List of Critical Items in an Office relocation, construction or IT Project Plans
Project Management services designed to achieve optimal results! The following is a list of task that we find make the real difference in Technology Projects. These need to be considered as part of the checklist for your Project Plan. How many of these do you consider when planning a project? We have a lot more on our task list as a reference to keep track of what items need to be considered and which ones are critical to the successful completion of your project.
Here are but a few:
Coordinate the entire IT project including planning, scheduling, and control
Monitor quality control
Create and distribute scheduled reports
Coordinate all vendor activities
Relocation Planning for Information Technology equipment & Services
IT Infrastructure Design, Planning & Implementation Management
Project Management team that keep you informed throughout the project
Structured Cabling Specifications, RFP Design, Vendor Selection & Management
Vendor Management of IT Systems & Solutions
IT Relocation Planning & Support from Start to Finish
Vendor & Contractor Selection
Document Review
Project Planning & Monitoring
Project Budgeting & Controlling
Project Meetings
Schedule
Budget
Process Tracking and Reporting
Change Order Monitoring
Cost Containment
Punch List
Project Management of Voice Services
Review & Analysis of current System
Preparation of RFP for upgrades if needed
Preparation of Databases for Vendor installation Teams
Preparation of Testing plan for deployment
Vendor Selection & Management
Cabling & LAN Services
Prepare site infrastructure assessment
Design and document LAN/telecom infrastructure
Prepare RFP and coordinate vendor bids
Configure and install equipment
WAN Services
Audit existing & Prepare needs analysis for Voice & Data Network Circuits
Create design specifications & work wit IT Team on requirements
Manage hardware procurement, budget analysis & Order control
Manage the Configuration and Testing of equipment
Telecommunications Services
Prepare site and business needs assessment
Document and propose system recommendation
Oversee equipment configuration and installation
Evaluation of vendors and service contracts
Team Communications
Project Newsletters
Move and Orientation Packets
Announcements
Project Directory
Agendas and Meeting Minutes
Move Management of IT Systems (Voice – Data – Network – Servers – Desktop Systems)
Office Assignment Process
Mover RFP & Selection
Strategic Move Logistics
Detailed Move Plan
Building Liaison
Continuous On Site Supervision
| OFFICE RELOCATION CHECKLIST | |
| Phase 1 | |
| Relocation Requirement Gathering (bring all relocation requirement together) | |
| Analyze relocation needs e.g. office equipment to be upgraded or replaced | |
| Define requirement e.g. telecommunications needs (document these requirement and organize them into meaningful data) | |
| Design relocation requirement to suite the office needs and image (e.g. colors of fabric and paint for the new site) | |
| Requirement specification - as a working document that results from requirement activities | |
| Phase 2 | |
| Get vendors bids (furniture, office supplies, office equipment and machines) and check references | |
| Investigate insurance cover on new site for proper coverage at terms you want | |
| Arrange for pre and post move servicing of office equipment | |
| Survey new site, make floor plan, measure room size and storage needs | |
| Prepare floor and space plan for the new office layout | |
| Arrange a pre-move meeting and survey with mover | |
| Arrange with phone company to switch on telephone and fax lines for new site | |
| Contact your moving representative for a pre-move survey | |
| Phase 3 | |
| Choose vendors from bids received (furniture supply, office supplies and office equipment supplies and installation) | |
| Finalize office supplies needs and place order | |
| Look at security issues | |
| Update your budget book on how much you have spent and how
much you have left in the budget |
|
| Update your project plan on time scale, check if you have met some milestone and what time you have left | |
| Do inventory on supplies | |
| Phase 4 | |
| Check with phone company if the new lines are functional and confirm dedicated phone and fax lines are functional | |
| Get service agreement for equipments going into the new site | |
| Clean up unwanted things from old site | |
| Appoint some employees to coordinate move with mover company | |
| Store inactive documents and destroy unwanted documents | |
| Have communication meeting with employees to give an update of move plan | |
| Phase 5 | |
| Arrange for new office interior decoration and deliveries | |
| Arrange office supplies and office equipment deliveries | |
| Secure necessary permit (e.g. parking permit, access to lift and to building). | |
| Arrange for inspection of interior decoration and other office equipment and office supplies. Approve next stage after inspection and correct installation or decoration that is off specification. | |
| Final Phase | |
| Installation of file cabinets, tables and chairs | |
| Unpack active files into the new cabinet | |
| Inform employee of security issues and security code for access into new building | |
| Move into new office location | |