Calgary Health Region

Customer Case: Calgary Health Region

“With Resource Central, scheduling is available 24/7 via a web-based interface with automated message confirmations and back-end workflow. This new system will greatly increase customer satisfaction with the scheduling process and the reporting and auditing functions will provide mechanisms for system optimization over time.”

Maria Eisenberg, CTO, Calgary Health Region

Quick Facts

When the Calgary Health Region embarked on the implementation of a new Microsoft Exchange mail system, it identified a need for an automated resource management product to replace the existing manual process. This product would manage over 325 facility resources across 100 locations, better meeting the needs of the Region’s internal customers.

After a thorough review of options, the Region purchased Add-On Products’ Resource Central software. The product’s Microsoft Outlook Web Access (OWA) compatibility, its reporting and auditing tools, and its ability to provide detailed information about individual resources were central to the selection.

Customer Profile

Country: Canada

Industry: Healthcare

Customer Profile: The Calgary Health Region is one of the largest fully integrated, publicly-funded healthcare systems in Canada. Serving a population of over 1.2 million people, it encompasses a total area the size of Switzerland. The Region employs over 29,000 people, including 2,300 physicians, and operates more than 100 facilities, including acute care hospitals and health centers.

The organization’s size and geographic dispersion are challenges to an effectively coordinated resource management process. Increased efficiency in the management of facility resources will enable improved productivity across the Calgary Health Region.

More Than 29,000 Health Region Staff Use Resource Central® Software

Add-On Products’ software solution Resource Central is used by over 29,000 staff members across 100 facilities to manage over 325 resources. It provides a web-based access solution for resource scheduling, available 24/7, improving customer satisfaction and system efficiency.

Business Situation

The Calgary Health Region had a manual system that was not meeting the needs of internal customers. Central Room Booking staff were solely responsible for scheduling facility resources via phone and fax, operating with limited hours from 7:00 a.m. to 3:00 p.m. These constraints created a need for a more efficient and automated solution.

Faced with increased complexity in managing resources across many locations, the Region decided to move to a Microsoft Exchange environment and sought a robust system to automate the process, while also enabling growth and higher-level roles for Central Room Booking staff.

Solution

The Calgary Health Region found Add-On Products’ Resource Central through a web search. After a demo and evaluation period, they purchased the product to address their resource management challenges.

Resource Central simplifies meeting planning and organizing by integrating with Microsoft Outlook®. It automates the process of scheduling and ordering associated services, such as catering and AV equipment, saving time and resources.

Key Benefits of Using Resource Central

Partnering with Microsoft Outlook® and Exchange Server, Resource Central allows the Region to order all associated services for their meetings. It also handles changes, cancellations, and sends order receipts automatically to all meeting arrangers, catering personnel, and IT staff. Other benefits include:

• Microsoft Outlook Web Access (OWA) compatibility
• Comprehensive reporting and auditing capabilities
• Detailed information about each resource
• 24/7 access to resources
• Self-service management for employees
• Innovative features like welcome messages and registration badge printing
• Reduces human resource needs for administrative tasks
• Easy to use for both IT and end users

Testimonial

“We are interested in the full potential that Resource Central could bring to our organization. It is already automating conference room scheduling between our many locations, and we will consider implementing more features in the future.”

Maria Eisenberg, CTO, Calgary Health Region

Return on Investment

Before Resource Central, Calgary Health Region had a very manual process with limited access. While Resource Central did not displace headcount, it provided new functionality, automation, 24/7 access, and an opportunity for Central Room Booking employees to take on more strategic roles, leading to greater job satisfaction.

“The Outlook Web Access capability and reporting and auditing are key features that attracted us to this product.”

Maria Eisenberg, CTO, Calgary Health Region