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OU
R P
ASSIO
N
We think the internet and the adoption of
trends on the internet are leading indicators
for the upcoming innovations in the
enterprise. We are passionate about helping
our customers interpret, leverage, and
maximize the business benefits of these
incremental or disruptive trends and making it
a reality in their operating environment.
Be a leader in the adoption of new and
significant trends in the technology
marketplace that influence our customer’s
business. Pace ourselves to the urgent needs
of our customers. Be a trusted Advisor. Add
value to every relationship.
SOME OF OUR FLEXSPACES CUSTOMERS
Uncompromising focus on the success of
every relationship, project and solution. We go
the extra mile, stay the extra night in our quest
to help our customers achieve the 110%
results from the investments they are making
with us and the solutions we build.
OU
R V
ISIO
NO
UR
VA
LUE
Since 2005 been developing and managing SharePoint
Infrastructure and Solutions for 100s of clients worldwide.
Implementations include – SharePoint Architecture,
Infrastructure Implementations, Enterprise Intranets, Business
Applications, Business Intelligence, Industry Applications
among many others
Current Services include Office 365 Implementations, Azure
and SQL Cloud Implementations, SharePoint 2013
Migrations and Implementations, Business Solutions, Web
Portals and Intranets, Office and SharePoint Apps
Development
Developing many different types of Apps including
FlexSpaces, eContract , Self Service Apps, Facilities Apps,
among others.
Copyright © 2014 Optimus BT. All rights reserve
Why need for a FlexSpaces Solution
Most email programs like Outlook and Lotus Notes provide basic resource calendar based booking
capabilities. There are some unresolved issues with these software , some of them are…
No control on double booking or reservation deletion or moving of reservations because it is an honors system
for managing reservation.
First come, first serve reservation method with no ability to designate or intervene or use discretion for reserving
conference rooms.
No metadata stored with the conference rooms so cannot tell the capabilities of each conference room, or
workspace. Also location of conference rooms is not marked on floor plans.
Facilities cannot manage or schedule temporary outages and unavailability of rooms.
Inability to setup and manage approvals for reservations of any spaces.
Inability to specify workflow condition.
Copyright © 2014 Optimus BT. All rights reserve
Key Benefits to an organization implementing FlexSpaces
Manage booking of cubicles and offices for visitors, consultants and traveling employees with our workspace
hoteling feature.
FlexSpaces can be completely branded to your company’s branding and color schemes, and logos.
Providing opportunity to generate additional revenues by leasing out the unused spaces on weekends for
external users.
Leverage your booking processes by placing Catering, additional amenities request as well as other internal or
external service along with reservation request.
Copyright © 2014 Optimus BT. All rights reserve
Browser-based scheduling helps to reserve Workspace/ Room from
potentially anywhere.
Floor Plan feature gives Virtual way to view, map and tag spaces right
from the floor plans in a self-service manner and reserve directly.
Conference
Room
Meeting
Room
Cubes
Workstations
Development
Lab
Projector
Room
Induction Hall
Conference
Room
Solution installed on your own server/host, so no longer have to pay
periodical fee or commissions.
Copyright © 2014 Optimus BT. All rights reserve
Easily generate consolidated invoices for catering order placed.
Key Benefits to an organization implementing Flex Spaces (Cont.)
Key Features…
Schedules meeting directly from calendar or simply from floor plan view.
Waiting list facility for the user of restricted Rooms/Workspace.
Eliminate double booking conflicts and optionally incorporate approval processes for better meeting space
coordination.
An outlook interface that integrates meeting calendars with FlexSpaces site and infrastructure.
Users can extend the reservation time if meeting exceed s the time limit.
Invite multiple participants for the meeting and send intimation mails with complete meeting details
automatically through the system.
Automatic remainders to all participants if any last moment change occurs.
Role based access to different users.
Copyright © 2014 Optimus BT. All rights reserve
System Settings
A centralized SharePoint Portal and Reservations database to
manage all reservations along with rooms, resources and order data
with extensible forms and metadata for rooms, catering and
resources.
Personalized dashboard window provides activities you perform
most, as well as quick overview of the day's activities and updates.
My Dashboard
Copyright © 2014 Optimus BT. All rights reserve
Space Details
Multi-parameter search and filters capabilities for searching on rooms,
spaces and bookings based on location, time and other parameters.
Browse Spaces
See complete Space detail including Space type, Images, location,
hours of operation, amenities, and other features.
Copyright © 2014 Optimus BT. All rights reserve
Easy way to schedule Room/Workspaces, equipment, invites
participants and other services that meet your meeting needs.
Reservation Form
Availability check and instant booking of desired spaces in three
easy steps.
Quick Booking
Copyright © 2014 Optimus BT. All rights reserve
Advance calendar features of showing main calendar with Tentative color for
different type of reservations in Month/Week/Day view Expand/Collapse
facility if more than 4 events are registered on the same date.
Reservation Calendar
Administrative will have complete control of the reservations and user
prioritizations, they can decide which spaces or reservations can be created,
enabled, blocked, and managed in a seamless and secure manner.
Manage Reservations
Copyright © 2014 Optimus BT. All rights reserve
Approvals
Copyright © 2014 Optimus BT. All rights reserve
Advance reports for Management to track each and every booking
being carried out through the organization.
Reports
Set up custom workflow to manage rooms/workspace reservations
with the ability to approve, reject, swap, or bump reservations and
automatically notify changes.
Copyright © 2014 Optimus BT. All rights reserve
Floor plans
Setup floor plans with clearly marked meeting rooms and
workspaces, and comprehensive search to locate rooms and office
spaces.
Configuration
Discovery
Feedback
Deployment
UAT
Sign Off
Product Implementation
Model
BUSINESS PROCESSES & REQUIREMENTS ANALYSIS
CONFIGURATION & CUSTOMIZATION IN CLOUD
CLIENT WALKTHROUGH & OPTIMIZATION
CLIENT SIDE INSTALLATION
TRAINING & ACCEPTANCE
GO LIVE & SUPPORT
1. Initial Process Questionnaire
2. Requirements Gathering
3. Gap Analysis Document
4. System Customization & Configuration Document
1. Cloud Environment Setup
2. Setup of Data model
3. Feature Activation
4. Configuration of Workflows, Artifacts, Views etc.
5. Implementation of Custom features, if any.
1. Walkthrough of Cloud Implementation with Client
2. Feedback Tracking
3. Updates and Optimization
4. Staging Acceptance1. Packaging of Optimized Product
2. Setup of Client side environment
3. Product Installation
4. Installation Checklist
5. Migration of existing content
1. User Acceptance Testing
2. Administration Training
1. Release to all target audience
2. Project sign off
3. Start of Support Phase
Copyright © 2014 Optimus BT. All rights reserve
Implementation Methodology
About Us
Optimus BT (http://www.optimusbt.com) is an Atlanta based SharePoint & Cloud Software Company that
has helped many Fortune 500 and Enterprise customers implement space scheduling, robust contract
management, procurement, commerce and supply chain solutions over the last seven years. In addition to
Flexspaces we also market eContracts software among others.
If you have any questions or requests, please don't hesitate to call us at (770) 569-1240 or email us
2550 Northwinds Parkway, Suite 140,
Alpharetta, GA 30009, USA