Access control systems & kits Comparison: CIVINTEC, Traka (4)
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EM uses Traka cabinets to store and issue keys for its winter fleet and increase user accountability Intro Traka is helping EM Highway Services Limited (EM), the service provider responsible for managing the Highways England Area 9 contract, effectively issue and monitor Airwave radios and with key cabinets to manage its winter fleet vehicles, which is crucial to its operations. Asset management The Traka intelligent locker systems enable authorised users to trace who has a handset, or who had it last if it goes missing, and see which terminals are in or out of each locker by carrying out a real-time audit. This is imperative because the network is vast and a viable means of communication is essential. The lockers also allow users to exchange damaged or faulty equipment and use another device while the broken one is being repaired. Key management Key cabinets store and issue keys to vehicles and audit reports make staff accountable for the vehicles they have taken as any damage caused can easily be traced. Background EM delivers highways infrastructure services across the UK. Its work with the Highways Agency consists of the smooth running of Area 9. Area 9 is the Highways Agency’s network in central England. It covers major roads throughout the Midlands, including sections of the M50, M5, M6, M42, M40, A5, A38, A46, M54 and M69. EM manages a workforce of over 1,150 staff, therefore it is vital that its equipment is in working order. Similarly, the agency’s winter fleet of over 500 vehicles nationally, is crucial to the effective running of the service and so keys need to be issued safely and securely to allow access. "Key management has improved 100% because the system records each person who withdraws keys and they are no longer being lost" says Paul Atkin, EM Highways England uses a two-way radio system, Airwave, to enable communication between the network control centre and Asset Incident Watchmen (AIW) across a vast area. The airwaves are encrypted so that it is impossible for just anybody to communicate with the officers. Highways England must apply to the Home Office for a license, and meet the criteria set out in the Airwave Code of Practice, something that the EM must adhere to. Airwave Code of Practice The Airwave Code of Practice requires the Airwave terminals to be stored securely, readily accessible, restricted to authorised users only, protected from malicious damage and monitored and accounted for. Fleet management EM uses key cabinets to store and issue keys for its winter fleet and increase user accountability. Previously, combination key safes were located at various places around the depots and were left un-secure or unlocked, meaning there was no way of knowing who had used a vehicle and when, and if any damage had been caused, who had caused it. The Traka system automatically records when a key is used and by whom on a central database. This information is available via the cabinet's data display or on an administrators PC. This means an administrator knows exactly where each key is at all times and they can also see who last took a key to use a vehicle and when that key was returned. If there is any damage to a vehicle the right person will be held to account. If one of the vehicles from EM’s winter fleet is needed, it can be utilised straight away and staff do not have to waste valuable time searching for a key which minimises downtime. “Key management has improved 100% because the system records each person who withdraws keys and they are no longer being lost. “Where damage has been caused to vehicles with no known culprit, now we have a start point to finding out who has caused it.” says Paul Atkin, EM Traka intelligent airwave locker system charges radios, increases accountability and helps EM manage use and misuse of equipment Airwave Management Problem The use of airwaves is strictly controlled to prevent unauthorised access, therefore the Highways England must apply to the Home Office for a licence and meet criteria set out in the Airwave Code of Practice in order to use handsets. The previous system used by EM left handsets open to abuse and with up to 80 radios in use at any one time, handsets would go missing, be misplaced or easily lost with no accountability. Batteries would go flat quickly so someone starting their shift would not have access to a fully charged radio and there were instances when some devices were mistakenly taken home, causing a shortage of handsets for anyone starting work. “Before we had Traka radios would go missing and people would take them out and never bring them back. With Traka, we do not have to replace lost or broken equipment.” says Paul Atkin, EM Solution EM decided to implement a more thorough process and purchase intelligent lockers and cabinets from Traka, the key and asset management specialist. The Traka intelligent airwave locker system charges radios so that staff do not have to waste time trying to find alternative handsets, increases accountability and helps EM protect its investment and manage the use and misuse of equipment. If devices are broken, damaged, lost or stolen, the system notifies staff through its database on who has taken what and whether it has been returned. The key cabinets increase accountability because an audit trail means that the manager can see who last took a key to use a vehicle and when that key was returned. If there is any damage to the vehicle the user will be held to account. “With the radios and Traka the lads do not feel on their own because they know others are there listening and support is there if they need it. Morale with Traka is a lot better.” says Sally Blandford, EM Faulty equipment logging Traka’s intelligent locker system with fault logging means users are able to return damaged or faulty handsets and receive a new device while the broken one is fixed. The system prevents the issue of faulty or damaged devices, meaning staff starting their shift is not presented with a handset that will not work. The handset is then repaired while the worker is issued with a temporary replacement.
Traka’s solution helps to track and monitor vehicles moving between different locations of the business Traka, the intelligent key management specialist, has helped a large car Supermarket save money by implementing a solution that helps the company keep track of the location of hundreds of keys. Unbeatable Car, a large car supermarket, operates across two sites in Portsmouth and Crawley and were finding their previous system to be slow and inefficient. The size of Unbeatable Car operations, with 160 staff and several hundred cars always in stock at each site, meant that keeping track of where keys were and specifically at which site they were located, was a difficult process. Misplaced keys would sometimes result in loss of sales and the high standards of customer service were compromised. Traka’s solution was to install an intelligent key management system with ‘Random Return to Multiple Systems’ (RRMS) functionality. This means that vehicles can now be effortlessly tracked and monitored when moving between different locations of the business. The installation of a Traka system at both sites has meant that sales and management know where each set of keys are at any time. The staff simply have to type the registration number into the software and the user can see if the keys are in the Crawley or Portsmouth branch and in which cabinet and position. If the keys are out of the system the software will identify who is using the keys and what time they took them. The system has been so effective that Mark Sopp, Sales Director for Unbeatable Car, has reported that the Traka system was able to pay for itself and provide a ROI in a few months. This figure was based upon potential sales that would have previously been lost due to misplaced keys. Patrick Short, General Manager for Unbeatable Car said, “Time is a very precious commodity for our customers so we need to operate efficiently and be able to quickly locate the required vehicle keys. Our integrated Traka system allows us to know the location of the keys for the vehicle that the customer expresses an interest in, and to start a test drive very quickly. This provides for high levels of customer satisfaction and enforces our professional ethos.” The registration number is entered into the system using Traka’s bespoke software installed on the company’s computer system So just how does Traka key management and RRMS work? Let’s take a look at how UnbeatableCars.com locate a car for a customer using the system and monitor the vehicles movement from one location to another. At the Portsmouth facility, a customer wishes to test drive a car, so the sales assistant needs to locate the vehicle and the key. The registration number is entered into the system using Traka’s bespoke software installed on the company’s computer system which then ascertains that the key is in a cabinet at the Crawley facility. A short phone call later, and a member of staff at the Crawley location is scanning her fingerprint into the appropriate cabinet to access the key. After driving the vehicle to Portsmouth, she can then scan her fingerprint at any cabinet and deposit the key in any empty position. The system registers where every key is, which cabinet and the position in the cabinet, thanks to a microchip in the iFob attached to every key and associated with that vehicle’s licence plate number. The microchip relays location information through the system, and with the biometric technology controlling access to every cabinet, the system can keep accurate records of who has any key now and who had the key in the past. Traka’s solution makes the whole process smooth and easy, resulting in a successful sale and a happy customer.
The system allows for remote key management. substantially increasing nursing efficiency and security of controlled drugs Security expert Abloy UK has supplied Spire Manchester Hospital with PROTEC2 CLIQ and Traka 21 advanced key management systems to improve the security of medicines and increase nursing efficiency. Spire Manchester Hospital is part of Spire Healthcare, a leading independent hospital group, offering in-patient and out-patient procedures in a wide range of areas. The company recently invested £70m to build this brand-new flagship hospital in Didsbury, Manchester. Nursing efficiency and medicine management For many healthcare institutions, nursing efficiency and medicine management can be a major cause of concern, with drugs needing to be secured effectively whilst giving nurses quick and convenient access. Nursing efficiency is detrimentally affected by poor management of keys, and teams using older mechanical systems frequently have problems locating keys to gain access to controlled drugs – wasting nursing time and affecting patient care. PROTEC2 CLIQ keys and cylinders Taking a progressive approach to this process, Spire Manchester Hospital specified a combination of PROTEC2 CLIQ keys and cylinders which were easily retrofitted to a range of Bristol Maid drug cabinets throughout the hospital, including theatres, out-patients and several wards. Staff CLIQ keys were housed in Traka 21 key cabinets fitted across the wards. PROTEC2 CLIQ is an easy-to-use access control system based on mechanical high security disc cylinders combined with highly encrypted electronic locking and identification. Power to the lock is provided by the CLIQ key, therefore no batteries or wires are required to either the lock or drug cabinet, making it an ideal retrofit solution - even for applications such as mobile drug trolleys. Remote key management The system allows for remote key management, providing comprehensive audit trails on locks and padlocks, and the ability to remove lost or stolen keys from the system, substantially increasing the security of controlled drugs. PROTEC2 CLIQ was combined with the Traka21 key management system, which provides nurses’ access to a single key for the duration of their shift. By simply entering a PIN code to access a specific key which they validate using the wall programming unit, they can access every cabinet they’re authorised to open. Enhanced security measures Dawn Davies, Matron and Head of Clinical Services at Spire Manchester Hospital, said: “When designing and commissioning a brand new private hospital, we wanted to ensure we had equipment at the forefront of medical technology. The systems from Abloy give us enhanced security measures and management of controlled drug storage and access. We’ve recommended the CLIQ system to other Spire Hospitals, and recently invited Abloy to our Regional Pharmacy Managers meeting to present the system as an example of best practice.” Aaron Ballard-Ridley, Healthcare Sales Specialist at Abloy UK, added: “We’ve had a great response from nurses to the CLIQ system. They really like having their own designated key as it means they’re not wasting time looking for keys around the ward. We provided training sessions for the nurses as an introduction to the system, and they’ve been very enthusiastic about this new innovative process for security and the convenience and time saved by having their own keys.”
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