Project Closeout

REQUIREMENTS

PHASE OF THE PROJECT

RESPONSIBLE PARTY

DURATION

Planning the requirements of the new facility considering the location, spacing, and the company's short-term and long-term goals (Müller, Drouin, & Sankaran, 2019).

planning

Project managers

One week

Determining the requirements of each department (Müller, Drouin, & Sankaran, 2019).

planning

Human resource department

One week

Communicating the planned move to employees and seeking their suggestions (Müller, Drouin, & Sankaran, 2019).

planning

Human resource

Two weeks

Assessing operational costs associated with relocating to the new location (Müller, Drouin, & Sankaran, 2019).

planning

Project leader

One week

Determining modification cost, logistic cost, the cost of branding the new location, the cost of furnishing the new location, and effecting the refurbishment (Müller, Drouin, & Sankaran, 2019).

Initiating

Project manager, directors & head of finance

One month

Communicating the planned move to the current landlord (Müller, Drouin, & Sankaran, 2019).

initiating

Administration department

Two months

Scheduling relocation with vendors such as IT support company, the telecommunication company, power back up company, signage, and branding company (Müller, Drouin, & Sankaran, 2019).

initiating

Administration department

One month

Moving out

Completion

Project manager

One week

Communicating to customers (Müller, Drouin, & Sankaran, 2019).

completion

Customer service department

Two days

Grand opening

completion

Project manager, company directors

One day

Hiring new staff, purchasing additional inventory, and continuing with operations

Completion

Human resource department

One week

Risk

Potential of the risk occurring

Level of Impact

How the risk can be mitigated

Customer service failure

high

High may result in loss of business

Choosing an ideal location accessible to the available clients and potential market. Adequately training the newly recruited staff (Ou-Yang & Chen, 2017).

Damages to the company equipment or loss of equipment

high

High – may result to slow customer service and slow other business operation processes.

Hiring the services of a reputable moving company.

Labeling all the fragile company equipment.

Tagging assets to prevent stealing

Ensuring company assets during the transfer (Ou-Yang & Chen, 2017).

Destruction of customer assets

high

high

Delivering all the décor materials already bought by customers before moving out (Ou-Yang & Chen, 2017).

Communication and IT infrastructures not functioning properly on the first-day

medium

High- paralyzed operations

Having all the communication and IT equipment tested a week before commissioning the new location.

The vending companies should a checklist to ensure everything has been properly installed (Ou-Yang & Chen, 2017).

Important files and records missing on the first day of the relocation

Medium

medium

Moving the cabinets as a whole with the files inside without separating them.

Labeling everything before relocating for proper unpackaging (Ou-Yang & Chen, 2017).

Stress for employees

low

Low. Stress for employees planning the movements, stress of adapting to a new environment

Ensuring that every employee is involved in reducing the pressure on few employees.

Creating a conducive atmosphere to reduces work pressure with the fast two weeks (Ou-Yang & Chen, 2017).

Requirement

particular

cost

Modification and partitioning cost

labor

$ 4,250

Modification material cost

materials

$ 24,000

Branding cost

Materials & labor

$ 1,200

vendor charges for relocating outsourced services

Service charge

$ 2,200

Local government operation license

License fee

$ 800

Logistic cost

Logistic cost

$3,500

Opening ceremony cost

Food & beverages

$ 900

Inventory cost

Cost of purchasing new inventory

$12,000

Furniture

Purchasing new furniture

$ 1,400

Hiring new staff (Ou-Yang & Chen, 2017).

Hiring staff

$ 1, 200

Total

$ 51,450