Project Management Report: ABC Insurance Office Relocation Plan

This project management report details the office relocation project of ABC Insurance Company Ltd. due to the expiration of their current office lease. The project encompasses various stages, starting with primary analysis, detailed planning, and office relocation planning, followed by preparation for relocation, the actual relocation work, and finally, project closure. The report includes a Work Breakdown Structure (WBS), a RACI chart, a project schedule with Gantt and AON diagrams, a comprehensive project budget, progress reporting using timeline and Earned Value Management (EVM), risk management strategies, change management processes, stakeholder identification, and communication plans. The project's objective is to relocate the office with minimal disruption, within a two-month timeframe, and under a budget of $100,000. The report provides detailed insights into each aspect of the project, offering a thorough analysis of the relocation process.

Running Head: PROJECT MANAGEMENT
Office Relocation Project
Name of the Student
Name of the University

1PROJECT MANAGEMENT
Table of Contents
Project Background.........................................................................................................................2
Project Work Breakdown Structure.................................................................................................2
RACI Chart......................................................................................................................................4
Project Schedule (with Gantt and AON) showing Resource Overloads.........................................5
Project Budget.................................................................................................................................7
Progress Reporting (Timeline and EVM)........................................................................................9
Risk Management..........................................................................................................................11
Change Management.....................................................................................................................12
Stakeholder Identification and Communication............................................................................13
Project Closure...............................................................................................................................13
Bibliography..................................................................................................................................14

2PROJECT MANAGEMENT
Project Background
Relocation of office is the main concern and focus of this project. ABC Insurance
Company Ltd. has got the current rent deal for office space expiring in a month and the landlord
is not willing to extend the deal. However, as a gesture of goodwill, the landlord has allowed an
extra month (i.e. a total of 2 months) to search for a new space and execute the relocation
process.
The company has certain reservations and specifications in plans and based on the same,
the project plan has been developed in this report.
Project Work Breakdown Structure
WBS Task Name
0 Office Relocation Project
1 Primary Analysis and Team Talk Regarding Relocation
1.1 Call urgent board meeting regarding the relocation
1.2 Discuss the need for relocation
1.3 Discuss the possible impacts of relocation on the regular operations
1.4 Discuss regarding new office building location
1.5 Prepare draft document regarding project proposal
1.6 Submit the proposal for review
1.7 Receive official approval to go ahead
2 Detailed Planning for the Relocation Process
2.1 Set up project team for planning and managing the relocation
2.2 Conduct survey in appropriate location for office space
2.3 Shortlist a few potential office spaces
2.4 Contact owners of the shortlisted office spaces

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2.5 Discuss rent costs and facilities available in each of the spaces
2.6 Create a report regarding the shortlisted facilities
2.7 Conduct feasibility analysis
2.8 Selection of one office space
2.9 Contact the authority regarding rent of the space
2.10 Finalise the price for the rent
2.11 Prepare paperwork for handover
2.12 Legalise all the moves
2.13 Sign the contract for rent for the office space
3 Office Relocation Planning
3.1 Determine the scope of work in the relocation
3.2 Define limitations of work for the relocation
3.3 Specify the major constraints for the relocation work
3.4 Estimate total budget for relocation work
3.5 Recruit team members for the relocation work
3.6 Allocate relocation work to the team members
4 Preparation for Relocation
4.1 Set up new furniture in the new office space
4.2 Installation of electric lines
4.3 Installation of water lines
4.4 Installation of amenities
4.5 Installation of safety equipments
5 Relocation Work
5.1 Relocation of existing furniture
5.2 Relocation of computers and peripheral equipments
5.3 Relocation of other necessary stuffs
5.4 Final works
6 Project Closing

4PROJECT MANAGEMENT
6.1 Review if the relocation is successfully complete
6.2 Sign off the project
6.3 Closing
RACI Chart
The RACI Chart for the project is as follows.
Project Manager Relocation Supervisor Workers
Team Meeting R A I
Relocation Planning C R I
Renting New Property R A I
Relocation Work C A R
Closing R A I

5PROJECT MANAGEMENT
Project Schedule (with Gantt and AON) showing Resource Overloads
Figure 1: Gantt Chart of the Project
(Source: Created by Author)

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Figure 2: AON Diagram of the Project
(Source: Created by Author)
Project Budget
WBS Task Name Resource Names Cost
0 Office Relocation Project $92,800.00
1 Primary Analysis and Team Talk Regarding Relocation $0.00
1.1 Call urgent board meeting regarding the relocation Project Management Team $0.00
1.2 Discuss the need for relocation Project Management Team $0.00
1.3 Discuss the possible impacts of relocation on the regular operations Project Management Team $0.00
1.4 Discuss regarding new office building location Project Management Team $0.00

8PROJECT MANAGEMENT
1.5 Prepare draft document regarding project proposal Project Management Team $0.00
1.6 Submit the proposal for review Project Management Team $0.00
1.7 Receive official approval to go ahead Project Management Team $0.00
2 Detailed Planning for the Relocation Process $25,000.00
2.1 Set up project team for planning and managing the relocation Project Management Team $0.00
2.2 Conduct survey in appropriate location for office space Project Management Team $0.00
2.3 Shortlist a few potential office spaces Project Management Team $0.00
2.4 Contact owners of the shortlisted office spaces Project Management Team $0.00
2.5 Discuss rent costs and facilities available in each of the spaces Project Management Team $0.00
2.6 Create a report regarding the shortlisted facilities Project Management Team $0.00
2.7 Conduct feasibility analysis Project Management Team $0.00
2.8 Selection of one office space Project Management Team $0.00
2.9 Contact the authority regarding rent of the space Project Management Team $0.00
2.10 Finalise the price for the rent Project Management Team $0.00
2.11 Prepare paperwork for handover Project Management Team $0.00
2.12 Legalise all the moves Project Management Team $0.00
2.13 Sign the contract for rent for the office space Project Management
Team, Other Costs[1] $25,000.00
3 Office Relocation Planning $0.00
3.1 Determine the scope of work in the relocation Project Management Team $0.00
3.2 Define limitations of work for the relocation Project Management Team $0.00
3.3 Specify the major constraints for the relocation work Project Management Team $0.00
3.4 Estimate total budget for relocation work Project Management Team $0.00
3.5 Recruit team members for the relocation work Project Management Team $0.00
3.6 Allocate relocation work to the team members Project Management Team $0.00
4 Preparation for Relocation $67,400.00
4.1 Set up new furniture in the new office space Workers, New Furniture
Costs[1] $25,800.00
4.2 Installation of electric lines Workers, Electricity
Connection Costs[1] $5,400.00
4.3 Installation of water lines Workers, Plumbing $5,400.00

9PROJECT MANAGEMENT
Costs[1]
4.4 Installation of amenities Workers, New Computer
Costs[1] $30,400.00
4.5 Installation of safety equipments Workers $400.00
5 Relocation Work $400.00
5.1 Relocation of existing furniture Workers $200.00
5.2 Relocation of computers and peripheral equipments Workers $200.00
5.3 Relocation of other necessary stuffs Workers $0.00
5.4 Final works Workers $0.00
6 Project Closing $0.00
6.1 Review if the relocation is successfully complete Project Management Team $0.00
6.2 Sign off the project Project Management Team $0.00
6.3 Closing $0.00
Progress Reporting (Timeline and EVM)
WBS Task Name Duration Start Finish % Complete Total Slack
0 Office Relocation Project 35 days Mon 30-03-20 Wed 13-05-20 12% 0 days
1 Primary Analysis and Team Talk Regarding
Relocation 7 days Mon 30-03-20 Tue 07-04-20 71% 0 days
1.1 Call urgent board meeting regarding the
relocation 1 day Mon 30-03-20 Mon 30-03-20 100% 0 days
1.2 Discuss the need for relocation 1 day Tue 31-03-20 Tue 31-03-20 100% 0 days
1.3 Discuss the possible impacts of relocation on
the regular operations 1 day Wed 01-04-20 Wed 01-04-20 100% 0 days
1.4 Discuss regarding new office building location 1 day Thu 02-04-20 Thu 02-04-20 100% 0 days
1.5 Prepare draft document regarding project
proposal 1 day Fri 03-04-20 Fri 03-04-20 100% 0 days
1.6 Submit the proposal for review 1 day Mon 06-04-20 Mon 06-04-20 0% 0 days
1.7 Receive official approval to go ahead 1 day Tue 07-04-20 Tue 07-04-20 0% 0 days
2 Detailed Planning for the Relocation Process 13 days Wed 08-04-20 Fri 24-04-20 0% 0 days

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2.1 Set up project team for planning and managing
the relocation 1 day Wed 08-04-20 Wed 08-04-20 0% 0 days
2.2 Conduct survey in appropriate location for
office space 1 day Thu 09-04-20 Thu 09-04-20 0% 0 days
2.3 Shortlist a few potential office spaces 1 day Fri 10-04-20 Fri 10-04-20 0% 0 days
2.4 Contact owners of the shortlisted office spaces 1 day Mon 13-04-20 Mon 13-04-20 0% 0 days
2.5 Discuss rent costs and facilities available in each
of the spaces 1 day Tue 14-04-20 Tue 14-04-20 0% 0 days
2.6 Create a report regarding the shortlisted
facilities 1 day Wed 15-04-20 Wed 15-04-20 0% 0 days
2.7 Conduct feasibility analysis 1 day Thu 16-04-20 Thu 16-04-20 0% 0 days
2.8 Selection of one office space 1 day Fri 17-04-20 Fri 17-04-20 0% 0 days
2.9 Contact the authority regarding rent of the space 1 day Mon 20-04-20 Mon 20-04-20 0% 0 days
2.10 Finalise the price for the rent 1 day Tue 21-04-20 Tue 21-04-20 0% 0 days
2.11 Prepare paperwork for handover 1 day Wed 22-04-20 Wed 22-04-20 0% 0 days
2.12 Legalise all the moves 1 day Thu 23-04-20 Thu 23-04-20 0% 0 days
2.13 Sign the contract for rent for the office space 1 day Fri 24-04-20 Fri 24-04-20 0% 0 days
3 Office Relocation Planning 6 days Mon 27-04-20 Mon 04-05-20 0% 0 days
3.1 Determine the scope of work in the relocation 1 day Mon 27-04-20 Mon 27-04-20 0% 0 days
3.2 Define limitations of work for the relocation 1 day Tue 28-04-20 Tue 28-04-20 0% 0 days
3.3 Specify the major constraints for the relocation
work 1 day Wed 29-04-20 Wed 29-04-20 0% 0 days
3.4 Estimate total budget for relocation work 1 day Thu 30-04-20 Thu 30-04-20 0% 0 days
3.5 Recruit team members for the relocation work 1 day Fri 01-05-20 Fri 01-05-20 0% 0 days
3.6 Allocate relocation work to the team members 1 day Mon 04-05-20 Mon 04-05-20 0% 0 days
4 Preparation for Relocation 4 days Tue 05-05-20 Fri 08-05-20 0% 0 days
4.1 Set up new furniture in the new office space 4 days Tue 05-05-20 Fri 08-05-20 0% 0 days
4.2 Installation of electric lines 2 days Tue 05-05-20 Wed 06-05-20 0% 2 days
4.3 Installation of water lines 2 days Tue 05-05-20 Wed 06-05-20 0% 2 days
4.4 Installation of amenities 2 days Tue 05-05-20 Wed 06-05-20 0% 2 days

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4.5 Installation of safety equipments 2 days Tue 05-05-20 Wed 06-05-20 0% 2 days
5 Relocation Work 2 days Sat 09-05-20 Sun 10-05-20 0% 0 days
5.1 Relocation of existing furniture 1 day Sat 09-05-20 Sat 09-05-20 0% 0 days
5.2 Relocation of computers and peripheral
equipments 1 day Sun 10-05-20 Sun 10-05-20 0% 0 days
5.3 Relocation of other necessary stuffs 0 days Sat 09-05-20 Sat 09-05-20 0% 1 day
5.4 Final works 0 days Sun 10-05-20 Sun 10-05-20 0% 0 days
6 Project Closing 3 days Mon 11-05-20 Wed 13-05-20 0% 0 days
6.1 Review if the relocation is successfully
complete 2 days Mon 11-05-20 Tue 12-05-20 0% 0 days
6.2 Sign off the project 1 day Wed 13-05-20 Wed 13-05-20 0% 0 days
6.3 Closing 0 days Wed 13-05-20 Wed 13-05-20 0% 0 days
The EVM table for the project is as follows.
Earned Value and its use in Cost Control.
Work
Package
BCWS ACWP %Progres
s
BCWP ACWP : Actual Cost of Work Performed
Planned
Value
Actual
Cost
Earned
Value BCWP : Budgeted cost of Work Performed
4.1 $25,800.00 $26,000.00 100% $25,800.00 BAC : Budget At Completion
4.2 $5,400.00 $6,000.00 100% $5,400.00
4.3 $5,400.00 $5,000.00 100% $5,400.00 BAC $67,800.00
4.4 $30,400.00 $35,000.00 100% $30,400.00 PV $5,00,000.00
4.5 $400.00 $150.00 100% $400.00 AC $72,450.00
5.1 $200.00 $150.00 100% $200.00 EV $67,800.00
5.2 $200.00 $150.00 100% $200.00
BAC $67,800 $72,450 $67,800.00
Schedule Performance Index (SPI =
EV/PV) 0.14
Risk Management
Some of the possible risks in the project are documented below.
Possible Risk Occurrence Chance Probable Impact Mitigation Plan