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IT Network Relocation Guide

IT Network Relocation Guide
Updated: April 2014

Planning an office move needs to be thorough – there’re many details you’d need to look into because it may be difficult and costly to rectify unaddressed layout or facility-related problems after the move is completed. Also, overlooked issues could mean unnecessary disruptions to your business. As such, you’d need a system that could help you get organised. This guide is created based on our experience helping a number of our clients out with their office relocation and our own as well. Of course, our list mayn’t be complete – nevertheless it’s a start.

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Physical Planning and Mapping
Planning Items Yes Done No Remarks N.A.

1

Have we obtained a copy of the detailed floor plan from our landlord?

2

Have we done a site visit to take actual site measurements and noted down all deviations from the floor plan?

3 Have we applied for the activation of electricity and water supply?   

4

Have we finalised our space plans, including electrical and furniture placement plans?

5

Is modular furniture being used? If so, network cables should be run before the furniture is installed.

6

Have we determined the PC and printer locations in the new space?

7

Have we identified the personal printers on the floor plan?

8

Have we determined the location of fax machines in the new space?

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Have we determined the adequacy of power supply and power points?

10

Have we identified the wiring and cabling on the floor plan?

11

Have we determined the jack locations for voice and data on the furniture plan?

12

Once floor and space plans have been approved: Have we obtained bids for wiring?

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Have we obtained bids from the movers?

14

Have we obtained quotations for the move and reconnection of equipment that require special care, e.g. telephony system, photocopier, and large format printer, from their vendors? Have we checked to see if the doorways, access hallways, ramps, and the elevator doors are wide enough to accommodate moving our equipment? Have we obtained bids from the IT system integrators?

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Have we applied for the activation of phone lines?

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Establishing Teams
Planning Items Yes Done No Remarks N.A.

1

Have we established move teams? Note: Designate a deputy for each team leader in case the team leader is not available on the day of the move. Have we reviewed the space plans and jack locations for all equipment with the team leaders?

2

3 Have we identified the temporary storage locations of the IT equipment when they’ve been moved? 4   

Have we identified a moving manager? His or her key role is to plan the entire new office set-up, liaise with moving vendors, and coordinate the functioning of the various teams. Have we established a facility team? They need to ensure that the power and water supply, phone line activation, wiring and cabling, office renovation, installation of office security and staff access system, and general office cleaning are complete to facilitate the final move.

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Have we established the network and backup team? Responsible for ensuring a server backup is done prior to the move to preserve all important data, setting up the server (and server rack), and configure networking devices, like switches and routers, and other appliances, e.g. firewall appliances. Note: This role may be outsourced to an IT system integrator.

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Have we established the desktop PC team: Disconnect and pack all PCs and IT equipment, and rebuild them in the new location. Verify that all devices are operational after they’re assembled. Have we distributed and communicated the tasks each team member has to perform during and after the move?

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Labelling
Planning Items Yes Done No Remarks N.A.

1

Have we labelled all lines clearly? Note: “A” denotes analogue lines, “V” digital phone lines, and “D” network lines.

2

Have we affixed all wiring with permanent labels at both ends with information like room plate and jack numbers?

3

Have we placed a set of floor plans next to the patch panels with all of the room numbers and wall plate locations identified clearly?

4 Have we given our computers, monitors, mice, and keyboards a thorough cleaning?   

5

Have we labelled all PCs, computer peripherals and accessories, and IT equipment with the correct destination information? Note: the information should be detailed enough for the handler to place them without having to ask where they should go.

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Wiring, Cabling, Phone, and Internet Access
Planning Items Yes Done No Remarks N.A.

1

Have we scheduled wiring for newly built structures according to the construction timeline?

2

Have we identified the telephone and data cabling closet/room within the space? If a PABX phone system is being used: Have we determined the location of the PABX casing? Have we identified the location of the server (and server rack) and necessary networking equipment, like switches and routers? Note: Ensure that the server (or server room) is centrally located to avoid the 100m Ethernet UTP length limit.

3   

4

If a server room needs to be erected: Have we confirmed the minimum requirements for the server room – including room dimensions, electrical requirements (30A dedicated circuit), floor coverings, HVAC with alarm and separate thermostat, and dedicated space for IT equipment? If a wireless network is being put in place: Have we identified the location(s) to setup the wireless router and/or wireless access points?

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6

Have we evaluated the cost and lead time in providing additional electrical service in the new location?

7

Have we tested all network and phone drops?

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Have we tested all power outlets?

9

Have we mapped the locations of the desks using a mapping tool to estimate the cable lengths?

10

Have we planned for extra wiring drops? Note: Put at least two to four drops on every wall of an office space. Run four strands of Cat5/5E cabling to every wall and terminate with RJ45s in a wall plate. In the computer room, group the four strands that correspond to the four jacks on the wall plate and then punch everything down on Cat5/5E patch panels. Have we inventoried every phone number to be moved?

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Have we scheduled for the disconnection or addition of phone lines?

13

If the local area telephone exchange doesn’t support the use of existing phone numbers: Have we applied for call forwarding service?

14

If a toll-free number is in use: Have we ascertained our vendor is aware and ready for the cutover date and time? Note: Test the new phone line a few days before the move, leaving some cushion time for problems. The more complex the routing programming is on the toll-free numbers, the more time and testing is required.

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Have we reviewed the programming or routing on the voice mail system?

16

Have we made sure there’re at least three analogue lines available in the office on the day of the move?

17

Have we determined the type of Internet access is available and needed at the new location?

18

Have we transferred our ISDN lines?

19

Have we disconnected all leased lines, such as T1s, at the old location?

20

If changing the ISP is required: Have we planned the change to our DNS resolution for our company's Web addresses (if internally hosted)? Note: If you change ISPs you'll have a change of IP addresses, so you’ll have to register the change with the DNS registry companies and time it right so that service is interrupted as little as possible. If your server IP addresses are not updated with the new DNS information, then Web and e-mail servers will have problems.

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Preparing the Equipment
Planning Items Yes Done No Remarks N.A.

1

Have we inventoried existing equipment and hardware – including computers, monitors, printers, modems, servers, surge protectors, fax machines, data cables, network switches, copiers, firewalls, and the DMZ port? Have we evaluated the need for new computers or equipment?

2

3

Have we determined the delivery lead time for the new computers or equipment?

4

Have we planned how to properly dispose of the equipment that’s going to be decommissioned?

5

Have we reviewed service calls for the past year to identify likely-to-fail parts? Have several of those parts on hand, and spare cables and hard drives as well. Have we done a physical backup (to a bootable media) for the servers? Have the backup media transported separately from the truck moving the servers. Have we determined whether our existing PABX phone system is able to handle the additional phone lines or key phones that may be required?

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Have we accounted for the backup batteries for phone switches and servers so that they could be installed according to schedule?

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Have we checked that the service contracts on the PCs, servers, fax machines, photocopiers, etc, will not be void if someone other than the original vendor moves the equipment or preps the equipment for moving? Have we scripted the shutdown steps of all equipment?

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Conducting Meetings and Special Communications
Planning Items Yes Done No Remarks N.A.

1

Have we done a team meeting to define the roles and responsibilities of each person and the activities to take place on the day of the move?

2

Have we scheduled the activation date and time for new site?

3

Have we reconfirmed the move date with all vendors – two weeks prior to move?

4

Have we identified the key contacts at the new and old locations?

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5

Have we prepared a list of contact names, phone numbers, pagers, email addresses, and mobile phone numbers, and distribute the list to all responsible parties? Note: The list should include property management contacts, phone company, phone system vendor, computer support vendor, phone/data cable vendor, mover, ISP, and website Webmaster. The moving manager should store a printed copy in a safe, easily accessible place, like his or her car. Have we organised the cartons/items to be picked up and loaded on to the truck based on the order they should be received at the new premises? Have we designated a person from the facility team to be stationed at the new location to allow vendors to access the space and coordinate the placement of the items received on the day of the move? Have we updated all pertinent information with our company’s office security systems, etc?

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Have we reminded all users to back up their own files to the network storage or disks before the move?

10

If any reconfiguration is necessary at the new site: Have we scripted all the steps required and tested them before the move? Note: In writing this list, assume that the end users will be doing the changes – so make the script easyto-understand and foolproof.

End

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Contact Us
If you need help with setting up your IT infrastructure, we’re here to help. You may contact one of us in these countries:
Singapore

Nick Tham Software Exchange (Singapore) Pte Ltd Tel +65 6883 1411 Fax +65 6883 1410 Email nick@swxone.com
Malaysia

Sarah Yap Software EXC (Malaysia) Sdn Bhd Tel +60 3-2145 1280 Fax +60 3-2145 1282 Email sarah@swxone.com
Vietnam

Truong Hoang Lam Tel +84 8 3511 9465 Fax +84 8 3511 9470 Email lam@swxone.com

This document is for informational purposes only. SOFTWARE EXCHANGE MAKES NO WARRANTIES, EXPRESS OR IMPLIED.

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