Project Management Report: Banbury Office Relocation Project

This comprehensive project management report details the relocation of "Top Consultancy," a London-based consulting firm, to Banbury, Oxfordshire. The report begins by outlining the business objectives and the reasons for choosing Banbury. It then dives into the project's subdivisions, high-level estimates, and a summary of the overall plan, including timelines and budget. The core of the report focuses on project management methodology, specifically exploring PMBOK and PRINCE2, with a detailed analysis of the latter, including its advantages, disadvantages, and feasibility within the context of the relocation. The report further delves into roles and responsibilities, a project overview, milestone planning, and a risk management plan. It also addresses team structure, project quality, change management, and the tasks required in the final stages of the project. The report provides a structured approach to managing the relocation, addressing key aspects such as cost reduction, service improvement, and employee retention. The report offers a practical framework for executing a complex project with a focus on planning, execution, and risk mitigation, making it a valuable resource for students studying project management and business relocation strategies.

Running head: PROJECT MANAGEMENT
Project Management
Name of the student
Name of the university
Author Note:

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Table of Contents
Introduction......................................................................................................................................4
Activity 1.........................................................................................................................................4
Objectives of the Business...........................................................................................................4
Reasons for Selection of Banbury...............................................................................................4
Subdivisions of the Project..........................................................................................................5
High Level Estimate....................................................................................................................5
Summary of the Plan...................................................................................................................6
Activity 2.........................................................................................................................................7
Project Management Methodology..............................................................................................7
Figure No 1: Project Management Framework...........................................................................8
PMBOK.......................................................................................................................................8
Other Major Project Management Methods................................................................................9
Choice of Project Methodology.................................................................................................10
PRINCE2 Methodology.............................................................................................................10
Figure 2: Themes of PRINCE2 Methodology...........................................................................11
Advantages of the Method.........................................................................................................11
Disadvantages of the Method....................................................................................................11
Feasibility of the Method...........................................................................................................11

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Table No 1: Roles and Responsibilities Table...........................................................................13
Activity 3.......................................................................................................................................13
Project Overview...........................................................................................................................13
Milestones of the project...........................................................................................................13
Risk Management Plan..............................................................................................................14
Communication Plan.................................................................................................................14
Communication Steps................................................................................................................14
Activity 4.......................................................................................................................................15
Team Structure, Project Quality and Change Management..........................................................15
Team Structure...........................................................................................................................15
Project Quality...........................................................................................................................15
Change Management.................................................................................................................16
Activity 5.......................................................................................................................................16
Risk Management......................................................................................................................16
Activity 6.......................................................................................................................................17
Tasks in Final Stages.................................................................................................................17
Conclusion.................................................................................................................................18
References......................................................................................................................................19

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Introduction
“Top Consultancy” is one of the leading business firms of London that deals in providing
consultancy services to different kinds of business organizations globally. The business
enterprise specializes in the area of development of business management and most of the clients
it has deals with the same problem. The company has a team of 10 people to look after the
administrative functions of the company. In recent times the MD of the organization has wished
to relocate the office to Banbury, Oxfordshire in view of reducing costs and retaining the current
staffs. I was assigned by the MD in order to lead a small group of team who will plan and
execute the total process of relocation.
Activity 1
Objectives of the Business
The objectives of the business are as follows;
a. To stay committed to an annual income growth of 10% and retain the earning capacity
b. Utmost care to ensure the retention of the current set of clients
c. Prevention of any changes to the service being provided
d. Enhancing profitability by means of reduction of costs
Reasons for Selection of Banbury
The reasons to select Banbury as the spot for office relocation are as follows;
a. Banbury is among the top 20 hotspots in and around London for relocation of office
b. Easy Accessibility from London
c. Good selection of schools and cheaper than other towns and cities close to London

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d. Urban area considered as a place for central retail and commercial services
Subdivisions of the Project
The creation of a master project involving the total relocation of the business from
London to Banbury will require enhanced planning and thus the larger task will be sub-divided
into smaller parts and will allow us to delegate these tasks to a small group of experts according
to the demand. Some of the sub projects under the relocation plan are as follows;
 Improvement of Consultancy Services- The main objective of the business is the
improvement of the consultancy services. The relocation will provide the company with
all the needed technologies to develop the consultancy services
 Improvement of technological aspects of the company- The consultancy services mainly
requires the presence o0f a proper methods of communication in order to ensure that the
company is able to meet the technological aspects needed to create a great
communication.
 Improvement in Work Space Design- The goal of the management of the organization is
to create practical solutions in order to close in the gaps in between the current and
optimal business performances. The following move needs to produce a successful
outcome in all the aspects like that of technology, consultancy, furniture and the general
fit out.
High Level Estimate
A high level estimate has been created and presented by me according to the demands of
the Managing Director of “Top Consultancy”. The purpose of a high level estimate involving

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cost and time is mainly to determine and finalize the size of the project. The project has been
planned by me by following a number of different steps. This includes the likes of;
a. Identification of the products
b. Listing the resources needed
c. Calculation of the effort and the costs
d. Setting out different time scales for cost
Summary of the Plan
I have estimated that it will take around 1.5 months as an average to reach the point at
which the work space has been designed. The completion of the design will be followed by a
period of 2 months to refurbish the total place and install the necessary tools and machineries.
After this a time period of approximately another 1 month will be needed to install the IT,
unpacking and setting of IT and other things. The estimated cost for the project has been set at
pound £25,000. The human resources required for the project will include; Project manager and
the project team which will comprise the different staffs of the organization.
 Expense Management and Retaining- The expense that will be involved during the
process of relocating will include; relocation cost per employee, maintaining and
recording the records of tax, tracking of the costs, producing tax report and many more as
such. The change of the location will however not affect the number of clients. The
company can make arrangements to provide free consultancy services during the move or
a few days after the move. Such a move can ensure the success of the business
accordingly.

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 Move Management and minimizing the human resource- The main success of
relocation will depend on the likes of the control of the authority that comes in hand with
the maintenance of a planned order. The relocation to cheaper outskirts like Banbury will
also ensure the reduction in the costs of the business and the living costs of the
employees. This will enable the management of “Top Consultancy” to provide cheaper
services in the new office.
 Relocation Audit- The economic climate of the present situation demands a proper audit
of the organization in an effective manner. To get the most bang for the buck, and for the
time invested, senior management must rally the troops before, during, and after the audit
and evaluation process by defining the goals of the audit, as well as set expectations for
each department’s cooperation. Considering the importance of auditing and evaluation
throughout the project, I have chosen to speak about it in detail.
Activity 2
Project Management Methodology
The term “Project management Methodology” was first defined at the start of the 1960’s.
The reason for its definition was because the business organizations operating at that particular
time were in search for the most efficient ways that could ease the realization of the benefits of
business and accordingly organize the work into a structured and innovative entity. Project
management or “PM Framework” is a structured collection of all the different types of
knowledge on how to implement the changes in a methodological way.

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Figure No 1: Project Management Framework
Source: (Binder 2016)
PMBOK
The PMBOK or the Project Management body of Knowledge is abroad inventory of
different kinds of the best practices and ideas required to plan and implement the projects. The
project phases according to PMBOK are as follows;
1. Project Initiation- The particular phase means the start of the project or the time when
the project manager gets the green signal to commence the operations of the project
2. Project Planning- The planning of the project is a critical phase as the plans have to be
set according to SMART and CLEAR goals which will help the people to easily
understand the aspects and the elements of the projects. The aspects and elements include
the likes of the time taken to complete each of the projects. The other aspects of project

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planning will also include the milestones of the project that will be displayed in a Gantt
chart.
3. Project Execution- The execution of the projects will involve the development of the
project team, assignment of the resources, executing plans and the setting of the tracking
systems and also the holding of meetings.
4. Project performance and Monitoring- The project manager will typically choose two
key performance indicators to measure the performance of the project. This includes
Project schedule and the project budget. These two indicators are important for the
success of the project in the organization.
5. Closure of the Project- The final phase of the project means the completion of the
project. This is where the entire team’s efforts need to be recognized and respected. The
project manager in the final phase will create the final project budget and document the
objectives met or not met based on all the given goals of the project.
Other Major Project Management Methods
Other major methods to carry out a project are as follows;
 CPM- Critical Path Method is based on the selection of the most important or critical
tasks in the project and then define the possible sequences of different activities and then
estimate the longest duration. Lean Measure- The lean method is applied in a project in order to minimize the wastage
of the resources of a project and maximize the values of the customers. The following
also focuses in achieving customer satisfaction and generates great value for the
organization carrying out the project.

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 Six Sigma- The six sigma process helps to define the goals of the project clearly and also
uses scientific process to complete the project. CCPM- The critical chain project management is the process of planning, implementing
and reviewing the project in a single and multiple project based environment.
 SCRUM- SCRUM is an example of agile methodology that involves teams in producing
a software product in sprints of 30 days and monthly scrum sessions.
Choice of Project Methodology
I have to choose the most selective methodology from the above mentioned ones in order to
ensure greater success for the project. I strongly suggest the use of PRINCE2
Methodology as it is unique and will help us to easily select and assign roles to different
individuals in the team.
PRINCE2 Methodology
The following methodology was developed by the UK government and presents a suite of
process driven methods and products that are based on proper documentation oriented
approaches that helps to allow the driving of a number of projects in the private sector.

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Figure 2: Themes of PRINCE2 Methodology
Source: (Binder 2016)
Advantages of the Method
The advantages of PRINCE2 Methodology are as follows;
a. The PRINCE2 Method divides the project into different phases that helps the
management of the project easy
b. Improves communication between the members of the team
c. Allows the project team to have more control on the project
d. Compatible with the relocation project as because the project is dependent on a number
of external stakeholders
Disadvantages of the Method
The disadvantages of PRINCE2 Methodology are as follows;
a. The PRINCE2 is one of the most complex methods and needs a proper training for all
the project participants in order to complete the project
b. The companies which will try to adopt the following process needs to adopt the strategy
and be flexible in nature
Feasibility of the Method
The feasibility of the project will be assessed during the project initiation phase that is at
the time when the project manager gets the green light to commence the operations of the
project. The feasibility will be measured by means of;
1. Purpose- The relocation of the office of Top Consultancy to Banbury

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2. Objectives- Develop good communication and maintaining a 10% annual growth in
income
3. Scope- The planning and execution of the project in a phased manner
4. Deliverables- The successful relocation of time and budget
5. Constraints- Finance and time
6. Assumptions- Space crunch in office and other economic benefits
7. Business Case- Improvement in IT
8. Analysis of the Risk- Identification of risk and the management and control
9. Project team- The stakeholders of the project, team of the project, other staffs and the
MD
10. Project Control- The networking and constant monitoring
11. Quality Control- Meeting of the project aims, objectives, guidelines, budget and time
schedule
Designation Role Responsibilities Competence/
Specification
 Team Leader
 Motivated
and leads the
team as an
example
 Preparing the
project plan
 Selection of
the team
members
 Assigning the
roles of the
members
 Advising the
project
Manager
 Proper planning
 Management of
time
 Solving critical
problems
 Attention to
important details
 Administrative
Manager
 Checks and
performs the
administrativ
e and
functional
aspects of the
 Setting and
maintaining
files of the
project
 Collection of
data
 Organization
and
administration of
people and their
skills
 Expert in