A Checklist for Successful Office Moves and Network Relocations

Updated: September 21, 2010

PHASE I: PLANNING THE MOVE

• Help determine what will be needed in the new building including voice, data, video and security
• Assess the existing voice, data and video networks and identify what can be moved, what should be replaced and what extra equipment is needed
• Negotiate with all vendors to ensure that you are getting the best value possible
• Create a detailed cabling design and RFP to be competitively bid
• Work with voice and data carriers to obtain quotes for new telephone and internet circuits
• Provide detailed space, power and cooling requirements for all IT spaces including server rooms, taking into account future needs
• Evaluate the benefits of server consolidation, if appropriate
• Bring in additional specialty vendors as needed
• Work with facilities management or the general contractor to ensure key IT milestones are added to the construction schedule
• Provide the critical collaboration links between IT, Facilities Management, and Construction
• Provide acoustic and light recommendations for video conferencing spaces to ensure the rooms work as expected

PHASE II: CONSTRUCTION

• Provide detailed construction drawings to be used by the trades
• Attend construction meetings, ensuring IT has a voice at the table
• Answer questions and provide supervision to ensure work is performed as designed
• Provide gap coverage to address issues that inevitably occur on any project

PHASE III: NETWORK RELOCATION

• Work with users to determine maximum acceptable down time
• Create a detailed move plan with time lines and responsibilities
• Perform a risk assessment to determine what should be done ahead of time to minimize the impact of the loss of a server or critical piece of equipment
• Work with carriers and other vendors to switch email and DNS to the new IP addresses
• Ensure all network services are up and running prior to the move including escalations if needed
• Physically transport key equipment if appropriate and re-install in the new location
• Start all servers and ensure that all services are working
• Work with other related vendors to ensure that all systems are working
• Be onsite for the first day of business to help any users with connectivity issues

PHASE IV: TESTING & DOCUMENTATION

• Verify the cabling vendors test results, ensure that all systems are working and provide final as-built documentation
• Assist with the disconnect of services at the old location
• Ensure everything is working properly
• Completely document the new network infrastructure