomes
Project planning	Fri 29-03-19	Branch Manager	The planning should demonstrate schedule and budget as per the baseline set
Analyzing the requirements	Thu 11-04-19	Branch Manager	The staffs and employees must be talkative about their needs and requirements
Packing the existing office materials	Thu 09-05-19	Branch Manager	All the necessary materials must be packed with safety
Transporting	Mon 13-05-19	Branch Manager	All the parcels must reach the new office location
Unpacking	Mon 20-05-19	Branch Manager	All the necessary materials must be unpacked
Setting workplace	Thu 30-05-19	CIT Manager	The computers, systems and networks must be established
Allowing the new workplace to be open for every staff member	Thu 06-06-19	Branch Manager	The workplace should be suitable for the individuals for delivering daily operational activities

The project activities must be delivered accordingly and the acceptance criteria should be covered in manner to accomplish the daily operational activities and assuring that the project meets the final expectation of the employees and the company (Kloppenborg, Anantatmula & Wells 2018, p.67). It is crucial for the project to be successful that it meets the acceptance criteria as per the organizational goals and objectives.

It is arguable that the risks cannot be eliminated to the extension level as it will always be there considering the delivery and management of the entire project (Kloppenborg, Anantatmula & Wells, 2018, pp.67-68). However, the impacts of the risks could possibly be minimized to the extension level through adopting the proper and effective countermeasures those could possibly allow the project to be delivered within the estimated time and budget. The relocation of the office will have many aspects for the considerations those could possibly lead to the uncertainties as mentioned in the following table (Kloppenborg, Anantatmula & Wells 2018, p.68):

Risk	Description	Risk Owner	Impact	Probability	Mitigation
Budget escalation	Budget of the entire project might exceed from the estimation due to other uncertainties	Project Manager/Branch Manager	High	Very High	Develop sophisticated plan considering all the resources
Schedule escalation	schedule of the entire project might exceed from the estimation	Project Manager	Very High	Very High	Develop sophisticated plan considering all the aspects
Scope creep	The scope being developed might not meet due to not meeting the many project deliverables	Project Manager	Very High	Low	Manage the entire project under proper guidance and leadership
Insufficient resource meeting	There are the possibilities that the resources might exceed the original demand or could not meet the needs	Resource Manager	Low	Low	Resource management and planning efficiently
Inefficient delivery and satisfaction level of the consumers	Proper business requirements and identification of the user needs and requirements prior to the project delivery	Business Analyst	High	Medium	Proper, effective and suitable planning for the management and delivery of the entire project

Project management put higher concern over the determination and estimation of the stakeholders as it could allow in the development of the strategic plan that can allow the project to be delivered within the estimated timeline and budget and manage the deliverables accordingly (Kloppenborg, Anantatmula & Wells 2018, p.69). It is necessary for a sophisticated project plan to estimate and identify the internal and external stakeholders for the management and delivery of the project. According to (Nguyen et al. 2017), contribution of the stakeholders in efficient way is the crucial way for the successful delivery of the project and it can be accomplished through better management of the project manager.

Following stakeholder analysis is developed considering the case study:

Stakeholders	Priority	Influence on project
Staffs involved	Medium	Manage the daily operational activities throughout the project lifecycle
Sponsors/ CEO of insurance company	High	Provide necessary funding required for the delivery and management of the entire project
End customers of insurance company	High	Avail the services and provide necessary feedback
Employees of the insurance company	Medium	Support the ongoing changes and cooperate whatever required for the final relocation
Project Manager/ branch manager of insurance company	High	Take the necessary decision makings related to the ongoing project and manage project deliverables
Suppliers, supplying resources	Medium	Make the availability of necessary resources required for the project delivery
Local residents	Medium	Cooperate with the work and support the ongoing relocation without any resistance

Resource estimation is an important factor for dividing the entire project into breakdown and estimating the budget breakdown without altering the possible benefits. According to (Kloppenborg, Anantatmula & Wells 2018, p.69), the estimation of resources helps in achieving the developed scope and objective of the project in much efficient and effective manner. Following are the resources those are crucial for the delivery of the project within estimated budget:

Resource Name	Type	Std. Rate
Project Manager	Work	$50.00/hr
Business analyst	Work	$40.00/hr
market analyst	Work	$40.00/hr
Designers	Work	$40.00/hr
Technicians	Work	$25.00/hr
IT professionals	Work	$25.00/hr
Packers and Movers	Work	$20.00/hr
Transporting	Material	$1,000.00
Miscellaneous	Material	$100.00
Other assigned staffs	Work	$20.00/hr

It focuses on the development of the strategies and set of rules that must be followed for the delivery of the entire project (Kloppenborg, Anantatmula & Wells 2018, p.69). Considering the case study, following are the set of principles:

• Effective communication management
• Regular meetings and transparent information exchange
• Proper project documentation
• Punctuality in reporting and project deliveries

Lessons learnt must be recorded in the closure phase in manner to make sure that the documentation can be followed in future for managing the delivery of the similar projects (Kloppenborg, Anantatmula & Wells 2018, p.70). The lesson that are learnt from the past experiences can be utilized to make the propose project more effective. Following is the list of learning:

• I get to know that even a small project could have many complexities.
• I learnt that project management practices are highly crucial for the management and delivery of the daily operations.
• Effective communication management plan can be the key to delivery of the project within estimated time and budget.
• Every step of the project management is crucial for the delivery of the project.

References

Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, Contemporary Project Management, 4th edn, Cengage Learning, Boston, MA, USA, pp. 65-70.

Nguyen, T, Chileshe, N & Rameezdeen, R 2017, ‘External stakeholder strategic actions in construction projects: a Vietnamese study’, Construction Management and Economics, pp. 1-10.