Project Management Assignment: Relocation of Insurance Company Offices

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

MNG00785-2019-1 PROJECT
MANAGEMENT - ASSIGNMENT
-1

Table of Contents
Introduction......................................................................................................................................2
Part A: Theoretical explanations of every project element.............................................................3
Project Matrix:.............................................................................................................................3
Scope of Project...........................................................................................................................3
Case of Business..........................................................................................................................3
Milestone Deliverables and Schedules........................................................................................3
Risk Constraints and Assumptions..................................................................................................4
Required Resources.....................................................................................................................5
Stakeholders.................................................................................................................................5
Principles of Team Operations....................................................................................................5
Principles of Team Operations....................................................................................................5
Lessons Learned..........................................................................................................................6
Charter Signature.........................................................................................................................6
Part B: Example of practical charter................................................................................................7
Letter to the Sponsor....................................................................................................................7
Conclusion.....................................................................................................................................10
References......................................................................................................................................11

Introduction
Company for the insurance was located in the Suburban Location. So, the organization required
to relocate the offices of the company at the nearby location, just because of the timings of
property for lease was expired. The property’s landlord has neglected for increasing the duration
of the lease within the given duration of time for only two months for reserving the premises.
The project that was relocated was managed by Office Branch Manager. Company’s CEO was a
proposal for a project with the budget allocation of approx. $ 120,000 for this project. The
manager of the project requires to create the proposal that includes required resources,
stakeholders, constraints, and many more. It also ensures a low disturbance for the staff and the
employees with low downtime.

Part A: Theoretical explanations of every project element
Project Matrix:
Selection / Project
Criteria
Criteria – A Criteria – B Total
Weight 5 10
Relocation of Office 7
7 * 5 = 35
5
10 * 5 = 50
50 + 35 = 85
Scope of Project
The designed project was so helpful for the insurance company that was located in the Suburban
Location. All offices of the company or the organization were relocated to the other locations
because of the lease period has expired. The landlord of the office location has neglected to
renew again the duration of the lease. New office of the company was located in a nearby
location in the Suburban. But the company has relocated for the office located within the
duration of six weeks. The budget was also allocated by $ 120,000. The process of relocation
was accomplished in the manner because the staff members, customers will not be been
disturbed with these processes. The equipment packaging will not be been undertaken on Friday
afternoon. The relocation and the removal were performed on Sunday and Saturday. The staff
members will complete the overall process of the setup on a Monday morning (Owusu, et al.,
2019).
Case of Business
The organization has separated the complete group of employees that will so helpful to relocate
the offices of the company to the new nearby location. The department of the CIT will help in
the telephone and the computer by providing (SMEs) Subject Matter Expert. The organization
needs to relocate the process of a new office in between the assigned duration of 6 weeks without
any disturbance. Team of CIT will task of all weekends to ensure the equipment which will work
correctly or not.
Milestone Deliverables and Schedules
Milestones Date of
Completion
Criteria of
Acceptance
Stakeholder
Judges
Infrastructure/equipment
packaging
Feb 1 Infrastructure will be
packed from it.
Project Manager

Infrastructure/equipment
was removed
Feb 2 All infrastructure has
been removed from it.
Admin Manager
Infrastructure/equipment
will be relocated.
Feb 3 All infrastructure will
be relocated from it.
Admin Manager
Setup completion of
infrastructure/equipment
Feb 4 All infrastructure was
properly working and
completed the setup.
Project Manager
CIT packaging of
infrastructure/equipment
Feb 8 CIT has been packed
from it.
CIT Manager
Infrastructure/equipment
was removed
Feb 9 All infrastructure has
been removed from it.
Admin Manager
Infrastructure/equipment
will be relocated.
Feb 10 All infrastructure will
be relocated from it.
Admin Manager
Setup completion of
infrastructure/equipment
Feb 11 All infrastructure was
properly working and
completed the setup.
Project Manager
Project Completed
Risk Constraints and Assumptions
Project Risk Owner of Risk Contingency Planning
Equipment damaged while packaging,
relocation or removal
CIT Manager The best practice was
followed for relocation and
removal for packaging the
equipment with the
appropriate buffering or
padding.
Equipment Loss Admin Manager Equipment checklists are
proper.
The time duration of the project was
exceeded
Project Manager Process of project planning
was divided into time and
duration.

The allocated budget was increased Project Manager Budget planning was divided
according to the tasks and
processes that were involved
in the project (Caldentey &
Haugh, 2017).
Required Resources
Funding Allocated budget was $ 120,000, Allocated time duration was 6
weeks.
People Staff, SMEs, Administrator Manager, CIT Manager, Project
Manager, and CEO.
Equipment Relocatable Infrastructure, Connections, Telephone and Computer
Other Packaging materials, food, and medicines
Stakeholders
Stakeholders Project Interest Priority
CEO Stakeholders were managed for making
decisions for every project aspect.
(Low / Medium / High)
Administrator
Manager
It will manage the overall team and also ensure
a smooth and efficient workflow.
Medium
Project Manager It will manage overall SMEs, team members,
and staff members.
High
CIT Manager It will manage the technical staff members and
also review the relocation, removal, and
packaging of equipment of electronics
(Abrahams & Shepherd, 2015).
Medium
Principles of Team Operations
S. No. Principles of Team Operations
1. It will listen to the team or manager will coordinate and lead carefully with the
members of the team for project completion in time. Team member’s coordination

will perform the tasks faster and easier way.
2. Team members will communicate and also leads and manages frequently. Regular
communication will provide proper guidance to the team members and also helps to
solve the problems.
3. Helpful team members & other team members will remain honest for helping to the
other for giving the surety and happiness for tasks completed on time and also able
to develop the happy environment of working (Lawrence, et al., 2016).
4. Respect each team members and also motivate each other.
Lessons Learned
S. No. Lessons
1. It will believe every member of the organization and also gives respect to idea and
perspective of each member.
2. A single person cannot complete the project. It will also require proper coordination
between team members. They will listen to the team members and also work
according to them.
3. Time table and the guidance will be followed to manage the project allocation time
efficiently and effectively.
Charter Signature
Sponsors Organisation / Department Signatures
CEO N/A
Core Team Manger Organisation / Department Signatures
CIT Manager N/A
Admin Manager
SMEs
Project Manager Organisation / Department Signatures
Branch Manager N/A

Part B: Example of practical charter
Letter to the Sponsor
Letter to the Sponsor
To: CEO, Insurance Company
From: Project Manager, Insurance Company
Subject: Relocation of the project for the company’s office
Hello,
Greetings of the Day,
The allocated project should confirm the scope, case related to the relocation of the current
company’s offices to the new location within the budget and time allocated for the project. This
project will utilize various information such as information related to the company profile,
location, budget, size, its nearby location, other necessary information that relates to the
company to provide the proper justification to the proposal for the project. The designed project
affirms the company’s reallocation with minimal disturbance to the employees and staffs of the
company.
The prepared proposal comprises of several points such as milestones, risk assumptions,
deliverables, constraints, resource allocation and estimation, stakeholder description and various
operating principles. This proposal is prepared considering the past results derived from the
project handled.
The company office’s location’s landlord had provided the time of 2 months to find and relocate
the company office to a new place. The complete task of the relocation is divided into several
tasks to manage the relocation process from Monday to Saturday that is 5 days. The complete
task of relocation is divided by taking consideration in mind that none of the employee’s task
gets hampered form the complete process of relocation. All the task will be guided and managed
by the project manager itself with the support of all the managers of the company.
The successfully implement the planning and strategy it is required your permission over the
proposal prepared for the relocation of the company officials.
Thanks, and Regards
Project Manager
(Insurance Company)
Project Scope:

o Offices of the organization were relocated to the new nearby location od Suburb.
o The project was completed within the allocated budget and time.
o Minimum downtime was ensured.
o Minimum disturbances were ensured to the staff members and the employees.
o Project tasks were performed in the window of four-days.
Cases of Business:
o Allocated budget: $ 120,000, Allocated time: 2 Months
o Involved risks: equipment loss, equipment damaged, and many more.
o Low workflow disturbance
o A team of CIT will work complete weekends for ensuring the proper equipment
operations.
o A team of CIT will ensure the proper equipment operations till Sunday night.
Milestones Deliverables and Schedules:
o Milestone First was the packaging of infrastructure which was completed on the date
of February 1 with the involvement of stakeholder as Project Manager.
o Milestone Second was the removal of infrastructure which was completed on the date
February 2 with the involvement of stakeholder as Admin Manager.
o Milestone Third was the relocation of infrastructure which was completed on the date
February 3 with the involvement of stakeholder as Admin Manager.
o Milestone Fourth was the setup of infrastructure which was completed on the date
February 4 with the involvement of stakeholder as Project Manager.
The assumption of Risk:
o The time allocated to the relocation of the office might get increased.
o The budget for the project might get increased.
o There might be chances of loss of equipment.
o There might be chances of Damage to equipment.
Estimation of Risk:
o Total time allocated for the project is 5 weeks with the computed budget of $120,000.
o The project involves the involvements of all the managers and active members of the
company.
Stakeholders:
o CEO
o Project manager
o Admin Manager
o CIT Manager

o Staff
Principles of Team Operating:
o Proper communication and coordination between all the managers and staff members.
o Trust over each other.
Lesson Learned:
o Proper planning is required before executing any decision.
o Management of cost and time is necessary.
o The mistakes made in the past project should be removed for the current project.
Signature of Charter:
CEO: Project Manager:

Conclusion
The manager of the project had created the project proposal with overall required information,
constraints and the requirements that were related to the designed project. It has included
principles of team operations, required resources, risks, milestones, etc. that was related to
“Relocation Project”. The process of project proposal will ensure the project completion time
within budget and time frame allocated. It was divided into the window of four-days and also
managed according to the whole project completion into 6 weeks. It has also ensured the
minimum disturbances to working and the employees.

References
Owusu, E.K., Chan, A.P., DeGraft, O.M., Ameyaw, E.E. and Robert, O.K., 2019. Contemporary
Review of Anti-Corruption Measures in Construction Project Management. Project Management
Journal, p.8756972818808983.
Caldentey, R. and Haugh, M., 2017. A Cournot-Stackelberg Model of Supply Contracts with
Financial Hedging and Identical Retailers. Foundations and Trends® in Technology,
Information and Operations Management, 11(1-2), pp.124-143.
Abrahams, N. and Shepherd, L., 2015. Seasons and sustainability: stories of organisational
change.
Lawrence, C., Claiborne, N., Zeitlin, W. and Auerbach, C., 2016. Finish what you start: A study
of Design Team change initiatives' impact on agency climate. Children and Youth Services
Review, 63, pp.40-46.