Developing Solutions INTERACTIVELY

Nov 1, 2002 12:00 PM, BY JAMES GOMPERS

The trend towards security system integration — the ability to automate and streamline features and functionality of multiple platforms and systems — is taking off. As more manufacturers and software providers offer advanced solutions, integrators and end-users should be asking “What's our role?” and “How do we get started in the high-tech integrated solutions arena?”

End-users must be able to evaluate current solutions to effectively increase productivity and reduce costs. The new integrator must be focused on integration, development, automation and information technology to participate actively in the client's operational improvement and cost reduction efforts. Relying on outdated information and stand-alone systems is the fastest way to fall behind the competition. The secret to successful integration goes beyond simply understanding security, information technology, communications and electronic control automation.

The integrator needs to be able to visualize the benefits to the end-user and bring real focus to the bottom line. This article will outline a process integrators and end-users should employ to find a solution.

CLIENT ANALYSIS: IN THE BEGINNING

The ability to ask the right questions and assemble solutions that improve a client's business is key to a successful integration project. The first and most important step is to determine the client's business rules — that is, how they deliver products and services to their clients. Next, it is necessary to perform an audit of all existing systems such as information systems, servers and software, network infrastructure and Internet connectivity, communication systems, paging, security systems, access control, video surveillance, and any other systems involved in the operation of the client's business. A facility survey should also be performed.

It is necessary to inspect and note all entry and exit points, doors, fence lines, gates and areas or departments with independent or specific security needs. The client's assets, vulnerabilities, prospective risks and threats should be defined. After proper investigation and analysis, current and future system requirements should be discussed to determine the client's concerns and what they would like to accomplish in securing the facility. Integrators should assist the client to determine how costs can be reduced related to manpower, production, liabilities, insurance or overall operational cost.

Does the client want to increase productivity, customer service or employee safety? It is critical to understand a client's funding situation and the level of commitment. Discussions should include how any projected cost savings and/or return on investment would positively affect the project budget.

By taking the time to gain a comprehensive understanding of how a client does business and that client's overall goals, an integrator will have greater success and form a more profitable relationship.

CONCEPTUAL DESIGN: GOING BEYOND

In the conceptual design stage, the integrator analyzes the data and makes specific determinations and recommendations aimed at meeting the client's needs. Looking carefully at the way business is conducted may reveal an opportunity to automate human processes by integrating technology into existing multiple systems or platforms.

One improvement, for example, might be creating a single graphical user interface (GUI) to eliminate the need for several users, administrators or workstations. Another could be implementing a single, multiple-use identification card to reduce the time needed to administer multiple systems such as access control, parking, time clocks, vehicle identification, transportation, employee benefits or medical information. Other improvements might include

• distribution automation;

• pop screens for faster response;

• higher levels of customer service and increased personnel safety; and

• video imaging with ties to databases for incident investigation and access verification.

Users should look to the integrator and consultant to determine and explain the level of return on capital investment, the reduced need for human intervention, and other benefits of implementation. Integrators should take the time to meet with the client to determine if a solution is comprehensive and meets expectations.

PRE-SPECIFICATION REQUIREMENTS: GETTING IT RIGHT

The pre-specification stage of the integration process involves identifying how the proposed conceptual design and security upgrades will affect the overall requirements for the client's facility and business. Requirements are determined in terms of personnel, hardware, software upgrades, installation, operation, training and support needs. Here are some examples:

• Will there be a required increase or decrease of security, administrative, or inside support personnel, including information technology (IT/MIS)?

• Is there a need for upgrades to existing hardware, new hardware, or expansion?

• Does the current software support the necessary upgrades or is new software needed?

• Will integration hardware or middleware software need to be developed?

• What are the implementation needs for the project?

• Are there specific operational requirements for the recommended solution?

• What will be the training needs for the client's personnel?

• Will vendor support be needed? How many vendors?

• Have any changes been made to the budget? What determinations have been made to the proposed budget?

DESIGN: ONLY EXACT SPECIFICATIONS WILL DO

A detailed description encompassing all system requirements, hardware, software, locations, features, functionality, middleware, etc. must be developed in order to eliminate the possibilities of oversights, cost over-runs, and non-functionality in the integration.

After the initial specification is written, a detailed budget is created. At this stage, integrators should evaluate with the client all aspects of the project and ensure all requirements are met and an adequate budget is available. Clients should expect a complete qualified vendor list for all needed project parts for approval. An RFP or proposal should be prepared for the client to approve and/or release.

IMPLEMENTATION: OLD-TIME CRAFTSMANSHIP AND LEADING-EDGE TECHNOLOGY

To start the team building process, an integrator assigns a project manager (team leader) responsible for coordination within the project. Team members should include personnel from security, IT/MIS, middleware provider, electrical and telecom departments. The client will also need to provide team members from all departments involved or impacted by the integration project.

With a winning team assembled, integrators and contractors can prepare the site for equipment and provide necessary cabling and installation. Contractors start acquiring the essential hardware, software and middleware. At this point, the client should select the personnel who will operate and use the system once it is commissioned. The implementation stage can be difficult to coordinate when dealing with an operating facility, but proper project planning and management can keep difficulties to a minimum.

COMPLETION: MEETING CLIENT EXPECTATIONS

The completion stage is the point at which many integrated systems fall short of client expectations. Quality craftsmanship of all installed components and systems is a must for appearance, usability and serviceability. Nothing is worse than a poorly wired system, controller or security panel.

For a successful project, all circuits and hardware must be thoroughly tested; application software run through all features and functionality; and integration interfaces and middleware verified for proper operation. All of this needs to be submitted to the client along with all “system as built” documents (blueprints and wiring diagrams that have been marked up to match the installation of the project), manuals and other information.

The project cannot be considered fully complete until a two-part training is implemented, starting with an overview of the system with features, functions, basic operation and all support channels made available to the client. The second training session should be scheduled 30 days or more after the client takes over the system. At this point, the client may have questions on how the system works. Advanced system training and all functions of the system can then be revealed. During this stage of training, the client should be instructed on basic maintenance and fault isolation to ensure system uptime. Only then should the client be comfortable enough to take over the operation and sign off on the project as completed.

OPERATIONAL: MOVING TOGETHER INTO THE FUTURE

Once the client has signed off on a completed project, many integrators often overlook (or even ignore) the future operation of the system. Follow-up is beneficial to the client, adding enhancements that would otherwise be forgotten and will greatly increase the solution's positive impact on the client's facilities.

The future of the security, video control automation markets lies in integrated network solutions incorporating a single graphinterface (GUI), with shared databases across platforms. Single, standalone systems and all their limitations will soon be a thing of the past. Nearly everyone agrees system integration is a good thing, but it's not always clear what we mean by integration and what the specific benefits are.

Integration is defined as the interaction of sharing information, databases, features and functionalities among systems, computers, hardware, devices and humans to effectively complete a task or group of tasks. Integration eliminates the need for manual interaction among systems, computers, hardware and devices by users. It expedites user response by processing information among multiple platforms to provide needed information quickly and efficiently to determine the needed level of response.

The technologies to realize this future level of integration are available now, but are integrators and associated security professionals ready for them? Perhaps we should place a greater priority on the education of integrators with more comprehensive training for technical and sales staff. End-users also need to be educated in order to better determine their needs, ask the right questions and understand the full potential of integration. Given careful and detailed planning, education and team building, there's no limit to the solutions end-users and integrators can implement. This article will survey the effects of integration by illustrating three different applications.

DISTRIBUTION CENTERS: SIMPLE INTEGRATION PAYS BIG DIVIDENDS

With heightened security concerns over the last year, distribution companies, like most enterprises, are looking for ways to more effectively secure their facilities. Overhead doors that used to be left open are now closed, and gates are being installed with access control and intercoms. Integrated solutions can leverage the investment in these access control systems to reduce costs and improve productivity.

By installing vehicular loop detectors in the pavement for both ingress and egress, for gates, and for overhead doors and by installing vehicle proximity tags in all fleet vehicles, a company could identify every vehicle entering and exiting the facility. This information could be used to send truck numbers and arrival and departure times to a SQL or Oracle database. Then, by using a request for information, the distribution management computer could send an order screen to the warehouse to start loading the truck even before it has pulled up to the loading dock.

How exactly does this increase productivity and reduce cost? At most distribution facilities, the driver either parks a truck or pulls into the loading dock, gets out and checks in with dispatch. After filling out some paperwork, and followed by a brief conversation, the dispatcher finally sends the order to the warehouse to reload the truck for the next delivery. Automating this process can save 15-30 minutes per truck, per route. With some distribution companies running two to three sets of deliveries a day, automation saves up to an hour per truck per day — and cuts into the need for overtime. Even for a small fleet of 50 trucks, that's a savings of $1,000 a day. For larger fleets, the savings is much greater. The return on investment for the simplest integrated solution can happen quickly.

Looking further into the way distribution companies operate and integrating more technology into the enterprise can yield dramatic savings and increased efficiency. Designed and implemented correctly, returns on integrated solutions will accrue quickly. Long-term benefits include a reduction in the needed work force, increased productivity, higher levels of customer service and a safer working environment. Integrators and distributors should look to their end-users for the information they need to help them become an asset to the overall operation of their customers' businesses.

EDUCATION: SMARTER SCHOOLS THROUGH SMART CARDS

Columbine and other tragic school events changed forever how we view security for educational institutions. Junior high schools, high schools and colleges across the country, and around the world, are looking aggressively at ways to prevent such tragedies in the future. The first line of defense has been to implement restricted facility ingress and egress and to add security personnel. But the value of added personnel only goes so far — it's the marriage of human and technology that provides the synergies for improved security. Once again, integration is the key.

Smart card costs have dropped dramatically over the last year, making it the card of choice for student IDs. By adding a barcode, these cards become highly versatile, and a wide array of technologies can be implemented with cards as the foundation. The cards can be used for access control; the barcode can be used for library and resource administration (printing, copying, etc.); and point-of-sale systems can be implemented for cafeteria and bookstore credit and debit.

The smart card can store secured and encrypted data about the student and facility — information such as class schedule and medical history. With chip processors getting faster and having more memory, the smart card can access secured and non-secured network information such as student transcripts, dormitory access, parking and transit, vital statistics, health insurance information, prescription and medication, e-learning and lab access, testing centers and mobile telecommuting access. Smart card use is widespread and proven in a diverse range of enterprises from government to financial and banking to healthcare and retail and beyond. In practical terms, how might such technology benefit school administration?

If a student were between classes, a facility or staff member could swipe an ID badge on a PDA with a smart card slot and pull up a class schedule to determine where the student is supposed to be. Then, the school official could log the event in the PDA so the next time the PDA is synced, the information is transferred to an administration server for future use to reduce skipped classes and reinforce keeping students in the classroom. It's also a valuable and efficient way to locate a student in the event of an emergency.

Medical information on the card is also available to the school's nursing staff and to any facility in the event of a medical emergency. Implementing this information onto the card requires proper integration. The badging system pulls the information together from the main server's database — the library system, cafeteria POS and bookstore POS, medical information, and any other application seamlessly and bi-directionally. In a properly integrated system, the operator need only enter the student's name and all systems will be prompted for entry and activation. Because each sector of the integrated system is encrypted from the other, only those with proper authorization can access certain information. For example, the bookstore POS would only be able to read and write to the credit/debit portion of the card; they would not be able to look at or change student medical or class schedule information. This encryption makes the card very secure. Investment in a badging system is the key for multi-platform, multi-integrated systems in an educational environment.

MUNICIPAL: ENSURING MORE EFFECTIVE LAW ENFORCEMENT

Security situations for local and county government have changed drastically. Heightened security and safeguarding of public safety are essential. Video surveillance has become a key aspect of municipal security, as is controlled access facilities. Often the implementation of these systems has been disconnected and even managed by different people or departments. Integration would solve the problem.

A city water plant, for example, would start by installing an access control gate for main ingress and egress with both a pedestal for cards and vehicular loop readers. Then, an intercom and perimeter fence protection are added, along with video surveillance. An alarm or emergency situation in the water plant would alert a central monitoring station, which would dispatch police equipped with all information and a description of alarm — vehicle type, color and point of entry. When police arrive at the scene, they could use integrated computers in the patrol to access the surveillance system to evaluate the severity of the situation and make other real-time decisions.

The demands on this type of integration go beyond more than just a safety; they can involve matters of life and death. The integrated security solution greatly enhances the effectiveness of law enforcement working in tandem with the buildings and facilities they are charged with protecting.

WINNING INTEGRATORS WILL STEP UP

Effective use of systems integration can take the benefits of security, access control, video surveillance and control automation in every industry to a new level. Integration reduces costs, increases productivity and customer service, creates a safer working environment and improves system ease-of-use.

Integrators need to understand a client's business needs and priorities in order to construct a comprehensive security system. Integrated solutions make doing business easier, faster, safer and more profitable. Integrators and end-users should look beyond security at communications, information technologies (IT), building and automation controls, and, most important, the customer's way of business — all are part of bringing together the technologies to effectively provide solutions.

The education of technical staff and sales consultants in multiple technologies is the initial challenge. Integrators able to overcome that hurdle will develop loyalty from their clients.

A new, richer dialogue between end-user and integrator will also be key. End-users must more effectively understand and vocalize their needs and be able to ask the right questions of their integrators. They must demand more and be willing to look elsewhere if their integrator is not willing to provide total solutions.

FOR THE RECORD

ABOUT THE AUTHOR

James Gompers is founder of Gompers Technologies Design Group Inc. and Gompers Technologies Testing and Research Group Inc. He has more than 20 years of expertise in the security industry as a consultant from the end-user perspective. This is another in a series of columns he is writing for Access Control & Security Systems.

Want to share an example of your own integration experience? Have comments or questions? Please contact James Gompers at jgompers@gtdgrp.com.

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© 2008 Penton Media Inc.

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