Slipstream Office Relocation Project - ucbx470 - home · 2008-02-24 · Responsibility Assignment Matrix p.24 ... About 60% savings in per sq. ft. rent price ($40 in SF vs. $25

Team Slipstream

Slipstream Office Relocation ProjectFebruary 2008

Team Members

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

Team Slipstream 2

Table of ContentsProject Scope Statement p.3

Vision Statement p.3Business Need p.3Project Description p.4Project Deliverables p.4Project Objectives p.5Project Assumptions p.6Project Constraints p.6Project High-Level Risks p.7Project Approval Signatures p.7

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

Team Slipstream 3

Project Scope Statement

1. Vision StatementSlipstream 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 NeedRising 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 location70% of company clients are based in Silicon ValleyAbout 60% savings in per sq. ft. rent price ($40 in SF vs. $25 - new locations)

Team Slipstream 4

Project Scope Statement (continued)

3. Project DescriptionSlipstream 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)

Increased facility and/or operational budgetsAll associated project documentation deliverables, e.g. Project Management Plan, construction docs, furniture plans & Move Map including interior layout

Setting up redesigned IT network & systemsFunctional company IT infrastructure and systems along with upgrades online throughout move

Hiring of additional workforce Real-time office relocation of current employees & contractors

A major construction/ build out Relocation of corporate headquarters with minor modifications to a currently vacant & operational building

Is NotIs

Team Slipstream 5


5. Project Objectives

Complete by May 30, 2008 Complete any after move assistance for employees

Confirmation by April 11, 2008 New facility infrastructure completed with all the offices, cubicles and office

Complete check by April 25, 2008 Complete check for live operations (IT/telecom)

Sponsor signoff by May 30, 2008; review of final costs against budget

Project Complete by May 31, 2008 and within budget

Move started May 1, 2008 and completed May 15, 2008 Begin moving employees to new location starting with IT department

Approve by March 3, 2008 Approve construction documentation, furniture plans and Move Map

Finalize contracts by March 3, 2008 Finalize contracts with vendors and movers

Notification by February 4, 2008 Notify all employees, partners and clients of the move

Send notice by February 1, 2008 Terminate current lease agreement

Sign by January 31, 2008 Sign new lease agreement

Criteria for EvaluationObjective

Team Slipstream 6


5. Project AssumptionsBuilding plans for the new facility are availableAll permits for the building are approvedNew floor plans are approvedResource requirements will be met80% of the employees live in the Silicon Valley Good weather conditions No union related delays

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

Team Slipstream 7


7. Project High-Level Risks

C1. Invalid assumptions in employee impact analysis2. Local competitor targets hiring of employees

Unexpected loss of employees due to move.

C1. Off-site IT infrastructure required to support business during move is insufficientAdditional IT infrastructure required off-site

C1. Unplanned insufficient infrastructure at site2. Building plan incomplete/incorrect

Additional IT infrastructure required on-site

C1. Additional employees hired2. Inaccurate / incomplete move map

Additional furniture required

C,T1. Approval of contract with mover delayed2. Moving company unavailable / partially available on desired move dates3. Weather conditions postpone move

Movers cannot perform move on schedule.

C, T1. Community legal action blocks/delays move2. Delay in coordinating IT setup with external providers3. Lease agreement with new landlord delayed4. Unforeseen construction delays

New headquarters cannot be moved into at scheduled date.

C, T1. Insufficient packing materials2. Unexpected project activity occurring that cannot be interrupted

Employees cannot be moved as scheduled.

Impact - (C,S,T)TriggerHigh-Level Risks

LegendS = Scope C = Cost T = Time

Team Slipstream 8


7. Project High-Level Risks (continued)

8. Project Approval SignaturesCFO/SponsorProject Manager

C, T1. Movers go on strike unexpectedly (no prior warning) Movers strike

C, T1. IT equipment has been damaged during the moveIT equipment damage during the move

C1. Office furniture has been damaged during the move Furniture damage during the move

C1. Unexpected injury of one (or more) of the movers Serious injury to mover

S,C1. Unexpected increase in business activity during move schedule requires further support

Unexpected additional support to minimize work disruption.

S,C1. New employees hired2. Building plan incomplete/incorrect

Unanticipated changes to building plan required

S,C1. Filling requisitions which were open during feasibility2. Unplanned growth required prior to move due to business needs

New employees hired

Impact - (C,S,T)TriggerHigh-Level Risks

LegendS = 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 AssetsStudy

• 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

• Appropriate, clear and timely communication • All the documents that require review and/or approval by LegalLegal

• Regular communication with the PM Team

• On-time payments

• Space plan detailing space requirements, employee location in new building etc.• Tenant improvements to be done for the relocation• IT infrastructure plan

Contractors and Architects

• Minimal disruption to work• Notification of the moveClients

• Minimal disruption to work and family life• 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

Employees

• Cooperation of all Stakeholders• Timely communication• Bonus

• CEO/Sponsor support• Authority to sign contracts and engage vendors• Clear communicationPM Team (Slip Stream)

• Seamless relocation• Move within budget• Move within timeframe defined

• Cost analysis• High level relocation plan• High level communications

CEO/ Sponsor

Stakeholder ExpectationStake holder NeedStakeholder Name

Team Slipstream 11

Stakeholder Analysis (continued)

• Minimal or no disruption to the community

• Company abides with the City Codes

• Any approvals for the relocation• Permits for movers• Fees associated with the move• Any building/construction permit approvals

Community/City

• Minimal impact to their operations

• Minimal noise

• Proper communication of the moveNeighboring Tenants

• Proper execution of the lease terms• All new lease documentsNew Landlord

• 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.

• Lease termination documents

Old Landlord

• Timely communication with PM

• Timely payments

• Signed contract to engage movers

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

Movers

ExpectationNeedStakeholder Name

Team Slipstream 12

Planning Phase

2.1 Project Management Plan2.1.1 Scope Statement2.1.2 WBS2.1.3 Project Schedule2.1.4 Cost Baseline 2.1.5 Responsibility Assignment Matrix2.1.6 Communication Management Plan2.1.7 Risk Response Plan2.1.8 Change Controls

2.2 Contractor Selection2.2.1 RFP and selection2.2.2 Architectural/Construction drawings 2.2.3 Building materials specifications

2.3 IT Specifications Plan2.3.1 IT migration/test plan2.3.2 IT deployment/test plan2.3.3 IT upgrade plan2.3.4 IT equipment order2.3.5 IT backup plan

Feasibility Analysis Phase

1.1 Project Charter1.2 Preliminary Project Scope1.3 Needs Analysis

1.3.1 Business needs list1.3.2 Employee needs list1.3.3 Customer needs list1.3.4 Alternative solutions study1.3.5 Solution for further feasibility

1.4 Feasibility and Operational Assets Study1.4.1 Marketing feasibility study1.4.2 Operational feasibility study1.4.3 Legal feasibility study1.4.4 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 RFP2.6.2 Contract finalized2.6.3 Furniture plan and specifications 2.6.4 Furniture delivery plan2.6.5 Furniture orders

2.7 Mover Selection2.7.1 RFP and selection2.7.2 Inventory checklist2.7.3 Packing material estimates2.7.4 Packing material order

2.8 Permits

Work Breakdown Structure (continued)Execution/Relocation Phase

3.1 Status Reports3.1.1 Status reports IT3.1.2 Status reports legal3.1.3 Status report- PM

3.2 Change Control Management3.3 Furniture delivery checklist3.4 Tenant improvement build-out report3.5 New IT systems delivery checklist3.6 Final facility walkthrough report3.7 IT Systems Migration Report

3.7.1 Server deployment report3.7.2 Workstation installation report3.7.3 Telecom report3.7.4 IT backup report

3.8 Move Map and schedule report3.9 Inventory move checklist

Team Slipstream 14

Closing Phase

4.1 Final Project Management Report4.2 Sponsor Sign-off4.3 Lessons Learned Document4.4 Contract Closures (payments)

4.4.1 Furniture vendor contract4.4.2 Mover contact4.4.3 Contractor contract4.4.4 IT contract

4.5 Final IT system test report4.6 Checklists

4.6.1 Move Map4.6.2 Relocation4.6.3 Post relocation assistance

4.7 Press release4.8 Legal documents4.9 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

$15,850Total Feasibility Analysis Phase Cost$6,700

1.4 Total work package cost$1,800$100183

Economic feasibility study1.4.4$900$15061

Legal feasibility study1.4.3$2,000$100203

Operational feasibility study1.4.2$2,000$100203

Marketing feasibility study1.4.1$6,7003

Feasibility and Operational Assets Study1.4$4,200

1.3 Total work package cost$600$7581

Solution for further feasibility1.3.5$450$7561

Alternative solutions study1.3.4$450$7561

Customer needs list1.3.3$1,650$75223

Employee needs list1.3.2$1,050$75142

Business needs list1.3.1$4,2003

Needs Analysis1.3$3,750$3,750$75505

Preliminary Project Scope1.2$1,200$1,200$100122

Project Charter1.15Feasibility Analysis Phase

WBS Total CostFlat FeesCost

Hourly Rate

Billable HoursDaysProject WBS

Team Slipstream 19

Cost Analysis (continued)

$107,3502.6 Total work package cost

$100,000$450$7561Furniture orders2.6.5

$900$75122Furniture delivery plan2.6.4

$2,400$100243Furniture plan and specifications 2.6.3

$600$7581Contract finalized2.6.2

$3,000$754010RFP2.6.1

$107,35017Furniture Vendor Selection2.6

$1,200$1,200$75162Relocation schedule 2.5

$3,600$3,600$150243Move Map 2.4


$1,000$12581IT backup plan2.3.5

$95,000$1,000$12581IT equipment order2.3.4

$2,000$125163IT upgrade plan2.3.3

$2,500$125203IT deployment/test plan2.3.2

$3,750$125304IT migration/test plan2.3.1

$105,2504IT Specifications Plan2.3

31Planning Phase


Hourly Rate


Team Slipstream 20


$4,5003.1 Total Work package cost

$450$7563Status report- PM3.1.3$900$75123Status reports legal3.1.2

$2,400$100244Status reports IT3.1.1

$4,500Status Reports3.1

46Execution/Relocation Phase

$452,375Total Planning Phase Cost$1,600$1,600$20081Permits2.8


$45,00041Packing material order2.7.4

$800$10081Packing material estimates2.7.3

$3,200$100324Inventory checklist2.7.2

$60,000$3,000$754010RFP and selection2.7.1

$112,00016Mover Selection2.7

31Planning Phase


Hourly Rate


Team Slipstream 21


$4,500$4,500$756010Change Control Management3.2

$600$600$7581Furniture delivery checklist3.3

$6,000$6,000$758011Tenant improvement build-out report3.4

$2,000$2,000$125162New IT systems delivery checklist3.5

$2,000$2,000$100203Final facility walkthrough report3.6

$34,100Total Execution Phase Cost$3,750$3,750$755010Inventory move checklist3.9

$1,500$1,500$75203Move Map and schedule report3.8

$9,2503.7 Total Work package cost

$2,000$125162IT backup report3.7.4

$2,000$125163Telecom report3.7.3

$2,250$125183Workstation installation report3.7.2

$3,000$125243Server deployment report3.7.1

$9,25011IT Systems Migration Report 3.7


Hourly Rate


Team Slipstream 22


$723,875Cost for all Phases

$221,550Total Closing Phase Cost$10,000$10,000122Internal company celebration4.9$3,750$3,750$150255Legal documents4.8$3,300$2,500$800$10081Press release4.7

$3,4504.4 Total work package cost$2,250$753010Post relocation assistance4.6.3

$600$7581Relocation4.6.2$600$7581Move Map4.6.1

$3,45010Checklists4.6$1,750$1,750$125142Final IT system test report4.5

$195,0004.4 Total work package cost$35,0001IT contract4.4.4$50,0001Contractor contract4.4.3$65,0001Mover contact4.4.2$45,0001Furniture vendor contract4.4.1

$195,0004Contract Closures (payments)4.4$3,000$3,000$100304Lessons Learned Document4.3

$500$500$10051Sponsor Sign-off4.2$800$800$10081Final Project Management Report4.1

13Closing Phase


Hourly Rate


Team Slipstream 23

Cost Baseline

Slipstream Headquarter RelocationCost Baseline

$0

$250,000

$500,000

$750,000

$1,000,000

Phas

e 1-

Fea

sibilit

yAn

alysis

Phas

e 2-

Plan

ning

Phas

e 3-

Exec

ution

/Relo

catio

n

Phas

e 4-

Clos

ing

Phase 4

Phase 3

Phase 2

Phase 1

$723,875$502,325$468,225$15,850$723,875Total Cumulative Cost

$221,550$221,550Phase 4-Closing

$34,100$34,100$34,100Phase 3- Execution/Relocation

$452,375$452,375$452,375$452,375Phase 2-Planning

$15,850$15,850$15,850$15,850$15,850Phase 1- Feasibility Analysis

Phase 4Phase 3Phase 2Phase 1CostPhase

Team Slipstream 24

Responsibility Assignment Matrix

O

I

O

O

I

IT Manager

R, SR, S

R, SI

OI

II

Legal

OS,RLegal documents4.8OIPress Release4.7OChecklists4.6

ISFinal IT system test report4.5SSORContract closures (payments)4.4

IIII IOLessons learnt document4.3OSponsor sign-off4.2

OFinal project management report4.1I, RIOInventory move checklist3.9I, RI, ROMoving Map and schedule report3.8

ISIT Systems migration report3.7ROFinal facility walkthrough report3.6

ROFurniture delivery checklist3.4I, RI,ROTenant improvement build-out report3.3

IIIO, RChange Control Management3.2ORStatus Reports3.1

RRPermits2.8OSMover selection2.7

IOFurniture vendor selection 2.6II, RI, RIOSRelocation schedule2.5

I, RI, RIOMove plan2.4RISIT specifications plan2.3

I, RIOSContractor selection2.2IIIIIIOIProject Management Plan2.1

IOSFeasibility and Operations assets study1.4IIONeeds analysis1.3

OSPreliminary Scope Statement1.2IOProject Charter1.1

CityLandlordMoversClientsContractors & ArchitectsEmployees

PM Team

CEO/SponsorDeliverable Description

WBS ID

LegendO = Owner I = Input R = Reviewer S = Signoff required

Team Slipstream 25

Communication Management Plan

Project ManagerProject TeamMS Word / EmailWeeklyProject Team Meeting Agendas & Minutes

Project ManagerProject TeamPDF / EmailAs neededApproved Change Requests

Project ManagerProject Team, Vendors, Contractors, Movers, etc. PDF / EmailWeeklyProject Plan Status & Changes

PresidentCurrent ClientsPDF / Emails and USPS MailingsOnceNotification of Move

Project ManagerProject SponsorPDF / EmailOnceScope Statement and Work Breakdown Structure (WBS)

COO/CFOCurrent LandlordPDF / Mail (UPS)OnceTermination of Lease

Project Team MembersProject ManagerMS Word / EmailBi-weeklyStatus Reports

Project ManagerProject SponsorPDF / EmailMonthlyMonthly Progress Reports (MPR)

Human Resources via President

Employees & Family of Employees

PDF / Emails and Home Mailings

Once, and then as needed

Initial Notice of Move and any Employment Related Changes

Project SponsorProject Manager & Project TeamPDF / EmailOnceProject Charter

SenderAudienceFormat / DeliveryFrequencyCommunication

Team Slipstream 26

Risk Response Plan

OITStatus reports - IT - monitor progress

6.2

OITIT plan - buffer for additional infrastructure

6.1MP2HLCAdditional IT infrastructure required off-site

6

OITStatus reports - IT - monitor progress

5.2

OITIT plan - buffer for additional infrastructure

5.1MP2HLCAdditional IT infrastructure required on-site

5

CN/AN/AN/AAP3LLCAdditional furniture required4

OPMProject Management Plan -include buffer for move delays

3.3

OITStatus reports - confirm mover availability 1 week prior to move

3.2

OPMMover contract - monitor approval process

3.1MP2HLC,TMovers cannot perform move on schedule.

3

OLegalLease agreements - monitor approval process

2.3

OITStatus reports - IT - track progress with any external providers

2.2

OLegalCity permits - monitor approval process

2.1MP1HMC, TNew headquarters cannot be moved into at scheduled date.

2

OPMStatus reports -monitor/forecast company activity level during planned move

1.2

OPMStatus reports - monitor move preparation (including moving material availability)

1.1MP2HLC, TEmployees cannot be moved as scheduled.

1

StatusAction Owner

ActionAction ID

StrategyPriorityImpact to Project

Probability of Occurrence

Affected Areas

Risk DescriptionRisk ID

* Please see page 28 for description of abbreviations

Team Slipstream 27

Risk Response Plan (continued)

CLegalMover Selection - include state of labor in criteria

14.1MP2HLC,TMovers strike14

OLegalMover Contract - movers financially liable for damage

13.2

OLegalMover Contract - Movers responsible for packing IT equipment

13.1TP1HMC, TIT equipment damage during move13

OLegalMover Contract - movers financially liable for damage

12.2

OLegalMover Contract - Movers responsible for packing furniture

12.1TP2LMCFurniture damage during move12

OLegalMover Contract - Movers responsible for insuring their employees

11.1TP2HLCSerious injury to mover11

OITIT Plan - Include buffer for increased activity level (20%)

10.2

OPMStatus reports -monitor/forecast company activity level during planned move

10.1MP2HLS,CUnexpected additional support to minimize work disruption.

10

OPMMove map - verify via walk-through

9.2

OPMProject Management Plan includes buffer for 5% increase in number of employees prior to move

9.1MP2HLS,CUnanticipated changes to building plan required.

9

OPMProject Management Plan includes buffer for 5% increase in number of employees prior to move

8.1MP2MMS,CNew employees hired.8

OPMStatus reports - Monitor activity of local competitors

7.2

OHREmployee needs analysis -follow-up

7.1MP3MLCUnexpected loss of employees due to move.

7

StatusAction Owner

ActionAction ID

StrategyPriorityImpact to Project

Probability of Occurrence

Affected Areas

Risk DescriptionRisk ID

* Please see page 28 for description of abbreviations

Team Slipstream 28

Risk Response Plan (continued)

A=AcceptanceQ=Quality

M=MitigationT=Time

C=ClosedT=TransferenceS=Scope

O=OpenV=AvoidanceC=Cost

Status AbbreviationsStrategy AbbreviationsAffected Areas Abbreviations

P3P3P2Probability = L

P3P2P1Probability = M

P2P1P1Probability = H

Impact=LImpact=MImpact=HProbability \ Impact

Prioritization Matrix

Documents

Slipstream Office Relocation Project - ucbx470 - home · 2008-02-24 · Responsibility Assignment Matrix p.24 ... About 60% savings in per sq. ft. rent price ($40 in SF vs. $25