Project Initiation Document: Nisa Ltd Office Relocation

This project initiation document details the plan for Nisa Ltd's office relocation from Bellshill to Manchester. The report includes an introduction outlining the project's purpose, objectives, scope, deliverables, constraints, and assumptions. Section 2 focuses on the business case, project benefits, cost analysis, and risk assessment. Section 3 defines roles and responsibilities, and Section 4 presents the project plan, milestones, Gantt chart, and resource requirements. The project aims to enhance services, reduce costs, and improve efficiency through relocation, with detailed consideration given to financial aspects, potential risks, and the roles of the project team. The project plan includes a timeline of 30 days and involves various costs for office design, construction, furniture, and relocation activities. The document also provides risk analysis and mitigation strategies to ensure successful project completion.

PROJECT INITIATION
DOCUMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
SECTION 1: WHAT IS THE PROJECT ALL ABOUT?...............................................................1
Project Title.................................................................................................................................1
Background.................................................................................................................................1
Purpose........................................................................................................................................1
Objectives....................................................................................................................................2
Project Scope...............................................................................................................................2
Exclusions From Scope...............................................................................................................2
Deliverables................................................................................................................................2
Constraints..................................................................................................................................3
Assumptions................................................................................................................................3
SECTION 2: WHY SHOULD THIS PROJECT GO AHEAD?.....................................................3
Business Case:.............................................................................................................................3
Project Benefits...........................................................................................................................3
Options........................................................................................................................................4
Cost and Timescale.....................................................................................................................4
Cost/Benefit Analysis.................................................................................................................7
Risk Analysis:.............................................................................................................................7
SECTION 3: WHO WILL WORK ON THE PROJECT?...............................................................8
Roles and Responsibilities..........................................................................................................8
Organisation chart.......................................................................................................................8
Names of: ...................................................................................................................................9
SECTION 4: HOW AND WHEN WILL THE PROJECT BE DELIVERED?..............................9
Project Plan.................................................................................................................................9
Milestones.................................................................................................................................14
Gantt chart.................................................................................................................................14
...................................................................................................................................................16
Human Resource Requirements................................................................................................17
Project Control..........................................................................................................................18

Quality Control.........................................................................................................................18
CONCLUSION..............................................................................................................................18
REFERENCES..............................................................................................................................20

INTRODUCTION
Project management is planning, scheduling and managing activities so that project may
be completed in time. Present report deals with Nisa Ltd which is planning to move its office
from Bellshill to Manchester for increased productivity and efficiency. Project title, background,
purpose, objectives, project scope, deliverables, constraints and assumptions will be included in
report. Moreover, business case and risk analysis along with roles and responsibilities of staff
and Project Manager will be discussed. Project control and quality control along with milestones
will be included. Gantt chart and project management plan will be made. Thus, project objectives
will be met.
SECTION 1: WHAT IS THE PROJECT ALL ABOUT?
Project Title
“Office move of Nisa Ltd from Bellshill city to Manchester city in the UK”
Background
The location plays a crucial role in the company in order to sell its goods. There are
various costs that are incurred for maintaining office premises in the best way possible. It can be
identified that when location of shop or warehouse is nearer to distribution centre, then
transportation and logistics expenses reduces up to a high extent. Nisa Ltd which is small and
medium sized retailer and wholesaler company in the UK is planning to move from Bellshill to
Manchester in order to improve upon its services and reduce costs of transportation and provides
timely delivery of goods to final customers quite effectively. It is essentially needed that since
Manchester is big industrial city and focusing on office relocation in the city will definitely
provide better results to not only customers but also employees will perform their duties quite
comfortably.
Purpose
The main purpose of this project in hand is to offer goods to customers in an quick
manner by deploying less time and reduction over the expenses (What are the objectives when
moving office?. 2018). This will prove to be fruitful for Nisa Ltd as service and timely delivery
of products over shops will be accelerated and positive outcome will be attained in the best way
possible. It is required to relocate the office so as to enhance overall delivery time and improve
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upon services and gradually decreasing transportation expenses from production place to final
consumption destination.
Objectives
 To enhance services to customers in order to increase satisfaction level
 To end with right office space in terms of cost and brand reputation
 To relocate IT and make ensure right cabling infrastructure in new office location for
seamless communication
 To look out for workforce team and concerns throughout the relocation process
 To reduce transportation costs from movement of goods from warehouse to wholesalers
Project Scope
For this project, Manager have to effectively plan and relocate office from Bellshill to
Manchester for improvement in services. In order to ensure, seamless moving from one place to
another to new office, proper planning is required (Kerzner and Kerzner, 2017). The new office
space should be painted, well-furnished, carpeted to be able to shift Nisa Ltd location with ease.
It will help to deliver the project in time to stakeholders and timely accomplishment of project
objectives will be met.
Exclusions From Scope
The exclusions from scope includes the all those activities which are not covered under
project scope. It involves moving of boxers, new office building and refurbishments. On the
contrary, any inclusion which Project Board or Project Manager request will be considered in
project. Hence, project will get completed.
Deliverables
Project will provide better avenues and benefits to company in the best way possible.
Main purpose of this project is to relocate existing office of Nisa Ltd from Bellshill to
Manchester which will increase efficiency in effective manner. For accomplishing this, accurate
schedules and plans will have to made before actual physical move of office to new location
(Harrison and Lock, 2017). Appropriate and required costs also have to be incurred which incurs
from moving office, painting and establishing carpets and other related expenditures involved.
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Moreover, defining of risks and properly communicating them to staff will also be made. Hence,
project will be delivered quite effectually.
Constraints
Project will be completed with deliverables to company in an timely manner. However,
there are certain constraints which hinders overall project delivery up to a major extent. In
shifting or relocating the office, constraints will include scheduling and timing issues of project
and executing as per the project plan. Moreover, reliability on the hands of contractors' is another
hindrance which will obstacle project accomplishment. Lastly, expenses associated with moving,
involving desired moving supplies and accommodations etc (Fuller and et.al., 2017). Thus, these
are few constraints which will be involved in this project.
Assumptions
The purpose and planning of resources are effectively made. In relation to this, as per the
timing and scheduling of project, human and finance resources will be made available for
preventing from interruption for project completion in the best way possible. The majority of
work will be handled and managed in-house only and for gaining benefits of knowledge, external
consultancy might be entertained. On the other hand, office supplies, accommodations, all
interior built will be handled by suppliers and it is assumed that all such requirements and
materials from suppliers will be made available without delays on unnecessary basis. Moreover,
office chairs are also required which is also assumed that resource will be provided. Lastly,
insurance coverage on existing basis will also be provided. Thus, it is effectively assumed that
requirements will be accomplished in an timely manner and no delays will prevail which could
hinder project completion within stipulated time.
SECTION 2: WHY SHOULD THIS PROJECT GO AHEAD?
Business Case:
Project Benefits
There are various benefits which will be effectively achieved from relocating office at the
new place (Martens and Carvalho, 2017). Cost-saving is major benefit for Nisa Ltd as it will
reduce transportation expenses for it as manufacturing set-up will be closer to office location and
from there, products will be delivered to retailers and wholesalers and as a result, final customers
will be get satisfaction with ease. Talent management is another advantage for relocation as
moving to new location could increase labour pool and efficiency could be maximized. Brand
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reputation can be enhanced from new office area in Manchester as marketing campaign can be
organised and support useful event for staff, potential customers, stakeholders. Network could be
widen in effective way with customers as firm gets close with them which would enhance
revenues and profits with ease (Webb, 2017). Hence, it can be said that office move of Nisa Ltd
will be beneficial and project will be completed in time and benefits will be gained.
Options
There are various options which are available for the project and benefits and risks can be
derived from it in effective manner. First option is to do minimum. It will have benefit and
opportunities for saving expenses on carpeting, painting and refurbishing up to a high extent.
Future growth can be achieved and no capital expenditure will have to be incurred at least in
short-run. The cost of this option is that office will be not get well-furnished which will lead to
decline in staff morale (Papke-Shields and Boyer-Wright, 2017). Second option is to refresh
entire new office which will be beneficial as overall architecture will be changed and hidden
benefits might be accomplished. The cost will be higher as entire cost will then exceed the
stipulated budget. The recommended option is to do minimum in new office as balanced benefits
will get attained.
Cost and Timescale
The project cost is an important part of completion of project as without having financial
resources, it cannot be completed within time. There are various costs that are required to be
incurred in order to attain project without any difficulty. Moreover, project will get completed in
30 days. The total costs which will be incurred are as follows-
Office Move budgeted cost sheet
Item Cost (in £)
Office Design
Legal Fees - Contract review 260.00
Architect 300.00
Interior Designer 310.00
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Planning Permits 150.00
Regulatory Fees 300.00
Build-out Materials
Interior Materials 1,110.00
External Materials 1,000.00
Landscaping Materials 500.00
Construction & Build-out
Existing Office
Space Restoration 400.00
New Office
Interior Construction 1,150.00
Exterior Construction 1,120.00
Landscaping team 400.00
Office Furniture & Related
Accessories
Employee Work Areas
Partitions 40.00
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Desks 20.00
Chairs 30.00
Storage 25.00
Employee Areas (Lounge)
Furniture 250.00
Lunch room Appliances 40.00
Storage 20.00
Decorations & Accessories 60.00
Reception Area 50.00
Furniture 250.00
Decorations & Accessories 60.00
Boardroom area
Furniture 260.00
Speciality Communications 35.00
Decorations & Accessories 65.00
Other Areas
Furniture 220.00
Speciality Communications 35.00
Decorations & Accessories 65.00
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Communications
Designing network & Cabling 150.00
Voice equipment 190.00
Additional Equipments 100.00
Physical Relocation
Temporary Storage 90.00
Moving Company office 200.00
Insurance charges 180.00
Cleaning for locations
New Location 100.00
Old Location 100.00
Marketing
Update Print Materials
Letterhead, Envelopes 120.00
Business Cards 55
Website Updates 100.00
Office Relocation Notifications 90.00
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Total 10000
Cost/Benefit Analysis
The cost/benefit analysis has to be taken into consideration so that project can be
analysed from various viewpoints that what will be benefits out of it and also what are the costs
to be incurred from it. The benefits which will be accomplished by Nisa Ltd would be reduction
in transportation costs and increase in satisfaction level of customers as fast delivery will be
made to them. Costs would be maximise as new office location will be in Manchester and thus,
expenditures will increase.
Risk Analysis:
Risk Identification Risk Prevention Risk Management Risk Monitoring
Moving office takes
longer time to move
equipments than
anticipated
Face-to-face meeting
with movers for
eliminating delays
Making definite plan
and go as per schedule
Monitoring within two
days for extracting
variances if any
Painting and carpeting
contractors takes more
time than expected
Making aware to
contractors regarding
schedule
Execute plan as per
scheduled activities
Checking within
alternate days for
variances
SECTION 3: WHO WILL WORK ON THE PROJECT?
Roles and Responsibilities
The roles and responsibilities of Project Manager is to effectively allocate the work to his
team members so that they may be able to achieve tasks in the best way possible. The role of
Project Manager is to develop project plan, recruit staff for the project, assign tasks to members,
provide updates at regular interval to top management (Carvalho and Rabechini, 2017). On the
other hand, roles and responsibilities of members are to contribute to overall project for meeting
its objectives, incorporate skills and individual expertise, work with set standards, documenting
the whole procedure.
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Organisation chart
Illustration 1: Project organisation chart Source: lucidchart.com
Names of:
Project Sponsor- Jen Harry
Project Manager- Helen Welch
Project Team- Jennifer Tse, Julia White, Emma Wenzel
SECTION 4: HOW AND WHEN WILL THE PROJECT BE DELIVERED?
Project Plan
Task Name Duration Start Finish Predecesso
rs WBS
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Project Management 16 days Thu 10/25/18 Thu
11/15/18 1
Planning 2 days Thu 10/25/18 Fri
10/26/18 1.1
Budgeting 1 day Mon 10/29/18 Mon
10/29/18 2 1.2
Scheduling 1 day Tue 10/30/18 Tue
10/30/18 2,3 1.3
Procurement management 1 day Wed 10/31/18 Wed
10/31/18 4 1.4
Quality management 1 day Thu 11/1/18 Thu 11/1/18 5 1.5
Defining requirements 10 days Fri 11/2/18 Thu
11/15/18 1.6
Location of office 2 days Fri 11/2/18 Mon
11/5/18 6 1.6.1
Customer base analysis 2 days Tue 11/6/18 Wed
11/7/18 8 1.6.2
Physical structure 2 days Thu 11/8/18 Fri 11/9/18 8,9 1.6.3
Identifying Constraints 2 days Mon 11/12/18 Tue
11/13/18 10 1.6.4
Staffing Plan 2 days Wed 11/14/18 Thu
11/15/18 11 1.6.5
Site Selection 5 days Fri 11/16/18 Thu 2
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11/22/18
Contract 2 days Fri 11/16/18 Mon
11/19/18 12 2.1
Facilities access
agreement new facility 2 days Tue 11/20/18 Wed
11/21/18 14 2.2
Notifying existing Realtor 1 day Thu 11/22/18 Thu
11/22/18 15 2.3
Office Design structure 26 days Thu 10/25/18 Thu
11/29/18 3
Architectural drawings 5 days Fri 11/23/18 Thu
11/29/18 16 3.1
Interior design 4 days Thu 10/25/18 Tue
10/30/18 3.2
Communications
Requirements 2 days Thu 10/25/18 Fri
10/26/18 3.3
Computer network 1 day Mon 10/29/18 Mon
10/29/18 20 3.4
Cabling and related work 2 days Tue 10/30/18 Wed
10/31/18 21 3.5
Electrical 3 days Thu 11/1/18 Mon
11/5/18 22 3.6
Voice network 1 day Tue 11/6/18 Tue 11/6/18 22,23 3.7
Cabling 1 day Wed 11/7/18 Wed 24 3.8
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11/7/18
Construction Build out 22 days Thu 10/25/18 Fri
11/23/18 4
Planning permission 2 days Thu 10/25/18 Fri
10/26/18 4.1
Bid process 2 days Mon 10/29/18 Tue
10/30/18 27 4.2
Vendor selection 2 days Wed 10/31/18 Thu 11/1/18 27,28 4.3
Vendor contracts 3 days Fri 11/2/18 Tue 11/6/18 29 4.4
Utilities 2 days Wed 11/7/18 Thu 11/8/18 29,30 4.5
Open accounts 2 days Fri 11/9/18 Mon
11/12/18 31 4.6
Activation of utilities 1 day Tue 11/13/18 Tue
11/13/18 32 4.7
Interior construction 4 days Wed 11/14/18 Mon
11/19/18 33 4.8
Exterior construction 4 days Tue 11/20/18 Fri
11/23/18 34 4.9
Communications
Network Build out 4 days Mon 11/26/18 Thu
11/29/18 5
Bid process 2 days Mon 11/26/18 Tue
11/27/18 35 5.1
Vendor selection 1 day Wed 11/28/18 Wed 37 5.2
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11/28/18
Vendor contracts 1 day Thu 11/29/18 Thu
11/29/18 38 5.3
Equipment purchase 2 days Fri 11/30/18 Mon
12/3/18 6
Vendor selection 1 day Fri 11/30/18 Fri
11/30/18 39 6.1
Vendor contracts 1 day Mon 12/3/18 Mon
12/3/18 41 6.2
Cabling 12 days Tue 12/4/18 Wed
12/19/18 42 7
Internet connection
throughout premises 1 day Tue 12/4/18 Tue 12/4/18 7.1
Phone system 4 days Wed 12/5/18 Mon
12/10/18 44 7.2
Implementing new
equipment 2 days Tue 12/11/18 Wed
12/12/18 45 7.3
Interior Design 1 day Thu 12/13/18 Thu
12/13/18 46 7.4
Painting 2 days Fri 12/14/18 Mon
12/17/18 46,47 7.5
Flooring 2 days Tue 12/18/18 Wed
12/19/18 47,48 7.6
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Furnishings and fittings 4 days Thu 12/20/18 Tue
12/25/18 8
Vendor selection 2 days Thu 12/20/18 Fri
12/21/18 49 8.1
Vendor contracts 2 days Mon 12/24/18 Tue
12/25/18 51 8.2
Reviewing quality 9 days Thu 10/25/18 Tue 11/6/18 9
Code compliance 2 days Thu 10/25/18 Fri
10/26/18 9.1
Construction 4 days Mon 10/29/18 Thu 11/1/18 54 9.2
Electrical 2 days Fri 11/2/18 Mon
11/5/18 54,55 9.3
Occupancy certificate 1 day Tue 11/6/18 Tue 11/6/18 56 9.4
Existing location 12 days Wed 11/7/18 Thu
11/22/18 10
Buying packing materials 2 days Wed 11/7/18 Thu 11/8/18 57 10.1
Moving company office 3 days Fri 11/9/18 Tue
11/13/18 59 10.2
Predictions 2 days Wed 11/14/18 Thu
11/15/18 60 10.3
Vendor selection 4 days Fri 11/16/18 Wed
11/21/18 61 10.4
Insurance charges 1 day Thu 11/22/18 Thu 62 10.5
14

11/22/18
New location 4 days Thu 10/25/18 Tue
10/30/18 11
Cleaning company 1 day Thu 10/25/18 Thu
10/25/18 11.1
Staff unpacking 1 day Fri 10/26/18 Fri
10/26/18 65 11.2
PC setup 1 day Mon 10/29/18 Mon
10/29/18 66 11.3
Packing materials disposal
off 1 day Tue 10/30/18 Tue
10/30/18 67 11.4
New Office Maintenance 5 days Wed 10/31/18 Tue 11/6/18 12
Housekeeping services 2 days Wed 10/31/18 Thu 11/1/18 68 12.1
Insurance charges 1 day Fri 11/2/18 Fri 11/2/18 70 12.2
Sanitation services 2 days Mon 11/5/18 Tue 11/6/18 71 12.3
Marketing 6 days Wed 11/7/18 Wed
11/14/18 13
Change of address
notification 2 days Wed 11/7/18 Thu 11/8/18 72 13.1
Customers 1 day Fri 11/9/18 Fri 11/9/18 74 13.2
print media 2 days Mon 11/12/18 Tue
11/13/18 75 13.3
Staff business cards 1 day Wed 11/14/18 Wed 76 13.4
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11/14/18
Milestones
First milestone is painting and carpeting contractors are appointed beginning process of
workers' notification. Second one is IT wiring and cabling completion in new office. It allows
employee to achieve technology insight when moving to office (Tonchia, Tonchia and
Mahagaonkar, 2018). Third milestone is completion of painting and carpeting, relocation begins
quite effectively. Fourth one is all items are moved to new office and last milestone, entire office
move is complete.
Gantt chart
The below Gantt chart shows that 120 days will be required for completing project.
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Illustration 2: Gantt chart
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Illustration 3: Gantt chart
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Illustration 4: Gantt chart
Illustration 5: Gantt chart
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Human Resource Requirements
Project team, additional staff and support staff are required so that they may accomplish
allocated tasks in effective manner. Additional staff will consist of database engineer, technical
clerk, requirement analyst, technical support. On the other hand, support staff will have hardware
engineer, system administrator, web designer, documentation, QA (Quality Analyst) manager.
Moreover, project team will be software engineer, system analyst. Thus, project will get
complete within stipulated time with ease.
Project Control
Project control will be initiated with tools, equipments, processes, people and experience
which will then be integrated to provide right information at the right time for effectively making
correct decisions (Westney, 2017). This means that project will be controlled in a better way and
project team along with process will provide desired outcomes. Hence, office move of Nisa Ltd
will be shifted to Manchester city and faster services will get enabled by it for offering to
services in effective manner. Communication plan is listed below-
Stakeholders Communication
channel
Frequency Media
Council Through presentations
in meeting
Once in a week Project monitoring
reports and status
Project Team Progress of meetings
and face-to-face
conversations
Weekly Meetings minutes and
Action Log
Project Manager Email conversations Alternate days Status reports
Quality Control
Quality standards are to be followed so that services meets requirements which are
specified for completing the project. It will be ensured that everything is done as per the project
planning in the best manner possible (Burtonshaw-Gunn, 2017). Quality planning in present
project is highly important as it is not kept as per standards, then it influences costs, scheduling,
timescale of project. Thus, quality control will be followed so that project deliverables may be
achieved.
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CONCLUSION
Hereby it can be concluded that project should be completed in a timely manner so that it
may not get delayed. It is essentially needed to get it complete within stipulated time by which
project deliverables are attained. It can be analysed from report that Nisa Ltd will shift its office
from Bellshill to Manchester city which will take 120 days for project for its completion. Hence,
company may be able to achieve benefits in effective manner and transportation expenditures
will get reduced with ease and faster delivery of products will be provided to final customers.
Thus, office move will be successful as per scheduled Gantt chart.
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