MNG00785: Office Move 'Insurance Company' - Project Charter

This project charter outlines the scope, business case, milestone schedule, risks identification and response planning, stakeholder list, resources needed, team operating principles, lessons learned, and commitment for the MNG00785: Office Move 'Insurance Company' project.

Running head: MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
A Project Charter
On
MNG00785: Office Move ‘Insurance Company’
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Student Number:
Unit Code: MNG00785
Assignment no: 1
Word Count: 1500
Date:

MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
Table of Contents
Introduction................................................................................................................................1
Scope of project..........................................................................................................................1
The Business Case......................................................................................................................1
Milestone schedule with acceptance criteria..............................................................................2
Risks identification and risk response planning.........................................................................3
Stakeholder list...........................................................................................................................4
Analysis of Stakeholder..........................................................................................................4
Resources needed.......................................................................................................................5
Team Operating Principles.........................................................................................................6
Lessons Learned.........................................................................................................................6
Commitment...............................................................................................................................6
References..................................................................................................................................8
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MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
Introduction
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.
Scope of project
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.
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MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
The Business Case
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.
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.
Milestone schedule with acceptance criteria
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
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MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
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.
Risks identification and risk response planning
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.
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MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
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
Stakeholder list
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
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MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
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:
Analysis of Stakeholder
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
Resources needed
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
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MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
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
Team Operating Principles
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 Learned
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
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MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
(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.
Commitment
James Morgan, Sponsor ………………………………. …………………………
Signature Date
Anup Neupane, Project Manager ………………………………. …………………
Signature Date
Cameroon White, Team member ……………………………….
…………………………
Signature Date
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MNG00785: OFFICE MOVE ‘INSURANCE COMPANY’
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.
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