The company employs a substantial security team responsible for access control, incident reporting, and managing case files referred to the SAPS for further investigation. Notably, entry to the premises necessitates a breathalyzer test; a positive result bars access and triggers immediate management notification.

Previously, records such as Investigation Case Files and Incident Reports were documented in physical incident books, then digitized into Excel and stored on local drives. Recognising the need for a centralised system, the client sought a solution facilitating seamless information recording, tracking and management. 

CHALLENGES:

The use of physical documentation raised concerns regarding the potential loss and a lack of ownership over critical documents. Additionally, the scattered nature of information, given that sites are geographically dispersed, made the report creation process time-consuming and inefficient. Furthermore, varying staff literacy levels posed challenges in ensuring that all team members could effectively utilise the documentation and reporting systems in place.

SOLUTIONS:

Centralised Data: Case files enhance incident management and tracking while offering a comprehensive search functionality.

Reporting: Data can be exported to Excel, facilitating efficient reporting, analytics, and data manipulation.

Dedicated Dashboard: Graphical representations provide real-time insights, streamlining the reporting process.

Reminders: Automated notifications for new investigations, overdue updates, and case reminders improve workflow efficiency.

Information is now digital, centralised, and searchable, significantly enhancing team efficiency.
Reporting has been streamlined, featuring visual elements that are easy to read and distribute.
Duplicate and triplicate data entry has been eliminated, improving data accuracy and efficiency.