Use case 2: Office Visit Request - Facilities line of business

Title

Office Visit Request - Facilities line of business

Purpose

Employees can raise a request to visit the office. Facilities administrators can regulate the number of individuals visiting the office and record the office entry and exit timings.

Introduction

Employers who wish to allow their employees access their office premises while regulate the headcount of individuals within the office and also keep an electronic record of visitors along with their undertaking for office visit clearance can use this sample content pack.

Details

Case templates required to enable this use case:

1. Office Visit Request
2. Self Declaration Checklist Before Office Visit

Digital Workplace Catalog items for this use case:

1. BMC Sample Facilities-Office Visit Request
2. BMC Sample Facilities-Self-declaration Checklist for Office Visit

Flow of Activities

1. Employee goes to Digital Workplace and selects the BMC Sample Facilities-Office Visit Request service.
2. Employee fills in the details and submits the request.
3. A new case is created in BMC Helix Business Workflows for the Facilities line of business.
   Alternatively, an agent can also raise a request on behalf of an employee using the Office Visit Request case template and filling in the required details.
4. When the request is assigned to an agent in the Facilities line of business, the agent checks if there is vacancy on the selected date and time for the employee to allow the visit to the office.
5. If a vacancy is available, the agent updates the task and the employee receives an email confirming their request approval containing a link to a Service Request in BMC Helix Digital Workplace Advanced that captures a Self Declaration form which the employee must submit before 24-48 hours of their office visit date.
   The employee also receives an email containing the instructions on safety protocol to adhere to within the office and other helpful material that employees can refer to before their office visit.
6. If no vacancy is available, the agent updates the task and the employee receives an email informing that their request has been declined.
7. Before the employee's visit to the office, the Facilities team prepares a Visitor Kit that can contain various items (for example, face masks, gloves, face shields, sanitizers, PPE kit) that the employee might need during the office visit.
   The Facilities team places this kit at the employee's work desk or the employee can collect it from a designated place before entering the office to avoid human contact.
8. When the employee visits the office, the Security team checks if the employee has submitted the Self Declaration form, and if the responses to the questions mentioned in the form are satisfactory.
9. When the form responses are satisfactory, the employee proceeds for Entry Check Point screening formalities.
10. If the form response is not received, or if the responses are unacceptable, the employee's entry to the office is declined. The Security team updates the task and the employee receives an email informing that their request has been declined.
11. When the employee clears the Entry Check Point screening formalities, the Security team updates the task and the employee is allowed entry in the office premises for which their visit has been approved.
12. If the employee doesn't clear Entry Check Point screening formalities, the employee is isolated for further health checkups as per the standard protocol and the office visit is declined.
13. After the employee finishes their work in the office, they report to the checkout desk and they can dispose off their belongings in the designated bins and complete the checkout formalities as per the company protocol.
14. The Security team updates the task when the employee leaves the office.

List of Tasks:

Emails and notifications

1. Office Visit Request Approved
2. Office Visit Request Declined
3. Office Visit Request Approved - Self Declaration

Configuration notes

Please ensure to make these changes in the case and notification templates and catalog services:

• Update the list of office locations in the questionnaire for the BMC Helix Digital Workplace Advanced service request as per the locations or offices that you are allowing access to.
• Update the Self Declaration questionnaire with the information that you want to capture before the employee's visit to the office.
• Update the email and notification templates with the link to the 'Self Declaration Checklist Before Office Visit' service request in BMC Helix Digital Workplace Advanced.
• If required, an approval workflow can be added for Manager's approval or a specific person's approval before the agent is required to check slot availability.
• Modify the email and notification templates as per your requirements and communication protocols.

Add or modify the case and tasks templates as well as descriptions as per the standard operating procedure as defined by the relevant authorities in the organization.