Project Charter for Insurance Office Relocation: A Comprehensive Guide

Desklib provides past papers and solved assignments for students. This project charter details the relocation of an insurance office.

Contents
Introduction:....................................................................................................................................3
Part a: Theoretical explanation of each project element..................................................................4
Project Scope:..............................................................................................................................4
Business case:..............................................................................................................................5
Milestones and deliverables:........................................................................................................5
Risk Assumption and constraints:...............................................................................................6
Resource Estimate:......................................................................................................................7
Stakeholders:................................................................................................................................7
Team Operating Principles:.........................................................................................................7
Lessons Learned:.........................................................................................................................8
Charter Signature:............................................................................................................................8
Part B: Practical example of a charter.............................................................................................9
Letter to sponsor:.............................................................................................................................9
Project scope..............................................................................................................................10
Business Case............................................................................................................................10
Milestones..................................................................................................................................10
Risk Assumption........................................................................................................................10
Resource Estimate.....................................................................................................................11
Stakeholders...............................................................................................................................11
Team operating principles.........................................................................................................11
Lessons Learned........................................................................................................................11
Charter signatures......................................................................................................................12
Conclusion:....................................................................................................................................13
References:....................................................................................................................................14
1

Table 1: Milestones of project.........................................................................................................6
Table 2: Risk Assumption of project...............................................................................................7
Table 3: Resource table...................................................................................................................8
Table 4: stakeholder list...................................................................................................................8
Table 5: team operating principles..................................................................................................9
Table 6: Learned lessons from past project.....................................................................................9
2

Introduction:
This is a proposal of a project which is an insurance company. Company has expired its lease
and landlord has instructed that building will not renewed and office has only two months to
vacate this location and find a new a location nearby suburb. Now this company decided to work
on it as project and the branch manager will act as project manager, who has the responsibility to
manage all work with less time and less budget. ITC department will handle all the
communication and information equipment and set all these before time. They have only 6
weeks to do all set up on new location. This project has the workflow of packing, removal,
reallocation and set up. The main aim of team is having less doldrums or downtime as possible.
3

Part a: Theoretical explanation of each project element
Project Scope:
(Kloppenborg, 2018, pp148-150)
4
Project scope:
There is an insurance company who has expired their lease, now they have only two
months to vacate and to move on a new suburb location. Project should be completed
under $100,000. This project should be completed with minimum disruption to
customer as well as staff and less as time as possible.
SMART: This project will follow SMART approach in which Specification of project
will included, Measurable way, Attainable, relevant and time.
Workflow:
This project need to follow the following steps:
1) Packing.
2) Removal.
3) Reallocation.
4) Set up.
Goals of project:
This project has specific goal to move the whole office to a new location nearby suburb
with minimum disruption to staff and customers. So that customer do not need to face
more difficulties to find new location and other stuffs regarding office services.
Main aim is to have less doldrums as possible. CIT team will ensure all the equipment is
operational before Monday morning.
All reallocation should have done under the given budget.

Business case:
Business strategy: strategy is to move as much as faster than decided time and with lesser
doldrums as possible. The project team will pack all stuffs on a Friday afternoon, removal and
reallocation of stuffs on Saturday and Sunday. Staff will set up all stuffs on Monday.
Timescale: They have 6 weeks to do all these stuffs.
Budget: They have no budget more than $100,000, Project manager need to manage cost flow
under $100,000.
Milestones and deliverables:
Table 1: Milestones of project
Source: (Denis J. King, Asilea Resources Llc, and Arif Hyder Ali, Crowell & Moring Llp 2007,
pp. 88-89)
Milestone Completion Date Acceptance
Criteria
Stakeholder
Judge
Charter signed off
Packing of office stuffs 1st, 8th, 15th, 22nd, 29th
March 2019 and 5th,
12th, April, 2019.
All stuffs
including,
hardware, ITC
equipment,
files, etc. need
to be packed.
Project
manager or
branch
manager.
Removal of all stuffs 2nd,3rd,9th,10th,16th,
17th,23rd,24th,30th,31st,
March, 2019 and
6th,7th,13th,14th,April,
2019.
Removal of all
packed stuffs
with proper
label.
Project
manager and
CEO
Reallocation of removal stuffs. 2nd,3rd,9th,10th,16th,
17th,23rd,24th,30th,31st,
March, 2019 and
6th,7th,13th,14th,April,
Reallocate all
stuffs which
has removed
from old office
Project
manager and
CEO.
5

2019. building.
Set up all things. 4th, 11th, 18th, 25th,
March 2019 and 1st,
8th, 15th April 2019.
Set up all ITC
equipment and
ensuring proper
working of
them before
Monday
morning.
Project
manager and
ITC manager.
Project completion 15th April, 2019 All things of
office should
be set up before
Monday
morning.
CEO of
organisation.
Risk Assumption and constraints:
Table 2: Risk Assumption of project
Source: ( Podean, Ioan, Benta, Dan & Mircean, 2010, pp 95-96)
Project (Potential) Risks Risk Owner Contingency Plans
Damaging of stuffs during packing and
unpacking.
CEO and
project
manager.
Signature of each team
members on consent form. If
it happens in future then they
have to pay on that.
Data loss during ITC equipment removal or
packing.
ITC manager Create backups in hard disk
and pen drive of each work
and folder.
Medical emergency (human) during
reallocation of things
Project
manager
Keep first aid box at every
location and Contact of
doctor and ambulance.
Overflow of budget CEO and Follow only budget schedule
6

project
manager.
given by CEO.
Less communication Project
manager and
other team
members.
Keep proper contact of each
and every one in team.
Resource Estimate:
Table 3: Resource table
Funding: Less than $100,000
People: Project manager, CEO, ITC manager, Labourers.
Equipment: Cartons for packing things, bubble wraps to wrap stuffs, Vehicle for loading
things and transfer them at new location.
Other: Medical box, doctor fees, food and drinks.
Stakeholders:
Table 4: stakeholder list
Source: (Beringer, Claus, Jonas, Daniel & Kock, Alexander 2013, pp.119-123)
Stakeholder Interest in Project Priority
CEO CEO will sponsor this project. High
Project
manager Manage all tasks and workflow in project. High
ITC manager
Manage ITC Department regarding communication equipment
like: Computer, telephones, Wi-Fi, Internet etc. High
Labourers
Labourers will do all packing, removing, reallocating of stuffs
from old office building to new one. Medium.
Team Operating Principles:
Table 5: team operating principles
Source: ( Pediatrics Week 2018 pp.90)
7

S.
No
. Team operating principle
1 Team members should carry proper communication in case of success of project.
2
Team members should responsible for their job also they should have proper
management skills in order to complete project with less time.
3 Members should have awareness of goal or target.
4 Planning among members should be very clear regarding, meeting and other things.
Lessons Learned:
Table 6: Learned lessons from past project
Source: (Mcclory, Sue, Read, Martin & Labib, Ashraf 2017, pp.91)
S.
N
o. Lesson
1
Past project went overflow in budget, so team members should be prepare for keep the
project under budget, in this project manager keeping all record regarding resources and
everything.
2
In past project team members have less communication that’s why the project went in
wrong direction, in this project team members have proper communication among itself.
3
In past project team members did not have proper information regarding objective or goal,
in this project team members have proper information regarding goal so that project goes
in correct direction.
Charter Signature:
8

9

Part B: Practical example of a charter
Letter to sponsor:
April 15th, 2019
TO: CEO, Insurance office
FROM: Project manager
Project scope, business case for the insurance office will confirm by project Charter. It will
follow Specific, measureable, attainable, relevant, and time bound for project. These all terms
will explain whole project and proposal.
It has also included milestones of project with completion date, acceptance criteria and
stakeholder judgment. It has also contained resources with proper budget, lessons learned from
past project mistakes, Risk assumptions and contingency plan for risks, Stakeholders list with
proper interest.
Through all these it will overlook on project completion with less time and minimum doldrums
in project. Office need to back in proper work environment on Monday. So all work and set ups
will be complete on Monday before morning.
This project will have better environment to work, your approval of this charter will give a new
and bright direction in project plan.
Project Manager
10

Project scope
This project will follow SMART approach to complete the object or goal. This project has
specified budget of $100,000 and project should be done under this given budget.
Business Case
It will follow some strategy in terms of project completion, it has specified work flow like
packing on Friday, removal and reallocation on Saturday and Sunday, Set up of every stuff
from office will be done on Monday.
It has given budget of $100,000 and timescales for this is 6 weeks.
Milestones
Milestones Completion Date Acceptance criteria
Packing of Office stuffs 1st, 8th, 15th, 22nd, 29th March
2019 and 5th, 12th, April,
2019.
All stuffs like electronics,
ITC equipment, hard files and
computers etc. should be
packed.
Removal of things 2nd,3rd,9th,10th,16th,
17th,23rd,24th,30th,31st, March,
2019 and
6th,7th,13th,14th,April, 2019.
Removal off things from
office should be done
carefully.
Reallocation of things and
goods
2nd,3rd,9th,10th,16th,
17th,23rd,24th,30th,31st, March,
2019 and
6th,7th,13th,14th,April, 2019.
All stuffs which has removed
from old office building
should be reallocate at new
office building.
Set up every equipment 4th, 11th, 18th, 25th, March
2019 and 1st, 8th, 15th April
2019.
Set up all equipment before
Monday morning.
Risk Assumption
Risk Risk Owner Contingency plan
Data loss during removal and
reallocation of hardware
Project manager and CEO Backup plan in hard disk and
pen drives to save data for
11

equipment. future.
Medical issue Project manger Keep first aid box at near and
keep contact of doctor in
emergency case.
Less communication Project manager, team
members and labourers.
Proper strategy and meeting
plans.
Resource Estimate
 Cartons for packing things.
 Bubble wrap for wrapping stuffs safely.
 Food and drink.
 Medical stuffs.
 Vehicle.
Stakeholders
 CEO as sponsor.
 Branch manager as Project manager.
 ITC manager.
 Labourers.
Team operating principles
 Proper management skills.
 Communication skills.
 Understanding of goal regarding project.
 Proper time management skills.
 Equal share of work and resources.
Lessons Learned
 Control over budget (project should be completed under budget).
 Control over less communication which had missed in past project.
Charter signatures
12