Request for Guard Services Tracking System

About the Program

Category: Information Technology (Best in Category)

Year: 2017

In 2016 the Request for Guard Services Tracking System Project moved the County of San Bernardino from using phone calls, emails, and paper forms to request security guard services to an electronic model. The new model took advantage of technology by creating a system that allowed the County to request security guard services at our sites electronically. Departmental staff create these requests and with the built in workflow an email is sent to department managers for review and approval. Once approved an email with the approved request form in a PDF format is then sent to the security guard company, the department staff making the request, approvers, and the Office of County Safety and Security. This has given the County the ability to track requests for guard services and make sure that department staff knows the cost of the services being requested. This system creates an audit trail to monitor invoicing and automatically lets the security guard company know when the requested services are to start and stop. The strategy and subsequent achievement of the project was to leverage technologies to create an automated system for guard service requests that had tracking and accountability, could be used anywhere and on any device (i.e. computer, tablet, etc.) and take advantage of current software licensing and hardware that the County owns. The goal was to provide a system that sped up the process of requesting guard services, was automated, with workflow for approvals, creating an audit trail, as well as starting and stopping services on the desired dates.