Port Otago is the primary export port for the South Island region of New Zealand, providing stevedoring and container movement services to organisations exporting their product to a large number of world-wide destinations.

Effective from 1 July 2004, all ports and shipping worldwide had to comply with security measures as detailed under the International Ship and Port Facility Security Code (ISPS Code).

As both an entry point to countries around the world, and as an operator with a significant number of potential work-place hazards, Port Otago has a responsibility to ensure that all visitors to the site remain safe and accounted for.

THE PAIN

Port Otago is a large operation, with a significant number of points of access. Many visitors come and go every day, visiting a wide range of staff at the site.

Port Otago’s problem was knowing when a visitor was expected and who they were visiting, ensuring that a staff member was available to greet them at the appropriate entry point, confirming the identity of the visitor, and ensuring that records were kept to confirm whether or not a visitor was still on site for fire, safety and security purposes.

THE SOLUTION

Port Otago was already a user of Windows SharePoint Services 3.0 (WSS). They recognised that WSS’s workflow and shared access facilities represented an opportunity to distribute a visitor management application across the organisation, accessible from any point of access onto the site.

They turned to Intergen to design and develop a WSS application to manage their visitor management problem.

Visitor Manager

The Visitor Manager application developed by Intergen, and deployed to Port Otago’s WSS facility, was completed in only a matter of weeks.

Served via a Windows SharePoint Services server, with data stored in an MSDE database, the visitor manager application is available to any user throughout the organisation.

When a staff member expects a visitor, they (or their personal assistant) record details onto the system of the visitor, including their identity, expected date/time of arrival, and expected point of entry are recorded. Based on a set of business rules, an email notification is sent to various staff, including the gatekeepers/receptionists, informing them that a visitor is expected.

When a visitor arrives at a gate, their identity is confirmed, and they are then checked in to the visitor application to record their arrival and then provided with a visitor pass. The check-in process automatically notifies the staff member being visited via email that their visitor has arrived, and provides detail to the gatekeeper so the staff member can also be informed of the arrival of their visitor by telephone.

When the visitor returns their security pass they are checked- out of the visitor application, recording their departure from the site.

THE GAIN

Port Otago was able to leverage their existing investment in WSS 3.0 and SQL Server to quickly develop this new application. The technologies used to deliver this solution mean that it is scalable and easily extendable if required.

• Gatekeepers/receptionists at any point of entry always have information available at their fingertips for any expected visitors. Any visitors that arrive without pre-notification are not admitted to the site.
• Automated email notifications inform staff of visitor arrivals.
• At any time, a “currently on site” report may easily be produced, by any gatekeeper or receptionist. This helps to ensure that, in the event of an emergency, all visitors still on site can be quickly identified and located.
• A full historical audit record of visitor arrivals and departures is maintained, ensuring that requirements of the ISPS Code are easily met.

The end result is a tracking system which demystifies and simplifies the process of checking in and out, ensuring security, safety and accountability at all times.