Managing the Project: Moving Organizations to Another Location

This report demonstrates how to manage the project of moving organizations to another location. It evaluates the current feasibility study, project scope, priorities, and work breakdown structure. It also suggests improvements for better project management practices and discusses limitations and feasibility.

Table of contents
Introduction....................................................................................................................1
Critical evaluation of the current feasibility study of the present project and
investigating approach:..............................................................................................................1
Present feasibility study:............................................................................................1
Project management theories and ideas:....................................................................1
Defining project scope:..............................................................................................2
Establishment of project priorities:............................................................................3
Creating the work breakdown structure (WBS):........................................................5
Integrating the WBS with Organisation:....................................................................5
Assessment of the chosen project based on the project priorities and scoping:.............6
Defining project scope:..............................................................................................6
Implementing project priorities:.................................................................................7
Creating the work breakdown structure (WBS).........................................................8
Improvements for better practices of project management and determining the
limitations and feasibility of deployments:................................................................................8
Improvements for best practices:...............................................................................8
Limitations for implementation:................................................................................9
Conclusion:....................................................................................................................9
Bibliography.................................................................................................................10

Introduction
This report intends to demonstrate how to manage the project “Moving organizations to
another location”. The following report aims to analyze the current feasibility study of the
case of project management. Further, the study evaluates the project as per the work
breakdown structure, priorities and project scoping. This prospect for moving has been
problematic and prospect to move is challenging. However, like any other process, it can be
categorized into various series of easy activities and checks. The following study has
demonstrated the present state of feasibility studies for managing the projects. Furthermore,
different processes of developments are suggested here for better practices of project
management and determine the imitations and feasibility to implement.
Moreover, this can take place due to various causes. It can involve moving to other cities and
company expansions irrespective of causes. In changing the interior design of the office to
deploy the innovative methods of working. The current situation, the relocations are the
catalysts to provide the overall business with a make-over. This must not be seen as an
aesthetic one. The moving of the office must help any business to analyze the methods of its
operations. This can also encourage and motivate performances. This can also encourage and
motivate performances. It helps in altering employee, customer and public perceptions of
business. This can open up the methods through which one can cut back on the expenses.
Critical evaluation of the current feasibility study of the present project and
investigating approach:
Present feasibility study:
The feasibility study assessment of the current state has been considering every relevant
factor of projects. This has ascertained the scheduling, legal, technical and financial
considerations for completing the project in a successful manner (Kerzner, 2017).
Project management theories and ideas:
In this case, the PMBOK Guide can be considered. At first, the prescription for the actions
are to be crystallized (Jack, et al., 2017). This must also involve the explicit type of principle
of project management. It is about the particular aspect and element of the process in project
managements. Next, Hugos (Hugos, 2018) argues that there are the crystallizations to
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prescriptions and principles of the candidate theories and determine the corresponding theory.
Furthermore, it states that the projects consist of a couple of types of processes as per
Ardolino (Ardolino, et al., 2018). It involves the product-oriented processes and project
management processes. This specifies and gives rise to the product of the projects. Then, the
process of the project management can be further distinguished as shown by Stentoft
(Stentoft, et al., 2016) to initiations, planning, execution, maintain and close the processes.
Defining project scope:
It is seen that the initial steps is to understand the scope definition. This is helpful to
determine every important tasks for generating the ultimate products. Moreover, the
statement has also employed the remaining of the efforts to plan. Thus it is been detailed
sufficiently. Nevertheless, it must be reminded to be detailed. As the planning phase goes on,
the team must be demonstrating and determining the tasks needed to bring the project to be
successful. Thus, the definition is to assure that every person of the team should know the
expectation during the project. Besides, the tasks of the project must e predicted reasonably o
be reported and ascertained.
(Tom, 2019).
Project objective:
These are measurable and consists of primary performance indicators. This can be utilized for
analyzing the success of the project.
Project deliverable:
This can be utilized for demonstrating tangible and intangible service and products generated
due to the project intended to get delivered to the client. This deliverable can be a document,
report, software product, up gradation of software and building block of the entire project.
(The Audiopedia, 2017).
Milestone:
This is the activity having zero duration. It indicates the essential achievement in any project.
They denote the clear sequence of events. This incrementally builds up until the project gets
finished.
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Technical requirement:
These are the technical problems considered for successfully finishing the projects. It
includes various elements like availability, reliability and performances that must be met by
the project for proceeding with the project (Fernandes, et al., 2015).
Limit and exclusion:
The statements can be calling these items that are out of the project scope. Instead of the
elements, the stakeholders are able to make false kinds of assumptions and input various
realistic intentions on the team of the projects. This a vital document for planning the
projects.
Reviewing with customers:
This is an effective exercise that is intended to be done at the ending of all the phases of the
current project. This has been helpful for determining the current status (De Felice, et al.,
2015). This involves the identifications of deliverable related to date and then seek whether
the project is able to meet the set objectives.
Establishment of project priorities:
Reasons behind the project trade-offs:
The change of scope is considered to be an official decision. This must be made the project
managers. Further, the clients for changing any feature for expanding or reducing the
functionalities. Commonly, the change of scope includes the making of adjustments to
timeline, budgets and costs (Harris, 2017). Moreover, the time-cost trade-off is the essential
tool of management for overcoming the limitations of critical path methods. They are unable
to bring the schedule for any particular timeline. The decrease of the project duration can be
performed through adjusting the overlaps taking place between various tasks. It can also be
done through decreasing the duration of many activities.
Managing priorities of project trade-offs:
While reviewing numerous scopes having limited number of resources, the business must
frequently make comparison with the trade-offs of all these. They must be selecting the
different opportunities yielding the greatest benefit. As any risk take place it is common that
more amount of project management resources are required. This must involve resources,
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money and time for managing that. This risk might also affect the ability of meeting the client
requirements. Besides, other changes can happen in the project for various causes. This is the
reason behind managing project trade-offs. While managing, the effect of the changes in
terms of resources, budgets and time are to be calculated. Firstly, the step consists of
“Constrain”. For the existing situation, the main parameter is specific. Again, the project
should be meeting the date of completions, the scope of projects and budgets and
specifications. Secondly, there is an “Enhancement”. Provided with the project scopes, the
criterion must be optimized. As far as cost and time is considered, it indicates the taking of
benefits of scopes to decrease costs or schedule. Lastly, there is “Accept”. Further, the
criterion is tolerable and never meeting the main parameters. Again, when the trade-offs are
finished he schedule is allowed to get slipped. It is helpful to decrease the performance and
scope of the project and to go beyond the budget (Turner, 2016).
Project priority matrix:
It is the smart tool to help manager in differentiating the expectations and trade-offs. Here,
the manager requires to deploy what is to be accepted and developed and required to be
constrained. Thus it is useful to prioritize the unclear and complex problems as there are
various criteria to determine the significance to reach the key issues and priorities.
(Eaton Business School, 2017)
Scope Time Cost
Constrain
Enhance
Accept
Table 1 - Project Priority Matrix
Developing the neeed work breakdown structure (WBS):
There are various steps in the project phases. Firstly, there is the listing of every activities of
the project through brainstorming. Next, there is clustering of every activity. Then, there are
summarising of activities in logical work packages. Besides, there is assigning of
responsibilities. After that, the temporal position of work packages under the project flow
with the help of starting and ending date are to be defined. Ultimately, there is the making of
documentation of the entire planning. Following example is an outlined WBS:
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Figure 1 - Example of WBS
Integrating the WBS with Organisation:
In the present case, the work breakdown structure is utilized for connecting the
elements important to perform tasks. Its outcomes are known as OBS or Organization
Breakdown Structure. The reason is to deliver the system for summarizing the unit activity
performances. Its intents are to determine the units of the business liable for work packages
and link the unit to the accounts of cost control.
Assessment of the current project based on the basis of its project priorities and
scoping:
Defining project scope:
Project objective:
This includes the ending up with proper space of the new office. Then, there must be the
avoidance of business disruptions and moving in a tie. Then, one must be moved within the
budget and the employees are to be happy and get settled quickly.
Deliverable:
In this case, the aim is to effectively consolidate the departments through moving the human
resources, information system sector and finance departments. For efficiently moving the
departments, one must generate the proper schedule of the activities to considered prior to
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moving. Again, one is required to implement the suitable costs to move the departments.
Ultimately, one should define ten risks and efficiently communicate the proper people.
Milestones:
The first significant milestone that is identified in regards to the relocation of the
organization involves round the fact of the carpeting contracts, moving as well as painting
that has been hired by the organization. The achievement of this milestone is very crucial for
the employees that will be working in the organization. The second significant milestone that
is being depicted to relocate the office involves the wiring of the new business office. This is
a very necessary step in regards to the office relocation as work could not be started in the
new premises of the office without the relevant electric wiring. The achievement of this
milestone will permit the movement of the teams in accordance to the distinct technology
possessed by staff. The next important point that is to be adhered is the painting as well as
carpeting of the floor area. This will effectively help the overall organization to proceed with
the procedure of relocation of the office area. In addition to this milestones there is another
important aspect that deals with the relocation of the boxes that possess the necessary files or
properties used in the offices for carrying out the official works. This boxes will be packed by
the employees of the offices distinctly thus ensuring that the movement or relocation of the
office is being completed.
Technical requirement:
The latest office should be including the installed infrastructure and cabling needed by the
business. Then, the number of phone lines, Cat 5 and Cat 6 cables are to be determined. Next,
the power outlets are to be determined. Further, the capacity of the review line is to be
determined for ordering the phone lines. Then, the call forwarding is to set to as the phone
number can be changed. Next, the deployment and order kind of internet access needed for
the latest location is to be determined. Moreover, the type of phone system to be best like
PBX, VoIP for the company is to be determined.
Limit and exclusion:
Regarding the limits, the office must never be ready for total access. Then, moving the
company has been taking a longer time for moving the tools than intended. Further, carpeting
and painting contractors can get anticipated and there must be staffs not having their
resources ready for the movers. Next, there must not be sufficient boxes for all the staffs.
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After that, the staffs have been able to efficiently work on the present projects. Lastly, the
base of the customers has been affected potentially.
Review with a customer:
The customers are intended to have a smart idea regarding the project. The reason is that the
business can deliver better service for the customers. Through merging the information
systems, human resource and finance departments, at one place, the company can develop
smart communication systems. The customers must review this (Scott, 2016). Moreover, the
customers can also provide a review regarding threats as the projects get disrupting to the
customer service.
Implementing all the project priorities:
Reasons behind project trade-offs:
To relocate the office, there is a necessity to give rise to alternative assimilations of duration,
budgets and scopes through creating the schedule and plans through the best practices. The
requirements are that one must define the deliverables and tasks in the WBS having the
acceptance criteria (Khameneh, et al., 2016). Next, there is no ambiguity regarding
completion and progress. The project schedule and plan are to be based on estimations of the
number of tasks needed. One must use the finishing and starting dates. Having the suitable
components in the proper place, one can provide the decision-makers and sponsors the trade-
offs and alternative between time, budget and scopes.
Controlling the priorities of trade-offs:
For relocating the present company, all the parameters to be kept fixed are to be considered
as constraints the project should be meeting the date of completions, scope and specifications
of the budget and projects. Then, there is an enhancement or optimizing of the criterion on
the others. Then, there is accept or reducing and not meeting the required criterion.
Project priorities matrix:
The project priority matrix of the project is shown below:
Scope Time Cost
Constrain
Enhance
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Accept
Table 2 - Project Priority Matrix
From the above matrix it can be depicted that the Constrain is time effective as the
relocation procedure will require some time in accordance to the various constraints present
within the office premises. Moreover, the enhancement in the new office premises depends
on the cost as the enhancement will include many new things that are to be implemented in
the new area of the office premises. Lastly the acceptance of the implemented things is said
to be dependent on the scope of the implementation. This is due to the fact that the
implemented factors or constraints must be effective for the achievement of the goals as well
as aims of the organization. Hence the scope is very necessary for accepting the
implementation of the new things within the relocated office premises.
Creating the work breakdown structure (WBS)
A WBS shows a hierarchical breakdown of the project in a deliverable focussed manner. The
WBS for this project is shown below:
Figure 2 - Office Relocation WBS
According to the above stated WBS it can be depicted that there has been a significant
emphasis on the different departments as well as their participation in the overall procedure
of the relocation. This procedure is initiated right form the decision that is being taken for the
relocation till the maintenance of the new office premises. The WBS states the overall aspects
that should be adhered by the management of the organization in accordance to the relocation
of the office premises. The significant constraints within the WBS is further subdivided into
small works that are to be completed by the relevant department for carrying out the
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Office Reloaction
Project
Management
Planning
Budgeting
Scheduling
Procurement
Quality
Requirement
Definition
New Office
Location
Constraint
Indentification
Staff Plan
New Office Site
Selection
Contract
Facilities
New Office
Design
Architectural
Interior
Exterior
Network &
Comm
Security System
Construction
Build Out
Planning
Permission
Bid Process
Utilities
Interior
Exterior
Comm &
Network Build
Out
Bid Process
Equipment
Purchasing
Cabling
Internet
Connectivity
Phone System
Interior Design
Painting
Flooring
Furnishing &
Fitting
Installation
Quality Review
Code
Compliance
Occupancy Cert
Existing Location
Packing Material
Moving
Company
Staff Packing
Cleaning
New Location
Cleaning
Staff Unpacking
PC & Phone
Setup
New Office
Maintenance
House keeping
Insurance
Sanitation
Service

relocation procedure effectively. Thus it can be said that the WBS stated above is very
necessary in accordance to the relocation of the office premises.
Improvements for better practices of project management and determining the
limitations and feasibility of deployments:
Improvements for best practices:
Looking at better methods for awareness and visibility, the software could be notified
regularly for the team of liabilities and changes, making every difference. Not to
overcomplicate the projects, having things easy is a difference between the team loading a
tool. Holding team members to be accountable to update the tasks, it will be permitting the
liabilities to be passed from one party of liability to the next one. This must also involve the
creating of suitable reporting.
Limitations for implementation:
Human Element Limitations:
In the present case individual and team feedbacks are needed to stop this kind of imitations
prior it spreads. The business should be aware of the human element through knowing the
team well with spot-checking the sectors that might result in the conflict.
Software Limitations:
The designers of the project management might trust that they have created it. This must be
used well and, however. This must not be the case every time. Next, all the software must not
work all the time for every type of project. Again, not every software can be adapted quickly
for meeting the needs of the project, irrespective of what type of project methodology is used.
IT Limitations:
As the software needed makes conflict with network and it is crashed, it can be concluded
that the IT department is not effectively communicating.
Vendor and Supplier Limitations:
Then, the suppliers used can also put the bar over timelines of projects. As they are unable to
get what is requested and backlogged, the project goes totally to their liability. The smart
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process f vendor selection must be used. This must be done from advance. It should be on the
initiation of the project for assuring the delivery within time.
Conclusion:
It is seen from the above study that having a suitable process, one can assure that the office is
moved on budget, time and without any hassle. This a multi-step process needing several
steps of preparations and careful planning. Gaining external help is helpful to assist with
moving and planning itself. This is the simplest methods to method strains and stresses to
relocate. It must be reminded that for the current projects, the control limits can be used.
These happen as there are variations in the data. Again, the mere type of disagreement taking
place among the team members has been affecting the controlling of the project and previous
failures. The smart managers must design the paths of control limits and then set the
standards as any such challenge occurs. Then there are limits of specifications. This, unlike
the above limits of controls, the limits of specifications are complicated to control. Though
quality management is used, the stakeholder or client has been proving dissatisfactions and
swaying of the project.
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