Swiss RE: Facility Management
“We are happy working with Plat4mation. They’ve done an outstanding job with the roll-out of the room reservation system. They have a customer focus with good communication skills and are very flexible in terms of scope and timeline.”
The challenge
Swiss Re is a leading wholesale provider of reinsurance, insurance and other insurance-based forms of risk transfer. With 60 offices around the world, it can be difficult to keep track of all the room reservations, including the possibility of ordering catering and IT or AV support.
Swiss Re is working to decommission their Lotus Notes because of an inconsistent use – not all offices were using Lotus Notes – and the desire of arranging work assignments through their strategic platform ServiceNow. An important application on the Lotus Notes platform that needed to be replaced, was a room reservation system. Because of the move from Lotus mail to Outlook, it was also important that the room reservation system was integrated tightly with Exchange/Outlook. The reservation system needs to support 800 rooms across the world.
The solution
Plat4mation implemented the predecessor of Workplace Service Delivery, which included a rooms reservation module built on the ServiceNow platform as well as an integration with Exchange. We replaced disparate communication and manual workflows with structured and automated processes that sped up service fulfillment and reduced human errors.
Employees got valuable time back so they can now focus more on what matters to them and what they are good at. They can now make room reservations at over 800 meeting rooms globally via the ServiceNow portal, mobile phone or via Outlook. Amenities like catering can be ordered directly via their devices and these meetings are synchronized with their Outlook agenda. One global system of booking rooms and ordering amenities including insights with reports and dashboards concerning the room utilization.
Timelines for the Lotus Notes platform decommissioning were tight but the project went live within constraints set for time and budget and is currently being used across the globe.
Roel Schoenmakers
