Project Proposal and Charter for Insurance Company Relocation

Desklib provides past papers and solved assignments. This project details an insurance company office relocation.

Contents
Introduction:....................................................................................................................................3
Part A: the theoretical explanation of each project element............................................................4
Project scope:...............................................................................................................................4
Business case:..............................................................................................................................4
Milestone schedule and deliverables...........................................................................................5
Risk assumptions and constraints................................................................................................6
Resources estimate:.....................................................................................................................7
Stakeholders.................................................................................................................................7
Team operating principles...........................................................................................................8
Lessons learned............................................................................................................................8
Charter signatures........................................................................................................................9
Part B: Practical example of a charter.............................................................................................9
Letter to sponsor:.............................................................................................................................9
Project scope..............................................................................................................................11
Business case.............................................................................................................................11
Milestone schedule and deliverables.........................................................................................11
Risk assumptions and constraints..............................................................................................11
Resource estimation...................................................................................................................11
Stakeholder register...................................................................................................................11
Team operating principles.........................................................................................................12
Lessons learned..........................................................................................................................12
Charter signatures......................................................................................................................12
Conclusion:................................................................................................................................13
References......................................................................................................................................14

Introduction:
The assignment is about to create a project proposal and project charter that is based on the
scenario. According to the brief, an insurance company which is located in a suburban area
requires a relocation due to lease expiration. The given time to vacate the space is 2 months. The
goal of the project is to move to another location with minimum disruption to staff and within the
decided budget and time. The decided budget is $100,000 and time is 6 weeks. 4 days of the
window is selected to minimum affect the business operation. The project team includes branch
manager, CIT manager, and administrator manager. The moving process is mainly divided into 4
tasks which are packing, removal, relocation and setting up the office. The report will include
project scope, business case, milestone schedule, risk assumptions, resource estimation,
stakeholders, team operating principles, learned lessons from past experiences, letter to sponsor
etc.

Part A: the theoretical explanation of each project element
Project scope:
The company is an insurance company that is located in a suburban location. Its lease has
expired and landlord denied for renewal of the lease. The given time to vacate the space is 2
months. It is required to prepare a project proposal. The project is to manage the move within
the budget of $100,000. The project is about to manage the project with the minimum disruption
within budget to existing staff, within the minimum time limit. The project will move the office
system to another location with minimum downtime and within budget (Yana Derenskaya 2018,
pp. 118-125).
The workflow process incorporated by the project is given the following:
 Packing
 Removal
 Relocation
 Setting up the complete setup and staff
The project goal of this is to reduce the downtime as much as possible during the process of
movement. This will reduce the impact of moving process on the business and save the time and
money of the company (Kloppenborg, Anantatmula & Wells 2018, p. 71).
Business case:
Executive summary: The business case includes an executive summary, finance related
information, the definition of the project and project organization. The company is an insurance
company that is required to move to another location due to the lease expiration of office space.
Finance: The decided budget for this project is $100,000. The project is required to be
accomplished within this budget.
Project Definition: The purpose of the project is to move the office from one location to another
with minimum disturbance to its staff. The process should be accomplished within minimum
time and budget.

Project organization: The project process is divided into mainly four tasks which are packing,
removal, relocation and setting up the set up a new location. The insurance company also has the
staff to help in this process. The work is divided among teams such as project team is responsible
for packing, removal, relocation and setting process, group of laborers assist the project team, for
the telephone and computer move CIT department offer the subject matter experts and ensure all
equipment are working fine and operational.
Milestone schedule and deliverables
Milestone Completion
Date
Acceptance
Criteria
Stakeholder
Judge
Current state:
Office set up at the old location
Needs move
Packing of computers 01/03/2019,
08/03/2019
All the
components of the
computer system
should be properly
labeled and bubble
wrapped
CIT department
Packing of hardware machines and
telephones
15/03/2019,
22/03/2019
All the
components
should be properly
labeled.
CIT department
Removal of items 02/03/2019,
09/03/2019,
16/03/2019,
23/03/2019
All the
components
should be properly
bubble wrapped.
Project manager
Relocation of items 03/03/2019,
10/03/2019,
Items should be
carefully
Project manager

17/03/2019,
24/03/2019
transported to a
new location
without any
damage and theft.
Check the working of equipment 03/03/2019,
10/03/2019,
17/03/2019,
24/03/2019
All the items and
equipment should
be operational
Communication
and information
team
Complete the setup Before
04/03/2019,
11/03/2019,
18/03/2019,
25/03/2019
Ability to perform
all the work
efficiently at a
new location
CEO
Future state:
Office set up the new location
25/03/2019 Proper working of
business
operations without
any disruption.
CEO
Ultimate goal
Move office at a new location with
minimum disruption and within
budget and time.
Risk assumptions and constraints
Project (Potential) Risks Risk Owner Contingency Plans
Threat to data CIT team Backup and recovery plan
should be prepared.
Damaging of equipment Laborers Bubble wrap all the

equipment and signature on
the consent form.
Budget Project
manager
Prepare a proper plan for the
communication and a
hierarchy should be
developed.
Miscommunication Communication
and information
team lead
The communication strategy
should be developed
(Muriana, Cinzia & Vizzini,
Giovanni 2017, pp. 320-
340)
Resources estimate:
Funding: The total budget is $100, 000 that is required for transportation,
management, packing, recovery plan, issue handling etc.
People: The project team, laborers, Communication and Information team
etc.
Equipment: Transportation medium, bubble wrap, labels, cartons, tape etc.
Other: First aid box for the medical emergency, cables, trolley etc.
Stakeholders
Stakeholder Interest in Project Priority
Clients
Helps in overall revenue
of the company. Low
CEO (Top Direct the development High

management)
and strategy of the
company.
Project team
Provide leadership,
direction etc. Help to
solve problems. Medium
Employees or
peers
Helps in project
empowerment.
Medium
(Beringer, Claus, Jonas, Daniel
& Kock, Alexander 2013, pp.
830-846)
Team operating principles
# Team operating principle
1 All the information should be properly floating among all the team members.
2 Role of the recorder should be rotated by the team members
3 Each team member tries to complete the task within the deadline
4 Maximum time of meeting should be 90 minutes
5
If team members are not able to manage the work before the deadline, this should be
informed by team member prior to due date.
Lessons learned
# Lesson
1 Team roles should be properly aligned and segregated
2 Documentation of complete task should be done for future reference

3 Weekly updates should be recorded to avoid unwanted hurdles and surprises.
Charter signatures
Sponsor Department / Organization Signature
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 22, 2019
Letter to sponsor:
TO: CEO
FROM: Project manager

The given project charter confirms the scope of the project and business case for the relocation of
an insurance company’s office. The proposal uses SMART (specific, measurable, attainable,
relevant and time bounded) information.
The charter has resources, stakeholder’s identification, risks identification and contingency plan,
constraints, deliverables and milestone schedule etc. The charter includes and defines the project
scope and business case. The charter involves team operating principles. The team charter also
includes the lessons learned that ensure the process of consideration during project and proposal
development. The investment in this project is of $100,000. Your approval and signature on this
charter will support the project and improve the visibility and maximize the change of successful
project completion. One of the advantages of partnering with a company is being able to flexible.

Project scope The purpose of the project is to relocate the
office of the insurance company to a new
location due to lease expiration. The aim of
this is to minimize staff disruption within
minimum time and cost during the relocation
process.
Business case The business case includes finance related
information, project description, and project
organization. The total decided budget for the
project is $100,000 and the time limit is 2
months. The project is handled by the project
team, communication and information team,
laborers etc.
Milestone schedule and deliverables Milestones of the project are packing of the
equipment such as hardware, computers, and
telephones, removal of the items, relocation
of the items, check the operational working of
equipment and setting up the office.
Milestone Stakeholder
Packing of hardware
machines, computers,
and telephones
CIT
Removal of items Project manager
Relocation of items Project manager
Check the working of
equipment
CEO
Complete the setup CEO
Risk assumptions and constraints  Threat to data
 Hardware damage
 Miscommunication
 Exceeding budget
Resource estimation People The project team,
laborers, stakeholders
etc.
Funding $100,000 for
relocation
Equipment Transportation
medium, bubble
wrap, tape, cartons,
labels etc.
Others First aid box for a
medical emergency,
trolley etc.
Client

Stakeholder register CEO
Project team
Employees or peers
Team operating principles Maximum time for the per meeting is
90minutes
Recorder role should be rotated by all the
team members
Documentation should be prepared for future
reference.
Each team member should be responsible for
the timely completion of the task.
Lessons learned Scope creep should be avoided by following
the project scope
Team roles should be aligned and segregated
properly.
Weekly updates should be maintained to
avoid any unwanted surprises
Any changes should be identified timely
Charter signatures
Sponsor Department / Organization Signature
N/A
Project Manager Department / Organization Signature
N/A
Core Team Members Department/ Organization Signature
N/A

Conclusion:
The assignment is completed successfully. The assignment aimed to develop a project proposal
and project charter based on the given scenario. The scenario was about an insurance company
relocation due to the lease expiration. The total budget of the project was $100,000 and time
duration was 2 months. The goal of the project was to complete the successful relocation with
minimum staff disruption and within given time and budget. The report included project scope,
milestones schedule, risk identification, contingency plan, required resources, identification of
stakeholder, team operating principles and lessons learned from the past project experiences.