Proposal For Asset Tracking

Proposal for Asset Security & Management Solution for Client Name, Location

Technical Proposal For Asset Management & Security Solution For Contact Person: Phone

Company Name Location Page 1 of 19

Proposal for Asset Security & Management Solution for Client Name, Location

HCL PROFILE HCL Infosystems Limited is one of the pioneers in the Indian IT market, with its origins in 1976. For over quarter of a century, HCL has developed and implemented solutions for multiple market segments, across a range of technologies in India. HCL has been in the forefront in introducing new technologies and solutions, now HCL is amongst the top 20 business houses in India with 14000+ employees spread across 38 countries and revenue of around 14 billion US dollars. HCL Infosystems Ltd. is the Internet Infrastructure initiative of the HCL group, India’s premier information technology group. Through the pioneering presence of the HCL group companies the vast experience of the markets, HCL Infosystems has propelled itself to the path of “Total Technology Integration”. HCL Infosystems has established state-of-the-art ATM / Frame-Relay IP based network infrastructure across 43 cities in the country and offers an entire range of managed services. Its portfolio of services includes Virtual Private Networks (VPNs), Broadband Internet access; Hosting Co-location Services; Designing Page 2 of 19

and

deploying

Disaster

Recovery

solutions

and

Business

Proposal for Asset Security & Management Solution for Client Name, Location

Continuity solutions; Application services; Managed Security services and NOC services. All these services are delivered with a turnkey approach that includes delivering Infosystems’s core services, third party hardware and network provisioning, maintenance activities and project management. HCL Infosystems comes with the promise of delivering the committed ‘Quality of Service’ backed by significant investments in infrastructure, network management solutions and its round the clock centralized Customer Support Call Center. This holds even more when we consider the leverage Infosystems draws from its parent company’s unparalleled experience in networking.

HCL’s Customer Support Page 3 of 19

Proposal for Asset Security & Management Solution for Client Name, Location

We have the highest regard for our esteem customers, and to meet this, we have geared up ourselves with following services across the country: •

We organize customer’s meets all over the country to have the first hand interaction, which enable us to interact with our customers and review their feedback one to one. We also strive to improve our services standards for more customer satisfaction.

•

We have the key-client concept, where in we constantly monitor the upkeep of our products, being used for achieving highest level of service standards. The parameters governed by this (viz. Up-time, Preventive Maintenance Schedule etc.) are appraised by specialized team at the regional office and Head office. Further, these clients are provided with an Up Time Certificate authenticated by the respective user department and these are sent by the President & CEO himself.

We have across the country – Number of Machines

50,000

Number

photocopier) 10,000 (Telecom products alone) 1,000

of

Software

(All

products

including

Solutions Number of Professionals Number of Trained

14,000 5,000

Engineers Number of Offices Number of Service Centres Customer Satisfaction ISO Certification

170 cities 360 9 out of 10 * ISO 9001:2000 & ISO 14001:2004

* Survey done by With trained engineers around 360 locations around India, we are able to provide better customer support and reach well above the industrial Page 4 of 19

Proposal for Asset Security & Management Solution for Client Name, Location

customer

satisfaction

level

standards.

HCL is itself synonymous with customer satisfaction, we are proud to offer the best solutions and services anywhere in India. The best in the “Corporate Users expectation and Satisfaction Survey 2003” - Voice & Data Magazine. HCL has been ranked No.5 among India’s Top 5 groups impacting the dynamics of the IT Industry - DataQuest “The Most Responsive Company, 2005”– IT Hardware Category by the Economic Times - Avaya Global Connect

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Proposal for Asset Security & Management Solution for Client Name, Location

HCL’s Presence in India

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Proposal for Asset Security & Management Solution for Client Name, Location

RFID Solution for (Client) Overview

Radio Frequency Identification (RFID) is the technology in Asset Security and Management applications. It is a form of identification that is contact-less and does not require line of sight. The technology has been in use in other sectors for more than 20 years. The RFID tags are placed in books and generally covered with a property sticker. Antennas of different sizes, based on application, are used to read the tags and manage the various office functions. The RFID Solution is a revolutionary application of automatic identification and data capture (AIDC) technology. In an office environment, RFID technology resembles a traditional barcode system in that it provides a means of assigning an ID to an item and reading that ID to perform circulation transactions or to take inventory. But while RFID technology resembles a traditional barcode system in application, the HCL RFID Solution is far superior in performance—plus it offers built-in security.

How the HCL RFID Solution Works HCL has partnered with Feig/TAGSYS/, leading manufacturers of RFID hardware, to bring you the latest in RFID technology. A standard RFID system consists of four main parts:

•

RFID Tags - Flexible, paper-thin smart labels that are applied directly to library items. Each RFID tag contains a tiny chip, which is both readable and writable and can store information to identify items in your collection. In library applications, it also stores a security bit and if needed, information to support sorting systems. •

Passive (this is what mostly used now) 

Tags are inactive until the reader’s interrogation signal “wakes” them up

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Proposal for Asset Security & Management Solution for Client Name, Location

 •

Cheap, but short range only

Semi-passive 

On-board battery, but cannot initiate communication



Can serve as sensors, collect information from environment: for example, “smart dust” for military applications

 •

Active 

•

Readers A

More expensive, longer range

On-board battery, can initiate communication

–

handheld

or

EAS

Gates

programmed to capture radio waves signals omitted by the RFID Tags. The devices are responsible for the security and circulation of resources as programmed in the server, it will alarm if the resource is taken out without proper process.

•

Database: all the information related to RFID tags and corresponding information about the resource/books/member is stored in the database which is stored in a centralized location a PC or a Server. The software installed in the server verifies the tag reading captured by the Reader (Transceiver).

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Proposal for Asset Security & Management Solution for Client Name, Location

Advantages of an RFID System over a Traditional Barcode System The HCL RFID Solution provides numerous advantages over traditional barcode systems. Here are just a few of the benefits:

Features Read more than one item at a time Read while item is moving Programmable Line of site read not required Life guarantee (100,000 reads) Sturdy in harsh environments Might want to consider use of the term “environmentally hardened”, this term is becoming more common place in USA electronics markets. (I am not certain of global acceptance of this term) Able to resist water damage Built‐in security Inventory tool without handling items Able to locate specific items on shelves Use with borrower self checks units Use with automated sorting and handling systems

Particulars Physical Size

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RFID Tags range in size from a postage stamp to a book. The aspect ratio of a Tag's length vs width is very flexible and not a significant factor for the Reader.

RFID

Barcode

     

× × × × × ×

     

× × × ×  ×

Barcode Bar codes are larger than the smallest tag and very sensitive to the aspect ratio for presentation to a scanner. The ratio of a bar code's length vs width is critical to its operation.

Proposal for Asset Security & Management Solution for Client Name, Location

Lifespan

Harsh Environments

Tags have no moving parts and are embedded in protective material for an indestructible case and multiyear lifespan. Tags may be placed in extreme environments and perform to specification. They are very robust to handling, sensitive to environment, and generally degrade once used, stored or handled in a nonoffice environment.

Bar Codes have unlimited shelf life but are subject to degradation with handling.

Product Codes

Digital data is stored on the Tag and provides for a significant capability to encode: 1) Tag originator 2) User data as needed by the segment or application 3) Serial number as needed by the segment/application Major vertical markets like Retail have standards which are excellent at coding product type and manufacturer. Additional information beyond these basic parameters is not feasible because the size of the Bar Code becomes too large.

Counterfeiting

Tags are produced with a unique identity code (UIC) or serial number from the manufacturer. This is embedded digitally on the microchip and may not be changed, therefore, making them extremely resistant to counterfeiting.

Bar Codes may easily be duplicated and attached to products and are, therefore, easily counterfeited.

Dynamic Updates

Tags may be written to and offer on board memory to retain information. This feature may be used to store a product calibration history, preventive

Once a Bar Code is printed it remains frozen. The Code and the process of attaching the BC is not supportive of real time updates. It is a labor intensive process to update any information on a BC once

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Proposal for Asset Security & Management Solution for Client Name, Location

maintenance, etc. Updates may be made within the blink of an eye and automatically without human intervention. Once a Bar Code is printed it remains frozen. The Code and The combination of UIC (unique identification code), user data, serial number and on-board memory makes it possible to track, recall, or document the life span of a single item. For example, with livestock this means that the birthplace of the animal, its vaccine history, feed lots, slaughter house, processor, etc may all be tracked. This kind of information supports a complete pedigree for an item attached to the Tag.

printed.

Scanning

RFID - Offers a range from inches to hundreds of feet and does not require line of sight. This means that individual Tags placed within a carton, packed in a box and stored on a pallet may be read. You do not have to open each box and present the individual item. BC - Offers a range over inches and requires line of sight to read the code.

The Bar Code must be presented to the scanner in an orientation and distance that is very limited. Individual reading requires that each box on a pallet be opened and the item pulled for presentation to the scanner.

Simultaneous Scanning

RFID - Standards have algorithms to support simultaneous reading of Tags at one time.

Limited to one bar code at a time. Unable to support simultaneous reads.

Traceable

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BC is limited to an entire class of products and unable to drill down to a unique item. It is not feasible to recall, track or document a single item.

Proposal for Asset Security & Management Solution for Client Name, Location

Cost

High volume Tags are currently 25 cents each with the potential to continue to drop per the experience curve. High volume bar codes are less then a penny. In this scenario the labor savings from items like physical counts, etc. give RFID greater feasibility.

This is a clear advantage for BC unless you expand cost to be fully loaded.

Reusable

Yes

No

RFID System Components and Applications

RFID Tags An RFID tag is the most important link in any RFID system. It has the ability to store information relating to the specific item to which they are attached, rewrite again without any requirement for contact or line of sight. Data within a tag may provide

identification

for

an

item,

proof

of

ownership, original storage location, loan status and history. RFID Tag consists of an integrated circuit and an antenna combined to form a transponder. RFID tags collect the energy to operate from a Radio Frequency (RF) field emitted by a reader device; therefore they do not need a battery. When energized by a radio signal from a fixed position reader or handheld scanner, the tag returns the stored information in order that the item to which it is attached can be easily located.

The chip also has a "multi-read" function, which means that several tags can be read at once. Page 12 of 19

Proposal for Asset Security & Management Solution for Client Name, Location

RFID tags have been specifically designed to be affixed into different like media, including books, CDs, DVDs and tapes. In asset management as there are different types of items need to be monitor, we would suggest different kinds of tags for different items for example a tag for PC / Laptop will be different from the tags which are used for furniture items, and tags used for individual tracking will be different from used for the folder/documents/paper tracking. It is thin, flexible and thus can be laminated between paper and plastic. With special method to attach to books, patron is totally unaware that the tag is there.

KEY BENEFITS: 1. 2. 3. 4. 5. 6. 7.

No line of sight needed Allows to check-out and check-in several items simultaneously Information directly attached to product Performing both identification and antitheft in one single operation Different shape and sizes available Able to tag almost anything Accelerate scanning and identifying

Handheld RFID Reader Handheld Reader can be used to manage the inventory and trace the lost / missing inventory item. RFID handheld reader will be able to search by reading the RFID tag pasted the different asset.

Phase Target:   

Quick inventory Look up the misplace material Search for certain material

KEY BENEFITS: 1. Changes inventory process: 2. No more book handling: just take the reader inside the room to perform an instant inventory. 3. Accuracy: asset identification numbers are registered in the ShelfManagement Reader. The data is then downloaded to the central database. 4. The fastest inventory you have ever made: 20 items per second. 5. User friendly: 6. Light weight 7. Wand allows easy reading of high and low areas 8. Saves time and resources: Page 13 of 19

on

Proposal for Asset Security & Management Solution for Client Name, Location

9. Implementers indicate a 75% reduction in human resources required for inventory management activities.

RFID Reader and Antenna RFID Reader and antenna will be installed at different location within the office or outside the office as per requirement. RFID Antenna along with the ERP solution will help us to track the item available. RFID Reader and Antenna will be installed at strategic location in such a way that the reading range of the antenna will cover complete location. Number of RFID reader and antenna will depend on the size of the room, etc. 1. Tracking of RFID tags in it’s reading range. 2. Reports can be generated with the help of ERP. a. Number of items available in a particular room based on the RFID Reader installed in the room. b. To track any movement of item from room to another 3. Also help in tracking/finding the exact location of the individual in the office 4. Check the movement of files/document from sensitive areas and raise “alarm” if required.

EAS Gates RFID EAS Gate is the anti-theft part of the RFID Asset Management System using the same RFID tags embedded in the office items. Each lane is able to track items of 1 meter or more and would trigger the alarm system when an un-borrowed item passed through them. The alarm will sound and lights on the gate will flash as patron staff through with the office material. The EAS Anti-Theft Gate is used to detect RFID tag that is equipped with EAS (Electronic Article Surveillance). It can detect the RFID tags within 1 meter range without interference of magnetic items, upon detecting of Page 14 of 19

Proposal for Asset Security & Management Solution for Client Name, Location

Armed RFID tags, the alarm will sound on the gate. It has option to trigger a Camera to record patrons who trigger the alarm to the Surveillance Station. Theft detection is an integral feature of the chip within the tag. It is a stand-alone technology, which operates independently of the library database.

FEATURES: 1. 2. 3. 4.

Detect EAS Armed RFID tags Multi-item detection Able to integrate camera with the gate (Option) Gale to integrate with Surveillance Station (Option)

KEY BENEFITS: 1. Single technology is required for both inventory and theft management of the office.

2. Office staff is alerted immediately when un-borrowed items passes through the theft detection gates. 3. Would-be thieves are deterred by the physical presence of the gates. 4. Number of patrons passing through the gantry is captured by a counter on the gates Alarm volume can be easily controlled.

How the RFID Security System will work for Client Name, Location After tags have be programmed with unique ID number and related information is updated in the ERP system, tags will be pasted or tied, accordingly to the type of asset.

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Proposal for Asset Security & Management Solution for Client Name, Location

Fig: Tagging of Items RFID Reader with Antenna will be installed at strategic location in the office, once the same is done whole RFID operation will be activated for testing.

Fig: Integration of RFID and ERP Once the system is operated RFID tags according to their type will omit signals if active tags are used, RFID Antenna / Reader will omit signal to catch the signal from passive tags.

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Proposal for Asset Security & Management Solution for Client Name, Location

Figure: Communication between RFID Tags and Reader Security of Asset will be handling by the EAS Gates installed at the strategic doors in the campus. With the help of the ERP solution asset/items can be defined as “Free to move item” “Restricted items” so that when ever any unauthorized person is taking out any “Restricted item” the gates will raise the alarm and video will record all the movement. Whereas in “Free to move items” items it will not give any “alarm” and record the details of the person and send the same to the ERP solution (integration required).

Fig: Security Gate Function

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Proposal for Asset Security & Management Solution for Client Name, Location

The Security will raise “Alarm” if anybody is taking any asset which is not authorized to be taken out of the location or by the person. The camera installed will record the person either authorized or unauthorized according to the configuration / integration with ERP. There will be continuous flow of RFID signal on the gate.

Fig: Online Asset Tacking System Reader and Antenna will continuously send the reading of the tags to the ERP solution, so that concern person and note / track/generate report on the movement / availability /location of the item with in the campus. The same can be used to track any item, user have to enter the unique id of the RFID tag pasted on the item and send command to the Central EPR solution, ERP solution will revert back with the information on the location/ availability of the item (integration required)

Integration Integration with ERP solution will be done according to the requirement of the client, different reports, and security aspects.

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Proposal for Asset Security & Management Solution for Client Name, Location

Deliverables* RFID Tags RFID Member Card Handheld Reader EAS Gate Reader and Antenna Integration * The Quantity and integration will depend on the requirement of the client. On the basis of requirement the commercial will generate.

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