Remote Deployment of Oloid's AI Driven Software TimeClocks on iPads
In the prevailing COVID crisis, Oloid has been witnessing increasing demand for contactless biometric solutions. Our customers have been asking us to support a remote deployment and enablement program, since the option to go on site for has become increasingly more limited. Successful remote deployments require providing the right set of tools, data & information and clear communication and guidance to the customers. Following are a few best practices, which have helped us in multiple successful remote deployments of our time clocks.
Oloid’s contactless biometric solution for time clocking is used by tens of thousands of hourly workers every day. Oloid's Time clock solution provides a safe and accurate way for the clocking of hourly workers, while pushing the data directly into the company’s time and attendance system. Oloid’s 'privacy first' facial recognition based time clock is touchless, accurate and easy to use. Our customer success team has the privilege of partnering with Oloid customers to help ensure the deployment of Oloid’s time clock is just as smooth and efficient as the employee's experience with the App.
The key to successful deployment for any enterprise solution is a well thought plan. Below are the four steps of the implementation plan.
Four Step Implementation Plan
The timeline may vary depending on the customer but we can go live with our solution within 4 weeks from the start of the planning phase -
Timeline for Deployment of Time and Attendance Solution
1. Deployment preparation and Planning
The first step is the most important one. I start by identifying all the stakeholders of the deployment project and establish a clearly laid out communication plan. I gather the requirements regarding the number of clocks that are needed. I also gather pictures and videos of the proposed location. To make the whole process simpler, videos, playbooks are handed out and workshops are conducted to train the end users and the administrators of the system.
The customer can also start procuring the hardware at this time. The list is provided in the playbook and also discussed with the customer.
Recommend a VidaMount VESA Tablet Enclosure for a tablet (link)
Recommended wall mount: Tilting VESA Wall Mount (link)
2. Installation and Configuration
The second step starts once the customer has procured and installed the hardware. After they install the tablets, they download the Oloid Time and Attendance app from the App Store. Once they have installed the app, they receive a security code which pairs the tablet and app to the customer account. Once the pairing is complete, they can start onboarding the users into the app. It is a simple process where the customers authorized admin(s) can click pictures from the iPad and pair it with the employee identifiers (e.g. employee id or badge id).
Our team works in conjunction with the customer to help in the integration of our system with the customer backend system. We work to either generate the APIs or integrate the customer generated APIs with their backend time and attendance system. This allows the data i.e. the check in time and check out time along with user details to flow from our system to the customer database.
Prerequisites for the hardware configuration
# Connect to the corporate wifi network. # Whitelist the IPs given to the customer for the Oloid solution to work smoothly.
Mount the tablet keeping the following in mind.
# Mount Height - The tablet(s) should be mounted at different heights so that employees of all heights can verify their face using the Tablet Time Clock. If you are using only one tablet, then the camera of the tablet should be at a height of 5 feet from the ground # Power Source: The tablet must be mounted such that it can always be plugged to a power source. # Lighting: Ensure proper lighting so that well lit images may be captured. # Stable Mount: The tablet must be mounted on a sturdy platform so that steady images are captured.
3. Soft Launch and Data Analysis
Once the user data has been onboarded, the system is ready for soft launch and validation. During this period, the users may punch into the Oloid’s timeclock and also continue punching into the older clocks.
User journey during Software Launch Stage
Oloid generates an automated report at the end of every day for managers to compare and validate that the Oloid system is generating the correct data. A sample of the report is shown below.
Punch Date and Time
If any data inconsistencies or format, time zone etc. need to be adjusted, we take care of them and get ready for Go Live in production.
4. Go Live
The Go Live happens once the data has been reviewed and approved by all the stakeholders. Now the data from Oloid is going to the production server at the customer site. During the Go Live, the user journey is shown below.
Following are the criteria that our customers typically use to evaluate the success of the implementation:
User experience # End-users should be able to self-help themselves without assistance
# The experience should be intuitive and user-friendly # Exception scenarios should result in clear instructions and next steps Enterprise Integrations and Security # The application should integrate seamlessly, securely and accurately with the existing time and attendance backend system. Accuracy # The application should match the face to the domain account accurately (zero false positives) # Low false negative rate and a reliable exception management procedure # The application should thwart common spoof attempts e.g. Use of pictures, ID cards or digital images
The IT Director at a Fortune 500 customer had the following to say to us:
“Over the past year, the Oloid team helped us successfully deploy facial recognition for Kronos at the Milpitas campus. The team is very responsive and proactive in helping the operation managers deploy the Oloid solution that is best suited to the needs of our employees. After the implementation, the touchless application quickly followed in response to the Covid situation and helped the safety of our employees. Many thanks and gratitude to the team, especially the customer success team for their dedication to the project.”
About the author:
Atashi Jain is a Sr. Implementation Engineer at Oloid. She has significant experience of planning and deploying large scale Oloid implementations across USA, Mexico and Canada. Atashi is an ex-entrepreneur who has run a cloud kitchen startup and has several years of experience in computer programming and IT program management. Atashi brings a unique combination of business savviness, technical expertise and a friendly smile to work every day.