Xuber GurgaonOffice Relocation11-Apr-13

xubITxuber move IT

Overview – New Premises Movement

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Problem History: As per XIAP accelerated plan, product development team is growing

significantly to meet the delivery expectations and in last 3 years team size is almost

doubled. But this growth bring some pains in a form of unhygienic seating environment plus

now it is causing problems which is directly impacting the moral of the employee. So

leadership decided to move the Xuber Gurgaon operations to new premises.

Search is over: As per mandate, F&CS and business team has searched every corner of the

NCR and finally shortlisted the building which is 100 meters away from the current space.

Current Status: The legal agreement (LOI) has been done, formal lease Deed is in progress

with the owner of the building. Complete renovation needs to be done at ground floor and

some customization is required at the floors where people will work.

Risk: Already finding the new premises has taken more than 2 years and now it is

appearing that renovation work will take again more time as lot of stakeholders are involved

so here it is an attempt to treat this premises movement as a “project” with all the required

governance which will help in completing the premises movement timely with meeting all the

business requirements.

Project Objective

• Xuber Team size is expected to increase rapidly in next 6 months. It is estimated that Xuber would need around 250 desks by end of 2013.

• Objective is to move Xuber team to a new office by August 2013.

• Xuber UK will approve all expenses for this project.

• New Office should have Xuber Branding in line with overall Xchanging standards.

• The project will be executed in Phased manner.

• Phase 1- Pilot Move- Around 15 resources selected from cross-section of teams to start work from New Location immediately after IT Connectivity is established.

• Phase 2 – Move Selected Teams- On success of Phase 1, whole teams will be selected to move in batches.

• Phase 3 – Full Move – Once all renovation work is done, all Xuber members will move.

Project Structure

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Steering Committee

Adrian Morgan, Ajay Jain, Steve Dews,Taj Akram,

.

Programme Management

Gagan Vithal

IT Team

F&CS Team

Support

Moorthy Subbiah Pillai

Environment

Vanshika Chitkara

Xuber Gurgaon

High Level Tasks and Milestones

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Complete On track At risk Milestone missed Old milestone

Xuber Gurgaon Office Move

Lease Deed signed offFinalize LayoutsDefine and Agree IT needsDefine and Agreed offi ce equipment needsContract finalization for renovationRenovationPhase 1 - Pilot MovePhase 2 - Selected Teams movePhase 3 - Full Xuber Move

W7 W8 W9 W10 W11 W12 W13 W14 W15 W16W6W1 W2 W3 W4 W5

StatusLease deed not signed yet,Moorthy working with vendors to get revised layout for GF + existing layout of other floorsIT team is working on IT connectivity options

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Quick Snapshot Action Points

Scorecard – TBD

Risks, Issues and Dependencies

Financials

Schedule

Quality

1. Lease Deed sign off 19-Apr Suresh Rama

2. Revised Layouts 19-Apr Moorthy Subbiah

3. Finalize IT connectivity proposal 19-Apr Rameshwar Prasad

4. Baseline exiting Xuber Assets 19-Apr Vanshika Chitkara

5. IT to provide status on IT tasks 19-Apr Rameshwar Prasad

6. Facilities to provide status on various tasks 19-Apr Ganash V

Server RoomNetwork Service ReceptionCafeteriaTraining RoomInnovation HubDemo RoomAssets ListBranding

Risk – Delay in the project would lead to financial losses as Xuber would be paying premises cost of both buildings. Severity – High Owner – Gagan Vithal

Issue- Lease deed s still not signed and will impact all other activities.Severity – High Owner – Suresh Rama

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