ID Badge Help Desk By Jeana McCants Velocity Credit Union Austin, Texas
INTRODUCTION • Security concern created by rapid growth • No procedure to monitor on-site activity by: • Employees • Vendors / Contractors • Visitors • Decided on mandatory picture ID badges / key cards.
Temporary ID badges needed for: • New employees • Employees who forgot / lost theirs • Visitors to access secured areas • Vendors / Contractors • Required central system to track temp. badges • When issued / returned • Issued to whom • 7 days from concept to implementation
RATIONALE AND OBJECTIVES • 2 year period of rapid growth • 60% increase in employees • Doubled number of branches • Increased vendor / contractor presence • Must be able to account for all persons on premises, at any branch, at all times. • Cost should be minimized
Needed temporary badge process owner • Only part-time security personnel available • No single department could provide central control • Process couldn’t adversely impact operations • Help Desk module could be configured to fit our needs
DESCRIPTION OF FUNCTIONALITY • Reviewed ID Badge process flowchart
Determined minimum system functionality requirements • Issuing a temporary badge to a current employee / vendor / visitor • Request vendor be placed on the Approved Vendor List • Reissue lost employee ID badge with supervisor approval
Decided which employees would need access to help desk – designated as technicians. • Established Issue Types to be created • Temporary Badge – Employee • Contractor Badge • Visitor Badge • De-activate / Reissue • New Contractor Request
Monitoring vendors on-site • Wanted ability to select vendor name from “Requestor” drop down list • Created portal User IDs for vendors • Grouped vendor names by filling in last name field with “-Contractor”.
Physically identifying employees and vendors • Utilize employee photo function in portal • Create vendor photo albums as web pages
Developed step-by-step end-user instructions • Created “Facilities” page • My Work Orders island • Documents List island (instructions) • List of Links Island (links to photo albums) • Trained employees on new procedure
CONCLUSION • End-user participation • Employees learned new procedure quickly • Utilized on a daily basis • Better results than anticipated • Increased employee awareness of portal • Increased security • Collaboration between branches • Permanent record of issued badges
Significant cost savings • No additional personnel required • No additional expense past module purchase • No intensive training necessary
Project Team Members Jeana McCants Neil Crump