Office Design & Build Checklist - Move IT

Office Design & Build Checklist

Checklist for IT/AV Office Fit-Outs and Relocations

2 of 11 Move IT Limited

Introduction

✓ Are you looking to relocate offices?

✓ Need help with IT?

✓ Use this checklist to help start planning and budgeting your move

.



1 IT PROJECT MANAGER / CONSULTANT

What does an IT Project Manager / IT Consultant do?

• Coordinates the IT requirements, designs and manages all IT vendors and teams

• Leads the project from the IT perspective, and works closely with other non-IT teams such as

the Interior Designer, Main Contractor (builder) and MEP Consultant

• Handles IT procurement on the project, running tenders (if applicable) to ensure the client

gets the most competitive pricing

• Controls both the budet and scope of the project, ensuring the IT budget/spend is kept on

track

Why do you need an IT Project Manager / IT Consultant?

• The IT Project Manager is the single most important person in a relocation project

• It’s critical that a single point of contact represents all IT for the project

• If you don’t have someone within your organization that can fill this role, it is recommended

you appoint someone externally

How much should I budget for an IT Project Manager / IT Consultant?

• Depending on how large and complex the project is, you may need someone dedicated full-

time for the duration of the project (usually any larger than 150 staff)

• Projects can last from 3 months to 6 months, or more depending on the complexity

• An external firm will likely charge a fixed-fee for the whole project, based on a per hour or per

day fee

• For smaller projects, IT firms will usually include project management as a part of the overall

project

IT Project Manager / IT Consultant Budgetary Guidance Budget HK$

IT Project Manager / IT Consultant (Internal or External)

HK$$5,000 to $10,000 / Day HK$____________

Telecommunications

It’s important to cater for all circuits (Voice or Data) to be relocated. Timing is critical, as lead times can be quite long. Move IT can help coordinate all circuit relocations for your move. Below is a checklist that will help plan your move.

Telecommunications Checklist ✓



What circuits do you need to relocate? You may need to perform a quick audit. Internet / MPLS /

WAN / Voice / Market Data / Other

Are these circuits available at the new building? Y / N

Are the risers full? Are the providers able to run their circuits into your server room/rack?

Y / N

Do you need the circuits to be active simultaneously at both the new and current building, for a period of time?

Y / N

Lead times for some telecommunications providers could take 12-16 weeks Note

What to budget for Telecommunications HK$

Relocation fees for Internet/MPLS/WAN/Voice circuits The provider may waive the relocation fees providing you sign a new 12 or 24 month contract

Relocation fees for any Market Data circuits such as Bloomberg

Additional setup fees if simultaneous circuits use is required

Resources to coordinate the relocation, installation and testing of the new circuits



Structured Cabling

Structured Cabling is a fundamental part of IT infrastructure that needs to be designed and implemented correctly from Day 1. Move IT can design, plan, install the structured cabling at your new office.

Structured Cabling Checklist ✓

What grade of cabling do you need? Cat 5e / Cat 6

Is there a raised floor? If not, be aware that floor chiseling may be required, floor plan changes are not as flexible

Y / N

How many outlets are required?

How many ports per outlet are required?

Be aware of lead times, cabling normally takes 4-6 weeks lead time Note

Note that it’s far cheaper to cater for growth and redundancy from the beginning, rather than additions at a later date

Note

What to budget for Structured Cabling HK$

Cat 5e/Cat 6 structured cabling supply, installation, termination and testing (usually priced by total number of outlets inclusive) Be sure to include enough outlets for other services besides desks including MFD’s, printers, wireless AP’s, CCTV, access door readers, meeting rooms, AV and kiosks

Patch panels and cable management panels for server racks

Patch cords for server racks

Patch cords for desks / printers / other

Resources to design cable plan, patching plan

Resources for patching and cable management



AV & Meeting Rooms

Need to impress a client? Designing a suitable AV solution will greatly enhance the usability of meeting rooms. Using the latest technology, Move IT can design, plan, and integrate an AV solution fit for your needs.

AV Checklist ✓

How many meeting rooms are there?

What is the size of the meeting rooms?

Do you need video conferencing? Y / N

What kind of displays are you considering? LCD/LED / Projector / Video Wall / Other

Do you want an interactive touchscreen display? Y / N

What kind of meeting room tables are being considered?

Will there be a credenza built in the meeting rooms? Y / N

Do you need a central control system? (such as a touch screen or iPad) Y / N

Do you need AV integration of blinds and dimmable lighting zones? Y / N

Do you need meeting room display panels? Y / N

Be aware of lead time on some equipment, some items could take 8 weeks to order

Note

Engage the interior designer regarding AV requirements from the start of the project

Note

What to budget for AV HK$

Video displays (projectors, TV’s or video walls)

Video conferencing units and/or Polycom units

Display matrix & receiver

Central control panel

Control modules for lights and blinds

Meeting Room Display panels

Speakers and microphones

Cabling & wiring installation

Resources for the installation of equipment including TV/Projector/AV Rack

Resources to coordinate the integration of AV into meeting room tables & credenza, blinds and lighting

Resources to test and adjust settings, program control panel/buttons

Resources for documentation handover and end-user training



Server Room

The Server Room is the heart of the any IT office environment. Care and consideration needs to go into planning for the design and relocation of any equipment. Move IT can design, plan, and relocate your server room. Move IT can also advise on Data Center selection and migration.

Key Considerations / Checklist ✓

What equipment do you have in your current server room? This includes servers, switches, routers, SAN storage etc.

How many racks do you need? (catering for growth)

Do you want to lift & shift some/all of the equipment to the new site? This could be a good opportunity to consider migrating some of the services to a data center or cloud based solution

Y / N

Do you have important equipment that requires 24/7 cooling? Y / N

Do you have any specific equipment that requires only the manufacturer to relocate?

Y / N

What UPS solution is currently in place? Is a new UPS solution is required?

Be aware of lead time for equipment such as server racks, could be up to 8 weeks

Note

What to budget for Server Room HK$

Server Racks/Cabinets

PDU’s

UPS (if required, otherwise in the scope of MEP)

Any new server room equipment, including servers, storage etc. (if required)

Resources to coordinate with MEP & Main Contractor (server room design & cooling/power requirements)

Resources for server rack layout/design

Resources for server rack installation & PDU installation

Resources to coordinate relocation of server room equipment



Network, WiFi & Voice

Network, WiFi & Voice stability are crictical to any office IT environment. Move IT can design, plan, install your new network environment at your new office. Move IT can also perform the physical installation only, ready for inhouse configuration.


Do you want to lift & shift the existing network & wireless environment? This is a good opportunity to consider designing and testing a new network environment before users move in

Y / N

What is your current voice solution? If you are currently not on VoIP, this is a good opportunity to consider migrating

PBX / VoIP / Other

Do you currently use a turret/dealerboard such as IPC/Speakerbus? Y / N

Do you intend on migrating the existing phone numbers and extensions? Y / N

Do you need voice recording? Y / N

Additional cabling ports required if using PBX Note

Lead times for new network switches/routers could take up to 12 weeks for delivery Note

What to budget for Networks, WiFi & Voice HK$

Switches, routers, firewalls (if required)

Wireless Access Points

Relocation of any network equipment

Relocation of any voice and/or voice recording systems (if required)

Resources for network & voice design

Resources for network installation, configuration & testing



Desktop Relocation

Don’t underestimate the amount of planning required to relocate an entire desktop environment, especially in short timeframes. Move IT can seamlessly help you plan, relocate and setup your Desktop environment at your new office, ready for Day 1.


How many PC’s / Laptops / Screens are to be relocated?

How many Printers / MFD’s are to be relocated? Note that some MFDs need to be moved by the manufacturer

Do you currently use or need monitor arms? Y / N

What model of desks are being considered? It’s important to understand the type of desk and if there are any specific cable trays, cable management spines or PC slings, and cable length requirements

Will there be any sit/stand adjustable height desks? Y / N

What to budget for Desktop $

Video cables (VGA/DVI) and power cables for desktops/screens

Monitor arms (if required)

Resources for user move planning

Resources for PC disconnection & reconnection

Packing & transportation

Resources to install monitor arms

Resources for UAT testing

Resources for Day 1 support



Physical Security

Physical security has a become focus in today’s corporate office environment. You can protect yourself against potential internal or external threats using modern technology. Move IT can design, plan and install a new security system at your office.


Do you need CCTV? Y / N

Do you need a door phone system? Y / N

Do you need a PA system? Y / N

Do you need an access card reader system? Y / N

How many security zones are required?

What to budget for HK$

CCTV Cameras

CCTV recording system

PA system

Access Card Reader System

Electromagnetic door locks

Resources for design, installation, configuration and testing

Decommission

Don’t forget to cater for decommissioning of old IT equipment for reinstatement works. Move IT can coordinate any decommissioning activities at the old premises.


Are there any active circuits that need to be terminated? Y / N

Is there any equipment with sensitive data that needs to be disposed? Y / N

What to budget for $

Resources to coordinate decommissioning of any old circuits

Disposal of equipment with sensitive data

Disposal of all other equipment including server racks



What are the next steps?

• Once you have a rough idea of what you need, you’re ready

for the next phase of the project

• We can guide you step by step through the next phase, by

helping you to further refine your requirements

• We can propose new options, solutions and prices that

perhaps you may not have been aware of

• It’s free of charge to engage us as a consultant until the

scope of works has been defined

How we can help you further

• We can work with you from the design phase, right through to

the completion of the project

• We can help you with some, or all of the project, it’s up to you

• We’re happy to work with or manage your current vendors

• We’ll work closely with your Construction Project Manager,

Interior Designer, MEP Consultant and Main Contractor

Get in contact now

Phone: +852 2759 2700

Email: [email protected]

http://www.moveit.com.hk/

+852 2759 2700

[email protected]

mailto:[email protected]

Documents

Office Design & Build Checklist - Move IT