IT Office Relocation Planning
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IT Office Relocation Planning Prio Planning Item Complete By Status Done Date Completed 1 Need help? Learn how to use this template. - 2 3 IT Department Moving Plan 31.12.2014 - 4 Planning and Mapping (3 Months Prior) 02.10.2014 2 of 27 5 Create teams ans assign responsibilities for all aspects of the move 02.10.2014 26.06.2014 6 Ensure all areas of expertise are covered 02.10.2014 29.03.2014 7 Contact service providers for all the utilities needed well in advance 02.10.2014 8 Make plans for business interruptions. 02.10.2014 9 Identify key internal resources from other departments 02.10.2014 29.03.2014 10 Make sure all property is protected from damage, loss or theft during the relocation process. 02.10.2014 11 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 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 Page 1 of 8 Exported on 13 martie 2015 10:50:22 IST
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IT Office Relocation Planning
Transcript of IT Office Relocation Planning
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IT Office Relocation Planning
Prio Planning Item Complete By Status Done DateCompleted1 Need help? Learn how to use this template. -2
3 IT Department Moving Plan 31.12.2014 -4 Planning and Mapping (3 Months Prior) 02.10.2014 2 of 27
5 Create teams ans assign responsibilities for all aspects of the move 02.10.2014 26.06.2014
6 Ensure all areas of expertise are covered 02.10.2014 29.03.2014
7 Contact service providers for all the utilities needed well in advance 02.10.2014
8 Make plans for business interruptions. 02.10.2014
9 Identify key internal resources from other departments 02.10.2014 29.03.2014
10 Make sure all property is protected from damage, loss or theft during the relocation process. 02.10.2014
11Determine what warranties or maintenance protection options exist for each item in your inventory and anyrecertification requirements necessary after equipment and systems are reinstalled at new location. Extrainsurance items may be purchased for those not already covered.
02.10.2014
12 Schedule the move. Obtain quotes from moving companies and evaluate if an efficient relocation expert isnecessary.02.10.2014
13 Plan every detail. Obtain a blueprint of the complete office layout including the locations of desks andprinter 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 networkequipment 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, serversetup, 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 entireprocess.02.10.2014
17 Plan your new network configuration. This should include wired, fiber-optic and wireless components, aswell as any upgrades you intend to include.02.10.2014
18 Determine which equipment and applications/workstations should be up and running first. Prioritize moveitems.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
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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
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Prio Planning Item Complete By Status Done DateCompleted25 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 movingequipment to fit through02.10.2014
31 Conduct thorough walkthru inspection of new facility 02.10.2014
32 Equipment (2 Months Prior) 01.11.2014 0 of 8
33 Inventory existing equipment and hardware: 01.11.2014
34 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
51 Labeling (1 Month Prior) 01.12.2014 0 of 7
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Responsible Party Notes
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Prio Planning Item Complete By Status Done DateCompleted
52 Before you move a single cable, develop a detailed inventory of all hardware and software including serialnumbers 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, andhave 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 clearlyidentified01.12.2014
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 0 of 13
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
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Responsible Party Notes
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Prio Planning Item Complete By Status Done DateCompleted79 Meetings and Special Communications (1 Week Prior) 24.12.2014 0 of 19
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 toresponsible 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 toopening.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
95Know the details of your service contracts. If a move will take you out of a service area, immediately getyour contracts and documentation out and review them carefully. If possible, schedule an office move intandem with contract end dates.
24.12.2014
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 devicesthe day prior to staff returning to work24.12.2014
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Responsible Party Notes
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