The State of New Mexico EMNRD Improves Employee & Resource Management - and Overall Efficiency
- A Savance EIOBoard Client Case Study
"With the Savance EIOBoard system, we are able to display the status of employee availability on everyone's computers and in common areas. This has made it easier to tell which employees are available and has helped us improve overall efficiency."
Large screen status display for staff tracking and resource management.
The New Mexico Energy, Minerals and Natural Resources Department (EMNRD) was created in 1987 through a merger between two separate departments. Today, the EMNRD consists of seven divisions and employs approximately 415 people at 48 different work sites around the State of New Mexico.
With so many employees in multiple locations, the State of New Mexico EMNDR needed a way to track and manage staff and resources. "We were looking for a simple way to see employee and resource availability," says Caleb Raymer, Chief Information Security Officer at the EMNRD. "We did not need or want a timeclock, but just a way to see who is around and who is available. In addition, we needed a way to manage resources, including conference rooms and vehicles."
"APIC Solutions, a local reseller, recommended EIOBoard, and it offered the feature set that we needed at a reasonable cost."
When starting the search for a staff and resource tracking solution, the New Mexico EMNDR had some very specific criteria for the solution they had in mind:
- Simple for users to utilize
- Outlook integration that would not require MS Exchange
- Employee and resource availability tracking, with minimal engagement by employees
- Ability to display employee and resource status on wall displays in common areas
- Access control system integration for automatic check-in
When searching for a solution, Caleb Raymer reached out to multiple solution providers. "I contacted at least five other potential solutions," he says. "All required Exchange integration, which was not an option." After talking to a local reseller, the EMNDR came into contact with Savance. "APIC Solutions, a local reseller, recommended EIOBoard," says Raymer, "and it offered the feature set that we needed at a reasonable cost."
After meeting with the New Mexico EMNDR, and getting a complete understanding of the department's needs, the Savance team worked with their integrator, APIC Solutions, to put together a solution package consisting of EIOBoard, Savance's multi-purpose electronic in/out board, along with multiple kiosks and large screen wall displays. The solution package also included door access control integration for automatic status updates using an employee badge. In addition, the EMNDR selected smaller touch screen kiosks located outside conference rooms for resource monitoring and tracking.
“Caleb at the EMNDR came to us looking to automate many paper-based tasks, and knew there was a much better way," explains Savance's Steve Bardocz. "Cooperatively with APIC Solutions, we were able to give him a comprehensive and automated way to keep tabs on hundreds of people. We also provided them with the ability to reserve conference rooms ahead of time and check them out quickly for impromptu meetings right from a kiosk.
After the implementation of the Savance system, staff members can update their status in multiple ways, for example:
- Access Control Integration: Automatic in or out status updates using an employee badge when entering and exiting doors.
- Kiosk Updates: Kiosks act as a check-in point, and as an in/out status board when idle. Conference room displays give employees the ability to check out a room while checking themselves into a meeting to both update their status and take attendance.
- Outlook: Using the EIOBoard Outlook interface, staff can view the status board, make updates, and automatically update statuses based on scheduled events right from within Outlook.
- SMS Status Updates: Using a specific phone number, staff members can also update their status via text message.
Results & Benefits
Since the implementation was completed in 2014, the Savance system has helped improve both visibility and efficiency at the New Mexico EMNRD. "With the Savance EIOBoard system, we are able to display the status of employee availability on everyone's computers and in common areas," says Caleb Raymer. "This has made it easier to tell which employees are available and has helped us improve overall efficiency."
"We have recommended Savance to other departments at the State of New Mexico, and several have purchased the solution."
"People often joke that the government is inefficient, but when they employ people like Caleb and Denise that realize the opportunity to leverage technology to be much more efficient, this enables Savance and APIC to deliver state-of-the-art solutions designed to streamline many different operations all at once," says Steve Bardocz. "The team collaboration on this project is what made it a complete success.”
Since the EMNRD first implemented its Savance solution in 2014, other State of New Mexico departments have followed. "We have recommended Savance to other departments at the State of New Mexico," says Caleb Raymer, "and several have purchased the solution."