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Tracking and managing people and assets

What asset tracking and management systems work and what is their perceived and real return on investment? Are they just a nice-to-have or a real necessity? Hi-Tech Security Solutions looks at integrated and standalone asset tracking and management solutions and discovers that ignorance is not bliss.

Deon Bayly of Electronic Tracking Systems listed three asset tracking/management options: hardwired fleet management systems which are power hungry and have various inputs; wireless tracking products which are battery powered and are used for asset monitoring and recovery; and RFID (both passive and intelligent) systems which can communicate with a fixed or mobile receiver.

The company’s Mtrack wireless systems are cloud based and offer various download options. Integration with other client application management systems is readily enabled. He cautions that some standalone devices place a strain on resources and result in data overload while some Web-based solutions are just too basic.

Eddie Kartun, managing member of ITS SA, says that there has been an explosion of new tracking and management productions on the market. Asset tracking has grown in popularity and there is a trend towards integrating asset tracking systems with a vehicle’s electronic system whereby it provides diagnostics of the vehicle, for example fuel consumption and excessive braking. He believes that wireless systems are more popular than hardwired systems and are becoming increasingly more disposable. When the battery dies, some systems are simply dumped.

He agrees that asset tracking and management is moving towards cloud based solutions. Servers disseminate data to accounting and fleet management software where analytics and data mining is conducted.

Standalone systems, he says have a place for some customers and in these instances the reporting capabilities are based on the software supplied. He emphasises that the important factor here, when choosing a standalone system or one that integrates with other systems, is to consider the needs of the customer and their application.

Where to use it

RFID asset tracking systems can be used on anything on which you can place an RFID tag. These are linked to strategically placed receivers and antennae which can be networked onto the clients LAN or WAN. He explains that one creates zones where assets are allowed to be and checkpoints where an asset can be logged in and out of specific zones.

John Powell, MD of Powell Tronics cites the tracking of IT equipment within his company’s facilities as an example of active asset management. The system can be programmed to not only alert management when an asset is leaving the facilities without being officially checked out, but also provides warning when software or programs that are on a company’s exclusion list are loaded onto PCs or laptops. Other alerts can be configured for the insertion of a flash stick which could effectively alter the content of an electronic device.

Powell Tronics promotes and sells AIM (asset identification management) which can provide a full report of the software and licences loaded onto a device. According to Melissa Jacobs, asset tracking product manager at Powell Tronics, in the event of theft of the device, insurance companies are provided with a full log of not only the device, but additionally of its software and any other add-on devices it contains. Claiming intangibles such as software back from insurance becomes a legitimate possibility.

While AIM is a standalone system, it contains full management reporting which is customised and can be exported to Excel and as a PDF. According to Powell it is extremely easy to use and has a customisable user interface.

He adds that tracking people can also be conducted using wristbands containing an RFID chip, which is a very pro-active approach. However, it is very difficult to ensure complete accuracy as wristbands can be swopped or the more traditional method of simply enrolling them on a proven biometric system that requires personnel to sign in at specific points in a facility. A good system will allow management to be alerted in advance when a person operates outside their normal parameters. The benefits to companies are that it will indicate not only where a human asset is, but also what they are doing, for greater management control.

What to look for

Jacobs says that in terms of asset tracking, it is easier to ascertain the last point of legitimate ownership by having a system that provides a date and time stamp. In this way, when an onsite facility has the added backup of surveillance cameras, one can analyse footage at security login/logout checkpoints after that timeframe, to determine who removed the asset without permission.

She provides an example of a customer who requested an asset tracking system for a valuable painting in their boardroom. An RFID asset tracking tag was fitted to the painting along with an accelerometer which emits an audible and digitally relayed alarm if the painting is moved.

Bayly says that systems need to be up to the task at hand. It is important that live streaming is available in order to make asset tracking proactive rather than reactive. Customers need to become educated on the value of owning an asset tracking/management system that goes to work for them in real time. The longer a criminal has to commit a crime, the smaller the chances of a quick recovery.

Is it worth it?

Powell believes that ROI on asset tracking and management is difficult to calculate as every facility has different requirements and motives. However, as the technology has advanced, wireless systems’ batteries have become smaller, yet more efficient, interference in signals has decreased, and the number of false alarms being experienced has drastically reduced. Companies can expect fewer losses by installing such a system. He emphasises that it is important, if you are serious about implementing a system that will effectively monitor the location of your assets in an accountable and traceable manner, to consult a service provider who has extensive knowledge of the best solutions for each application.

Bayly says that a perceived ROI depends on the customer’s motivation for implementing asset tracking and/or management in the first place. With fleet management customers can realise a significant ROI if the system is used correctly.

A good system can provide accountability in terms of cost effectiveness, fuel consumption and the optimal routes to drive. In terms of asset recovery, he warns that the cheapest option is usually not the best option. The best option, he says, is one which allows the customer to retrieve their missing/stolen item. The payoff is lowered insurance premiums, the breaking of syndicates, happy customers and a reduced risk to companies and their drivers.

Kartun adds that people often forget to weigh cost against benefits. Companies should carefully consider the various options on the market and find a solution that is tailored to their specific needs. There is no silver bullet approach and a reputable supplier or consultant will consider and evaluate each system in terms of whether it fulfils a specific role for a customer. Often customers want something that is simple to use and provides easy to understand reports. Other customers may require all the bells and whistles, including a system that integrates with other management packages to provide maximised business tools.

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