WIXLIB

SECURITY COMPANY PROPOSALPhotography, writing and layout by Grace McMillan

SecurityCompanyPROPOSALIMMEDIATE GOALS Cut costs and save over 100,000 per yearStreamline operations and proceduresModernize record keeping: reduce paperworkwhile maximizing statistical reportingElevate service standards: improve communications between residents and security personnelINTRODUCTIONUtilizing today’s software and online technology,many current procedures can easily be streamlined,modernized, and made interactive so that residentscan file online reports and requests for house checks,etc. We’ve limited most of our discussion in thisproposal to the modernization of company security,though many other online forms can also be implemented for resident contact information updates,wedding planning, social networking and actual interactive events calendars—where residents can inputevent dates into monthly calendars, etc. We've designed this proposal to contain individual stand-aloneelements so that any or all of the suggestions can beeasily implemented.

MODERNIZATIONUpdate the current computer in the guard house and purchase another computer for the gate guard house.Use these to modernize, digitize, upload, maintain and analyze record trends.Utilize modern technology to streamline many procedures.Online forms can be built and maintained at no cost, streamlining and making more efficient the entire sign-inprocess, in addition to keeping and updating an entire history from the time it is instated. This will allow us totrack and report gate activity, etc. Online forms and ensuing statistical results can be utilized for contact information, security work schedules, incident reports, sign-in records, house checks, just to name a very few.The computers should be accessible by the guards and can be passworded for security.All forms will be secured with a password online and an entire history can be built that will automatically populate a corresponding spreadsheet that can be sorted for statistical histories and logs, building not only a historyof each form, but also enabling real time updates and corrections.Record keeping: using open source software like Google Drive (docs, sheets, slides, forms) calculations andreports can be generated and sorted very easily – at the end of the day, month and/or year. Online records canbe stored forever, building statistical records and aiding in future security decisions.Visitor permission data will be entered online as well, keeping daily logs of resident activities.

OnlineInteractive SecurityAn interactive Security page can be created for the current website, where residents can file online HouseCheck Request forms and submit them to the Director of Security without leaving their homes - or afterthey’ve left for vacation. The online form has all the same items as the paper form - but upon submission, theform is automatically calculated and securely stored in an online spreadsheet. Since the resident is the onefilling out the online form, the potential for security officer errors is virtually nil. The forms can be used as theofficial log for company security because they are stored securely and permanently online. Paper forms will stillbe available for those who don’t use the internet.An online Incident Report form can be placed on a passworded security section of the existing website, muchlike the current Members Login page. Officers can fill out the form online and build a statistical database ofevery incident filed at at the company. The forms are kept secure, building a history of each and every incidentreport ever filed.Access to the submitted results of the forms will be restricted to [CompanySecurity]@gmail.com, a secure online account created for that purpose.Recommendation: A complete spreadsheet can be compiled of every resident’s contact information in theneighborhood. That document can be stored online at the security account, and can be updated in real timeas residents move in and out of the homeowners’ association. The information we used to have on paper maynow be stored securely online and may be accessed immediately from a smart phone or tablet at the Directorof Security’s discretion.A corresponding online contact form and spreadsheet could easilybe built to where our security officers can fill out the above contactinformation online, completing and updating the records.Security officers’ information can now be all stored securely onlineas well: contact information, social security numbers, phone numbers, time sheets, plus there should be an online security calendarwhere officers can quickly check their work schedules, whereverthey are and at any time. Since the calendar could be passwordedand stored online, it would provide an up-to-the-minute continuously updating, searchable history of events.Recommendation: Build an online Security Officer contact list,online time sheet form, Security Calendar that lists work schedule,holidays, vacation time, etc. This should be accessible to all security officers at all times.Recommendation: Establish ongoing in house email communication with each officer.

STREAMLINE SECURITY PERSONNELCurrently the Deputy Director makes about 35,000 per year.Currently the Director of Security makes about 50,000 per year.Streamlining SecurityRight now, the Deputy Director basically does the work of an officer. Eliminate theDeputy Director’s position and make him a supervisor who makes a maximum of 18per hour; or retire his position altogether, immediately saving 35,000 per year.Hire a Director of Security acquainted with today’s technology, starting him out at 40,000 per year, thus immediately saving 10,000 per year.CAP SECURITY PAY RATESTo help us in the current economy, we should cap pay rates: REGULAR OFFICER pay rates should be capped at 15 per hour.SUPERVISOR pay rates should be capped at 18 per hour.DIRECTOR OF SECURITY pay rate should be capped at 25 per hour.Pay rate caps can be revisited when the economy improves. It Is important to notethat only the Director and Deputy Director are currently at these pay levels, so security officers will not be affected by these decisions. The policies could quietly be effected without adversity. In addition, from a business standpoint, if a new Director werehired this year, it would take several years of accrued pay increases to come back towhat we are currently paying, giving the economy plenty of time to recover.THE COMPRESSED WORK WEEKA compressed work week is a scheduling system where employees work fewer days,but for a longer duration. For example, instead of working five 8-hour days, the employee can work three 12-hour days in one week and four 12-hour days the next.The advantages of this scheduling system for the employee are obvious. They getmore days off, it is easier for them to fit in a second or third job into their schedule,it reduces their childcare dependency, and it reduces the amount of money spenton commuting. Generally, call centers, police departments, emergency services, andsecurity personnel prefer 12-hour shifts.For employers, this work scheduling system also has some notable advantages. Theemployer has more hours of customer service covered, there is a reduction in absenteeism, employee job satisfaction increases, and there is an increase in productivity.Work schedules based on 12-hour shifts are gaining popularity because for the samenumber of hours worked each year, there are more days off. Twelve-hour shifts canbe used in 24/7 businesses as well as in operations running fewer than 7 days a week.They have been successful and well received by employees in security personneloperations.

Practical ApplicationPREMISE: Currently the company has 18 security personnel working a total of three shifts, 8 hours a day.PROPOSAL: Switching to 12-hour shifts means cuttingdown to only two shifts per day, in contrast to thethree shifts we have now.RESULT: This simple reform can eliminate three to foursecurity positions, increasing security efficiency andmorale.SAVINGS: Security officers start at 10 an hour. After90 days, they make 10.50 per hour and get another5% raise after the first year. This means that after oneyear, a security officer makes 11.03 per hour. Evenif we used an average of 10 per hour, the companycould save about 20,000 per year PER ELIMINATEDPOSITION - and this figure does not include healthinsurance costs.Currently, we have a guard on duty at each gate andone patrol officer for each side, giving us a total offour officers on a shift at one time. Day shifts havemore officers. Including the Director and Deputy Director, we have a total of 18 working officers.By going to 12-hour shifts, we could have one guardon duty at each gate, one patrol officer and onesupervisor at alternating hours for regular shifts. Thiswould give us more professional coverage becausea supervisor will be on duty at peak times. This way,if we include a Director, we would have a total of 15officers, automatically generating a savings of three ormore positions.When it comes to vacation times, the supervisor couldtemporarily fill that vacant position, thus eliminatingthe need for special personnel for vacation relief. Thesupervisor could simply take over the duties and timeslot of the vacationing officer.THIS ELEMENT OF THE PROPOSAL generates an immediate savings of over 60,000 per year.DUTIES OF THE DIRECTORResidents should have “anytime” access to[Company Name] Security. A gmail addressshould be established for the Director. Residents should be encouraged and invited toemail with security issues, concerns, problems,complaints, etc., thus enabling Security tohave a finger on the pulse of the property atall times. Emails will be securely stored, filedand referenced online, adding another layer ofsearchable data for Security to utilize.Recommendation: In addition to his currentduties, the company Security Director shouldimmediately build a Standard Operating Procedures book that includes possible risk assessment procedures, as well as standardizedsecurity procedure and personnel manuals.Reports should be digitized and input into thecomputer – and then various scenarios shouldbe written, becoming a reference for officersto know what situations have risen in the pastand what to do in certain situations. The history of incident reports would indicate when tocall a supervisor and when to handle the situation. This book would build upon standardizedsecurity procedures and incident reports toexamine and reference specific details. Sincethe reports are all included in a spreadsheet,they can be referenced and sorted according tosubject matter, incident type, date of incidentor any other criteria necessary to the individualinquiry.

ReducingExpensesFUEL CONSUMPTIONCurrently, our vehicles only buy fuel at a certain gasstation which is more expensive than most places byabout 10 per gallon. A simple fix and recommendation is the issuance of fleet credit cards. The officerswould each have an assigned password; secure accounting would be evident by monthly invoices. Thiswould allow officers to buy gas at stations with cheaper prices. Saving a dime a gallon all year long may notsound like much, until of course we realize that eachof our trucks fill up about three times a week.UNIFORMSCurrent uniforms are militaristic looking and costbetween 60 and 70 for one pair of pants. Dockerslacks and Polo collared shirts can be bought muchcheaper, and they look more professional. Name andrank badges can be ordered and embroidered at minimal cost.

proposal to the modernization of company security, though many other online forms can also be imple-mented for resident contact information updates, wedding planning, social networking and actual inter-active events calendars—where residents can