It is very common that other people besides project team members and construction workers may visit a construction site. These people may include stakeholders of companies involved in the project execution, vendors, bidders, consultants, permitting authorities representatives, banks’ representatives, and investors. These people visit for various reasons that may include: project progress review meetings, presenting proposals and offerings, as well as special testing and inspection requirements. Some visitors might be restricted to visit specific areas or zones of the project, while others will be given access to the entire construction site.
Regardless of their type or length of visit, there should be a formal process in place to ensure, as far as practicable, the security of all assets, materials, and equipment belonging to the project. This includes the arrangements to prevent unauthorized access to the site, procedures for checking vehicles entering and exiting the site, and the requirements for security assistance in fire prevention and emergency response.
Using Project Management Information Systems (PMIS) like PMWeb, the team responsible for project site security can easily manage, monitor, and track the issuance of all those gate and site security passes as well as manage the actual project site entry and exit of visitors, materials, and equipment. PMWeb custom form builder allows the creation of a unified form for issuing site security gate passes. The form header includes details on the company and individual requesting the pass as well as the purpose of the visit and the project zones or permitted areas that the visitor can access. The gate pass should also include the requested visit date and from when to when.
The site security gate pass form also includes two tables, the first is for the visitors’ and driver’s details while the second is for material or equipment to be delivered or removed from the project site. The visitor’s table includes details of the visitor such as name, contact number, identification document type, and reference number, car details include type, color, and plate number. The material or equipment table includes fields for material or equipment description, unit of measure, the quantity entered the project site and quantity exited the project site.
The attachment tab allows uploading and attaching all supportive documents needed for issuing the site security gate pass. This could be copies of visitors’ identity documents, copies of car registration among others.
A workflow gets assigned to the site security gate pass. The project team member requesting the pass needs to complete the needed information for the visitors, accompanying visitors, and material or equipment before submitting the pass for review and approval.
PMWeb report writer creates a PDF output form of the site security gate pass. PMWeb also emails this PDF to the visitor who delivers or collects material or equipment from the project site. The site security gate pass also includes site safety requirements that the visitors must be aware of. In addition, it should list details of items that the visitors must be aware of. This may include taking photographs of mobile phones and other devices allowed among other restrictions.
The same data included in the approved project site security gate pass helps to issue a wearable pass to the visitors that would provide a visual indication of who they are. This allows project team members to recognize visitors and provide assistance should the need arise. Likewise, wearing a visitor pass would provide a visual queue for protecting sensitive areas that are off-limits to visitors. The wearable pass badge holder could have an embedded RIFD chip to allow tracking of the location of the visitors.
The site security gate pass tracking report provides a real-time register of all issued passes and their status. The report shares the information captured in those passes. It shows relevant measures including number of passes requested by each company and the number of visitors who have visited the project site.