PROJECT MANAGEMENT

REPORT

OFFICE SHIFTING PROJECT

Prepared by: Manoj Kumar Das

0191MBA025
 Project Charter.

Project Overview
Project Name Lincoln Engineering Pvt. Ltd office shifting
Sponsor Lincoln Engineering Pvt. Ltd
Project Manager Manoj Kumar Das
Project Description Lincoln Engineering Pvt. Ltd plans to shift its office from Sector II,
Saltlake to Sector V, Saltlake in order to improve and expand the
overall infrastructure and to better serve its clients, partners and
associates.
Project Start Date Project End Date
Prepared By Manoj Kumar Das Role Project Manager
(Operations)
Prepared Date

Project Scope and objectives

Scopes
 Shifting of office with minor
modifications to a currently vacant &
operational building.
 Real-time office relocation of current
employees, IT infrastructure and
systems.
Objectives
 To end up in the right office space
best suited to the business.
 To avoid business disruption by
making advanced planning of
company’s IT relocation and ensuring
the right cabling infrastructure is in
place in the new office before shifting.
 To move on time which can cost up
for the business
 To move within budget
 To look out for workforce team and
concerns throughout the relocation
process
 Staff to be happy & settle quickly
Project Budget
Breakdown Amount
Project Budget(Estimated) ₹ 1000000
Moving Budget ₹844000

Project Deliverables
The project deliverables are to find and hire
 a painting contractor
 a carpet installation service
 a specialists that will set up all of the technology and cabling infrastructure in the new office
 a moving company
 purchase additional chairs and furniture for all 50 cubicles, office and conference room
 set dates for the moves
 configure a communication plan for the employees of the departments
all within scope, budget, and timeframe

Project Assumption

 All permits for the building are approved

 New office space renovation will be complete by moving date
 New office furnishings will arrive by date
 Employees will pack up their personal belongings prior to the move
 There will be a loading dock for the movers to safely transfer all office supplies
 Good weather conditions on moving day

Project Constraints

 scheduling and timing issues

 reliability of contractors
 costs associated with moving
 having sufficient moving supplies and accommodations
Project Work Breakdown Structure (WBS)
Initiating the shifting of office
As with any major project, proper planning and organization are key to success for shifting the
office. Once the decision to relocate is made, the first task is to create an Office Shifting Project
Plan. This is one of the most important steps taken in an office move.
By creating a framework of every step in the process of move, it is ensured that the necessary
tasks are completed in the required time period. When following the office shifting project plan,
inactivity of work and loss of productivity should be kept minimum as the move needs to be
successfully completed on time and on budget.

How to Create an Office Shifting Project Plan

 Determining of who will be the primary person in charge of the move who will serve as
the in-office shifting coordinator and will have the authority to represent the company,
and be capable of making quick decisions when it is needed.
 Making a project planning team. The in-office shifting coordinator will be serving as
leader of the team, and together the team will create the office shifting plan.
 Determining certain important dates, such as current lease termination, preferred shifting
date, new lease signing, new office build-out start and finish, and final date for
completion of the shifting.
 Estimating the budget of the whole project. After that it is needed to be reviewed time to
time throughout the shifting process to ensure the whole process stays within the budget.
 Develop a project plan customized for your office shifting. Mention down every
important tasks that is needed to done to complete the shifting process. Also it had to be
mentioned in the plan that who will be responsible for which task and when it is needed
to be completed.
Team formation for project
Sponsor: Idrish Ali
Provides overall direction for the project
Responsibilities include:
 Approval of the project charter and related plans
 Makes all decisions on intense problems
Project Manager: Manoj Kumar Das
Leads in the planning and development of the project; manages the project to scope.
Responsibilities include:
 Develop the project plan
 Identify project deliverables
 identify risks and develop risk management plan
 Direct the project resources (team members)
 Scope control and change management
 Oversee quality assurance of the project management process
 Maintain all documentation including the project plan
 Report and forecast project status
 Resolve conflicts within the project or between cross-functional teams
 Ensure that the project’s product meets the business objectives

Team Members:
Works toward the deliverables of the project.
Names: Harshit Gupta
Shubham Gokhale
Ashish Sati
Swapnil Jha
Responsibilities include:
 Understand the work to be completed
 Complete research, data gathering, analysis, and documentation as outlined in the
project plan
 Inform the project manager of issues, scope changes, and risk and quality concerns
 Pro-actively communicate status.
Cost/Budget control

Project Budget

Expenses Cost
Leasing fees expenses
Architect ₹ 81000
Communication and network consultant ₹ 38000
Security deposit ₹ 420000
Electrical cabling ₹ 40000
Moving expenses
Moving vendors ₹ 25000
Computer relocation vendor ₹ 32000
New equipment/Furnishing expenses
Phone systems ₹ 43000
Office equipments ₹ 6000
Projector ₹ 32000
Computers ₹ 65000
Furnishing ₹ 62000
Total shifting expense  ₹ 844000
Risk management matrix
Sr. no Risk description
1 Office is partially ready for access on 1st
September
2 Moving vendor takes much more time to
move the packing than expected
3 Painting and flooring work takes longer time
than as decided
4 Employees aren’t ready/packed to move their
belongings on declared dates
5 Packing boxes for each employees are found
lesser than required
6 Employees not able to work on ongoing
projects because of disturbance while
moving
7 Weather conditions are not good to move.
Strategy
Make and stick to the decided plan
for ending up on 1st September and
be sure that it doesn’t gets delayed
for access
Having a clear talk with the moving
vendor face to face and strictly
follow the schedule for each moving
activities
Having a face to face talk before and
make the contractor aware of the
schedules for finishing at the
decided time
Inform the employees earlier. Make
a plan when each employee is
moving and remind each employee
with their moving date
Ask each employees how many
boxes do they need to move
Divide the department by
employees, those who work together
and move them on same time
Having an extended date for moving
if uncompleted
Quality control
Quality standards have been followed and the services have met the requirements as they were
specified earlier for completion of the project. It was made sure that every essentials is done
according to project planning in the best manner possible. Quality planning in present project
was very important. If it wouldn’t have been kept as per as the standards, then it would have
affected the costs, scheduling and timescale of project.
 Quality inspection has been executed under which the documentation related to the
project, the resource and budgeting information, the task list and task responsibilities
have been reviewed in order to determine the project progress.
 The code compliance has been checked. The codes associated with health and safety
regulations and other aspects of project such as construction, design and electrical
arrangements in the new office are checked under quality review. The occupancy
certificates are checked as well.
 Quality assessment have been done to see whether quality compliance has been
maintained in the project or not.
 The above steps are followed within the whole project activities which have been resulted
in achieving Total Quality Management.