Project Charter for Office Relocation: A Comprehensive Plan

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Contents
Introduction......................................................................................................................................2
Project Scope...................................................................................................................................2
Scope-..........................................................................................................................................2
Business case-..............................................................................................................................2
Milestone Schedule and Deliverables..............................................................................................2
Initial Risk Identification.................................................................................................................4
Resources Required.........................................................................................................................5
Initial Stakeholder Identification.....................................................................................................5
Team Operating Principles...............................................................................................................6
Lessons Learned..............................................................................................................................7
Commitment....................................................................................................................................7
Part B: Practical example of a Charter............................................................................................8
Letter to Sponsor..........................................................................................................................8
Conclusion.......................................................................................................................................9
Reference.......................................................................................................................................11
Tables
Table 1: Milestones..........................................................................................................................2
Table 2: Risk identification chart.....................................................................................................4
Table 3: Required resources.............................................................................................................5
Table 4: Initial stakeholder identification........................................................................................5
Table 5: Principles of team operations.............................................................................................6
Table 6: Lessons...............................................................................................................................7
Table 7: Commitments.....................................................................................................................7

Introduction
Project management can be described as the process of developing, designing, and implementing
a project plan in which all the methods and strategies are measured to check its sustainability
aspect and its successful operating. This report discusses the process of project planning for
moving an office to a new location. It describes the scope of the project plan, it's business case,
milestones, and various other processes required for developing a project charter for a project.
Project Scope
Scope-
This project is presented for the relocation of the office. The project is to be conducted within 2
months so as to vacate the old premises and move to a new one. The new location of the office is
being selected in a nearby suburb. The project is planned to be completed within 4 days to
minimize the downtime issue.
Business case-
The purpose of this relocation of office is due to the expiry of the lease which the owner is not
willing to renew. The relocation process is to be managed efficiently to minimize downtime
factor that will arise due to the process of relocation. The plan of the project is to complete all the
packing within Friday, removal, and relocation by Saturday and Sunday, and completion of setup
of the office by Monday morning. This project plan will margin the downtime and manage
continuation of work process adequately (Marcelino et al. 2014, pp. 327–340).
Milestone Schedule and Deliverables
Table 1: Milestones
Milestone Completion
Date
Acceptance
Criteria
Stakeholder
Judge
Charter signed off
Packing of furniture items and 1st, 8th, 15th, Furniture items Project Manager,

equipment 22nd, 29th
March and 5th
April 2019
and equipment
packed
CIT
Removal and relocation to a new
premise
2nd, 9th, 16th,
23rd, 30th
March and 6th
April 2019
Moving of all
packed equipment
and items
Project Manager
Assembly of equipment, furniture
items, and other peripherals of the
office
3rd, 10th, 17th,
24th, 31st
March and 7th
April 2019
Re-assembly of
furniture and
equipment
Project Manager,
CIT
Set-up of work systems including a
computer system, and other
electronic equipment
4th, 11th, 18th,
and 25th
March 2019
Fully operational
systems set-up
CIT, Project
Manager
Packing of hard documents, official
files, and other essentials
5th March
2019
All hard
documents and
files packed
Project Manager,
Administration
Manager
Moving and relocating hard
documents files and paperwork’s for
the office
7th March
2019
All documents,
files, and official
hard stored data
are moved to the
new location.
Project Manager,
Administration
Manager
Project completion 8th April 2019 Full completion of
relocation and set-
up of the office in
the new location.
CEO

Initial Risk Identification
Table 2: Risk identification chart
Project (Potential) Risks Risk Owner Contingency Plans
Budget risk Project
Manager
Plan the project in the lesser
budget than the provided
budget to avoid the excess
flow of cost
Relocation Time Laborers,
Project
Manager
Additional days kept in extra
for if relocation not processed
in time.
Work loss of the industry CEO Relocation performed in
groups, so if a certain part of
the relocation gets stopped
due to uncertainties than only
that particular group will face
the issue while rest can
continue with their regular
routines.
Customer disruption CEO For customers to not get
confused with their new
office, banner or signboard
will be placed near the old
location of office describing
the address of the new
location.
(Hwang & Ng 2016, pp.631-648).

Resources Required
Table 3: Required resources
Funding: The maximum amount of funding for this project is $100,000.
People: CEO, Branch Manager/Project Manager, CIT manager,
Administration manager, laborers, and staffs.
Equipment: Vehicle for relocating objects and equipment, Hardware tools and
equipment for dismantling various objects and equipment, etc.
Other: Boxes and cartons for packing equipment, document folders, tapes
and labels for marking and packing, etc.
Initial Stakeholder Identification
Table 4: Initial stakeholder identification
Stakeholder Interest in Project Priority
CEO
CEO is the sponsor of
this project. In this
project, the CEO
provides the budget
required in successfully
implementing the project
plan. High
Branch Manager In this project, the
Branch Manager is
assigned as the Project
Manager and so is
responsible for the
High

implementation of the
relocation project
successful.
CIT Manager
CIT manager, in this
project, is responsible for
the management of the
electronic equipment
such as computer system,
telephones, scanners,
Xerox machines, etc. Medium
Administration
Manager
The role of
Administration Manager
in this project is to
determine the smooth
working process in the
implementation of the
plan Medium
(Famiyeh 2017, pp. 151–168).
Team Operating Principles
Table 5: Principles of team operations
# Team operating principle
1
Communicate and discuss issues to know its impacts within each member of the
team.
2 Work together to complete the task together in time and minimize errors.
3 Team leads have a clear knowledge of the project process and readily helps workers

to perform their part efficiently.
4 Manage and utilize conflicts that occur during the project implementation period.
5 Help and support each other in time of need.
6
Understanding and respecting the differences and viewpoints of each and every team
member.
Lessons Learned
Table 6: Lessons
# Lesson
1
The process of planning for the project implementation is very necessary to be
appropriate and adequate so that no major problems and issues occur in the
implementation phase of the project resulting in loss of capital.
2
Cost management must be accurately managed to mitigate issues of over-expenses.
This will also maintain the flow of cost in each step of the project implementation
and manage the project efficiently and adequately.
3
Assigning of tasks to various team members must be done according to their
experience so that they can understand the main aspects of the task and process them
accordingly.
(Chen et al. 2019, pp. 485–500).
Commitment
Table 7: Commitments
Sponsor Department / Organization Signature

CEO (Chief Executive
Manager)
N/A
Project Manager Department / Organization Signature
Branch Manager
N/A
Core Team Members Department/ Organization Signature
Administration Manager
N/A
CIT (Communications and
Information Technology)
Manager
Workers and laborers
Part B: Practical example of a Charter
Letter to Sponsor
To: Chief Executive Officer
From: Project Manager

This charter includes the scope of project and business case for the moving of the business to a
new location. The project requires perfect planning to successfully complete the process of
relocation without any errors to reduce cost efficiency and increase productivity and outcome.
The project will use all the resources, including relevancy, management strategy, and other
information to successfully implement the project.
The charter consists of the milestone schedules and deliverables, the identification of initial risks
in the project implementation process. It includes the resources that are required by the
organization to process the project smoothly during the project implementation process. It
contains the initial identities of stakeholders and their roles and importance during stages of
project implementation. It depicts the principles and strategies which is followed by the officials
to proceed their team operating strategy to successfully implement the project plan. This charter
includes the lessons that have been learned from the previous projects to avoid repetition of
similar issues in this project development process. This charter consists of all vital aspects of the
project planning with a proper description so as to proceed with the given proposal of the project.
The amount of revenue that is estimated to be invested is speculated below $100,000. This is
done to keep an extra edge for errors and issues that can arise in the project implementation
process. The relocation of the office though may pose a little downfall in the service output and
loss of customers but can be easily maintained in the near future. Hence, if approved and signed
by you, will help with the project of moving the office to a new location without posing any
hindrance to customers, employees, as well as the other officials. This action of yours will also
make an impact in building a new workplace in the new location.
Project Manager
Conclusion
This report describes the various processes present in the process of developing a project. It
describes the use of project charter and its importance in the project management process. This
report explains the processes required in the development of a project charter. It also depicts the
planning process of a project including all the essential requirements in the project development

and implementation process. Finally, the requirements of project charter and its passing is
demonstrated with the letter designated to the sponsor for their signature.

Reference
Marcelino-Sádaba, Sara, Pérez-Ezcurdia, Amaya, Echeverría Lazcano, Angel M. & Villanueva,
Pedro 2014, ‘Project risk management methodology for small firms’, International Journal of
Project Management, vol. 32, no. 2, pp. 327–340.
Hwang, B.G. and Ng, H.B., 2016. Project network management: risks and contributors from the
viewpoint of contractors and sub-contractors. Technological and Economic Development of
Economy, 22(4), pp.631-648.
Chen, Tao, Fu, Meiqing, Liu, Rui, Xu, Xuanhua, Zhou, Shenbei & Liu, Bingsheng 2019, ‘How
do project management competencies change within the project management career model in
large Chinese construction companies?’, International Journal of Project Management, vol. 37,
no. 3, pp. 485–500.
Famiyeh, Samuel 2017, ‘Socially responsible mining using project stakeholder identification and
management’, Journal of Global Responsibility, vol. 8, no. 2, pp. 151–168.