WHITE PAPER. Asset Tracking for Public Safety RFID & Wireless Technologies for Efficient Asset Management

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1 WHITE PAPER Asset Tracking for Public Safety RFID & Wireless Technologies for Efficient Asset Management

2 Asset management is a critical function for public safety agencies. One that relies on internal, mostly manual, business processes, to protect, distribute, safeguard, and account for the tools that enforcement, emergency, judicial and other public safety agencies depend on for critical business operation. Technology is adopted when and where it makes sense, but is usually driven by on-demand processes. These have been manual processes to date because there has been no viable alternative. Business process change and legacy technology adoption have provided only incremental efficiency and optimization improvements. Barcodes are used today and will continue to be used to provide significant classification and accountability services. However, new wireless technologies hold the promise for complementing existing technologies and creating the always-on, asset monitoring environments that public safety agencies require. Asset tracking solutions offer public safety agencies the ability to streamline the administration of managing operational assets, reduce costs, and increase their tracking capabilities. Efficient asset tracking also offers: Increased productivity with reduced paperwork; On-the-spot access to information about parts location, availability and possession; Streamlined planning, reporting and logistical activities; Fast manager approvals, without the manual paperwork; Reduced errors in asset provisioning and deployment, ensuring that only approved personnel are issued equipment (for example, ensure that an Alcotester is not checked out only by an officer who is a breathalyzer technician); Increased productivity by reducing the amount of time employees spend organizing and filling out sign-in and sign-out sheets; A validated chain of custody by passively detecting when and where assets are moved. This white paper will look at how the advances in wireless, contactless and specifically RFID technologies can achieve these benefits and be packaged and coupled with traditional and proven asset tracking solutions, specifically for addressing public safety equipment management requirements.

3 Asset Management Solution Overview An automated asset management process manages the assignment and allocation of employee assets assets that are closed loop assets, meaning they are checked out and returned for accountability. With technology advancements, organizations can now track these assets with wireless communication solutions that do not require manual intervention and can operate without a line of sight requirement. The asset tracking technology chosen must accommodate the specific tracking needs of an agencies assets such as when, where, how often, and at what range the assets will need to be tracked. Passive UHF (Ultra-High Frequency), EPC (Electronic Product Code) RFID is a wireless tracking technology which is becoming increasingly popular because of both its low cost for deployment and its long read ranges. Adhesive-backed flexible RFID tags or more rugged hardened/encased RFID tags are affixed and associated with the assets to be tracked. Appropriate locations are then chosen as read points where RFID readers can read the RFID-tagged assets at ranges from 2 feet to beyond 30 feet, depending on the environment and type of tags and readers. These readers can be handheld readers, which do require manual intervention, or completely automated solutions with mobile readers or fixed readers. Fixed readers can be housed in turnkey and compact portal systems at points of ingress and egress. RFID is illustrated in this white paper as a preferred asset identification technology because of its low cost, and increasingly reduced deployment complexity. Alternative technologies like WiFi-based, RTLS (Real-Time Location System) and active RFID solutions can also be used, but each with its own cost, environmental and deployment characteristics. A barcode solution can also be deployed to accommodate an existing infrastructure, but a barcode-only solution typically requires much more manual intervention and can be more prone to human error. However, barcode technology can provide an added layer of tracking that can complement an RFIDbased solution. No matter what the information capture/management technology is whether incorporating wireless, RFID, barcode technology or a combination of all three another key component of any asset management solution is the asset tracking software. A real-time asset tracking solution must provide public safety agencies the flexibility to deploy a low risk, scalable, standalone, turnkey solution that minimizes the risk of complex backend Information Technology (IT) integration, while still delivering the power and flexibility that can seamlessly integrate and expand into the future. The architecture and technology must be designed to enable public safety agencies to implement the solution in a phased approach, accommodating the requirements for extending and adding new functionality. Additionally, an asset tracking system must integrate new asset tracking technologies like RFID, barcodes, mobile computing and scanning devices, WiFibased Real-Time Location Systems (RTLS), and other sensor-related technologies. Having these sensor based network devices on the work-floor is moving the legacy enterprise landscape towards a real-time intelligent services network at the edge. Having this edge intelligence and communication among readers, PLC controllers, mobile computers, printers, and other sensor devices is allowing business process workflows to be empowered at the edge and on the work-floor, where business operations happen, and away from legacy centralized database and ERP architectures of the past.

4 The asset management software provides complete management and data integration services for these intelligent edge devices, connectivity with existing back-end enterprise ERP systems, and operations management dealing with asset visibility, management dashboards, and reporting. This software, when combined with information capture/management technologies and products, provides an automated solution that can help public safety agencies to more efficiently manage their critical assets. Benefits can include: Minimizing employees time checking-in and checking-out their equipment Flagging and minimizing asset tracking errors in real-time Improving asset maintenance and maintenance scheduling Improving the asset location capabilities with sensor-based tracking technologies. The following sections outline the ideal operational scenarios associated with an automated asset tracking and monitoring system. Asset Registration Public safety agency assets are registered into the system using RFID tags and optionally, in combination with barcode capable tags. The unique RFID and barcode tags are applied on the asset Example of a Mobile User Interface for Asset Registration during registration. To maximize flexibility, handheld RFID readers can be used during the registration process. These portable RFID readers associate the asset s serial and identification information with the unique identifier which is printed and written on the RFID tag. Registered assets and pedigree information can then be automatically tracked by the Real-Time RFID-enabled Asset Tracking system. Asset Check-out Process Assets are logged in or out with handheld RFID readers at the Check-In/Out Counter. In addition, an RFID Smart Portal reader serves as a validation point to ensure that assets are not removed without appropriate check-out association and authorization. The Portal reader also verifies that the employees left the room with only the checked-out assets assigned to them. When employees and officials want to check out assets to which they are entitled or assigned, they proceed to smart check-in counters. The system verifies with the electronic duty roster that the employee is currently scheduled and checks for specific flags that indicate what the employee is authorized to check out. This iterative process of checking assets in and out then allows rules-based operational procedures and checks and balances to be enforced throughout. The asset check-out process follows the following general steps: 1. The system identifies the employee requesting the asset using the staff s unique Employee ID. 2. The system automatically displays the pool the employee belongs to and all the assets that are currently checked out by the employee 3. The system validates if the employee is allowed to check-out the asset

5 being requested, or if the asset would be a duplicate to an asset already checked out by the employee. If a duplicate is issued due to failure of the original then the check-out for the asset is appropriately annotated and the original asset is marked as requiring return with an automatic reminder if it is not returned within a specified time. 4. The asset being checked-out is then identified using Motorola multimodal barcode and RFID handheld scanner that scans the asset tag. 5. The asset identified is validated as not requiring maintenance or not having been serviced, etc. before it is processed for check-out 6. The asset is reconciled with the employee asset pool and validated to the allowed list of assets that can be checked-out by the employee, otherwise an alert is generated if the asset is not valid 7. A validated asset is added to the employees current list of checkedout assets 8. The asset is removed from the inventory pool and assigned to the employee checking-out the asset 9. The employee is now validated to use the asset and the asset is marked as checked-out to the employee 10. The employee leaves the room with the assigned assets. An alert is generated at the portal RFID reader if any assets are removed without proper authorization. Asset Check-in Process The check- in process for all registered assets initiates mandatory maintenance routines such as battery charging, inspection, etc. Assets assigned to employees and staff during the Asset Check-in Process are automatically logged and reconciled, utilizing the maintenance history for proactive maintenance of the asset. The Asset Check-in Process follows the following general steps: 1. The system identifies the employee returning the asset using the staff s unique Employee ID 2. The system automatically displays all the assets that are currently checked out by the employee 3. The asset being returned is identified using a handheld Motorola RFID/Barcode scanner that scans the asset tags 4. The asset is reconciled to the list of assets that were identified as checked-out by the employee; otherwise an alert is generated if the asset does not belong to the returning employee 5. The returned asset is removed from the employee list of checked-out assets 6. The asset is returned to the inventory pool with appropriate updates to the asset utilization history and pedigree 7. Any peculiarities associated with the utilization of an asset and the returning employee is highlighted, for example if the asset is being damaged consistently by the employee, or the asset is coming in for preventive maintenance ahead of schedule, etc. 8. The system provides the asset utilization report and appropriate action to be taken for preventive maintenance 9. The asset is moved to the appropriate shelf depending on the recommended maintenance action required by the asset Any assets detected by the storage room portal RFID door reader that have not

6 been checked-out in the system will trigger an alarm. Example Asset Tracking Reports A mature asset management system will provide for robust and powerful reporting capabilities. The following are examples of typical reports that an asset tracking system should be able to generate. The reports should be easily customizable using open standard reporting tools on the system database. Assets in a pool Assets checked-out from a pool with pedigree audit Missing assets Asset utilization and maintenance history Average utilization of asset-types per pool Average utilization of all assets of one type Check-in/out statistics by asset or employee Check-in/out statistics per asset type Check-in/out statistics per pool Asset Inventory by pool

7 Asset checked-out by pool Missing Assets Report Asset Utilization Report

8 RFID & Asset Management Any item that is a part of the work process but does not leave as part of a finished product is a candidate for intelligent asset management with RFID. RFID can help enterprises automatically track and secure these assets with very little human intervention. This realtime technology takes asset management to the next level, providing unprecedented visibility, accuracy and security. With RFID, companies can automatically keep track of key assets as they move in and out of an area. With clear visibility into asset status and location, companies are more likely to perform regular and necessary maintenance from software upgrades to lab equipment calibration. Fixed readers can be strategically located throughout a facility to automatically track the movement of tagged equipment in and out of buildings, rooms, or other sectors. Equipment movement can be automatically correlated with employee identification enabling secure and automated asset check out from stock rooms and tool cribs. In addition, RFID can automatically alert supervisors of any attempt to move a tagged item from an authorized area, providing protection against security breaches and asset loss. RFID also automates inventory counts, providing a complete, accurate snapshot of asset status in a mere fraction of the time it would take to conduct a physical manual inventory. To track assets with RFID, tags are attached to all assets from servers, racks, and laptops to office chairs, carts, and kegs. To take inventory, an employee can simply roam the facility with a handheld RFID reader or a mobile RFID reader on a cart. RFID-based processes reduce the need for manual intervention, so there s no need to individually identify the asset, locate a bar code, and scan each asset one by one. Without the intensive labor, companies can afford to replace the annual audit with weekly or even more frequent inventory counts. And RFID s automation eliminates the costly errors associated with manual inventory, including missed or mis-categorized assets. The result is an up-to-date accurate picture of asset status as frequently as needed to best manage the business. OMNITROL Real-Time Asset Tracking Solution Based on the award-winning, commercial-offthe-shelf application network appliance from Omnitrol, the OMNITROL Real-Time Asset Tracking solution provides complete application, network and device integration at the edge of the enterprise network. This allows public safety agencies to accelerate innovation and realize new asset management business efficiencies and value through the deployment of Motorola RFID, barcode, Mobile Computing/Scanning, WiFi, Sensor and related applications and technologies. The system provides unparalleled edge business intelligence and event processing capabilities with substantial deployment and economical cost benefits over traditional and legacy RFID middleware solutions. Networked Asset Tracking Architecture The drive for more intelligent and optimized business processes has led to the rapid adoption of sensor-based network devices.

9 These smart devices on the work-floor are changing the legacy enterprise landscape towards a real-time intelligent services network at the edge. The enterprise is fast evolving into a distributed, service-oriented corporation driven by real-time collaboration and innovation in business process, asset management and workflows where business operations happens at the edge on the workfloor away from legacy centralized database and ERP architectures of the past. This extended enterprise is enabling more service control and sophistication to operations management dealing with asset visibility and management dashboards. Using Motorola handheld devices and RFID products including handheld, fixed and mobile readers, the OMNITROL solution is able to provide integrated asset tracking and management within public safety agency facilities. The solution architecture locates an appliance at each of the public safety agency facilities. These appliances securely connect with each other over the existing public or private networks. Centralized data storage is maintained on a database located at the Headquarters. Within each location the system interfaces with an RFID Smart Portal and associated card access system, and the Check-in/Check-out Counter. Each Asset is tagged with a unique RFID/barcode combination. These tags can be printed at an RFID printer located at the main office. The public safety agency can optionally expand the system capabilities by using wireless technology to: wirelessly connect with handheld computers wirelessly connect with mobile RFID and barcode readers to perform inventories track or locate assets using Real-Time Location System communicate with vehicle systems over WiFi The public safety agency can optionally add additional Smart Portals, RFID Printers, Wireless Access Points and Mobile RFID Readers to extend the range and capabilities of the system. The handheld RFID Readers are Motorola MC9090-G RFID-enabled

10 Optical Gig-E Router Multi-Processor Middleware Server Real-Time Location Service (RTLS) Wireless LAN Controller Disruptive Simplification Serial Concentrator Extended Network Real-Time Intelligent Edge Biometrics PLC Controllers RFID / Barcode Robotics WiFi RTLS Sensors WiFi & WiMAX VoIP & VoWLAN Application Network Appliance handheld computers that can be used to locate, register and inventory sets. The system can connect with existing proximity or card access systems or can implement its own RFID-based proximity detectors. The Smart Portals can be added as required. The system provides full device management and service integration on a variety of RFID, PLC, WiFi and Sensor-based technologies. These technologies contribute to enhancing and streamlining operations, reducing error expenses and improving overall customer service through real-time visibility, traceability and reconciliation applications. The advanced services leverage contact-less (RFID and WiFi) technologies and overlay existing business processes with real-time visibility and traceability throughout operations on the workfloor. The system substantially simplifies and reduces the integration risks associated with transforming legacy business processes with RFID technology. By fully encapsulating device integration and the associated event and message processing, the system enables new and innovative business services right at the source of the data without any backend MRP/ERP system customization or reengineering. The primary impetus behind the proposed business model is to radically simplify deployment, remove traditional middleware integration complexity and accelerate migration to a real-time enterprise by optimizing and automating decision latency in business operations where it is needed the most at the edge. The service execution environment on the system is known as the Edge Application and Services Engine (EASE ). Some of the key services provided by EASE include: Open Customer-driven service creation using SDL Integrated peer-to-peer services architecture

11 Real-Time database with open database access XML/SOAP based service integration with open EAI libraries Elimination of complex middleware integration and costs Dramatically reduced custom development and back-end integration expenditures Real-Time Location Services for active tag tracking (WiFi, UWB & RFID) Incremental and hot-installation service delivery Powerful service simulator with remote collaboration for service creation Field-upgradeable with complete secure web-based network management Rapid device integration with reusable protocol component library The simulator provides a plug-n-replaceable virtual device library. Customers can rapidly produce complete business workflows using the simulator and easily interchange virtual simulated devices with real devices in developing their business process innovations. This powerful simulator allows SDL developers to create hybrid services that can integrate partly with real-world devices and partly with virtual devices. Once their solutions are completely tested they simply reconfigure the virtual devices with the real devices on the work-floor and their services are ready to deploy. In order to facilitate the power of RFID and sensor integration in the real environment, EASE integrates a powerful software environment that integrates a powerful graphical development and real-world simulation environment. Services Simulator and Deployment

12 About Omnitrol Networks Omnitrol Networks Inc. is a leading provider of converged service-oriented edge platform solutions for the emerging extended-internet (X-Internet) deployment market. The company s OMNITROL appliance and EASE edge application and services engine software have pioneered the market for Always On real-time enterprise visibility and automation solutions. The OMNITROL s unique edgecentric solution architecture enables the industry s most flexible and reliable means to deploy distributed application intelligent networks at the lowest total cost of ownership in the market. OMNITROL Networks is a privately held company based in Mountain View, California. Additional information about OMNITROL Network s products and services are available at About Motorola Motorola is known around the world for innovation and leadership in wireless and broadband communications. Inspired by our vision of seamless mobility, the people of Motorola are committed to helping you connect simply and seamlessly to the people, information, and entertainment that you want and need. We do this by designing and delivering "must have" products, "must do" experiences and powerful networks -- along with a full complement of support services. A Fortune 100 company with global presence and impact, Motorola had sales of US $42.9 billion in For more information about our company, our people and our innovations, please visit