Appendices

Appendix A. Facility Move Charter Template

The facility move charter defines the mandate. It should be approved before detailed planning and updated only through controlled change management when material assumptions change.

• Project name: State the facility, business unit, or move program name.
• Executive sponsor: Identify the leader accountable for the business outcome, funding, and escalation.
• Move leader: Name the person responsible for day-to-day integration across workstreams.
• Current site or sites: List facilities that will transfer, close, shrink, absorb work, or remain operational.
• New site: Identify the selected location, ownership or lease status, and intended operating role.
• Business rationale: Explain why the move is happening in operating and financial terms.
• Move scenario: Define whether the move is one-to-one, consolidation, absorption, split, shutdown, expansion, or hybrid.
• In-scope activities: List the processes, functions, products, customers, assets, systems, and teams included.
• Out-of-scope activities: List work that will remain, be discontinued, be outsourced, or move elsewhere.
• Critical success measures: Define the few measures that will prove the move succeeded.
• Target milestones: Include design approval, site readiness, equipment move, go-live, stabilization, and old-site exit.
• Major risks: Capture known risks involving customers, equipment, utilities, people, systems, permits, inventory, and cost.
• Governance model: Define steering committee cadence, workstream leads, escalation paths, and decision rights.
• Approval: Capture sponsor, functional leader, finance, quality, safety, HR, IT, operations, and legal signoff where required.
  
  

Appendix B. Facility Move RACI Template

The RACI clarifies who performs work, who owns outcomes, who must be consulted, and who must be kept informed. It should focus on high-consequence activities rather than every minor task.

• Responsible: The person or team doing the work.
• Accountable: The single owner answerable for the outcome or decision.
• Consulted: Stakeholders whose input is required before action.
• Informed: Stakeholders who need visibility after progress or decisions.

Typical RACI activities include charter approval, scope freeze, future-state layout approval, utility readiness, equipment disposition, equipment move release, supplier transition, customer communication, workforce transition, systems cutover, safety readiness, compliance approval, go-live decision, stabilization acceptance, and old-site closeout.

• Activity: Define the decision, deliverable, or work package.
• Accountable owner: Assign one person with authority to own the outcome.
• Responsible contributors: List functions performing the work.
• Consulted stakeholders: Identify required input providers.
• Informed stakeholders: Identify people who need updates.
• Decision forum: State whether the item is decided in the workstream, PMO, steering committee, or executive review.
• Evidence required: Define the output, approval, test, report, or signoff that proves completion.
  
  

Appendix C. Current-Site Assessment Checklist

The current-site assessment establishes the operating baseline. It should capture how the site actually works, not only how it is documented.

• Site overview: Document address, facility role, ownership or lease status, affected business units, and operating hours.
• Process inventory: List production, warehouse, office, support, quality, maintenance, safety, and administrative processes.
• Flow maps: Capture material, people, information, vehicle, waste, sample, customer, and exception flows.
• Operating volumes: Document current, peak, seasonal, and forecast volumes by product, customer, process, shift, and channel.
• Layout baseline: Validate drawings, actual space use, staging areas, docks, offices, support rooms, and informal storage.
• Equipment baseline: Identify major assets, location, function, owner, condition, utility needs, and move complexity.
• Utility baseline: Capture power, water, gas, compressed air, HVAC, drainage, network, fire protection, and security systems.
• Compliance baseline: List permits, licenses, certifications, inspections, customer approvals, and closure obligations.
• Constraints: Identify physical, operating, technical, safety, regulatory, landlord, and decommissioning constraints.
• Tribal knowledge: Capture informal routines, workarounds, customer exceptions, supplier habits, and critical knowledge holders.
• Open assumptions: Assign owners and due dates for unresolved facts that affect future-state design or move planning.
  
  

Appendix D. New-Site Readiness Checklist

The new-site readiness checklist tests whether the selected site can support the future operation safely, legally, technically, and practically.

• Physical fact base: Validate usable square footage, layout, ceiling heights, floor loading, column spacing, doors, and expansion areas.
• Access: Assess employee, visitor, supplier, carrier, customer, contractor, and emergency access.
• Docks and yard: Confirm dock count, yard depth, trailer parking, turning radius, live-load rules, and security procedures.
• Storage: Confirm racking potential, staging, quarantine, returns, spare parts, records, hazardous materials, and temperature-controlled storage.
• Utilities: Assess power, water, gas, compressed air, HVAC, drainage, fire protection, network, telecom, and security.
• Specialized capabilities: Confirm requirements for clean rooms, cold storage, labs, controlled environments, secure rooms, and hazardous materials.
• Permits and zoning: Validate permitted use, inspections, application status, restrictions, and approval timelines.
• Landlord obligations: Confirm approval rights, contractor rules, utility responsibilities, signage, insurance, and restoration requirements.
• Safety readiness: Confirm exits, emergency routes, fire systems, pedestrian paths, lighting, guarding, and construction interfaces.
• Readiness gaps: Record gaps, owners, costs, lead times, risk impact, and required decision dates.
  
  

Appendix E. Equipment Inventory Template

The equipment inventory should become the controlled record for all major assets affected by the move. It should be physically verified and linked to the integrated move plan.

• Asset ID: Unique identifier used across finance, maintenance, labels, and move planning.
• Asset description: Clear name and functional description of the asset.
• Manufacturer and model: Include serial number, year, vendor contact, and manual location where available.
• Current location: Building, room, line, area, rack, cage, office, or yard location.
• Future location: Planned area, line, room, office, dock, or storage zone at the new site.
• Operating owner: Person accountable for the asset’s business use.
• Condition: Current state, known reliability issues, maintenance history, calibration status, and remaining life.
• Criticality: Impact on safety, quality, production, customer service, compliance, or startup.
• Disposition: Move, replace, refurbish, sell, scrap, leave behind, consume, return, or defer.
• Move requirements: Dimensions, weight, utilities, foundations, rigging, crating, transport, insurance, and storage needs.
• Readiness evidence: Installation signoff, calibration record, commissioning test, validation evidence, or operating approval.
  
  

Appendix F. Utility Requirements Template

The utility requirements template connects operating needs to physical infrastructure. It should be used before contractors are released and updated through commissioning.

• Utility item: Power, water, gas, compressed air, HVAC, drainage, fire protection, network, telecom, exhaust, process gas, or other system.
• Area served: Identify the production line, warehouse zone, lab, office, dock, server room, or support area.
• Operating requirement: State what work the utility supports and why it is required.
• Technical requirement: Define capacity, pressure, voltage, quality, temperature, redundancy, location, or performance standard.
• Current condition: Describe what exists at the selected site today.
• Gap: Identify installation, upgrade, repair, inspection, test, or documentation required.
• Owner: Assign internal owner, contractor, vendor, and approving function.
• Dependencies: Link to layout approval, equipment specifications, permits, landlord approvals, inspections, or utility company work.
• Readiness date: State when the utility must be available for installation, commissioning, occupancy, or go-live.
• Evidence: Capture test results, inspection approvals, commissioning reports, as-built drawings, and operating signoff.
  
  

Appendix G. Certification and Compliance Tracker

The certification and compliance tracker consolidates the approvals required to operate, ship, occupy, store materials, serve customers, and close the old site.

• Requirement: Name the permit, license, inspection, certification, registration, customer approval, landlord approval, or internal signoff.
• Authority: Identify the agency, customer, registrar, landlord, insurer, regulator, or internal function controlling approval.
• Activity enabled: State whether it enables construction, occupancy, material receipt, production, shipping, customer service, or old-site exit.
• Required-by date: Link the approval to the move milestone it controls.
• Evidence package: List drawings, procedures, training records, equipment lists, test results, certificates, or inspection reports required.
• Status: Not started, drafted, submitted, under review, inspected, approved, approved with conditions, rejected, or escalated.
• Owner: Assign accountable owner and supporting functions.
• Risk impact: Explain what happens if approval is delayed or denied.
• Contingency: Define fallback options, limited-scope operation, delayed cutover, old-site extension, or customer-specific workaround.
• Closure evidence: Store approval letter, permit, certificate, inspection report, audit response, or customer confirmation.
  
  

Appendix H. Integrated Move Plan Template

The integrated move plan is the single management view of workstream actions, dependencies, milestones, decisions, risks, budget, and readiness evidence.

• Workstream: Operations, engineering, facilities, IT, HR, supply chain, quality, safety, finance, legal, procurement, or commercial.
• Phase: Assessment, design, procurement, construction, installation, testing, transition, cutover, startup, stabilization, or closeout.
• Activity: Define the specific task or deliverable.
• Outcome: State the operating result the activity must produce.
• Owner: Assign a named person accountable for completion.
• Start and finish dates: Include planned dates and revised forecast dates.
• Dependencies: Identify predecessor tasks, approvals, inspections, deliveries, or decisions.
• Critical path: Mark whether delay affects go-live, customer continuity, old-site exit, or another major milestone.
• Budget link: Connect the item to capital, expense, downtime, redundancy, or contingency cost.
• Readiness evidence: Define the test, approval, document, signoff, or result proving completion.
• Status: Not started, in progress, at risk, blocked, complete, complete with conditions, or retired.
  
  

Appendix I. Risk Register Template

The risk register should be used from mobilization through stabilization. Risks should be written as cause-and-effect statements, not vague topic labels.

• Risk ID: Unique identifier for tracking and reporting.
• Risk statement: Use the format, “If this occurs, then this business consequence may result.”
• Category: Safety, customer, production, inventory, equipment, utilities, IT, quality, regulatory, people, supplier, finance, legal, or construction.
• Likelihood: Rate the probability based on current facts.
• Impact: Rate the consequence for safety, service, compliance, cost, schedule, or reputation.
• Velocity: Indicate how quickly the risk becomes damaging once it occurs.
• Owner: Assign one person accountable for monitoring and mitigation.
• Mitigation: Define preventive actions to reduce likelihood or impact.
• Trigger: State the condition that requires escalation or contingency activation.
• Contingency: Define the fallback action if mitigation fails.
• Status: Open, monitored, mitigated, escalated, materialized, closed, or retired.
  
  

Appendix J. Supplier Communication Template

Supplier communication should be specific, operational, and confirmed for critical suppliers, carriers, and service providers.

• Subject: Facility location change and updated delivery instructions for [Company/Site Name].
• Opening message: Explain that operations are transitioning to a new facility and state the effective date.
• New delivery address: Provide full address, gate, dock, suite, receiving entrance, and site contact.
• Effective date: State last delivery date to the current site and first delivery date to the new site.
• Receiving instructions: Include hours, appointment rules, dock process, security, PPE, documentation, and driver requirements.
• Purchase-order guidance: Explain whether open orders will be updated, reissued, split, or handled through special instructions.
• Labeling and documentation: Confirm packing lists, ASNs, certificates, lot data, bills of lading, or other required documents.
• Transition rules: Describe phased delivery, dual-site delivery, temporary routing, or blackout periods.
• Confirmation request: Ask the supplier or carrier to confirm receipt, update systems, and flag any transition issue.
• Escalation contacts: Provide buyer, receiving, transportation, and move-team contacts.
  
  

Appendix K. Customer Communication Template

Customer communication should make the move clear without creating anxiety. It should state what changes, what remains the same, and what action the customer must take.

• Subject: Facility transition notice and updated shipment or pickup information for [Company/Site Name].
• Opening message: Explain the transition and the customer-relevant reason for the move.
• What is changing: Identify ship-from address, pickup location, documentation, service window, routing, or contact changes.
• What is not changing: Clarify product specifications, account team, ordering process, pricing, service commitments, or contract terms where applicable.
• Effective date: State when shipments, pickups, visits, or documentation will transition.
• Customer action required: Ask the customer to update vendor master data, routing guides, carrier instructions, portals, certificates, or approvals.
• Pickup instructions: Provide gate, hours, appointment process, driver check-in, safety rules, and loading requirements.
• Service continuity: Summarize inventory buffers, transition coverage, temporary service windows, or contingency measures.
• Confirmation request: Request acknowledgement, approval status, carrier notification, or transaction testing where needed.
• Escalation contacts: Provide account, customer service, logistics, and executive escalation contacts.
  
  

Appendix L. Employee Communication Template

Employee communication should be timely, direct, and respectful. The template should be adapted by the audience, including current-site employees, future-site employees, managers, and support functions.

• Message purpose: State whether the communication is announcing the move, explaining role impacts, providing logistics, or updating progress.
• Business rationale: Explain why the move is happening in plain language.
• What is known: Share confirmed facts about site, timeline, affected teams, and next steps.
• What is not yet known: Name open decisions and when updates will be provided.
• Employee impact: Explain relocation, role mapping, retention, severance, hiring, training, schedule, or reporting implications.
• Support available: Provide HR contacts, manager contacts, relocation resources, employee assistance, and question channels.
• Action required: State decisions, forms, meetings, training, packing, move-day logistics, or acknowledgements required from employees.
• Manager guidance: Provide talking points, escalation instructions, FAQs, and limits on what managers should communicate.
• Feedback loop: Explain how employees can ask questions, raise concerns, and receive responses.
• Next update: State when employees should expect the next communication.
  
  

Appendix M. Day-One Readiness Checklist

The day-one readiness checklist confirms whether the new site is ready for the specific operating activity being launched. It should be used before first occupancy, first receipt, first production, first shipment, or first full operating day.

• Approved operating scope: Define exactly what the site is approved to do on day one.
• Safety readiness: Confirm exits, emergency routes, first aid, fire systems, signage, pedestrian paths, and incident reporting.
• People readiness: Confirm staffing, supervisors, training, badges, schedules, PPE, parking, and employee orientation.
• Equipment readiness: Confirm installation, utilities, calibration, commissioning, guarding, maintenance support, and release for intended use.
• Inventory readiness: Confirm storage locations, system visibility, count accuracy, quarantine, labels, and material-handling equipment.
• Systems readiness: Confirm ERP, WMS, TMS, MES, HRIS, finance, CRM, procurement, printers, scanners, and network access.
• Supplier readiness: Confirm delivery instructions, appointment rules, open orders, carrier guidance, and supplier confirmations.
• Customer readiness: Confirm customer notices, ship-from changes, pickup instructions, routing guides, approvals, and escalation contacts.
• Compliance readiness: Confirm permits, inspections, certifications, quality records, controlled documents, and approval evidence.
• Hypercare model: Confirm command center, issue log, functional support, shift coverage, escalation path, and daily review cadence.
• Decision outcome: Record approved, approved with conditions, delayed, or rejected.
  
  

Appendix N. Post-Move Review Template

The post-move review should be conducted after the site has enough operating data to assess startup and stabilization. It should convert experience into improved practice.

• Move summary: Describe sites affected, move scenario, scope, go-live date, and stabilization period reviewed.
• Original objectives: List strategic, operational, financial, customer, compliance, and people objectives from the charter.
• Actual outcome: Summarize what was achieved, what changed, and what remains open.
• Schedule review: Compare planned and actual milestones and identify causes of variance.
• Budget review: Compare capital, expense, downtime, redundancy, and contingency costs to budget.
• Operational review: Assess throughput, productivity, quality, equipment uptime, inventory accuracy, and bottlenecks.
• Customer review: Assess service levels, complaints, missed shipments, pickup issues, chargebacks, and customer feedback.
• People review: Assess retention, hiring, training, morale, absenteeism, turnover, and supervisor readiness.
• Systems review: Assess cutover issues, master data gaps, device performance, reporting, and transaction accuracy.
• Compliance review: Assess permits, certifications, training records, validation, deviations, audits, and old-site closure obligations.
• What worked well: Identify practices, tools, partners, decisions, and leadership behaviors to repeat.
• What did not work well: Identify avoidable rework, delay, cost, risk, confusion, or disruption.
• Lessons learned: Convert observations into specific guidance for future moves.
• Open actions: Assign remaining stabilization, benefit capture, documentation, and continuous-improvement actions to named owners.
• Playbook updates: Identify templates, checklists, governance routines, or standards that should be revised.

The appendices should remain connected to the governance model. Each template becomes valuable only when it is owned, reviewed, updated, and used to support decisions. A move leader should not try to complete every template perfectly before action begins. The practical standard is better: use the right tool at the right moment to make ambiguity visible, assign ownership, and protect the business as the facility moves from plan to operation.