Since the introduction of a new access control system from Interflex, the HR & Organization department of the Grossenhain municipal administration has been able to work much more efficiently. Interflex not only adapted the IF-6020 software to the city hall's requirements. Interflex also supplied the hardware for managing the access control system, which was precisely tailored to all transit points. The time-consuming issuing and administration of more than 100 keys is a thing of the past and HR administrators can now assign access authorizations directly in the software.
The city hall of the large district town of Grossenhain in the Meissen district of Saxony is a central place of employment for about 60 employees. The group of authorized persons, some of whom work in associated facilities, comprises 140 persons. The municipal authority has been successfully using an Interflex time recording system for more than 20 years. The current version IF-6020 already features an integrated web client with workflow management. The outer doors of the city hall in Grossenhain are equipped with Interflex's IF-800 access control terminal and two IF-5735 time recording terminals. During a consultation with Tobias Franke, Interflex's long-standing Account Manager, the city administration outlined a new requirement: The previous internal locking system of the building built in 1875/76 no longer met today's requirements and needed to be completely replaced. In addition, the new access control system was to separate the offices of the city administration from other building areas, including the Grossenhain tourist information, a bank self-service area and various advisory offices of the city hall.
Time recording and access control in one system
During the meeting, a spontaneous exchange developed about the specific requirements of the city administration, which led to a discussion about possible solutions in cooperation with Interflex. As the city administration already had an Interflex time recording system, it made sense to expand it with suitable components for access control. During subsequent discussions, the responsible persons determined that an integrated solution with all components would make future use of the system as easy as possible. This meant, for example, that employees and service providers could gain access with just one multi-functional card. The HR department could then issue the necessary authorizations as required. A separation of the access areas in the individual offices and departments of the city hall could therefore be realized in an uncomplicated way.
Access control to partially public areas for the citizens of Grossenhain and to protected areas such as utility rooms, in which chemicals are stored, was also ensured. The previously issued keys, whose distribution and return was controlled by the city administration via manually managed lists, became obsolete. Even in the event of a loss, the new access control system is able to offer added security. While the whereabouts of a lost key usually remain unclear, a lost multi-functional card can be disabled immediately by the HR department. Even if it should fall into the hands of unauthorized users, they would not gain access to protected areas. After careful analysis, the city administration decided to develop a suitable solution together with the experts from Interflex and to start implementing it immediately.
Access control online and offline
The city administration decided to secure all interior doors reliably and introduce an offline access control system using e-cylinders instead of a new mechanical locking system. IF-181 e-cylinders were chosen to secure the relevant interior doors. As the town’s administrators were unfamiliar with the cylinders, the Account Manager first presented the range of functions to the responsible persons. Powered by batteries, the e-cylinders can be installed anywhere without the need to connect power or cables. The e-cylinder replaces mechanical keys by evaluating access authorizations and enabling only authorized persons to open the door using an RFID medium. Authorized employees simply hold their multi-functional card the size of a credit card in front of the cylinder and can then open the door by moving the cylinder.
Free test in the city hall
In order to demonstrate the advantages of the e-cylinders to the city administration, Interflex initially supplied and installed several free e-cylinders, which could be extensively tested in the city hall. After all, a total of 115 mechanical locking cylinders had to be replaced with e-cylinders of type IF-181. In order to provide suitable cylinders for each of the doors, the dimensions for every affected door had to be recorded. At the same time, the city administration wanted to keep the service costs for installation and commissioning as low as possible.
IF-181 e-cylinder replaces mechanical keys
The city administration of Grossenhain was convinced by the e-cylinders so that preparations for installation could be initiated immediately after the test period. An Interflex team measured all the doors so that no other costly external service provider was needed. Depending on the doorway, the suitable models were selected for the Grossenhain city administration, including double cylinders that book on one side and are coupled into one area, as well as half cylinders and anti-panic cylinders that book on one side and can be opened freely. No complex assembly work is required for installation, so that it was easy and uncomplicated to replace the existing mechanical cylinders in the interior of the town hall with the new e-cylinders. In order to further reduce the costs for the city administration, its employees received instruction from Interflex so that they could install and activate the e-cylinders independently.
Connected to software via NetworkOnCard
The locking cylinders used in the city hall support the proven and widely used "NetworkOnCard" card format in combination with reliable mechanics and long battery life. NetworkOnCard combines online components with offline access control. Access authorizations can be assigned a daily validity so that security remains unaffected if the card should be lost. At the same time, it is possible to instruct the e-cylinders by means of a blocking list card that a specific ID number should no longer be granted access. As the external entrances to the town hall are equipped with online readers, no unauthorized access is possible at these points either.
The locking cylinders can be easily integrated into existing systems – in this case the IF-6020 time recording and access control system. Employees of the city administration who register at the electronic locks carry the authorization on their ID card, which is evaluated directly at the respective door. When the e-cylinder is used, it checks whether there is a relevant authorization on the ID card. This is then followed by either a rejection or an authorization. During the registration process, the e-cylinder also transmits status messages to the ID card, for example about its battery status. This status is automatically transmitted back to the Interflex software the next time an online terminal is used. In this way, the administrator automatically receives information as to which e-cylinder will need a battery change in the near future. As the message system has a total of three battery warning stages, this procedure can be planned well in advance. “Pegasys-Mobile” is another software element. The admin tool is used by the city administration to manage the individual e-cylinders in the city hall using a notebook and NFC reader.
Greater security and simplified administration
After Interflex's new access control system was put into operation, the Grossenhain municipality was able to almost completely withdraw all keys previously in circulation. In this way, the authority was able to significantly reduce the security risk posed by lost keys. Simplified administration by the HR department is another advantage. While issuing the keys was a potentially confusing solution that required a great deal of administrative effort, managers can now quickly and easily use the software to specify which persons are to be given access when and where. This may include interns and trainees with limited access rights as well as external service providers of the city administration ̶– such as the cleaning staff, who only have access to authorized areas. In addition to time recording and access control, the city administration also controls access to the copiers in the building via the employees' multi-functional ID cards. Now that the employees have been able to familiarize themselves with the system, it is very well received and provides considerable time savings for all participants, with significantly increased safety standards for all.
Interflex Datensysteme GmbH