Slipstream Office Relocation

Project
February 2008

Team Members
Jill Carley
Ruchi Chopra
Yelena Faynburd
Suchir Gupta
Darren Petersen

Rudolph Rico
Dipali Shah
Prem Sujan
Dee Wise

Team Slipstream

Table of Contents
Project Scope Statement
Vision Statement
Business Need
Project Description
Project Deliverables
Project Objectives
Project Assumptions
Project Constraints
Project High-Level Risks
Project Approval Signatures

p.3
p.3
p.3
p.4
p.4
p.5
p.6
p.6
p.7
p.7

Project Lifecycle
Stakeholder Analysis
Work Breakdown Structure
Project Schedule
Cost Analysis
Cost Baseline
Responsibility Assignment Matrix
Communication Management Plan
Risk Response Plan

p.9
p.10
p.12
p.15
p.18
p.23
p.24
p.25
p.26

Team Slipstream

Project Scope Statement

1.

Vision Statement
Slipstream plans to relocate its corporate headquarters from San Francisco, California to Mountain 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 10 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

Project Scope Statement (continued)

3.

Project Description
Slipstream plans to relocate its corporate headquarters from San Francisco, California to Mountain View, California in order
to improve and expand the overall infrastructure and to better serve its clients, partners and associates.

4.

Project Deliverables (Scope)

Is

Is Not

Relocation of corporate headquarters with minor modifications to a currently vacant &

operational building

A major construction/ build out

Real-time office relocation of current employees & contractors

Hiring of additional workforce

Functional company IT infrastructure and systems along with upgrades online throughout
move

Setting up redesigned IT network & systems

All associated project documentation deliverables, e.g. Project Management Plan,

construction docs, furniture plans & Move Map including interior layout

Increased facility and/or operational budgets

Team Slipstream

Project Scope Statement (continued)

5.

Project Objectives
Objective

Criteria for Evaluation

Sign new lease agreement

Sign by January 31, 2008

Terminate current lease agreement

Send notice by February 1, 2008

Notify all employees, partners and clients of the move

Notification by February 4, 2008

Finalize contracts with vendors and movers

Finalize contracts by March 3, 2008

Approve construction documentation, furniture plans and Move Map

Approve by March 3, 2008

New facility infrastructure completed with all the offices, cubicles and office

Confirmation by April 11, 2008

Complete check for live operations (IT/telecom)

Complete check by April 25, 2008

Begin moving employees to new location starting with IT department

Move started May 1, 2008 and completed May 15, 2008

Complete any after move assistance for employees

Complete by May 30, 2008

Project Complete by May 31, 2008 and within budget

Sponsor signoff by May 30, 2008; review of final costs against

budget

Team Slipstream

Project Scope Statement (continued)

5.

Project Assumptions

6.

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

Project Constraints

Funding limited/set budget

Schedule - set date for the relocation 5/15/08
No company downtime during the move

Team Slipstream

Project Scope Statement (continued)

7.

Project High-Level Risks

High-Level Risks

Trigger

Impact - (C,S,T)

Employees cannot be moved as

scheduled.

1. Insufficient packing materials

2. Unexpected project activity occurring that cannot be interrupted

C, T

New headquarters cannot be moved into

at scheduled date.

1. Community legal action blocks/delays move

2. Delay in coordinating IT setup with external providers
3. Lease agreement with new landlord delayed
4. Unforeseen construction delays

C, T

Movers cannot perform move on

schedule.

1. Approval of contract with mover delayed

2. Moving company unavailable / partially available on
3. Weather conditions postpone move

Additional furniture required

1. Additional employees hired

2. Inaccurate / incomplete move map

Additional IT infrastructure required onsite

1. Unplanned insufficient infrastructure at site

2. Building plan incomplete/incorrect

Additional IT infrastructure required offsite

1. Off-site IT infrastructure required to support business during move is insufficient

Unexpected loss of employees due to

move.

1. Invalid assumptions in employee impact analysis

2. Local competitor targets hiring of employees

C,T
desired move dates

Legend
S = Scope

C = Cost

T = Time

Team Slipstream

Project Scope Statement (continued)

7.

Project High-Level Risks (continued)

High-Level Risks

Trigger

Impact - (C,S,T)

New employees hired

1. Filling requisitions which were open during feasibility

2. Unplanned growth required prior to move due to business needs

S,C

Unanticipated changes to building

plan required

1. New employees hired

2. Building plan incomplete/incorrect

S,C

Unexpected additional support to

minimize work disruption.

1. Unexpected increase in business activity during move schedule requires further

support

S,C

Serious injury to mover

1. Unexpected injury of one (or more) of the movers

Furniture damage during the move

1. Office furniture has been damaged during the move

IT equipment damage during the

move

1. IT equipment has been damaged during the move

C, T

Movers strike

1. Movers go on strike unexpectedly (no prior warning)

C, T

Legend
S = Scope

8.

C = Cost

T = Time

Project Approval Signatures

CFO/Sponsor
Project Manager
Team Slipstream

Project Lifecycle
Feasibility
Analysis
Phase

Project
Management
Deliverables

Project Charter
Preliminary Project
Scope

Planning
Phase

Develop Project
Management Plan:
Final Scope Statement
Work Breakdown Structure
Project Schedule
Cost Baseline
Responsibility Assignment
Matrix (RAM)
Communication
Management Plan
Risk Response Plan
Change Controls
Vendor Proposals

Project Team Org Chart

Product
Management
Deliverables

Needs Analysis
Feasibility and
Operational Assets
Study

Relocation Process
Change Orders
Employee Impact Analysis
Internal & External
Location Analysis
Location Plan/Move Map
Vendor Selection/Contracts
Lease Agreement Signed
Permits

Team Slipstream

Execution/
Relocation
Phase

Closing
Phase

Final Project Management

Report
Status Report

Sponsor Sign-off

Change Approval/Rejection

Lessons Learned
Contracts Closured

Pre -Move Checklist

Final Relocation Checklist

(Move-In Complete)

Move Map

Press Release

Pre- Move Test Systems

Company Celebration

Move Assets

Final IT System Test Report

(All Systems Go)

Final Test Systems

Filing documents to the
centralized project repository

Stakeholder Analysis
Stakeholder Name
CEO/ Sponsor

PM Team (Slip Stream)

Stake holder Need

Stakeholder Expectation

Cost analysis
High level relocation plan
High level communications

Seamless relocation
Move within budget
Move within timeframe defined

CEO/Sponsor support
Authority to sign contracts and engage vendors
Clear communication

Cooperation of all Stakeholders

Timely communication
Bonus
Minimal disruption to work and family life

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

Legal

All the documents that require review and/or approval by Legal

Appropriate, clear and timely communication

Clients

Notification of the move

Minimal disruption to work

Space plan detailing space requirements, employee location in

Regular communication with the PM Team

new building etc.

Tenant improvements to be done for the relocation
IT infrastructure plan

On-time payments

Contractors and
Architects

Team Slipstream

10

Stakeholder Analysis (continued)

Stakeholder Name

Movers

Need

Expectation

Signed contract to engage movers

Timely communication with PM

Detailed space plan to ensure move of office assets, employee

Timely payments

boxes etc. to proper locations

Lease termination documents

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.

Old Landlord

New Landlord

Rent and other payments have been made

Tenant follows the negotiated terms for notice to

All new lease documents

Proper execution of the lease terms

Proper communication of the move

Minimal impact to their operations

Neighboring Tenants
Minimal noise

Community/
City

Any approvals for the relocation

Permits for movers
Fees associated with the move
Any building/construction permit approvals

Team Slipstream

Minimal or no disruption to the community

Company abides with the City Codes

11

Work Breakdown Structure

Feasibility Analysis Phase

Planning Phase

1.1
1.2

Project Charter
Preliminary Project Scope

2.1

1.3

Needs Analysis
1.3.1
Business needs list
1.3.2
Employee needs list

2.1.2
2.1.3
2.1.4

WBS
Project Schedule
Cost Baseline

1.3.3
1.3.4

2.1.5
2.1.6

Responsibility Assignment Matrix

Communication Management Plan

1.4

Customer needs list

Alternative solutions study

1.3.5
Solution for further feasibility
Feasibility and Operational Assets Study
1.4.1
Marketing feasibility study
1.4.2
1.4.3
1.4.4

2.2

Operational feasibility study

Legal feasibility study
Economic feasibility study

Project Management Plan

2.1.1
Scope Statement

2.1.7
Risk Response Plan
2.1.8
Change Controls
Contractor Selection
2.2.1
2.2.2
2.2.3

2.3

Team Slipstream

RFP and selection

Architectural/Construction drawings
Building materials specifications

IT Specifications Plan
2.3.1
IT migration/test plan
2.3.2
2.3.3
2.3.4

IT deployment/test plan
IT upgrade plan
IT equipment order

2.3.5

IT backup plan

12

Work Breakdown Structure (continued)

Planning Phase (continued)

Execution/Relocation Phase

2.4
2.5
2.6

3.1

2.7

2.8

Move Map
Relocation schedule
Furniture Vendor Selection

Status Reports
3.1.1
Status reports IT
3.1.2
Status reports legal

2.6.1
2.6.2
2.6.3

RFP
Contract finalized
Furniture plan and specifications

3.2
3.3

3.1.3
Status report- PM
Change Control Management
Furniture delivery checklist

2.6.4
2.6.5

Furniture delivery plan

Furniture orders

3.4
3.5

Tenant improvement build-out report

New IT systems delivery checklist

3.6
3.7

Final facility walkthrough report

IT Systems Migration Report
3.7.1
Server deployment report

Mover Selection
2.7.1
RFP and selection
2.7.2
Inventory checklist
2.7.3
2.7.4
Permits

Packing material estimates

Packing material order

3.7.2
3.7.3
3.7.4
3.8
3.9

Team Slipstream

Workstation installation report

Telecom report
IT backup report

Move Map and schedule report

Inventory move checklist

13

Work Breakdown Structure (continued)

Closing Phase
4.1
4.2
4.3

Final Project Management Report

Sponsor Sign-off
Lessons Learned Document

4.4

Contract Closures (payments)

4.4.1
Furniture vendor contract
4.4.2
Mover contact
4.4.3
4.4.4

4.5
4.6

Contractor contract
IT contract

Final IT system test report

Checklists
4.6.1
Move Map

4.7

4.6.2
Relocation
4.6.3
Post relocation assistance
Press release

4.8
4.9

Legal documents
Internal company celebration

Team Slipstream

14

Project Schedule

Team Slipstream

15

Project Schedule (continued)

Team Slipstream

16

Project Schedule (continued)

Team Slipstream

17

Cost Analysis
Project WBS

Billable
Hours

Hourly
Rate

12

$100

$1,200

$1,200

50

$75

$3,750

$3,750

Days

Feasibility Analysis Phase

1.1
Project Charter
1.2

Preliminary Project Scope

1.3

Needs Analysis
1.3.1

Business needs list

1.3.2

Employee needs list

1.3.3

Customer needs list

1.3.4

Alternative solutions study

1.3.5

Solution for further feasibility

Cost

Feasibility and Operational Assets Study

1.4.1

Marketing feasibility study

1.4.2

Operational feasibility study

1.4.3

Legal feasibility study

1.4.4

Economic feasibility study

1.4 Total work package cost

WBS Total
Cost

$4,200

14

$75

$1,050

22

$75

$1,650

$75

$450

$75

$450

$75

$600

1.3 Total work package cost

1.4

Flat Fees

$4,200
3

$6,700

20

$100

$2,000

20

$100

$2,000

$150

$900

18

$100

$1,800
$6,700

Total Feasibility Analysis Phase Cost

Team Slipstream

$15,850

18

Cost Analysis (continued)

Project WBS

Days

Billable
Hours

Hourly
Rate

Cost

Flat Fees

WBS Total
Cost

Planning Phase

31

2.3

IT Specifications Plan

2.3.1

IT migration/test plan

30

$125

$3,750

2.3.2

IT deployment/test plan

20

$125

$2,500

2.3.3

IT upgrade plan

16

$125

$2,000

2.3.4

IT equipment order

$125

$1,000

IT backup plan
2.3 Total work package cost

$125

$1,000

2.4

Move Map

24

$150

$3,600

$3,600

2.5

Relocation schedule

16

$75

$1,200

$1,200

2.6

Furniture Vendor Selection

17

2.3.5

$105,250

$105,250

$107,350

2.6.1

RFP

10

40

$75

$3,000

2.6.2

Contract finalized

$75

$600

2.6.3

Furniture plan and specifications

24

$100

$2,400

2.6.4

Furniture delivery plan

12

$75

$900

$75

$450

2.6.5

Furniture orders
2.6 Total work package cost

$95,000

$100,000
$107,350

Team Slipstream

19

Cost Analysis (continued)

Project WBS

Days

Planning Phase

31

2.7

16

Mover Selection

Billable
Hours

Hourly
Rate

Cost

RFP and selection

10

40

$75

$3,000

2.7.2

Inventory checklist

32

$100

$3,200

2.7.3

Packing material estimates

$100

$800

Packing material order

2.3 Total work package cost

2.8
Permits
Total Planning Phase Cost

Execution/Relocation Phase

3.1

WBS Total
Cost

$112,000

2.7.1

2.7.4

Flat Fees

$60,000

$45,000
$112,000

$200

$1,600

$1,600
$452,375

46

Status Reports

$4,500

3.1.1

Status reports IT

24

$100

$2,400

3.1.2

Status reports legal

12

$75

$900

3.1.3

Status report- PM

$75

$450

3.1 Total Work package cost

$4,500

Team Slipstream

20

Cost Analysis (continued)

Project WBS

Days

Billable
Hours

Hourly
Rate

Cost

Flat Fees

WBS Total
Cost

3.2

Change Control Management

10

60

$75

$4,500

$4,500

3.3

Furniture delivery checklist

$75

$600

$600

3.4

Tenant improvement build-out report

11

80

$75

$6,000

$6,000

3.5

New IT systems delivery checklist

16

$125

$2,000

$2,000

3.6

Final facility walkthrough report

20

$100

$2,000

$2,000

3.7

IT Systems Migration Report

11

3.7.1

Server deployment report

24

$125

$3,000

3.7.2

Workstation installation report

18

$125

$2,250

3.7.3

Telecom report

16

$125

$2,000

IT backup report
3.7 Total Work package cost

16

$125

$2,000

Move Map and schedule report

20

$75

$1,500

$1,500

10

50

$75

$3,750

$3,750

3.7.4

3.8

3.9
Inventory move checklist
Total Execution Phase Cost

$9,250

$9,250

$34,100

Team Slipstream

21

Cost Analysis (continued)

Project WBS

Days

Closing Phase

13

Billable
Hours

Hourly
Rate

Cost

Flat Fees

WBS Total
Cost

4.1

Final Project Management Report

$100

$800

$800

4.2

Sponsor Sign-off

$100

$500

$500

4.3

Lessons Learned Document

30

$100

$3,000

$3,000

4.4

Contract Closures (payments)

$195,000

4.4.1

Furniture vendor contract

$45,000

4.4.2

Mover contact

$65,000

4.4.3

Contractor contract

$50,000

IT contract
4.4 Total work package cost

$35,000

4.5

Final IT system test report

4.6

Checklists

4.4.4

$195,000
14

$125

$1,750

10

$3,450

4.6.1

Move Map

$75

$600

4.6.2

Relocation

$75

$600

10

30

$75

$2,250

4.6.3

Post relocation assistance

4.4 Total work package cost

$1,750

4.7

Press release

$100

$800

4.8

Legal documents

25

$150

$3,750

4.9
Internal company celebration
Total Closing Phase Cost

12

Cost for all Phases

$3,450
$2,500

$3,300
$3,750

$10,000

$10,000
$221,550
$723,875

Team Slipstream

22

Cost Baseline
Phase
Phase 1- Feasibility Analysis
Phase 2-Planning

Cost

Phase 1

Phase 2

Phase 3

Phase 4

$15,850

$15,850

$15,850

$15,850

$15,850

$452,375

$452,375

$452,375

$34,100

$34,100

$452,375

Phase 3- Execution/Relocation

$34,100

Phase 4-Closing

$221,550

Total Cumulative Cost

$723,875

$221,550
$15,850

$468,225

$502,325

$723,875

Slipstream Headquarter Relocation

Cost Baseline
$1,000,000
Phase 4
$750,000

Phase 3
Phase 2

$500,000

Phase 1

Team Slipstream

Phase 4 -Closin g

Executio n/Reloca tion

Pha se 3 -

Pha se 2-Plan nin g

$0

Phase 1 - Feasib ility

Ana lysis

$250,000

23

Responsibility Assignment Matrix

WBS
ID
1.1
1.2
1.3
1.4
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
3.1
3.2
3.3
3.4
3.6
3.7
3.8
3.9
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
Legend
O = Owner

CEO/
Sponsor

PM
Team

Employees

Project Charter
Preliminary Scope Statement
Needs analysis
Feasibility and Operations assets study

S
I

O
O
O
O

I
I

Project Management Plan

Contractor selection
IT specifications plan
Move plan
Relocation schedule
Furniture vendor selection
Mover selection
Permits
Status Reports
Change Control Management
Tenant improvement build-out report
Furniture delivery checklist
Final facility walkthrough report
IT Systems migration report
Moving Map and schedule report
Inventory move checklist
Final project management report
Sponsor sign-off
Lessons learnt document
Contract closures (payments)
Final IT system test report
Checklists
Press Release
Legal documents

I
S

Deliverable Description

I = Input

R = Reviewer

S
S
R

O
O
O
O
O
O
O
O
O, R
O
O
O
O
O
O
O

Legal

Contractors &
Architects

Clients

Movers

Landlord

City

I
I, R
R

I
I
I

I
I
I
I
R
I

I
I
R
I, R
I, R
I

I, R
I, R

R
I
I,R

O
I
I, R
R
R

I
I, R

I, R
I, R

O
R

I
S,R

O
O
O
O
O
O

I
R, S

I
S

I
S

I
R, S
R, S

S = Signoff required

Team Slipstream

24

Communication Management Plan

Communication

Frequency

Format / Delivery

Audience

Sender

Project Charter

Once

PDF / Email

Project Manager & Project Team

Project Sponsor

Initial Notice of Move and any Employment Related

Changes

Once, and
then as
needed

PDF / Emails and

Home Mailings

Employees & Family of

Employees

Human Resources
via President

Monthly Progress Reports (MPR)

Monthly

PDF / Email

Project Sponsor

Project Manager

Status Reports

Bi-weekly

MS Word / Email

Project Manager

Project Team
Members

Termination of Lease

Once

PDF / Mail (UPS)

Current Landlord

COO/CFO

Scope Statement and Work Breakdown Structure (WBS)

Once

PDF / Email

Project Sponsor

Project Manager

Notification of Move

Once

PDF / Emails and

USPS Mailings

Current Clients

President

Project Plan Status & Changes

Weekly

PDF / Email

Project Team, Vendors,

Contractors, Movers, etc.

Project Manager

Approved Change Requests

As needed

PDF / Email

Project Team

Project Manager

Project Team Meeting Agendas & Minutes

Weekly

MS Word / Email

Project Team

Project Manager

Team Slipstream

25

Risk Response Plan

Risk
ID

Risk Description

Affected
Areas

Probability
of
Occurrence

Impact
to
Project

Priority

Strategy

Action
ID

Action

Action
Owner

Status

Employees cannot be moved as

scheduled.

C, T

P2

1.1

Status reports - monitor move

preparation (including moving
material availability)

PM

1.2

Status reports monitor/forecast company

activity level during planned
move

PM

2.1

City permits - monitor approval

process

Legal

2.2

Status reports - IT - track

progress with any external
providers

IT

2.3

Lease agreements - monitor

approval process

Legal

3.1

Mover contract - monitor

approval process

PM

3.2

Status reports - confirm mover

availability 1 week prior to move

IT

3.3

Project Management Plan include buffer for move delays

PM

New headquarters cannot be moved

into at scheduled date.

Movers cannot perform move on

schedule.

C, T

C,T

P1

P2

Additional furniture required

P3

N/A

N/A

N/A

Additional IT infrastructure required onsite

P2

5.1

IT plan - buffer for additional

infrastructure

IT

5.2

Status reports - IT - monitor

progress

IT

6.1

IT plan - buffer for additional

infrastructure

IT

6.2

Status reports - IT - monitor

progress

IT

Additional IT infrastructure required offsite

P2

* Please see page 28 for description of abbreviations

Team Slipstream

26

Risk Response Plan (continued)

Risk
ID

Risk Description

Affected
Areas

Probability
of
Occurrence

Impact
to
Project

Priority

Strategy

Action
ID

Action

Action
Owner

Status

Unexpected loss of employees due to

move.

P3

7.1

Employee needs analysis follow- up

HR

7.2

Status reports - Monitor

activity of local competitors

PM

New employees hired.

S,C

P2

8.1

Project Management Plan

includes buffer for 5%
increase in number of
employees prior to move

PM

Unanticipated changes to building plan

required.

S,C

P2

9.1

Project Management Plan

includes buffer for 5%
increase in number of
employees prior to move

PM

9.2

Move map - verify via walkthrough

PM

10.1

Status reports monitor/forecast company

activity level during planned
move

PM

10.2

IT Plan - Include buffer for

increased activity level (20%)

IT

10

Unexpected additional support to

minimize work disruption.

S,C

P2

11

Serious injury to mover

P2

11.1

Mover Contract - Movers

responsible for insuring their
employees

Legal

12

Furniture damage during move

P2

12.1

Mover Contract - Movers

responsible for packing
furniture

Legal

12.2

Mover Contract - movers

financially liable for damage

Legal

13.1

Mover Contract - Movers

responsible for packing IT
equipment

Legal

13.2

Mover Contract - movers

financially liable for damage

Legal

14.1

Mover Selection - include

state of labor in criteria

Legal

13

14

IT equipment damage during move

Movers strike

* Please see page 28 for description of abbreviations

C, T

C,T

P1

P2

Team Slipstream

27

Risk Response Plan (continued)

Prioritization Matrix

Probability \ Impact

Impact=H

Impact=M

Impact=L

Probability = H

P1

P1

P2

Probability = M

P1

P2

P3

Probability = L

P2

P3

P3

Affected Areas Abbreviations

Strategy Abbreviations

Status Abbreviations

C=Cost

V=Avoidance

O=Open

S=Scope

T=Transference

C=Closed

T=Time

M=Mitigation

Q=Quality

A=Acceptance

Team Slipstream

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