Project Management Case Study: Office Relocation Project Plan

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

Contents
Introduction:....................................................................................................................................2
Project Scope...................................................................................................................................3
Business Case..................................................................................................................................3
Milestone.........................................................................................................................................3
Initial Risk Identification.................................................................................................................5
Resources Required.........................................................................................................................5
Initial Stakeholder Identification.....................................................................................................6
Team Operating Principles..............................................................................................................7
Lessons Learned..............................................................................................................................7
Commitment....................................................................................................................................7
Part B: practical example of a charter..............................................................................................9
Letter to sponsor:.........................................................................................................................9
Project scope....................................................................................................................................9
Business case...................................................................................................................................9
Milestones and deliverables.............................................................................................................9
Risk identification............................................................................................................................9
Required Resources.........................................................................................................................9
Stakeholder information..................................................................................................................9
Team operating principles.............................................................................................................10
Lessons learned..............................................................................................................................10
Conclusion:....................................................................................................................................10
References:....................................................................................................................................11

Introduction:
The assignment helps to build understanding on project management concept. The assignment is
based on the case study. According to the case study, an insurance company is required to be
relocate to another location because the lease of the office land has expired. The landlord denied
to renew the lease. 2 months of duration is given to vacate the space. The aim of the project is to
complete this project process within budget and time. The decided budget is $100,000 and time
duration is of 6 weeks. Window of 4 days is selected to minimize the disruption. The members
involved in this whole process are project manager, CEO, CIT team and Laborer. Each member
has its own set of responsibilities. The process is divided into 4 major tasks which are packing,
removal, relocation and setting up the office. Thus, the assignment is to create a project proposal
and charter. This report will cover the project scope, stakeholder information, risk identification
and milestones etc.

Project Scope
The company of insurance present in the location in suburban as the company leased terminated
and the landlord will not regenerate it. Due to this reason the company will relocate in the near
places of the suburb. The company has two months duration to shift on the new location. The
scope of moving to a new location project is to complete the process of the project in the given
time and budget. Staff and customers have less disruption between them and it needs to finish in
a short time. As the company has a four-day window as they work from Friday to Monday like
on Friday, they plan to pack the materials, on Saturday & Sunday they plan to remove and
transfer the items of the company on the new place. There are three stakeholders who have their
own scope such CEO will approve the proposal, manager of the project will manage the team &
CIT will take care of the equipment (Peggie Rothe, Anna-Liisa Sarasoja, Christopher Heywood
2015, pp- 38-60).
Business Case
The funding of this project is $ 100,000 budget and the time duration is six weeks. The goal of
this project to properly parcel the equipment’s & make sure of the equipment before the morning
of Monday. The objective of this project to complete the project in a given budget and time.
Within the business, the communication between the manager of the project and staff should be
proper.
Milestone
Table 1 : Milestone table
Milestone Completion
Date
Acceptance
Criteria
Stakeholder
Judge
Charter signed off

Packing the items 1st
February
Manager of the
project/ Staff
Manager of the
project (Pack the
required items
that will be
required for
shifting.)
Transferring the items on the new
location
2nd February Communication &
Information
Technology
Manager of the
project (Chose
the items that
will require to
transfer.)
Removing the items 3rd
February
Staff Staffs (Produce
the list of items
that are required
to remove.)
Choose the packing equipment’s 4th
February
Communication &
information
technology
Communication
& information
technology
(Select the
equipment’s for
the packing.)
Transferring the important files. 8th
February
Manager of the
project
CEO/Manager of
the project (select
the files that are
important for the
company).
Moving to a new location 9th
February
Manager of the
project
CEO/Manager of
the project (All
the indicated

items & files will
be moving to the
new location.)
Project completion
Initial Risk Identification
Table 2: Risk identification table
Project (Potential) Risks Risk Owner Contingency Plans
In case system fail Computer &
information
technology
There will be no surety for
the failure of the system. To
run the system fluently it
required time to time
maintenance & testing.
Item damage during the packaging Manager of
the project
Properly handle the items
during packing & unpacking.
Communication Manager of
the project
Proper communication
between the manager of the
project & the staff to avoid
the disruption.
Budget Exceed Manager of
the project
Proper planning before
starting the project process.
The task assigned to the staff
according to their field.
Resources Required
Table 3: Required resources table
Funding: The total budget is $ 100,000 and the time duration is six weeks.

People:  Manager of the project
 Administrator manager
 Communication and Information technology
Equipment: Hardware’s, cartoons, mobile phone and vehicles
Other: Food and fuel (Gita Mathur, Kam Jugdev, Tak Shing Fung 2013, pp.
112-135)
Initial Stakeholder Identification
Table 4: Stakeholder identification table
Stakeholder Interest in Project Priority
CEO
It sponsors the project.
CEO will approve the
project & assign the time
and the budget of the
project. High
Manager of the
project
It will be assigned the
task to the members. Medium
Manager of the
administrator
Administrator manager
will outline the project. Medium
Manager of CIT
(Communication &
information
technology)
It will take care of the
systems. High
Staffs Staff gets the task by the
manager of the project
Low

that needs to finish in the
given duration (Beringer,
Claus, Jonas, Daniel &
Kock, Alexander 2013,
pp. 830-849)

Team Operating Principles
Table 5: Operating principles
# Team operating principle
1 Communication within the team is proper and clear, to avoid the disruption.
2 The completed work should be properly mentioned in the report or documents.
3
The goal and the objective of the project should be clear to the manager of the
project and staff (Kloppenborg, Anantatmula & Wells 2018, pp. 69-70):
Lessons Learned
Table 6: Lesson table
Lesson
1 Minimize the risk in the future.
2
Experience helps to improve the implementation and the accomplishment of the
project in the future.
3 Discover the risk in the early stage.
Commitment
Table 7: commitment table
Sponsor Department / Organization Signature
CEO N/A
Project Manager Department / Organization Signature

N/A
Core Team Members Department/ Organization Signature
N/A

Part B: practical example of a charter
Letter to sponsor:
March 23, 2019
To: CEO
FROM: Project manager
This is confirmed by this project charter that the goal of the project is to move the office of
insurance company from old location to new location. The project charter includes project cope
and business case which cover an overview of the project information including funding, goal
and project organization. The project goal fulfills the SMART approach.
The charter has various sections which covers stakeholder information, risk identification,
required resources, contingency plan and team operating principles. The charter also covers
deliverables and milestones of the project. It also has list of lessons learned from previous
experiences which ensure that consideration is done during proposal and project development.
The required budget for the project is $100, 000. The approval for funding and sponsorship
provide the support to the project and make it more efficient.

Project scope
The goal of the project is to move the office of insurance company to the new location because
of the termination of lease. The landlord gave two months of time to vacate the office space.
Thus, the project is to relocate the office with minimum disturbance to staff. The project is
required to be completed within budget and time. So, that company can continue the business
process.
Business case
The project aim is to complete the task with minimum disruption. The decided funding for the
project is $100,000 and the time duration is 6 weeks. Window of 4 days is selected to ensure
minimum disruption to the work and staff.
Milestones and deliverables
Milestones Stakeholders
Packing of the items Project manger
Transferring the items to new location CIT manager
Removing the items Staffs and laborer
Choose the packing equipment CIT manager
Transferring important files CEO/ project manager
Moving to new location CEO/ project manager
Risk identification
Potential risk Risk Owner
Item damage Project manager
Communication Project manager
System fail CIT department
Budget Exceed Project manager
Required Resources
Resource Description
Funding Total estimated budget is $100,000
Equipment Cartons, transportation mediums etc.
People Project manager
Administration manager
CIT team and laborer
Other Food, fuel, emergency kit and packing stuff
Stakeholder information
Stakeholder Priority
CEO High
Project manager Medium
Administrator manager Medium

CIT manager High
Staffs Low
Team operating principles
Communication within the team should be proper, to avoid conflicts
The completed work should be properly mentioned in document and report
The goals and objectives of the project should be clear to the manager of the staff and project
Lessons learned
Minimize the future risk
Documentation and report of the project helps in future as reference
Risk should be identified at early stage to minimize the impact