Project Charter

Project Name: ABC Office Move

Sponsor: ABC Company
Project Manager: Kellie Fitzgerald Date: April 7, 2015

Charter Objective
This charter serves to provide the ABC Company with the initiation of the Office Move project.

Project Goals & Key Deliverables

The purpose of this project is to successfully organize an office move for the ABC Company.
This move will consolidate the Finance, Human Resources, and Information Systems
departments into one location, which will be available to ABC on May 1st. The project
deliverables are to find and hire a painting contractor, a carpet installation service, purchase
chairs for all 100 cubicles, purchase furniture for 10 offices and 3 conference rooms, set dates
for the moves, hire a specialists that will set up all of the technology in the new office, configure
a communication plan for the employees of the departments, and hire a moving company, all
within scope, budget, and timeframe.

Team Members & Responsibilities

The Project Manager, Kellie Fitzgerald, is regulating the project and will be required to ensure
the production and execution of the project plan. Kellie will be supported by her four team
members. The team will be monitoring risks, projecting costs, planning the schedule, and adjust
for any changes during the implementation of the project. All steps will be communicated
effectively with to the ABC Company, when necessary. Team members Samantha Hill, Ana
Saavedra, Emma Hebblewaite, and Amelia Whitten will complete their assigned tasks to
ensure the timely completion and success of the project.

Scope, Assumptions, & Constraints

Scope: The ultimate objective of the project is to plan and execute an office move for the ABC
Company. In order to do this, the Finance, Human Resources, and Information Systems
departments must be consolidated into one location. By addressing major stakeholders,
resources available, possible risks, possible opportunities, and tasks, our ultimate goal should
be met. Additionally, the development of a specific schedule and budget will also move our
project forward and prove to be successful.

Assumptions:
We assume that staff members from the ABC Company will pack up their personal belongings
prior to the move, making it easier for the moving company to properly and efficiently complete
the move. We assume that there will be a loading dock for the movers to safely transfer all office
supplies. We assume that there will be sufficient space and supplies, such as outlets and
routers for all computers. We assume that the new space will be clean and ready for painting on
May 1st. We assume that some employees will not be pleased with this change of location and
alteration of hierarchy within the company forcing some individuals to leave the company. We
assume that all cubicles, offices, and conference rooms at the original location have their own
phones that will be transferred to the new location. We assume that the method and task of
assigning new offices to employees will be taken care of internally prior to the move. We
assume that the ABC Companys lease will extend until June 1st, allowing for adequate time for
the move. We also assume that the original office is left clean and undamaged.

Constraints:
We are planning for nice weather on the day of the move, but are prepared to adjust our means
of transportation in case of rain. Because of employee dissatisfaction with the move, we would
advise the company to provide incentives to stay with the company, such as compensating
individuals for the extra money he or she will spend commuting to work or provide those
employees with the opportunity to work from home on certain days of the week. We have
contacted a cleaning facility in case the facility is not clean, and therefore not ready to be
painted and carpeted.

Stakeholders
The stakeholders involved in this project include the entire staff and clientele of the ABC
Company, which is made up of three departments; Finance, Information Systems and Human
Resources. In addition, other stakeholders are the multiple suppliers and vendors for our new
furniture, carpeting, technology, and paint, as well as the moving contractors. Other potential
stakeholders would be other offices in the building, the original company that had the office
space before us, the old buildings of the offices, and the MBTA stop next the new building. In
addition, our consulting firm would be stakeholders.

Major Milestones
The major milestones are:
February 18th- Initial Planning Meeting
March 2nd- Informing The Staff of the Move
March 5th- Hire Painting, Carpeting, and Technology Consultant and Sign all Previously
Created Contracts
March 15th- Deciding Who Gets an Office Versus a Cubicle
April 27th-Purchasing Furniture For Conference Rooms and Offices
May 1st- New Office Space Available
May 1st- Ensure Everything Is Ready for Painting and Carpeting
May 2-3rd- Painting
May 6-8- Carpeting
May 11th- Begin Delivery/Installation of New Furniture
May 16th-17th- Move the Information Systems Department
May 23rd-24th- Move the Finance Department
May 30th-31st- Move the Human Resource Departments

Budget Estimate
The budget for the ABC Company Office Move, and will be provided by the ABC Company. A
total cost is estimated to be $58,450.

Communication Plan

What Who/Target Purpose When/Frequency

Team Meeting Team/CEO General Update, Status Report Weekly
Team Meeting Team/HR General Update, Status Report Weekly
Team Meeting Team/IS General Update, Status Report Weekly
Team Meeting Team/Finance General Update, Status Report Weekly
Team/CEO/VP Outline deliverables, inform of
of each risks/complications, suggestions to
Initial Meeting department address risk. February 18th
CEO/VP/All Informing Staff & stakeholders of
Department employees/all move, CEO Present at all
Meeting stakeholders throughout day March 2nd
Distribute Moving Team/VP Distribute document, details 1 week before respective
Logistics Department logistics of move department move date

Risk Management Plan

Risk Probability Impact Priority Actions

Not enough Verify space is large enough

space or before buying.
supplies, such
as cubicle space 2 5 2
for employees or
outlets and
routers for all
computers.

New space will We have contacted a cleaning

not be clean and facility in case the facility is not
ready for 1 2 6 clean, and therefore not ready to
painting. be painted and carpeted.

Employees will We have advised the company to

leave the provide incentives to employees
company, to stay with the company, such as
4 5 10 compensating individuals for the
dissatisfied with
the move and extra money he or she will spend
alteration of commuting to work or provide
hierarchy. those employees with the
opportunity to work from home on
certain days of the week.

The companys Follow up with offices lease and

lease will not verify with management .
extend until June
1 3 4
1st, allowing for
adequate time to
move.

The personal Clearly communicate via moving

belongings of logistics document.
staff members 4 2 5
will not be
packed up prior
to the move.

There will not be Verify with new office layout and

a loading dock dock availability and communicate
for movers to 1 5 3 with moving company.
safely transfer all
office supplies.

Phones from the Ensure proper packing and

original location transport of phones and phone
will not be 2 3 9 accessories.
transferred to
the new location.

Carpeting Sign binding contracts with

installers will not vendors and installers.
perform their job 3 3 8
in the time
allotted.
Painting will take Sign binding contracts with
longer than the vendors and painters.
time allotted. 3 4 7

Offices and Verify with ABC Company

cubicles will not management and communicate
correctly be 2 5 1 effectively.
allocated to
employees.

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Office Move
Communication Plan
What Who/Target Purpose When/Frequency
Team Meeting Team/CEO General Update, Status Report Weekly
Team Meeting Team/HR General Update, Status Report Weekly
Team Meeting Team/IS General Update, Status Report Weekly

Team Meeting Team/Finance General Update, Status Report Weekly

Initial Meeting
Department Meeting
Distribute Moving Logistics
Team/CEO/VP of each department
CEO/VP/All employees/all
stakeholders
Team/VP Department
Outline deliverables, inform of risks/complications,
suggestions to address risk. February 18th
Informing Staff & stakeholders of move, CEO Present
at all throughout day March 2nd
1 week before respective
Distribute document, details logistics of move departement move date
Office Move
Stakeholder Analysis
Stakeholder Group Involvement/Issue Impact Level of Influence Strategy to Manage
CEO Project Sponsor 3 5 Clear schedule, communication plan in place.
Secondary project sponsor,
Managers communication point people. 2 5 Clear schedule, communication plan in place.
Contract clearly defined, signed, specific time,
Movers Execute move 5 4 date, cost, job description.
Contract clearly defined, signed, specific time,
Carpet Instalation Service Contribute to details of move 8 3 date, cost, job description.
Contract clearly defined, signed, specific time,
Painters Contribute to details of move 6 3 date, cost, job description.
Follow schedule, scope, quality, present key
Consulting Firm Organizing logistic of move 4 5 deliverables at end.
Will be physically moved, purpose of Communication plan, specific instructions on
ABC Company Employees project 1 3 move.
Contract clearly defined, signed, specific time,
Furniture Vendors Contribute to details of move 10 2 date, cost, job description.
Contract clearly defined, signed, specific time,
Technology Install/Fix technology move/problems 9 3 date, cost, job description.

Other offices in the building
Owners of previous building
MBTA
Cleaning company
May be a distruption during the move.
New community in the building
Losing a renter
Increased MBTA use by newly relocated
employees.
Making transition smooth if need be
Communicating with them after move, building
11 2 owner to communicate prior if need be.
Assuming that there is another company
12 1 moving into the offices.
7 1 Not applicable
Contract clearly defined, signed, specific time,
13 1 date, cost, job description.