Client

The client is a leading Government Defense/Technology Contractor.

Challenge

The client needed a supplemental project plan to ensure that the daily operational aspects of the tenants could continue without interruption. Additionally, much of the client's work was of a classified nature and a level of awareness to that had to be considered as each floor, tech center, and talent cohort was transitioned into new space.

Solution

AMS experts collaborated with company team leads, engineering representatives, and design/build contractor PMs to build a fully integrated “asset” transition Project Plan Supplement (PPS). The PPS was validated and introduced into the critical path of the design/build program. Execution of the PPS was driven in step with the overarching program and was designed to be managed independently to ensure adherence and continuity. The PPS took into consideration all of the environmental, ergonomics, and human resource needs as defined by the client.

AMS’s approach facilitated a seamless transition during ongoing operations:

1. Strategic Facility Relocation:

   • Operational Continuity: AMS recognized the critical need for uninterrupted operations during the facility move. We meticulously planned every step to minimize disruptions.
   • Phased Approach: Rather than a sudden shift, we adopted a phased relocation strategy. This allowed for gradual adjustments while maintaining essential services.

2. Stakeholder Engagement:

   • Clear Communication: AMS engaged with all stakeholders—employees, vendors, and clients. We communicated the relocation plan, timelines, and expectations transparently.
   • Addressing Concerns: By actively listening to concerns, we proactively addressed potential bottlenecks. This built confidence and cooperation.

3. Parallel Systems Setup:

   • Dual Infrastructure: AMS set up parallel systems—both at the existing and new facilities. This ensured that operations continued seamlessly during the transition.
   • Testing and Validation: We rigorously tested systems, processes, and communication channels. Any glitches were resolved before the actual move.

4. Resource Allocation and Training:

   • Resource Deployment: AMS allocated skilled resources to manage the move. These experts coordinated logistics, IT setup, and safety protocols.
   • User Training: Employees received training on the new facility layout, emergency procedures, and updated workflows. This minimized confusion.

5. Risk Mitigation and Contingency Plans:

   • Risk Assessment: AMS identified potential risks—such as data loss, equipment damage, or service interruptions. We developed contingency plans to mitigate these risks.
   • Emergency Response: In case of unforeseen events, we had clear protocols for emergency response and business continuity.

6. Post-Move Support:

   • Transition Support Team: AMS established a dedicated team to assist during the initial days at the new facility. They addressed any teething issues promptly.
   • Feedback Loop: We encouraged feedback from employees. Their insights helped fine-tune processes and enhanced the overall experience.

Benefits

The client realized a seamless and iterative move of the core operations units and thus was able to maintain 100% productivity over the transition cycle. Due to the PPS each cohort of talent, technology infrastructure pack, and hard office asset was able to move just as needed and when it could be accommodated. The PPS also met the needs of a high-level compliance standard that allowed the client to remain active with all of their core projects. In summary, AMS’s meticulous planning, stakeholder engagement, and phased execution ensured a smooth facility move without disrupting ongoing operations.