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Spector360.com >>> Case Studies >>> IMV Projects
Spector 360 Helps IMV Projects Secure Network, Increase Productivity
The Setting
IMV Projects, based in Calgary, Alberta, Canada, is a worldwide leader in project management for the oil and gas exploration and development industry. IMV Projects is part of the Wood Group, a multinational corporation with approximately 25,000 employees in 46 countries and annual sales of more than $4 billion.
IT Manager Ross Benov supports a Windows 2003 Server network of approximately 650 XP workstations at IMV’s headquarters in Calgary.
The Challenge
IT Manager Ross Benov said that prior to the Wood Group’s acquisition of IMV Projects, not only was the work atmosphere casual, but so was network security.
“As far as passwords and system access, there were not many restrictions,” said Benov. “But once we were acquired – going from an independent to being part of a public company – restrictions were tightened.”
In addition, Benov said supervisors began to notice employees were spending more time on the Internet, and management expressed a desire to “determine the nature of that.”
Search for a Solution
“We first looked at monitoring about three years ago,” said Benov. “At that time, an employee was let go and decided to sue the company. I was asked to provide information on what the employee had and had not done. Using Windows and email utilities, I was able to gather some information, but not much and not easily.
“Then, about two years ago, the company received an anonymous email stating that an employee had hired on with the express purpose of gathering confidential information for the competition.”
Despite the events, purchase and implementation of monitoring software remained on the back burner until continued company growth and corporate acquisition came into play.
“Once I began looking for a solution on the Internet, I very quickly noticed Spector 360,” said Benov. “My main interest was what we could monitor with the program and next, its reporting. I liked the reporting as well as what it can monitor … and it can monitor a lot!”
Discoveries
Despite having a popular filtering appliance in place, Benov said Spector 360 permitted him to discover and then block some well-traveled Internet websites responsible for a significant portion of his company’s non-work activities.
“Using our filtering product, most non-work websites are blocked except at lunch hour,” said Benov. “But some websites that have become very popular – too popular with our employees – were not blocked by the appliance and Spector 360 identified them. Facebook was by far the most visited site and quite a bit of time was being spent there.”
Spector 360’s drill-down capability further illuminated the Facebook surfing abuse.
“Spector 360’s Data Explorer and User Explorer pinpointed the wasted time and the persons responsible,” said Benov. “After that, we definitely saw a change in work habits. The non-work websites I identified were blocked, and since then I have needed to block only a couple more.”
- Benov said that the company does not have chat or email restrictions, but given the insight provided by Spector 360, that may change.
“Chat reports have shown cause for concern,” said Benov. “Just like supervisors noticed web surfing and had suspicions confirmed by Spector 360, now they are beginning to notice chatting … and Spector 360 has shown that often it is a little too much.”
- Even though Benov does not use Spector 360 to watch specific employees, he said that since implementation of the software, he has had several management requests for investigations.
“Most requests for a closer look at employee activity concern Internet browsing,” said Benov. “Nearly all of our employees bill their time to specific projects, and you can’t bill hours and surf the Internet at the same time.”
Awareness
“Users are aware we are monitoring, and they are supposed to be aware,” said Benov. “We sent an email to the staff alerting them to the process, and there was a buzz after that.
“One employee came in to see me and asked if I had seen the porn sites he had gone to, and swore he would not go there anymore. The mere fact that people know about the software makes them more responsible.”
Working With Employees
Benov said that the IMV Projects employment contract includes a clause that amounts to a basic Acceptable Use Policy when it comes to use of company equipment and services, including PCs and Internet access.
“It’s always been in place,” said Benov. “But now, with Spector 360, we can enforce it.”
Spector 360: The Software of Choice
Benov said that he and one other IT person handle the monitoring process, and both appreciate the Spector 360 Dashboard.
“The Spector 360 Dashboard is easy to use, a good interface,” said Benov. “It’s straightforward … no training required … you can figure it out by yourself.”
Spector 360’s Quick View reports also received Benov’s endorsement.
“Quick View essentially is a great shortcut to general reports,” said Benov. “From Quick View, you can dig deeper if you see a trend. I really like that flexibility … a nice filter, easy to use … not the case with many other software programs. You can focus on groups of people, or a specific user. Also, you can focus on time periods … all of it easy to specify.”
- Benov said that Spector 360’s comprehensive, ready to use reports provide him with all the information he requires.
“I haven’t needed to customize any reports,” said Benov. “Those that come with the program have worked just fine.”
Based on the considerable size of his organization, Benov does, however, increase the Quick View reports from “Top 10” to “Top 30.”
- Benov said the Spector 360 installation and setup went without a hitch.
“The install wizard is great, giving you all the options you need and more,” said Benov.
- Benov said that during his fine-tuning of the monitoring process he encountered a few occasions requiring SpectorSoft’s live 24/7 Technical Support group. He was both pleased with and surprised by that experience.
“Wait time on the phone and response time for email is very short … I was positively impressed,” said Benov. “Telephone wait time for most of our other products takes more than an hour. With SpectorSoft I found it takes only minutes, if not right away. Also, when I ask a question, the SpectorSoft employees are personable and professional.”
- “Spector 360 has absolutely increased productivity,” said Benov. “Considering the impact it has had, the features and ease of use, Spector 360 definitely is worth the price.
“What we bought it for it has done. If you get back just 10 hours of work per employee a year, Spector 360 pays for itself many times over.”
Doing the Math
Benov said that across the workforce of engineers, drafters, administration, document control, and procurement, most company employees make from $30 to $40 an hour.
Using Benov’s conservative estimate of 10 hours of work recouped per employee per year — and factoring in the lower end of the stated compensation range — the yearly cost savings estimate equates to $195,000. At $40 an hour, the cost savings estimate increases to $260,000.
Staying at the $40 an hour rate — but increasing the recoup of lost productivity to a still-realistic estimate of 40 hours a year per employee — the estimated cost savings changes to more than $1 million a year.
“Since we were acquired by the Wood Group, security has been the main concern,” said Benov. “The Wood Group sees a comprehensive and complete security package as including a firewall, antivirus software, web filtering, and employee monitoring … with Spector 360.”
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