Smart Security

Key Factors Determining the Effectiveness of the Implementing and Operating the Vehicle Automation System

February 9, 2021

Vehicle automation using various types of vehicle identification systems seems like an easy task. What is important is that the barriers go up at the right time so that the vehicle can enter smoothly and be registered in the system in an instance. But is it really that simple?

What Is Automated Vehicle-Access Control System?

In short, automated vehicle-access control system streamline, and as the name suggests, automatizes entries and exits of vehicles shortening the process to a minimum. That would not be possible without the proper cloud-based software solutions integrated with entrance automation equipment such License Plate Recognition (LPR)/Automatic Number Plate (ANPR), Radio Frequency Identification (RFID), CCTV IP, and other technologies. Such a solution gives a real-time information about all vehicles entries and exits illustrating the current traffic and contributing to the security improvement at the facility.

How To Implement The Software for Automatic Vehicle Access Control?

Implementation of cloud based software for vehicle access control involves a wide range of stages and groups that need to be taken care of, so that the approaching vehicle goes through the process of smooth registration and entry. One of the key factors determining the effectiveness of implementation and functioning of the vehicle automation system are:

  • Appropriate infrastructure or the possibility to adapt it
  • Identifying project coordinators
  • Customized implementation and instructional materials
  • Performing tests and system operation verification

Let's explain each of those steps in detail.

Appropriate Infrastructure or the Possibility To Adapt It

At the initial stage, it is crucial to consider current infrastructure possibilities to precisely install an automation system in logistics parks (or on other types of facilities). Not without reason, the automated vehicle identification system will be implemented only in those parks that meet the basic requirements for its installation or those that are willing to adjust. Taking these matters into account at the project stage, we can hope for the highest reading parameters and great effectiveness of implemented solution.

Installation works often involve hiring additional contractors, reconstruction of entrances/exits, or groundworks. The installation of telecommunications infrastructure takes place during the final installation phase, at prior consideration of fire protection and road traffic arrangements.

Identifying Project Coordinators

To complete the entire project properly, the installation phase must be combined with the software implementation, which is an essential part of the system. For successful implementation of the vehicle identification hardware along with the cloud based software for vehicle access control you need to identify two project coordinators, who will be responsible for these two elements. Effective cooperation of both coordinators results in the success of the whole project. Such division allows for efficient implementation of both parts of the automation system (hardware and software) and, as a result, for delivering a fully functional solution.

The software coordinator has to face quite a challenge. His responsibility during the implementation of the automation system will be creating a cloud environment in the Singu Smart Security Desk, RFID-LPR System With Automated Vehicle-Access Control, including a precise system configuration. This person will also be responsible for the main contact with the coordinator on behalf of the client; completing the application with data on permanent passes for the park’s tenants; RFID tags production and training of each group using the application.

During implementation of the automated system, we can distinguish four different groups that are involved in Singu Smart Security Desk usage, and they are:

  1. Property manager (often coordinator on behalf of the client)
  2. Property technicians
  3. Security workers
  4. Tenants

Avatars of different people who plays a huge role during the software implementation
Different groups of users that are involved in the Vehicle Automation System implementation

1. Identification and Cooperation With Implementation Coordinator on Behalf of the Client

Considering a properly made installation project, together with identifying two internal coordinators – it’s important to add a third factor that will indisputably show the success of the implementation; and that is the identification and cooperation with the coordinator on behalf of the client (often a Property Manager, rarely a technical worker).

Main tasks of the Property Manager are going to be:

  • Contacting with tenants
  • Getting data on permanent passes
  • Defining system configuration
  • Involving of other groups of the park to use the application

This person takes part in a meeting opening the implementation, during which all the stages of the implemented solution will be presented, as well as the individual steps to be performed. The software coordinator is responsible for constant contact with the Manager and individual steps update. He also equips the Manager with a set of instructional materials and content, that is sent to each group. The Manager has access to a prepared checklist of his tasks and the exact stage of the solution as well.

2. Property Technicians’ Training

A crucial matter during the implementation of the automated system is identifying a technician located in the park, who will be trained in the basics of telecommunication equipment and wiring. Technical personnel is also responsible for the process of handing out new passes to tenants. It is equipped with appropriate technical instructions and video tutorials. This group has the largest technical knowledge concerning the installed solution. It’s the internal support at the premises for other users, hence it cannot be omitted during the training stage.

3. Security Officers’ Training

The main task of security employees is the registration of arriving guests using a touchscreen installed in the guardhouse. To ensure that vehicle entry/exit records are accurate and that the guest vehicle is assigned to the correct tenants - this group must be trained, have a trial period with the software, and receive clear and intuitive instructions. It’s also important to mention that the software coordinator stays in touch with the security manager to keep track of the ability to use the application by security workers.  

4. Involving Tenants To Use the System

The last but the largest group is tenants. The speed and effectiveness of the vehicle management system after the implementation depends mostly on them. Why?

Tenants during the implementation stage decide on the number of ordered RFID passes for their vehicles (meaning a transfer of registration numbers). A vehicle having the pass installed is read from a greater distance by RFID antennas, which results in quicker barrier lifting. Considering the number of vehicles owned by tenants – the scale of this aspect has huge meaning. The greater the number of ordered RFID labels and what’s important – their proper distribution and installation – the easier the entry and exit process.  

What’s also important is that tenants using the Singu application can accept guests’ vehicles, which results in quicker entry during visitors' visits. In the Singu system they have access to quick reports, by which they can order passes for vehicles that don’t have them installed yet.

Customized Implementation and Instructional Materials

Each of the mentioned groups is connected with a different specific software usage, that’s why the implementation stage should be treated individually. For that reason, featured users are equipped with personalized materials set, such as: tutorial videos, interactive presentations, leaflets or information posters. We should also add that during present times of increased security due to Coronavirus pandemic – access to all kinds of materials, especially those in the form of online resources is a highly valued knowledge base.

Vehicle automation software implementation materials
How to attach RFID tags - guide

Performing Tests and System Operation Verification

Once the training and installation phase is done, the final test stage and system operation verification takes place. After this stage each group receives a precise date of system launch. The identified technical workers have their accounts activated on the support platform and an alarm phone is shared with them. System launch takes place at the specified date. At the initial launch stage optimization steps are taken; like telecommunication infrastructure configuration to maximize parameters readings.

In Conclusion

The effectiveness of implementation and functioning of cloud platform for vehicle access control, such as Singu Smart Security Desk, is influenced by concise methodology and how the whole project is run by Velis Real Estate Tech. Individual approach to each project, constant communication with the client, together with step-by-step realization of the enterprise are factors securing high level of implementation.

It’s also important to remember that the target effectiveness and speed of functioning of such system, comes down to actions of all groups involved in the project at the premises.

Are you interested in learning more about the features of automatic vehicle identification system, its benefits, and our approach to how we implement our software? Talk to one of our specialists! We’re glad to help.

Written by:
Anna Kowal
PropTech Expert

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