Slipstream Office Relocation Project February 2008

Transcription

1 Slipstream ffice Relocation Project February 2008 Team embers Jill Carley Ruchi Chopra Yelena Faynburd Suchir Gupta Darren Petersen Rudolph Rico Dipali Shah Prem Sujan Dee Wise Team Slipstream

2 Table of Contents Project Scope Statement p. Vision Statement p. Business Need p. Project Description p.4 Project Deliverables p.4 Project bjectives p.5 Project Assumptions p.6 Project Constraints p.6 Project High-Level Risks p.7 Project Approval Signatures p.7 Project Lifecycle p.9 Stakeholder Analysis p.0 Work Breakdown Structure p.2 Project Schedule p.5 Cost Analysis p.8 Cost Baseline p.2 Responsibility Assignment atrix p.24 Communication anagement Plan p.25 Risk Response Plan p.26 Team Slipstream 2

3 Project Scope Statement. Vision Statement Slipstream plans to relocate its corporate headquarters from San Francisco, California to ountain View, California in order to improve and expand the overall infrastructure and to better serve its clients, partners and associates. 2. Business Need Rising 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 0 miles from new location 70% of company clients are based in Silicon Valley About 60% savings in per sq. ft. rent price ($40 in SF vs. $25 - new locations) Team Slipstream

4 Project Scope Statement (continued). Project Description Slipstream plans to relocate its corporate headquarters from San Francisco, California to ountain View, California in order to improve and expand the overall infrastructure and to better serve its clients, partners and associates. 4. Project Deliverables (Scope) Relocation of corporate headquarters with minor modifications to a currently vacant & operational building Real-time office relocation of current employees & contractors s s Not A major construction/ build out Hiring of additional workforce Functional company T infrastructure and systems along with upgrades online throughout move All associated project documentation deliverables, e.g. Project anagement Plan, construction docs, furniture plans & ove ap including interior layout Setting up redesigned T network & systems ncreased facility and/or operational budgets Team Slipstream 4

5 Project Scope Statement (continued) 5. Project bjectives bjective Sign new lease agreement Terminate current lease agreement Notify all employees, partners and clients of the move Criteria for Evaluation Sign by January, 2008 Send notice by February, 2008 Notification by February 4, 2008 Finalize contracts with vendors and movers Approve construction documentation, furniture plans and ove ap Finalize contracts by arch, 2008 Approve by arch, 2008 New facility infrastructure completed with all the offices, cubicles and office Confirmation by April, 2008 Complete check for live operations (T/telecom) Begin moving employees to new location starting with T department Complete check by April 25, 2008 ove started ay, 2008 and completed ay 5, 2008 Complete any after move assistance for employees Project Complete by ay, 2008 and within budget Complete by ay 0, 2008 Sponsor signoff by ay 0, 2008; review of final costs against budget Team Slipstream 5

6 Project Scope Statement (continued) 5. Project Assumptions Building plans for the new facility are available All permits for the building are approved New floor plans are approved Resource requirements will be met 80% of the employees live in the Silicon Valley Good weather conditions No union related delays 6. Project Constraints Funding limited/set budget Schedule - set date for the relocation 5/5/08 No company downtime during the move Team Slipstream 6

7 Project Scope Statement (continued) 7. Project High-Level Risks High-Level Risks Employees cannot be moved as scheduled. New headquarters cannot be moved into at scheduled date. overs cannot perform move on schedule. Trigger. nsufficient packing materials 2. Unexpected project activity occurring that cannot be interrupted. Community legal action blocks/delays move 2. Delay in coordinating T setup with external providers. Lease agreement with new landlord delayed 4. Unforeseen construction delays. Approval of contract with mover delayed 2. oving company unavailable / partially available on desired move dates. Weather conditions postpone move mpact - (C,S,T) C, T C, T C,T Additional furniture required Additional T infrastructure required onsite Additional T infrastructure required offsite Unexpected loss of employees due to move. Legend S = Scope C = Cost T = Time. Additional employees hired 2. naccurate / incomplete move map. Unplanned insufficient infrastructure at site 2. Building plan incomplete/incorrect. ff-site T infrastructure required to support business during move is insufficient. nvalid assumptions in employee impact analysis 2. Local competitor targets hiring of employees C C C C Team Slipstream 7

8 Project Scope Statement (continued) 7. Project High-Level Risks (continued) High-Level Risks New employees hired Unanticipated changes to building plan required Unexpected additional support to minimize work disruption. Serious injury to mover Furniture damage during the move T equipment damage during the move overs strike Legend S = Scope C = Cost T = Time Trigger. Filling requisitions which were open during feasibility 2. Unplanned growth required prior to move due to business needs. New employees hired 2. Building plan incomplete/incorrect. Unexpected increase in business activity during move schedule requires further support. Unexpected injury of one (or more) of the movers. ffice furniture has been damaged during the move. T equipment has been damaged during the move. overs go on strike unexpectedly (no prior warning) mpact - (C,S,T) S,C S,C S,C C C C, T C, T 8. Project Approval Signatures CF/Sponsor Project anager Team Slipstream 8

9 Project Lifecycle Feasibility Analysis Phase Planning Phase Execution/ Relocation Phase Closing Phase Project anagement Deliverables Project Charter Preliminary Project Scope Develop Project anagement Plan: Final Scope Statement Work Breakdown Structure Project Schedule Cost Baseline Responsibility Assignment atrix (RA) Communication anagement Plan Risk Response Plan Change Controls Vendor Proposals Status Report Change Approval/Rejection Final Project anagement Report Sponsor Sign-off Lessons Learned Contracts Closure Product anagement Deliverables Needs Analysis Feasibility and perational Assets Study Project Team rg Chart Relocation Process Change rders Employee mpact Analysis nternal & External Location Analysis Location Plan/ove ap Vendor Selection/Contracts Lease Agreement Signed Permits Pre-ove Checklist ove ap Pre-ove Test Systems ove Assets Final Test Systems Final Relocation Checklist (ove-n Complete) Press Release Company Celebration Final T System Test Report (All Systems Go) Filing documents to the centralized project repository Team Slipstream 9

10 Stakeholder Analysis Stakeholder Name CE/ Sponsor P Team (Slip Stream) Cost analysis High level relocation plan High level communications Stake holder Need CE/Sponsor support Authority to sign contracts and engage vendors Clear communication Stakeholder Expectation Seamless relocation ove within budget ove within timeframe defined Cooperation of all Stakeholders Timely communication Bonus Employees 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 inimal disruption to work and family life Legal Clients Contractors and Architects All the documents that require review and/or approval by Legal Notification of the move Space plan detailing space requirements, employee location in new building etc. Tenant improvements to be done for the relocation T infrastructure plan Appropriate, clear and timely communication inimal disruption to work Regular communication with the P Team n-time payments Team Slipstream 0

11 Stakeholder Analysis (continued) Stakeholder Name Need Expectation overs ld Landlord Signed contract to engage movers Detailed space plan to ensure move of office assets, employee boxes etc. to proper locations Lease termination documents Timely communication with P Timely payments 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. New Landlord Neighboring Tenants Community/ City All new lease documents Proper communication of the move Any approvals for the relocation Permits for movers Fees associated with the move Any building/construction permit approvals Proper execution of the lease terms inimal impact to their operations inimal noise inimal or no disruption to the community Company abides with the City Codes Team Slipstream

12 Work Breakdown Structure Feasibility Analysis Phase Planning Phase. Project Charter.2 Preliminary Project Scope. Needs Analysis.. Business needs list..2 Employee needs list.. Customer needs list..4 Alternative solutions study..5 Solution for further feasibility.4 Feasibility and perational Assets Study.4. arketing feasibility study.4.2 perational feasibility study.4. Legal feasibility study.4.4 Economic feasibility study 2. Project anagement Plan 2.. Scope Statement 2..2 WBS 2.. Project Schedule 2..4 Cost Baseline 2..5 Responsibility Assignment atrix 2..6 Communication anagement Plan 2..7 Risk Response Plan 2..8 Change Controls 2.2 Contractor Selection 2.2. RFP and selection Architectural/Construction drawings 2.2. Building materials specifications 2. T Specifications Plan 2.. T migration/test plan 2..2 T deployment/test plan 2.. T upgrade plan 2..4 T equipment order 2..5 T backup plan Team Slipstream 2

13 Work Breakdown Structure (continued) Planning Phase (continued) 2.4 ove ap 2.5 Relocation schedule 2.6 Furniture Vendor Selection 2.6. RFP Contract finalized 2.6. Furniture plan and specifications Furniture delivery plan Furniture orders 2.7 over Selection 2.7. RFP and selection nventory checklist 2.7. Packing material estimates Packing material order 2.8 Permits Execution/Relocation Phase. Status Reports.. Status reports T..2 Status reports legal.. Status report- P.2 Change Control anagement. Furniture delivery checklist.4 Tenant improvement build-out report.5 New T systems delivery checklist.6 Final facility walkthrough report.7 T Systems igration Report.7. Server deployment report.7.2 Workstation installation report.7. Telecom report.7.4 T backup report.8 ove ap and schedule report.9 nventory move checklist Team Slipstream

14 Work Breakdown Structure (continued) Closing Phase 4. Final Project anagement Report 4.2 Sponsor Sign-off 4. Lessons Learned Document 4.4 Contract Closures (payments) 4.4. Furniture vendor contract over contact 4.4. Contractor contract T contract 4.5 Final T system test report 4.6 Checklists 4.6. ove ap Relocation 4.6. Post relocation assistance 4.7 Press release 4.8 Legal documents 4.9 nternal company celebration Team Slipstream 4

15 Project Schedule Team Slipstream 5

16 Project Schedule (continued) Team Slipstream 6

17 Project Schedule (continued) Team Slipstream 7

18 Cost Analysis Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost Feasibility Analysis Phase. Project Charter.2 Preliminary Project Scope. Needs Analysis.. Business needs list..2 Employee needs list.. Customer needs list..4 Alternative solutions study..5 Solution for further feasibility. Total work package cost.4 Feasibility and perational Assets Study.4. arketing feasibility study.4.2 perational feasibility study.4. Legal feasibility study.4.4 Economic feasibility study.4 Total work package cost Total Feasibility Analysis Phase Cost $00 $00 $00 $50 $00 $,200 $,750 $,050 $,650 $450 $450 $600 $2,000 $2,000 $900 $,800 $4,200 $6,700 $,200 $,750 $4,200 $6,700 $5,850 Team Slipstream 8

19 Cost Analysis (continued) Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost Planning Phase 2. T Specifications Plan 4 $05, T migration/test plan 4 0 $25 $, T deployment/test plan 20 $25 $2, T upgrade plan 6 $25 $2, T equipment order 8 $25 $,000 $95, T backup plan 2. Total work package cost 8 $25 $,000 $05, ove ap 24 $50 $,600 $, Relocation schedule 2 6 $,200 $, Furniture Vendor Selection 7 $07, RFP 0 40 $, Contract finalized 8 $ Furniture plan and specifications 24 $00 $2, Furniture delivery plan 2 2 $ Furniture orders 2.6 Total work package cost 6 $450 $00,000 $07,50 Team Slipstream 9

20 Cost Analysis (continued) Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost Planning Phase 2.7 over Selection 6 $2, RFP and selection 0 40 $,000 $60, nventory checklist 4 2 $00 $, Packing material estimates 8 $00 $ Packing material order 2. Total work package cost 4 $45,000 $2, Permits Total Planning Phase Cost 8 $200 $,600 $,600 $452,75 Execution/Relocation Phase 46. Status Reports $4,500.. Status reports T 4 24 $00 $2, Status reports legal 2 $900.. Status report- P 6 $450. Total Work package cost $4,500 Team Slipstream 20

21 Cost Analysis (continued) Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost.2 Change Control anagement 0 60 $4,500 $4,500. Furniture delivery checklist 8 $600 $600.4 Tenant improvement build-out report 80 $6,000 $6,000.5 New T systems delivery checklist 2 6 $25 $2,000 $2,000.6 Final facility walkthrough report 20 $00 $2,000 $2,000.7 T Systems igration Report $9, Server deployment report 24 $25 $, Workstation installation report 8 $25 $2, Telecom report 6 $25 $2, T backup report.7 Total Work package cost 2 6 $25 $2,000 $9,250.8 ove ap and schedule report 20 $,500 $,500.9 nventory move checklist Total Execution Phase Cost 0 50 $,750 $,750 $4,00 Team Slipstream 2

22 Cost Analysis (continued) Project WBS Days Billable Hours Hourly Rate Cost Flat Fees WBS Total Cost Closing Phase 4. Final Project anagement Report 4.2 Sponsor Sign-off 4. Lessons Learned Document 4.4 Contract Closures (payments) 4.4. Furniture vendor contract over contact 4.4. Contractor contract T contract 4.4 Total work package cost 4.5 Final T system test report 4.6 Checklists 4.6. ove ap Relocation 4.6. Post relocation assistance 4.4 Total work package cost 4.7 Press release 4.8 Legal documents 4.9 nternal company celebration Total Closing Phase Cost $00 $00 $00 $25 $00 $50 $800 $500 $,000 $,750 $600 $600 $2,250 $800 $,750 $45,000 $65,000 $50,000 $5,000 $95,000 $,450 $2,500 $0,000 $800 $500 $,000 $95,000 $,750 $,450 $,00 $,750 $0,000 $22,550 Cost for all Phases $72,875 Team Slipstream 22

23 Cost Baseline Phase Cost Phase Phase 2 Phase Phase 4 Phase - Feasibility Analysis $5,850 $5,850 $5,850 $5,850 $5,850 Phase 2-Planning $452,75 $452,75 $452,75 $452,75 Phase - Execution/Relocation $4,00 $4,00 $4,00 Phase 4-Closing $22,550 $22,550 Total Cumulative Cost $72,875 $5,850 $468,225 $502,25 $72,875 Slipstream Headquarter Relocation Cost Baseline $,000,000 0,000 $500,000 $250,000 Phase 4 Phase Phase 2 Phase $0 Phase - Feasibility Analysis Phase 2-Planning Phase - Execution/Relocation Phase 4-Closing Team Slipstream 2

24 Responsibility Assignment atrix WBS D Deliverable Description CE/ Sponsor P Team Employees Legal T anager Contractors & Architects Clients overs Landlord City Project Charter Preliminary Scope Statement Needs analysis Feasibility and perations assets study Project anagement Plan Contractor selection T specifications plan ove plan Relocation schedule Furniture vendor selection over selection Permits Status Reports Change Control anagement Tenant improvement build-out report Furniture delivery checklist Final facility walkthrough report T Systems migration report oving ap and schedule report nventory move checklist Final project management report Sponsor sign-off Lessons learnt document Contract closures (payments) Final T system test report Checklists Press Release Legal documents S S R R S,R Legend = wner = nput R = Reviewer S = Signoff required S S S S, R S S R, S R, S R, S, R, R R,R, R S Team Slipstream 24, R, R R, R, R S, R R, R R R

25 Communication anagement Plan Communication Frequency Format / Delivery Audience Sender Project Charter nce PDF / Project anager & Project Team Project Sponsor nitial Notice of ove and any Employment Related Changes nce, and then as needed PDF / s and Home ailings Employees & Family of Employees Human Resources via President onthly Progress Reports (PR) onthly PDF / Project Sponsor Project anager Status Reports Bi-weekly S Word / Project anager Project Team embers Termination of Lease nce PDF / ail (UPS) Current Landlord C/CF Scope Statement and Work Breakdown Structure (WBS) nce PDF / Project Sponsor Project anager Notification of ove nce PDF / s and USPS ailings Current Clients President Project Plan Status & Changes Weekly PDF / Project Team, Vendors, Contractors, overs, etc. Project anager Approved Change Requests As needed PDF / Project Team Project anager Project Team eeting Agendas & inutes Weekly S Word / Project Team Project anager Team Slipstream 25

26 Risk Response Plan Risk D Risk Description Affected Areas Probability of ccurrence mpact to Project Priority Strategy Action D Action Action wner Status Employees cannot be moved as scheduled. C, T L H P2. Status reports - monitor move preparation (including moving material availability) P.2 Status reports - monitor/forecast company activity level during planned move P 2 New headquarters cannot be moved into at scheduled date. C, T H P 2. City permits - monitor approval process Legal 2.2 Status reports - T - track progress with any external providers T 2. Lease agreements - monitor approval process Legal overs cannot perform move on schedule. C,T L H P2. over contract - monitor approval process P.2 Status reports - confirm mover availability week prior to move T. Project anagement Plan - include buffer for move delays P 4 Additional furniture required C L L P A N/A N/A N/A C 5 Additional T infrastructure required onsite C L H P2 5. T plan - buffer for additional infrastructure T 5.2 Status reports - T - monitor progress T 6 Additional T infrastructure required offsite C L H P2 6. T plan - buffer for additional infrastructure T 6.2 Status reports - T - monitor progress T * Please see page 28 for description of abbreviations Team Slipstream 26

27 Risk Response Plan (continued) Risk D Risk Description Unexpected loss of employees due to move. New employees hired. Unanticipated changes to building plan required. Unexpected additional support to minimize work disruption. Serious injury to mover Furniture damage during move T equipment damage during move overs strike * Please see page 28 for description of abbreviations Affected Areas C S,C S,C S,C C C C, T C,T Probability of ccurrence L L L L L mpact to Project H H H L H H Priority P P2 P2 P2 P2 P2 P P2 Strategy T T T Action D Action Employee needs analysis - follow-up Status reports - onitor activity of local competitors Project anagement Plan includes buffer for 5% increase in number of employees prior to move Project anagement Plan includes buffer for 5% increase in number of employees prior to move ove map - verify via walkthrough Status reports - monitor/forecast company activity level during planned move T Plan - nclude buffer for increased activity level (20%) over Contract - overs responsible for insuring their employees over Contract - overs responsible for packing furniture over Contract - movers financially liable for damage over Contract - overs responsible for packing T equipment over Contract - movers financially liable for damage over Selection - include state of labor in criteria Action wner Team Slipstream 27 HR P P P P P T Legal Legal Legal Legal Legal Legal Status C

28 Risk Response Plan (continued) Prioritization atrix Probability \ mpact mpact=h mpact= mpact=l Probability = H P P P2 Probability = P P2 P Probability = L P2 P P Affected Areas Abbreviations Strategy Abbreviations Status Abbreviations C=Cost V=Avoidance =pen S=Scope T=Transference C=Closed T=Time =itigation Q=Quality A=Acceptance Team Slipstream 28