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Visitors System For Elbit Systems

A simple method to handle the visitor confirmation process

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Background

​Elbit Systems uses a visitor management system designed to efficiently handle the entry process for visitors at the company’s facilities.
In practice, the system is outdated and does not enable efficient operations for any of its users: hosts, security officers, and reception staff.

 

​​​To resolve these issues, user needs were analyzed with security officials to ensure the system aligns with the company's security protocols and work processes.

For example - visitors approve current page.

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Project Overview

Elbit Systems, a security company, manages visitor verification to prevent unauthorized access. The new system offers an end-to-end solution, streamlining the process and providing real-time, transparent information on visit approval and individuals present at the facility

User Research
 

To define the system, I conducted user observations and examined the work of each user type (hosts, security officers, and reception staff), how they interact with the system, and when they use it. I also analyzed possible usage scenarios.

At the end of the observations, I held interviews and meetings with the users to gain a deeper understanding of the issues and potential solutions.

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Personas

I chose to focus on two primary users: the host and the security officer

Guy Shavit - The host

The host is any employee meeting an external party at the company’s facilities, from engineers working on classified projects to maintenance workers who needs to bring in contractors or food suppliers. The host must follow company procedures, provide visit details, accompany the visitor, and ensure they remain supervised within the facility.

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Moran Lavi - Security Officer

The security officer's role is to ensure that only authorized individuals access company information and facilities. They must review entry requests, assess the visit's purpose, the content to be presented, the information classification, the visitor's status, and their organization.

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Task Analysis

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Pain Point
The Host

The system can’t provide online feedback on whether the visitor has security clearance at Elbit or needs to deliver documents.

The host must contact the security officer to obtain the information.

01

The host does not always know all the company sites and lacks knowledge of who the approving authority is at each site

02

Security Officer

The security officer does not receive information on how many times a visitor actually enters the company, which makes decision-making more difficult.
the number of visits entered into the system displayed in a separate row.

01

The security officer must type the instructions for the host manually each time, as there is no option for automatic input

03

Classification documents are stored in a separate system, requiring a search or retrieval of the information again.

There is no information available regarding the remaining time to process the request

02

The information about visitors is presented unclearly.

04

The approval process for the request form is complex and inconvenient, and approving a request for additional equipment is complicated

05

Competition Research

I interviewed employees from the industry and IDF officers to understand their approach, challenges, and solutions. Current visitor system doesn't address user needs, and some processes remain manual.
The key issue is managing visits involving top-secret information or military visitors, which require prior security clearance

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The Solution

I designed a workflow covering all visit stages: entering details, sharing info, and receiving feedback on guest classification

01

Visitor processing is now more efficient, enabling reception staff to handle high volumes and monitor equipment like weapons and electronics. The release screen provides real-time visitor count

03

Visitor classification information is stored within the system and made available to relevant users

02

The inspector's approval process is now quick and streamlined, making it easier to track visits and approve visitors

04

User flow

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Information Architecture

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User Flow - Screens

The Host - Creating a New Visit

User friendly design

Side Menu with Icons for Quick Identification. Additional information relevant to the host, including a map of the company's sites and contact persons who approve visits

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Receiving immediate feedback on whether classification approval exists in the system

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Security Officer - Home page

This format ensures quick access to critical information and emphasizes the visits with the nearest dates

Access to the classification database from the system

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Security Officer - Visit Confirmation

Decision-support data: receiving information about the number of visits in the past month and year.

Indication of whether classification approval exists in the system and have access to the classification database.

Drawing attention to how much time is left to handle the request

Visitor information is displayed in a clear and user-friendly format for review and approval

Providing security instructions to the host at the press of a button.

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User Feedback

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Guy Shavit

The Host

Moran Lavi

Security Officer

This is the first time I'm getting instant feedback, and I now know what steps to take next

The new system helps me make the right decisions and avoid mistakes by providing all the necessary information

Video (UX)

UI Kit

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