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Team Slipstream

Slipstream Office Relocation
Project
February 2008
Team Members

Jill Carley Rudolph Rico
Ruchi Chopra Dipali Shah
Yelena Faynburd Prem Sujan
Suchir Gupta Dee Wise
Darren Petersen




Team Slipstream 2
Table of Contents
Project Scope Statement p.3
Vision Statement p.3
Business Need p.3
Project Description p.4
Project Deliverables p.4
Project Objectives p.5
Project Assumptions p.6
Project Constraints p.6
Project High-Level Risks p.7
Project Approval Signatures p.7

Project Lifecycle p.9
Stakeholder Analysis p.10
Work Breakdown Structure p.12
Project Schedule p.15
Cost Analysis p.18
Cost Baseline p.23
Responsibility Assignment Matrix p.24
Communication Management Plan p.25
Risk Response Plan p.26






Team Slipstream 3
Project Scope Statement
1. Vision Statement
Slipstream plans to relocate its corporate headquarters from San Francisco, California to Mountain View, California in order to
improve and expand the overall infrastructure and to better serve its clients, partners and associates.

2. Business Need
Rising San Francisco commercial space rent, outgrowing the current space due to expanded workforce, and a need for a more
efficient, updated facility has created a need for Slipstream to relocate corporate head quarters. Slipstream would like to be
closer to its clients who are primarily located in the Silicon Valley area, and reduce the amount of traveling for its employees.

 240 employees live within 10 miles from new location
 70% of company clients are based in Silicon Valley
 About 60% savings in per sq. ft. rent price ($40 in SF vs. $25 - new locations)


Team Slipstream 4
Project Scope Statement (continued)
3. Project Description
Slipstream plans to relocate its corporate headquarters from San Francisco, California to Mountain View, California in order
to improve and expand the overall infrastructure and to better serve its clients, partners and associates.

4. Project Deliverables (Scope)

Is Is Not
Relocation of corporate headquarters with minor modifications to a currently vacant &
operational building
A major construction/ build out
Real-time office relocation of current employees & contractors Hiring of additional workforce
Functional company IT infrastructure and systems along with upgrades online throughout
move
Setting up redesigned IT network & systems
All associated project documentation deliverables, e.g. Project Management Plan,
construction docs, furniture plans & Move Map including interior layout
Increased facility and/or operational budgets
Team Slipstream 5
Project Scope Statement (continued)
5. Project Objectives


Objective Criteria for Evaluation
Sign new lease agreement Sign by January 31, 2008
Terminate current lease agreement Send notice by February 1, 2008
Notify all employees, partners and clients of the move Notification by February 4, 2008
Finalize contracts with vendors and movers Finalize contracts by March 3, 2008
Approve construction documentation, furniture plans and Move Map Approve by March 3, 2008
New facility infrastructure completed with all the offices, cubicles and office Confirmation by April 11, 2008
Complete check for live operations (IT/telecom) Complete check by April 25, 2008
Begin moving employees to new location starting with IT department Move started May 1, 2008 and completed May 15, 2008
Complete any after move assistance for employees Complete by May 30, 2008
Project Complete by May 31, 2008 and within budget Sponsor signoff by May 30, 2008; review of final costs against
budget
Team Slipstream 6
Project Scope Statement (continued)
5. Project Assumptions
 Building plans for the new facility are available
 All permits for the building are approved
 New floor plans are approved
 Resource requirements will be met
 80% of the employees live in the Silicon Valley
 Good weather conditions
 No union related delays

6. Project Constraints
 Funding – limited/set budget
 Schedule - set date for the relocation 5/15/08
 No company downtime during the move


Team Slipstream 7
Project Scope Statement (continued)
7. Project High-Level Risks


High-Level Risks Trigger Impact - (C,S,T)
Employees cannot be moved as
scheduled.
1. Insufficient packing materials
2. Unexpected project activity occurring that cannot be interrupted
C, T
New headquarters cannot be moved into
at scheduled date.
1. Community legal action blocks/delays move
2. Delay in coordinating IT setup with external providers
3. Lease agreement with new landlord delayed
4. Unforeseen construction delays
C, T
Movers cannot perform move on
schedule.
1. Approval of contract with mover delayed
2. Moving company unavailable / partially available on desired move dates
3. Weather conditions postpone move
C,T
Additional furniture required 1. Additional employees hired
2. Inaccurate / incomplete move map
C
Additional IT infrastructure required on-
site
1. Unplanned insufficient infrastructure at site
2. Building plan incomplete/incorrect
C
Additional IT infrastructure required off-
site
1. Off-site IT infrastructure required to support business during move is insufficient C
Unexpected loss of employees due to
move.
1. Invalid assumptions in employee impact analysis
2. Local competitor targets hiring of employees
C
Legend
S = Scope C = Cost T = Time
Team Slipstream 8
Project Scope Statement (continued)
7. Project High-Level Risks (continued)

















8. Project Approval Signatures
 CFO/Sponsor
 Project Manager
High-Level Risks Trigger Impact - (C,S,T)
New employees hired 1. Filling requisitions which were open during feasibility
2. Unplanned growth required prior to move due to business needs
S,C
Unanticipated changes to building
plan required
1. New employees hired
2. Building plan incomplete/incorrect
S,C
Unexpected additional support to
minimize work disruption.
1. Unexpected increase in business activity during move schedule requires further
support
S,C
Serious injury to mover 1. Unexpected injury of one (or more) of the movers C
Furniture damage during the move 1. Office furniture has been damaged during the move C
IT equipment damage during the
move
1. IT equipment has been damaged during the move C, T
Movers strike 1. Movers go on strike unexpectedly (no prior warning) C, T
Legend
S = Scope C = Cost T = Time
Team Slipstream 9
Project Lifecycle
Project
Management
Deliverables
Product
Management
Deliverables
Feasibility
Analysis
Phase
Planning
Phase
Execution/
Relocation
Phase
Closing
Phase
• Project Charter

• Preliminary Project
Scope

• Needs Analysis

• Feasibility and
Operational Assets
Study
• Project Team Org Chart
• Relocation Process
• Change Orders
• Employee Impact Analysis
• Internal & External
Location Analysis
• Location Plan/Move Map
• Vendor Selection/Contracts
• Lease Agreement Signed
• Permits

Develop Project
Management Plan:
• Final Scope Statement
• Work Breakdown Structure
• Project Schedule
• Cost Baseline
• Responsibility Assignment
Matrix (RAM)
• Communication
Management Plan
• Risk Response Plan
• Change Controls
• Vendor Proposals


•Status Report

• Change Approval/Rejection
• Pre-Move Checklist

• Move Map

• Pre-Move Test Systems

• Move Assets

• Final Test Systems


• Final Project Management
Report

• Sponsor Sign-off

• Lessons Learned

• Contracts Closure

• Final Relocation Checklist
(Move-In Complete)

• Press Release

• Company Celebration

• Final IT System Test Report
(All Systems Go)

• Filing documents to the
centralized project repository
Team Slipstream 10
Stakeholder Analysis
Stakeholder Name Stake holder Need Stakeholder Expectation
CEO/ Sponsor
• Cost analysis
• High level relocation plan
• High level communications
• Seamless relocation
• Move within budget
• Move within timeframe defined
PM Team (Slip Stream)
• CEO/Sponsor support
• Authority to sign contracts and engage vendors
• Clear communication
• Cooperation of all Stakeholders
• Timely communication
• Bonus

Employees

• Timeline of the move
• Pre-move and post move checklist
• Boxes to pack personal items
• New stationary ordered with updated location information
• Detailed document with the new address, transit facility and
amenities of the new location
• Minimal disruption to work and family life
Legal
• All the documents that require review and/or approval by Legal • Appropriate, clear and timely communication
Clients
• Notification of the move • Minimal disruption to work
Contractors and
Architects
• Space plan detailing space requirements, employee location in
new building etc.
• Tenant improvements to be done for the relocation
• IT infrastructure plan
• Regular communication with the PM Team

• On-time payments
Team Slipstream 11
Stakeholder Analysis (continued)
Stakeholder Name Need Expectation
Movers
• Signed contract to engage movers

• Detailed space plan to ensure move of office assets, employee
boxes etc. to proper locations
• Timely communication with PM

• Timely payments
Old Landlord
• Lease termination documents • Rent and other payments have been made
• Tenant follows the negotiated terms for notice to
vacate and any repairs that need to be made
• Notifications of move have been made to all
current clients and vendors so that new tenants
moving in are not disrupted with mail and calls.
New Landlord
• All new lease documents • Proper execution of the lease terms
Neighboring Tenants
• Proper communication of the move • Minimal impact to their operations

• Minimal noise
Community/
City
• Any approvals for the relocation
• Permits for movers
• Fees associated with the move
• Any building/construction permit approvals
• Minimal or no disruption to the community

• Company abides with the City Codes
Team Slipstream 12

Planning Phase


2.1 Project Management Plan
2.1.1 Scope Statement
2.1.2 WBS
2.1.3 Project Schedule
2.1.4 Cost Baseline
2.1.5 Responsibility Assignment Matrix
2.1.6 Communication Management Plan
2.1.7 Risk Response Plan
2.1.8 Change Controls
2.2 Contractor Selection
2.2.1 RFP and selection
2.2.2 Architectural/Construction drawings
2.2.3 Building materials specifications
2.3 IT Specifications Plan
2.3.1 IT migration/test plan
2.3.2 IT deployment/test plan
2.3.3 IT upgrade plan
2.3.4 IT equipment order
2.3.5 IT backup plan

Feasibility Analysis Phase


1.1 Project Charter
1.2 Preliminary Project Scope
1.3 Needs Analysis
1.3.1 Business needs list
1.3.2 Employee needs list
1.3.3 Customer needs list
1.3.4 Alternative solutions study
1.3.5 Solution for further feasibility
1.4 Feasibility and Operational Assets Study
1.4.1 Marketing feasibility study
1.4.2 Operational feasibility study
1.4.3 Legal feasibility study
1.4.4 Economic feasibility study

Work Breakdown Structure
Team Slipstream 13

Planning Phase (continued)

2.4 Move Map
2.5 Relocation schedule
2.6 Furniture Vendor Selection
2.6.1 RFP
2.6.2 Contract finalized
2.6.3 Furniture plan and specifications
2.6.4 Furniture delivery plan
2.6.5 Furniture orders
2.7 Mover Selection
2.7.1 RFP and selection
2.7.2 Inventory checklist
2.7.3 Packing material estimates
2.7.4 Packing material order
2.8 Permits
Work Breakdown Structure (continued)

Execution/Relocation Phase

3.1 Status Reports
3.1.1 Status reports IT
3.1.2 Status reports legal
3.1.3 Status report- PM
3.2 Change Control Management
3.3 Furniture delivery checklist
3.4 Tenant improvement build-out report
3.5 New IT systems delivery checklist
3.6 Final facility walkthrough report
3.7 IT Systems Migration Report
3.7.1 Server deployment report
3.7.2 Workstation installation report
3.7.3 Telecom report
3.7.4 IT backup report
3.8 Move Map and schedule report
3.9 Inventory move checklist

Team Slipstream 14

Closing Phase

4.1 Final Project Management Report
4.2 Sponsor Sign-off
4.3 Lessons Learned Document
4.4 Contract Closures (payments)
4.4.1 Furniture vendor contract
4.4.2 Mover contact
4.4.3 Contractor contract
4.4.4 IT contract
4.5 Final IT system test report
4.6 Checklists
4.6.1 Move Map
4.6.2 Relocation
4.6.3 Post relocation assistance
4.7 Press release
4.8 Legal documents
4.9 Internal company celebration
Work Breakdown Structure (continued)
Team Slipstream 15
Project Schedule
Team Slipstream 16
Project Schedule (continued)
Team Slipstream 17
Project Schedule (continued)
Team Slipstream 18
Cost Analysis
Project WBS Days
Billable
Hours
Hourly
Rate Cost Flat Fees
WBS Total
Cost
Feasibility Analysis Phase 5
1.1 Project Charter
2 12 $100 $1,200 $1,200
1.2 Preliminary Project Scope
5 50 $75 $3,750 $3,750
1.3 Needs Analysis
3 $4,200
1.3.1 Business needs list
2 14 $75 $1,050
1.3.2 Employee needs list
3 22 $75 $1,650
1.3.3 Customer needs list
1 6 $75 $450
1.3.4 Alternative solutions study
1 6 $75 $450
1.3.5 Solution for further feasibility
1 8 $75 $600
1.3 Total work package cost
$4,200
1.4 Feasibility and Operational Assets Study
3 $6,700
1.4.1 Marketing feasibility study
3 20 $100 $2,000
1.4.2 Operational feasibility study
3 20 $100 $2,000
1.4.3 Legal feasibility study
1 6 $150 $900
1.4.4 Economic feasibility study
3 18 $100 $1,800
1.4 Total work package cost
$6,700
Total Feasibility Analysis Phase Cost $15,850
Team Slipstream 19
Cost Analysis (continued)
Project WBS Days
Billable
Hours
Hourly
Rate Cost Flat Fees
WBS Total
Cost
Planning Phase 31
2.3 IT Specifications Plan 4 $105,250
2.3.1 IT migration/test plan 4 30 $125 $3,750
2.3.2 IT deployment/test plan 3 20 $125 $2,500
2.3.3 IT upgrade plan 3 16 $125 $2,000
2.3.4 IT equipment order 1 8 $125 $1,000 $95,000
2.3.5 IT backup plan 1 8 $125 $1,000
2.3 Total work package cost
$105,250
2.4 Move Map 3 24 $150 $3,600 $3,600
2.5 Relocation schedule 2 16 $75 $1,200 $1,200
2.6 Furniture Vendor Selection 17 $107,350
2.6.1 RFP 10 40 $75 $3,000
2.6.2 Contract finalized 1 8 $75 $600
2.6.3 Furniture plan and specifications 3 24 $100 $2,400
2.6.4 Furniture delivery plan 2 12 $75 $900
2.6.5 Furniture orders 1 6 $75 $450 $100,000
2.6 Total work package cost
$107,350
Team Slipstream 20
Cost Analysis (continued)
Project WBS Days
Billable
Hours
Hourly
Rate Cost Flat Fees
WBS Total
Cost
Planning Phase 31
2.7 Mover Selection 16 $112,000
2.7.1 RFP and selection 10 40 $75 $3,000 $60,000
2.7.2 Inventory checklist 4 32 $100 $3,200
2.7.3 Packing material estimates 1 8 $100 $800
2.7.4 Packing material order 1 4 $45,000
2.3 Total work package cost
$112,000
2.8 Permits 1 8 $200 $1,600 $1,600
Total Planning Phase Cost $452,375
Execution/Relocation Phase 46
3.1 Status Reports $4,500
3.1.1 Status reports IT 4 24 $100 $2,400
3.1.2 Status reports legal 3 12 $75 $900
3.1.3 Status report- PM 3 6 $75 $450
3.1 Total Work package cost $4,500
Team Slipstream 21
Cost Analysis (continued)
Project WBS Days
Billable
Hours
Hourly
Rate Cost Flat Fees
WBS Total
Cost

3.2 Change Control Management 10 60 $75 $4,500 $4,500
3.3 Furniture delivery checklist 1 8 $75 $600 $600
3.4 Tenant improvement build-out report 11 80 $75 $6,000 $6,000
3.5 New IT systems delivery checklist 2 16 $125 $2,000 $2,000
3.6 Final facility walkthrough report 3 20 $100 $2,000 $2,000
3.7 IT Systems Migration Report 11 $9,250
3.7.1 Server deployment report 3 24 $125 $3,000
3.7.2 Workstation installation report 3 18 $125 $2,250
3.7.3 Telecom report 3 16 $125 $2,000
3.7.4 IT backup report 2 16 $125 $2,000
3.7 Total Work package cost
$9,250
3.8 Move Map and schedule report 3 20 $75 $1,500 $1,500
3.9 Inventory move checklist 10 50 $75 $3,750 $3,750
Total Execution Phase Cost
$34,100
Team Slipstream 22
Cost Analysis (continued)
Project WBS Days
Billable
Hours
Hourly
Rate Cost Flat Fees
WBS Total
Cost
Closing Phase 13
4.1 Final Project Management Report 1 8 $100 $800 $800
4.2 Sponsor Sign-off 1 5 $100 $500 $500
4.3 Lessons Learned Document 4 30 $100 $3,000 $3,000
4.4 Contract Closures (payments) 4 $195,000
4.4.1 Furniture vendor contract 1 $45,000
4.4.2 Mover contact 1 $65,000
4.4.3 Contractor contract 1 $50,000
4.4.4 IT contract 1 $35,000
4.4 Total work package cost
$195,000
4.5 Final IT system test report 2 14 $125 $1,750 $1,750
4.6 Checklists 10 $3,450
4.6.1 Move Map 1 8 $75 $600
4.6.2 Relocation 1 8 $75 $600
4.6.3 Post relocation assistance 10 30 $75 $2,250
4.4 Total work package cost
$3,450
4.7 Press release 1 8 $100 $800 $2,500 $3,300
4.8 Legal documents 5 25 $150 $3,750 $3,750
4.9 Internal company celebration 2 12 $10,000 $10,000
Total Closing Phase Cost $221,550
Cost for all Phases $723,875
Team Slipstream 23
Cost Baseline
Slipstream Headquarter Relocation
Cost Baseline
$0
$250,000
$500,000
$750,000
$1,000,000
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Phase 4
Phase 3
Phase 2
Phase 1
Phase Cost Phase 1 Phase 2 Phase 3 Phase 4
Phase 1- Feasibility Analysis $15,850 $15,850 $15,850 $15,850 $15,850
Phase 2-Planning $452,375 $452,375 $452,375 $452,375
Phase 3- Execution/Relocation $34,100 $34,100 $34,100
Phase 4-Closing $221,550 $221,550
Total Cumulative Cost $723,875 $15,850 $468,225 $502,325 $723,875
Team Slipstream 24
Responsibility Assignment Matrix

WBS
ID

Deliverable Description
CEO/
Sponsor
PM
Team Employees Legal
IT
Manager

Contractors
& Architects Clients Movers Landlord City

1.1 Project Charter O I
1.2 Preliminary Scope Statement S O
1.3 Needs analysis O I I
1.4 Feasibility and Operations assets study S O I
2.1 Project Management Plan I O I I I I I I I I
2.2 Contractor selection S O I I I, R
2.3 IT specifications plan S I O R
2.4 Move plan O I I, R I, R
2.5 Relocation schedule S O I I, R I, R I
2.6 Furniture vendor selection O I
2.7 Mover selection S O I
2.8 Permits O R R
3.1 Status Reports R O
3.2 Change Control Management O, R I I I
3.3 Tenant improvement build-out report O I,R I, R
3.4 Furniture delivery checklist O R
3.6 Final facility walkthrough report O R
3.7 IT Systems migration report S I O
3.8 Moving Map and schedule report O I, R I, R
3.9 Inventory move checklist O I I, R
4.1 Final project management report O
4.2 Sponsor sign-off O
4.3 Lessons learnt document O I I I I I I I
4.4 Contract closures (payments) R O R, S S S
4.5 Final IT system test report S I O
4.6 Checklists O
4.7 Press Release I O R, S
4.8 Legal documents S,R O R, S
Legend
O = Owner I = Input R = Reviewer S = Signoff required
Team Slipstream 25
Communication Management Plan
Communication Frequency Format / Delivery Audience Sender
Project Charter Once PDF / Email Project Manager & Project Team Project Sponsor
Initial Notice of Move and any Employment Related
Changes
Once, and
then as
needed
PDF / Emails and
Home Mailings
Employees & Family of
Employees
Human Resources
via President
Monthly Progress Reports (MPR) Monthly PDF / Email Project Sponsor Project Manager
Status Reports Bi-weekly MS Word / Email Project Manager
Project Team
Members
Termination of Lease Once PDF / Mail (UPS) Current Landlord COO/CFO
Scope Statement and Work Breakdown Structure (WBS) Once PDF / Email Project Sponsor Project Manager
Notification of Move Once
PDF / Emails and
USPS Mailings
Current Clients President
Project Plan Status & Changes Weekly PDF / Email
Project Team, Vendors,
Contractors, Movers, etc.
Project Manager
Approved Change Requests As needed PDF / Email Project Team Project Manager
Project Team Meeting Agendas & Minutes Weekly MS Word / Email Project Team Project Manager
Team Slipstream 26
Risk Response Plan
Risk
ID
Risk Description Affected
Areas
Probability
of
Occurrence
Impact
to
Project
Priority Strategy Action
ID
Action Action
Owner
Status
1 Employees cannot be moved as
scheduled.
C, T L H P2 M 1.1 Status reports - monitor move
preparation (including moving
material availability)
PM O
1.2 Status reports -
monitor/forecast company
activity level during planned
move
PM O
2 New headquarters cannot be moved
into at scheduled date.
C, T M H P1 M 2.1 City permits - monitor approval
process
Legal O
2.2 Status reports - IT - track
progress with any external
providers
IT O
2.3 Lease agreements - monitor
approval process
Legal O
3 Movers cannot perform move on
schedule.
C,T L H P2 M 3.1 Mover contract - monitor
approval process
PM O
3.2 Status reports - confirm mover
availability 1 week prior to move
IT O
3.3 Project Management Plan -
include buffer for move delays
PM O
4 Additional furniture required C L L P3 A N/A N/A N/A C
5 Additional IT infrastructure required on-
site
C L H P2 M 5.1 IT plan - buffer for additional
infrastructure
IT O
5.2 Status reports - IT - monitor
progress
IT O
6

Additional IT infrastructure required off-
site

C

L

H

P2

M

6.1 IT plan - buffer for additional
infrastructure
IT O
6.2 Status reports - IT - monitor
progress
IT O
* Please see page 28 for description of abbreviations
Team Slipstream 27
Risk Response Plan (continued)
Risk
ID
Risk Description Affected
Areas
Probability
of
Occurrence
Impact
to
Project
Priority Strategy Action
ID
Action Action
Owner
Status
7 Unexpected loss of employees due to
move.
C L M P3 M 7.1 Employee needs analysis -
follow-up
HR O
7.2 Status reports - Monitor
activity of local competitors
PM O
8 New employees hired. S,C M M P2 M 8.1 Project Management Plan
includes buffer for 5%
increase in number of
employees prior to move
PM O
9 Unanticipated changes to building plan
required.
S,C L H P2 M 9.1 Project Management Plan
includes buffer for 5%
increase in number of
employees prior to move
PM O
9.2 Move map - verify via walk-
through
PM O
10 Unexpected additional support to
minimize work disruption.
S,C L H P2 M 10.1 Status reports -
monitor/forecast company
activity level during planned
move
PM O
10.2 IT Plan - Include buffer for
increased activity level (20%)
IT O
11 Serious injury to mover C L H P2 T 11.1 Mover Contract - Movers
responsible for insuring their
employees
Legal O
12 Furniture damage during move C M L P2 T 12.1 Mover Contract - Movers
responsible for packing
furniture
Legal O
12.2 Mover Contract - movers
financially liable for damage
Legal O
13 IT equipment damage during move C, T M H P1 T 13.1 Mover Contract - Movers
responsible for packing IT
equipment
Legal O
13.2 Mover Contract - movers
financially liable for damage
Legal O
14 Movers strike C,T L H P2 M 14.1 Mover Selection - include
state of labor in criteria
Legal C
* Please see page 28 for description of abbreviations
Team Slipstream 28
Risk Response Plan (continued)
Prioritization Matrix
Probability \ Impact Impact=H Impact=M Impact=L
Probability = H P1 P1 P2
Probability = M P1 P2 P3
Probability = L P2 P3 P3
Affected Areas Abbreviations Strategy Abbreviations Status Abbreviations
C=Cost V=Avoidance O=Open
S=Scope T=Transference C=Closed
T=Time M=Mitigation
Q=Quality A=Acceptance