Implementing Large-Scale ID Badging Jobs
by Thomas G. Dolan
Cooperation between vendor and user is key in getting a big job done successfully
The bigger the job, the bigger the chance for mistakes. This is true of any logistical task, but especially for large-scale badging efforts. For large corporations, this can be a major undertaking, but one implemented only once every several years, so there is no opportunity to work out the kinks through repetitive trial and error.
How can you go through this process in as smooth and efficient a manner as possible? "Planning, planning, planning," is the response of Gary Funck, vice president, marketing, IDenticard Systems.
Funck emphasized the cooperation that must take place between vendor and user. Whereas the user is likely to go through the process only once every several years, the vendor sees the implementation in a more ongoing fashion, and so can see the problems that can develop. Yet, every job is different, and both sides should take in the specific factors ahead of time. "If you're badging in a hospital environment, you're dealing with people working three shifts, 24 hours a day," Funck said. "You have to ensure you have enough people and backup.
"You must load the system, train the people, practice with them to make sure they are comfortable with the operation," Funck continued. "Look at all the details, such as the room or rooms you are going to use. Set up the tables and equipment so the flow makes sense. Perhaps have people come in one door then go out the other. Make sure the staff has time for lunch and other breaks. And do a dry run with maybe 40 to 60 people a couple of weeks before the large-scale process begins. Work out the bottlenecks and figure out how many people you can realistically get through the line in an hour. You can't just set up a project like this in a laboratory and expect it to flow just as smoothly in reality."
One trend that has eased the burden, at least for IDenticard customers, is digital. Instead of going through the entire process on site, now all that's needed is that people have their pictures taken. The photos then are sent via the Internet or e-mail to IDenticard, which then mass produces the cards. This costs the user much less in time and equipment purchase or rental. The user will need a certain amount of equipment for new hires and lost badges, but not have to invest in the equipment to do the large-scale job that is more likely to occur only once every several years and more infrequently as digital becomes more refined.
One of IDenticard's customers, Dan Donovan, assistant director for Destination Universal, which handles the cards for Universal Studios and Island of Adventure in Orlando, reported that cooperation between vendor and user is indeed important. "IDenticard has had a hands-on involvement since the start-up," said Donovan. "The local rep came out several times to show us how the system worked, and we've also worked closely with headquarters, which also was very responsive."
Destination Universal wanted the annual pass holder cards upgraded. "We wanted a photo ID for the pass holders, along with an accurate database that we could use for marketing communication purposes." The previous card was a hybrid, using digital information but without the digital photo. The previous card was made with a laminated cardboard stock, which was susceptible to damage on the water rides. This one has both the digital photo and print information and is made with PVC plastic.
The new system provides four varieties of cards. One is the annual pass, another a seasonal pass for nine months, one for Universal Studios only and the last is for a summer pass. Each card is distinguished both by bar code and color. "The guests are pleased with the new cards," Donovan said. Providing the many thousands of guests with new cards is not the logistical problem it could be with an employee base, for those coming in with an old card are simply referred to the office. But the time involved per guest has been shortened. "Before the process took eight to 10 minutes," said Donovan, "and now it takes less than four."
Thomas G. Dolan is a technical writer specializing in security. He is based on the West Coast and is a regular contributor to Security Technology & Design.
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