Office Relocation

Global Investment Bank

Office Relocation – Global Investment Bank 2017-10-09T20:10:52+00:00

Project Description

Case Study

This project was completed for a leading global investment bank serving institutional, corporate, government and high net worth clients.

The project was to relocate their main office to a new building. As part of this building relocation the following steps were implemented:

  • IT Project Plan: Production of preliminary Project Plan including all steps and designs necessary to successfully complete the IT infrastructure fit out in new building.
  • IT Project Budget: Production of a project budget which was the main tool for IT cost management and control.
  • IT Project Risk: Definition of IT risks under the following headings:
    • Risk identification
    • Risk quantification
    • Risk response development
    • Risk response control
  • IT Change Control Process: Establishment of a change control process to track and incorporate changes to the scope of works, relocations schedule and costs.
  • Establish Information Flow: Establishment of the flow of information between all team members taking part in the relocation project to ensure that all members were informed of all relevant aspects of the projects.
  • Resource Allocation: Resource planning to determine whether the IT skilled resources were available internally or whether external resources were required.
  • Requirement Analysis: Requirement Analysis included the following tasks:
    • Gathering of existing definitions of requirements and current systems.
    • Consolidating and incorporating these requirements with future requirements (including ease of expandability, future growth, ability to incorporate future technology etc.)
    • Establishing consensus within IT and the Business on the strategic direction, specific suppliers and systems to utilize.
    • Gaining approval for the strategic and practical directions for all new IT infrastructure systems being installed in the new office.
  • Design Review: Implementation of new strategic technologies within the Client’s existing IT environment. The establishment of the new office was a very good opportunity to implement future strategic technology decisions for the Client’s core IT infrastructure.
  • Preparation of Request for Proposal (RFP): The RFP process was the principal tool for vendor price negotiation. The RFP detailed all materials and labor cost required to implement the IT infrastructure, and the unit costs that could be used for any additional work outside the initial scope of works.
  • RFP Analyses: This process was completed by using an evaluation matrix to analyze the responses to the RFP and for making a recommendation to the Client for the supply of equipment and services.
  • Procurement Coordination: Working with selected vendors and the Client procurement department, the procurement process was monitored in order to prevent any potential delays to the project, which was critical when considering long lead items and where early installation was required.
  • Liaison with Finance: Developed a budget and cost allocation model for expenditure incurred on all IT Infrastructure works.
  • Implementation Planning: Produced a detailed implementation plan for the installation and deployment of all IT infrastructure, and all other systems that formed part of the scope of works for the IT infrastructure design and implementation.
  • Site Coordination (bilingual services – English/Japanese): Coordination of all onsite activities of IT vendors, including arrangements such as site access, scheduling for deliveries, and procedures to be followed for building management.
  • Site Inspection: Implementation of daily site inspections during the construction and fit out phase, including ensuring all standards in the design and tender documentation were being adhered to.
  • Inventory: Coordination and validation of all the systems inventories before each user relocation.
  • Move Coordination: Coordination of movement of all systems and user equipment to the new building.
  • Reinstatement of Existing Premises: Management of removal of all non-relocated IT equipment from old IT spaces.
  • Handover Documentation: As part of the handover documentation the following standards were used:
    • AutoCAD for all CAD drawings
    • Microsoft Project for preparing project plans
    • Microsoft Visio for non-CAD drawings including rack layout templates etc.
    • Microsoft Word and Excel for general documentation