Scheduled_Work
ID Task Name Responsibility Duration ( Days) Start_Date Finish_Date (Total Hours) Percentage Complete
1 Office Move Planning
1.1 Complete Move Request Form Agency
1.2 Submit Move Request Form Agency
Move Authorization (GR: Real Estate, WVOT
1.3 PMO for Independent Moves) Real Estate Division
1.4 Identify Move Project Team All
1.5 Prepare and publish contact list All
Make list of key needs that must be met by
1.6 new office space Real Estate Division
1.7 Identify potential office sites Real Estate Division
1.8 Make final decision on office space Real Estate Division
1.9 Identify major tenant improvement needs Real Estate Division
1.10 Acquire Property (purchase lease existing) Real Estate Division
1.11 Space Planning with the assistance from A&E Real Estate Division
Review space plans and jack locations for all
1.12 equipment with Desktop Support Staff All
1.13 Finalize Space Plan Real Estate Division
1.14 Construction Drawings Real Estate Division
1.15 Finalize lease on office space Real Estate Division
1.16 Begin Procurement Real Estate Division
1.16.1 Obtain General Contractor Real Estate Division
1.16.1.1 Put out for bid for General Contractor Real Estate Division
1.16.1.2 Advertise for the General Contractor Real Estate Division
1.16.1.3 Pre Bid Conf - onsite with walk through Real Estate Division
1.16.1.4 Question and Answer Real Estate Division
1.16.1.5 Bid Submission Real Estate Division
1.16.1.6 Bid Review Real Estate Division
1.16.1.7 Bid Recommendation Real Estate Division
1.16.1.8 Purchasing Approval Real Estate Division
1.16.1.9 Bid Award Real Estate Division
1.16.2 New Construction Real Estate Division
1.16.2.1 New Contruction Turn Dirt Real Estate Division
1.16.2.2 New Construction Contruct Building Real Estate Division
1.16.2.3 Weekly Construction Meetings Real Estate Division
1.16.2.4 Certificate of Occupancy Real Estate Division
1.16.3 Carperting and Flooring Real Estate Division
1.16.3.1 Put out for bid Real Estate Division
1.16.3.2 Advertise Real Estate Division
1.16.3.3 Pre Bid Conf - onsite with walk through Real Estate Division
1.16.3.4 Question and Answer Real Estate Division
1.16.3.5 Bid Submission Real Estate Division
1.16.3.6 Bid Review Real Estate Division
1.16.3.7 Bid Recommendation Real Estate Division
1.16.3.8 Purchasing Approval Real Estate Division
1.16.3.9 Bid Award Real Estate Division
1.16.4 Moving Contractor Real Estate Division
1.16.4.1 Determine Agency Moving Needs Real Estate Division
1.16.4.2 Put out for bid Real Estate Division
1.16.4.3 Advertise Real Estate Division
1.16.4.4 Pre Bid Conf - onsite with walk through Real Estate Division
1.16.4.5 Question and Answer Real Estate Division
1.16.4.6 Bid Submission Real Estate Division
1.16.4.7 Bid Review Real Estate Division
1.16.4.8 Bid Recommendation Real Estate Division
1.16.4.9 Purchasing Approval Real Estate Division
1.16.4.10 Bid Award Real Estate Division
1.16.4.11 Building Inspection Real Estate Division
1.17 HVAC Installation and/or Maintenance Real Estate Division
Obtain estimates from contractors for major
1.18 tenant improvements Real Estate Division
Identify costs for new office (chairs, desks,
1.19 equipment) Real Estate Division
1.20 Prepare a budget for the move Real Estate Division
1.21 Select the move day Real Estate Division
Hire contractors for major tenant
1.22 improvements Real Estate Division
1.23 Obtain necessary permits Real Estate Division
1.24 Communicate to employees Real Estate Division
1.25 Design office space Real Estate Division
1.26 Assign office space Real Estate Division
1.27 Order chairs Real Estate Division
1.28 Order desks Real Estate Division
1.29 Order systems furniture Real Estate Division
1.30 Order new office equipment Real Estate Division
1.31 Obtain estimates from moving companies Real Estate Division
1.32 Hire movers Real Estate Division
1.33 Install Outlet Real Estate Division
1.34 Customer Technology Needs Assessment WVOT
Review server/networking needs and initiate
1.34.1 planning and design for new site WVOT
1.34.2 Evaluate phone system needs WVOT
1.34.3 Review telephone needs with the customer. WVOT
1.34.4 Review Security System (card access) WVOT
1.34.5 Assess Existing Structual Needs WVOT
1.34.6 Assess Electrical Needs WVOT
1.34.7 Review Wireless needs WVOT
1.34.8 Evaluate Server room needs WVOT
1.35 Secure Archictect and Engineering Services WVOT
1.36 Environment Services WVOT
1.37 Obtain initial floorplan WVOT
1.38 Data circurit Assessment WVOT
1.39 Cabling Assessment WVOT
1.40 Floor Plan Assessment
1.40.1 Server location WVOT
1.40.2 Cabling rack locations WVOT
1.40.3 Server and Wiring Closet WVOT
1.40.4 PC Locations Agency
1.40.5 Printer Locations Agency
1.40.6 Fax Locations Agency
1.40.7 Telephone Locations Agency
1.40.8 Numbe / Location of Phone Jacks Agency
1.40.9 Number / Location Network Jacks Agency
1.41 Building Assessment
1.41.1 Obtain insurance underwriting Real Estate Division
1.41.2 ADA Compliance Check Real Estate Division
1.41.3 Fire alarm Configuration Real Estate Division
1.41.4 Fire Marshal Certification Real Estate Division
1.41.5 Elevator Inspection/Maintenance Real Estate Division
1.41.6 Order change of address labels for notification Agency
1.41.7 Order new address labels for notification Agency
1.41.8 Obtain estimates from signage companies Agency
1.41.9 Order signage for new location Agency
1.42 Arrange internal maintenance service Agency
1.43 Arrange external maintenance service Agency
1.44 Arrange for trash disposal Agency
1.45 Arrange for cleaning service Agency
1.46 Arrange for recycling Agency
Appraise assets being transferred to new
1.47 location Agency
Obtain business insurance quotes for new
1.48 space Agency
1.49 Purchase insurance for new space Agency
1.5 Order security system Agency
1.51 Determine Security Needs (Access Cards) Agency
1.52 Order keys, access cards Agency
1.53 Arrange for beverage service Agency
1.54 Send change-of-address notices to all vendors Agency
Send change-of-address notices to all
1.55 customers Agency
Send change-of-address notices to all
1.56 subscriptions Agency
1.57 Notify all leasers of equipment move Agency
1.58 Order checks with new address Agency
1.59 Order long-distance service Agency
Transfer toll-free numbers or order new
1.60 numbers Agency
1.61 Plan for disposal of old office equipment Agency
1.62 Dispose of old office equipment Agency
1.63 Plan for disposal of old office furniture Agency
1.64 Dispose of old office furniture Agency
1.65 Order new letterhead and envelopes Agency
1.66 Order new business cards Agency
1.67 Order new business forms Agency
1.68 Schedule disconnection of utilities Agency
1.69 Repair new office Agency
1.70 Clean new office Agency
1.71 Identify closest overnight drop off boxes Agency
1.72 Inventory existing office furniture (general) Agency
1.73 Inventory existing computers Agency
1.74 Inventory existing furniture by office Agency
1.75 Shred documents Agency
1.76 Purge old, obsolete materials Agency
1.77 Create new office extension directory Agency
Create new office layout map and travel
1.78 instructions Agency
1.79 Create new fax cover sheet Agency
Create driving instructions to new location for
1.80 employees Agency
Obtain public transportation information for
1.81 new location Agency
1.82 Get shipping labels Agency
1.83 Notify post office of change of address Agency
1.84 Update company website with new information Agency
1.85 Order moving boxes Agency
1.86 Pack up desks, personal spaces Agency
1.87 Pack up common areas Agency
1.88 Label all fragile items Agency
1.89 Take down systems furniture Agency
1.90 Store property that will not be moved Agency
1.91 Label items to be moved Agency
1.92 Move to central location Agency
1.93 Install systems furniture at new location Agency
1.94 Distribute new keys, cards Agency
Collect old keys, cards; distribute new keys,
1.95 cards Agency
1.96 Empty, defrost and clean refrigerator Agency
1.97 Code new office space on a map for movers Agency
Create a moving day team to provide direction
1.98 to movers Agency
1.99 Evaluate computer networking needs WVOT
1.100 Order phone system WVOT
1.101 Order phone lines - TCR - Voice WVOT
1.102 Order phone lines - TCR -Data WVOT
1.103 Install network wiring at new location WVOT
1.104 Install Cabling WVOT
1.105 Install Circuit WVOT
1.106 Install phone lines WVOT
1.107 Install phone system WVOT
1.108 Assign new phone numbers, extensions WVOT
1.109 Title Search Real Estate Division
1.110 Finance Plan Real Estate Division
1.111 Lease Bonds Real Estate Division
1.112 Supply WVOT with list of people and phone #s Real Estate Division
2 Office Move Executing Agency
2.1 Client Move Preparation Agency
2.1.1 Obtain moving supplies Agency
2.1.2 Confirm Delivery of supplies Agency
2.1.3 Ensure PCs are labelled Agency
2.1.4 Label Box/ bag with employee cube contents Agency
Label cubes with unique identification and
2.1.5 worker's name. Agency
2.1.6 Finalize start date and time of move Agency
2.2 OT Move Preparation
2.2.1 Install Security System Agency
2.2.2 Enter Heat ticket for Address Change Agency
Inventory existing equipment and hardware
2.2.3 before the move Agency
Post a set of floor plans next to the patch
2.2.4 panels Agency
2.2.5 Post a set of floor plans near the entry Agency
Label Printers with current IP, network ID, and
2.2.6 division name. WVOT
Label the router, dial-up modem, switches,
2.2.7 server, monitor of server, etc. before move WVOT
Prepare a detailed contact list for move
purposes, and distribute /publish ## weeks
2.2.8 prior to move Agency
Ensure that the local staff contact will be onsite
2.2.8.1 when needed WVOT
Ensure that WVOT Networking staff contact will
2.2.8.2 be available WVOT
2.3 Move the Customer/Agency Agency
2.3.1 Determine Move vs. Surplus of equipment Agency
2.3.2 Move Furniture Agency
2.3.3 Install Furniture Agency
2.3.4 Customer Pack Agency
2.3.5 Post coded signs in new office for movers Agency
2.3.6 Put moving day team in place Agency
2.3.7 Protect main moving paths Agency
Move plants and fine art in separate moving
2.3.8 van Agency
2.3.9 Physical Move Complete
2.3.9.1 Tear down of Network Equipment and server WVOT
Unhook all equipment from the network ports
and also PCs, Network printers, monitors, etc
before movers start moving any computer
2.3.9.2 equipment. WVOT
Perform a walk around to collect any leftover
surge protectors, power cords, and verify all
technology related equipment has been
2.3.9.3 collected Agency
2.3.9.4 Start moving computer equipment Agency
Begin transport of server and network related
2.3.9.5 items to new office location Agency
2.3.9.6 Setup equipment at new location WVOT
2.3.9.7 Record CAT jack # and activate port WVOT
Verify all technology equipment is working
2.3.9.8 (each PC, connection, printers, etc) WVOT
2.3.9.9 Verify if network connection is functioning WVOT
If needed, contact WVOT Service Desk for
2.3.10 Networking assistance WVOT
2.4 Follow up Visit with customer WVOT
2.5 Post-Move
Check carefully for any damaged or missing
2.5.1 items Agency
2.5.2 Schedule phone training WVOT
2.5.3 Schedule security training Agency
2.5.4 Schedule fire drill Agency
2.5.5 Periodically visit old office to pick up mail Agency
2.5.6 Schedule open house for clients Agency
2.5.7 Office move project complete Agency
3 Move Close Out
WVOT or Real Estate
3.1 Obtain Agency Sign Off Division
