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Purchase of an electronic visitor management system : the planning phase

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Purchase of an electronic visitor management system : the planning phase

This thesis describes a development project conducted in a case organisation. The organisation had an initial plan to purchase a visitor management system. The development task of the project was to execute the planning phase for procuring an electronic visitor management system. The aim was to enable the success of the rest of the procurement process. Successful procurement will in turn result in improved visitor management process, by increasing the organisation’s ability to manage information concerning visits.

Theoretical framework was based on visitor management and procurement. Visitor management was considered as a part of access control; the focus was on safety and security. Access control is in turn a physical security measure. Risk management process is used to identify the need for establishing physical security measures. Procurement set the guidelines for the project and security was the objective.

The methods used in data collection were observation, semi-structured interviews and desk research.

The current visitor management process in the organisation was paper-based. The issue with paper archives had been acknowledged. As the organisation operates in facilities around Finland, accessing these physical archives had not been seen functional. The organisation would also benefit from the possibility to print out statistics of visits in its facilities. Any statistics would have to be combined manually in the current process.

It could be said that by purchasing an electronic visitor management system the case organisation would be able to better manage the information regarding visits. The main purpose of electronic visitor management systems is collecting information into a digital database which can be accessed remotely.

The importance of thorough planning in a procurement process should be noted in organisations.

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