Page 12 - Security Today, September/October 2023

Streamlining an Empire By Raffaele Ceravolo EmpireCLS, a world leader in chauffeured transporta- tion services for nearly 40 years, pledges to “provide exceptional chauffeured hospitality every day, which reflects their core values of personalized service, safety, security, innovation and dedication,” ac- cording to their website. Indeed, EmpireCLS has demonstrated the importance of operational efficiency in managing and monitoring multiple lo- cations and assets remotely in helping to drive the mission home. Adopting a key management system has revolutionized their internal operations and enhanced the customer experience. In the past, EmpireCLS relied on a pegboard system for issuing their vehicles. This manual process led to inefficiencies in vehicle usage, difficulties in tracking ve- hicles, and caused frustration for dispatch- ers and the fleet department. Moreover, the over-use of certain vehicles resulted in faster wear and tear. Recognizing the need for a more stream- lined and equitable approach, EmpireCLS CEO, David Seelinger, became one of the early U.S. adopters of the Traka key man- agement system in 2009. That’s no surprise, though. Seelinger is regarded as a pioneer for committing to delivering exceptional customer service and integrating innova- tionsinanotherwiseunregulatedindustry. “It was decided we needed to stream- line the process and eliminate a physical body to hand out keys for all of our vehi- cles,” said Jamie Major, Empire’s IT direc- tor. “We desperately needed the ability to streamline the requests for vehicle assign- ments, while maintaining accurate records. Consequently, Joey Phelps, our chief oper- ating officer, started looking into different solutions in the market and found Traka. It was a perfect fit, and the installation was easy. We eventually started using the TrakaWEB software in addition to the key cabinets. One of the key features we love about TrakaWEB is the web bookings. “With the Traka system, dispatchers can remotely assign access to specific ve- hicles, ensuring a fair distribution of usage and minimizing wear and tear on the fleet. Chauffeurs are issued key fobs that grant them access to a key cabinet where the vehicle keys are stored. This streamlined process allows for the seamless scheduling of chauffeurs to specific vehicles, which is essential in an industry that operates 24/7. The system also reduces labor costs as dispatchers no longer need to be physically present to issue keys. Additionally, features such as a curfew notification and fault log- ging enable prompt action and cost reduc- tion by identifying vehicle issues sooner.” Impressed by the efficiency of the Tra- ka system, EmpireCLS extended its use beyond internal operations to enhance the customer experience. Working with their Traka engineers, EmpireCLS integrated their reservation platform with the Tra- ka API. Now, when dispatchers assign a chauffeur to a vehicle through Traka, the information is transmitted in real-time di- rectly into EmpireCLS’s system. The information includes the chauffeur’s contact details and the vehicle’s make, mod- el, color, and license plate number. Clients receive this information along with safety texts throughout their ride, providing trans- parency, compliance, and peace of mind. Currently operating Traka in New York City and Los Angeles, with plans to add Traka to Chicago and Las Vegas this year, EmpireCLS manages a complex opera- tional ecosystem across multiple locations. Traka’skeymanagementsystemhashelped them efficiently monitor more than 500 ve- hicles nationwide and maintain comprehen- sive records. The success of EmpireCLS’s integration of key management technology into its existing system serves as a compel- ling case study for organizations with mul- tiple locations and assets that require effec- tive management and monitoring. “What it does for us internally is re- cord-keeping for the vehicles so we can maintain accurate records of the assign- ment, determine how many trips a vehicle is doing per day, how many miles those trips are, if there are any maintenance re- quirements – all the efficiencies you can gain from how you’re making assignments to the vehicles is made possible.” Major said. “The information that lives in the Traka system is great, but we needed to integrate the intelligence of the Traka sys- tem with the API to ensure the safety and security of the vehicle were tied together accurately. Traka delivers de-centralized solutions that can be managed remotely from one location to another. I can be in New York and know what car someone was assigned in Chicago.” Implementing a similar approach can significantly improve workflow, increase security, enhance service delivery, and generate cost savings for organizations in various industries. Organizations can achieve operational excellence and exceed customer expectations by leveraging tech- nology to manage fundamental assets and monitor operations effectively. EmpireCLS’s adoption of the Traka key management system and Seelinger’s vision have driven their operations and en- hanced customer experience. Their journey highlights the importance of proactively embracing efficient systems for managing and monitoring multiple locations and assets. Raffaele Ceravolo is the Northeast regional sales manager for Traka Americas. 12 SEPTEMBER/OCTOBER 2023 | SECURITY TODAY KEY MANAGEMENT