Project Management Planning of Office Relocation

7987 words (32 pages) Essay

8th Feb 2020 Project Management Reference this

Tags:

Disclaimer: This work has been submitted by a university student. This is not an example of the work produced by our Essay Writing Service. You can view samples of our professional work here.

Any opinions, findings, conclusions or recommendations expressed in this material are those of the authors and do not necessarily reflect the views of UKEssays.com.

INTRODUCTION

 Project management is planning, scheduling and managing activities so that project may be completed in time. Present report deals with Nisa Ltd which is planning to move its office from Bellshill to Manchester for increased productivity and efficiency. Project title, background, purpose, objectives, project scope, deliverables, constraints and assumptions will be included in report. Moreover, business case and risk analysis along with roles and responsibilities of staff and Project Manager will be discussed. Project control and quality control along with milestones will be included. Gantt chart and project management plan will be made. Thus, project objectives will be met.

SECTION 1: WHAT IS THE PROJECT ALL ABOUT?

ProjectTitle

 “Office move of Nisa Ltd from Bellshill city to Manchester city in the UK”

Background

 The location plays a crucial role in the company in order to sell its goods. There are various costs that are incurred for maintaining office premises in the best way possible. It can be identified that when location of shop or warehouse is nearer to distribution centre, then transportation and logistics expenses reduces up to a high extent. Nisa Ltd which is small and medium sized retailer and wholesaler company in the UK is planning to move from Bellshill to Manchester in order to improve upon its services and reduce costs of transportation and provides timely delivery of goods to final customers quite effectively. It is essentially needed that since Manchester is big industrial city and focusing on office relocation in the city will definitely provide better results to not only customers but also employees will perform their duties quite comfortably.

Purpose

 The main purpose of this project in hand is to offer goods to customers in an quick manner by deploying less time and reduction over the expenses (What are the objectives when moving office?. 2018). This will prove to be fruitful for Nisa Ltd as service and timely delivery of products over shops will be accelerated and positive outcome will be attained in the best way possible. It is required to relocate the office so as to enhance overall delivery time and improve upon services and gradually decreasing transportation expenses from production place to final consumption destination.

Objectives

  • To enhance services to customers in order to increase satisfaction level
  • To end with right office space in terms of cost and brand reputation
  • To relocate IT and make ensure right cabling infrastructure in new office location for seamless communication
  • To look out for workforce team and concerns throughout the relocation process
  • To reduce transportation costs from movement of goods from warehouse to wholesalers

Project Scope

 For this project, Manager have to effectively plan and relocate office from Bellshill to Manchester for improvement in services. In order to ensure, seamless moving from one place to another to new office, proper planning is required (Kerzner and Kerzner, 2017). The new office space should be painted, well-furnished, carpeted to be able to shift Nisa Ltd location with ease. It will help to deliver the project in time to stakeholders and timely accomplishment of project objectives will be met.

Exclusions From Scope

 The exclusions from scope includes the all those activities which are not covered under project scope. It involves moving of boxers, new office building and refurbishments. On the contrary, any inclusion which Project Board or Project Manager request will be considered in project. Hence, project will get completed.

Deliverables

 Project will provide better avenues and benefits to company in the best way possible. Main purpose of this project is to relocate existing office of Nisa Ltd from Bellshill to Manchester which will increase efficiency in effective manner. For accomplishing this, accurate schedules and plans will have to made before actual physical move of office to new location (Harrison and Lock, 2017). Appropriate and required costs also have to be incurred which incurs from moving office, painting and establishing carpets and other related expenditures involved. Moreover, defining of risks and properly communicating them to staff will also be made. Hence, project will be delivered quite effectually.

Constraints

 Project will be completed with deliverables to company in an timely manner. However, there are certain constraints which hinders overall project delivery up to a major extent. In shifting or relocating the office, constraints will include scheduling and timing issues of project and executing as per the project plan. Moreover, reliability on the hands of contractors’ is another hindrance which will obstacle project accomplishment. Lastly, expenses associated with moving, involving desired moving supplies and accommodations etc (Fuller and et.al., 2017). Thus, these are few constraints which will be involved in this project.

Assumptions

 The purpose and planning of resources are effectively made. In relation to this, as per the timing and scheduling of project, human and finance resources will be made available for preventing from interruption for project completion in the best way possible. The majority of work will be handled and managed in-house only and for gaining benefits of knowledge, external consultancy might be entertained. On the other hand, office supplies, accommodations, all interior built will be handled by suppliers and it is assumed that all such requirements and materials from suppliers will be made available without delays on unnecessary basis. Moreover, office chairs are also required which is also assumed that resource will be provided. Lastly, insurance coverage on existing basis will also be provided. Thus, it is effectively assumed that requirements will be accomplished in an timely manner and no delays will prevail which could hinder project completion within stipulated time.

 

SECTION 2: WHY SHOULD THIS PROJECT GO AHEAD?

 

1. Business Case:

Project Benefits

 There are various benefits which will be effectively achieved from relocating office at the new place (Martens and Carvalho, 2017). Cost-saving is major benefit for Nisa Ltd as it will reduce transportation expenses for it as manufacturing set-up will be closer to office location and from there, products will be delivered to retailers and wholesalers and as a result, final customers will be get satisfaction with ease. Talent management is another advantage for relocation as moving to new location could increase labour pool and efficiency could be maximized. Brand reputation can be enhanced from new office area in Manchester as marketing campaign can be organised and support useful event for staff, potential customers, stakeholders. Network could be widen in effective way with customers as firm gets close with them which would enhance revenues and profits with ease (Webb, 2017). Hence, it can be said that office move of Nisa Ltd will be beneficial and project will be completed in time and benefits will be gained.

Options

 There are various options which are available for the project and benefits and risks can be derived from it in effective manner. First option is to do minimum. It will have benefit and opportunities for saving expenses on carpeting, painting and refurbishing up to a high extent. Future growth can be achieved and no capital expenditure will have to be incurred at least in short-run. The cost of this option is that office will be not get well-furnished which will lead to decline in staff morale (Papke-Shields and Boyer-Wright, 2017). Second option is to refresh entire new office which will be beneficial as overall architecture will be changed and hidden benefits might be accomplished. The cost will be higher as entire cost will then exceed the stipulated budget. The recommended option is to do minimum in new office as balanced benefits will get attained.

Cost and Timescale

 The project cost is an important part of completion of project as without having financial resources, it cannot be completed within time. There are various costs that are required to be incurred in order to attain project without any difficulty. Moreover, project will get completed in 60 days. The total costs which will be incurred are as follows-

Office Move budgeted cost sheet

Item

Cost (in £)

Office Design

 

Legal Fees – Contract review

260.00

Architect

300.00

Interior Designer

310.00

Planning Permits

150.00

Regulatory Fees

300.00

Build-out Materials

 

Interior Materials

1,110.00

External Materials

1,000.00

Landscaping Materials

500.00

Construction & Build-out

 

Existing Office

Space Restoration

400.00

New Office

Interior Construction

1,150.00

Exterior Construction

1,120.00

Landscaping team

400.00

Office Furniture & Related Accessories

Employee Work Areas

Partitions

40.00

Desks

20.00

Chairs

30.00

Storage

25.00

Employee Areas (Lounge)

Furniture

250.00

Lunch room Appliances

40.00

Storage

20.00

Decorations & Accessories

60.00

Reception Area

50.00

Furniture

250.00

Decorations & Accessories

60.00

Boardroom area

Furniture

260.00

Speciality Communications

35.00

Decorations & Accessories

65.00

Other Areas

Furniture

220.00

Speciality Communications

35.00

Decorations & Accessories

65.00

Communications

Designing network & Cabling

150.00

Voice equipment

190.00

Additional Equipments

100.00

Physical Relocation

Temporary Storage

90.00

Moving Company office

200.00

Insurance charges

180.00

Cleaning for locations

New Location

100.00

Old Location

100.00

Marketing

Update Print Materials

Letterhead, Envelopes

120.00

Business Cards

55.00

Website Updates

100.00

Office Relocation Notifications

90.00

Total

10,100.00

Cost/Benefit Analysis

 The cost/benefit analysis has to be taken into consideration so that project can be analysed from various viewpoints that what will be benefits out of it and also what are the costs to be incurred from it. The benefits which will be accomplished by Nisa Ltd would be reduction in transportation costs and increase in satisfaction level of customers as fast delivery will be made to them. Costs would be maximise as new office location will be in Manchester and thus, expenditures will increase.

 

2. Risk Analysis:

Risk Identification

Risk Prevention

Risk Management

Risk Monitoring

Moving office takes longer time to move equipments than anticipated

Face-to-face meeting with movers for eliminating delays

Making definite plan and go as per schedule

Monitoring within two days for extracting variances if any

Painting and carpeting contractors takes more time than expected

Making aware to contractors regarding schedule

Execute plan as per scheduled activities

Checking within alternate days for variances

SECTION 3: WHO WILL WORK ON THE PROJECT?

 

Roles and Responsibilities

 The roles and responsibilities of Project Manager is to effectively allocate the work to his team members so that they may be able to achieve tasks in the best way possible. The role of Project Manager is to develop project plan, recruit staff for the project, assign tasks to members, provide updates at regular interval to top management (Carvalho and Rabechini, 2017). On the other hand, roles and responsibilities of members are to contribute to overall project for meeting its objectives, incorporate skills and individual expertise, work with set standards, documenting the whole procedure.

Organisation chart

Illustration 1: Project organisation chart Source: lucidchart.com

Names of:

Project Sponsor- Jen Harry

Project Manager- Helen Welch

Project Team- Jennifer Tse, Julia White, Emma Wenzel

SECTION 4: HOW AND WHEN WILL THE PROJECT BE DELIVERED?

 

Project Plan

Task Name

Duration

Start

Finish

Project Management

16 days

Thu 10/25/18

Thu 11/15/18

Planning

2 days

Thu 10/25/18

Fri 10/26/18

Budgeting

1 day

Mon 10/29/18

Mon 10/29/18

Scheduling

1 day

Tue 10/30/18

Tue 10/30/18

Procurement management

1 day

Wed 10/31/18

Wed 10/31/18

Quality management

1 day

Thu 11/1/18

Thu 11/1/18

Defining requirements

10 days

Fri 11/2/18

Thu 11/15/18

Location of office

2 days

Fri 11/2/18

Mon 11/5/18

Customer base analysis

2 days

Tue 11/6/18

Wed 11/7/18

Physical structure

2 days

Thu 11/8/18

Fri 11/9/18

Identifying Constraints

2 days

Mon 11/12/18

Tue 11/13/18

Staffing Plan

2 days

Wed 11/14/18

Thu 11/15/18

Site Selection

5 days

Fri 11/16/18

Thu 11/22/18

Contract

2 days

Fri 11/16/18

Mon 11/19/18

Facilities access agreement new facility

2 days

Tue 11/20/18

Wed 11/21/18

Notifying existing Realtor

1 day

Thu 11/22/18

Thu 11/22/18

Office Design structure

26 days

Thu 10/25/18

Thu 11/29/18

Architectural drawings

5 days

Fri 11/23/18

Thu 11/29/18

Interior design

4 days

Thu 10/25/18

Tue 10/30/18

Communications Requirements

2 days

Thu 10/25/18

Fri 10/26/18

Computer network

1 day

Mon 10/29/18

Mon 10/29/18

Cabling and related work

2 days

Tue 10/30/18

Wed 10/31/18

Electrical

3 days

Thu 11/1/18

Mon 11/5/18

Voice network

1 day

Tue 11/6/18

Tue 11/6/18

Cabling

1 day

Wed 11/7/18

Wed 11/7/18

Construction Build out

22 days

Thu 10/25/18

Fri 11/23/18

Planning permission

2 days

Thu 10/25/18

Fri 10/26/18

Bid process

2 days

Mon 10/29/18

Tue 10/30/18

Vendor selection

2 days

Wed 10/31/18

Thu 11/1/18

Vendor contracts

3 days

Fri 11/2/18

Tue 11/6/18

Utilities

2 days

Wed 11/7/18

Thu 11/8/18

Open accounts

2 days

Fri 11/9/18

Mon 11/12/18

Activation of utilities

1 day

Tue 11/13/18

Tue 11/13/18

Interior construction

4 days

Wed 11/14/18

Mon 11/19/18

Exterior construction

4 days

Tue 11/20/18

Fri 11/23/18

Communications Network Build out

4 days

Mon 11/26/18

Thu 11/29/18

Bid process

2 days

Mon 11/26/18

Tue 11/27/18

Vendor selection

1 day

Wed 11/28/18

Wed 11/28/18

Vendor contracts

1 day

Thu 11/29/18

Thu 11/29/18

Equipment purchase

2 days

Fri 11/30/18

Mon 12/3/18

Vendor selection

1 day

Fri 11/30/18

Fri 11/30/18

Vendor contracts

1 day

Mon 12/3/18

Mon 12/3/18

Cabling

12 days

Tue 12/4/18

Wed 12/19/18

Internet connection throughout premises

1 day

Tue 12/4/18

Tue 12/4/18

Phone system

4 days

Wed 12/5/18

Mon 12/10/18

Implementing new equipment

2 days

Tue 12/11/18

Wed 12/12/18

Interior Design

1 day

Thu 12/13/18

Thu 12/13/18

Painting

2 days

Fri 12/14/18

Mon 12/17/18

Flooring

2 days

Tue 12/18/18

Wed 12/19/18

Furnishings and fittings

4 days

Thu 12/20/18

Tue 12/25/18

Vendor selection

2 days

Thu 12/20/18

Fri 12/21/18

Vendor contracts

2 days

Mon 12/24/18

Tue 12/25/18

Reviewing quality

9 days

Thu 10/25/18

Tue 11/6/18

Code compliance

2 days

Thu 10/25/18

Fri 10/26/18

Construction

4 days

Mon 10/29/18

Thu 11/1/18

Electrical

2 days

Fri 11/2/18

Mon 11/5/18

Occupancy certificate

1 day

Tue 11/6/18

Tue 11/6/18

Existing location

12 days

Wed 11/7/18

Thu 11/22/18

Buying packing materials

2 days

Wed 11/7/18

Thu 11/8/18

Moving company office

3 days

Fri 11/9/18

Tue 11/13/18

Predictions

2 days

Wed 11/14/18

Thu 11/15/18

Vendor selection

4 days

Fri 11/16/18

Wed 11/21/18

Insurance charges

1 day

Thu 11/22/18

Thu 11/22/18

New location

4 days

Thu 10/25/18

Tue 10/30/18

Cleaning company

1 day

Thu 10/25/18

Thu 10/25/18

Staff unpacking

1 day

Fri 10/26/18

Fri 10/26/18

PC setup

1 day

Mon 10/29/18

Mon 10/29/18

Packing materials disposal off

1 day

Tue 10/30/18

Tue 10/30/18

New Office Maintenance

5 days

Wed 10/31/18

Tue 11/6/18

Housekeeping services

2 days

Wed 10/31/18

Thu 11/1/18

Insurance charges

1 day

Fri 11/2/18

Fri 11/2/18

Sanitation services

2 days

Mon 11/5/18

Tue 11/6/18

Marketing

6 days

Wed 11/7/18

Wed 11/14/18

Change of address notification

2 days

Wed 11/7/18

Thu 11/8/18

Customers

1 day

Fri 11/9/18

Fri 11/9/18

print media

2 days

Mon 11/12/18

Tue 11/13/18

Staff business cards

1 day

Wed 11/14/18

Wed 11/14/18

Milestones

 First milestone is painting and carpeting contractors are appointed beginning process of workers’ notification. Second one is IT wiring and cabling completion in new office. It allows employee to achieve technology insight when moving to office (Tonchia, Tonchia and Mahagaonkar, 2018). Third milestone is completion of painting and carpeting, relocation begins quite effectively. Fourth one is all items are moved to new office and last milestone, entire office move is complete.

Gantt chart

 The below Gantt chart shows that 60 days will be required for completing project.

Task Name

Starting Date

Finishing Date

Project Management

10/25/2018

11/15/2018

Site Selection

11/16/2018

11/22/2018

Office Design structure

10/25/2018

11/29/2018

Construction Build out

10/25/2018

11/23/2018

Communications Network Build out

11/26/2018

11/29/2018

Equipment purchase

11/30/2018

12/03/2018

Cabling

12/04/2018

12/19/2018

Furnishings and fittings

12/20/2018

12/25/2018

Reviewing quality

10/25/2018

11/06/2018

Existing location

11/07/2018

11/22/2018

New location

10/25/2018

10/30/2018

New Office Maintenance

10/31/2018

11/06/2018

Marketing

11/07/2018

11/14/2018

OCT

NOV

DEC

THU 25

TUE 30

WED 31

TUE 06

WED 07

WED 14

THU 15

FRI 16

THU 22

FRI 23

MON 26

THU 29

FRI 30

MON 03

TUE 04

WED 19

THU 20

TUE 25

Human Resource Requirements

 Project team, additional staff and support staff are required so that they may accomplish allocated tasks in effective manner. Additional staff will consist of database engineer, technical clerk, requirement analyst, technical support. On the other hand, support staff will have hardware engineer, system administrator, web designer, documentation, QA (Quality Analyst) manager. Moreover, project team will be software engineer, system analyst. Thus, project will get complete within stipulated time with ease.

Project Control

 Project control will be initiated with tools, equipments, processes, people and experience which will then be integrated to provide right information at the right time for effectively making correct decisions (Westney, 2017). This means that project will be controlled in a better way and project team along with process will provide desired outcomes. Hence, office move of Nisa Ltd will be shifted to Manchester city and faster services will get enabled by it for offering to services in effective manner. Communication plan is listed below-

Stakeholders

Communication channel

Frequency

Media

Council

Through presentations in meeting

Once in a week

Project monitoring reports and status

Project Team

Progress of meetings and face-to-face conversations

Weekly

Meetings minutes and Action Log

Project Manager

Email conversations

Alternate days

Status reports

Quality Control

 Quality standards are to be followed so that services meets requirements which are specified for completing the project. It will be ensured that everything is done as per the project planning in the best manner possible (Burtonshaw-Gunn, 2017). Quality planning in present project is highly important as it is not kept as per standards, then it influences costs, scheduling, timescale of project. Thus, quality control will be followed so that project deliverables may be achieved.

 

CONCLUSION

 

 Hereby it can be concluded that project should be completed in a timely manner so that it may not get delayed. It is essentially needed to get it complete within stipulated time by which project deliverables are attained. It can be analysed from report that Nisa Ltd will shift its office from Bellshill to Manchester city which will take 60 days for project for its completion. Hence, company may be able to achieve benefits in effective manner and transportation expenditures will get reduced with ease and faster delivery of products will be provided to final customers. Thus, office move will be successful as per scheduled Gantt chart.

 

REFERENCES

 

Books and Journals

  • Burtonshaw-Gunn, S. A., 2017. Risk and financial management in construction. Routledge.
  • Carvalho, M. M. and Rabechini, R., 2017. Can project sustainability management impact project
  • success? An empirical study applying a contingent approach. International Journal of Project Management. 35(6). pp.1120-1132.
  • Fuller, M. A., Valacich, J. S., George, J. F. and Schneider, C., 2017. Information Systems Project Management: A Process and Team Approach, Edition 1.1. Prospect Press.
  • Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.
  • Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
  • Martens, M. L. and Carvalho, M. M., 2017. Key factors of sustainability in project management context: A survey exploring the project managers’ perspective. International Journal of Project Management. 35(6). pp.1084-1102.
  • Papke-Shields, K. E. and Boyer-Wright, K. M., 2017. Strategic planning characteristics applied to project management.International Journal of Project Management. 35(2). pp.169-179.
  • Tonchia, S., Tonchia and Mahagaonkar, 2018. Industrial project management. Springer.
  • Webb, A., 2017. Using earned value: a project manager’s guide. Routledge.
  • Westney, R., 2017. Computerized Management of Multiple Small Projects: Planning, Task and Resource Scheduling, Estimating, Design Optimization, and Project Control. Routledge.

ONLINE

  • What are the objectives when moving office?. 2018 [Online] Available Through: <https://www.helpmovingoffice.co.uk/article/what-are-the-objectives-when-moving-office>
  • Project organisation chart. 2018 [Online] Available Through: <https://www.lucidchart.com/pages/templates/org-chart/project-organizational-chart-template>

Cite This Work

To export a reference to this article please select a referencing stye below:

Reference Copied to Clipboard.
Reference Copied to Clipboard.
Reference Copied to Clipboard.
Reference Copied to Clipboard.
Reference Copied to Clipboard.
Reference Copied to Clipboard.
Reference Copied to Clipboard.

Related Services

View all

DMCA / Removal Request

If you are the original writer of this essay and no longer wish to have your work published on the UKDiss.com website then please:

Related Lectures

Study for free with our range of university lectures!