by July 25, 2013 0 comments

Mahindra Vehicle Manufacturers Ltd had around 300+ visitors visiting 24 production units every day for day to day transactions. It was cumbersome to manually track all the visitors and authenticating them, and there was no proper way of keeping historical records of visitors. A system needed to be in place to track visitors with ease and efficiency, and automate process for every visitor’s movement.

The Implementation

Visitor Authentication system was made to issue gate passes for visitors. This works as a three-tier authentication (Online request from end user- SMS trigger – Authentication code on Visitor mobile – Physical verification by Security guard – Generating the visual photo identity entry pass). The system was also designed to be tightly integrated with the repository for data integrity and ease of keeping historical records, and is coupled with pre-request, approval and acknowledgment for every visitors in/out movement. The system also integrates with SMS gateway and active directory services to email for employee approval on visitor entry. The system facilitates storage of visitor records in a central database for 3 months(active) and 1 year(archive) to provide data to the security team. Training was provided to security personnel for them to be able to use the website effectively.

The Challenges

The main challenge was in designing a system that could be easily used by non-technical personnel(moving from manual process to online process). Also, continuous hand holding and training to create a welcoming environment for automated processing was difficult. Also, integrating employee codes into the system and synchronizing with Mahindra group of companies, so that end users from any location could utilize it was a hurdle to overcome.

The Result

Lot of operational efficiency achieved because of automated VAMS, allowing visitor tracking automatically. The time taken to manage each visitor entering a premises has been reduced from 10 to 1 minute. Application has only cost around Rs.9000/- per year for 300+ visitors per day, and so it has saved a lot of manpower and money as compared to the manual process. Also, approximately 1,40,000 employee codes are registered in the database among 108 group companies of Mahindra, so this system can be extensively used across the entire organization. The rich history of visitor records also ensured that on demand MIS report generation could be done, and period review and knowledge sharing with the process owners meant that strategic decisions about visitor traffic could be made easily. Additionally, there is now more transparency and accountability for management of visitors than before, where manual process resulted in inaccuracies.

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