Obayashi Corporation

Obayashi Corporation uses a schedule management system based on Office 365.

The schedule management system is comprised of three main functions: employee schedule management, facility reservation, and appointment booking. Data from each of these functions has been integrated to achieve the smooth operation of schedule management.

The employee schedule management function and facility reservation function are for entering the schedules of employees and facilities (e.g., meeting rooms and equipment); the functions are used to check for availability and make reservations in advance.

The appointment booking function is a function for entering and viewing information on visitors and attending employees. It is used by the receptionist to view registered information and perform duties such as providing general assistance and serving refreshments. The appointment booking function is used at the Tokyo Headquarters’ main reception desk and conference room floor reception, Osaka Head Office’s main reception desk, and the Technical Research Institute’s main reception desk.

For this project, JBS supported us in building a schedule management system based on Office 365; they also helped us with user training and help desk support. Also, JBS helped Oak Information System Corporation (hereafter referred to as Oak Information System) with project progress management and data transfer from the old schedule management system. Oak Information System is a group company of Obayashi and is responsible for system operations.

The system, which is accessed via a portal site, can be used by any staff member of Obayashi. We have around 12,000 registered accounts and 700 registered facilities. We plan on using the system at our group companies as well in the future, raising the number of user accounts to roughly 18,000.

Prior to the new system, we at Obayashi had been using third-party groupware for our schedule management system. The system for appointment booking function, in particular, had been developed from scratch as it required special specifications.

However, in May 2013, we started using an email system based on Office 365 (Microsoft Exchange Online). Our decision to switch our employee schedule management and facility reservation functions over to Office 365 and renew our schedule management system that included the appointment booking function was made in association with this.

At Obayashi, we are planning to integrate our communication infrastructure not only with domestic group companies but also with overseas offices, some of whom have installed their own e-mail systems. We plan to do this using cloud computing. The introduction of Office 365 has been part of this process. We chose the service because it could easily be used at a global scale and would meet the needs of various users while keeping the cost down.

Another benefit is that data is duplicated and securely stored at Microsoft’s data center; the use of Office 365 provides us with data backup and a business continuity plan (BCP).

To rebuild our schedule management system, we formed a request for proposal (RFP) and asked a number of companies to prepare proposals. One of those companies was JBS, whom Microsoft introduced us to.

One of the basic requirements in the RFP was an employee schedule management function and facility reservation function that used Office 365 features as much as possible. As for the appointment booking function that required special specifications, we wanted a system that could be integrated with Office 365; we were expecting to develop this from scratch. But JBS surprised us, in a good way, with a proposal of a system that did not require developing from scratch at all.

The proposal stated that the requirements could be met simply by using Office 365’s features and making changes to Microsoft Outlook’s (hereafter referred to as Outlook) templates. To be honest, we were doubtful at first as to whether the proposal was viable.

However, if we really did not have to develop the system from scratch, we would be able to cut development and maintenance costs as well as reduce lead time for system implementation. Furthermore, the proposal allowed for the smooth upgrading of Office 365 and Outlook software, making it efficient investment-wise. For these reasons, we decided to have JBS help us build the new system.

As the following three points were guaranteed, we figured that there would be no problem regarding the basic functions.

• Reservation is linked to schedule.
  (When a reservation is made, this information is also entered in the user’s schedule.)
• Notifications of a meeting are sent to participating members immediately.
  (Notifications are sent to participants when a facility reservation is made.)
• Reservation is linked to the meeting organizer’s information (the person who makes the reservation).

In addition, from the demonstration that JBS performed using Office 365, we were able to confirm the basic functions. As a result, we were able to resolve the concerns of relevant departments, and not just our own.

Furthermore, JBS offered a one-stop service that included user training when the system got introduced and help desk support after that. This led us to believe that JBS would be able to avoid confusion among users, thus enabling a smooth transition. After all, a system is no good if people cannot use it, however good it actually is.

Let me explain the effects in each of the following areas: functionality, system operations, and support.

• Implementation effects in terms of functionality
  Since the old system was built from scratch, it is difficult to say that usability improved. However, because we no longer need to make separate entries in the schedule, facility reservation, and appointment booking systems, we have been able to save time, leading to more efficient work flow.
  Additionally, because the three functions have their data linked to one another, errors arising from copying data no longer exist. This has meant that we can respond more easily and reliably to abrupt changes.

• Implementation effects in terms of system operations
  We no longer have to manage accounts, make data backups, and put BCP measures in place individually for the schedule management system. Also, when we do expand the system to include group companies, this will only require alterations relating to Office 365. Being able to build a system that did not need to be developed from scratch was hugely beneficial.

• Implementation effects in terms of support
  First of all, with regard to training users with the new system, JBS held briefing sessions both online and on site, and also provided us with manuals and easy-to-understand video content. Thanks to JBS, users were given the right environment to familiarize themselves with the system at their own pace.
  As for the help desk, JBS provided support not only for the schedule management system but for the newly installed Outlook as well, which was a huge help. We had initially intended to manage the situation by relying solely on Oak Information System’s help desk, but because a surge in the number of inquiries was expected during the transition, we decided to receive JBS’s support in this area as well. As a result, users did not experience significant connectivity problems with the help desk, which, I am sure, must have been of great benefit to them.

We are planning to use Office 365 more extensively. This includes setting up portal sites and a document sharing environment based on Microsoft SharePoint Online (hereafter referred to as SharePoint Online), introducing real-time communication using Microsoft Lync Online (hereafter referred to as Lync Online), and innovating the company’s work style using such tools as Microsoft Office Online.

JBS’s service concerning this project’s help desk impressed us a great deal, and we are considering requesting JBS’s support for other systems, too.

Because JBS provided support for the entire process starting from system design and development to introductory training and help desk support, we were able to proceed with the project without any worries. We are also happy that JBS helped us in designing the transition plan by working closely with Oak Information System, who is in charge of our system operations and progress management of development projects.

Without JBS’s enthusiastic proposal, we would have had to develop the system from scratch. Also, we were very impressed by the way JBS addressed our more demanding requests. When such a request was made, JBS was quick to judge as to whether the request could be accommodated within the given schedule, and based on it, responded flexibly and speedily.

I am sure that JBS has a lot of knowledge and experience related to Lync Online and SharePoint Online; it would be great if we could receive consultation on these as well. We will continue to look forward to proposals and support that exceed our expectations, as well as unique solutions that are based on JBS’s inimitably high technical standards.