Materials Management Moves Guide

This guide has been created to inform PSU employees about the roles, responsibilities, and processes of employees moving to different locations. This guide focuses on multi-office moves. For the most up-to-date version of this document please check this link.

 

1. Move Types

A. Capital Project Moves

B. Furniture Moves

C. Multi-Office Moves

2. Multi Office Move Process

A. Initiating a Move

B. MMS Responsibilities

C. Department Responsibilities (Pre-Move Tasks)

i. Consolidation of Items

ii. Preparation of Furniture and Equipment

iii. Packing

iv. Labeling

v. Office/Furniture Plans

vi. Signage

vii. Keys and ID cards

D. Department Responsibilities (Post-Move Tasks)

i. Surplus Items

ii. Keys and Access Control

3. Department Pre/Post Move Checklist

4. Information for Departments to Share Internally

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Move Types

Capital Project Moves

Moves associated with large projects are managed by a project manager in Capital Projects and Construction (CPC). 

Furniture Moves

Moves solely related to the movement of furniture can be initiated by submitting a Work Order using AiM (the Facilities Management system). To ensure that a move runs smoothly, Materials Management Services (MMS) recommends that a department submit a Work Order and the Move Request Form at least 1 week before they would like furniture to be moved.  Moving expenses are the responsibility of the department and are charged at the labor rate of $28 per hour for student labor and $36 per hour for classified labor. 

Multi-Office Moves

Moves involve the coordination of many individuals and resources. To ensure that a multi-office move project runs smoothly, MMS recommends that a department submit a Work Order and the Move Request Form at least 1 week before they would like to move. Moving expenses are the responsibility of the department and are charged at the labor rate of $28 per hour for student labor and $36 per hour for classified labor. 

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Multi Office Move Process

Initiating a Move:

1. The department submits a Work Order using AiM (the Facilities Management system) to MMS.
2. After receipt of the Work Order, MMS will schedule an initial phone or in-person meeting to review the project scope with the department.
3. With approval from the department, MMS will schedule a date for the move.
4. If required by the department, MMS will provide a cost estimate. 

MMS Responsibilities: 

1. MMS re-confirms the move date and process for the move with the department.
2. MMS manages the move.
3. Post-move, MMS will follow-up with department to take care of any final needs.

Department Responsibilities: Pre-Move Tasks

Consolidation of Items

• Purge unneeded items: At least two weeks in advance of the move date, contact the Waste Management Coordinator at recycles@pdx.edu to request two collection containers: one for extra recycling and the other to collect unwanted but usable office supplies, books, etc. Unwanted office supplies will be routed to The ReUse Room. For larger furniture items, contact Surplus for pick up.  
• Use existing inventory of supplies before purchasing new supplies. Don’t forget to check the Reuse Room and the Surplus Inventory list.

Preparation of Furniture and Equipment 

Current Furniture:

• All desks and bookcases must be emptied.
• MMS will determine whether file cabinets will need to be emptied.
• All lockable items should be locked, and the keys should remain with the primary user of the item.
• Fridges, freezers, microwaves and other white goods should be emptied.
• If items that need to be moved are anchored to the building structure, inform the MMS Move Coordinator who will work with FPM or CPC so that the work is completed as part of the move. 

Technology Equipment:

• Disconnect all office equipment - computer equipment, printers, copiers, faxes etc.
• Wrap up cords and/or wires using ties, string, or rubber bands.
• For interdepartmental moves, MMS can move IT equipment. Contact the OIT Helpdesk or your department’s IT coordinator (whichever is appropriate for your department) to request that the equipment is installed at the new location the same day as the move.
• Contact the OIT Helpdesk to submit a request to move and rename your printer, if needed. 
• MMS will collect surplus computer equipment and work with OIT to determine whether it can be re-used. 
• Items on service agreements including photocopiers and water coolers are not moved by MMS. Contact your service provider to arrange the movement of these items.
• Moving of data and phone lines is handled exclusively by the department’s Telecom Coordinator. Important note: It can take up to 15 business days for a request to be processed and new phone and data lines to be activated. Telecom recommends that the Telecom Coordinator submit a request in their work order system, TAOS, as early in the move process as possible to ensure they have resources available for move and data activation on the scheduled move date.  

Records:

• Review files and records and determine if records have met the required retention period and can be archived, recycled or discarded.

Items of Significant Value:

• Items of significant value may warrant a need to be moved by a specialist moving company or require additional insurance.  Contact Risk Management for advice.

New Furniture:

• Departments are encouraged to use surplus furniture, however, if the department plans on procuring new furniture as part of the move, the Campus Furniture Standards must be used.
• If new furniture will be purchased,, this must be discussed with MMS so that the appropriate changes are incorporated in the scope of work. 
• Additional expenses will be incurred for furniture that needs to be assembled. 

Furniture over 5’9”, Whiteboards, Sit-Stand Desks, Keyboard Trays and Partitions:

• If the department plans to move or purchase tall furniture, whiteboards, sit-stand desks, keyboard trays, and partitions, this must be discussed with MMS so that the appropriate changes are incorporated in the scope of work. Additional expenses will be incurred for installing these items. Note: All furniture over 5’9” must be secured to the wall to meet building codes and seismic preparedness. Any changes are to be made by CPC carpenters. 

Hazardous Materials:

• If the department intends to move hazardous materials or becomes aware of any hazardous materials while preparing for the move, contact Environmental Health & Safety immediately.

Packing

• Boxes, labels, and bags are available from MMS at cost. If used boxes are available they will be offered at no charge by MMS.
• Ensure adequate packing materials are used to protect delicate and fragile items. Check with recycles@pdx.edu for possible used packing material that can be re-used. Otherwise, packing materials such as bubble wrap can be procured from MMS at cost.
• Boxes must not weigh more than 30lbs. 
• Boxes or items that need special handling must be clearly marked.
• It is recommended that personal property be packed and moved by the owner (e.g. artwork, figurines, plants). MMS takes no responsibility for any loss or damage incurred to personal property during a move.

Labelling

All items must be labeled and include the following information:

• Name of the user
• Department name
• Phone number
• Location to be moved (building name and suite/office number)

Office/Furniture Plans

• Departments are responsible for creating individual office furniture plans and layouts.  They should be created from building floorplans  and show the new location of desks and office furniture, location of data/phone jacks and outlets and where computers and other peripherals should be placed. Plans can be hand drawn, but each room should be on its own sheet of letter-sized paper and be drawn to a rough scale. 
• Optional: Contact the Campus Planning Office for assistance with creating an optimized design and layout for offices and spaces and identifying any possible accessibility concerns.
• Before being finalized, plans should be reviewed by MMS to verify scale of final plans. Plans should be posted by the department on office/suite doors that are being moved into the day prior to the move.

Signage

• Department will submit requests to Facilities and Property Management (FPM) to update building directories, floorplans and signage.

Keys and ID Cards

• Requests for new keys should be submitted to Facilities and Property Management using a Key Request Form. Note that it can take up to 10 business days to receive a new key.
•  ID Card access requests should be submitted to Campus Public Safety using an Access Request Form.

Department Responsibilities: Post-Move Tasks

Surplus Items

• After the move, contact recycles@pdx.edu to arrange for the pickup of recycling. Contact Surplus  if you have larger unwanted furniture or equipment.

Keys and Access Control

Keys that are no longer needed should be returned to Facilities and Property Management.

Department Pre/Post Move Checklist 

The following items are the responsibility of the department:

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Information for Departments to Share Internally

Listed below are communications prompts for departments to share with their employees before the move takes place:

• Move dates
• How to dispose of items you no longer want
• How, what, and when to pack
• When computer and phones will be moved
• What you should move yourself
• Online information you need to update yourself

• New address
• The date when regular business operations will resume
• How to access the new office space