VISITOR AND GATE PASS MANAGEMENT SOLUTION FOR A LEADING INTERNATIONAL SCHOOL
VISITOR AND GATE PASS MANAGEMENT SOLUTION
FOR A LEADING INTERNATIONAL SCHOOL
ur client is a leading international school offering a well-rounded education with a Christian foundation, strong academics, pastoral care, and a variety of outdoor activities, all within a spacious and serene countryside setting.
600 +
Students
90+
Years old
450 +
Acres
THE GAPS
In order to provide a conducive environment, the school has put in place stringent safety and security systems, process and compliance requirements.
Some of these requirements include multiple standard operating procedures and records to ensure that it keeps track of all movement of personnel, items and goods into, within and out of its facilities. The manual interventions however exposed key gaps as summarized herein;
1. Administrative Overheads. High administrative overhead in recording and tracking its various inbound and outbound
processes (primarily gate passes)
2. Inefficiency and Delays – Paper-based gate pass processing was slow, cumbersome and difficult to track and keep records.
3. Security And Compliance Risks – The school encountered security risks emanating from various threats that included
but not limited to forged or lost passes and records.
4. Resource Optimization – Security Personnel spent undue time in administrative procedures that diminished their core
role of providing security to the school.
5. Data Analytics – Paper logs provided limited information and could be easily misplaced. The school had gaps on visibility
on key performance metrics
THE SOLUTION
THE SOLUTION
In response to these gaps, we proposed and implemented 2 solutions:
Visitor Management System
We implemented and enterprise version of our leading Visitor Management System (SOJA VMS) with key modules that include Automated Visitor Check-In, Booking and Appointments Management, Staff and Contractors Management and a watchlist feature
Gate Pass Management
We implemented our leading Inbound and Outbound Workflow Management Solution Code Named (Flow) that allowed the school to automate over 16 Inbound and outbound workflows that included student gate passes, Inbound and outbound items registers, Company Vehicle trip logs among other key processes
THE IMPACT
The implementation of the above solutions delivered a transformative impact on the client’s operational efficiency, resulting in the following key benefits:
Increased Efficiency:
- Electronic passes have eliminated paper forms and manual checks, speeding up key processes that include
visitor management and gate passes for staff and students - Automating tasks like pass generation and record keeping has freed up security staff for other duties.
Enhanced Security:
- The hard to copy passes and digital VMS have drastically reduced key security risks.
- Real-time tracking of visitors’, students, assets and goods movement have strengthened security protocols.
- The school now have stricter access control with enhanced VMS features such as pre-booking and watchlists.
Improved Data Management:
- All information is now stored electronically, making it easier to access and analyze.
- A clear record of who entered and exited the facility have simplified security audits and investigations.
- Data can now be used to identify trends, optimize security measures, and streamline key processes
