The RTLS GUIDE 2.0. Real-Time Location Systems

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1 The RTLS GUIDE Real-Time Location Systems 2.0

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3 CHAPTER 1 The Basics: What is RTLS? CHAPTER 2 The Variety of RTLS Options CHAPTER 3 Practical Applications for RTLS and Key Benefits CHAPTER 4 Virtually Limitless Possibilities The Real-Time Location Systems Guide 2.0 CHAPTER 5 Key RTLS Components and How they Work Together CHAPTER 6 Who to Involve in RTLS Projects CHAPTER 7 Who to Involve in RTLS Projects / Part 2: Specific Roles CHAPTER 8 Beyond Location Information

4 Chapter 1 The Basics: What is RTLS? The ability to know exactly where certain assets or people are located at any particular time can provide an important advantage to organizations.

5 CHAPTER 1 The Basics: What is RTLS? Real-time location systems (RTLS) are technology solutions that automatically identify and track the location of objects or people in real time, in most cases within a building such as a warehouse, shipping yard, hospital, or campus. In a typical implementation, wireless RTLS tags are affixed to objects or worn by people, and fixed reference points receive wireless signals from these tags to determine their location. Tags and fixed reference points can be transmitters, receivers or both, and this flexibility allows for multiple possible combinations. organizations such as hospitals can do to speed up services. Data gathered by these systems can be stored, analyzed, audited, and assessed by internal parties or external authorities such as public safety organizations. Some systems supply dashboard style data for easy analysis on-th-fly. These solutions enable organizations to more effectively keep track of where things are, which can help them improve processes they are currently struggling with, such as inventory management. RTLS systems are designed to replace outdated, less efficient solutions such as spreadsheets and clipboards, by automating tasks that are now largely manual and prone to errors. The term RTLS first emerged in the late 1990s, to describe and differentiate a new technology that leveraged the automatic identification capabilities of radio frequency identification (RFID) tags, and provided the ability to view the location of a tagged object on a computer screen. Although similar capabilities had been used earlier by military and government agencies, the technology supporting it had been too costly for commercial purposes. The RTLS systems are also valuable to businesses because they generate intelligence: Useful data about product and asset movement within facilities, how quickly processes are being completed, and what Today, RTLS is clearly a growing market. According to a report from global technology research and advisory firm Technavio, entitled, Global Real Time Location Systems Market, , the market will grow at an estimated compound annual rate of 38%. One of the key factors contributing to this market growth is the increasing adoption of RTLS in the healthcare industry, the report says. 4

6 The market will grow at an estimated compound annual rate of 38%.

7 CHAPTER 2 The Variety of RTLS Options Chapter 2 The Variety of RTLS Options RTLS solution offerings vary based on factors such as the types of tags used for tracking, the network backbone that supports the system, and more. For example, some systems use passive RFID tags to track the location of objects. With passive RFID, a reader and antenna send a radio signal to a tag, which uses the transmitted signal to power itself. Passive RFID systems can operate in low frequency (LF), high frequency (HF) or ultra-high frequency (UHF) radio bands. As the name suggests, passive tags are only sensed when they are interrogated, or detected, by a receiving device, or reader. The response from the tag simply contains a unique ID of the tag, itself. Determining the location of the tag is very rudimentary; the tag s location is deduced by its ability to be detected from the reader, so if and when the reader senses the tag, the tag s location is determined to be the same as the reader s at that point in time. Passive RFID systems can serve as cost-effective solutions for tracking lower-cost items such as those found in some manufacturing and retail environments. Because passive RFID tags do not need a power source or transmitter, and only require a tag chip and antenna, they are usually less expensive and smaller than active tags. On the other hand, they also have a shorter range than active tags, meaning they can t be read from as far away as active tags. Other RTLS systems use active RFID tags. Active tags feature a transmitter and their own power source, usually a battery, which is used to run the microchip s circuitry and to transmit signals to a reader similar to the way a cell phone sends a signal to a base station. 6

8 Wi-Fi tags Active RFID tags have a longer read range than passive tags so they are more useful for applications such as tracking goods or assets that need to be scanned over longer ranges. Typically, active RFID tags are powered by long-life batteries that last several years but eventually need to be replaced. Some RTLS systems, such as a patented offering from AiRISTA Flow, use active RFID technology that leverages existing Wi-Fi networks to provide real-time location visibility. Their solution includes Wi-Fi tags that track and report on the movement of assets and people, and the status of staff safety alarms and temperature sensors. Such RTLS solutions compare tag readings against a stored database of Wi-Fi readings, or received signal strength indicators (RSSI.) Some systems may use optical-based technology such as infrared (IR) electromagnetic radiation with longer wavelengths than those of visible light and RFID to provide location tracking. In the case of infrared RTLS, tags and badges emit infrared and RFID signals containing unique identification codes that are collectively received by sensors to determine locations. Other RTLS offerings use global positioning system (GPS) technology to locate tags. GPS, commonly used by consumers in their vehicles or via their smart phones to find particular locations, is a satellite navigational system in which certain satellites continuously transmit digital radio signals that include data on the satellites location and the exact time to the earth-bound receivers. The satellites contain atomic clocks that are precise to within a billionth of a second, and based on this data the receivers know how long it takes for the signal to reach the receiver on earth. By using three satellites, GPS can calculate the longitude and latitude of a receiver based on where the three spheres intersect. GPS based Real Time Location Systems are severely degraded when used indoors because of the resistance posed when physical structures block satellite signals. They also consume significant amounts of energy making them impractical for use in settings where tags do not receive a continuous power supply or are not getting charged on a daily basis. The most recent addition of Bluetooth Low Energy (BLE) to the RTLS family of technologies provides a resource cost and energy efficient alternative for close-space (generally indoor) location determination. This is a popular choice for users with infrastructure constraints, a need for high levels of accuracy, or a tight budget. Leveraging any or all of these technologies, AiRISTA Flow RTLS solutions use a Wi-Fi network, its signal data, and noise-canceling algorithms to calculate and display the most probable locations on a virtual map. 7

9 CHAPTER 2 The Variety of RTLS Options RFID-over-Wi-Fi uses transmitted readings to calculate a number of probable locations on a virtual map.

10 Chapter 3 Practical Applications for RTLS and Key Benefits Companies in a variety of industries can leverage the capabilities of RTLS for a number of business objectives. Applications of RTLS typically aim to improve operational processes and workflows; safety and security; inventory management, or a combination of all of these. RTLS solution implementation can help organizations address specific challenges they re facing related to a range of causes including resource inefficiencies and even employee endangerment. For example Factory workers can use RTLS to find and deliver needed materials to keep production processes running smoothly, enhancing productivity through significant time savings. Real time location systems can also automate the par-level monitoring for materials and products. They can even send alerts when WIP (Work in process) levels drop below or increase beyond preset thresholds, or deplete entirely. Managing inventory with the use of RTLS allows manufacturers to run more efficient factories and warehouses. Real-time alerts can help companies ensure that equipment is being properly maintained, reducing the total cost of ownership of these products. 9

11 CHAPTER 3 Practical Applications for RTLS and Key Benefits In the education sector, schools can use RTLS to help improve the safety of students and staff, and to track the location of faculty and staff members within a school. For instance, with an RTLS alert system, security teams and police in an emergency situation can instantly determine the location of teachers or students who are wearing Wi-Fi badges. At a college, a faculty member can alert on-site officials and off-site police from anywhere on campus via a mobile panic button. Public safety officials can use RTLS to directly communicate with injured parties via two-way text, receive alarms when visitors enter restricted zones, and send mass notifications directing people away from a dangerous situation, without relying on cellular networks or manual dialing. In the manufacturing sector, companies can use RTLS for real-time asset tracking in facilities such as plants and warehouses. A manager can quickly locate particular containers, pallets or production equipment on a factory or warehouse floor, without needing to conduct a time-consuming manual inspection using a clipboard or spreadsheet. Companies in the distribution market, including logistics and transportation service providers, can also benefit by using RTLS. They can deploy the technology to gain real-time visibility of vehicles, equipment and containers in logistics yards, to ensure optimal scheduling and shipping. 10

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13 CHAPTER 3 Practical Applications for RTLS and Key Benefits In the healthcare sector, hospitals and clinics can use the technology to track and manage assets such as medical equipment, through real-time visibility into the location and status of the equipment. This can potentially reduce inventory costs, cut down on the time it takes nurses, technicians and other healthcare professionals to locate missing equipment, reduce theft of high-cost systems, and automate the maintenance of equipment. Healthcare facilities can also decrease the amount of time patients have to wait between procedures, through automated alerting and monitoring of patient activity or inactivity. They can also enhance the safety of patients by keeping track of their whereabouts within a facility. Managing asset inventory with the use of RTLS 12

14 Chapter 4 Virtually Limitless Possibilities By no means is RTLS limited to a handful of industries; the potential applications and benefits of the technology are seemingly limitless. Depending on the type of RTLS used: Mining companies can track workers onsite location, for safety purposes. Distilleries can monitor their fermentation container temperatures to ensure optimum quality. Sports venues can track players and officials, providing location-based statistical data. Municipalities can monitor vehicle movement patterns to alleviate traffic snarls. The military can deploy RTLS systems to track personnel and equipment. Restaurants and hotels can locate clients or staff who need to be contacted. Farms can keep track of the location of livestock. 13

15 CHAPTER 4 Virtually Limitless Possibilities One of the unique attributes of RTLS that makes it applicable to so many applications and industries is its ability to track the location of so many different types of assets, whether it s equipment, tools, shipping containers, measurement devices or vehicles. Knowing the exact location and condition of assets can help companies improve workflow processes regardless of the type of business they provide. RTLS is also valuable because it can be used to track people. For industries such as healthcare, the benefits of this are clear: hospital administrators could follow a patient s journey through the emergency room, admission process, operating room, and hospital room all the way through discharge. Tracking such metrics as wait times during these various stages in the patients journey helps administrators to better address potential patient flow challenges. People-tracking using RTLS can also be used to improve safety. Through the use of security badges, people who work in harsh environments such as mines and remote processing plants can be tracked in case of emergencies. The technology can not only track the location of objects but their condition as well, through such capabilities as remote temperature and humidity monitoring. Industries that rely on products or materials being managed in optimal conditions, such as healthcare, food processing, pharmaceuticals, chemicals, etc., can benefit from ensuring that these products are stored and kept in the best possible conditions. The potential benefits include cost savings and, even more important, public safety. One of the common threads with all of these RTLS applications is the alarm/alert capabilities of the systems. Whether it s to indicate that an asset is located in the wrong place at the wrong time, that a worker is in some kind of danger, that a patient requires help, or that a freezer has reached a high temperature threshold, RTLS can send an immediate signal to a manager, nurse, public safety official, or other user that allows them to take quick action. This type of alerting capability can be used in a multitude of ways to provide benefits in a variety of industries, including financial services, retail, public safety, healthcare, pharmaceuticals, education, transportation, energy, and manufacturing. 14

16 Chapter 5 Key RTLS Components and How they Work Together

17 CHAPTER 5 Key RTLS Components and How They Work Together RTLS configurations can vary significantly depending on what type of facilities the technology is being used in, the type of system, how it is being used, what types of products are being tracked, what conditions are being monitored, etc. But many RTLS implementations consist of several key components: Tags/Badges A key piece of the RTLS configuration is the tag or badge that is used to provide location information. Tags are attached to whatever assets, equipment, or materials an organization wants to track, while badges are worn by people who can be tracked or who use the system to trigger alerts. These lightweight tags or badges transmit radio frequency links periodically to access points, and subsequently to RTLS software. A single implementation can support as many as thousands of tags, but most deployments start much smaller and can be scaled up as needed. Access points An access point (AP) is a device that enables wireless devices to connect to a wired network using Wi-Fi or related standards. With an AP, users can add devices that access the network with few or no cables. An AP usually connects directly to a wired Ethernet connection and the AP provides wireless connections using radio frequency links for other devices to use the wired connection. Most APs support the connection of multiple wireless devices to a wired connection, and they are designed to support a standard for sending and receiving data using the radio frequencies (defined by IEEE standards.) Within the context of RTLS, tags and badges communicate with standard Wi-Fi APs typically located throughout a facility using standard communications. 16

18 Temperature and humidity sensors These sensors are lightweight tags that measure and communicate temperature and relative humidity levels of rooms, containers, products, etc., and custom high/low threshold settings. These sensors automatically send alerts when the humidity or temperature of the monitored environment goes outside a predefined range. In addition, the system can automate the monitoring and logging of the temperature history, which is often a laborious yet mandatory task related to meeting compliancy requirements. System controlling software Signal measurements are taken from radio communications and delivered to an RTLS controller, along with information such as button presses, battery information, and temperature measurements. Algorithms calculate the accurate location of tags and badges. The software can be used to produce analytical reports and in some cases, such as with AiRISTA Flow s system, two-way messaging. Beacons The accuracy of tag locations can be enhanced by the use of small, battery powered location beacons that can be strategically installed within facilities such as distribution warehouse corridors, hospital rooms, logistics yards, ports, or other facility areas. These products are typically infrared transmitters that operate wirelessly, and are ideal for areas with limited Wi-Fi coverage. Beacons and locators, such as those pictured at right, can receive and transmit Wi-Fi signal data to and from active tags to essentially augment and enhance the wireless infrastructure. 17

19 CHAPTER 6 Who to Involve in RTLS Projects Chapter 6 Who to Involve in RTLS Projects It s a good idea to include several end users on the team because they will certainly have valuable input in terms of ease of use of the system, training needs, and other issues. Depending on the size of an RTLS implementation and the organization that s deploying it, the project can involve a number of key players, each with unique roles. A lot goes into an RTLS deployment: technology and vendor evaluation; program planning, technology and vendor selection; equipment testing; implementation execution; system administration, management, and maintenance, and support for the ongoing utilization. It s important to note that no two organizations will handle an RTLS project the exact same way, or involve the same level of executives, managers and users in the project. One of the key questions to consider at the outset is exactly who should be involved in the project and what skills, experience and insights they bring to the effort. Oftentimes companies create a cross-functional team early on in the process that is responsible for developing the RTLS strategy, including product and vendor evaluations, testing, implementation, and ongoing management. This team can consist of virtually any stakeholders within the organization, but generally includes the CIO or other high-level technology executive, and representatives from senior business management, operations, security, networking, human resources, or even other areas. It s a good idea to include several end users on the team as well, because they will almost certainly have valuable input in terms of ease of use of the system, training needs, and other issues. Which end users to include, again, depends on the type of organization. 18

20 For example For a healthcare provider it might be nurses or medical technicians; for schools it might be teachers or administrators; and for warehouses it might be foremen or floor workers who are suited for using the system. Managers from operations and networking generally take part in the implementation, including installation and testing of equipment. The systems integrator also plays a key role in this part of the project, and sometimes remains on board to help with ongoing maintenance of the system. In some cases, governing authorities or legal advisors may need to become involved. For instance, labor union officials may need to set guidance or provide approvals related to protected matters of privacy. In addition, many organizations will need to hire an outside systems integration provider to help with the deployment, and representatives from this company in many cases become part of the cross-functional team. Hiring outside help makes particularly good sense for larger and more complex implementations,

21 CHAPTER 6 Who to Involve in RTLS Projects or for an organization that does not have sufficient expertise to deploy RTLS on its own. When it comes to decision making with regard to products and vendors, the CIO or other highlevel executive should convene with the CEO, CFO, or others in senior management. In smaller organizations, senior executives will almost certainly be involved in the decision making, although in larger enterprises decisions about vendors, products and integration firms might take place at lower levels of the organization. System Integrator

22 Chapter 7 Who to Involve in RTLS Projects Part 2: Specific Roles While many people are involved in an RTLS deployment project, several roles stand out as being especially important to the success of the endeavor:

23 CHAPTER 7 Who to Involve in RTLS Projects Part 2: Specific Roles CIO and other senior IT executive Because RTLS involves data, IT systems, and corporate networks, the top IT executives in the organization should be involved typically in a strategic oversight role to help with making decisions. Issues to consider are whether the current and/ or future IT infrastructure will support the RTLS system; whether any information security precautions need to be taken; how the system will be integrated with elements of the IT infrastructure, and what training will be needed for the IT staff, just to list a few. At smaller organizations, the CIO/IT manager might be responsible for the overall project whereas, at a larger company, the senior IT executive might provide strategic advice only. Vice president of facilities and operations RTLS can involve the installation of equipment throughout a facility and may impact day-today operations, processes, and workflows. There might be a need to make renovations or structural changes within facilities to accommodate the RTLS s technological equipment, which may, in turn, also result in operational changes affected by deployment. Whoever oversees operations, whether it s a hospital administrator, warehouse supervisor, school principal, or other official, will need to be closely involved in project planning. Such involvement will include the placement of equipment and tags; how training will be provided for different types of end users; ensuring system uptime; getting the most value out of reports generated by the system, and providing strong data security. Department managers Depending on where and why RTLS is being used by an organization, the deployment and maintenance of the system might involve heads of departments such as inventory management, shipping and logistics, nursing, security, school administration, human resources, asset management, or product development. These managers need to be intricately involved in the planning and implementation, as well as with the ongoing management of systems and ensuring that they are performing as expected. Departmental managers will likely be among the biggest users of the reports generated by RTLS. They might also be responsible, along with IT executives, facilities and operations managers and finance managers, for creating metrics to determine the return on investment of an RTLS deployment. 22

24 Finance executives RTLS, like any other technology implementation, needs to go through a budgeting process, for the initial testing and implementation phases, as well as for ongoing management and maintenance. Depending on the size of the organization, the CFO or other finance executive will likely be involved in various phases of the project. In particular, finance people can work with the technology and operations representatives on the project to create ways of measuring ROI on the RTLS system, including specific key performance indicators that translate to hard benefits for the company. Network managers/administrators/engineers Because RTLS involves the use of existing network facilities such as Wi-Fi, the people in charge of network operations will be involved, to some extent, in the planning and implementation of the system. Issues that they will need to address upfront 23

25 CHAPTER 7 Who to Involve in RTLS Projects Part 2: Specific Roles as well as on an ongoing basis include network configuration, security and access controls, network uptime, and how the RTLS might impact other uses of the network. End users Last, but certainly not least, are the people within the organization who will use the RTLS system on a daily basis. This can include factory line, warehouse or plant workers; school teachers and administrators; healthcare professionals; security staff; asset managers, and others. While end users might not be involved in the configuration or management of the system, they often share useful insights in the selection and testing of systems prior to implementation. End users can contribute by providing feedback on the day-to-day use of RTLS and how improvements can be made. They might even be responsible for identifying the situations that require an RTLS implementation in the first place. As a result, end users are key players in the overall RTLS project. 24

26 Chapter 8 Beyond Location Information The potential business value of the data generated by RTLS technology is nearly endless. The benefits of RTLS can go well beyond the location tracking of objects and people, or the condition of products and their surrounding environments to range from saving lives and improving patient care to reducing resource waste and preventing asset spoilage. Thanks to some RTLS solutions being offered on compatible platforms, technology manufacturers and solution vendors are also benefiting by realizing new market potentials through the socialization of information systems.

27 CHAPTER 8 Beyond Location Information As discussed in Chapters 3 and 4, there are a wide array of practical applications for various industries. It s important to consider and discuss the possibilities with RTLS providers before making decisions about buying and deploying systems considering possible limitations in certain situations. This will be a fairly significant investment in terms of time and resources, and companies will want to make certain they are using RTLS in the most optimal ways. One of the potential aspects of RTLS that makes it particularly appealing for organizations is the ability to customize the systems to meet specific business needs. For example, by integrating open application programming interfaces (APIs), such as the one offered by AiRISTA Flow, into various systems and devices, organizations such as healthcare providers can create business intelligence that helps them improve decision-making and achieve their organizational objectives, faster. Software featuring an open API offers programming code that application developers can readily access. With access to RTLS programming interface, developers can quickly integrate applications into other systems that, ultimately, enhance the business value of the RTLS. Already, RTLS is playing a key role in the emerging Internet of Things (IoT), the networking of products, assets, and other objects. Anything linked Business Intelligence via the IoT can share information through products such as sensors and tags, enabling companies to gather information about how and how often their products are being used, the condition of the products, and the ways they can be improved. Practical applications include remote asset management, energy data management, conditionbased monitoring, fleet monitoring, and security. Software components in systems such as AiRISTA Flow s allow information from various alternate information systems to pass through and create advanced connectivity for things like manufacturing automation. Open platforms and RTLS solutions with advanced software components are a natural fit for IoT. Technologies for IoT will no doubt see enormous growth in the coming years as wireless networking, mobile devices, and cost-effective cloud computing become even more prevalent. RTLS is poised to be a major component of this highly connected world providing businesses, vendors, and customers alike with increased simplicity as they venture forward. 26

28 Glossary The following terms are defined as they relate to RTLS. access points wireless mechanisms, often affixed to ceilings, that use Wi-Fi or related standards to enable communication between one or more wireless devices and a wired network; APs. active RFID tags devices affixed to objects or people, containing an internal power source, that send messages with a unique identifier and location data using radio frequency to a receiver on a continuous basis or at predetermined time intervals; work at longer ranges than passive RFID tags. application programming interfaces (APIs) a technical platform that software developers use to manipulate code data; this term is often used in conjunction with open APIs which refers to code that is readily accessible between two or more software developers. beacons conspicuously placed devices that receive and send signals, data, or other information via electronic transmission; are typically infrared transmitters that operate wirelessly, and are ideal for areas with limited Wi-Fi coverage. Bluetooth Low Energy (BLE) a short range, low power communication technology, operating in the 2.4 GHz frequency band, that is widely compatible with mobile platforms and used in RTLS Wi-Fi tags to transfer location or status datum. business intelligence data or other information presented in a manner that facilitates decisionmaking with the goal of beneficially impacting an organization. Ethernet technology that connects computers and supports local, and larger, wired area networks. global positioning system (GPS) technology that leverages signals from in-orbit satellites (usually three or four) to locate objects or people, in realtime, based on the intersection of the signals; works well in outdoor environments with minimal signal obstruction. high frequency (HF) a designation for radio frequencies (between 3 and 30 MHz); an ideal radio frequency strength for aviation (air to ground) use. IEEE standards a widely recognized and accepted set of technical specifications for implementing wireless local area networks (WLANs) established by the Institute of Electrical and Electronics Engineers. infrared (IR) invisible radiant energy or light, with a frequency range between approximately 300 GHz and 430 THz. Internet of Things (IoT) a title devised to label the concept of complex interconnectivity and networking amongst multiple electronic products across micro and macro physical environments. 27

29 low frequency (LF) a designation for radio frequencies (between 30 and 300 KHz ); an ideal radio frequency strength for outdoor and long distance communication devices. panic button a control that, when pressed, sends an alert to designated authorities or sets off an alarm, silent or audible, such as those found on badge tags. passive RFID tags devices affixed to objects or people, relying on power transmitted from an external receiver, that send messages containing a unique identifier and location data using radio frequency to a receiver when interrogated by the receiver to do so; work at shorter ranges than active RFID tags. reader a device that receives transmitted signals, data, or information, such as a beacon or an access point. radio frequency identification (RFID) used to classify the signal transmission, or the electromagnetic field transfer, between two or more communication devices to locate, and often describe, objects or people. real-time location systems (RTLS) technology solutions that automatically identify and track the location of objects or people, usually indoors, at the same instance and rate of depiction. received signal strength indicators (RSSI) a measurement for determining a signal s power. systems integrator a person within an organization whose responsibility it is to maintain one or more software applications and, sometimes, associated hardware. tags the physical devices affixed to objects or people that enable real time location data to be collected. two-way text the capability for devices to display, send, and receive messages on a digitized or LED screen. ultra-high frequency (UHF) a designation for radio frequencies (between 300 MHz and 3 GHz); an ideal radio frequency strength for indoor communication devices. unique identification codes specific information describing an object or person that is contained within a device, such as a tag, and is used for locating purposes. virtual map a computerized graphical portrayal of data that is laid out to represent location contexts from received signal readings. 28

30 Contact AiRSTA Flow, US 1851 Alexander Bell Drive Suite 105 Reston, VA Tel: RTLS-NOW FAX: AiRISTA Flow, Europe Hiilikatu Helsinki, Finland Tel: FAX: info@airistaflow.com Copyright 2016 AiRISTA Flow, Inc. All rights reserved.