Appendix.pdf

APPENDIX 1 ‐ RELOCATION FRAMEWORK

PHASE KEY OBJECTIVES STRATEGY DELIVERY APPROACH

Determine timeframe for entire relocation operations (to complete before the start of academic term)

Chart the relocation tentative timeline & key milestones plan / contingency schedule

Identify & prioritize the relocation of important items(fragile / heavy duty (bulk/huge in size) / sensitive)

Identify roles & responsibilities of administrative & academic units

Set targets / milestones for progress of relocation work

Mapping of master plan & programme to renovation & retrofitting progress / Breakdown of processes

Determine location layout & site requirements (Mapping & zoning of site

Relocation strategy brief

Identify site conditions and constraints

Plan relocation methods according to requirements of eachfaculty & zones

Prepare project costs scenarios Preliminary budget based on EOI from relocation contractors

Establish objectives, scope of works & resources required for the relocation of each zone / areas

Firm up roles & responsibility accordingly

Determine assets according to value, importance, quantity & physical qualities

Prioritize relocation of assets according to importance, complexity of work involved & quantity etc

Establish inventory / stocktaking management system for classification & tracking of assets

(Simple workflows / guidelines according to each department & function blks)

Prepare relocation items / inventory checklists & database

(Asset listing, tagging standards, appraisal of assets, relocation forms, packing requirements, workflow, and deployment of manpower for stock taking exercise.)

Establish OHS plan / requirements Develop OHS plan according to project requirementsReference to OHS plans by relocation companies (based on EOI)

Establish BCM / contingency plan Identify zones / holding & storage areas for BCP

Establish risk / emergency management plan Identify risks & emergency reporting & management procedures

Establish security management plan Involve safety teamSecurity team to oversee safety / risk issues

Budget planning Establish budget estimates / contingency sum Allocation of work to in-house staffs & external parties (affect budget / outsourcing costs)

Plan people management / movement matrix (on-site)

Prepare communication & monitoring guidelines / flowcharts & network for effective coordination and reporting (in MRP)

Auditors to audit progress & troubleshoot problems

Plan coordination arrangements among internal units (organizing, monitoring, management) based on reporting structure

Plan coordination methods for external units (suppliers & contractors)

Identify units / personnel (point of contact) in-charge of liaising with external units (avoid confusion)Identify roles & responsibilities of service providers / risks allocation / management of several relocation companies

Include tendering for specialist contractors to shift laboratory equipment (dismantling / setting up / calibration)

Performance-based tender / specifications

Preparation for new campus to receive assets

Liaise with representatives from each faculty / function blks to delegate work items accordingly

Site preparation according to relocation timeline & delivery processes & methods / liaise with taking over committee

PHASE KEY OBJECTIVES STRATEGY DELIVERY APPROACH

Coordination with UM internal units (organize, guide, monitor & manage relocation operations)

Coordination with external parties (organize, guide, monitor & manage relocation operationsReporting on progress of project to command centre / managementImplementation of helpdesk & response plans to handle incidents (contingencies)

Review operations & procedures, management protocols for relocation team

Supervision of relocation companies / contractors

Review effectiveness of reporting & response mechanisms

Status reporting & agendas / improved management plan

Ensure safe & smooth completion of each relocation phase

Review site conditions & safety / security measures

Reporting on site safety & security condition (take photos of breaches)

Ensure relocation operations are kept within budget

Cost Control Reduce the scope of the relocation

PHASE KEY OBJECTIVES STRATEGY DELIVERY APPROACHPost-relocation works Return of equipment / items

Post-move checks

Post-relocation review (processes, operations & management)

Meetings with key personnel from operation units to update & review relocation operations (highlight any unresolved issues etc)

Project debrief reports

Final accounts & budgeting Contract admin & budgeting Final accounts statements

Provide support for post-relocation works / issues

Establish a support committee to handle post-relocation issues

Response plan to handle enquires & defects rectification (liaise with contractors if required)

Prepare / finalize Master Relocation Programme (MRP)

(Relocation schedule & detailed timeline, work programmes customized to academic & administrative needs of each faculty, function blocks & units / site access & transportation plan)

Identify & quantify assets to be moved at each stage

Management pre-planning

Identify reporting structure & communication strategy

Establish reporting plan for actual progress & troubleshooting

Prepare reporting framework (structure) including documents / checklists stating specific duties and roles & responsibilities of personnel / teams (WGs etc)(Based on relocation plan & MRP)

Establish communications mechanism / system for internal units (needs/requirements)

PLANNING

Commencement of Relocation (according to schedule)

Deployment of support units to assigned tasks & mobilisation of resources (manpower / equipment)

Actual relocation & reporting on progress of relocation in each zone / faculties

Achieve key milestones & deliverables

Supervision of the relocation companies (Execution of plans & strategies)

(Monitor daily / weekly site progress & updates on work status)

Establish coordination structure with internal units & external parties

Identify and evaluate relocation options / methods

Establish relocation goals

Establish relocation strategy & approach

Determine relocation method

Pre-move checks

Briefing schedules & status updates

Tendering strategies Establish procurement strategy / tendering methods & plans / contract admin & contractor management

(Consider scale of project, timeline, budget, availability of relocation / specialist companies, site constraints etc)

Inspection report / status of site conditions / safety & final checks before move off

EXECUTION

Pre-relocation preparations Identify preparatory work for all areas & conduct inspection of site conditions

Inductions (site safety / travel routes / movement schedule)

COMPLETION

Ensure adherence of operations & processes with guidelines & plans

Assign a team to oversee the stock-take & recovery of items

APPENDIX 2 – RELOCATION TASK LIST & MASTER RELOCATION PROGRAMME

PRE RELOCATION

2.1 Unit Liaisons

2.1.1 Assign unit liaisons (UL)

2.1.2 Provide briefing session to unit liaisons (UL)

2.2 Move schedule

2.2.1 Develop move schedule prioritizing move sequence of units (Plan A)

• Prepare move schedule for contingency plan, if necessary

2.2.2 Develop move schedule prioritizing move tasks (Plan A)

• Prepare move schedule for contingency plan, if necessary

2.2.3 Review the move schedules

2.2.4 Finalise and distribute the move schedules to units

2.3 Relocation Guidelines

2.3.1 Establish relocation guidelines for general and special units

2.3.1.1 Develop 1st part of Relocation Guidelines (general information)

2.3.1.2 Develop 2nd part of Relocation Guidelines (general packing)

2.3.1.3 Develop 3rd part of Relocation Guidelines (handling confidential items)

2.3.1.4 Special units to write their own guidelines

2.3.1.5 Review relocation guidelines for special units

2.4 Tender of removal contractor

2.4.1 Collect inventory info of items/ equipment/ furniture to be relocated

• List items handled with special care

• Establish server/data centre relocation requirements

• Include info on warranties, maintenance, health and safety

• Determine items to be moved by special vendor

2.4.2 Prepare list of items to be moved for approval

2.4.3 Compile tender documents

2.4.4 Arrange site visits of existing campus for tenderers

2.4.5 Analyze tender reports and make recommendation

2.4.6 Interview the potential tenderers

2.4.7 Award successful removal contractor(s)

2.5 Tender of special vendors (for moving lab and ICMS equipment)

2.5.1 Prepare proposal/ PR form to ask for quotations for special vendors

2.6 Relocation Website

2.6.1 Develop framework and contents of relocation webpages

2.6.2 Hire a temp helper for webpage design and update

2.6.3 Launch relocation website to provide initial information

2.7 Coordination work

2.7.1 Between WG teams and Mover

2.7.1.1 Arrange site visit to and orient removal contractor(s) for new campus

2.7.1.2 Review and adjust move plan, method, safety

2.7.1.3 Plan and confirm move schedule and timetable


2.7.1.2 Coordinate with contractos on logistics planning and resources

2.7.1.3 Finalize move resources

2.7.2 Between WG teams and Units

2.7.2.1 Distribute floor plan with details

2.7.2.2 Request units to assign rooms via discussing with their staff

2.7.2.3 Collect room allocation information

2.7.2.4 Confirm room allocation with signature of unit heads

2.7.2.5 Manage and allocate keys to rooms at new campus

2.7.2.5 Prepare furniture layout plan

2.7.2.6 Map location of existing items and boxes at current campus to that of new campus for movers

2.7.2.7 Confirm furniture layout plan and office details

2.7.2.8 Arrange site visits of new campus for units

2.7.2.9 Collect feedback and rectify plan for architectural defects at new campus

2.7.2.10 Brief communication plan, distribute contact information to all relevant personnel

2.7.2.11 Units to update WG with preparation progress

2.7.3 For WG teams ONLY

2.7.3.1 Set up temporary centralised control centre for the relocation

2.7.3.2 Arrange for holding areas, deliveries, reconciliation and collection

2.7.3.3 Plan loading areas for move trucks in case of contingency

2.7.3.4 Agree format for temporary site signage for movers

2.7.3.5 Agree catering and toilet requirements during the relocation

2.7.3.6 Reserve loading docks

2.7.3.7 Manage and arrange traffic at the new campus

2.7.3.8 Prescribe driving route to new campus

2.7.3.9 Print and put up site preparation/ signage

2.7.3.10 Set up Lost & Found center

2.7.3.11 Arrange security service at New Campus

2.7.3.12 Check site preparation and readiness at new campus

2.7.3.13 Place floor plan clearly at lifts, room entrance walls to inform movers of correct location

2.7.3.14 Work out final communication plan based on information provided by CPG

2.8 Packing of items

2.8.1 For packing

2.8.1.1 Tasks for WG/ moving company

• Distribute packing materials to units (cartons, labels, scotch tape)

• Conduct briefings/ workshops on: packing, insurance, security, etc

• Launch video demonstration ( by mover(s))

2.8.1.2 Tasks for Units

• Pack items accordingly


• Label items accordingly

• Backup data onto servers or external storage devices

• Dispose unwanted items (refer to "Disposal Procedures")

2.8.2 Finalized checklist of items to be moved

• Count no. of boxes/ equipment/other items to be moved

• Prepare a final checklist of items for WG/ UL/ Mover(s)

• Appoint staff to verify the loading and unloading of boxes/ items

2.8.3 WG to provide exact moving date and time to UL/ mover(s)

DURING RELOCATION

3.1 Phase 1 Relocation: Pilot Move

• CDO

• ICTO

• NCP task force

• CMO

• CMO (FOM)

• CMO (CS)

• HSEO

• CO

3.2 Phase 2 Relocation: Partial Move

• Library (1st move)

• RTO

• UCO

• IAO

• PUB

• ADO

• RDAO

• GAO

• CTLE

• 電腦室 (FED)

• 運動學 (FED)

• 音樂室 (FED)

• 美勞室 (FED)

• 陶瓷室 (FED)

• 模擬法庭 (FLL)

• 澳門法研究中心 (FLL)

• 語言實驗室 (FLL)

3.3 Phase 3 Relocation: Full Relocation

Student Units

• SAO

• RCs

• Sport Complex


• Student centre

• All U-teams

Academic units and centres

• 語言實驗室 (FSH)

• 經濟系電腦室 (FSH)

• 心理學系資源中心 (FSH)

• 心理學系輔導中心 (FSH)

• 傳意製作實驗室 (FSH)

• FSH offices and staff + CMS

• 中國文化研究中心 (FSH)

• 葡亞研究中心 (FSH)

• 當代中國社會科學研究中心 (FSH)

• 日本研究中心 (FSH)

Library (2nd move)

ELC offices and staff

• 語言實驗室及考試中心 (ELC)

HC

FBA offices and staff

APAEM

• ISCG + BRTC

• 財經實驗室 (FBA)

• 資訊管理系統實驗室 (FBA)

FED offices and staff

• 教育測驗與評核研究中心 (FED)

• 教育研究中心 (FED)

• 成長綜合服務教育研究中心 (FED)

• 資訊及通訊科技教育研究中心 (FED)

FLL offices and staff

• 法律研究中心 (FLL)

• 高級法律研究所 (FLL)

FST offices and staff

Library (3rd move)

GRS

CCE

Computer rooms

Science Laboratories

• ICMS

• FST

Common space

AAO

FO


HRO

3.3.1 Current Campus: Final check/ logistics information

3.1.1 Verify and record the correct boxes to be relocated

3.1.2 Mark down the no. of vehicle for moving the boxes

3.1.3 Prepare new campus map/ prescribed route for movers/ floor plan

3.1.4 Unit liaison to escort the boxes of items to be moved

• Additional staff to escort valuable assists if necessary

3.1.5 Prepare Movement Form for movers (to facilitate tracking of items)

3.1.6 Staff to lock the rooms and return the keys to unit liaison

3.3.2 Coordination between UM and movers

3.2.1 Assign personnel on site to monitor movers

3.2.2 Unit liaison/ pilot staff to debrief and update daily move progress

• WG to inform about any changes of move schedule (e.g. bad weather)

3.3.3 New Campus: Verification of boxes of items

3.3.1 Verify the correct boxes are unloaded and relocated to the correct units

3.3.2 Sign acknowledgement form to confirm successful move per time

3.3.2 Check for any damage to items moved

POST RELOCATION

New Campus

4.1 Unpacking/ set up

4.1.1 Staff to unpack content of boxes and arrange them accordingly

4.1.2 Set up systems and equipment

4.1.3 Upload all files and software into workstations

4.2 Disposal of unwanted items and cleaning

4.2.1 Dispose empty cartons and packing materials at designated points/ areas

4.2.2 Staff to lock up rooms at end of each day after move for security

4.2.3 Movers to handle the cleaning disposal

4.3 Move arrangement for late moving staff/ students

• Arrange logistics for late moving staff/ students

4.4 Notification of move completion to management

• Units/ depts to submit final progress update and notification of move completion

• Debrief move operations, outstanding issues

• Return unused items, equipment

• Meet with movers to resolve any issues, if any

• Compile a list of issues, lost items, defects and damages for movers

Current Campus

4.5: Room access right and cleaning

4.5.1 Unit liaison/ pilot staff to ensure rooms at current campus are vacated

• An approved time period to allow staff to return to office and collect items

4.5.3 Unit liaison/ pilot staff to delete the door access

APPENDIX 3 – TENDER EVALUATION CRITERIA AND TENDERER’S EVALUATION SCORES

Part 1 - Tender Evaluation Criteria and Point Allocation

Criterion 1: Move Plan

Section Rating Points

Move plan

Did not provide proper plan 1

Plan is unable to meet all requirements 2

Plan is able to meet most requirements 3

Plan is effective & provide value added service e.g. risk

assessment, contingency

4

Vehicles &

Equipment

Did not provide specific list (only general info) 1

Provided a simple list of equipment & vehicle type 2

Provided all equipment & vehicles details, capabilities 3

Provided all details & additional methods to enhance

service delivery

4

Overall

comprehensivene

ss of proposed

approach

Did not meet basic requirements 1

Fulfilled basic tender requirements 2

Include value added services to improve quality 3

Provided a distinct approach from other bidders 4

Clarification on

Tender proposal

Unable, did not response to most queries 1

Able to answer 50-60% of queries 2

Able to answer 70-80% of queries 3

Experienced and able to answer > 80% 4

Criterion 2: Past Experiences


Track record

Did not provide sufficient track record 1

Provided track record but not similar in nature & capacity 2

Less than 3 track records of similar nature & capacity 3

At least 3 track records of similar nature & capacity 4

References &

testimonial

Did not provide relevant references 1

References were satisfactory 2

References were pleased and satisfied 3

Recommended for other projects 4


Criterion 3: Company Profile


Finance

Did not provide relevant financial statements 1

Signs of possible financial distress 2

Satisfactory financial status 3

Good financial status & stability 4

Structure

No organized structure 1

Basic structure 2

Formal & clear structure in place 3

Comprehensive management, systematic operational

structure in place

4

Criterion 4: Credentials


Local

No relevant credentials 1

1-2 achievement & awards 2


> 4 achievement & awards 4

International

No relevant credentials 1



> 4 achievement & awards 4


Part 2 - Individual Quality Evaluation Comparison between Companies

EVALUATION CRITERIA

Offices % OF

TENDER

BREAKDOWN

(%) Crowne Victoria Pacific Jet Global

1 PRICE - - - - 45% -

2a

Move Plan

Move Plan 2 2 3

30%

50%

2b Overall Comprehensiveness of

Proposed Approach 3 3 4 30%

2c Vehicles & Equipment 2 2 2 10%

2d Clarification on Tender Proposal 2 2 2 10%

Sub-total 9.2 9.2 12.4 / 16

3a Past Experience

Track Record 1 3 2 15%

50%

3b References & Testimonials 1 1 1 50%

Sub-total 2.0 4.0 3.0 / 8

4a Qualifications

Finance 2 2 2 5%

50%

4b Structure 2 2 2 50%

Sub-total 4.0 4.0 4.0 / 8

5a Credentials

Local 1 1 1 5%

50%

5b International 2 1 1 50%

Sub-total 3.0 2.0 2.0 / 8

OVERALL SCORE 40% 46% 50% /55% -


EVALUATION CRITERIA

Library % OF

TENDER

BREAKDOWN

(%) New Divine Crowne Victoria

Pacific Jet Global Kerry

1 PRICE - - - - - - 45% -

2a

Move Plan

Move Plan 4 3 3 3 3

30%

50%

2b

Overall

Comprehensiveness of

Proposed Approach

4 3 3 4 4 30%

2c Vehicles & Equipment 2 2 2 2 2 10%

2d Clarification on Tender

Proposal 2 2 2 2 2 10%

Sub-total 14.4 11.2 11.2 12.4 12.4 / 16

3a

Past Experience

Track Record 1 3 2 2 1

15%

50%

3b References &

Testimonials 1 1 1 1 1 50%

Sub-total 2.0 4.0 3.0 3.0 2.0 / 8

4a Qualifications

Finance 2 2 2 2 2 5%

50%

4b Structure 2 2 2 2 2 50%

Sub-total 4.0 4.0 4.0 4.0 4.0 / 8

5a Credentials

Local 1 1 1 1 1 5%

50%

5b International 1 2 1 1 3 50%

Sub-total 2.0 3.0 2.0 2.0 4.0 / 8

OVERALL SCORE 45% 47% 42% 45% 43% /55% -


EVALUATION CRITERIA

Non-Science Laboratory % OF

TENDER

BREAKDOWN


1 Price - - - - 45% -

2a

Move Plan

Move Plan 3 3 3

30%

50%

2b Overall Comprehensiveness

Of Proposed Approach 3 3 3 30%


2d Clarification On Tender

Proposal 2 2 2 10%

Sub-total 11.2 11.2 11.2 / 16

3a Past Experience


50%


Sub-total 3.0 4.0 4.0 / 8

4a Qualifications

Finance 2 1 2 5%

50%


Sub-total 4.0 3.0 4.0 / 8

5a Credentials

Local 1 1 1 5%

50%


Sub-total 3.0 2.0 2.0 / 8

OVERALL SCORE 51% 52% 53% /55% -


EVALUATION CRITERIA Science Laboratory

% OF TENDER BREAKDOWN (%) World Freight

1 Price - - 45% -

2a

Move Plan

Move Plan 11%

30%

50%

30% 2b

Overall Comprehensiveness

of Proposed Approach 5%

2c Vehicles & Equipment 2% 10%

2d Clarification on Tender

Proposal 2% 10%

Sub-total 20% / 16

3a Past Experience

Track Record 4% 15%

50%

3b References & Testimonials 2% 50%

Sub-total 6% / 8

4a Qualifications

Finance 1% 5%

50%

4b Structure 1% 50%

Sub-total 1% / 8

5a Credentials

Local 1% 5%

50%

5b International 1% 50%

Sub-total 1% / 8

OVERALL SCORE 28% /55% -


EVALUATION CRITERIA Sports Complex % OF

TENDER

BREAKDOWN


1 PRICE - - - - 45% -

2a

Move Plan

Move Plan 3 3 3

30%

50%





Proposal 2 2 2 10%

Sub-total 11.2 11.2 11.2 / 16

3a Past Experience


50%


Sub-total 2.0 3.0 3.0 / 8

4a Qualifications

Finance 2 2 2 5%

50%


Sub-total 4.0 4.0 4.0 / 8

5a Credentials

Local 1 1 1 5%

50%


Sub-total 3.0 2.0 4.0 / 8

OVERALL SCORE 49% 53% 55% /55% -


EVALUATION CRITERIA Staff Quarters % OF

TENDER

BREAKDOWN


1 PRICE - - - - 45% -

2a

MOVE PLAN

Move Plan 3 3 3

30%

15%




2d Clarification on Tender Proposal 2 2 2 3%

Sub-total 11.2 11.2 11.2 / 16

3a Past Experience


7.5%

3b References & Testimonials 1 1 1 7.5%

Sub-total 2.0 4.0 2.0 / 8

4a Qualifications

Finance 2 2 2 5%

7.5%

4b Structure 2 2 2 7.5%

Sub-total 4.0 4.0 4.0 / 8

5a Credentials

Local 1 1 1 5%

7.5%

5b International 2 1 1 7.5%

Sub-total 3.0 2.0 2.0 / 8

OVERALL SCORE 48% 53% 46% /55% -


EVALUATION CRITERIA

Student Quarters % OF

TENDER

BREAKDOWN


1 Price - - - - 45% -

2a

Move Plan

Move Plan 3 3 3

30%

50%

2b Overall Comprehensiveness

Of Proposed Approach 3 3 3 30%



Proposal 2 2 2 10%

Sub-total 11.2 11.2 11.2 / 16

3a Past Experience


50%


Sub-total 2.0 4.0 3.0 / 8

4a Qualifications

Finance 2 2 2 5%

50%


Sub-total 4.0 4.0 4.0 / 8

5a Credentials

Local 1 1 1 5%

50%


Sub-total 3.0 2.0 2.0 / 8

OVERALL SCORE 48% 53% 50% /55% -


EVALUATION CRITERIA

Others % OF

TENDER

BREAKDOWN

(%) HTL Victoria Pacific Jet Global

1 PRICE - - - - 45% -

2a

MOVE PLAN

MOVE PLAN 2 2 3

30%

50%

2b OVERALL COMPREHENSIVENESS OF

PROPOSED APROACH 2 3 4 30%

2c VEHICLES & EQUIPMENT 1 2 2 10%

2d TENDER PROPOSAL CLARIFICATION 2 2 2 10%

Sub-total 7.6 9.2 12.4 / 16

3a

PAST EXPERIENCE

TRACK RECORD 2 2 4

15%

50%

3b REFERENCES & TESTIMONIALS 1 1 1 50%

Sub-total 3.0 3.0 5.0 / 8

4a QUALIFICATIONS

FINANCE 2 2 2 5%

50%

4b STRUCTURE 1 2 2 50%

Sub-total 3.0 4.0 4.0 / 8

5a CREDENTIALS

LOCAL 1 1 1 5%

50%

5b INTERNATIONAL 1 1 1 50%

Sub-total 2.0 2.0 2.0 / 8

OVERALL SCORE 36% 41% 55% /55% -

APPENDIX 4- UM RELOCATION PROJECT COMMUNICATION PLAN (as of Oct 2012)

What/

Venue By Who/Target Purpose

When/Frequen

cy

Type/Method(

s)

1 Kick off

Meeting

Lecture

Theatre 1

UM

Relocati

on WG

1) All

stakeholders

(Mgt level);

2) Unit & Dept

Heads, Reps

3) CPG Appointed

PM

- Based on previous internal meetings; Update development progress of new campus, handing & taking over, respond to all enquiries

- Gather info & update on preparation progress of each unit

- Working out communication, reporting structure

- Setting agenda; proposed move schedule, details, move arrangements, resources needed, contingency plans etc, feedback from all parties, make sure all personnel are clear of objectives, roles & responsibilities, preparatory work leading to move

FIRST

2 months

before

relocation start

date

Meeting,

workshop,

discussion

Presentation of

route, move

details etc.

2 Follow up

Kick off

meeting

Lecture

Theatre 1

UM

Relocati

on WG

1) All

stakeholders

(Mgt level);

2) Unit & Dept

Heads, Reps

3) CPG Appointed

PM

- Follow up from previous kick off meeting

- Distribute Move & Communication Plan to alert stakeholders of project scope, schedule, reporting and to gain buy in

- Finalization of move details, plan, roles and responsibilities of all personnel

- May include representatives from Macau & China government to update them on the move requirements

Post Kick Off

Meeting

1 month before

relocation start

date

Meeting

Presentation of

move details

Documents

distributed via

hardcopy and

electronically


What/


When/Frequen

cy

Type/Method(

s)

3 UM Pre-

Move

meeting

with

movers

Meeting

Room 1

UM

Relocati

on WG

Al1) All

stakeholders

(Mgt level);

2) Unit & Dept

Heads, Reps

3) CPG Appointed

PM

- Work out a communication plan among all movers

- Brief movers on move plan, schedule, unit & dept contact personnel

- Movers to brief unit, dept heads on move plan, details and equipment etc

- Submission of monthly progress report matters

- Safety, risk matters, measures

3 weeks before

relocation start

date

(Note: move

may commence

at different

dates)

Meeting.

workshop

4 Monthly

External

Project

Meetings

Meeting

Room 1

UM

Relocati

on Ops

Director

1) UM Relocation

Ops Director

2) CPG Appointed

PM

3) All PMs

(movers)

- Update move progress, issues

- Coordination of move schedules

- Alternative plan and delays

- Monitor progress, incidents, complains, contingencies

- May include reps from respective depts if required

Monthly Meeting

Detailed Plan,

photos


What/


When/Frequen

cy

Type/Method(

s)

5 Monthly

Internal

Project

Meetings

(w/sub-

meetings)

Meeting

Room 1

UM

Relocati

on Ops

Director

All staffs,

students,

coordinators

involved

- Update move plan, requirements, safety rules

- Sub-meetings among each unit with CPG appointed PM on coordination issues

TBC: Meeting

date &

frequency

according to

move schedule

of each unit &

dept

Meeting,

briefing session

6 Project

Meetings

with CPG

Advisory

Team

UM

Relocati

on WG

1) UM Relocation

WG

2) CPG Appointed

PM

3) CPG Advisory

Team

- To monitor move progress, issues

- Advice and resolution of move matters (if any)

TBC Meeting

7 Progress

Reports

UM

Relocati

on Ops

Director

CPG Appointed

PM

- Update all stakeholders on progress of the project

Monthly Distribute

electronically


What/


When/Frequen

cy

Type/Method(

s)

8 Post move

meeting

UM

Relocati

on WG

1) All

stakeholders

(Mgt level);

2) Unit & Dept

Heads, Reps

3) CPG Appointed

PM

- Debrief reports, outstanding issues

- Update all stakeholders on move completion

- Report outstanding issues, additional items etc

- Return of equipment, disposal of items

- Post move checks, damages, missing items, defects issues

- Stocktaking, all checklists

- Contract admin, final accounts, payment to movers

Before end date

of move

contract

Meeting

APPENDIX 5 – EXAMPLE OF LOADING/UNLOADING CHECKLIST

APPENDIX 6 – RELOCATION WORKFLOW

NCP Relocation Command Centre Workflow Page 1 Last update: 11/04/2013

Moving and Relocation of Boxes Workflow

No

Yes

Yes

No

No

Yes

Yes

Remarks:

1. User refers to the Unit Liaison or staff concerned 2. Details of the “Loading Form” include:

• Load up/down date and time • CS staff name, contact no • Car plate no., pallet quantity, password

Password & Quantity correct?

Centre Service Agent marks down the details reported by User and

update the record

Mover collects the boxes and items, moves them to the loading area for packing

End

User confirm with Mover the quantity of box(es) and item(s)

User and Mover sign on the “Move List”. User keeps one form and passes two copies to Mover

User calls Relocation Coordination Centre to report move out status

Helper and Mover checks the quantity of the loaded pallets, marks the details2 on the

“Loading Log sheet”. Helper keeps one form and passes one copy to Mover

Mover drives the truck to Hengqin Campus

Helper calls Relocation Coordination Centre to report truck

move out status

Mover arrives at Hengqin Campus unloading area

Centre Service Agent marks down the details reported by Helper and

update the record

Mover passes “Loading Log sheet” to Helper. Helper witnesses Mover open the lock with the predefined password and checks the quantity

of pallets

Helper calls Relocation Coordination Centre to report truck unload status

Centre Service Agent marks down the details reported by Helper and

update the record

Mover unpack the pallets and move the box(es) or

item(s) to destination

Mover passes “Move List” to User. User check the

quantity of the box(es) or item(s)

Quantity correct?

User sign the forms, keep 1 copy and pass 1 copy to

Mover.

Centre Service Agent marks down the details reported by User and

update the record

User/Helper calls Relocation Coordination Centre to report

un-match case

User1 confirms the “Pack List” to the Relocation WG at least 3 days prior to the

relocation date

Any confidential item?

User follows Mover from collecting point until the new campus destination

User calls Relocation Coordination Centre to report move out status

Relocation WG updates data and issue “Move List” to Liaisons and Mover by day-

end of the day before relocation date

Mover arrives at User’s office in Taipa campus on relocation date

APPENDIX 7 – RISK ASSESSMENT AND CONTINGENCY MEASURES

REMARKS:

RED: Suggested by CPG and adopted by WG

BLUE: Initiated and adopted by WG

Risk assessment for MoversRISKS IMPLICATIONS SOLUTIONS TO PREVENT CONTINGENCY CPG FM Comments

Typhoon · Danger of working in typhoon conditions 1. Adjust move schedule according to delay 4. Movers to halt move, and seek shelter

· Bad traffic conditions 2. Water-proof protection done for all boxes 5. Adjust move schedule according to delay

· Delay of move progress 3. Enclosed truck to be used 6. Ensure security for all boxes moved halfway (avoid loss,

misplacement, or confusion of boxes)

· Damage of boxes due to typhoon RCC observes SMG broadcast and stop operation according to UM

typhoon guide

Collegaues to prepare leave plan in groups and report RCC-> 1.

ensure no one leave behind or 2. ask for temp dorm to stay in case

emergency

Each team to report disposition of boxes or damages, if any

Rain / Poor weather conditions · Bad traffic conditions 1. To track road conditions and receive road

information from command centre

4. Avoid jammed roads, and proceed to contingency transport route 2

· Delay of move progress 2. Water-proof protection done for all boxes Mobile team to daily check route before operation

· Damage of boxes due to rain 3. Enclosed truck to be used RCC observes SMG broadcast and adjust operation according to UM

thunder storm guide

Poor Traffic Conditions · Delay of move progress 1. To track road conditions and receive road

information from command centre

2. Avoid jammed roads, and proceed to contingency transport route 2

Mobile team to daily check route before operation

RCC observes DSAT broadcast and adjust operation accordingly if

needed

Prepare at least 3 routes

Accidents (Flat tire, etc) · Delay of move progress 1. Keep driving speed to allowable road speed limit 2. Mover POC to activate stand-by vehicle to take over, if vehicle is

unable to continue move

A possible scenario is that the vehicle breaks down before reaching

the destination. In order to move in accordance to the schedule, the

mover may need to open the electronic lock to move items to a

functioning truck upon arrival. Therefore, in event of any

breakdown during the move, contractor must inform RCC of such

incident and when the functioning vehicle has taken over the move

operations, so the RCC is aware when the electronic lock was

opened before arrival on site.

3. Mover POC to activate repair technicians to repair vehicle

RCC to report estaimation of delay and inform all teams and Uls RCC shall update the move schedule upon receipt of updates from

ground staff. Schedule and move progress shall be shared the

necessary personnel at the end of each day to standardize all

information. The schedule will also indicate any change in move

dates/timing caused by any move delays.

Road not accessible to 10 ton truck · Delay of move progress 1. Develop transportation route in new campus

(Incorporate Holding areas)

3. Provision of buggy cars/trolley for move Contractors have to ensure that the appropraite vehicles and

equipment are provided to ensure proper and efficient transport of

items. Contractors will need to consider this aspect during the site

check in Apr.

· Trucks unable to move into central areas of new

campus

2. Contingency plans for additional workflow of

unloading/loading/holding area

4. Site protection of new campus walkway

· Additional workflow for unloading/loading items 5. Security for items moved Students at loading and unloading area should also take note of the

security of all items moved. Unloading area should have restricted

access and at least 1 school personnel have to be at the

unloading/loading area to guard the items. Contractor/UM can

consider cordoning the area and put up signs to direct any

unauthorized access.

Loss, misplacement, mix-up of boxes

during move

· Loss of items 1. Prepare detailed workflow of move process 6. To check hand over documents to track lost item All official documents should be signed by both movers and UM

personnel in charge of the items as a counter-checking measure to

prevent any loss of items. Move control forms collected by Ms. Amy

Chan to share with Ms. Amy Wong for the update of Master

Programme/Schedule on a daily basis.

· Confusion during move process 2. Simulation of critical processes/stages to ensure

boxes are moved to right location

3. Labeling system to avoid misplacement of boxes

during move

4. Implement a lock code for each truck (Code to

change if lock is opened, or tampered with)

5. Proper handover documents and procedure

developed by each mover at every check point

Damage to items moved (eg. lab

equipment, sports equipment, Ding,

statues, etc)

· Damage to items 1. Develop detailed plan for Safe handling of items 3. Insurance for valuable items Contractor will be responsible for any damages caused by his

negligence.

2. Proper packing and moving method

Clash of movers during move · Delay of move progress 1. Development of move schedule to daily basis

(Include elevators, stairs, loading area used)

3. To work out possible solutions immediately to resolve issue Potential clashes can be identified from the Master Programme (i.e.

simultaneous move by 2 movers within the same building/using the

same loading bay). Will require master move schedule to resolve

the potential clashes.

· Mix-up or confusion of boxes 2. Proper planning of time allocation of each mover To check if possible to share resource What type of resources to be shared?

· Vehicles might not be able to move out/in of

existing and new campus

Clash of loading/unloading bay · Delay of move progress 1. Development of move schedule to daily basis

(Including time allocation)

3. To work out possible solutions immediately to resolve issue Contractors should be assigned with different holding areas to

prevent mix up. Potential clashes can be identified from the Master

Programme (i.e. simultaneous move by 2 movers within the same

building/using the same loading bay). Will require master move

schedule to resolve the potential clashes.

· Mix-up or confusion of boxes 2. Optional loading/unloading bay for contingency To check if possible to share resource What type of resources to be shared?

· Vehicles might clash behind if unloading bay is filled

and unable to unload

Damage to site surroundings (existing /

new campus)

· Damage of property to campus 1. Proper site protection from each movers 2. Insurance for valuable school property Contractor will need to consider this during site survey and put up

the necessary measures at least 1 day before actual move

Transportation of hazardous materials · Leakage of hazardous materials, causing toxic

fumes, explosion, fires, etc

1. Supervision by UM Laboratory staff 7. Usage of spill kit

2. Additional precaution to be exercised To advise the mover for sciecne lab and general items to prepare

spill kit for relocating chemicals

The necessary personnel have to be familiar with how to use the

spill kit, and the procedures to clean up spills. Evacuation procedure

should also be conveyed to the key personnel as well in case of fire,

or release of toxic fumes

3. Damage control materials in place (eg. neutralizer,

diluter, fire-fighting tools, spill kits)

Packing demo by movers

4. Proper packing methodology (Sufficient absorbent

packed)

"Hazardous Material" stickers should be pasted on all boxes

containing the said items.

5. Personal Protection Equipment (PPE) in place for all

movers

Packing of hazardous materials will require the use of PPEs (i.e. face

mask, visor, safety goggles, rubber gloves, protective coats)

6. Limit driving speed to 20km/h for steep downhill

road in existing campus. Slow down during turns.

Contractors will be responsible for any damages done to the items.

Risk Assessment for UM RISKS IMPLICATIONS SOLUTIONS TO PREVENT CONTINGENCY

Delay of Hand-over of new building · Delay of move schedule 1. Select most suitable Option A/B/C 5. Adjust move plan according to delay

2. Develop move plan in Microsoft Project for flexibility

of adjusting move schedule

6. Implementing of Option A/B/C

3. Move plan in Microsoft Project format to be made

online for regular updates of move

Relocation WG is coordianting with building readiness team

4. Unit Liaisons to check move plan for regular updates

and to inform all related staff

Renovation of new building not ready

on scheduled date

· Delay of move schedule 1. Select most suitable Option A/B/C 5. Adjust move plan according to delay

2. Develop move plan in Microsoft Project for

flexibility of adjusting move schedule

6. Implementing of Option A/B/C



4. Unit Liaisons to check move plan for regular

updates and to inform all related staff

Scheduled delivery of furniture not

fixed

· Delay of move progress 1. Confirm delivery dates with furniture contractors -

Insufficient manpower (Supervision by

Library staff, Laboratory staff

· High possibility of confusion or mix-up of items 1. Develop detailed manpower organization plan 3. Activate staff on stand-by to assist

· Improper handling of DG items, chemicals 2. Recruit student helpers, temporary staff, helpers

from MA/IFM

RCC recruiting 60 student helper to assist RCC may need to test student helpers' readiness beforehand to

prevent any confusion during the move.

· Breach of security for confidential items

Clash of movers during move · Delay of move progress 1. Command centre to be set up 2. UM WG to disperse conflict at scene UM should have the right to request contractor to replace any

movers with poor behavior with immediate effect/issue warning.

· Mix-up or confusion of boxes Potential clashes can be identified from the Master Programme.

UM to decide how the clash can be resolved based on the Master

Programme.

· Vehicles might not be able to move out/in of

existing and new campus

Transportation of hazardous materials · Leakage of hazardous materials, causing toxic

fumes, explosion, fires, etc

1. Supervision by UM Laboratory staff 3. Usage of spill kit See Above

2. Personal Protection Equipment (PPE) in place for

UM Laboratory staff

To advise the mover for sciecne lab and general items to prepare

spill kit for relocating chemicals

Risk Assessment for Command Centre

RISKS IMPLICATIONS SOLUTIONS TO PREVENT CONTINGENCY

Telephone line overloaded with calls · Reduced efficiency of receiving information 1. Install additional line to cope with calls 4. Usage of move plan in Microsoft Project to estimate volume flow

of calls

At the end of the day, the Master Programme shall be updated and

counter-checked with the collected move forms. This is to prevent

any loss of information

· Lagged response for emergencies 2. Operators on stand-by 5. Activate operators on stand-by



RCC and teams to share informatin throught mobile app in groups

or share info by RCC broadcast

Telephone not working (Command

centre & mover POC)

· Reduced efficiency of receiving information 1. Prepare additional telephones on stand-by Each teams to know daily schedule and drills, and operation goes on

even telephone system is down

All teams can also consider tapping on Wifi on site (if available)

should there be any reception problems.

· Lagged response for emergencies

Miscommunication between POC &

Command centre

· Incorrect information received/transmitted 1. Simulation of communication between POC &

command centre

Each teams to know daily schedule and drills, and operation goes on

even telephone system is down

Software for disseminating messages

not working well

· Information may not be sent out 1. List of POC are provided to operators 5. Send/Receive information from command centre via

Whatsapp/SMS




· Lagged response for emergencies 2. Simulation of command centre before move software operation and orders in charge by RCC

· Confusion between movers 3. Software technician on stand-by to rectify faults

4. Installation of Whatsapp group/ SMS group

dedicated for Relocation process

Software for updating of progress of

move not working well

· Live update of move unavailable 1. Simulation of command centre before move 4. Activate technician to rectify faults Technicians should position themselves on site strategically to

respond to any emergency promptly and reduce lag. Technician can

use the Master Programme to decide their location, and let RCC

know their likely location during the move.

2. Software technician on stand-by to rectify faults 5. Send/Receive information from command centre via

Whatsapp/SMS




3. Installation of Whatsapp group/ SMS group

dedicated for Relocation process

APPENDIX 8 –

RELOCATION COORDINATION CENTRE (RCC) SIMULATION PLAN

Relocation Consultancy Service

for University of Macau

Our Vision: To be a leader in developing & managing infrastructure and building facilities Our Mission:: We design, develop and manage infrastructure and building facilities; we partner our clients to deliver customized solutions

Dec 2013 Simulation Plan for RCC

• Caller information

• Time

• Location & progress

• Vehicle no.

• Combination lock code

Updating of Move Progress

Updating of Incidents

• Caller information

• Time

• Location

• Vehicle number (items in truck)

• Type of incident

• Response taken (Activation of Relocation WG, or emergency

response, etc)

Phase 1 move - Move of XXXXXX

Date: 15-Jan-14

Cycle 1 Time Caller information Vehicle no. Location Mover Detail Progress Details Combination lock code Remarks/ Incidents Response taken

10:00 David MG XXXX Taipa campus Global Truck left Taipa campus XXXXXX NA NA

10:15 David MG XXXX Outside venetian Global Outside venetian NA Punctured tire

Activation of

mover's stand-by

team to change

tire

10:30 David MG XXXX Hengqin new campus Global Truck reached Hengqin campus XXXXXX NA NA

Cycle 2

Sample of Update of Move Progress

RCC Workflow – GENERAL ITEMS


SHIFT FROM OFFICES TO

LOADING BAY

UM staff & Mover to sign on

Move list

TRANSPORTATION

Truck leaves Taipa campus

• Update RCC on leaving


for truck is communicated

to RCC

• Student helper on truck

with move lists

UNLOADING & SHIFT TO

DESIGNATED LOCATION

Truck reach new campus

• Update RCC upon reaching

• Combination lock code for

truck is communicated to

RCC

Student helper pass move lists to

ULs

UM staff to check and sign on

Move lists

UL to update completion of

move

RCC Workflow – HIGH SECURITY ITEMS


SHIFT FROM OFFICES TO

LOADING BAY

Movers to obtain passes to access

confidential items

Ensure CCTV are activated

UL to inform RCC of start of move of

confidential items

UM student helpers to escort and supervise

shift from office to loading bay

UM staff & Mover to sign on Move list

Security guards to patrol loading bay

TRANSPORTATION





to RCC


with move lists





RCC


DESIGNATED LOCATION

Student helper pass move lists

to ULs

Movers to obtain passes to

access confidential items

Ensure CCTV are activated

UM student helpers to escort

and supervise shift from loading

bay to designated location

Security guards to patrol

loading bay


Move lists


move

RCC Workflow – DG ITEMS


IDEAL SITUATION

SHIFT FROM SCIENCE

LABS TO LOADING BAY

UL to inform RCC of start of

move of confidential items

UM staff to supervise move

methodology of movers


Move list

TRANSPORTATION





to RCC


with move lists


DESIGNATED LOCATION





RCC


ULs


Move lists


move

UL and UM staff to reinstate labs

to original condition

RCC Workflow – INCIDENT REPORTING


IN CASE OF SPILL – USAGE OF SPILL KIT

SHIFT FROM SCIENCE

LABS TO LOADING BAY

UL to inform RCC of start of

move of confidential items


Move list

TRANSPORTATION





to RCC


with move lists


DESIGNATED LOCATION





RCC


ULs


Move lists


move

INCIDENT OCCURS

ONCE INCIDENT OCCURS :

1. UM student helper to inform RCC of incident

2. UM student helper and movers to take precautionary measures (e.g. usage of spill kit, etc)

3. UM student helper & Mover to assess situation. If situation is able to be solved on their own, report to RCC that no further action or

response action is needed. If incident is serious, and require back-up from UM mobile team, student helper is to communicate the

seriousness and assistance required. If ambulance or civil defence is required immediately, UM student helper to activate

immediately on his own (This shall be communicated to RCC as well).

4. RCC to obtain information, and activate relevant assistance. (UM mobile team, fire services department, ambulance, etc)

5. After incident have been resolved, UL/UM student helpers to update RCC.

6. RCC is to update incident details in Move progress sheet.

7. UM student helpers/UM mobile team is to fill in Incident Report Forms.

APPENDIX 9 – ACTUAL RELOCATION OBSERVATION REPORTS

Observation for Relocation works from

26th to 27th May 2014

Observation for Relocation works from 26th to 27th May 2014

https://www.google.com.sg/url?q=http://en.wikipedia.org/wiki/File:University_of_Macau.svg&sa=U&ei=dK2GU7WxCcP3rQemooHICg&ved=0CC0Q9QEwAA&usg=AFQjCNFHl0XhvjsRv6kTz8vw8Sh6UkUCiA

http://www.cpgfm.com.sg/

Relocations works on 26th May 2014

Time : 0900 – 1700

Location : Administrative Building, Ho Yin Convection Centre, Tai Fung Building

Departments Involved : ADO, GAO, HSEO

Observations for Jet Global Logistic:

1) Flooring protection were set up at the new campus to protect mechanical

damages.

2) Boxes are arranged in order and pre-wrapped to prevent any damages incur

during the moving process.

3) Enclosed trucks are used as the moving vehicle.

4) Contractors moving methodology is carried out properly.

5) Boxes are labelled on the specified area.

6) One cargo and two passenger lifts were used for relocation works at old

campus

7) Passengers lifts were used for relocation works at new campus




UM Readiness:

1) Observed that the old campus has only one loading bay with limited area.

2) Insufficient relocation notice allocated in old campus to direct traffic away from the loading bay.

3) Sufficient relocation notice has been placed in the new campus.

4) New campus has ample unloading area to facilitate the relocation process.

Relocation Command Centre “ RCC’s Operation”

1) WhatsApp group channel is set up to facilitate communication among student helpers and

relocation team.

Recommendations

1) Relocation efficiency can be further enhance by allocating moving pellets at the loading bay of

the old campus.

2) Allocate traffic marshal to regulate traffic at Luso-Chinese Building Parking entrance to facilitate

the relocation process

3) Appoint more student helpers to assist the relocation works during July peak period.




Loading & moving process at old campus




Unloading at new campus




Delivery of packages to allocated location




Time : 1000 – 1300

Location : Laboratories and stores in Institute of Chinese Medicine School

Audit Observations

1) Site inspection carry out in ICMS block 2 & 3 accompany by staff and

mover.

2) Currently the laboratories in the new campus is undergoing improvement

work therefore the schedule of move is put on pending list.

Items Discussed

1. Relocating for all ICMS lab equipment would required approximately two

months, therefore the commencement date for relocation shall not be later

than 1st July 2014 in order to meet the timeline.

2. After discussion with the mover, sufficient manpower was promised to be

provided for the relocation process to be completed within the allocated

time frame.


3. Freezer truck with adequate dry ice will be provided to maintain stable

temperature when relocating frozen items and freezing equipment.

4. Dangerous packages would be assign to a single vehicle during the

relocation process, with prior notification to the fire services department

that temporary traffic diversion along the tunnel.

5. Student helpers will assist to pack and secure bio chemical

consumables during the schedule move dates.

Follow Up Actions

1) ICMS and mover shall reviewed the Group A equipment list and prepare

a finalized master list including dimensions, weight, moving priority and

schedule by next week.

2) Mover shall provide guidelines for guiding student helpers on handling

and packing of bio chemical consumables



Site Observation on freezers and lab equipment




Site Observation on bio chemical consumables




Site Observation of ICMS Storage Area




Analysis on Loading Works


Old Campus

Vehicle Area Start Loading End Loading Loading Time (Mins)

MJ 35-40 J Load A 10:20 10:46 26

MJ 35-40 J Load A 14:16 14:35 19

MN 58-55 U Load 10:31 11:25 54

MJ 35-40 U Load 14:10 15:21 71

Sample Format on quantifying contractor loading performance

Loading Efficiency = Total Loading Time / Volume of Load

Note: The loading efficiency is on account that no packages is damaged or

lost during the process



Analysis on Transportation


Travelling

Vehicle Start Travelling End Travelling Total Time (Mins)

MJ 35-40 10:47 11:14 27

MN 58-55 11:26 11:44 18

MN 58-55 15:42 15:46 14

Sample Format on quantifying contractor transport performance

Transport Efficiency = Total Transport Time / Volume of Load

Note: The transport efficiency is on account that no packages is damaged or

lost during the process.



Analysis on Unloading Works


New Campus

Vehicle Area Start Unloading End Unloading Unloading Time (Mins)

MJ 35-40 N6-GF 11:55 12:17 22

MN 58-55 E11-GF 12:05 12:34 29

MJ 35-40 N6-4 15:48 16:45 57

Sample Format on quantifying contractor unloading performance

Unloading Efficiency = Total Unloading Time / Volume of Load

Note: The Unloading efficiency is on account that no packages is damaged

or lost during the process



17th to 20th Jun 2014




Relocations works on 17th Jun 2014

Time : 0900 – 1500

Location : Honor’s College (HC) Office at Loading Area J to Faculty of Health

Sciences [E12 of new campus]

Departments Involved : HC


1) Passenger lift was used for relocation at old campus. Signage at lift entrance

was put up to inform building occupants of on-going works.

2) Boxes are arranged in order and pre-wrapped, prior to transportation, to

prevent any damages incur during the moving process.


4) Contractors moving methodology is carried out properly although no protective

gear was used by movers

5) Boxes’ destinations are appropriately labelled on the agreed form.

6) Flooring protection were set up at the new campus to protect against

mechanical damages. However, insufficient protective cover was provided.

Observation for Relocation works from 26th to 27th May 2014 Observation for Relocation works from 17th to 20th May 2014

Student Helper putting up Relocation Signage.

Insufficient protective cover laid for unloading.



UM Readiness:

1) Insufficient relocation notice set up along the roads of the old campus to inform

motorists of on-going works. Car were turning into the loading area rather quickly

with little notice to student helpers and movers.



1) WhatsApp group channel is set up to facilitate communication among student

helpers and relocation team. Communication seems active and effective.

Recommendations

1) Put up more signage along the roads going towards loading areas to inform

motorists to approach cautiously due to on-going works. This is for the safety of

both movers and student helpers.

2) Although experienced movers have been utilized for the works, it would be good if

movers can use personal protective equipment (e.g. safety shoes & gloves) to

prevent unexpected injuries.

3) Students should alert RCC personnel in the event damage to building is observed.


Live traffic within same area during relocation.

Student helpers checking number of boxes moved.


Relocations works on 17th Jun 2014 - Loading & moving process at old campus


Loading Area is barricaded and unobstructed.

Mover risk injury by moving items while wearing slippers.

Items are bounded with polystyrene film prior loading. Loading into the covered truck .


Relocations works on 17th Jun 2014 - Unloading at new campus

Temporary storage for items prior to moving to destination.

Protective cover used for part of transportation route.

Protective cover not used for vinyl flooring area. No visible scratches observed during observation.

Student helpers checking boxes moved.




Time : 9.00 – 13.30

Location : Loading Area IM

Department: English Language Centre

Observations

1) As the external road is narrow and floor is uneven, a smaller truck was

required to enter the motorbike parking area to receive the items.

2) Limited space for truck to maneuver to the its loading spot. Nonetheless,

experienced driver was engaged to complete this task.

3) Student using mover’s ramp during relocation which poses a safety

hazard to student, especially since space is a limited.

4) Items are wrapped in the building before loading onto the truck due to

space constraints.

5) Lashing was used to secure the items in preparation for journey to new

campus since the truck is uncovered.

6) This loading point will not be used again.

7) Protective cover for flooring used at new campus during relocation.

Entry Point


Narrow path to loading area



UM Readiness:

1) Mobile Team was ready and available to ensure that there are no vehicles

to obstruct the transport truck’s path.

2) Safety cones with reminder attached to inform motorist of ongoing

relocation works and prevent obstruction to entry points.


1) Communication via Whatsapp seems active and effective.

Recommendations

1) Student or other building occupants should ensure that they are not in the

way of the movers’ route, especially at ramps. This is because the loads are

often heavy and travel along ramps at fast speed so trained personnel are

required to manage its travelling speed. Hence, UM personnel should be

aware of the risk of collision during moving works. This could be achieved by

putting up caution signage near loading areas. If possible, signage should

advise on the nearest alternative entrances.


Truck moving out of loading area.

Exhaust hood act as a minor obstruction for movers




Student using mover’s ramp. Risk of collision identified.

Movers supporting the heavy load to prevent fast acceleration down the ramp.

Items are bounded with polystyrene film and packed tightly prior loading. Lashing in progress.




Protective cover used for transportation route. Temporary storage for items prior to moving to destination.

Unpacking and relocation in progress. Moved items locked and stored at the destination.



Time : 9.00 – 15.00

Location : Loading Area L

Department: Library

Observations

1) 2-3 trucks to serve Library relocation works over a period.

2) Boxes are being tracked using barcode scanning technology.

3) External road is narrow which poses much challenges for parking

for truck. Thus, experienced driver was engaged for this task.

4) Moving of items onto truck is rather efficient as moving works is

completed within 20min. This is to prevent obstruction at the car

park entrance which is still receiving cars. When the entrance is

obstructed by mover’s truck, cars will wait until the entrance is clear.

5) No protective board (i.e. plywood or cardboard) installed to protect

passenger lift internal surfaces from collision.

6) Shelving works for library books at Level 2 has paused for a short

period of time as building contractor needs to repaint the walls of

the area.


Unique barcode for identification & tracking purposes. Decoder (Right)

No protective boards for interior lift surface Entrance to Loading Area



UM Readiness:

1) Mobile Team was ready and available to ensure that there are no vehicles to

obstruct the transport truck’s path.

2) Safety cones with reminder attached to inform motorist of ongoing relocation

works and prevent obstruction to entry points.



Recommendations

1) Place warning signs at car park entry/exit points to inform motorists of ongoing

relocation works. As movers will also be using car park circulation roads to

move items from library to the loading area, it is important that motorists keep a

look out for them to prevent property damages and accidents.

2) Install plywood panels to interior of cargo lift to protect against any possible

collision with movers’ trolleys.


2 nos. trucks for relocation of Library items.

Library item loading point.




Loading Area in Library Car Park

Transport truck moving out on external road. Loading of items in progress.

Temporary Storage for Boxes




Unloading at Library Back Entrance.

Protective cover at cargo lift entrance.

Area in preparation of painting works. Unpacking and shelving works in progress.

Protective cover at carpeted surfaces

Afternote: Some columns painted 2 days later



Time : 9.00 – 15.00

Location : Loading Area R to E21 (Humanities and Social Science Building)

Department: Faculty of Arts and Humanities

Observations

1) Broad relocation schedule placed at cargo lift entrance to inform people of works.

2) Due to space constraints, loading of item has to take place on a steep external

road which also serves live traffic. It was observed that when moving heavy load,

the movers may encroach into the lane that is serving live traffic. Vehicles parked

near loading area also obstructs motorists’ visions of ongoing works.

3) Protective cover laid on hard floor surfaces.

4) No protective board (i.e. plywood or cardboards) installed to protect passenger lift

surfaces from possible collision.

5) Building contractor was unable to clear premises in time to facilitate moving works.

6) Student was helping with the moving of items without wearing the appropriate

attire (i.e. minimally covered shoes should be worn). Moreover, movers should be

the only party moving the items as they are responsible for the condition of

relocated items.


Vehicles parked near loading area obstruct motorists’ vision of ongoing relocation works.

Incoming traffic on this lane

Obstruction of Relocation Unloading Area.

Building Contractor’s Items



UM Readiness:

1) Mobile Team was ready and available to ensure that there are no parked vehicles to

obstruct the transport truck’s path.



Recommendations

1) Place warning signs along external road of old campus to inform motorists of ongoing

relocation works to raise awareness.

2) Building contractor should be aware of upcoming relocation works and clear the premise

before arrival of goods.

3) Empower student helpers / relocation personnel onsite to inform building contractor of

relocation works and request them to clear the premise for a period of time.

4) Enforce that only authorized personnel by RCC should be involved in the moving of

items.

5) Place protective boards (i.e. plywood or cardboards) to protect lift surfaces from

possible collisions.


a) Student helping with moving of items b) Protective floor over laid

Lift surface not protected




Loading Area R Temporary Storage for Boxes

Transport truck moving out on external road. Loading of items in progress.

Steep and uneven ground (Obs. #4)




Moving of items to Level 2.

Temporary Storage for unloaded items.

Loading of items on wooden trolley.

Items moved to department staff’s office. Overview of Level 1 Moving Area.



Time : 0900 – 1100 [ Loading of items at Old Campus]

Location : Loading Area L

Department Involved: FAH

Observations:

1) Passenger lift was used for relocation at old campus. Signage at lift

entrance was put up to inform building occupants of on-going works.

2) Movers have to cross the road to reach loading area to unload items onto

the wooden pallets and vice versa.

3) Boxes are arranged in order and pre-wrapped, prior to transportation, to

prevent any damages incur during the moving process.

4) Enclosed trucks are used as moving vehicle.

5) Contractors moving methodology is carried out properly although no

protective gear was used by movers

6) Boxes’ destinations are appropriately labelled on the agreed form.

7) Minor disruption caused by intermittent rain.

Observation for Relocation works from 26th to 27th May 2014 Observation for Relocation works from 17th to 20th May 2014

Mover crossing the road to unload items.

Mover crossing the road to receive items.



UM Readiness:

1) Insufficient relocation notice set up along the roads of the old campus to inform

motorists of on-going works further up the road. Car were turning into the

loading area rather quickly.


1) WhatsApp group channel is set up to facilitate communication among student

helpers and relocation team. Communication seems active and effective.

Recommendations

1) Put up more signage along the roads going towards loading areas to inform

motorists to approach cautiously due to on-going works. This is for the safety of

both movers and student helpers.

2) Although experienced movers have been utilized for the works, it would be good

if movers can use personal protective equipment (e.g. safety shoes & gloves) to

prevent unexpected injuries.


Access Road to Loading Area L.

Shelter from weather for items.



Risk Assessment for Loading Areas

Loading Area L

Loading Area LT

Loading Area B Loading Area R

Loading Area U

Loading Area SQ-B

Library Car Park

Concern

Loading area is close or directly on the roads which are serving live traffic which is a safety risk for student helpers and movers. Roads are also narrow and poses challenge for drivers to maneuver properly. Moreover, roads also serve members of public and waste collection trucks who may not be informed about relocation.

Recommendation

Put up signage along the major roads appropriately to inform motorists of ongoing relocation works.

Relocation Works in Progress

LOOK OUT FOR MOVERS AND CARGO

TRUCKS

LOADING AREAS HIGHLIGHTED




Concern

1) Wooden pallet should be stored in dry and sheltered areas to minimize exposure to weather as it may affect its working condition.

2) Sharp edges of step which is rather close to the ramp may cause injury to movers as well as the items being moved.

Recommendation

1) Relocate wooden pallet to a room inside the nearby buildings for storage.

2) Cover the sharp edges with cardboard. It would be good if bright yellow/red tape is used as a visual warning to movers.

LOADING AREA B

Ramp serving Loading Area B

Step with sharp edges at Loading Area B




Advice

Contractor may be required to provide protective cover for the hard surface flooring at the Admin Block to prevent scratches. Alternative entrance will also have to be provided to building occupants as the access path to entrance is narrow and should be fully utilized for loading works.

LOADING AREA A




Advice

a) As the loading area is close to the other housing properties, it would be good to inform and communicate with these home owners of the ongoing relocation works to prevent unnecessary complaints. This can come in a form of notices placed at the entrance of the premise.

LOADING AREA E

Loading Area E (Behind East Asia Building)



Summary of Points for UM’s Consideration

• Advice movers to wear safety shoes and gloves to prevent unnecessary injuries.

• Advice students to leave moving works to trained personnel to prevent injuries and damages to properties.

• Advice students to look out for movers during relocation to prevent risk of collisions. If possible, signage can be placed

at the entrance of loading and unloading areas to advice building occupants of alternative access points they can use.

• Building contractor should be informed of the relocation schedules so they can clear the premises accordingly. Student

helpers should also be empowered to inform building contractors politely if they need them to clear the premises.

• Student helpers can help RCC to do a quick pre-relocation and post-relocation check at the new campus to pick out

possible damages to the premise due to moving works.

• Put up protective panels (i.e. plywood or cardboards) to protect lift surfaces for lifts used for relocation works, as

defects may affect handover processes.

• Put up signage along major roads to inform motorists of ongoing relocation works to raise awareness.

• Store wooden pallets in sheltered places to keep them in good working condition.

• Cover sharp edges of the steps near Loading Area B to prevent possible injuries to movers.

• Inform public resident regarding relocation of East Asia Block to prevent unnecessary complaints




Way Forward

• Closing inspection for all areas affected by relocation to be conducted to better understand effectiveness of the consultancy and provide feedback. Closing report to be prepared and presented before 25.08.14.

• Next trip to Macau by CPG shall be from 4-6 Aug to support relocation of statues, except for

Tripod in Library. • CPG’s partner, Teem (represented by Herman Poon) to follow up on the relocation works,

especially for moving of statues. UM RCC Personnel shall share the schedule for moving of statues.




10th to 14th Jul 2014

Observation for Relocation works from 10th to 14th Jul 2014



Relocations works on 10th Jul 2014

Time : 0900 – 1700

Location : Research Building, R Loading Bay

Departments Involved : FSS & ICMS



damages.






6) One cargo and two passenger lifts were used for relocation works at old

campus




UM Readiness:






relocation team.

Recommendations


the old campus.

2) Put up signage to warn drivers of ongoing works to prevent accidents

3) Inform students to leave unloading works to professional movers to prevent any accidents.




Loading at old campus

Unloading at New Campus








Time : 0900 – 1700

Location : FSS, ICMS, FST

Observations for Jet Global Logistic & World Frieght:

1) Flooring protection were set up at the new campus to protect mechanical damages.

2) Boxes are arranged in order and pre-wrapped to prevent any damages incur during the

moving process.




6) One cargo and two passenger lifts were used for relocation works at old campus

7) Due to heavy rain in the morning, relocation progress was slowed down slightly.

8) Movers became familiar with the risk of moving items to Loading Area R and has added

1 more staff to support moving cargoes when compared to our observation in Jun 14.




UM Readiness:






relocation team.

Recommendations


the old campus.


3) No all floor area in the new campus was protected by plywood. UMAC may need to conduct pre

and post relocation checks.








Unloading at new campus (E21)




Time : 0900 – 1700

Location : FSS (Loading Area J was used as Cargo Lift at Research Block was down)




moving process.








UM Readiness:






relocation team.

2) UMAC has managed to recruit sufficient student helpers for July 2014.

Recommendations

1) Relocation efficiency can be enhanced by allocating moving pellets at loading bay of old campus.


3) No all floor area in the new campus was protected by plywood. UMAC may need to conduct pre

and post relocation checks.












Time : 0900 – 1700

Location : FSS (to E21), ICMS (to N22), FST (to E11)

Observations for Jet Global Logistic & World Freight:



moving process.





7) There were 3 security guards on site to control the traffic during loading in old campus.

8) Movers became familiar with the risk of moving items to Loading Area R and has added

1 more staff to support moving cargoes when compared to our observation in Jun 14.




UM Readiness:

1) Insufficient relocation notice allocated in old campus to direct traffic away from the loading

bay.





relocation team.


Recommendations

1) Relocation efficiency can be enhanced by allocating pellets at loading bay of old campus.


3) No all floor area in the new campus was protected by plywood. UMAC may need to

conduct pre and post relocation checks.









Unloading at new campus (E21)



Observation for Relocation works from 15th,

16th, 24th and 25th Jul 2014





Time : 0900 – 1700


Departments Involved : FSS & ICMS



damages.





5) One cargo was used for relocation works at old campus.

6) Passenger lifts were used for relocation of items at new campus




UM Readiness:

1) Insufficient relocation notice allocated in old campus to direct traffic away from the

loading bay.



4) Contractor has added 1 additional manpower to better support the movement of

items from loading area to the truck.

5) Security guards were appointed as a safety measure to ensure safety of movers.


1) WhatsApp group channel is set up to facilitate communication among student helpers

and relocation team.

Recommendations


2) Put up protective boards at lift to prevent possible collisions with the lift surfaces.





Unloading at New Campus








Time : 0900 – 1700

Location : RTO, R&DAO, at T Block, J Loading Area




moving process.

3) Contractors moving methodology is carried out properly and enclosed truck was used

for relocation.

4) Relocation works taking place beside live traffic.


6) One cargo was used for relocation works at old campus.

7) Passenger lift was used for relocation of items at new campus

8) Security personnel appears to be more active in assisting the movers to ensure safety

of relocation operations.




UM Readiness:






relocation team.

Recommendations


the old campus.









Relocations works on 16th Jul 2014 - Unloading at new campus (N6)




Time : 0900 – 1700

Location : UCO, IAO, GRS (Loading Area T), FST (Loading Area R)




moving process.




6) One cargo lift was used for moving of items at Block R and one passenger lift was used

for moving of items at Block T.

7) Security personnel appears to be more active in assisting the movers to ensure safety

of relocation operations.




UM Readiness:


loading bay.







Recommendations

1) Relocation efficiency can be enhanced by allocating moving pellets at loading bay of

old campus.










Time : 0900 – 1700

Location : FLL & FST (Loading Area J), SRS Dorm

Observations for Jet Global Logistic (for FLL) & World Freight (for FST):



moving process.




6) One cargo and two passenger lifts were used for relocation works at old campus.

7) Observed 2 security guards deploying to control the traffic during loading in old campus.




UM Readiness:

1) Insufficient relocation notice allocated in old campus to direct traffic away from the loading

bay.





relocation team.


Recommendations

1) Relocation efficiency can be enhanced by allocating pellets at loading bay of old campus.












Observation for Relocation works for

30th & 31st Jul 2014

Observation for Relocation works from 30th & 31st Jul 2014




Time : 0900 – 1700

Location : Jubilee Building, J Loading Bay

Departments Involved : ICTO (moved by Jet Global to E5)

FST, ICMS, EAC (Moved by WFR to E11,N22,W13 resp.)


1) Flooring protection were set up at the new campus to protect against mechanical

damages.

2) Boxes are arranged in order and pre-wrapped to prevent any damages incur during

the moving process.



5) One passenger lift was used for relocation works at old campus.

6) Used two passenger lifts and one cargo lift were used for relocation of items at new

campus ,E5.




UM Readiness:


loading bay.



4) UM has insurance protection on ICT equipment as well as the properties





2) Sufficient student helpers were deployed to help with relocation.

Recommendations







Observation for Relocation works from 30th to 31st Jul 2014




Observation for Relocation works from 30th to 31st Jul 2014


Relocations works on 31st Jul 2014

Time : 0900 – 1700


Departments Involved : ICTO and CMO (moved by Jet Global to E5)

FST and EAC (Moved by WFR to E11 and W13 resp.)


1) Flooring protection were set up at the new campus to protect against mechanical

damages.

2) Boxes are arranged in order and pre-wrapped to prevent any damages incur during

the moving process.



5) One cargo lift was used for relocation works at old campus.

6) Used one passenger lift and one cargo lift were used for relocation of items at new

campus ,E5.




UM Readiness:


loading bay.







2) Sufficient student helpers were deployed to help with relocation.

Recommendations










26th to 28th Aug 2014



Relocations works on 26th - 29th Aug 2014

Time : 0900 – 1500

Location: Outside Tai Fung Building


1) Use of steel scaffoldings as work platforms for removal of school emblem. The

components of the scaffold were secured for additional stability. 2 nos. workers

were positioned on the roof to support the 1 to 2 nos. worker on the scaffold.

Ropes were used to lower dismantled parts to the ground, with no personnel

available to receive the lowered items.

2) All parts of the emblem would be stored for future use.

3) Established restricted work area by putting up barricades and signage to warn

the public from entering the space right under emblem removal operations.

4) Worker was provided with basic harness as a fall prevention measure.

However, there was considerable room for improvement with regards to fall

prevention measures.

5) 2 nos. RCC personnel were present at all times to supervise the works.

6) In general, the required works is rather weather sensitive as the afternoon heat

and rainy weather would cause the work to be unsafe. Therefore, the works

generally take place in the morning.

Observation for Relocation works from 26th to 27th May 2014 Observation for Relocation works from 26th to 28th Aug 2014


Relocations works on 26th – 29th Aug 2014 [Removal of School Emblem]

Observation for Relocation works from 26th to 28th Aug 2014


Relocations works on 27th Aug 2014

Time : 8.30 – 18.15

Location : Block J [Relocation of Confucius Statue]

Observations

1) Mover provided the following equipment for the relocation of Confucius Statue:

• 2 nos. T-Frames and 3 ton pulley

• Scaffolds

• 18 ton boom truck [for hoisting of statue to moving truck]

• 7.75 ton boom truck [for transporting statue to new campus]

• Sledge hammers [for demolition of brick base]

• Moving boards

• Cardboards [to protect statue from possible damage]

2) Movers had ensured proper housekeeping by removing all debris after works.

3) Active communication within the relocation team. Supervisor was present to

coordinate the workers and provide additional equipment. RCC personnel were

also present to supervise the relocation works.

4) Security guards supported the relocation works by restricting access into the work

area.

5) Placing of statue at new campus to resume on 1st Sep, after setting of base.



Relocations works on 28th Aug 2014 – Relocation of Confucius Statue

Setting up of T-Frames T-Frames and pulley installed Securing statue before demolition of base

Removal of stone boards Base internal structure Demolition of base structure



Relocations works on 28th Aug 2014 – Relocation of Confucius Statue

Lifting of Statue

Placing of Statue on to 7.7 ton Boom Truck

Unloading of Statue



Relocations works on 28th Aug 2014 – Relocation of Confucius Statue [Housekeeping]

Debris from Demolition of Brick Base Transportation of Debris for Disposal

Removal of T-Frames and Scaffoldings from site.

Dismantlement of T-Frames

Site after clearance of debris & large equipment



Relocations works on 28th Aug 2014 – Relocation of Confucius Statue [Preparation of Base at New Campus]

The relocated statue was stored temporarily at the compound between E3 and E4 as the term contractor was in the midst of preparing the base, which would require at least 3 days to set. The lifting of statue onto its new base was fixed on 1st September 2014, 10pm.


Base area to be prepared Relocated statue at new campus Setting of concrete base

Setting of reinforcing mesh Concealing mesh for settling of base Setting of Confucius Statue onto base


Relocations works on 27th Aug – 28th Aug 2014

Time : 9.00 – 17.15

Location : Admin Building [Relocation of Graduate Statue]

Observations

1) Due to the poor weather and lack of proper equipment, works to relocate the graduate

statue stopped earlier than expected on 27th Aug 14.

2) On 28th Aug 14, the movers were equipped with 2 nos. handheld electric drill to

demolish the concrete base in order to remove statue from the old campus. The

process to detach the Graduate Statue from its concrete base took 6 hours.

3) The graduate statue was then hoisted by a crane truck and transported to new

campus.

4) The movers were provided with hard hats, face masks and gloves for the works which

is an improvement from the previous days.

5) Term contractor was on site to ensure alignment of the statue before the movers lower

the statue.

6) RCC personnel were present at site to ensure proper positioning of the statue.




Drilling of base Drilling of base with electric drill Drilling of base with electric drill

Boom truck packed at Admin Block

Securing the statue Hoisting of statue



Laying down of statue for more stability Hoisting of statue horizontally Hoisting of statue horizontally

Lowering of statue onto boom truck

Positioning of statue on boom truck Boom truck sending statue to new campus



Preparation of concrete mortar for setting of statue position Hoisting of statue

Setting position of statue Removal of ropes after setting of statue

Final Position of statue


APPENDIX 10 – RCC RELOCATION STATUS REPORT