Appendix PDF

APPENDIX1RELOCATIONFRAMEWORK
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 each
faculty &zones
Prepare project costs scenarios Preliminary budget based on EOI fromrelocation
contractors
Establish objectives, scope of works &resources
required for the relocation of each zone / areas
Firmup 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
systemfor 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 requirements
Reference 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 team
Security teamto 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 newcampus to
receive assets
Liaise with representatives fromeach faculty /
function blks to delegate work items accordingly
Site preparation according to relocation timeline &delivery
processes &methods / liaise with taking over committee
Coordination with UM internal units (organize, guide,
monitor &manage relocation operations)
Coordination with external parties (organize, guide, monitor
&manage relocation operations
Reporting on progress of project to command centre /
management
Implementation of helpdesk &response plans to handle
incidents (contingencies)
Reviewoperations &procedures, management
protocols for relocation team
Supervision of relocation companies / contractors
Revieweffectiveness of reporting &response
mechanisms
Status reporting &agendas / improved management plan
Ensure safe &smooth
completion of each relocation
phase
Reviewsite 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
Post-relocation works Return of equipment / items
Post-move checks
Post-relocation review
(processes, operations &
management)
Meetings with key personnel fromoperation units
to update &reviewrelocation 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/ systemfor
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 teamto 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
(FED)
(FED)
(FED)
(FED)
(FED)
(FLL)
(FLL)
(FLL)
3.3 Phase 3 Relocation: Full Relocation
Student Units
SAO
RCs
Sport Complex

Student centre
All U-teams
Academic units and centres
(FSH)
(FSH)
(FSH)
(FSH)
(FSH)
FSH offices and staff + CMS
(FSH)
(FSH)
(FSH)
(FSH)
Library (2nd move)
ELC offices and staff
(ELC)
HC
FBA offices and staff
APAEM
ISCG + BRTC
(FBA)
(FBA)
FED offices and staff
(FED)
(FED)
(FED)
(FED)
FLL offices and staff
(FLL)
(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 TENDERERS 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
Track Record 2 3 3
15%
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
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%
2b
Proposed Approach
3 3 3 30%
2d
Proposal
2 2 2 10%
Sub-total 11.2 11.2 11.2 / 16

3a
Past Experience
Track Record 1 2 2
15%
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
(%) Crowne Victoria Pacific Jet Global
1 PRICE - - - - 45% -
2a
MOVE PLAN
Move Plan 3 3 3
30%
15%
2b
Proposed Approach
3 3 3 9%
2c Vehicles & Equipment 2 2 2
3%
2d Clarification on Tender Proposal 2 2 2
3%
Sub-total 11.2 11.2 11.2 / 16

3a
Past Experience
Track Record 1 3 1
15%
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
(%) Crowne Victoria Pacific Jet Global
1 Price - - - - 45% -
2a
Move Plan
Move Plan 3 3 3
30%
50%
2b
Of Proposed Approach
3 3 3 30%
2d
Proposal
2 2 2 10%
Sub-total 11.2 11.2 11.2 / 16

3a
Past Experience
Track Record 1 3 2
15%
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/
Venue
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/
Venue
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/
Venue
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 Forminclude:
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 details
2
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
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
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 Listto
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.
the details reported by User and
update the record
User/Helper calls Relocation
Coordination Centre to report
un-match case
User
1
confirms the Pack Listto 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 Listto Liaisons and Mover by day-
end of the day before relocation date

Mover arrives at Users 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 Movers
RISKS IMPLICATIONS SOLUTIONS TO PREVENT CONTINGENCY CPG FMComments
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 fromcommand 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 fromcommand 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 informRCC 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/UMcan
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 systemto 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 fromthe 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 fromthe 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 fromeach 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 UMLaboratory 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 informall 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 informall related staff
Scheduled delivery of furniture not
fixed
Delay of move progress 1. Confirmdelivery 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
fromMA/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. UMWG to disperse conflict at scene UMshould 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 fromthe Master Programme.
UMto 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 UMLaboratory staff 3. Usage of spill kit See Above
2. Personal Protection Equipment (PPE) in place for
UMLaboratory 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 fromcommand 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 fromcommand 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
26
th
to 27
th
May 2014
Observation for Relocation works from 26
th
to 27
th
May 2014
Relocations works on 26
th
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
th
to 27
th
May 2014
th
May 2014

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 RCCs 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.

th
to 27
th
May 2014
th
May 2014

Loading & moving process at old campus

th
to 27
th
May 2014
th
May 2014

Unloading at new campus

th
to 27
th
May 2014
th
May 2014

Delivery of packages to allocated location

th
to 27
th
May 2014
th
May 2014

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 1
st
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.
th
to 27
th
May 2014

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
th
May 2014

Site Observation on freezers and lab equipment

th
to 27
th
May 2014
th
May 2014

Site Observation on bio chemical consumables

th
to 27
th
May 2014
th
May 2014

Site Observation of ICMS Storage Area

th
to 27
th
May 2014
th
May 2014

Analysis on Loading Works
th
to 27
th
May 2014
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
th
May 2014

Analysis on Transportation
th
to 27
th
May 2014
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.

th
May 2014

Analysis on Unloading Works

th
to 27
th
May 2014
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
17
th
to 20
th
Jun 2014
th
to 27
th
May 2014
th
Jun 2014

Time : 0900 1500
Location : Honors 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.
th
to 27
th
May 2014 Observation for Relocation works from 17
th
to 20
th
May 2014
Student Helper putting up Relocation Signage.
Insufficient protective cover laid for unloading.
th
Jun 2014

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.
th
to 20
th
May 2014
Live traffic within same area during relocation.
Student helpers checking number of boxes moved.
th
Jun 2014 - Loading & moving process at old campus
th
to 20
th
May 2014
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 .
th
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.
th
to 20
th
May 2014
th
Jun 2014

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 movers 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
th
to 20
th
May 2014
Narrow path to loading area
th
Jun 2014

UM Readiness:

1) Mobile Team was ready and available to ensure that there are no vehicles
to obstruct the transport trucks 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.
th
to 20
th
May 2014
Truck moving out of loading area.
Exhaust hood act as a minor obstruction for movers
th
th
to 20
th
May 2014
Student using movers 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.
th

th
to 20
th
May 2014
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.
th
Jun 2014

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 movers 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.

th
to 20
th
May 2014
Unique barcode for
identification & tracking
purposes. Decoder (Right)
No protective boards for
interior lift surface
Entrance to Loading Area
th
Jun 2014

UM Readiness:

1) Mobile Team was ready and available to ensure that there are no vehicles to
obstruct the transport trucks 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.
th
to 20
th
May 2014
2 nos. trucks for relocation of Library items.
Library item loading point.
th
th
to 20
th
May 2014
Loading Area in Library Car Park
Transport truck moving out on external road. Loading of items in progress.
Temporary Storage for Boxes
th

th
to 20
th
May 2014
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
th
Jun 2014

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.
th
to 20
th
May 2014
Vehicles parked near loading area obstruct
motorists vision of ongoing relocation works.
Incoming traffic
on this lane
Obstruction of Relocation Unloading Area.
Building Contractors Items
th
Jun 2014

UM Readiness:

1) Mobile Team was ready and available to ensure that there are no parked vehicles to
obstruct the transport trucks 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.
th
to 20
th
May 2014
a) Student helping with moving of items
b) Protective floor over laid
Lift surface not
protected
th
th
to 20
th
May 2014
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)
th

th
to 20
th
May 2014
Moving of items to Level 2.
Temporary Storage for
unloaded items.
Loading of items on
wooden trolley.
Items moved to department staffs office.
Overview of Level 1 Moving Area.
th
Jun 2014

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.
th
to 27
th
th
to 20
th
May 2014
Mover crossing the road to unload items.
Mover crossing the road to receive items.
th
Jun 2014

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.
th
to 20
th
May 2014
Access Road to Loading Area L.
Shelter from weather for items.
th
to 20
th
May 2014
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
th
to 20
th
May 2014
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
th
to 20
th
May 2014
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
th
to 20
th
May 2014
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)
th
to 20
th
May 2014
Summary of Points for UMs 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
th
to 20
th
May 2014
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.

CPGs 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.

10
th
to 14
th
Jul 2014
th
to 14
th
Jul 2014
th
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
th
to 14
th
Jul 2014
th
Jul 2014

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.

th
to 14
th
Jul 2014
th
Jul 2014
Loading at old campus

Unloading at New Campus
th
to 14
th
Jul 2014
th
Jul 2014

th
to 14
th
Jul 2014
th
Jul 2014

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.

th
to 14
th
Jul 2014
th
Jul 2014

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.

th
to 14
th
Jul 2014
th
Jul 2014

th
to 14
th
Jul 2014
th
Jul 2014
Unloading at new campus (E21)

th
to 14
th
Jul 2014
th
Jul 2014

Time : 0900 1700
Location : FSS (Loading Area J was used as Cargo Lift at Research Block was down)


moving process.

th
to 14
th
Jul 2014
th
Jul 2014

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.

th
to 14
th
Jul 2014
th
Jul 2014


th
to 14
th
Jul 2014
th
Jul 2014

th
to 14
th
Jul 2014
th
Jul 2014

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.

th
to 14
th
Jul 2014
th
Jul 2014

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.

th
to 14
th
Jul 2014
th
Jul 2014

th
to 14
th
Jul 2014

th
Jul 2014
Unloading at new campus (E21)

th
to 14
th
Jul 2014
th
,
16
th
, 24
th
and 25
th
Jul 2014
th
to 14
th
Jul 2014
th
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
th
to 25
th
Jul 2014
th
Jul 2014

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.

th
to 25
th
Jul 2014
th
Jul 2014

Unloading at New Campus
th
to 25
th
Jul 2014
th
Jul 2014

th
to 25
th
Jul 2014
th
Jul 2014

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.

th
to 25
th
Jul 2014
th
Jul 2014

UM Readiness:


relocation team.

Recommendations
the old campus.

th
to 25
th
Jul 2014
th
Jul 2014

th
to 25
th
Jul 2014
th
Jul 2014 - Unloading at new campus (N6)

th
to 25
th
Jul 2014
th
Jul 2014

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.
th
to 25
th
Jul 2014
th
Jul 2014

UM Readiness:

loading bay.


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

th
to 25
th
Jul 2014
th
Jul 2014

th
to 25
th
Jul 2014
th
Jul 2014

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.

th
to 25
th
Jul 2014
th
Jul 2014

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.

th
to 25
th
Jul 2014
th
Jul 2014

th
to 14
th
Jul 2014
th
Jul 2014

th
to 14
th
Jul 2014
Observation for Relocation works for
30
th
& 31
st
Jul 2014
th
& 31
st
Jul 2014
th
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.
th
& 31
st
Jul 2014
th
Jul 2014

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

th
& 31
st
Jul 2014
th
Jul 2014

th
to 31
st
Jul 2014
th
Jul 2014

th
to 31
st
Jul 2014
st
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.
th
& 31
st
Jul 2014
st
Jul 2014

UM Readiness:

loading bay.

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

Recommendations

th
& 31
st
Jul 2014
st
Jul 2014

th
& 31
st
Jul 2014
26
th
to 28
th
Aug 2014
th
- 29
th
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.
th
to 27
th
th
to 28
th
Aug 2014
th
29
th
Aug 2014 [Removal of School Emblem]
th
to 28
th
Aug 2014
th
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 1
st
Sep, after setting of base.
th
to 28
th
Aug 2014
th
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
th
to 28
th
Aug 2014
th
Aug 2014 Relocation of Confucius Statue
Lifting of Statue
Placing of Statue on to 7.7 ton
Boom Truck
Unloading of Statue

th
to 28
th
Aug 2014
th
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
th
to 28
th
Aug 2014
th
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 1
st

September 2014, 10pm.
th
to 28
th
Aug 2014
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
th
Aug 28
th
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 27
th
Aug 14.

2) On 28
th
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.
th
to 28
th
Aug 2014
th
to 28
th
Aug 2014
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
th
to 28
th
Aug 2014
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
th
to 28
th
Aug 2014
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

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APPENDIX1RELOCATIONFRAMEWORK

PHASE KEY OBJECTIVES STRATEGY DELIVERY APPROACH

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