Human Systems Systems

OPTIMAL SECURITY WITH WORKSTATE

WorkState plays a central role at Workrate, a recognized specialist in securing data centres, harbours and logistics companies. The system provides a precise overview of all activities, powers and details. “Measuring is knowing,” says Frank ten Berge, manager of the software development department. “Thanks to WorkState, we can offer our customers optimal security.”

Security goes much further than security guards who keep an eye on things and walk around now and then. Good security requires a combination of expert employees who know what they are doing, flawless systems and processes. An essential tool for this is the WorkState, whose official name is “WorkState – The Security Compliance Suite”.

“With WorkState, we can work transparently and demonstrably compliant with the customer’s regulations using clearly defined work processes,”says Ten Berge. “Everything that happens during a shift can be recorded in WorkState. Has a task been done or not? Was it done in the right way by the right people? Everything has been made transparent for both parties. There are no more grey areas. In combination with the professionalism of the physical security guard, it ensures that a location is optimally secured 24/7.”


“THANKS TO WORKSTATE WE CAN OFFER OUR CUSTOMERS OPTIMUM SECURITY”


INCIDENTS

An essential function of WorkState is the creation of tasks to record incidents, also known as tickets. For example, a ticket is created to walk a security round. The security guard can record an “incident” in that relevant ticket if he or she identifies something striking or if something happens during that round. WorkState also offers the possibility to register visitors. Therefore, it is always clear who’s present in the building.

With WorkState, it is also possible to create “Work Flows” by yourself for processes other than those pre-recorded in the system.“It is about a method for making adapted work processes that are better suited to individual tasks,” says Ten Berge. “In this way, you can have many different tasks performed properly. Even if those tasks are linked together but do not correspond, or are separate from the prescribed work processes.”
 

DIGITAL WORK INSTRUCTIONS

All activities (no matter how small) are recorded in individual work instructions. We overlook these in our Docs module. Each work instruction has a specific version number and documents every change or update that’s been made within that specific ticket. Therefore, Workrate security guards always have access to the most up-to-date work instructions. Thus, the Docs module is how to centrally record work descriptions, processes and manuals (documentation) and changes.

 

OTHER MODULES

Workrate has developed several modules in recent years based on the wishes of the users. Always with the thought of making processes transparent, accelerating and making them fail-proof. Naturally focused on the flows of goods, people and information that pass through security. Workrate customers are therefore able to place more work processes with security. You can think of:

  • Shipment module – booking, receiving and issuing packages.
  • Access management: – manage customers, people and authorizations at your location and let people sign digitally on a tablet.
  • Resource management: – issue and receipt of assets and information. For example, keys and AV equipment to rack codes etc.
  • Work Permits module: – manage contractors, certifications and approve work, usually with an access request as a result.
  • Forms: – carrying all information, tasks and logging with you during a security round or a specific job.
  • Custom Workflows: – Create additional process, resources and approval steps.

 

DASHBOARD

Workrate has ensured that other systems can work fine with WorkState. We have created the “Directory”, a landing page with all the necessary applications at the users’ fingertips. It means that you can add multiple applications to the directory through a Single Sign-On. This allows us to organize the user management centrally.

 

PAIRING SYSTEMS

Within the logistics and harbour sector, most of the work is being done automated, including access systems for trucks. According to Ten Berge, specific software such as that is also used in the data centre industry. “We are flexible. One of our customers works alongside the WorkState also with a package from Oracle. These systems work seamlessly together. The WorkState is created to link different systems together.”The WorkState is a new middleware solution that ensures that you control all your security processes in one place and that this becomes transparent. An important question is which type of user may have access to these systems. According to Ten Berge, this differs per position. “An operations manager uses the system differently than a security guard. For this reason, individual account levels are created for every type of user with specific rights.”

 

CONTROLLABLE

At Workrate, everything revolves around the central concept of Human Systems, an intelligent combination of people, systems and processes. “The system we are developing supports the other pillars of Human Systems, namely people and processes. The (work) processes are safeguarded. These processes are entered into the system so that the security guard knows precisely what to do and how. This also makes it calibratable. When properly implemented, the process eliminates possible human mistakes.”


“EVERYTHING IS FULLY ADJUSTABLE TO THE SPECIFIC REQUIREMENTS OF THE CUSTOMER.”


TRANSPARENT

At Workrate, transparency is everything. In addition to our security being optimal, it offers our customer peace and a good nights rest. “Everything that happens is recorded in the system and can be checked at any time. This makes the activities transparent, for example, a site manager. There can never be any uncertainty whether something has been done or not. Once data is entered, it can’t be deleted.”

WorkState offers insights to both the customer and Workrate itself. The account manager and the Dedicated Team from Workrate take advantage of this. “They can see what incidents there are and what needs to be taken into account when shifts are made. After all, this is all recorded and made transparent for each other. The account manager also has access to the planning software to draw up work schedules with the team.”

 

NOTICES

With notifications, customers, clients and location managers can, if desired, stay informed about all kinds of activities and details, real-time. “These notifications are fully adjustable because, for example, you don’t want to receive a message in the middle of the night that a trash can has not been emptied”,  says Ten Berge. “But in the event of a fire, it is important to receive that information in real-time instead of a day later, when everything may have burned down.” It is also possible to receive a notification at nine o’clock every morning with an overview of all incidents from the previous evening. “Everything is fully adjustable to the specific wishes of the customer.”

 

FURTHER DEVELOPMENT

Workrate has its development team that continues to improve the WorkState modules. Like to know more about WorkState and its possibilities? Contact Jonas, our Business Consultant WorkState, at jhoving@workrate.eu

 

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