Data Collection Is Key To Program Management

Feb 1, 2004 12:00 PM

If you can't measure a security program, how can you manage it?

Apart from the daily operations, managing a security program can take many avenues that can ultimately affect the long-term viability of the department. The data you and your officers collect is evidence of your efforts. For this reason, data collection is a vital part of what justifies a department's existence.

Data Collection Provides:

• Quantifiable and qualifiable proof for security programs built upon the determination of the types and levels of risk — identifying issues by separating perceived risks from actual risks;

• Justification of security-related costs;

• Measurement and tracking of losses associated with those risks;

• Validation of risk-reduction programs; and

• Measurement of the effects of that program and the implementation of the resulting data-based risk reduction and loss management program — enabling information to be collected before and after the implementation of a program or physical enhancement in order to determine the effectiveness of that implementation.

Capturing the Data

There is no shortage of goals that can be monitored and measured. Data collection can be accomplished in several ways.

Pen and paper reports are as simple as dividing reports by category, counting up the incidents, and arriving at a total. If officers are not writing reports on their activities, now is a perfect time to start. Security officers are already doing the work, so having them write a brief report of their activities is a minor modification of their workday.

Electronic report writing can be as simple as designing an Excel-based security incident report. This report can be saved in a designated drive or file for viewing. Saving the file by officer name, date or incident type are three ways of storing and retrieving information. At the end of each reporting year, this data can be saved on a CD-ROM for archiving.

Off-the-shelf software can also be used. Costs, infrastructure and training incorporated with this method will need to be considered — what does the infrastructure support? What kind of computer training will need to be implemented? One key difference between pen and paper or electronic reports and software specifically designed for security needs, is the time it takes to display and compute incidents.

Modified software that has been developed by other departments is also an option. Some maintenance programs, for example, are designed for the control of work that can be used for security departmental needs. This will take some investigating, but should be considered.

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EDITOR'S NOTE: The information on this page is provided by the Professional Security Training Network, Carrollton, Texas, which offers a video training service designed to help security management meet growing challenges facing the industry. Programs include basic security training, in-service training, management and supervisory training, safety programs, and a monthly security news program. For information, visit www.pwpl.com/security.

SHARE YOUR STORY…

Every month, we are offering information about managing guard services and leading in-house staff. Among other things, this page will offer an opportunity for readers to share the management lessons they have learned and to provide other helpful information to their peers in the industry.To offer suggestions, or to contribute to this page, contact Jennifer Peroat (770) 618-0135 or e-mail jpero@primediabusiness.com

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