Resource: Getting the Internal Buy-in. Getting the Internal Buy-in. G e t t i n g t h e I n t e r n a l B u y - in. Copyright Locating Us Limited

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1 G e t t i n g t h e I n t e r n a l B u y - in Getting the Internal Buy-in Resource: Getting the Internal Buy-in WhosOnLocation.com 1 P a g e

2 G e t t i n g t h e I n t e r n a l B u y - in P a g e 2 Introduction Locatingus WhosOnLocation web-based visitor and contractor presence management application is being adopted by hundreds of businesses every year because WhosOnLocation delivers a feature-rich, integrated set of reception and security tools at minimal cost when compared to other solutions. With WhosOnLocation, all of the hardware, software, maintenance, upgrades and other elements of the downloadable software model go away. Welcome to the world of constant innovation, ease of use, unparalleled collaboration and rapid adoption. Every WhosOnLocation account comes with instant access to the following standard features. Standard Features Visitor Management, Kiosk Management Touch screen, ipad, and Non-Touch Screen modes Kiosk Branding Personalization Customizable Visitor Question and Greeting Editor Visitor Arrival Notification Alerts via and SMS Visitor Label Printing Pre-printing of Visitor labels Reception Management Evacuation Reporting, SMS Head Count Activation Employee/staff Directory Employee/staff Photo Management Contractor Management Reporting Multi-location management in any country and much more... Add-ons Administrators can activate other Add-ons which can provide significant benefits to your organization. The current Add-ons available are: ID Card Document Storage Asset Management Induction Management Contractor Portal 2 P a g e

3 G e t t i n g t h e I n t e r n a l B u y - in P a g e 3 With hundreds of ideas submitted every year from users through our Feature Request forum WhosOnLocation has evolved to become the most comprehensive web-based people presence management solution in the world today. And the most cost effective solution, anywhere. WhosOnLocation delivers different things for different users: For the receptionist: At the most basic level it is a productivity tool; managing visitor traffic and automatically informing employees that their visitor has arrived. But it is also much more: It is a tool for looking up pre-registered visitors. It is a tool for knowing who is occupying the visitor car park. It is a tool for looking up contractors approved to be granted access to the location. It is a tool for quickly finding employee contact details. It is a tool for managing the whereabouts of key employees (Out of Office, etc.). It is a tool for managing messages for employees. It is a tool for managing the issuance of keys and cards. For the Facilities Manager: It is a tool for managing contractors, their rights to deliver services to one or multiple sites, and to report on the hours contractors have spent performing services. It is a tool for managing evacuation reporting. It is a tool for car park occupancy management. For the Health & Safety Manager: It is a tool for knowing who is in the building (s). It is a tool for supporting evacuation management processes. (WhosOnLocation can generate SMS alerts to floor and safety wardens advising them of how many people are in the site). It is a tool to identify which employees, visitors, and contractors onsite need assistance to evacuate a site. It is a tool for managing online induction information. It is a tool for managing contractor records, approvals, and contract expiry dates. For the Security Manager: It is a tool for managing visitor and contractor access to secure areas. It is a tool for managing the issuance of visitor passes It is a tool for managing ID Cards. It is a tool for managing the surrendering of prohibited items while visitors are onsite. For the Compliance Manager: It is a tool for managing the Insurance Certificates of Contractors are current It is a tool for ensuring evacuation reporting is in place. For the Employee: It is a tool for looking up other employees contact details and their photo It is a tool for seeing if another employee is onsite. It is a tool for pre-registering visitors. 3 P a g e

4 G e t t i n g t h e I n t e r n a l B u y - in P a g e 4 Wrapping up the Introduction WhosOnLocation is packed full of powerful tools to make the management of people (be they visitors, contractors or employees) easier and extremely cost effective. Whether you have a single building, a campus of buildings, operations throughout the country, or spread around the world WhosOnLocation will deliver value across a wide range of areas within your business. This Getting the Internal Buy-in paper is designed to help you, the person recommending WhosOnLocation to your organisation, gain internal buy-in. We examine the common issues and provide resolutions to frequently asked questions. Online Demonstrations As part of our support for you during the decision-making process you can request online demonstrations anytime. Just support@whosonlocation.com and one of our team will contact you and arrange a suitable time. Online Training Webinars Please feel free to join us on one of our many training webinars. Upcoming webinars are posted in our Helpdesk. 4 P a g e

5 G e t t i n g t h e I n t e r n a l B u y - in P a g e 5 Selling WhosOnLocation into your Organisation It s important that as the key person promoting a visitor and/or contractor presence management solution into your organisation that you understand who will be effected, the impacts on them, their potential concerns and issues, and how to overcome them. The IT Perspective One of the first groups you will need to involve is the IT, or Information Technology, people in your organisation. We highly recommend you send them the paper titled FAQ for your IT People as it helps address the common questions IT will have. The key things they will want to know are: 1. Is it secure Yes. We use 2048-bit EV SSL Encryption. 2. Who users WhosOnLocation government departments, corporates, manufacturers, security companies (references available on request) 3. Do we have to download software, install it, and therefore allocate resources and costs to manage it No. WhosOnLocation is a web-based service with NO SOFTWARE to download. 4. Do we have to support it No, once your WhosOnLocation account is setup the only element of the application IT get involved in is setting up the Visitor kiosk (if you use one), installing a label printer (if you issue visitor passes and labels), and/or a Bar code reader. For a more comprehensive list of IT questions and answers refer to the Stuff for your IT People Forum in the Helpdesk. There you will find the FAQ for your IT People paper and other useful articles for IT people. The Receptionist Perspective Receptionists generally the power users of WhosOnLocation are its greatest advocates once the application has been in use for several weeks. The range of tools available to them through the main reception interface really helps this user group manage many of their daily tasks more effectively. The main impact on Reception users is their perception that WhosOnLocation may replace them this is simply a fear brought about by a lack of understanding as we can t recall a single receptionist being removed from his/her position because a customer implemented WhosOnLocation. WhosOnLocation cannot answer a phone, make a visitor a coffee, order stationary and supplies, book travel for employees, hand keys to contractors, or any of the other hundreds of tasks todays multi-tasking reception teams do for their organisations. What it can do however is make the management of many tasks easier so that the reception team can deliver greater value to their organisations. We do have clients, many in fact, who did not have a receptionist at all, but needed a way to greet visitors and have them register their presence. Many other sites have such a busy 5 P a g e

6 G e t t i n g t h e I n t e r n a l B u y - in P a g e 6 reception area they needed a solution to support the reception team in their duties. In these situations a visitor self-registration kiosk helped address the issue. Probably the biggest buying motivator of all of our users is compliance. Not reception performance or productivity. So the key thing with the reception team is to alleviate their concerns early by explaining that your organisation has several compliance obligations not being met by the existing processes. Paper-based visitor registers are too difficult to get any meaningful information out of. Hand-written paper-based records are often eligible. If you are using an existing electronic visitor management system then it may be that it is not fully meeting your organisation s needs. Legally you are obligated to know who is in the building when an evacuation alarm sounds AND you must be able to access that information even if the paper-based record is unavailable. To effectively manage site security and safety you need to be able to identify who is onsite in any operation, anywhere in the country, or the world instantly. Asset protection and Intellectual Property form a key motivator for many of our customers. Knowing who is and was onsite is a crucial part of managing and protecting assets, and your IP. By focussing on the compliance issues you alleviate any concerns about their positions. Management Perspective Many of our users found it useful to list the key issues they were trying to address when they were seeking management support. Here is a list of the most common issues: Compliance: In most countries organisations are obligated to have robust evacuation management processes in place. WhosOnLocation does not replace your existing evacuation process but it does support it by answering these questions: o If the floor warden is away or not able to clear the floor/area because they are injured in the incident how do we know who is onsite or offsite? o If our assembly point count does not account for everybody how do we know which employees or visitors needed assistance to evacuate the site? o How do we know how many people we should be counting after an evacuation? o How do we access our evacuation report (employee and visitor list) from outside the situation of risk? WhosOnLocation addresses all of these issues Multiple solutions / multiple costs: Like most organisations you will already have some process (be it spread sheets, access databases, point solutions, paper systems) for managing visitors, contractor records, employee visitor notifications, evacuation reporting, employee presence from other locations, and ID Cards. Why have several fragmented solutions? This is costly and ineffective. WhosOnLocation will provide tools to manage all of these needs in a single, easy to use, cost effective platform across one or all of your sites. 6 P a g e

7 G e t t i n g t h e I n t e r n a l B u y - in P a g e 7 On-Going Training and Support: A common issue with IT projects is the costs of on-going support and training. We recognise that on-going training and support is crucial to our success and yours. o During the trial period we also provide online training for users free of charge. o Thereafter all users can access the online helpdesk to view user guides, frequently asked questions, and solutions for issues they may have. o We hold regular free training webinars on every area of WhosOnLocation. Users can register for these webinars from the application Helpdesk. o We also operate a call centre in each country we operate in for a more personal touch to customer support. Return on Investment The return on investment is a relatively easy obstacle to overcome especially as WhosOnLocation is so cost effective. Reception ROI Only One user calculated that it was taking on average 1min, 22 secs to track down an employee to notify them a visitor was here to see them. Based on a $40,000 p.a salary, 220 business days per annum, 6.5 hours working hours per day the labour cost per visitor was $0.64 per visitor. Productivity ROI: WhosOnLocation sends the employee and/or their personal assistant an advising them that their visitor has arrived onsite. This is FREE. You can also activate an SMS notification for $0.17 (and less in many cases). So if the cost of the notification is the cost of a sms at $0.17 cents, you just saved $0.47 per visitor. This is a 73% in labour cost saving; freeing your reception team up to do other more productive tasks. Based on our most expensive license plan every 16 th visitor per day pays for the license fee. And this is if you are solely looking for a ROI from visitor traffic management. Contractor Management ROI: Another user had 3 full-time employees dedicated to maintaining Contractor records, Contractor Insurances, Inductions, ID Card Issuance, and Contractor reporting. In addition they used 4 separate solutions for managing the above of which none integrated. Total cost including licenses, resources, and lost opportunity cost was over $500,000 per annum. If you have committed resources to manage inductions, contractor management, and ID card issuance then the ROI is even more compelling. This user licensed our Professional 10 Plan for 10 locations, added the Induction and Contractor Portal Add-ons, activated SMS Alerts, and enabled the Contractor Portal and reduced their annual costs by 90%. 7 P a g e

8 G e t t i n g t h e I n t e r n a l B u y - in P a g e 8 Implementation Quick Tips You don t have to decide immediately this is what the FREE trail is for. But consider the following points: What is the key problem you need to solve? 1. Are we looking to solve a reception management issue with a visitor management solution or a wider compliance management issue around knowing who is onsite (including staff and contractors)? 2. Are we trying to solve a reporting issue about who is and was onsite? 3. Is it a security issue not knowing who is allowed onsite, who is coming onsite, who is onsite, and who was onsite? 4. Are we falling short on verifying the safety of people in the event of an evacuation? 5. Are we overcome with managing contractor and/or staff inductions? 6. Are we trying to protect our staff and assets by managing who is onsite? Operational Issues 1. Should your receptionists register visitors on their PC? Or 2. Should visitors self-register using a visitor kiosk near reception; remembering visitors can always have a choice? a. Some visitors do not like using a kiosk for personal reasons. We find about 10% prefer the receptionists to do it for them because the visitor cannot type, or they just feel uncomfortable with keyboards, or they simply have their hands full and would prefer the receptionist do it for them. 3. If you use a Kiosk do you need more than one? a. Should the kiosk include our brand b. If we have Kiosks at multiple entry sites around the country should they all have a corporate brand look and feel or a localised brand look and feel? 4. What questions should we ask our visitors? a. Name, From, who visiting b. Title, , mobile, c. Or more? 5. Do you want to issue every visitor with a visitor label? a. Should it have our logo or should we capture the visitor s photo? b. Should it detail the date and time the visitor checked in? c. Should it include the host s name? 8 P a g e

9 G e t t i n g t h e I n t e r n a l B u y - in P a g e 9 6. Do you want visitors to be able to check in and out at one reception area or multiple? 7. Do you want to capture if the visitor is parked in the visitor car park? 8. Do you want to manage contractors differently from visitors? a. Should they be pre-approved using the contractor module? b. Should we capture their photo in their profile so security / reception can validate they are who they say they are? 9. If your employees are not always at their desks should we have employees receive an SMS when their visitor arrives? a. Should all employees get SMS s or b. Just the management team and account managers 10. For enhanced security around people presence should we invoke a visitor preregistration policy a. Should employees pre-register visitors or PA s. If you would like to discuss any issue regarding your decision to trial WhosOnLocation, us at support@whosonlocation.com. 9 P a g e