IT Office Relocation Planning

IT Office Relocation Planning
Prio
1
Planning Item
Complete By Status
Need help? Learn how to use this template.
Done
Date
Completed
2
3
IT Department Moving Plan
Planning and Mapping (3 Months Prior)
31.12.2014
02.10.2014
2 of 27
Create teams ans assign responsibilities for all aspects of the move
02.10.2014
26.06.2014
Ensure all areas of expertise are covered
02.10.2014
29.03.2014
Contact service providers for all the utilities needed well in advance
02.10.2014
Make plans for business interruptions.
02.10.2014
Identify key internal resources from other departments
02.10.2014
10
Make sure all property is protected from damage, loss or theft during the relocation process.
02.10.2014
Determine what warranties or maintenance protection options exist for each item in your inventory and any
recertification requirements necessary after equipment and systems are reinstalled at new location. Extra
insurance items may be purchased for those not already covered.
02.10.2014
11
12
Schedule the move. Obtain quotes from moving companies and evaluate if an efficient relocation expert is
necessary.
02.10.2014
13
Plan every detail. Obtain a blueprint of the complete office layout including the locations of desks and
printer stands to optimize power outlets and communications ports.
02.10.2014
14
Develop a checklist of changes. Log any changes required once servers, user systems and network
equipment are in place at the new location.
02.10.2014
15
Seek specialists as appropriate. Be willing to obtain outside help in areas such as network wiring, server
setup, project management and infrastructure design.
02.10.2014
16
If you employ a relocation specialist, negotiate and sign a statement of work that will detail the entire
process.
02.10.2014
17
Plan your new network configuration. This should include wired, fiber-optic and wireless components, as
well as any upgrades you intend to include.
02.10.2014
18
Determine which equipment and applications/workstations should be up and running first. Prioritize move
items.
02.10.2014
19
Coordinate elevators and shipping docks with building management
02.10.2014
20
Request a detailed copy of the floor plan that includes proposed furniture orientation
02.10.2014
21
Review final space plans, including electrical and furniture placement
02.10.2014
22
If modular furniture is being used, run the network cabling before the furniture is installed
02.10.2014
23
Determine PC and printer locations in the new space
02.10.2014
24
Determine the location of fax machines in the new space
02.10.2014
Exported on 13 martie 2015 10:50:22 IST
29.03.2014
Page 1 of 8
Responsible Party Notes
United Movers
Ken L
John G
Ken L
Ken L
United Movers
Ken L
Ken L
Ken L
Ken L
Ken L
Page 2 of 8
Prio
Planning Item
Complete By Status
25
Identify personal printers on the floor plan
02.10.2014
26
Identify analog lines on the floor plan
02.10.2014
27
Determine jack locations (on the furniture plan) for voice and data
02.10.2014
28
Obtain floor plan approval
02.10.2014
29
Obtain bids for working
02.10.2014
30
Check to see if the doorways, access hallways, ramps and the elevator doors are wide enough for moving
equipment to fit through
02.10.2014
31
Conduct thorough walkthru inspection of new facility
02.10.2014
32
33
Equipment (2 Months Prior)

Inventory existing equipment and hardware:
01.11.2014
Computers
01.11.2014
35
Monitors
01.11.2014
36
Printers
01.11.2014
37
Modems
01.11.2014
38
Servers
01.11.2014
39
Surge protectors
01.11.2014
40
Fax machines
01.11.2014
41
Data cables
01.11.2014
42
Network switches
01.11.2014
43
Copiers
01.11.2014
44
Assess the need for any new equipment required
01.11.2014
45
Arrange for new Security/Video surveillance system
01.11.2014
46
Plan for lead time required in ordering new equipment items
01.11.2014
47
Devise plan for properly disposing of or donating old equipment
01.11.2014
48
Ensure all redundant IT equipment is disposed of correctly
01.11.2014
49
Review service calls for last year and identify likely-to-fail parts and order additional to be prepared
01.11.2014
50
Have a physical backup for all servers (transport separately)
01.11.2014
Labeling (1 Month Prior)
Date
Completed
0 of 8
01.11.2014
34
51
Done
01.12.2014
0 of 7
Page 3 of 8
Page 4 of 8
Prio
Planning Item
Complete By Status
52
Before you move a single cable, develop a detailed inventory of all hardware and software including serial
numbers and approximate weights and values of each item.
01.12.2014
53
Prepare for worst-case scenarios. Document your backup procedures, label all wiring and machines, and
have tools to disassemble and assemble equipment.
01.12.2014
54
Make sure all lines are labeled with "A" for analog, "V" for digital phone lines and "D" for network lines
01.12.2014
55
Verify all wiring has permanent labels on both ends with room, plate and jack numbers.
01.12.2014
56
Post a set of floor plans next to the patch panels with all room numbers and wall plate locations clearly
identified
01.12.2014
57
Label computers, boxes, binders, switches, keyboards, mice and other equipment with destination info
(room numbers/locations)
01.12.2014
58
Confirm 30 days ahead of time with all vendors
01.12.2014
59
Wiring Items (2 Weeks Prior)
17.12.2014
60
Schedule wiring according to the construction timeline for newly-built or renovated space
17.12.2014
61
Identify the telephone and data cabling close/room within the space
17.12.2014
62
Detail server room requirements
17.12.2014
63
Research new power needs and look for opportunities to improve performance.
17.12.2014
64
Confirm proper shelving or racks for server and network equipment
17.12.2014
65
Confirm room dimensions of server room
17.12.2014
66
Verify electrical requirements of server room
17.12.2014
67
Verify proper ventilation system
17.12.2014
68
Verify separate climate control
17.12.2014
69
Test all network and phone drops
17.12.2014
70
Test all power outlets using a tester as well as by plugging something in
17.12.2014
71
Map the locations of the desks and use a mapping tool to estimate cable sizes
17.12.2014
72
Plan for extra wiring drops.
17.12.2014
73
Verify all backup batteries for phone switches and servers are installed according to schedule
17.12.2014
74
If using an 800 phone number, confirm plans with vendor for cutover date and time.
17.12.2014
75
Test new telephone line several days before the move
17.12.2014
76
Review programming/routing on voicemail system for required changes.
17.12.2014
77
Disconnect all leased lines, such as T1s at old location
17.12.2014
78
If company web address is hosted internally, verify if change to DNS resolution is required.
17.12.2014
Done
Date
Completed
0 of 13
Page 5 of 8
Page 6 of 8
Prio
79
Planning Item
Meetings and Special Communications (1 Week Prior)
Complete By Status
24.12.2014
80
Conduct security system and telephone system training if new ones are to be implemented
24.12.2014
81
Distribute new access cards to staff
24.12.2014
82
Identify key contacts and new locations
24.12.2014
83
Create a list of contact names, phone numbers, cell phone numbers, email addresses, etc to distribute to
responsible parties. Include property management contacts, local phone company, website master, etc.
24.12.2014
84
Arrange for local staff contact to be onsite for deliveries and needed vendor access to the space prior to
opening.
24.12.2014
85
Establish and inventory every telephone number to be moved
24.12.2014
86
Schedule a meeting with local phone vendor
24.12.2014
87
Schedule disconnects or additions of phone lines
24.12.2014
88
Transfer any ISDN lines
24.12.2014
89
Schedule phone activation time for new office location
24.12.2014
90
Have a team meeting to confirm roles and responsibilities
24.12.2014
91
Update all pertinent information with your company's backup alarm system, office security stems, etc
24.12.2014
92
Remind users to backup their own files as necessary
24.12.2014
93
If any reconfig is necessary at the new site, script all steps and test before the move
24.12.2014
94
Script the shutdown steps of all equipment
24.12.2014
Know the details of your service contracts. If a move will take you out of a service area, immediately get
your contracts and documentation out and review them carefully. If possible, schedule an office move in
tandem with contract end dates.
24.12.2014
95
96
Perform complete backup of network
24.12.2014
97
Perform complete backup of telephone system
24.12.2014
98
Test new office phones, computers, printers, security cameras, Internet connection and all electrical devices
the day prior to staff returning to work
24.12.2014
Done
Date
Completed
0 of 19
Page 7 of 8
Page 8 of 8

IT Office Relocation Planning

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

IT Office Relocation Planning

Uploaded by

Copyright:

Available Formats

IT Office Relocation Planning

Need help? Learn how to use this template.

IT Department Moving Plan

Planning and Mapping (3 Months Prior)

Ensure all areas of expertise are covered

Make plans for business interruptions.

Identify key internal resources from other departments

Coordinate elevators and shipping docks with building management

Review final space plans, including electrical and furniture placement

Determine PC and printer locations in the new space

Determine the location of fax machines in the new space

Exported on 13 martie 2015 10:50:22 IST

Responsible Party Notes

Exported on 13 martie 2015 10:50:22 IST

Identify personal printers on the floor plan

Identify analog lines on the floor plan

Obtain floor plan approval

Obtain bids for working

Conduct thorough walkthru inspection of new facility

Equipment (2 Months Prior)

Assess the need for any new equipment required

Arrange for new Security/Video surveillance system

Plan for lead time required in ordering new equipment items

Devise plan for properly disposing of or donating old equipment

Ensure all redundant IT equipment is disposed of correctly

Have a physical backup for all servers (transport separately)

Labeling (1 Month Prior)

Exported on 13 martie 2015 10:50:22 IST

Responsible Party Notes

Exported on 13 martie 2015 10:50:22 IST

Confirm 30 days ahead of time with all vendors

Wiring Items (2 Weeks Prior)

Detail server room requirements

Confirm proper shelving or racks for server and network equipment

Confirm room dimensions of server room

Verify electrical requirements of server room

Verify proper ventilation system

Verify separate climate control

Test all network and phone drops

Test all power outlets using a tester as well as by plugging something in

Plan for extra wiring drops.

Test new telephone line several days before the move

Review programming/routing on voicemail system for required changes.

Disconnect all leased lines, such as T1s at old location

Exported on 13 martie 2015 10:50:22 IST

Responsible Party Notes

Exported on 13 martie 2015 10:50:22 IST

Distribute new access cards to staff

Identify key contacts and new locations

Establish and inventory every telephone number to be moved

Schedule a meeting with local phone vendor

Schedule disconnects or additions of phone lines

Transfer any ISDN lines

Schedule phone activation time for new office location

Have a team meeting to confirm roles and responsibilities

Remind users to backup their own files as necessary

Script the shutdown steps of all equipment

Perform complete backup of network

Perform complete backup of telephone system

Exported on 13 martie 2015 10:50:22 IST

Responsible Party Notes

Exported on 13 martie 2015 10:50:22 IST

You might also like