Use Cases

These service management use cases provide additional detail about ways to utilize our powerful yet easy-to-use enterprise request management system.

Simplify PC Refresh Program

PC Refresh

Stay ahead...without the headaches

Problem: The PC Refresh program enables companies to keep current on technology by leasing computers. In large organizations, this is less expensive than continually purchasing new PCs, but it’s also a lot of work to realize those savings. Each refresh has to be selected and ordered, correct software specified and installed, the existing system backed up and its data transferred, the existing system collected and its data wiped, new PC deliveries scheduled; etc. Is your head spinning yet? Now, multiply this by the size of your staff. If a company has 10,000 employees on a three-year refresh program, that’s 3,300+ computers a year. This adds up to a lot of selections, specifications, backups, data wipings, and pickups and deliveries every year—and a major headache for enterprises.

Ideal: The ideal solution is to produce a simplified process to quickly and efficiently refresh PCs through automation, which will drive out inefficient and costly manual steps.

How: Kinetic Request and Kinetic Task are designed to produce simple forms that enable typical business users to easily select their next PCs and related software. In addition, a user can easily schedule the drop-off of the new PC and the collection of the old equipment. The forms can also be used to schedule installation, backup, and data wiping to meet corporate security and compliance.

Benefits: By producing simplified forms for PC and software selection, corporations can easily maintain standard configurations and gather accurate data upfront, ensuring that successful delivery can be performed on the first attempt.

Users welcome the ability to schedule drop-off and collection of PCs, minimizing disruption to their workday.

Standardizing data collection in the Kinetic Task engine allows corporations to orchestrate the installation of software and cleaning of existing hard drives to meet corporate security and compliance standards. Other benefits include:

  • Reduced costs;
  • Scheduled installation and collection;
  • First-time fulfillment;
  • Automated installation; and
  • Automated disk wiping.


Stay in sync

Problem: Employees love their mobile devices—but they don’t want to carry two, one for work and another for personal use. And they want their personal preference, whether it’s an iPhone, Galaxy or a Blackberry. Employers are finding a solution in implementing the bring your own device (BYOD policy), but that brings challenges in company security, support, and responsibility.

Ideal: Employees bring the device they want and use it for both personal and company needs. Employee usage of mobile devices is welcomed, extending their utility into the corporate world, yet corporate goals and security are maintained.

How: Kinetic Request simplifies the BYOD registration process by using a self-help portal that enables employees to easily register their devices. Kinetic Task securely and appropriately populates databases and applications with that registration information to set up provisioning and required permissions. In addition, Kinetic Task can trigger remote installation of required software to those devices using third-party tools. All along, Kinetic Request keeps the user informed with status updates and a portal to see real-time activity.

Benefits: Employees get to use their preferred device via BYOD and can, therefore, maximize their ability to stay in sync with corporate data and processes while corporate IT security has updated information to track issues and maintain compliance goals. Other benefits include:

  • Maintaining corporate compliance;
  • Ensuring accurate device ownership;
  • Avoiding support calls through self-help; and
  • Rapidly deploying BYOD.

Conclusion: BYOD is bringing a new level of efficiency and productivity to enterprises. However, with these new capabilities, traditional IT concerns are being challenged, particularly security and governance. Using Kinetic Request and Kinetic Task, companies can simplify registration for the devices, automatically populating corporate databases, enabling tracking of security, and meeting compliance goals.

Lotus Notes Migration

Lotus Notes Migration

Drop Lotus Notes and other legacy applications without skipping a beat

Problem: Lotus Notes has long been a popular choice for creating internal business applications. However, Lotus Notes was developed years before the Web, and much of its core, pre-Web design is still there. Businesses now want to move to the new generation of design tools native to the Web. These new applications incorporate federated data, mobile usage and Internet standards.

Ideal: Users are looking for a more native Web and mobile experience, as well as greater access to corporate data and systems. Corporations seek to move to the next generation of easy internal business applications while leveraging existing federated data sources and new emerging APIs, accessed in the Cloud. Such applications use federated data and tap into existing processes, while using Web technologies and enabling mobile use.

These next-generation systems will usher in a new era of business agility and operational efficiency.

How: Kinetic Request is the next-generation design tool for corporate applications. Its cornerstones are Web delivery, mobile readiness, API production and consumption, and the ability to use federated data sources. Coupled with the Kinetic Task workflow automation engine, it integrates these new business applications with existing systems for fulfillment (inventory, costing, CRM, sales, etc.).

Benefits: Users get the native Web experience and mobile access they expect. Enterprises get the ability to rapidly build applications that leverage single-source corporate data, eliminating the common replication problems of Lotus Notes. Organizations can also reduce application maintenance time and cost thanks to Kinetic Task’s ability to orchestrate fulfillment using specialized business processes. Other benefits include:

  • User-friendly interface;
  • Mobile-readiness;
  • Ability to leverage existing, federated data;
  • Ability to reuse existing business processes; and
  • Reduced applications proliferation.

Conclusion: Many corporations have benefitted over the years from Lotus Notes’ ease of use to develop internal applications. However, today’s technology has moved beyond Lotus Notes. New designs and new application architectures are available to meet these new needs. Kinetic Request and Kinetic Task are designed to support the next 20 years of internal business applications, providing flexible user interfaces, leveraging existing data, and reusing existing business processes, while supporting rapid-application-development philosophies.

Employee Onboarding

Reduce the growing pain

Problem: Hiring a new employee or transferring one to another area is exciting—until the paperwork starts. HR needs info, Facilities needs info, IT needs info, etc.... and the next thing you know, the employee started a month ago and is still not fully provisioned. Setting up new employees or employee transfers is costly; it is a high-touch, labor-intensive process. The lack of a good strategy results in poor documentation, dropped steps, and in the worse cases, legal issues.

Ideal: First day on the job, and the employee is ready to roll. What would this take? What a large organization needs is a standard set of repeatable, easy-to-use processes for transitioning new employees into a new position quickly. Wouldn’t it be great if all of the required information was entered—once—and automatically sent to the right departments? And the network was ready before the PC was delivered? And there were no approvals to chase down? This coordination enables the new employee to have all of the right equipment and systems access to be productive immediately. Happy employees means a happy employer.

How: Kinetic Request and Kinetic Task together produce easy-to-use onboarding forms and processes that drive onboarding automation. These coordinated tasks are assigned to appropriate areas (HR, facilities, IT, finance, etc.) to produce a smooth onboarding experience for the new employee.

Kinetic Request’s ease of use eliminates confusion and simplifies the form-completion process for managers in charge of hiring. It guides them through the appropriate sub-forms (such as system access, account request and HR-compliance forms) for this new position.

Kinetic Task enterprise-grade integrations allow Kinetic Request forms to be filled out once and populate many different back-end systems. This eliminates manual data re-entry and prevents costly mistakes.

Benefits: By standardizing tasks and workflows, organizations develop a compliant process that avoids legal problems. By automating repetitive tasks, they reduce time, costs and mistakes. Driving out inefficiencies makes for smarter business decisions.

Other benefits include:

  • Standardized processes;
  • Simplified processes;
  • Improved compliance;
  • Reduced costs; and
  • Expedited onboarding, which makes new employees effective faster and energized for new tasks.

Conclusion: HR onboarding is a common problem across large enterprises. Process standardization and automation provide clear benefits—reduced costs and better compliance.

Employee Onboarding Automation

Server Virtualization

Virtually eliminate the pain of server virtualization and streamline other DevOps Processes

Problem: Corporations and government agencies can realize great financial benefits and architectural flexibility through server virtualization. However, migrating from physical to virtual servers is challenging: each migration is a mini project, and enterprises can have thousands of migrations. These projects also have many touch points and cross dependencies, and may have significant business impacts. The volume and complexity is daunting for many organizations.

Ideal: The goal of most enterprises is to quickly and easily migrate appropriate systems to the virtual world, maximizing savings and gaining architectural benefits, while also minimizing business disruptions.

How: Kinetic Request coupled with Kinetic Task provides simple-to-complete forms for tracking physical-to-virtual (P2V) requests and movement status. Kinetic Request makes it easy for project managers to register which machines should move. Kinetic Calendar provides visibility into business activity to enable intelligent decisions on when to move them.

Kinetic Task automates processes, keeping change management changes updated with subtasks for completing the move, while constantly providing up-to-date status on migration activity. This coordinated activity lowers costs, reduces confusion and completes migration projects faster.

Benefits: A coordinated approach to server virtualization accelerates the project, bringing the cost-savings to an organization sooner and providing unprecedented flexibility. Using Kinetic Data tools to accomplish this enables executives to minimize business disruptions. Executives can avoid interruptions in business processes, project managers can visually monitor migration status, and technical employees get clear directions on what to do and when to do it. This coordinated activity allows a large organization to churn through their projects in a cost-effective and business-safe manner. Other benefits include:

  • Executive visibility;
  • Minimized disruption;
  • Simplified scheduling;
  • Clear communication; and
  • Quick ROI.

Conclusion: Virtual server migration offers great financial savings and architectural flexibility, but it is a complex task. Using Kinetic Request, Kinetic Task, and Kinetic Calendar simplifies the process of moving from physical to virtual servers through simplified request management automation tasks, accelerating the P2V migration process while minimizing business disruptions.