Case Study Exercise $1$ Initial Meeting with the Executive Sponsor

Your first assignment is to prepare for a short Q&A meeting with the Executive Sponsor. This will be your first meeting about the project with the Executive Sponsor.

$$ Read about the Proposed Project $($see below$).$

$$ Prepare a prioritized list of $5-7$ questions for the Executive Sponsor. Your questions should help you understand the project and the sponsor$$s expectations so that you can begin writing the project charter.

The Scenario

Congratulations! You have been asked to manage an important campus move that includes the coordination of an office remodeling project and moving staff from two office units into a consolidated space.

The Proposed Moving Project $$

Innovative Office Design and Office Move at UW$-$Madison

UW$-$Madison has been awarded a $$5$ million grant for an innovation research project that is scheduled to begin in $6$ months. In preparation for this project, your project team is responsible for coordinating the relocation of $78$ people into a new work space and for ensuring the office space is move$-$in ready. The office space needs to be ready for occupancy in $5$ months to allow the move to occur during month $6$ so everyone is in place for the official kickoff of the $$5$ million innovation grant. The $78$ people are currently located in two different buildings on campus.

The scope of your project includes overseeing the schedules for demolition as well as coordinating the ordering of new furniture$/$ computers, and the construction. It also includes coordinating the move of the staff into their new space.

The design of the new space includes the use of portable cubicle walls$/$work spaces, laptop computers, cell phones, and extensive use of electronic storage to maximize the flexibility and mobility of the space as different floorplans$/$layouts are anticipated throughout the grant research. The university has already contracted the construction work which includes removing some existing internal walls to open up the space, adding flexible electrical connections, and extending wireless access. Based on prior efforts, the estimate for construction is approximately $2$ months. A $3-$month lead time is required for delivery of the modular furniture.

The remodeling$/$move project budget is $$450,000.$ The majority of the budget is for remodeling and purchasing of office furniture and laptops. The budget and the estimated schedule are provided on the next page. If the office design is a success, it is anticipated other areas on campus could be converted to a similar design during the next $2-5$ years. It is anticipated this design could save considerable dollars and provide additional flexibility for project teams.

Project Milestones

Month $1$ Month $2$ Month $3$ Month $4$ Month $5$ Month $6$

Design proposal approved

Construction contract awarded

Order modular furniture

Begin demolition

Begin construction

Modular office installation

Complete the move

Preliminary Project Budget

Budget Estimated Expenses Actual Expenses

Project Budget $$450,000$

Demolition$/$Const

ruction

$-$$$125,000$

Purchase $/$ Install Office Furniture, Computers,

Phones, etc.

$-$$$300,000$

Moving $-$$$5,000$

Contingency $-$$$20,000$

Anticpated End

Balance

$$430,000$ fill the coloum of actual expense from this case study