Project Management Plan: Relocation of Company Offices to New Site

This project management plan details the relocation of a multinational consultancy company's offices from New York to Los Angeles. The plan outlines the project's objectives, including reducing operational costs, improving service quality, and expanding office space. It covers key aspects such as scope, time, cost, quality, human resources, communications, risk, procurement, stakeholder, and integration management. The project is expected to last two months and cost approximately £300,000. The plan includes a work breakdown structure, project schedule, risk management strategies, and stakeholder management. The relocation aims to improve IT infrastructure, enhance customer support, and increase revenue. Dependencies, both internal and external, are carefully considered to ensure smooth project execution. The document includes a glossary and appendices to support the project's comprehensive approach.

Relocation of company offices to new site 1
PROJECT MANAGEMENT PLAN
By (Name)
Course
Instructor’s Name
Institutional Affiliation
The City and State
The Date

Relocation of company offices to new site 2
Project Management Plan
Relocation of company offices

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Table of Contents
1 PROJECT EXECUTIVE SUMMARY
2 SCOPE MANAGEMENT
2.1 Project Objectives
2.2 Requirements Collection and Verification
2.3 Work Breakdown Structure
2.4 Validate and Control Scope
3 TIME MANAGEMENT
3.1 Project Schedule
3.2 Project Milestones
3.3 Internal and External Dependencies
3.4 Schedule Control
4 COST MANAGEMENT
4.1 Cost Estimates and Budget
4.2 Control Cost
5 QUALITY MANAGEMENT
5.1 Quality Planning
5.2 Quality Assurance Reviews
5.3 Quality Control
6 HUMAN RESOURCE MANAGEMENT
6.1 Roles and Responsibilities
6.2 Project Organisation Chart
6.3 Availability and Commitment of Resources
6.4 Team Development
7 COMMUNICATIONS MANAGEMENT 10
7.1 Manage Communications 10
7.2 Control Communications 10
8 RISK MANAGEMENT 11
8.1 Risk Management Processes, Systems and Tools 11
8.2 Assumptions and Constraints 11
8.3 Risk Response and Control 11
9 PROCUREMENT MANAGEMENT 12
9.1 Conduct Procurment 12
9.2 Control and Close Procurements 12

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10 STAKEHOLDER MANAGEMENT 13
10.1 Key Stakeholders 13
10.2 Manage Stakeholder Engagement 13
10.3 Control Stakeholder Engagement 13
11 INTEGRATION MANAGEMENT 14
11.1 Change Control 14
11.2 Project Closure 14
12 APPENDIX A – GLOSSARY 15
1.0 executive summary
The project management plan is prepared for a multinational consultancy company that
intends to relocate its offices from the New York to Los Angeles in the United States of
America. The firm is mainly relocation with the prospective of reducing on its operational costs,
improving on the quality of services rendered to the customers and securing a larger office space.
The company also intends to improve its IT department as a result of installing latest technology
equipment and updated software that will improve on the user friendliness of the company
website. The key stake holders in the project include; the company executives, project sponsor,
office manager, project manager and the project team members among others. The project is
expected to last for a period of two months. The project is expected to take an approximate of
£300,000.0. There are various risks that may arise as a result of the project management. This
may include shortage of resources due to under estimation, losing project stake holders due to
some uncertain reasons, among others.
2.0 Scope
The project management report is based on Akello technologies, a multinational
consultancy company based in the United States of America (USA) and plans to relocate its
offices from New York City to Los Angeles within the USA. Akello Consultancy Company is

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mainly remote based company with a highly technical and well skilled consultants who provide
online services to the company clients (Attwood 1996). However, it also provides non remote
services to its clients who are able to access the physical location of its offices and make
advanced appointments to meet the professional consultants. Akello technologies has a well
dedicated administrative team of fifteen members (15 staff member). The report is therefore
prepared to clearly plan, track and oversee the relocation process of the company offices from its
initial operation area to its new location (Laframboise et al 2002, p.256).
By relocating the business offices to Los angles, the company expects to reduce on its
operational costs; some of which include costs of rent, unreliable power supply, congestion costs
in form of traffic jam which makes the office inaccessible, among other costs. By relocating the
offices, the firm also expects to expand its offices to a wider coverage to meet the demand of the
many clients who prefer to access the services from the company offices. As a result of
relocating, the company also intends to improve on the quality of the customer support team by
providing more interpersonal skills to the customer service team and improving information
technology (IT) department by installing new equipment and latest updated software (Balogun
2006, p.243). In other words, the objects of relocating the firm to a new location can briefly be
summarized as below;
2.1 Objectives of the relocation of the company offices.
Improving quality of the support services; as a result of moving the company offices to a
new location, the company intends to improve on the quality of the services offered to its client
by the firm’s customer support team. It intends to achieve this by hiring a profession trainer to
providing extra training to its support team (Cope and Waller 1995, p.61).

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Reducing both sank and operational costs. The office relocation will help the company to
cut down the physical costs that are faced as a result of expensive spaces for rent/ high cost of
rent. The current location of the firm is expensive in terms of rent as it’s densely populated and
congested (Harrison and Lock 2004, p.552).
Improving the information technology (IT) team; as highlighted in the introduction, the
firm intends to install new and latest equipment that uses latest technology with the aim of
improving the IT department (Dai and Wells 2004). It will also hire advanced engineers and
technicians to help in the installation of the advanced equipment. Among the various equipment,
include computers, servers, Enterprise management software, and mobile applications among
others.
Increasing on the firm’s revenue level and profitability; as a result of improving on the
quality of support provided to the clients, there is high expectation of increases clients due to the
quality service. Improving the IT department will also simplify the company website user
interface, consequently attracting new customers (Söderlund 2004). With the improved technology,
adds and pop ups in web pages will be enabled and this will as well increase on the company
awareness to the clients hence increasing on new clients. Expanding the office space to meet the
many clients
2.2 Requirements collection and verification (how requirements are collected and
verified)
As the company plans to relocate its offices to a new location, there are several things
that will need to be secured before the whole process begins off. This will include the
transportation equipment, purchasing of new computers, power supply cables, hiring of new and

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advanced technicians who will help the company IT departments with the installation of the new
operational equipment in the new premises, documentation of request form, identifying and
drafting the project team members and reviewing the site (Hey 2009)
2.3 Work breakdown structure
2.4 Validate control
The project management team will have to make a review based on objectivity to conduct
an evaluation of the project deliverables. This will help in tracking and assessing the project
Project charter
for relocation
The preliminary
project scope
Execution/
relocation
Project
planning
Feasibility
study/ analysis
Feasibility and
operational
Needs and
analysis
Office design
Objectives
Requirements
and verification
Contractor
section
Mover
selections
Construction/
biuding
Communication
network
Office site
selection
Project plan

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progress. In validation control, amendments and validations are also done to help improve on the
effectiveness of the project (Umble et al 2003).
3.0 Time management
3.1 Project schedule
This is intended to clearly indicate the different activity schedules and the respective
dates of execution of the activities. It will help in the assessment and tracking of the project
progress. An insight can also be developed from the work breakdown structure of the
approximate resource that will be required for the complete project implementation (Raftery 2003)
W
BS
Task Name Durati
on
Start Finish Cost
1 The plan of relocating the business to Los
Angles
60 days Fri 7/24/18 Thu 9/15/18 £300,000.0
0
2 Project plan of moving the office to the new
proposed location
12 days Mon 7/24/18 Tue 8/11/18 £13,920.00
Designing and documentation of the request
form
2.
1
Completion and analysis of the request form
for approval
3 days Mon 7/24/18 Wen 7/28/18 £2,880. 00
2.
2
Submission of the request form to the
concerned department for approval
2 days Thu 7/29/18 Fri 7/30/18 £3,520. 00
2.
3
Identification and evaluation of the available
project team members
3 days Mon 8/1/18 Wen 8/5/18 £2,880. 00
2.
4
Identification and review of the available
office sites for approval
2 days Thu 8/6/18 Fri 8/7/18 £1,920. 00
2.
5
Drafting of plan for the new office location 1 day Mon 8/8/18 Mon 8/8/18 £1,760. 00
2.
6
Finalize the space structure and design plan 1 day Tue 8/11/18 Tue 8/11/18 £960.00
3 Budget planning 15 days Wen 8/12/18 Tue 9/1/18 £17,760.00
3.
1
Identification and estimation of the possible
office costs and expenses
5 days Wed 8/12/18 Tue 8/18/18 £4,000. 00
3.
2
Preparation of a budget that will foster the
movement of the offices to the new location
4 days Wen 8/19/18 Mon 8/22/18 £3,200. 00
3.
3
Advertising for the available potential
contractors for bidding
6 days Tue 8/25/18 Tue 1/9/18 £10,560. 0
Identification and evaluation of the potential

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contractor
4 Review extra requirements 16 days Wen 9/2/18 Wen 23/9/18 £28,960.00
4.
1
Seeking of new permit for the movement of
the offices to Los Angles
4 days Wen 9/2/18 Mon 5/10/18 £7,040. 00
4.
2
Assigning of office space and demarcation of
departments
3 days Tue 8/8/17 Thu 8/10/18 £7,680. 00
4.
3
Install outlet 2 days Fri 9/11/17 Mon 8/12/18 £1,920. 00
4.
4
Assessment and review of the security risks
and suggestion of possible controls
5 days Tue 9/15/17 Mon 8/19/18 £8,800. 00
4.
5
Assessment of the available/ existing structural
needs and requirements
2 days Tue 9/22/17 Wen 8/23/18 £3,520. 00
5 Risk Management Plan 12 days Thu 8/24/17 Fri 9/8/18 £9,600. 00
5.
1
Identification of risk in the project
management
5 days Thu 9/24/17 Wen 8/30/18 £4,000. 00
5.
2
Mitigation of risk 7 days Thu 9/31/17 Fri 9/8/18 £5,600. 00
6 Finalize the plan 5 days Mon 9/19/17 Fri 9/29/18 £0.00
3.3 project milestone
plan for moving
offices budgeting review of extra
requirement risk
management finalizing plan
-15
-10
-5
0
5
10
15
3.3 Internal and external dependencies

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During the project execution, the project team will critically look into the dependencies,
both the internal and external to ensure smooth and logical achievement of the project goals and
objectives in the specified time schedule (Kerzner 2013).
Dependency management tasks and the responsibility
Project
manager
The project manager will be responsible for the recording of all the project
dependencies and will do this using a well dependency log/ form.
Fixing of new decencies in the appropriate time interval to allow the effective
adjustment and improvement
The project manager is also responsible for the identification of the most
pressing/ urgent dependencies so as to ensure the fulfilment of such within the
required time
Generating of reports on the various decencies, both new and old releases to the
project sponsor, office manager and all other responsible stake holders.
The project
office
The project office will be responsible for the designing of the decency forms and
reviewing of decency reports compiled by the project manager.
The project
steering
committee
The committee has the responsibility of reviewing the adjustments of the
decencies to help in keeping track of all the progress
The stake holders in the committee will take the responsibility of the various
decencies as assigned by the project manager basing on their capacity and ability
For the team effective achieve the above responsibility, a training session will be
undertaken to enhance the skills of the responsible project stake holders.
Internal dependencies; for the internal dependencies, the team will ensure the execution
of project activities in a logical order. This will allow the achievement is completing tasks that
follow each other. In other words, the team has to clearly state and design the activities that will
follow each other during the project execution process. This is important because the progress of
the project can easily be evaluated based on the achievement of each specific activity completed.
Some of the internal decencies may include a situation where there are limited experts ad there is
need of simultaneously execution two consecutive activities (Wysocki 2011)

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The external dependencies; this is mainly intended to capture the phenomena’s that may
exclusively occur but will affect the project management process. It involves tasks, deliverables
or invents. In this case the external dependencies will include the execution of other
departmental roles within the firm (Barrett and Baldry 2009). The project team has no control over
such activities that happens in other departments of the organization and it’s typically true that
project cannot independently stand without the need for other stake holders/ departments.
Some of the external decencies that the project expect to face may include; other project
management tasks that has to commence before our project proceeds, another department
working on other resources needed for the use in the project management, delay/ bureaucracy in
securing external permits before the work begins, among others.
3.4 Schedule control
A responsible team will be assigned the task of tracking the project activities in
comparison of the initial schedule. This will help the team in determining whether the project
execution is ahead or behind the baseline schedule. This is very important as it will help in the
evaluation of the project performance for its reason of lagging behind or being ahead of the
schedule. These usually occur due to either preventive motives, corrective motives or poor
performance of the project management process (Chiaroni et al 2011).
In this session, the team will need the initial project management plan, project schedule,
the work performance data, schedule data, project calendar, and organizational process assets. In
the process of schedule control, there are possibilities of the following outcomes; schedule
forecast basing on the evaluated report, change requests possibly due to lagging of the project,

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plan updates in relation to the condition of the project. I other words, many updates may be
involved (Frame 2003).
4.0 Cost management
4.1 Cost estimates and budget
W
BS
Task Name Cost
1 The plan of relocating the business to Los Angles £300,000.00
2 Project plan of moving the office to the new proposed location £13,920.00
Designing and documentation of the request form
2.
1
Completion and analysis of the request form for approval £2,880. 00
2.
2
Submission of the request form to the concerned department for approval £3,520. 00
2.
3
Identification and evaluation of the available project team members £2,880. 00
2.
4
Identification and review of the available office sites for approval £1,920. 00
2.
5
Drafting of plan for the new office location £1,760. 00
2.
6
Finalize the space structure and design plan £960.00
3 Budget planning £17,760.00
3.
1
Identification and estimation of the possible office costs and expenses £4,000. 00
3.
2
Preparation of a budget that will foster the movement of the offices to the new
location
£3,200. 00
3.
3
Advertising for the available potential contractors for bidding £10,560. 0
Identification and evaluation of the potential contractor
4 Review extra requirements £28,960.00
4.
1
Seeking of new permit for the movement of the offices to Los Angles £7,040. 00
4.
2
Assigning of office space and demarcation of departments £7,680. 00
4.
3
Install outlet £1,920. 00
4.
4
Assessment and review of the security risks and suggestion of possible controls £8,800. 00
4.
5
Assessment of the available/ existing structural needs and requirements £3,520. 00