IFREM'S CHALLENGE: CARRY OUT A TRANSFORMATION PROCESS THAT REPLACES YOUR CURRENT EMAIL PLATFORM TO A SOLUTION THAT FACILITATES REMOTE WORK, COLLABORATION AND PRODUCTIVITY
IFREM needed to update its email platform so that its team could work remotely, through a solution that would allow them to work collaboratively and efficiently in their business environment. Additionally, they required greater security and control for IT administrators protecting sensitive information.
The main challenge of the project was the migration of the 400 email accounts in a period of just two weeks. Additionally, IT users needed to be trained in console administration and users in using Google Workspace tools to ensure effective adoption of the new platform.
THE XERTICA SOLUTION: ENABLING THE GOOGLE WORKSPACE COLLABORATION AND PRODUCTIVITY SOLUTION
To address the challenges raised, Xertica proposed a comprehensive solution that included the implementation of Google Workspace Starter and Standard licenses for all 400 users. The migration of the 400 accounts was carried out using Cloud in Multi-Server format, which allowed a fast and reliable transfer of emails and contacts. To ensure a smooth transition, Xertica provided assistance and monitoring during the migration.
In addition, 10 training sessions were conducted, two of them for the administration console and eight for end users. These sessions allowed IFREM collaborators to become familiar with the functions of Google Workspace and learn to make the most of the available tools, thus promoting the digital transformation of the institution.
RESULTS OF THE IMPLEMENTATION OF GOOGLE WORKSPACE: IMPROVEMENT IN PRODUCTIVITY AND REDUCTION OF COSTS.
“We see two aspects: the product and the service. In both, we have had excellent experiences. We come from traditional platforms where we had many problems. With Google Workspace we improve service, security, service times and availability. Xertica's advice has always been optimal, as partners they have given us many added values in terms of the change process, training and support. “Xertica is top notch.” Adrián Hernández- Head of IFREM technical support department
The implementation has led to great changes within the institution. Some of these include:
- 15% reduction in budget compared to its previous platform.
- 400 collaborators began to work collaboratively and in real time, which allowed greater efficiency in decision making and problem solving.
- 100% of employees are trained to use Google Workspace under Google's best practices through Xertica's Yo Aprendo Apps platform.
“Google's Workspace solution is part of IFREM's digital transformation strategy, which has made it possible to offer registry and notarial procedures and services digitally for the benefit of citizens.” Adds Adrián Hernández.
YoAprendoApps is an exclusive Xertica platform where clients have unlimited access to Google Workspace training carried out under Google best practices. Thanks to this, users can review each topic as many times as necessary and learn at their own pace.
BENEFITS OF MIGRATION TO GOOGLE WORKSPACE WITH XERTICA: Collaborative work, support and information security
By migrating to Google Workspace, the Institute of the Registry Function of the State of Mexico obtained a wide variety of productivity tools, including Gmail, Google Drive, Google Docs, Google Sheets and Google Slides, which allowed them to work in a hybrid, collaborative way and in real time. Furthermore, thanks to the assistance and monitoring of Xertica, all collaborators adapted to the new platform independently through Yo Aprendo Apps and through project training.
Elizabeth Zepeda, IFREM ICT Project Manager comments: “Thanks to this implementation we have adopted the good practice of continuing to innovate. We are one of the government organizations that has the most technology in terms of infrastructure and service, and the idea is to continue innovating to keep our service and our institution at the forefront. The experience in the implementation with Xertica was very pleasant, very agile, with a lot of communication and we are happy to have them as partners.”
Another significant benefit was the budget reduction of approximately 15% compared to the previous platform, which represented significant savings for the institution. In addition, thanks to the administrator's control of the Google Workspace console, information security was improved and employee response time was reduced, which made it possible to streamline customer service.
Xertica provided the institution with an executive assigned to provide support at all times, and Xertica's Yo Aprendo Apps platform allowed collaborators to learn Google Workspace at their own pace, in addition to project training. In summary, the enablement of Google Workspace allowed the Institute of the Registry Function of the State of Mexico to improve its productivity, security and efficiency in the business environment.
