Project Charter And Stakeholder Identification

Project Charter and Stakeholder Identification

[Name of the Writer]

[Name of the institution]

[Date]

Project Charter and Stakeholder Identification

Project Charter

Project Title

The Office Relocation Project

Brief Description

The XYZ company has recently decided to move the office to an entirely new location where it will be easy to access as compared to its old location. Previously the office of the company was on a 2nd floor of a congested building where it was hard for the customers to visit. They also wanted to expand their operations as they formed a new department where technical training will be provided to the new employees. This is the reason why this project is initiated and Mr. John is given the responsibility to lead the project team and perform the project successfully. This project will be very helpful to enhance the productivity of the employees and improve the performance of the company (Attwood, 1996).

Background

The idea of this project was proposed by Mr. Stewart who is the current Managing Director of the currently. From the past few months the organization was facing multiple issues related to the accessibility of procurements, unavailability of clients because of location and no separate area for training (Harrison & Lock, 2017). Due to this reason, the top management conducted many meetings and in the end decided to shift to a better commercial place with the relocation of entire office. Immediately with no time wasted, Mr. John was assigned the role of project manager for this project which should take least time required.

Project Goals

Following are the goals that must be met with the completion of the Office relocation project.

The foremost goal is to associate all the departments of the XYZ’s company at one commercial place by shifting the I.T department, Administration department, HR department and the Logistics department to one place.

To introduce a proper and separate training room for the newly hired employees in the new locality.

To manage the tasks and activities of the relocation and shifting effectively within the time frame provided to the project team.

To maintain a balance in the virtual move and physical move of the office without affecting the office work and performance of the company.

To apply the appropriate and reasonable costs to the movement of the office e.g. cost of transportation, painting cost, interior management cost and carpeting cost etc.

To explore the potential risks and address them in an effective way.

Project Scope

For the Office relocation project, detailed planning and effective management is needed to shift all the departments of XYZ Company into one building in a way that it does not affect the performance of the ongoing operations in the company. To ensure that the new location for the office is more appropriate and well-organized having enough room for changes in the future. The new office must be well-structured with proper setup for different departments and should be entirely furnished and carpeted.

Project Limitations/Constraints

There are certain limitations and constraints that are linked with the execution of this project. These constraints consist of the time management issues as the working environment and operations cannot be withhold for a much longer period of time in the process of office movement. Another limitation includes the costs involved with the whole movement process including transportation, carpeting and painting of the new office (Behren,Puhe & Chlond, 2018). There are chances of some other costs included that might be experienced later once the project gets started. Reliability and availability of contractors might also become a hurdle in the completion of the project successfully (Husnain, 1980). Risks are also involved in the successful movement of all the office supplies and heavy machinery and equipment without damaging them and accommodating them in the new place.

List of activities involved in Project

Following are the brief details of the activities that will take place in this project.

Proper planning

Exploring new site for relocation

Design the structure for the new site

Assessing the site in relation to the design and capacity

Discussion with consultants

Project Team building

Approaching Contractors and Vendors

Communicating with departments

Fixing wiring and basic utilities in the new place

Painting

Carpeting and Furnishing

Packing equipment in old site

Movement of machinery and equipment

Clean up of old office

Unpacking

Organization and setup

Arranging training room in new office

Purchasing furniture for training room

Setting the interior

Informing the stakeholders

Project Milestones

The office relocation consists of certain key milestones which are mentioned below.

First milestone

The first milestone will be achieved when the contractors for movement, painting and carpeting will be hired as this task is a bit difficult as compared to other activities. Once this millstone is achieved, it will become easy to follow the other activities and will officially begin the process of office relocation.

Second Milestone

Second Milestone includes the essential I.T utilities and services in the new office. Basic wiring will be done there so that the I.T department of the company do not face any problem in operating there after the movement.

Third Milestone

After the wiring procedure, painting of the new office and carpeting will be done and space will be managed for all the departments including the new room for training. This milestone will allow the office to shift.

Fourth Milestone

All the office equipment, machinery and supplies will be moved to the new location of the office.

Fifth Milestone

Office location is complete.

Project Team

Mr. John will undertake this project by leading with a team of for members.

Project Manager: Mr. John

Project Team members: Stephanie White, Helen Collins, Tony Welch, Emma Tse,

Project Key Stakeholders

The key stakeholders in this office relocation project are the following entities.

Top Management

Employees

Project Team

Vendors/Contractors

Consultants

Customers

The top management includes the Managing Director, Chief Executive and General Manager of the XYZ company. Employees are also the concerned stakeholders in the project as they are the integral part of the company that represents different departments of the company which are to be moved (Rolfo, 2018). Contractors and Vendors are the external stakeholders without whom the project will not be completed. Project Team are one of the key stakeholders as they need to be informed on every step to execute the project. Consultants say is also important in the project and customers’ needs to be informed too.

Project Budget

The project will comprise of different costs linked with every step and phase of the project. As the XYZ has around 150 employees therefore the cost charged for each computer system movement is $200 per employee. Their cabins are also included with additional boxes that are 80 in number for office equipment which needs to be shifted carefully. The painters and vendors hired for the cost of $12 per hour for the service and the cost of the paints are $300. Carrier Trucks will be hired for the movement and transportation for $1200. The interior will be organized and managed in the new office along with the wiring for the cost of $800.The furniture comprises of 160 chairs, 50 tables, 5 conference tables, 50 conference chairs and 5 projectors. So, the total estimated cost of the entire project will become $4000. The budget of $4,500 will be given to project team bear the costs within this budget as the $500 are extra, this amount be reserved for the additional charges to buy more furniture if needed.

Stakeholder Analysis

Below is the Stakeholder Analysis formed for the identification and understanding the key stakeholders of this project.

Name of Stakeholder

Contribution

Role and Responsibilities

Impact

Strategy for Engagement

Top Management

Initiated Project

Hiring authority

Hires project team

Approval

Decision Making

Consulting with other stakeholders

Approving important changes

Very High

Monthly round table meetings, weekly status reports and important phone calls

Employees

Preparation in movement

Corporation and coordination

Assessment of project

Following instructions from top management

Monitor the activities

Assist in relocation

Moderate

Weekly meetings, official emails, official calls and feedback

Project Team

Lead the project

Planning, managing and controlling

Monitor and control the scope of project

Make sure the goals meet

Perform the activities of the project

High

Daily stand up meetings, weekly meetings, official phone calls, feedback, prepare weekly status reports

Vendors/Contractors

Provision of required resources needed for the project

Perform tasks they are paid for.

Handles movement through transportation, painting and carpeting.

Reporting to project team

Implementation of required activities

Providing services

High

Meetings, calls and visits

Consultants

Informing issues to top management regarding the project

Approving vendors and contractors

Monitoring project

Consulting effective strategies

Provide information

Facilitate the project team

Assistance in Project

Guiding top management

Moderate

Round table conferences on weekly basis, official emails, daily coordination

Customers

No contribution in project process

Customer feedback

Contact employees regarding any complaints

Moderate

On phone calls and emails, visits

Examples of Failed Projects due to Stakeholder Issues

Sony Betamax

The reason for the failure was the lack of stakeholders follow up after the launch of the product.

New Coke

They failed to properly engage the customers in their project. Customers are the key stakeholders of any project and they were unable to assess customer requirements.

Apple Lisa

This project failed due to lack of transparency from the stakeholders’ side.

References

Attwood, D. A. (1996). The office relocation sourcebook: A guide to managing staff throughout the move (Vol. 1). John Wiley & Sons.

Harrison, F., & Lock, D. (2017). Advanced project management: a structured approach. Routledge.

Husain, M. S. (1980). Office relocation in Hamburg: the City-Nord project. Geography: Journal of the Geographical Association, 65(2), 131.

Rolfö, L. V. (2018). Relocation to an activity-based flexible office–Design processes and outcomes. Applied ergonomics, 73, 141-150.

Behren, S., Puhe, M., & Chlond, B. (2018). Office relocation and changes in travel behavior: Capturing the effects including the adaptation phase. Transportation Research Procedia, 32, 573-584.