Since 2015, our Systam Respa Visitor Management System has ensured a fluent reception of visitors at Neste by improving the visitor experience, safety and the compilation of statistics. The service is in use at Espoo headquarters as well as the refineries in Porvoo and Naantali, and it is now part of the global office concept of Neste which observes uniform visiting practices throughout the company.
Neste develops sustainable solutions for the needs of transportation, companies and consumers. We are the world’s largest producer of renewable diesel refined from waste and residue raw materials, and we innovate renewable solutions also for the aviation and plastics industries. We are also a technological pioneer in refining high-quality oil products. We aim to be a trustworthy partner whose know-how, research work and responsible methods of operation are widely valued. In 2018, Neste’s turnover was EUR 14.9 billion. In 2019, we placed third on the Global 100 list of the world’s 100 most sustainable companies.
SELECTION OF A SYSTEM WAS EASY, AS ONLY SYSTAM RESPA FULFILLED THE NEEDS WE PRESENTED.
Esko Koho, Neste Oyj Real Estate Manager
Before use of the Systam Respa service, Neste visitors wrote their information by hand on paper forms and signed a separate NDA agreement. The process appeared outdated for the visitors, and monitoring visitor numbers was difficult, nor was there any detailed statistics compiled on the visitors. In addition, the front desk was crowded at times, as it was necessary to place a call on every visitor to the person receiving the visitor.
With Systam Respa, the entire visit path was made automatic from the invitation to the record of signing-off the visitor. With the help of the calendar integration in use, the calendar invitations generated in the personnel’s email messages seamlessly transfer the information of the invited persons to the system.
At Neste, we want to invest in the visitor experience, and Esko Koho, Real Estate Manager, considers automatic advance messages and notifications to be an important part of this experience.
WHEN THE VISITOR RECEIVES INSTRUCTIONS ON HOW TO REACH US ALREADY BEFORE THE VISIT, THIS CREATES A PROFESSIONAL IMAGE OF US. A FEELING THAT WE HAVE TRULY TAKEN THESE ISSUES INTO CONSIDERATION!
When arriving, the visitors can either sign-in independently by using the self-service kiosks or with assistance provided by the front desk personnel. With use of the QR code provided in the pre-arrival messages, sign-in only takes a few seconds. Signing of the electronic NDA agreement is taken care of at the same time and it is automatically stored in the system.
THE VISITORS HAVE BEEN VERY SATISFIED. ALSO OUR SECURITY DEPARTMENT HAS BEEN VERY PLEASED WITH THE ABILITY TO EFFORTLESSLY GENERATE THE REQUIRED REPORTS FROM THE VISITOR DATA.
The RespaManager online service functions as a tool for the front desk and it has been considered to be very easy to use. The option for self-service also makes work easier during rush times. For larger groups, the visitor cards are often printed out beforehand at the front desk.
The Porvoo refinery also uses the Systam Pass Induction Service. It allows people visiting in the area to go through the required safety trainings either in advance or on site. This allows for automatic and documented reception and induction of guests.
Systam is considered at Neste to be the most extensive system in the field of visitor management, but a service which still, however, enables user-oriented development. Koho has felt that cooperation is smooth and he also recommends Systam services to others.
SYSTAM HAS BEEN QUICK TO REACT TO THE REQUESTS WE HAVE MADE. THE System IS BEING ACTIVELY DEVELOPED WHICH HAS BEEN NICE TO SEE.
OUR SOLUTIONS AT NESTE
– The RespaManager online service for management and monitoring of visitor traffic
– Automatic messages at every stage of the visitor path. Content can be edited by the customer.
– Systam Respa Prestige – A modern self-service kiosk with an integrated printer for printing visitor cards.
– Systam Respa Lite N – A thin and modern self-service kiosk with an interface tailored to match the company’s visual identity.
– A separate printer for visitor cards
– The calendar integration is an easy way of handling advance sign-in for visits at the same time as a meeting invitation is sent to the guest.
– An online service for the creation of induction training content and monitoring of performance
– An easy editor for customers to generate and edit content.
– Integrated with Systam Respa Visitor Management, Pass provides a way to ensure that induction training is successfully completed before sign-in.