Lets Go Couriers Building

Project Name: Move

Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Report Date: Report Number:

Introduction
Lets Go Couriers is a courier company which has expanded in size during the last few months.
It has gone from being a domestic courier company to now a larger sized National courier company. The business is growing, not
only in size but also with staff and now needs to relocate to larger premises to allow for the growth. The current premises is to small
to hire new staff members and the loading dock does not allow for any more Vans to be in usage.
Therefore after some research new premises have been found in an accessible location, with a large enough office plan to allow for
growth, and a large loading dock. This all comes within the company’s budget for an office lease.

Page 1 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Executive Summary
Project Key Objectives:
Sponsor:
The primary objective of the project is to relocate 40 staff from our current premises to the new
Company premises at Norwest Business Park
Director
Benefit Drivers:
Programme The primary benefit driver is strategic. The existing Building is tired, and unable to sustain future
Leader: Business growth projections. The new building at Norwest will provide a modern working
Clare environment, and room for future growth.
Edwards

Original Start 1/10/2008 Original 1/2/2008 Revised Start N/A Revised N/A
Date: End Date: Date: End Date:
(For
consolidated
reporting
purposes)
Project Delivery
Stage:
Lets Go Couriers has a timeframe of 4 months to complete the move. – This is from the
Time G
researching to final move date.
Cost G A separate budget sheet is attached with a break down of costs

Risks A A separate risk analysis page is attached.

Benefits G Project benefits are expected to be realised.

Overall
Project Additional Comments
Status
G Project is in the beginning stages, a project team will be formed and tasks will then be divided up

Other Projects Impacts

G There are no other projects within ‘Lets Go Couriers’ at this time

Page 2 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Project Scope
To move ‘Lets Go Couriers’ to a larger site which is accessible for both our courier drivers and staff members, within
budget and timelines.

Project Objectives
• To relocate 40 Staff members from our current premises to new premises
• To move within the 4 month time frame
• To stay within budget
• To relocate to larger premises that offers room room for growth within the company
• To offer staff members a comfortable workplace which complies with OH&S regulation and will not in anyway place
stress among staff members for working in a crowded office.

Key Outcomes

Page 3 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

OH&S Legislation
Legislation Privacy Act 1988
An Act to make provision to protect the privacy of individuals, and for related purposes.
 The above act needs to be followed in regards to all personal records kept on file. Records will be safely packed an
unpacked by HR and clearly labelled.

OH&S OH&S training will take place –see GANT Chart to prevent any workplace injuries whilst packing or lifting boxes
First Aid & Firewardens
 Firewardens and First Aid staff will remain in their roles In the new building.
 A mock fire evacuation will take place in the first week ( See Gant Chart)

Work Breakdown & Schedule

See attached gant chart

Communication

Page 4 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Internal Communication within the project team will happen via fortnightly team meetings (see attached GANT Chart) where each
task will be discussed along with any new risks and what has been achieved. A report will then be completed after the
meeting and distributed among team members and the Company Director. ( Report is attached also)

Communication with staff members. A company meeting will be held to inform staff of the move and when it will be
happening with any updates after that being sent via email and stuck up on the company bulletin board.

A project move folder will be made up and put into the shared drive so all team members will have access. All project
communications will be saved in here along with the fortnightly report.

External The following customers and suppliers will also need to be contacted. This communication will happen via face to face
contact, over the phone and also with a mail out to everyone on the company database. Pamphlets will also be printed
and given out with each parcel picked up and delivered.
External parties to be contacted include:
Utilities
 Electricity Company
 Water Board
 Telstra Phones ( mobile and landlines)
Suppliers
 Stationary Supplier
 Professional Printing
 Xerox Toner & Cartridges
Post Office
 For mail redirection and change of address
Current Contracts
 Air Conditioning ( contract to continue on at new address)
 Cleaning ( contract to continue on at new address)
 Water Vending Machine ( contract to continue on at new address)
Existing Customers

Page 5 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Stakeholders
Internal & External In this project there is major stakeholders and minor stakeholders, please see the chart below.

Name Work Area Stakeholder Type Impact by/on project

Requirements

Mr Jones Company Director of Lets Go Internal High

Couriers
Clare Edwards Project Manager Internal High

Project Team Internal High

Lets Go Couriers Existing N/A External High

Customers

Utilities Supplier External Low

Electricity/ Water / Telephone

Removalist company Removalist External Medium

I.T Specialist I.T External Medium
Electrician External Medium
Air Tech Airconditiong External Low
Blakes Water Water Vending Machine External Low

Page 6 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Monitoring

Page 7 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Monitoring is about observing what is going on, and evaluation involves reflecting on your observations and responding to
opportunities and challenges. Appropriate monitoring provides critical information that can help you make better decisions
about how to run your project.

The Relocation project will be monitored by keeping records of activities (the outputs), and measuring the results of those
activities (the outcomes) , the ongoing team meetings and the fortnightly report. One on one time with the Project
Manager is also available to the project team when needed.

Ongoing monitoring of the project relocation will be completed as below.

Monitor commitments against those identified

in the project plan.
Weekly by the Project Manager

Monitor risks against those identified in the

project plan.
Fortnightly report update

Monitor project Costs against the budget

Monitor the management of project data

against the project plan.
Weekly by the project Manager

Monitor stakeholder involvement against the

project plan.
Every 3 weeks by the Project Manager

Periodically review the project's progress,

performance, and issues.
Fortnightly meetings

Review the accomplishments and results of

the project at selected project milestones. Page 8 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Evaluating
Evaluation is about collecting information and keeping records that show the progress of your project, and problems and
achievements against your goal and objectives. After assessing the fortnightly reports a closure report will be put together
(see attached) from the information found in the fortnightly reports.

An evaluation meeting will be held once the project is completed with Project Members and Internal Stakeholders.

A survey will also be sent around to staff members for their evaluation.

Page 9 of 10,
 Lets Go Couriers Building
Project Name: Move
Division: Complete Office Project Report
Project Category: Large Project Code: CFAL/GRP/0130

Bibliography

www.morganlovell.co.uk

The Little Balck Book of Project Management – Michael C Thomsett

The Office Relocation Sourcebook: A Guide to Managing Staff Throughout the Move - Page 22
by Dennis A. Attwood

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