Case Study 4

Situation:
The Client had approximately 200 moves per month conducted at the Company headquarters. Individual employees coordinated virtually all moves. An individual move, with the time dedicated to the coordination with IT, the furniture vendor, the phone vendor and others required two to three days of time on the employees part-a costly process for the client. Additionally, there was no process in place to ensure that internal policies relating to space size allocation and location were enforced. Cubicle and office space was not designated by a numbering system and there was no centralized database, which defined the location an employee occupied. Without such a directory available, mail and package delivery and other support functions were difficult and inefficient because it required the support person to search the floor to find the employee.

Solution and Result:
The Client determined their needs and implemented the iOffice Connect Space Management module. The process began with a physical inventory of personnel and assets on each floor. The floor plans were loaded into iOffice Connect and each cubicle and office was assigned a number and designated with the current employee information. This provided the basic information to allow the Company to begin using the Move/Add/Change module. By using the Space module and incorporating additional data, such as phone and data jack information, the Corporate Services team is now able to effectively coordinate a move at a significant cost savings. Relocation requests are sent to Corporate Services and the primary vendors responsible for the physical move and IT infrastructure and phone services are notified by email of the approved move. Moves are coordinated without active involvement of Company employees. iOffice Connect is used to manage the entire move, with other vendors using iOffice Connect hand-helds to update services completion in real-time.