Project Management Plan for Metropolis Office Relocation

This project management plan details the relocation of an office from Metropolis City Center to a new business park. It includes a comprehensive introduction to project management principles and outlines the project context, emphasizing the need for effective planning and procedures. The report provides a rationale for the chosen plans and methods, including the adoption of Agile and Prince2 techniques, and incorporates a PESTLE analysis to assess external factors. A work breakdown structure and Gantt chart are presented for task organization and scheduling, along with a risk analysis and risk management strategy. The plan also includes a Responsibility, Accountability, Consulted, and Informed (RACI) matrix and a stakeholder management strategy to ensure project success. The main body covers project context, the rationale for the chosen methods (including Agile and Prince2), PESTLE analysis (political, economic, social, technological, legal, and environmental factors), work breakdown structure, and a Gantt chart for project timeline visualization, along with risk analysis and stakeholder management strategies. The project focuses on the relocation of a company's call center and includes budget considerations and the importance of effective project management techniques.

Project Management

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Project context.............................................................................................................................1
Rationale for the proposed plans and choice of methods. ..........................................................2
PESTLE Analysis........................................................................................................................3
Work breakdown structure...........................................................................................................4
Gantt chart....................................................................................................................................7
......................................................................................................................................................9
Risk analysis for the project and identification of the risk management strategy.......................9
Responsibility, Accountability, Consulted and informed (RACI) Matrix.................................11
Stakeholders management strategy matrix and Producing stakeholders management strategy
for key project shareholders.......................................................................................................13
CONCLUSION .............................................................................................................................17
REFERENCES..............................................................................................................................18

INTRODUCTION
Project management is the process if planning, developing, organizing, controlling and
monitoring various activities for the effective completion of each activity of the project and
achieving the specific goals and objective of the project as well (Kerzner and Kerzner, 2017).
The present study includes a project management plan of relocation of the office. This project
management report includes appropriate strategy for the completion of project along with
PESTLE analysis of the product. It also shows work breakdown structure of for analysing
various major components of the task for project development. It shows Gantt Chart of the
project to show way of effective completion of the project. In addition, the study also shows
various risks involved in the project management along with providing responsibilities,
accountability consulted and informed matrix as to set responsibilities and accountability of
various group members in completion of the project. Further, the study also shows strategy for
the stakeholders management for improving their wealth with successful completion of the
project.
MAIN BODY
Project context
The present project management plan is for a company situated in Metropolis City
Center. It is made to develop effective planning and procedures for the purpose of office
relocation. The company wants to relocate its existing call center from the Metropolis city center
to a new business park of periphery (Eskerod and Jepsen, 2016). The report is to relocate the
office containing 250 staff. In the business park of periphery, as there are range of buildings
available for the relocation purpose, the plan shows various plans and strategies and plans to
choose the best building for the relocation purpose. Although, each building needs to be
innovated for developing a separate space for various employees of the company including
senior executives, some separate teams including finance and payroll team, human resource
department. Call center operation department, etc. furthermore, the present project development
plan is also includes strategies and plans in context to the transferring all the equipment to the
new building along with refurbishment of all the staff members over there.
For the purpose of improving effectiveness of activities of project, the p[lpan includes
various methods and techniques such as stakeholders mapping, Agiles, Pinnce2 techniques, etc.
adoption of these techniques will help in enhancing the effectiveness of the project completion.
1

Further, it will help in reduction of risk, reducing cost, and improving control measures of
various activities of the project. Along with all the above mentioned plans, policies and
techniques regarding completion of a range of business activities, the plan also includes budget
so as to successful completion of the project in the most economical way. The budget shows
various expenses and costs that would need to be incurred for performing various activities for
the project of relocating the office. In this order, the overall planning and procedure for the
relocation of office is being developed.
Rationale for the proposed plans and choice of methods.
The project of office relocation seems to be attractive as various professional skills is
needed to be involved in order to enhance the effectiveness of various project activities. Further,
successful completion of the office relocation project can help in generating higher amount of
income and commission as well (Fleming and Koppelman, 2016). These are some of the core
reasons behind selection of the project of office relocation. Moreover, the while in order to
improving the effectiveness of the plan, various techniques such as Agiles and Prince2
techniques are being chosen. Adoption of these techniques helps in development of interrelating
various activities of the project management plan so as to improve the cross functioning system
of in the project. With the help of these techniques, the collaboration of various activities for
enhancing there effectiveness would also be improved. For gaining these results and improving
various project activities, decision of adopting these techniques have been taken.
Further, inclusion of activities relating to the risk management is being decided for the
purpose of predicting the risk involved in the successful completion of the project. It will help in
developing effective plan, policies and procedures foe the project in such a way so that the
overall risk involved in the project could be minimized. Moreover, with the help of effective risk
management activities, risk of suffering a huge loss from due to failure of any activity could be
eliminated. In order to this, risk management is being decided to be involved.
In addition, stakeholders matrix is also involved in the project management plan. It
would help in generating ideas with the help of which wealth of the stakeholders would be
enhanced (Nicholas and Steyn, 2017). Further, with the help of effective stakeholders matrix,
ability of earning maximum amount to profit from the project will also being enhanced. In this
regard, stakeholders matrix has been decided to be involved in the project management plan
report.
2

PESTLE Analysis
Pestle analysis of the project is important as it helps in analysing effect of various
external factors that are not in the control of management, but they may effect the performance
of various activities of the office relocation project. Pestle analysis of these projects can be
analysed as under:
 Political factors: Political factor refers to affect of political parties over various activities
of the project. Existing political party can develop various rules and regulations that can
effect the relocation procedure of the office. For example, they can pass any rule due to
which relocation procedure can be restricted. It may result in failure of the project.
 Economical factors: Economical factor refers to elements of economical condition of
the whole country. It includes various factors such as bank rate, interest rate in the
country, inflation in the country, etc. all these economical factor have a direct impact
over the spending power (Kerzner, 2018). For example, in case of enhancement in the
inflation, the amount of expenses to be incurred while completion of project may enhance
as compare to the budgeted expenses. Due this factor, the smoothness of completion of
the project may effect due to insufficiency of the fund.
 Social factor: Social factors includes attitude and behavior of the society towards some
issues such as health and environment. It can effect the construction and innovation
procedure of the office. Further, some another issues such as mobility of resources in the
society and attitude of employees can also affect the relocation procedure such as staff
relocation, availability of various resources required for relocation and construction
purpose.
 Technological factor: Technological factor also can affect the completion of various
activities of the project management. Various latest technological equipment can be used
for performing numerous activities such as transformation of office equipment,
construction of space in the office, etc. it would help in enhancing the efficiency of
working.
 Legal factors: In order to plan various activities of the present project of office
relocation, various legislation such as employment law, health and safety law, etc.
ignorance of this factors may result in imposition of heavy value of penalties (Schwalbe,
2015). In this regard, these factors also have impact over the project management plan.
3

 Environmental factor: These factors includes natural elements such as climates,
weather, natural disasters, etc. these factors can have a major impact over office
relocation. For example, due to heavy rainfall, construction of more space in the new
building may get affected. It can affect the successful completion of the office relocation
project.
Work breakdown structure
4

5

Gantt chart
Gantt chart
Gantt chart is a diagrammatic representation of the overall project management plan. It
shows time required to complete the whole project along with cost to be involved in each
activities (Reed and Card, 2016). Gantt chart also shows the best way to complete the whole
project in minimum time. In this regard, development of Gantt chart is required to be developed
in each plan so that it could help in identifying the best path for completing whole project along
with the total cost to be required in the overall project completion.
6

Task Name Duration Start Finish Predecessors Cost
Selection of appropriate project 7 days Mon 20-
05-19
Tue 28-05-
19 $4,300.00
Gaining appropriate information 2 days Mon 20-
05-19
Tue 21-05-
19 $1,000.00
Analysis of the all the relevant
information 4 days Wed 22-
05-19
Mon 27-
05-19 2 $300.00
Generation of new ideas 5 days Wed 22-
05-19
Tue 28-05-
19 2 $3,000.00
Analysis of various situations 11 days Wed 29-
05-19
Wed 12-
06-19 1,3 $7,300.00
Analysis of need of type of
building needed 2 days Wed 29-
05-19
Thu 30-05-
19 4 $2,000.00
Development of project
management plan 6 days Wed 29-
05-19
Wed 05-
06-19 4 $4,000.00
Identification of various
buildings 5 days Fri 31-05-
19
Thu 06-06-
19 6 $1,000.00
Analysis building structure 4 days Fri 07-06-
19
Wed 12-
06-19 8 $300.00
Comparing all the buildings
with actual need 14 days Thu 13-
06-19
Tue 02-07-
19 5 $8,200.00
Selection of the best building 2 days Thu 13-
06-19
Fri 14-06-
19 9 $2,000.00
Analysis of whole building 1 day Mon 17-
06-19
Mon 17-
06-19 11 $1,000.00
Hiring architecture 4 days Tue 18-06-
19
Fri 21-06-
19 11,12 $1,900.00
Setting up new structure for
creating new space 7 days Mon 24-
06-19
Tue 02-07-
19 11,13 $1,600.00
Preparation of budget for
construction 6 days Thu 13-
06-19
Thu 20-06-
19 4,7 $1,700.00
Monitoring all the activities 5 days Wed 03-
07-19
Tue 09-07-
19 4,15,10 $1,800.00
Implementation of controlling
measures 5 days Wed 03-
07-19
Tue 09-07-
19 15 $1,800.00
Identification of needs 53 days Wed 10-
07-19
Fri 20-09-
19 16 $21,200.00
Making all the sources available 10 days Wed 10-
07-19
Tue 23-07-
19 15,17 $3,000.00
Renovation of building 30 days Wed 10-
07-19
Tue 20-08-
19 14 $7,000.00
Analysis of new renovated
building 10 days Wed 21-
08-19
Tue 03-09-
19 20 $1,600.00
Transportation of all the office 4 days Wed 04- Mon 09- 21 $3,000.00
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equipment 09-19 09-19
Refurbishment of whole office
building 7 days Tue 10-09-
19
Wed 18-
09-19 22,20,19 $5,000.00
Transfering office staff 2 days Thu 19-
09-19
Fri 20-09-
19 23 $1,600.00
Completion of project 2 days Mon 23-
09-19
Tue 24-09-
19 24,18 $3,000.00
Interpretation
From the interpretation of the above gantt chart, it can be interpret that if the various
activities are being done on the basis of the critical path showing the gantt chart, the project
would be completed within the minimum time (Heldman, 2018). Further, the gantt chart also
shows the cost that would be required in performance of various project activities. In this regard,
it can be interpret that for the completion of overall project activities, a sum of 48100.
Risk analysis for the project and identification of the risk management strategy
Risk
description
Impact Severity Responsibil
ity
Mitigation
action
Contingen
cy action
Progress
actions
Natural disaster The impact
will be high
This is very
serious
The
responsibilit
The project
managemen
It aims a
project
This will
make
8

for natural
disaster will
directly
affects
office
space,
furniture
and
equipment.
factor as the
office space
need will
fully or
partially
destroyed
after natural
disaster.
Also, this
can be a
reason of
human loss
too.
y of project
managemen
t is there for
any natural
disaster.
t should
encompass
proper plan
for any
misconduct
in the office
regarding
natural
disaster.
Also, they
should
apply
proper
measures to
save the
office
space.
managemen
t to prepare
in order to
respond
well in
execution
of any
emergency
by using
different
tools for
protection.
prepare
project
manageme
nt for
resolving
in 5-7
days.
Financial
incapability
The impact
will be very
high.
Incapable to
arrange
finance will
postpone
the work of
construction
of office
space
though this
is very
serious risk.
Project and
finance
manager
will
responsible
for
managing
funds for
construction
of office
(Lyons,
2016).
Financial
plan should
be
formulated
properly
and
allocation
of proper
amount of
funds to
proper task
will also be
done.
The facility
of loans
and
advances
will be
adopted it
managemen
t of finance
is not found
adequate.
This issue
will be
resolve in
2 days.
9

Technological
issues
Impact will
be
moderately
high.
Technologic
al issue will
delay the
work. Hence
, it is a
serious
issue.
Technicians
are
responsible
for issues
related to
technology.
Repair and
replacemen
t of
technical
equipment
will be
done.
Workers
within
constructio
n of office
will be
increase if
can be
handled by
man force.
This issue
will take
approxima
tely 2-3
hours to
resolve.
Internal issues Impact will
be low on
relocation
of office.
This will
create
internal
disturbance
but does not
affect much
on
relocation of
office.
The
managemen
t personnel
within
office is
responsible
for this
issue.
Proper
communica
tion within
office will
be needed
to resolve
this issue.
Reason
behind the
issue has
raise should
be properly
identified.
This issue
may vary
with 2-4
days.
Transportation
issues
This will
highly
impact .
This is a
serious issue
because it
can delay
work of
office
construction
as the raw
material will
not arrive on
time.
It is a
responsibilit
y of movers
and packers
department.
The
transportati
on should
be properly
regulated,
controlled
and
tracked.
Proper
analysis of
roads and
alternative
ways
regarding
timely
delivery of
products.
This will
take
almost 7-9
days.
Rejection by This will This is a This is the Proper two The issue It might
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staff members impact
moderate to
high on
relocation
of office.
serious issue
which need
to be
controlled
and
regulated in
time.
responsibilit
y of human
resource
department.
way
communica
tion
conveyed
among staff
members.
should be
handled by
department
of human
resource.
take 6-7
days to
resolve.
Responsibility, Accountability, Consulted and informed (RACI) Matrix
RACI matrix helps in measurement of the roles and responsibilities of overall project
activities. This model is required to be adopted while planning various project management
activities as it helps in diversification of a range of responsibilities among all the group members
(Lock, 2017)). Further, with the help of RACI matrix, the management can develop a structure
showing roles and responsibilities of each individual of the group.
RACI matrix for the project of office relocation can be analysed as under:
 Responsibilities: As per this matrix, each individual or group of individuals needs to
perform their actions on the basis of responsibilities provided to them and must take
appropriate decisions in relation to effective performance of their task.
 Accountability: each group member of the office relocation project must be accountable
for each activity performed by them (The RACI matrix: Your blueprint for project
success, 2018). Further, the stakeholders of the project must approve each activity to be
performed while completion of the project. It would enhance the effectiveness in the
working of the project. Further, it should also result in held in the stakeholders
responsible for each activity performed in the office relocation project.
 'Consulted: each activity of the project management plan must be consulted with the
stakeholders before performance (hl and Gollenia, eds., 2016). While performing
activities in context to the completion of project, there is required to be inclusion of the
two way communication. It would help in development of effectiveness, transparency
and accountability in each activity.
 Informed: As per the RACI matrix, there must be one way communication with those
people for whom the whole project is being done, it helps in implementation of
11

transparency in the overall activities of the project (Chen, Kang and Lee, 2017). Further,
providing all the relevant information about the various tasks completed helps in taking
their feedback with the help of which all the activities could be performed as per the
requirement of the individuals for whom the activity has been performed.
Along with this matrix, there are also some other techniques that can help the project
managers in developing there effective plans and strategies for managing and controlling various
activities of the project like:
Agile methodology
Agile is the methodology that makes the project manager to develop and test various
activities. With the help of this methodology, the project managers use the software for analysing
the overall life cycle of the project (Agile Model & Methodology: Guide for Developers and
Testers, 2019). This methodology focuses on development of interaction among the individuals
for effective performance of overall team. In this regard, with the help of this methodology,
overall activities of the project could be successfully completed.
Prince2 methodology
Adoption of prince2 methodology helps the project managers in developing the process
based method for each activity of the office relocation. In this regard, a proper structure for
performance of each activity could be developed through this methodology. In this regard, this
technique enhances the effectiveness of the performance of the overall office relocation project.
Stakeholders management strategy matrix and Producing stakeholders management strategy for
key project shareholders
Name of
stakeholder
Impa
ct
Involvement in
the project
Interest in the project Blocking the project
Managing
director
High To direct overall
project team. They
are liable to direct
each team member
and prepare
effective plans for
The managing directors
are responsible for overall
completion of the project.
They have a major
responsibility of guiding
each member of the group
By providing wrong
directions to the project
team.
12

the performance of
each activity of the
project.
(Burtonshaw-Gunn,
2017). In addition,
managing director will get
their salary along with the
share in the profit earned
from completing the
project.
Assistant
manager
Medi
um
Assistant
managers are
responsible to
transform each
information of the
managing director
to the other
members of group.
They are also
responsible for
developing plans
so that the planned
activities of the
managing directors
could be
effectively
completed by
group members.
Assistant managers are
responsible for the
development of effective
strategies and plans for
the competition of the
project. Further, they are
also liable for guiding
other members of the
group so as to enhance
their effectiveness in
efficiency .
By not developing
effective plan for
performance of various
activities of project.
Financial
managers
High Financial
managers are
responsible for
maintaining
management and
Financial managers are
responsible for
development of the
financial plan in context
to the project. Further,
By not having proper
analysis of various
activities and failure of
not maintaining
sufficiency of the
13

control over
various financial
activities of the
project. Further,
they also perform
their task in the
project team by
preparing actual
financial reports
by analysing and
evaluating various
financial activities
performed for the
office relocation
project.
financial managers also
have responsible to
maintain availability of
the financial resources
while performing
activities for office
relocation project.
financial resources.
Investors High Investors are the
person that
provides funds to
the team. They
help in
maintaining
sufficiency of the
financial resources
in the group.
Investors have major
interest in the project as
they have invested their
excessive funds in the
project. They get interest
on their investment.
Not providing appropriate
amount of fund to the
project.
Architecture Low Architecture is
also a key
stakeholder of the
office relocation
project team. They
are involved in the
Architecture are
responsible for selection
of the appropriate
building as per the need of
office. In addition, they
are also responsible for
Failure in creating design
of construction of the
space.
14

project for creating
effective structure
of the office
building and
creating
appropriate space
for each key
persons of the
office in the
building.
renovation of the building
as per the requirement of
project.
Accountants Low Accountants a are
given
responsibility to
summaries all the
financial activities
such as expenses,
incomes additional
losses or gains
from the project
and present them
in the summarized
form so that
appropriate
amount of profit or
loss could be
gained from the
office relocation
project.
Accountants have
responsibilities to
effectively analysing all
the activities and creating
an appropriate
summarizing all the
information so that
appropriate amount of
profit or loss derived form
the project could be
analysed.
Failure of summarising
financial activities of the
project.
Cost analyst Medi
um
Cost analyst are
the professionals
Cost analyst are
responsible for creating
By failing in the proper
analysis of various project
15

that helps the
managers in
analysing overall
cost to be involved
in the completing
the overall project.
They use their
professional skills
in analysing each
activities and
analyse cost
involved in
project. In this
regard, they help
in preparation of
the project
development
procedure.
activities and cost to be
involved in the project
(Beck, 2018)
Interior
designer
Low Interior designers
are involved in the
project for
designing the
whole interior of
the office and
setting each office
equipment in the
new building in
the most attractive
way.
Interior designer gets sum
in the form of salary.
By not designing
attractive design of the
interior setting of office.
16

CONCLUSION
From the analysis of the present project report, it can be concluded that the project
planning report will help in successful completion of the whole project. The plan has analysed all
the factors that can affect the project performance. It has helped in development of strategies in
more effective way. Further, the study has also prepared the Gantt chart through which critical
path has been analysed along with analysis of the cost to be involved in the completion of task.
Further the study has also suggested various methodologies with the help of which overall
project can be performed and managed effective way.
17

REFERENCES
Books and Journals
Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Eskerod, P. and Jepsen, A. L., 2016. Project stakeholder management. Routledge.
Fleming, Q. W. and Koppelman, J. M., 2016, December. Earned value project management.
Project Management Institute.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Lock, D., 2017. The essentials of project management. Routledge.
Uhl, A. and Gollenia, L. A. eds., 2016. A handbook of business transformation management
methodology. Routledge.
Burtonshaw-Gunn, S. A., 2017. Risk and financial management in construction. Routledge.
Beck, E., 2018. SITE SPECIFIC PROJECT PLAN FOR: Gregg Lake Watershed Management
Plan Development.
Chen, H., Kang, H. Y. and Lee, A., 2017. A project management plan to reach sustainable
competitive advantage for a photovoltaic (PV) manufacturer. Sustainability, 9(9), p.1496.
Lyons, J., 2016. Burt Lake Watershed Planning Project: Biological Management Plan.
Reed, J. E. and Card, A. J., 2016. The problem with plan-do-study-act cycles. BMJ Qual Saf.
25(3). pp.147-152.
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Online
The RACI matrix: Your blueprint for project success. 2018. [Online] Available through :
<https://www.cio.com/article/2395825/project-management-how-to-design-a-successful-raci-
project-plan.html>
Agile Model & Methodology: Guide for Developers and Testers. 2019. [Online] Available
through : <https://www.guru99.com/agile-scrum-extreme-testing.html>
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