Smart Security CyCop Workforce Management Technology

Transcription

1 Workforce Management Technology The Next Generation Information Management and Workforce Management Technology Security operations at commercial properties are uniquely challenging. Often fulfilling a variety of roles, from enforcer to concierge, the security program carries the responsibility of protecting tenants, visitors and vendors in a complex risk environment. Requirements for access and egress control, fire and life safety services, customer service, patrol and static coverage, incident reporting and response, necessitate a program that manages a large amount of information, analysis of security activity, active monitoring of job duties and the proper resources for staff to keep up to date with changing protocols and evolving risk. These challenges can be met with an operating philosophy that leverages technology to maximize facility touring programs, enforces accountability with consistent tracking and reporting structures, provides officer resources that support job duties, and manages information pertinent to business goals. Integrating into the security program delivers more efficient security management with real time analytics, monitoring and reporting. Reasons to consider - Monitor security professionals on site, at any time of the day or night, in real time. - Enhance the security of your facilities by ensuring patrol operations consistently adhere to post orders. - Provides ease of access and keeps officers up to speed on requirements with interactive post orders and online training capabilities. - Avoid gaps in coverage with immediate notification of open posts that enables prompt response. - Secure and accurate reporting includes photo and video details. - Easily manages visitor access and parking. - Timekeeping is accurate, resulting in increased billing accuracy. White Paper Page 1 of 10

2 Workforce Management Technology CyCop Guard Supervision and Reporting is a web and GPS based technology utilized to build an advanced patrol and reporting program that transforms the traditional reporting process into a paperless, real time solution. It gives clients the latest accurate data about their property and security professionals the tools to manage their entire security program. CyCop relies on the integration of both GPS and/or barcode checkpoints set up throughout the facility to create a modern, sophisticated tour system that tracks each roving security officer in real time. The system produces data at the site level that is, in turn, supervised by a 24 hour Command Center. With real time information regarding where on duty security officers are located at any time of the day or night, CyCop provides a level of transparency to security operations not easily achieved without technology integration. Integration of this type of system offers a powerful toolset to collect reporting information from the field, ensure compliance with security protocols, and increase the overall efficiency of any security management program, without impacting staffing numbers. CyCop allows for optimum deployment of security labor and technology as an integrated solution. CyCop s correlation of incident history trends and deployment/re deployment of people and technology provide an ongoing effectiveness and efficiency approach to security management. FEATURES: - Guard Tour Tracking and Supervision - Incident, Facility Inspections and Daily Activity Reporting - Dispatch Operations - Post Orders and Online Training - Visitor Management and Parking Management - Incident Heat Mapping and Security Asset Allocation Analysis Through CyCop, an additional level of accountability for performance is enforced with the security staff, and complete transparency of service coverage is available to the customer. Data driven alerts and notifications ensure that situations that arise are dealt with and resolved immediately. Officer receives task reminder on Smartphone CyCop sends follow up if task remains incomplete Alert escalates to 24 hour Command Center Supervisor Command Center escalates issues to Roving Field Supervisor White Paper Page 2 of 10

3 Workforce Management Technology Guard Tour Tracking and Supervision Security professional tracking through GPS as well as internal sensors provide real time tracking and analysis tools. Escalating alert structure provides feedback to field personnel and alerts supervisory personnel of any exceptions to established parameters. Task reminders may be set to automatically remind staff of required checks. In addition, alerts can be generated on the fly and transmitted to the entire security staff or selected devices/security professionals. Incident, Facility Inspections and Daily Activity Reporting A number of report options are available including Daily Activity Reports, detailed expandable Incident Reports, and custom Inspection Checklists. s inhouse programmers are actively engaged in the development of customized reports and statistical analysis that can be customized for your security contract. All documents can include photographs and are distributed to customizable recipient lists. Reports are always available through variable search criteria and are retained indefinitely. Security Professionals have the ability to input data into any one of these reports through a networked PC or through a mobile handheld device, such as a tablet or smartphone. Post Orders and Online Training The CyCop Learning System makes customizable, post specific content available to all assigned security professionals. This content can include any amount of material required by the contract. Courses can include video, interactive elements, and can allow for a variable grading scale. Results from assigned exams are immediately available to the customer through their web portal in CyCop. Visitor and Parking Management CyCop allows for multiple access lists to be maintained and made available to security professionals working at a facility entry point (lobby or main gate). Access into can be provided to specified personnel or vendors to manage the lists of allowed or disallowed people onto the property through their own login. This information is immediately available to assigned security professionals who can White Paper Page 3 of 10

4 Workforce Management Technology sign in and out visitors, vendors, or contractors. Banned visitors are also highlighted along with an available photo to security personnel to better identify unwanted guests. Parking violation information may be collected and compared to existing employee or visitor vehicle information to highlight repeat violators. Disciplinary actions may be tracked to remove violators from being highlighted until their next violation. Incident Heat Mapping and Security Asset Allocation Analysis CyCop pulls data from a variety of reporting inputs to aggregate and visually display incident reporting data around customer properties. This display includes the ability to overlay tracking data for assigned security staff as well as the locations of other assets including lights, card readers, fencing and cameras on the property. Managers can leverage this data to reallocate field personnel as well as other security assets to better address threats. Trend analysis reports collect data from a number of sources from the field and provide Risk Managers with totals of felonies, misdemeanors, torts and maintenance issues encountered on the property. Graphs provide high level review of trending activity over the past year allowing for easy identification of issues and focus on particular problems. GPS Map Tracking & Virtual GeoFence Boundary with officers can be tracked in real time with CyCop through GPS tracking. A virtual GeoFence surrounds the property and if any Officer moves past the boundary, an alert will be sent to the officer and to the Command Center for immediate resolution. Our clients will receive a map monitoring report (shown below) every morning. You will be able to see the exact time a security professional r is at any given location on property, and the patrol routes of multiple officers during a shared shift. and client management are able to see each officer s current location in real time through the customized client web portal. White Paper Page 4 of 10

5 Workforce Management Technology CYCOP Capabilities and Features Benefits Automated Incident & Daily Activity Reporting - Reports delivered securely to management - Accommodates digital photos and/or streaming video uploads - Archived reports for later use Trend Analysis Reporting - Check statistics, review and compare data for efficiency and liability improvements Incident Heat Mapping & Security Asset Allocation - Display incident location data graphically - Overlay visual depictions of assets and security equipment for forecasting - Specifically tailored to customer s site - Web based monitoring of security professionals 24/7 - Critical incident notification and escalated alerts for immediate resolution - Environment friendly uses green technology - Cost efficient and easy to deploy Security Guard Tour Tracking & Supervision - Offers real time information on personnel locations - Includes color coded checkpoint history of time, place and tour activity - Accessible remotely or onsite Interactive Post Orders & Online Training - Access course materials for each property - Tailor test criteria as needed Visitor and Parking Management - Create property access lists - Enter data manually or by import - Generate & print visitor passes Electronic Timekeeping - Track arrival and departure information for accurate billing of staffing hours White Paper Page 5 of 10

6 Workforce Management Technology White Paper Page 6 of 10

7 Workforce Management Technology Return on Investment The following case studies exhibit a range of benefits that have been realized by customers through the integration and utilization of CyCop. Implementation led to greatly enhanced visibility and transparency of services throughout the entire portfolio and the documentation and reporting capabilities of the system are leveraged for more efficient staffing strategies, quicker incident response times that mitigate risk, incident support documentation that allows customers to avoid and recover damages, as well as more effective vendor management programs. Case Study #1: Risk Analysis, Reporting and Mitigation Customer Risk Issues and Mitigation Opportunities A mixed use property with a portfolio of 22,000 hours per week, valued at $20M in annual revenue, was experiencing increasing loss and liability issues due to vehicle burglaries in the parking lots. Theft events included situations of access convenience, where windows were left open, convertibles left with their tops down, etc., in addition to forced entry. Items of value were often exposed to view in the vehicles prior to burglary. Solution Requirements The customer desired a solution to deter burglaries, as well as analyze circumstances of the events, track frequency and location, and report on incidents. Delivery was installed at the customer account in Once integrated, the staff began utilizing CyCop technology to document and report all unsecured vehicles during their patrol, with supporting photographic evidence of any vehicles left exposed to vulnerability. Leveraging the trends analysis tools, the security team was able to quantify that the predominance of issues including vehicle burglaries were occurring during the late day shift/early swing shift hours. This resulted in the adjustment of a 2PM to 10PM shift to 1PM to 9PM shift providing overlap coverage. In addition, using the heat maps built in CyCop, the management team was able to identify the most troublesome areas on the property and adjust patrol routines to meet the threat. The CyCop incident reporting system has also been of critical use in identifying and communicating facility related issues in addition to actual incidents around the property. Now, reports are instantly White Paper Page 7 of 10

8 Workforce Management Technology distributed to the responsible managers for response. Outcome and Benefits of Service With this new documentation, the property managers were able to meet any complaints by customers by providing them supporting documentation and proof that their vehicle was left exposed. This practice also increased the overall awareness of the security team to watch for suspicious activity within the parking lots. Despite a 26% increase in overall crime observed in the area during 2015, this particular location saw a legitimate drop in overall incidents of 21% in 2015 as compared to In this example, management was able to readjust and address a real threat to the property by leveraging the aggregate reporting data from CyCop. CyCop was able to then report on the results of this adjustment. Facility related response times are nearly twice as fast as previous to the CyCop installation. This results in indirect cost savings when the repairs relate to items like water leaks, broken irrigation, as well as a reduction in risk when safety items are identified and effectively communicated. Leveraging both the documentation capabilities of the system, the way CyCop prompts for detailed and complete reports, as well as its ability to expeditiously deliver incident data, property management is also able to respond much more quickly to property damage. The officers are asked for all the details depending on the incident. Now complete reports are expeditiously delivered to the management team for immediate response to claims and insurance documentation. During 2015 alone, this property was able to recover $30,000 of $35,000 in damages with a near 100% accountability rate to any damage done on the property by tenants or vendors. Other leveraged uses for the system on the property include a more effective vendor management program. All open tenant spaces are regularly and effectively checked. The team leverages CyCop for safety inspections including AEDs, Fire Extinguishers, etc. Overall, the Security Director estimates that he has been able to reduce paperwork by at least 50%, both in the security office and in the property management office. White Paper Page 8 of 10

9 Workforce Management Technology Case Study #2: Efficient Report and Incident Management Customer Issues and Improvement Opportunities The large portfolio of a premier medical technology and services company had no automated reporting solution. Their security program relied on word of mouth or the transmission of paper reports from locations throughout the United States to their Security Operations Center (SOC) located in Minnesota, where the incident data could be forwarded to the appropriate department for response. Security reported incidents were predominately facility related. At the time, response time was slow and did not always include the detail required in order for responding personnel to be able to properly assess what the appropriate response may be. In some cases, facility related problems, such as water leaks, were reported via telephone to the SOC. The SOC would then make a record and reach out to local contacts for response. Without prioritized parameters set for incident notifications, the account incurred loss from costly scheduling and communication inefficiencies, with many responses occurring outside of normal business hours for incidents that did not necessitate an immediate response. Solution Requirements - Develop incident reporting and response capabilities that provide sufficient detail to allow responding personnel to assess whether or not they need to respond immediately or within the next business day. - Enhance communications with the SOC and build a more efficient notification system. White Paper Page 9 of 10

10 Workforce Management Technology Delivery - With implementation, the visibility from the SOC was greatly enhanced to all locations across the US. Within a button click, SOC personnel are now able to immediately review tracking data to clarify where security personnel are located on the property. - Reports from the field now include photographic evidence, providing a level of detail that was rarely provided prior to integration with CyCop. This resulted in a significant reduction in unnecessary response calls by facilities personnel as well as greater documentation of issues on the property. - Customized notifications, assessment improvements, and clearly defined response protocols lead to faster response to issues when warranted, and reduce overreaction to non priority events. Outcome and Benefits of Service Integrating into the security program resulted in a significant reduction in unnecessary response calls by facilities personnel as well as greater documentation of issues on the property. The net result was a reduction in after hours service calls and the cost associated with that. Conversely, when the situation warranted it, there was a much faster response. The customer sited specifically instances of response improvement with respect to water leaks and boiler issues. While the manager was unable to speak to total cost savings with relation to legitimately reported water leaks and equipment issues, he did say there was a significant cost savings achieved through more efficient and accurate reporting. The overall program and reporting efficiency has also been significantly increased. This customer has very specific reporting requirements and restrictions in order to reduce overall liability. Prior to the CyCop installation, these reports were done by hand and were not reviewed in a timely manner. Many reports fell out of compliance and follow up with the author of the reports was near impossible. Now, with CyCop, all reports are reviewed within 24 hours for compliance. Any reports out of compliance are flagged and immediately addressed and adjusted, reducing the overall risk to the customer. White Paper Page 10 of 10