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DSC New Construction, Renovation and Move Checklist This information is created for the DSC Department requiring Information Technology Support.

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Presentation on theme: "DSC New Construction, Renovation and Move Checklist This information is created for the DSC Department requiring Information Technology Support."— Presentation transcript:

1 DSC New Construction, Renovation and Move Checklist This information is created for the DSC Department requiring Information Technology Support

2 What are the differences between new constructions, renovations, and relocations (moves)?  The major differences are the impact on your department’s operation and the amount of participation in the planning process required by you.  A new construction may impact operations minimally, since only a coordinated move to a newly furnished and equipped area (wishful thinking scenario) might be required.  A relocation may disrupt operations only for the period of the move. You will be responsible for notification to your serviced areas and for setting up backup operations.  The most complicated is the renovation, since it requires relocation moves to a functioning interim area and then the move back to the renovated area. Timely coordination and planning is required for this to be successful.

3 Steps that will need to be accomplished ! Contacts FAQ’s Click on the hyperlinks on the diagram to take you to more information on each step.

4 Pre-Construction Planning 1) Review the building plans (if a renovation or move to new area is being done) –Ensure that the DSC Security Department has reviewed the plans for safety issues. –Ensure that room dimensions are adequate for the rooms purpose. –Ensure that your current furniture design is shown on the plan, or that new furniture to be purchased is in line with your department’s policy and also shown on the plan. Continued…Please forward onto next slide

5 Pre-Construction Planning (cont.) –Ensure that adequate spacing and proper placement of employees are showing on the plans. (Visualize using ceiling tiles 2’x2’) –Ensure that the requirements any Audio Visual (A / V) designs for the new area are addressed and shown on the plans. –Ensure printer, MFD’s, computer cable drops and additional power locations are addressed –Present to your staff the plans and obtain their feedback and suggestions as appropriate. Click this button to go back to ‘steps flowchart’ slide.

6 Pre-Construction Planning (cont.) 2) As soon as the new area is accessible, perform a walk- through with Safety, Facilities and IT staff noting any necessary modifications to be made to the plans 3) Review with your staff their responsibilities before, during and after the move Click this button to go back to ‘steps flowchart’ slide.

7 Why do I have to participate in the planning for my department’s new construction, renovation or relocation? You, as a supervisor or responsible DSC employee, should participate in the planning for your upcoming move or construction to ensure that all your concerns and your employee’s concerns are addressed. This will also allow you to know what to expect and what is expected of you, for the entire process. Efficient planning will also reduce costly missteps and “do overs”. Click this button to go back to ‘FAQ’ slide.

8 Pre-Construction Planning (cont.) 4) Create an MS Excel Spreadsheet with details of the move Template Sample Spreadsheet TemplateSample Spreadsheet –Include your Move Supervisor’s name –Include each individual staff member that will be moved Indicate old office and new office number Indicate what phones (by extension) and PC(s) will be moved for the staff member Indicate if furniture will be moved or new furniture provided –Indicate any additional equipment required for move (printers, fax machines, etc.) –Add comments for special instructions (i.e. order of staff and offices to move) Click this button to go back to ‘steps flowchart’ slide.

9 Create Spread Sheet Detailing Move (cont.) - Review the spreadsheet with your staff - Update the spreadsheet with a version number and date any time a change is made that may affect your move’s support - Submit the spreadsheet after creation and anytime it has a version change (as above) to the Information Technology, Facilities, and Property Departments Click this button to go back to ‘steps flowchart’ slide.

10 Pre-Construction Planning (cont.) 5) Prepare and Submit the Technology Request Form (TRF) located in Kaleidoscope to the Technology Review Committee (TRC) TRF InstructionsTRF Instructions –Be as detailed as possible and also include sending the TRC (attn: Robert Monroe of IT) your completed spreadsheet of the move –Contact the HelpDesk for the status of the submitted TRF Click this button to go back to ‘steps flowchart’ slide.

11 Pre-Construction Planning (cont.) 6) Please also see and follow the ‘Moving Instructions Online Version’ document which can be found at my.daytonastate.edu my.daytonastate.edu under ‘resources’ then ‘forms’ and choose ‘Business Services’ and then ‘Property Management’ where you will see all the property management forms including the ‘moving instructions online version’. Click this button to go back to ‘steps flowchart’ slide.

12 How do I know that my computer and phone won’t be damaged in the move? IT and the Business Services departments are responsible for the move of sensitive equipment, such as these. IT Technicians will pack computer equipment and phones in padded, sturdy, and well marked cases for the move. These cases will be transported either by the IT or professional moving staff, contracted by the Business Services Department. The IT staff will unpack, set up and test the phones and computer equipment for functionality. Any damaged equipment will be replaced. Click this button to go back to ‘FAQ’ slide.

13 Post Construction 7) Supervise the move –Before and during the move, monitor the activities that were planned for your area. –Keep in close communication with your staff to receive feedback on any potential or current problems. If any problems arise, notify the overall move Supervisor as soon as possible. Communicate to your staff the problem resolution plan and timeframe for resolution. Click this button to go back to ‘steps flowchart’ slide.

14 What happens when my staff isn’t happy with their new work space or furniture layout? The prevention of this is why the planning and communication with staff is important. If this should still occur, supporting IT staff will only deviate from the original plans upon your approval (assuming that you are the responsible supervisor for the move) and as long as it does not impact on the overall time schedule and budget for the move. Remember, the IT supporting staff and others supporting the move, are working with prior planned assigned tasks, and do not have the authority to change those plans without approval of the move supervisor. Modification requests to layouts and work spaces will be dealt with as soon as possible, most likely, after the completion of the move. Click this button to go back to ‘FAQ’ slide.

15 Post Construction (cont.) 8) Perform a walk-through of the new area with the Facilities and IT project staff (copy of plan should be on hand). The DSC Safety Officer should be invited as well. –Have the Facilities staff notate any agreed upon revisions to the original plans –Also, ensure the Facilities staff notates any construction modifications that were not as originally planned –Be prepared to update your spreadsheet on any modifications that may affect your support requirements Click this button to go back to ‘steps flowchart’ slide.

16 DSC New Construction Renovations and Relocation Checklist Your checklist is included here Checklist for your next move. Checklist Please feel free to contact the DSC staff on the following slides for assistance. Thank you for your attention and good luck on your move! ver 6/11/2012

17 DSC New Construction, Renovations and Relocation Contacts Facilities Planning – for plans and layouts of areas. Contact Brett Neilsen, ext 3125 Bldg 540 rm 123, e-mail: neilseb@daytonastate.eduneilseb@daytonastate.edu Safety Office – for walkthrough and safety considerations. Contact Bill Tillard, ext 4433 Bldg 540 rm 103, e-mail: tillarw@daytonastate.edutillarw@daytonastate.edu Business Department – for overall coordination of major move support. Contact Janet Parish, ext 3075 Bldg 700 rm 121, e-mail: parish@daytonastate.eduparish@daytonastate.edu Property Management – for property transfers and moving support. Contact Mike Sokol, ext 3286 Bldg 700 rm 108, e-mail: sokolm@daytonastate.edusokolm@daytonastate.edu Continued…Please forward onto next slide

18 Purchasing – for quotes on new furniture and other items. Contact Jeffrey DeGraff, ext 4453 Bldg 700 rm 118, e-mail: degrafj@daytonastate.edudegrafj@daytonastate.edu Technical Review Committee Head – TRC statuses and issues. Contact Robert Monroe, ext 3868 Bldg 300 rm 131, e-mail: monroer@daytonastate.edumonroer@daytonastate.edu Ken Shoaf, ext 3376 Bldg 210 rm 212, e-mail: shoafk@daytonastate.edushoafk@daytonastate.edu Information Technology – IT related issues and technical support. Contact Robert Monroe, ext 3868 Bldg 300 rm 131, e-mail: monroer@daytonastate.edumonroer@daytonastate.edu Helpdesk – for IT information, support and technical assistance. Contact the Helpdesk, ext 3950, Bldg 300 rm 135, e-mail: helpdesk@daytonastate.eduhelpdesk@daytonastate.edu DSC New Construction, Renovations and Relocation Contacts (cont.) Click this button to go back to ‘steps flowchart’ slide.

19 Frequently Asked Questions 1)Why do I have to participate in the planning for my department’s new construction, renovation or relocation?Why do I have to participate in the planning for my department’s new construction, renovation or relocation? 2)How do I know that my computer and phone won’t be damaged in the move?How do I know that my computer and phone won’t be damaged in the move? 3)What happens when my staff isn’t happy with their new work space or furniture layout?What happens when my staff isn’t happy with their new work space or furniture layout? Click this button to go back to ‘FAQ’ slide.


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