Given all the information below how would you summarize \"lessons learned\" from

Question

Given all the information below how would you summarize "lessons learned" from this move relocation from a project management perspective? Thanks.

Project Scope Document

Customer Requirements

            The project is to transfer office from Milwaukee, WI to Chicago, IL within three months (90 days). The decision to move our offices has been taken as a strategic decision to address our changing business requirements. The relocation will reduce our overall overhead expenses and place us near to our key customers. This will help us create the workplace for future and help us to transform our business by making it more agile and lean.

            The scope of work requires transfer of assets, people and information centers (office furniture, computers, printers, documents etc.) to create office in Illinois. The relocation process will be handled by Lewis, Project Manager (PM). However, the information systems will be moved the technical team and led by Steven, Chief Information Officer (CIO).

Statement of Work (SOW)

            All employees have received the detail of the packers who will assist in the relocation. The terms of the contract for shifting of have been negotiated with the packers and moving company. All team members are provided with cartons and stickers to safely pack their important documents and other consumables, and all are requested to paste the sticker provided on the boxes to assure cartons are delivered to the new workplace. The material which is delicate and can be damaged should be suitably labeled as fragile. All IT equipment (computers, printers etc.) will be disassembled with the power cables by the technical team.

Project Deliverables

The coordination of the new office is being done by Lewis (PM) and Steven (CIO).

1.     All unpacking and assembling of in the new office will be accomplished within working hours and if anybody (including moving company) needs to work after the working hours they will need to get the approval of Lewis (PM).

2.     Details of the workspace and location of important documents.

3.     Location of the IT department to position all computers and printers.

Project acceptance criteria

1.     The setting up of the new office is being done in coordination with Lewis (PM) and Steven (CIO).

2.     Assets and information systems center at selected premises to meet company standards and in accordance to project charter.

3.     Relocation of office furniture from Milwaukee to Chicago to appropriate internal department locations.

4.     All delicate assets undamaged like computers, printers, documents etc.

Schedule of Project Costs (Both Fixed and Variable)

There is the importance of integrating cost and the schedule of risk that is part of the triple constraint. This presents the reality of the project scope. “The agreed-upon project scope document establishes the baseline for any changes that may be made to the scope during the performance of the project.” Those who estimate cost believe the validity of estimates remain relevant as the major components of estimates, activity duration, and changes. There is latitude that each activity’s cost depends on assumptions of duration of cost risk.

We have developed the following schedule analysis first, and then using those results as input to cost estimations. This allows Lewis (PM) how long it will take to complete the project, the prepared cost, and resources needed. However, we realize there can be a degree of inaccuracy if not enough information is provided. Therefore, a change control system has been put in place to redefine changes that should be documented, approved, and communicated to avoid scope creep. This can prolong the project and over-spend the budget. The schedule below is derived using estimates to record constraints, assumptions or qualifications. Any changes throughout the project can be referred back to the acceptance criteria.

Cost Category

Description

Fixed/Variable

Movement

Engagement of carriers

Variable

Movement

Engagement of staff

Variable

Packaging

Purchase of packing material

Variable

Packaging

Engagement of packing manpower

Variable

Transit

Transit costs (Toll)

Variable

Transit

Transit costs (Gasoline)

Variable

Loading/Unloading

Rearrangement costs

Variable

Shifting of utilities

Rearrangement costs

Fixed

Making office operations ready

Rearrangement costs

Fixed

Misc. costs

Misc. costs like label printing etc.

Variable and Fixed

Risk Identification, Assessment, and Response Matrix

            Our project of relocation from Milwaukee to Chicago also to identify risks, and how they should be prioritized. We have developed a risk management plan and the impact it can have on the project. The matrix below is a systematic approach to risk assessment and identification. Lewis as Project Manager has the responsibility of assuring the success of the project. All projects will have risks in their executions that will impact the end result of the project.

            The Project Manager must include all stakeholders’ perspectives in risk identification. This is important as there may be unique experiences from prior projects. These include the elements of scope, time, and cost – (a) will it achieve the goals established in the scope statement, customer expectations (b) is sufficient time available from critical resources? What is the likelihood that critical resources will remain available during the project? (c) what are the risks associated with project costs?

            The risk assessment matrix that has been developed to extract from the likelihood and the extent of damages or the kind of consequences that the risks can result in. Lewis (PM) also has the responsibility that the moving company is fully insured and licensed to carry out the office move, and they are sufficiently covered for any damages that might occur.

            On the day of the move it is important that the office staff and personnel will have a day off as not to conflict with mover’s packing/moving duties.

Risk Identification

For a project which involves movement of confidential IT and documentary data the following are the potential risk areas that should be identified by the project team:

1. IT and paper data confidentiality and loss: Since the third-party vendor is involved in the movement, it is important to ensure that appropriate data backups are maintained, and nothing is jeopardized with respect to confidentiality. The background check of the vendor is also crucial, since very critical equipment and data is being transmitted and any association of the mover and packer with the competition should be flagged and taken in consideration while making this critical decision.

2. In transit damage: During the transit the ownership and accountability should be clearly defined. The insurance is critical for the movement, to overcome any issues while any unforeseen incident or accident occurs in transit.

3. Theft of information: It is critical that data theft while in transit should be avoided. Appropriate packaging along with the critical movement mechanism and security should be ensured.

Risk Assessment Matrix

Hazard Identification

Evaluation

Control

Activity

Description

Possibility of Occurrence

Existing Risk Control

Impact

Likelihood

Risk Control Measures

Remarks

1

Financial Risk

Major

Major

High

High

Required

Immediate action

2

Uncertainty of Movers on time commitment and Packing

Major

Major

High

High

Required

Immediate action

3

IT Dissimulation

Middle

Major

High

Low

Required

Immediate action

4

Transport

Major

Major

High

Low

Required

Immediate action

5

Arrival at New Location

Major

Major

High

Low

Required

Immediate action

           

6

New Location Office Set Up and IT Department

Middle

Major

High

Low

Required

Immediate action

Risk Response

Risk Category

Description

Mitigation Strategy

Movement

Non-availability of trucks

Start searching in advance, keeping alternatives ready

Movement

Non-availability of staff

Engage multiple resources of manpower

Movement

Unprecedented events like strikes, natural calamities

Allowances of one or two surplus days

Packaging

Non-availability of material

Advance purchases

Packaging

Non-availability of manpower

Engagement in advance. Multiple sources of manpower

Labeling

Wrong labeling

Training of manpower

Transit

Mishaps on the way

Buying insurance for material and lives of manpower

Transit

Delays

Allowances of one or two surplus days

Loading/Unloading

Damages during loading/unloading

Buying insurance for material

Shifting of Utilities

Wrong procedures, damages

Training of personnel, insurance for material

Making Office Operations Ready

Delays

Allowances of one or two surplus days

Cost Category

Description

Fixed/Variable

Movement

Engagement of carriers

Variable

Movement

Engagement of staff

Variable

Packaging

Purchase of packing material

Variable

Packaging

Engagement of packing manpower

Variable

Transit

Transit costs (Toll)

Variable

Transit

Transit costs (Gasoline)

Variable

Loading/Unloading

Rearrangement costs

Variable

Shifting of utilities

Rearrangement costs

Fixed

Making office operations ready

Rearrangement costs

Fixed

Misc. costs

Misc. costs like label printing etc.

Variable and Fixed

Explanation / Answer

answer-

For a project which involves movement of confidential IT and documentary data the following are the potential risk areas that should be identified by the project team:

1. IT and paper data confidentiality and loss: Since the third party vendor is involved in the movement , it is important to ensure that appropriate data backups are maintained and nothing is jeoepardised with respect to confidentiality. The background check of the vendor is also cricial, since very critical equipment and data is being transmitted and any asociation of the mover and packer with the competition should be flagged and taken in consideration while making this critical decision.

2. In transit damage: During the transit the ownership and accountability should be clearly defined. The insurance is critical for the movement, to overcme any issues while any unforeseen incident or accident occurs in transit.

3. Theft of information : It is critical that data theft while in transit should be avoided. Appropriate packaging along with the critical movement mechanism and security should be ensured.

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