Course Production & Operations Mgmt
Assignment is to read the Case Study and answer all five Questions.
Case Study:
Jeannette, the senior administrative assistant, has just learned that she is in charge of the upcoming move of the research office at Southwest University. She has coordinated several such moves before and immediately begins organizing her thoughts. Determining what needs to be done, when it needs to be done, and who needs to do it are critical to a successful move. From past moves, Jeannette knows the first step is having the management team allocate the offices available to the different departments. She knows that each department manager fights for the best office space. Because of the politics, Jeannette expects this activity to take three weeks. After the management team finalizes departmental allocations, each department manager allocates office space to individuals within the department. Th is is also quite political and typically takes two weeks. Individuals often take the office space allocations personally, and each manager needs time to smooth any ruffled feathers. Th e allocation decisions are returned to Jeannette so that she can develop an overall layout for the move. She normally does this in about four weeks. During the first week of this phase, Jeannette sends each individual a printout of the floor space he or she will have and requests that individuals determine how the furniture is to be arranged. Individuals inform her of any additional or replacement office furniture needs. Th ey indicate where phone jacks and computer hookups should be. Each individual requests the packing supplies needed to pack up his or her office items. Th ese requests are returned in three weeks. When Jeannette receives the individual requests, she consolidates the requests to form lists of packing supplies and furniture. She orders the supplies from the university-approved supplier, and the supplies arrive in two weeks. She chooses among three approved office furniture suppliers and selects and orders the office furniture, which is scheduled to arrive in six weeks. When the packing supplies arrive, Jeannette distributes them to each individual so that packing can be done. It normally takes a week to sort and distribute supplies. Individuals pack their office items and tag their office furniture that is to be moved. They are expected to complete their packing in two weeks. After ordering the furniture, Jeannette makes arrangements for the movers to move the items, the telecommunications office to move or install telephones, and computer services to provide Internet hookups. Th e movers require three weeks notice but move the items in a single day. Th e phone installers demand two weeks notice but complete the work in one day. Th e computer services technicians require four weeks notice and complete the hookups in one day. Th e final activity is moving day. All three of these groups-the movers, the phone installers, and the computer technicians-are there on the same date to minimize office disruption and minimize the time the office is unable to provide customer service. In past moves, Jeannette has had trouble making sure that everything flows smoothly. She believes that there must be a method available to help her manage this office move.
(a) Why are office allocations so difficult? What factors must be considered when planning an office layout?
(b) Off er Jeannette a method for monitoring the office move. Explain why this method or approach would be reasonable.
(c) How long should it take from the day the decision is made to move until the move is completed? Employees only work Monday through Friday. All of Jeannette's activity time estimates assume a fiveday work week.
(d) What are the critical activities for the timely completion of this office move?
(e) What recommendations could you make to Jeannette to make this easier in the future?