Project Management: Office Relocation for Barrier Reef Insurance

This project management assignment details the relocation of an insurance company office, focusing on the creation of a project charter. The charter includes key elements such as project scope and objectives (relocating the office due to lease expiry), a business case (justifying the move for long-term contracts and new customer acquisition), and a detailed project schedule with milestones and deliverables (finalizing the new office space contract, completing relocation over a weekend). Risk identification is addressed, along with mitigation plans for potential issues like equipment damage and operational disruptions. The project also covers assumptions, constraints (budget and time), resource estimation (human and material), stakeholder identification, and team operating principles. The project concludes with a letter to the CEO, a detailed budget, and a final sign-off section.

Running Head: PROJECT MANAGEMENT
Project Management: Relocation of Insurance Company
Name of the Student
Name of the University

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Table of Contents
Part 1: Project Charter Elements......................................................................................................2
1.1 Project Scope and Objectives................................................................................................2
1.2 Project Business Case............................................................................................................2
1.3 Project Schedule, Milestones and Deliverables.....................................................................2
1.4 Risk Identification.................................................................................................................3
1.5 Project Assumptions and Constraints....................................................................................3
1.6 Estimation of Resources........................................................................................................3
1.7 Stakeholder Identification......................................................................................................3
1.8 Team Operating Principles....................................................................................................4
1.9 Lessons Learned....................................................................................................................4
1.10 Charter Closing and Signatures...........................................................................................4
Part 2: Project Charter for Given Project.........................................................................................4
2.1 Letter to Sponsor....................................................................................................................4
2.2 Project Scope and Objectives................................................................................................5
2.3 Project Business Case............................................................................................................6
2.4 Project Schedule, Milestones and Deliverables.....................................................................6
2.5 Risk Identification.................................................................................................................9
2.6 Project Assumptions and Constraints..................................................................................10
2.7 Estimation of Resources......................................................................................................11
2.8 Stakeholder Identification....................................................................................................14
2.9 Team Operating Principles..................................................................................................14
2.10 Lessons Learned................................................................................................................15
2.11 Charter Closing and Signatures.........................................................................................15
References......................................................................................................................................16

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Part 1: Project Charter Elements
A project charter is defined as an overall basic plan for an upcoming project that serves as
the predecessor to the full project plan and emphasizes on some of the basic but critical
components of the project plan. In a project charter, there are a number of different elements that
are discussed below with specific reference to literature.
1.1 Project Scope and Objectives
According to Kerzner and Kerzner (2017), project scope refers to the set of goals and the
overall boundary that has to be successfully fulfilled at the end of the project. On the other hand,
project objectives represent the deliverables of the project and must be defined before proceeding
with the rest of the project.
1.2 Project Business Case
Project business case is defined as a set of various factors related to the project (Harrison
and Lock 2017). These factors include the purpose of project, possible benefits of the project,
appropriate reasoning for conducting the project and others.
1.3 Project Schedule, Milestones and Deliverables
Project schedule is the total estimated time period that is required to complete all the
work in the project. The deliverables represent the work requirements of the project and
milestones represent specific points within the project that reflects the end point of a particular
phase or a group of work in the project (Sharp, Peters and Howard 2017). The deliverables of the
project are assigned with several work packages that are required to fulfill the deliverables.
These work packages are considered for developing the estimated schedule for the project.

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1.4 Risk Identification
Risk identification is a customary project activity that is conducted to identify the main
risks associated with the project (Crawford 2014). Identification of the risks early helps to
develop appropriate mitigation plan that will be used to neutralize the impacts of the risks on the
project.
1.5 Project Assumptions and Constraints
As per Flyvbjerg (2014), project assumptions refer to some assumptions that are made
during planning the project. These assumptions are required when there are chances or
possibilities of occurrence of certain impactful events that may or may not occur during the
course of the project. Assumptions are also required during estimation of schedule and budget of
the project. Project constraints are the factors that can hinder the progress of the project. These
constraints must be identified during planning of the project so that possible modifications can be
made on the project to avoid the constraints.
1.6 Estimation of Resources
Any project requires various resources for execution. Again, resources are of two types –
human resource and material resource (Schwalbe 2015). Estimation of resource refers to the
identification of the quantity of the resources (both human and material) that will be required for
successful execution of the project.
1.7 Stakeholder Identification
For successful management of a project, it is important to identify the main stakeholders
associated with the project (Mir and Pinnington 2014). Stakeholders are the personnel who have

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control over specific parts of the project and their duties include ensuring each of the parts are
executed as per the plan.
1.8 Team Operating Principles
Any project team requires a number of operating principles that each project team
member must follow throughout the course of the project (Marcelino-Sádaba et al. 2014). These
operating principles must be defined before the team members are allocated with tasks for the
project.
1.9 Lessons Learned
This section allows the project team members to reflect on the success of their own works
and how they have learnt throughout the course of planning of the project.
1.10 Charter Closing and Signatures
This is the final section of the project charter that includes a list of signatures of all the
stakeholders associated with the project (Nicholas and Steyn 2017). After the signatures are
received, the project charter is officially closed and forwarded to management for verification
and approval.
Part 2: Project Charter for Given Project
2.1 Letter to Sponsor
To
The CEO
Barrier Reef Insurance Company

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Dated: 28/03/2019
Subject: Regarding Office Relocation
Madam,
I hope you are already updated about the ending of our current lease in the office space
we are using. However, I am disappointed to inform you that the owner does not want to increase
the duration of the contract and has requested us to find a new office space. As a gesture of
goodwill, the landlord has allowed us 2 months of time within which, we need to vacate the
office premises. Accordingly, we have conducted a search for a new office space and we found a
suitable one near the Kingston Suburb. We have also analyzed that we will require a budget of
around $70,000 in order to complete the relocation process. I have attached the project charter
with this letter and I would request you to please go through it and make a decision regarding
approval of the budget that we have developed.
Thanks & Regards,
<PLEASE FILL YOUR NAME>,
Branch Manager,
Barrier Reef Insurance Company.
2.2 Project Scope and Objectives
The main scope of the project is to relocate the insurance office to the new selected office
space without affecting the daily operations of the company. The preparations of the project need

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to be made throughout the month and the relocation process has to be completed within a
weekend so that the operations need not be stopped at any point of time.
The objectives of the project are determined using SMART technique as follows:
Specific To relocate to new office space due to expiry of contract for the current office space
Measurable Two months are provided for completing the relocation process and vacating the current
office premises; a maximum budget of $100,000 has been proposed for the relocation
process
Acceptable The relocation process is to be completed over one weekend without interrupting regular
operations at the office
Realistic The relocation process should not incur costs exceeding $100,000
Time Based The relocation must be completed over the weekend
2.3 Project Business Case
This project is required because the current office space cannot be further used and must
be vacated within two months period. The benefit of the project is that the new office space will
be rented for a long term contract and the new location will allow the company to attract new
customers from a new suburb.
2.4 Project Schedule, Milestones and Deliverables
The main deliverable of the project is to relocate the office from one location to another.
This is to be achieved by renting a new office space and relocating all the office materials
including workstations, furniture and utilities.
The milestones of the project are specified as follows.

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Task Name
Milestone 1: Receive Approval for Relocation
Milestone 2: Finalize Contract with New Office Space Owner
Milestone 3: Relocation Complete
Milestone 4: Sign Off
Finally, the complete schedule of the project is shown in the following table.
Task Name Duration Start Finish
Project for Relocation of Insurance
Office
39.5 days Mon 4/29/19 Thu 6/13/19
Initial Survey and Planning 17 days Mon 4/29/19 Tue 5/21/19
Survey Area for Selection of New
Office Space
10 days Mon 4/29/19 Fri 5/10/19
Select a Space for Office 2 days Mon 5/13/19 Tue 5/14/19
Discuss Regarding Rent and
Relocation Plan
3 days Wed 5/15/19 Fri 5/17/19
Submit Proposal to Authority 2 days Mon 5/20/19 Tue 5/21/19

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Milestone 1: Receive Approval for
Relocation
0 days Tue 5/21/19 Tue 5/21/19
Project Detailed Planning and
Initiation
10 days Wed 5/22/19 Tue 6/4/19
Assign SMEs and Develop Team
for Project
2 days Wed 5/22/19 Thu 5/23/19
Prepare Project Charter 1 day Fri 5/24/19 Fri 5/24/19
Estimate Budget Required for
Relocation
1 day Mon 5/27/19 Mon 5/27/19
Estimate Overall Time Schedule
for the Relocation Process
1 day Tue 5/28/19 Tue 5/28/19
Make Assumptions and Identify
Risks for the Project
3 days Wed 5/29/19 Fri 5/31/19
Determine Project Constraints 2 days Mon 6/3/19 Tue 6/4/19
Milestone 2: Finalize Contract
with New Office Space Owner
0 days Tue 6/4/19 Tue 6/4/19
Project Execution 7.5 days Fri 6/7/19 Mon 6/10/19
Packaging and Cleaning Up 34 hrs Fri 6/7/19 Sun 6/9/19
Loading Luggage on Relocation 2 hrs Sun 6/9/19 Sun 6/9/19

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Truck
Relocate Everything to New
Office Space
2 hrs Sun 6/9/19 Sun 6/9/19
Setting Up and installation of
Equipments and Utilities
16 hrs Sun 6/9/19 Mon 6/10/19
Installation of the Employees'
Workstations
6 hrs Mon 6/10/19 Mon 6/10/19
Milestone 3: Relocation Complete 0 hrs Mon 6/10/19 Mon 6/10/19
Review and Closing of Project 3 days Tue 6/11/19 Thu 6/13/19
Finish Payments for Previous
Office
1 day Tue 6/11/19 Tue 6/11/19
Advance Payment to New Office
Space Owner
1 day Wed 6/12/19 Wed 6/12/19
Review the Overall Office 1 day Thu 6/13/19 Thu 6/13/19
Milestone 4: Sign Off 0 days Thu 6/13/19 Thu 6/13/19
2.5 Risk Identification
There are some risks associated with the project that are listed in the following table
along with mitigation plan.

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Risk Description Mitigation Plan
During relocation, some office equipment may get
damaged or broken
Ensure proper handling of the equipments and
careful loading and unloading to and from the
relocation truck
The relocation process may hamper daily
operations of the company
The relocation process must be completed within
the course of a weekend, working overtime if
necessary
There might be contractual disagreements
regarding the new office space
Ensure there are no disputes or disagreements left
before signing the contract and relocating to the
new space
2.6 Project Assumptions and Constraints
The assumptions and constraints of the project are as follows.
 It has been assumed that maximum budget of $100,000 is sufficient for the
relocation process.
 It has been assumed that the relocation process can be successfully completed
over one weekend.
 Contractual agreements with the owner of the new office space can be a constraint
as it can take a significant amount of time.
 The office shifts pose as a significant constraint as they cannot be stopped due to
relocation process.

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2.7 Estimation of Resources
The following table shows the resources required (both human and material) for
executing the project.
Resource Name Type Std. Rate
Project Manager Work $150.00/hr
Manager of CIT Work $95.00/hr
Manager of Supervision and Project
Administration
Work $115.00/hr
Subject Matter Experts Work $400.00/hr
Workers Work $350.00/hr
Transportation Costs Material $5,000.00
Additional Costs Material $1,500.00
These resources are allocated to the work packages and the overall estimated budget for
the project is determined and shown in the following table.
Task Name Resource Names Cost
Project for Relocation of Insurance Office
$67,320.00
[TOTAL
BUDGET]

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Initial Survey and Planning $19,800.00
Survey Area for Selection of New Office
Space
Manager of Supervision and
Project Administration
$9,200.00
Select a Space for Office
Manager of Supervision and
Project Administration
$1,840.00
Discuss Regarding Rent and Relocation
Plan
Manager of Supervision and
Project Administration, Project
Manager
$6,360.00
Submit Proposal to Authority Project Manager $2,400.00
Milestone 1: Receive Approval for
Relocation
$0.00
Project Detailed Planning and Initiation $9,720.00
Assign SMEs and Develop Team for
Project
Manager of CIT $1,520.00
Prepare Project Charter Project Manager $1,200.00
Estimate Budget Required for Relocation
Manager of Supervision and
Project Administration
$920.00

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Estimate Overall Time Schedule for the
Relocation Process
Manager of Supervision and
Project Administration
$920.00
Make Assumptions and Identify Risks for
the Project
Manager of Supervision and
Project Administration
$2,760.00
Determine Project Constraints Project Manager $2,400.00
Milestone 2: Finalize Contract with New
Office Space Owner
$0.00
Project Execution $32,700.00
Packaging and Cleaning Up Workers $11,900.00
Loading Luggage on Relocation Truck Workers $700.00
Relocate Everything to New Office Space
Workers, Transportation
Costs[1]
$5,700.00
Setting Up and installation of Equipments
and Utilities
Workers, Subject Matter
Experts
$12,000.00
Installation of the Employees'
Workstations
Subject Matter Experts $2,400.00
Milestone 3: Relocation Complete $0.00
Review and Closing of Project $5,100.00

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Finish Payments for Previous Office Project Manager $1,200.00
Advance Payment to New Office Space
Owner
Project Manager, Additional
Costs[1]
$2,700.00
Review the Overall Office Project Manager $1,200.00
Milestone 4: Sign Off $0.00
2.8 Stakeholder Identification
The main stakeholders required for the project are as follows.
Stakeholder Name Stakeholder Designation
Mrs. Devina Clark Sponsor
Mr. <PLEASE FILL YOUR NAME> Project Manager
Mr. Martin Rogers Manager of Supervision and Project Administration
Mr. William Watkins Manager of Communications and Information
Technology (CIT)
2.9 Team Operating Principles
The project team will have to abide by the following operating principles.
 The team will have to cooperate with each other throughout the course of the
project.
 The team will have to exhibit professional behaviour throughout the course of the
project.

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 Any issues faced during project must be immediately reported to Manager of
Supervision and Project Administration.
2.10 Lessons Learned
From the development of this project charter, a lot of knowledge has been gained
regarding the planning for a project. It has given insight on determining scope, schedule and
budget for a project as well as prepare the plan so as it to avoid the risks and constraints
associated.
2.11 Charter Closing and Signatures
Stakeholder Name Signatures
Mrs. Devina Clark
Mr. <PLEASE FILL YOUR NAME>
Mr. Martin Rogers
Mr. William Watkins

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References
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