Scenario: Planning a scheduled move

Background

Paulina, the move planner at Company ABC, manages move requests in groups on a scheduled basis. Every month, Paulina creates a move project, adds move line items to the project, adds work tasks to the project, and schedules the project. Paulina coordinates with Millicent, the move manager at Company ABC, and the facilities team for the physical move work to be conducted.

Step 1: Create a move project

In the application, Paulina creates a move project. To save time, she applies a predefined move project template to the move project. Information about the scope, schedule, and budget are automatically applied to the move project, and Paulina checks that the information is correct or refines the details.

Paulina checks that the contact roles from the move project template are still accurate. She adds another contact role for a new member of the facilities team. She confirms that there is exactly one contact role of manager, in this case, Millicent. Paulina also confirms that she is still set as the move planner so she can access and update the move project.

Step 2: Assign resources to new locations

This month, Paulina finds several individual and group move requests that involve 10 employees and their associated assets and equipment. In the application, she confirms that a space is available for each employee and that the functional role of each employee is entitled to that space.

From the Space Manager form, Paulina proceeds to assign the 10 employees and their assets to their new spaces. For each employee, she specifies the building and floor, selects the employee, and assigns the employee to the new space. Similarly, for each asset, she specifies the building and floor, selects the asset, and assigns the asset to the new space.

Step 3: Assign move line items and work tasks to the project

From the Move Designer form, Paulina creates the move line items for the 10 employees and their assets and adds the items to the move project.

From the Move Project Planner form, Paulina opens the move project. She finds the move work tasks that were applied to this project from the move project template. These work tasks include cleaning the vacated spaces and moving the name plates. Paulina decides to add a work task to install new phone sets in the assigned spaces, and adds the task to the move project.

For one of the group move requests, Paulina remembers to group five employees together and to schedule their moves together. She adds a separate work task that groups the five employees and their assets, and assigns the corresponding move line items to this separate work task. Then, she adds this task to the move project.

Paulina reviews the details and adds information that includes the planned completion time and the number of boxes to move.

Step 4: Schedule the move project

From the Move Project Planner form, Paulina loads the move project into the Gantt scheduler so she can see a graphical representation of the move schedule. She selects the move project so she can also see the work tasks in their own Gantt scheduler. Although the work task to clean the vacated spaces were added from the move project template, Paulina must adjust the planned dates for the current month. Similarly, she adjusts the planned dates to move the name plates.

For the separate work task that groups five employees, Paulina adds a task dependency so that this move is the first move in the schedule.

Again, Paulina opens the move project to review other scheduling details and requirements. When Paulina is ready, she submits the move project and the project is routed automatically to Millicent for her approval as the move manager. After Millicent approves the move project, the project and its associated tasks are dispatched to the facilities team that conducts the physical moves.

Step 5: Perform the move work

Lee manages the facilities team and accepts the move project that Paulina created for the monthly move cycle. In the application, Lee specifies that work is started when the move begins and specifies that the work is stopped when the move is completed. The actual time that is spent on the move is recorded in the move task records. When the move is completed, Lee closes out the move tasks.

Step 6: Track project performance

Meanwhile, as the facilities team conducts the move, both Paulina and Millicent follow the move project by tracking its performance metrics from their home portals. The performance metrics include the move cost per employee, and the churn rate of the number of moved employees versus the total number of employees.

Step 7: Complete the move project

When the move work is completed, Paulina returns to the Move Project Planner form, opens the move project, and marks it as completed. When the move project is completed, the associated move line items are automatically closed out and the associated move requests are automatically completed. For each of the move requests that were involved in the move project, the requester receives a notification that the move request is completed. Later, each of the requesters receives an evaluation survey so that they can provide feedback on the move.