Case Study

Procter & Gamble invests in the best possible security

At all companies, specific security requirements evolve continuously. When investing in an access control system, it is thus very important to choose a solution which can grow with the company. In 1999, P&G's access control was no longer adequate, and did not seem able to overcome the millennium bug. The company found the right solution in the Unipass system from IDtech, specially adapted to deal with P&G's current needs, but also its future. In this way, not only did P&G's security of access become optimal, but the system also provided a number of new possibilities in terms of electronic purse payments, fire prevention, alarm management and physical safety in general.

What is Procter & Gamble?

Procter & Gamble Procter & Gamble is an American multinational which produces washing powder, nappies, toothpaste, beauty products etc. Its European headquarters is located at Strombeek-Bever.
In addition to its 2,500 members of staff, the 15-hectare (37-acre) site also welcomes more than 800 visitors a day (suppliers, subcontractors, students on work placements, customers etc.).

P&G : "It is far from easy to manage the flow of so many people, as well as to guarantee their security and that of our data, buildings and equipment. An efficient access control system, which can be linked to other systems such as those for fire detection and alarms, is essential. This is why Procter & Gamble was quick to try out various solutions. The system we had adopted used to be the ultimate, but unfortunately it started to suffer from the passage of time. It is true that the solution had met our needs for a long time, but in its last years several problems arose. It was not able to overcome the millennium bug, to be connected to electronic purse systems, alarms or fire prevention systems, or to operate on-line. The gap between our requirements and the possibilities of the system grew wider day by day, until the situation became impossible. In 1998, P&G management gave the green light to a new investment..."

The big search

As for any significant investment, a team was set up to develop the project. It consisted of about a dozen P&G employees from the Workplace Services department. Together, they drew up specifications with a precise description of what was required.

P&G: "From the beginning, we all agreed on the principle that the system had to be on-line. This is the only way a response can be made immediately in the event of theft, new employees, lost badges etc. We also wanted the system to be compatible with various other systems, such as paying in the canteen, fire detection, alarm management, pagers etc. Another advantage was that a person from IDtech was appointed to coordinate the whole project with the installers, from the implementation stage to after-sales service. The supplier also had to be in a position to install the system at our other European sites. Finally, we wanted a solution which would continue to respond to the potential of new technologies and to our future needs."

The project team tackled the final search in an unconventional way. Instead of contacting suppliers or raiding the petty cash straightaway, P&G decided to go and take a look at other sites with the same characteristics as Strombeek-Bever. In all, four access control systems were selected for deeper analysis.

P&G: "These systems, and their suppliers, were studied carefully. The results seemed to show that IDtech would be an ideal partner. This was a company that not only offered a very reliable and forward-looking product at a fair price, but was also able to adapt the basic system to our needs. This flexibility and availability were the main features which convinced us to work with them."

Rudi Brepoels, Account Manager at IDtech : "Our philosophy is to consider each customer as a unique consumer. We put ourselves in their shoes to learn all the ins and outs of their business. We analyse the environment, the internal regulations, the physical limitations, the conditions imposed etc. From this starting-point, we can adapt our basic program to offer the customer a perfect solution, corresponding to his current and future needs. We also organise full after-sales service and we have a central office which can be contacted in the event of problems. If something goes wrong, one of our engineers will come out to the site and contact the right people to help solve the problem."

P&G: "This was also a significant factor in our decision, because we know from experience that working in this way leads to time savings. Moreover, security is increased if we can intervene quickly and in an appropriate way. The only element which worried us a little was the capacity of the company. At that time, IDtech was only a small business, with only 18 employees. We thought the staff numbers a little weak to be able to guarantee the implementation at our other European sites. However, they had already given sufficient proof of their dynamism. And we have to admit that IDtech have kept their word."

To work!

After the essential confirmation of the customer's precise needs, work could begin. An interesting aspect was the collaboration with the Maas company, which supplies the food and drink dispensers and manages the canteen in the P&G restaurant.

Rudi Brepoels : "The aim was for staff to be able to use their badges to pay for their meals. To achieve this, we had to develop a module linking the till system with the access control system; it is possible to equip the cards with "Proton" chips linked to special terminals. The badge can be topped up by inserting money in a terminal, using a credit card (Visa, American Express etc.) or by bank transfer. As well as paying at the canteen, the badge can also be used in all the drink and snack dispensers. As this system requires information, we had to be able to introduce the information into the system. This was a totally new experience for us, with several combinations that had never presented themselves before. There were still several problems to be solved, such as -among others- the transmission of data from our system to an external database (the till system). Fortunately, this did not prove to be insurmountable, and we managed to complete the work within the projected timescale.

And finally...

In February 1999 the system was ready and the implementation could begin. The first phase involved installing the Unipass access control system.

P&G: "In all, a large number of access doors in different areas (inside and outside the building, the car park etc.) needed to be equipped with badge readers. We decided on proximity readers for greater ease of use. The principle is that employees do not even need to take their badge out of their bag to gain access to a particular point. The readers are linked together by a global system, which is located in a specially protected room on the site. It is important that the system continues to function if the electricity supply or the network fails, and that in the event of fire all the doors can be opened from the control room. The badges used are passive proximity cards with a magnetic strip. For security reasons, we deliberately chose a system in which the badges themselves do not carry any intelligence. Thanks to the Unicard module, we can produce our own badges to our own design."

What is the situation today?

The third phase is now complete. This consisted of linking the Uniguard module into the system. This is a software package enabling security staff to react to alarm signals in a methodical and orderly way without mistakes.

Rudi Brepoels: "All the alarms are automatically represented graphically on plans in the control room, so that the location of the problem can be targeted immediately. If necessary, it then zooms in automatically on the sector in question. It also monitors the security staff as they arrive at the location, improving the physical protection of the patrol."

A satisfied user!

P&G: "Not only was the implementation carried out perfectly, but the system's daily operation takes place with no problem! All the modifications to the system continue to be carried out in the best possible way, and no-one has been disturbed by the new system or the transitional period. Surveillance is optimal, and in the restaurant, the new payment system is providing an enormous time saving. We can honestly say that P&G is a satisfied customer. In each case, we aim to look in even greater detail at all the possibilities. Another project is to link the access control system with the central fire alarm system. But the next project will be the implementation of the IDtech product at our other European sites, which has already been achieved in certain places."