STORE RELOCATION

PROCEDURE

Project Handling
- The Basics

Presented By-
JYOTI LAVALE
1ST YR MBA DESIGN MGMNT
 Project Plan Outline

Effective Project Managers maintain documents that lead the project, track
critical deliverables and keep the team informed. They include:

 Project Description
 Team & Contact Information
 Schedule
 Budget
 Risk & Issue Management
 Team Communications
 Approvals
 The Project Description has 3 parts and is typically defined once,
documented and then shared with all team members.

 Purpose and Scope

ᅳ Statement of Purpose (Why are we doing this project, benefits, etc)
ᅳ Scope can be defined in various ways (organization structure, departments,
Project geography, process, etc)
ᅳ Specific “out-of-scope vs. in-scope” items (define the project limitations
Description and what is not included up front)

 Goals and Objectives

ᅳ What defines a successful project?
ᅳ Measures (How will you know you achieved success?)
ᅳ Critical success factors (document the influences or barriers to success)

 Assumptions, Dependencies & Constraints

ᅳ Assumptions: factors considered true or certain (Person X will lead the
team, Exec has approved for project, etc)
ᅳ Dependencies on other departments, team or projects
ᅳ Constraints: factors that will limit the team’s options (have allocated for
this project, 6 month window for project, etc)
 Team & Contacts

Always maintain a current list of all team members and their contact info. This is
best done in a spreadsheet that everyone on the team can access, filter/sort and
update individually. Categories could include:

 Project Leadership
 Project Sponsor(s)
 Project Stakeholders - People who could be
impacted by the outcome of the project (employees,
suppliers, etc)
 Project Team Members – include their roles &
responsibilities (job title, role function)
 Subject Matter Experts – people leveraged from the
organization that are not necessarily project team
members (identify this as their role &
responsibility)
 Email & Phone Numbers for each person
 OVERVIEW
The Schedule is a living document that constantly changes and
manages the work effort of everyone on the team.

Effective Project Managers “Plan the work and then work the plan”

Project  File Type - Use a spreadsheet or project management software

Schedule (MS Excel & MS Project are common & effective)
 Task list and timeline
ᅳ Breakdown of Work (Phases, activities, tasks)
ᅳ Resources assigned to tasks
ᅳ Start and end dates for tasks (time to complete each task)
 Deliverables
ᅳ Describe the key deliverable(s) for the project
ᅳ Define where project schedule will be stored and managed,
process for updating & version control.
 BRIEF

Relocating a store to a shopping mall includes all the following basics:-

1) Get Budget-wise. A proper budget layout is the first step towards an

intelligent relocation. Imagine a prior knowledge of the costs involved in store
relocation! It can really smoothen the affairs that otherwise, looked formidable.

2) Make a Master Checklist. Prepare a master checklist that reflects all the major
and minor aspects of relocation. Include all those items that are required for
training or other activities that may be unique to your business. This checklist can
be referenced at the end of your Mission Relocation!
3) Layout of furniture. Decide upon the size, layout and location of furniture . Have
a autocad file of not only the layout of the furniture but who is going to be sitting
where. Your cubicle, phone system, movers and network administrator will thank
you.

4) Furniture. Plan the location of furniture at the new store.

5) Choose the type of furniture that best suits your requirements. A prior decision
on the furniture-type will ensure if networking of your systems is required before
placing the furniture. For instance, modular furniture demands pre-networking of
the systems.

6) Plan the location of equipment. Light fittings, false furniture, telephones etc.
The locations for any other data can be easily determined if you have performed
the above tasks diligently.
8) Spread Team Spirit. This may sound corny but it works! It helps the store buy
into the idea of helping with the store relocation. Appoint one of the trusted
members of your staff as the move coordinator who will be in-charge of the
moving operations. Help him/her delegate the work to other staff members. This
would not only help in materializing the moving plans but also develop a team
spirit and a sense of belongingness amongst the staff. Separate teams may be
formed for professional execution of work.

9) Replacement, Upgrades and Maintenance. Electronic equipments, especially

the paraphernalia relating to computers and telephone systems, gets outdated
pretty fast. A quick check on these equipments is not a bad idea at the time of
moving. Replace the worn out and economically unfeasible equipment, and
upgrade and repair the equipment needing attention. It won't be a bad idea to sell
the discarded computer and telephone systems to the dealers who can get you
good quote.
10) Get Security-wise. The security systems for the business security needs are
vital for any organization. While moving to a new location, plan the installation
and maintenance of security systems/access system and other surveillance
equipment.

11) Clean Up. Moving is certainly an ideal time for a thorough vacuum cleaning
of the old equipment.

12) Get Label-wise. Labeling is a wise idea to avoid complications. All the
equipment can be labeled according to their destination like display counter ,
store location etc. The display, trial rooms and cabins must also be labeled with
symbols for the occupier.

13) Contact Phone and Internet Providers. If the new location is an under-
construction site, plan the wiring schedule well in advance. Prior information to
the wiring-installer about the location of servers and clients makes the job of
relocation hassle-free.
14) Server Room. Confirm the minimum requirements for the server room,
including room dimensions, electrical requirements (30 amp dedicated circuit),
floor coverings, HVAC with alarm. .

15) Test all networks, phone drops, power outlets, back-up batteries etc.

16) Disconnect all the telephone and Internet lines at the old location.

17) Phone System. Ensure that you have contacted a phone system installer to
either upgrade your current system of provide a different phone system.
8) Get Communication-wise. Moving to a new location means a new address
that must be communicated to all concerned. Prepare a list of all the contacts,
including their contact details like address, phone number, emails, fax etc.
Broadly, the list includes property management personnel, local telephone
company, local computer support vendor. Store a printed copy in an easily
accessible and safe location.

19) Deliveries. Always make sure that the local staff contact is on-site for
deliveries or vendor access to the space prior to store opening.

20) Back it up. Ask the staff to make a backup of all the important data on the
PCs.

21) Movers. Always a good idea to use a professional moving firm/ individual
store.
 Overview on Planning

Who Will By When Must

Do It? It Be Done?

How Much Will

How Should It Cost?
It Be Done

What Must
Be Done How Good Does
It Has To Be?
 Gantt Chart
Definition

• A bar chart. While visually appealing on a

task/duration basis, it is limited because it
does not show task or resource
relationships well.
– Strength: easy to maintain and read.
 Estimate Activity Times (ET)
For each activity, the model usually includes three time
estimates:

• Optimistic time - generally the shortest time in which the

activity can be completed.

• Most likely time - the completion time having the highest

probability. Note that this time is different from the
expected time.

• Pessimistic time - the longest time that an activity might

require. Three standard deviations from the mean is
commonly used for the pessimistic time.
 Expected Time

Expected time =
( Optimistic + 4 x Most likely + Pessimistic ) / 6