How implementation works

A demo before you sign the contract

Before you sign the contract, we show you TraxSystem on a configuration set up for your process. The demo covers the whole process: booking, driver check-in, induction, entry, weighing, exit and report. We don’t install anything at your site for the demo. This is the stage at which it costs least to discover that something works differently from what the enquiry suggested.

See what the demo looks like

Pre-implementation analysis

The pre-implementation analysis is the first stage after the contract is signed, and the rest of the implementation depends on it. We walk round the site and establish what can’t be worked out at a desk: where the gates are and which way they lead, which cameras and readers are installed, where the kiosk will fit and whether there is power there, what the network looks like, and who operates which gate on which shift.

The analysis is also where process decisions are made that are hard to reverse later: what entry types there are and how they differ, which fields are mandatory and which are only visible, after how many hours a visit is closed automatically, and who may open the barrier and who may only register a vehicle. The result of the analysis is a document on which configuration and acceptance are based.

Configuration and data import

We configure TraxSystem according to what was agreed in the analysis. The application’s behaviour is changed through settings, without writing code, so this stage takes days and you can still change your mind during it.

In parallel we enter the lookup data: carriers, vehicles, drivers, employees, roles and permissions. Data from a previous system can be imported if it can be exported to one of the supported formats. We check this on a sample before this stage begins.

Installing cameras, readers, barriers, the kiosk and the weighbridge

Installation covers cameras, readers, barriers, the kiosk and the weighbridge, to an extent that depends on what is already at the site. It is often the longest part of the schedule, mainly because of the availability of installation crews and because some of the work requires the gate to be taken out of service.

If the hardware is already installed, installation comes down to connecting the devices and configuring them in the system. You can check whether your devices can be connected on the list of supported hardware.

Training for gate operators and the administrator

We run separate training for gate operators, for the administrator and for the people who work with reports. An hour is enough for an operator, because they work on a single screen and operate it from the keyboard. Administrator training takes longer, because it covers permissions, roles, lookup lists and configuration.

After training, most questions are answered by the manual built into TraxSystem. It covers every screen and every window, has screenshots and changes together with the application, so unlike a manual in a ring binder it doesn’t go out of date after the first update.

Acceptance and the first weeks after go-live

At acceptance we go through the scenarios agreed in the analysis and sign an acceptance report. With a cloud deployment, the report also records the agreed behaviour of the site if the internet connection fails.

The first two weeks after go-live are always the busiest, because that is when cases come up that no analysis foresaw and that a change of setting usually solves: a vehicle without number plates, a driver without a document, a delivery at two in the morning.

What the plant is responsible for in the implementation

Go-live dates are most often pushed back by matters that are down to the plant:

• process decisions: entry types, mandatory fields, time thresholds and rules for vehicles without a booking; they concern how your site is to work, so nobody can make them for you,
• access and infrastructure: a server or approval of the cloud variant, network addressing, access to the devices and power at the installation points,
• starting data: lists of employees, carriers and vehicles in a format that can be imported,
• one person leading the implementation on your side,
• for delivery bookings, the organisational decision that a vehicle without a booking is handled after the booked ones.

The implementations that drag on longest are those with no single decision-maker, where every question goes round between departments for a week. The booking calendar starts to work only once the plant has decided that vehicles with a booking have priority, and no system feature can replace that decision.

What a TraxSystem implementation does not include

We don’t carry out building work or electrical installation. The weighbridge foundation, the kiosk’s power supply and the gate cabling are the installation contractor’s responsibility.

We don’t migrate data from just any system automatically. The import supports specific file formats, so an unusual source requires the customer to prepare an export.

Nor do we change your process for you. We are happy to tell you what we have seen at other sites, but the decision about the rules belongs to the plant.

Frequently asked questions about implementation

Related

What the demo looks likePricingLicence and supportSupported hardwareArchitecture

Further reading: How long it takes to implement vehicle entry control · Access control system contracts: what to watch for

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