Renovation / Relocation
Checklist
Purpose: To inform User Groups involved in a renovation
and/or relocation of the steps required. If you have questions regarding
this checklist please contact Facilities planning at (706) 721- 2691.
1. User Department
Responsibility: Consults with Facilities Planning for
Renovation projects (Facilities Planning does not work within MCG Health Inc.) to determine appropriate action to be taken.
Procedure: User prepares one of the following: 1)
Inter-Departmental Request (IDR) Form MC-492; 2) Physical Plant Form MC-527;
3) Renovation/Cost Estimate Request Form. Request for Moving Services (rev.11/17/97)
Responsibility: In the case of relocations, fill out and
submit the Web Form, "Relocation Notice" This form should be submitted as soon as possible once a relocation is
planned.
2. Facilities Planning
Responsibility: Prepares documents for all renovations,
coordinates construction and maintains Facilities Inventory.
Procedure: User notifies Facilities Planning of all
relocations so as to maintain current Facilities Inventory.
3. Physical Plant/Work Management Center
Responsibility: Coordinates and executes items not requiring a
renovation (i.e., keys, locks, signage, maintenance, etc.)
Procedure: User prepares Physical Plant IDR Form MC-527 and
submits IDR to Building Coordinator for processing.
NOTE: Submit IDR for locks
a minimum of 16 weeks in advance, and for signage a minimum of 6 weeks in
advance.
4. ITD/Telecommunications
Responsibility: Assists in planning and installing telephone
and communication system(s).
Procedure: User determines its needs with the
assistance of Telecommunications. Telecommunications prepares a written
recommendation when needed. User prepares
Telephone Work Order Request
Form.
NOTE: Submit Telephone Work Order Request for small moves (1-7
lines with up to 8 telephones) a minimum of 2-4 weeks in advance, and larger
moves a minimum of 4-6 weeks in advance.
5. ITD/Information Systems Processing
Responsibility: Coordinates all computer acquisitions and
installation.
Procedure: User coordinates with Computer Services early in
the planning process (at least 4 weeks notice) to assure proper coordination
of existing and/or new computer equipment. User submits IDR Form MC-492 for
installation of cabling and/or computers.
6. Supply Administration/Purchasing
Responsibility: Coordinates the acquisition of all new
furniture and equipment.
Procedure: User submits a Departmental Request.
7. Supply Administration/Asset Management/Moving Services
Responsibility: Coordinates the relocation of all loose
furniture and equipment.
Procedure: User submits a request for moving services to Asset
Management to relocate furniture and equipment.
NOTE: All moves are taken on a
first come first serve basis. Submit requests for small moves (1-3 offices) a
minimum of 48 hours in advance, and larger moves a minimum of 7 days in
advance. It is recommended, however, that requests be made a minimum of 2-3
weeks in advance. User submits a list of all items to be moved and a copy of
their equipment inventory listing(s) showing the updated changes.
8. Supply Administration/Campus Mail Services
Responsibility: Coordinates all mail services.
Procedure: User notifies Mail Services of the relocation and
the date it will take place. It is suggested that the user show change of
address on all correspondence.
9. Public Safety
Responsibility: Provides for the safety of individuals and
property at MCG. Coordinates the allocation of parking areas.
Procedure: User notifies Public Safety a minimum of 2-3 days
in advance of the relocation and the date it will take place so they can
patrol the old and new locations. User may also need to contact Public Safety
regarding parking.
10. Human Resources
Responsibility: Coordinates processing of Personnel Action
Requests (PAR) to update Personnel Catalogs and Personnel Payroll File
Maintenance System.
Procedure: User submits a change PAR for each individual,
complete PAR block 008 to identify new location and block 010 if office
extension changes.
11. Copy Center
Responsibility: Coordinates the relocation of all photocopiers
with appropriate vendor and Supply Administration.
Procedure: The User should contact the Copy Center 5 working
days in advance to the relocation of the copier.
Proceed
to Relocation Notice Form.
Prepared by Facilities Planning
Revised: October, 2000
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