Checklist for relocations, and fitouts for new business premises.

1. Robert James Morrison
Experienced ICT Project Manager
BUILDINGS AND
FACILITIES FIT OUT.
AUDIO VISUAL AND
FACILITIES SPECIALIST.
BUSINESS RELOCATIONS.

2. ICT Project Management for Buildings, Audio
Visual, Facilities and New Fitouts.
 Planning.
 Cabling design for server room, audio visual and cabling to desk/
location.
 Networking upgrades and networks redundancy.
 Supervision of and facilitation of ICT Systems Design for the new
location.
 Cabling design to new site floor plan, and leads requirement for
desktop. Architecture review and timing of cabling activities.
 Cost reduction thru server virtualization.
 Stakeholder liaison and reporting. Expectations management.
 Communications.
 Training.
 Determine budget provision for fit-out and relocation.

3. ICT Project Management. Tendering.
 Works tender management and tender
evaluation management.
 Tender preparation for the provision of
ICT and audio visual services. Board or
senior management approval.
 Quote comparison for transportation.
 Tender evaluation and comparison.
 Vendor engagement.

4. Audio Visual Facilities Installation.
 Audio Visual installation.
 Review and selection of tenderers for audio visual facilities.
 Working with and direct trades staff. Builders and architects.
 Hosting of building and works progress meetings.
 Server room and facilities design.
 Cabling to screen. (HDMI/ Cat6)
 Cabling latency (distance, especially from IT servers,
outputting signal to LCD TV screens in general work area).
 Install and testing of screens.
 Removal of cardboard boxes and packing materials.
 Positioning of TV screens, and access to cabling trays and
facilities.
 Ceiling fixtures for attachment of LED TV screens to ceiling.

5. Power installation and general
cabling.
 Audit and assessment of power needs. UPS Selection
and Installation.
 Power requirement and current/ BTU draw for
server rooms.
 Power cabling and outlets for work areas and server
rooms. (Orange Plugs)
 Ampage assessment.
 Power cabling design and estimation.

6. Environmental
 ‘Green’ building requirements and compliance by
hardware.
 Engage specialist consultant to ensure compliance.
 Energy star rating by LED TVs, equipment, etc.
 Floor temperature controls and air-conditioning.

7. Data Networking
 MPLS/ VPLS assessment and quotation.
 Documented networking design. IP addressing schema.
 Provider Lead time for cabling and install.
 Commissioning of link.
 Server room Patch panelling and design.
 Cabling to desks. Outlets.
 Testing of connectivities. Cable labelling from server room to
desk.
 Connectivity testing.
 End user application and internet access testing prior to
relocation.
 Test server installation. User signoff for networking and apps
/ services connectivity/ functionality.

8. Public Areas and Reception.
 Facilities for reception areas.
 Displays.
 Desks, seating, EFTPOS facilities.
 Audio visual, telephony.
 Artwork and signage needs.
 Printing access.

9. Audio Visual Installation Management
 Installation of audio visual facilities for meeting rooms, executive
facilities and training rooms.
 Arrangement for cabling rough-ins.
 Installation of Teleconferencing facilities. Including
videoconferencing.
 Installation of IP telephony facilities and servers. Training for IP
telephony, co-ordination.
 Wallboards and call functionality for call centers. Wallboard
software installation and testing.
 MS Office / Meeting Room bookings display.
 Procurement of flat screens and cabling, cabling ‘rough-in’
supervision in accordance with architect requirements.
 Training and user acclimatization for AV.
 User documentation supervision.

10. Printers and fax.
 Utility areas design and printer installation.
 Documents and consumables storage.
 Printer drivers installation.
 Print queues creation.
 Printer and fax testing.

11. Telephony.
 IP telephony and IP server rollouts.
 IP telephony ordering and handsets laying.
 Cabling and workstation socket panels.
 Call diversion, call routing and IVR. Test of A/H call
diversion facilities.
 Diversion of phone numbers (if required).
 Voicemail. Message retention and replay.
 Connectivity to wallboards and call stats.
 Specialist telephony support from provider. Testing.

12. Training Rooms.
 Audio visual needs assessment for training rooms.
 Access to network from training seats.
 Placement of screens and/ or projection facilities.
 Audio and speakers placement.

13. Tea Rooms and Kitchen facilities.
 Tea rooms and Kitchen facilities.
 Microwaves.
 Provision of storage space and power facilities.
 Procurement or transportation of refrigeration,
microwaves and ovens.
 Jugs and kitchen utensils.
 Furniture and furnishings.

14. Teleconferencing.
 Determine requirement for teleconferencing
facilities (Polycom units).
 Procurement, cabling and installation.
 Microphones.
 Ipad control.
 Test.
 Documentation/ guidecards.

15. Broadcast messaging to call center
staff via TV.
 Ability to message from central (supervisor) location
to call center staff.
 User interface.
 Messaging software.
 Install and test.

16. Wireless and Communications.
 Wireless networks. Instal and configuration.
 WAP (Wireless Access Point) placement for optimal
floor wireless coverage.
 Testing.
 Access to passwords.
 Security.
 Support documentation and training.
 Support for WAP system.

17. OH and S Certification for employees
and trades staff.
 White card compliance and site inductions for
technical staff. (Building site)
 Site inductions esp for hazardous locations.
 Site hazards.
 Compliance with site access requirements (i.e.
signing the floor register).
 Insurance coverage over personnel attending site.

18. FOXTEL installation for Meeting and
Board Rooms, and communal areas.
 Site expectation.
 Building cable riser access from FOXTEL access
point to floor(s).
 Cabling from floor access point to TVs.
 Control unit install and test.
 Remote control.

19. Post installation warranties and support for AV
equipment. Training. BAU handover.
 Retain all AV support documentation, and support
contacts, email addresses and phone numbers.
 Help/ support desk handover from vendors.
 Conduct hands-on staff training for AV and
communications equipment.
 Budget provision for annual hardware support (as
required).
 I-pad programming. I-pad control, custody and
supervision (where AV is controlled via I-pad.)

20. Planning. Slide 1 Information Gathering
 Obtain Floor plans and Churn/ User/ Staffing
information
 Churn sheet detailing where personnel are currently
located, and where they will be located in new premises.
 Individual identifier for each relocatee.
 Phone number audit.
 Share with transport group.
 Network drive mappings for documents, MS Exchange
and archived documents.
 Special access requirements or needs, for disabled staff.

21. Planning. Slide 2 Relocation and Transition
 Relocation Transition Plan Considerations.
 Pre-site inspections by transportation company, for servers, IT, desktops and ‘personal effects’. Provision of trollies and suitable
protective materials (i.e. bubble wrap).
 Floor locations for each staff member (WS1, WS2, etc) on floor plan.
 Appoint senior relocate as co-ordinator.
 Building access after hours. Block off elevators.
 Protective coverings for carpeting, walls, and lift lobbies and elevators.
 Labelling of items for relocation.
 Provision of boxes for personal effects.
 Walkthrus with relocation contractors and key relocatee staff.
 Business cards. Stationery.
 Transport arrangements for new staff (i.e. bus timetables, trains, etc)
 Parking for eligible staff, arrangements.
 Access to lifts for relocation.
 Prompt and early booking of transportation company. Provision for transportation of IT equipment.
 Timing to avoid peak hour, etc.
 Loading dock access.
 First day support.
 Security key access, after hours, for elevator access to floor. Elevator swipe key.
 Formal approval by building management, to access building after hours.
 Issue timeline to staff and vendors.
 Provision for relocation of telephony equipment.
 Servers shutdown and restart.
 Testing of networking connectivity and new location. Can users access systems and applications?
 Access to floor keys, by business staff.