Housing Management

Forsvarsbygg

Forsvarsbygg, responsible for approximately 6000 military personnel housing units, faced significant challenges with its manual key management system. With the housing spread across 200 buildings and 60 locations nationwide, they needed a centralized solution that could also handle local needs. The goal was to simplify operations and administration through standardization while also providing third-party personnel efficient access for maintenance. The manual system required considerable administrative time and posed security risks in case of key loss or theft. Therefore, Forsvarsbygg decided to transition to a fully automated digital key management system.

Housing Management

Forsvarsbygg

Secure keyless access

Reduced cost

Simplified administration

“The solution is far more user-friendly because tenants are now self-service, and the need for on-site staffing has been reduced.”

– Cecilie Jentoft, Head of Housing and Quarters, Forsvarsbygg

Challenges

The manual key management system resulted in unnecessary time spent on key logistics, with an average time of around 17 minutes per booking. This encompassed administrative tasks, logistics, and replacement of lost keys. Forsvarsbygg aimed to reduce this time while improving security related to key loss.

System Goals

• Automate guest access based on booking information.

• Ensure compatibility and seamless integration between existing systems.

• A unified solution for all locations.

• Efficient administration for housing managers.

• Effective oversight and notification for maintenance personnel.

• Provide a secure and user-friendly solution for both short and long-term stays.

• Implement remote control of the locking system with flexible unlocking methods.

• Reduce costs associated with key management.

• Free up resources used for key management for better tenant and building management.

Solution

Forsvarsbygg chose to implement a digital key management system including software from Invite Guest Technology AS and digital locks and project management provided by Intin AS, as well as installation managed by Låssenteret AS. This solution automated access for tenants on both short and long-term leases, significantly reducing the need for on-site staffing. Integrating Invite as a fleet management tool ensured compatibility with booking and locking systems, streamlining operations.

Key components of the solution included

• Digital key system replacing physical keys for employees and guests.

• Invite as a fleet management tool integrated with booking and locking systems.

• Mobile app for cleaning and maintenance personnel, for easy administration.

• Optional access method at the location level. Transition from PIN to APP at selected locations in spring 2024.

Results

By implementing the digital key management system, Forsvarsbygg achieved remarkable results:

• Automated access control reduced the need for manual processes and enabled 24/7 opening hours compared to previous limited hours.

• Improved security with app-based or PIN-based door locking, eliminating the risk of key loss.

• Significant time savings in key management, access control, and overall operational efficiency.

• Enhanced tenant satisfaction through user-friendly digital access.

• Cost reduction in key management and staffing requirements, contributing to overall budget optimization.

Conclusion

Forsvarsbygg’s transition to a fully automated digital key management system has revolutionized their housing administration operations. By leveraging innovative technology and seamless integration, they have effectively addressed key challenges while improving security, efficiency, and tenant satisfaction.

“We have better control of the rental business as the ‘digital key’ only works for a period.”

– Cecilie Jentoft, Head of Housing and Quarters, Forsvarsbygg