NI Assembly Visitor Management System

Background

In February 2011, the Northern Ireland Assembly Commission approved the introduction of a new ID Pass System for all Parliament Building users. The new ID Pass System brings health and safety benefits to building users by providing information on building occupancy in an emergency scenario, and enables Security staff to assess the validity of each ID pass upon presentation.

The ID Pass System consists of two elements:

• The Permanent ID Pass System which manages all Parliament Building users entitled to a permanent ID pass for the Assembly; and

• The Visitor Management System which manages all Parliament Building users not entitled to a permanent ID pass for the Assembly. This includes NICS staff not entitled to a permanent pass, contractors, members of the public, functions, tours, events and visits.

The Permanent ID Pass System was successfully introduced in June 2011 and it is planned that the Visitor Management System will now undergo testing before ‘going live’ in January 2012.

Testing

At each entrance to Parliament Buildings (Reception, East and West Doors, the Slope) equipment for the VMS has been installed. This includes for each location: a PC loaded with the bespoke VMS software, monitor, bar code reader, camera, proximity readers and pass printer.

A phased testing approach has been agreed to ensure the VMS is fit for purpose. This will involve testing each classification of visitor separately, before a full test of all classifications of visitors simultaneously.

On 15th & 16th December and then during the Christmas recess period all visitors to Parliament Buildings will be processed under the new electronic Visitor Management System. Details of how the system will work and how the information will be managed can be found below.

On arrival at Parliament Buildings at the Slope, Reception East or West Doors, the information of the visitor will be inputted into the Visitor Management System by Security and Usher Services staff and a visitor pass will be produced. For each classification of visitor, different information will be recorded and different passes will be produced. These include:

REGULAR VISITORS

Who does this include?

This includes Northern Ireland Civil Service staff, Assembly staff who have forgotten their permanent ID Pass and inter parliamentary staff. These visitors are entitled to unescorted access in Parliament Buildings.

How will they be processed?

On their first visit to Parliament Buildings following implementation of the new system, visitors will have to present their identification to Security and Usher Services staff. The visitor will be asked to sign a form permitting the N.I Assembly to retain their details on the Visitor Management. They will then have their photograph taken and their name and employer inputted into the Visitor Management System, a pass valid only for the day of their visit will then be produced.

How will this information be managed?

This information will be permanently recorded on the system and enable a visitor pass to be produced on the individual’s subsequent visits to Parliament Buildings at the touch of a button. This will ensure that on each visit to Parliament Buildings a regular visitor will not have a new photograph taken and their details added again to the system.

The NI Assembly will not use this information for any other purpose other for the Visitor Management System. Each regular visitor will be asked to sign a form permitting the NI Assembly to retain this information.

CONTRACTORS

Who does this include?

This includes all Contractors who possess the appropriate security clearance for Parliament Buildings (any Contractor who does not possess the appropriate security clearance will be managed as a One Off Visitor – see below).

How will they be processed?

On their first arrival to Parliament Buildings, following implementation of the new system, the Contractor will enter via the Slope entrance, where their details will be checked against the database of cleared contractors. The contractor will be asked to sign a form permitting the N.I Assembly to retain their details on the Visitor Management. If they hold valid clearance, they will have a photograph taken and their name, employer, and other associated details will be inputted into the Visitor Management System.

How will this information be managed?

This information will be permanently recorded onto the system and enable a Contractor pass to be produced on subsequent visits to Parliament Buildings. This will ensure that, upon each visit to Parliament Buildings that the contractor will not have a new photograph taken.

The NI Assembly will not use this information for any other purpose other for the Visitor Management System. Each contractor will be asked to sign a form permitting the NI Assembly to retain this information.

ONE OFF VISITORS

Who does this include?

This includes visitors to Parliament Buildings (not identified under the Regular visitor category) who are visiting outside of the Great Hall. These visitors must be escorted at all times in Parliament Buildings.

How will they be processed?

One Off Visitors are those visitors who are entering Parliament Buildings with the intention to visit a place other than the Great Hall; for example to attend Plenary, Assembly Committee meeting, or to attend a pre-arranged meeting with their MLA.

On their arrival to Parliament Buildings, entering via the Main Reception at the front of the building, the visitor’s details will be gathered, and a photograph will be taken. Using these details, a One Off visitor pass will be produced valid only for the day of their visit.

How will this information be managed?

All information pertaining to One Off Visitors will be retained for a maximum of 28 days, and following this, will be deleted from the Visitor Management System.

FUNCTIONS / EVENTS / VISITS / TOURS

Who does this include?

This includes visitors to Parliament Buildings organised via the Assembly Events Office.

How will they be processed?

All functions, events, visits, tours to take place within Parliament Buildings, are arranged through our Events Office, and a delegate list is required no less 48hrs prior to the function. When delegates arrive at Parliament Buildings, they will be issued a Function Pass, showing details of the event. They will not have their photograph taken.

How will this information be managed?

All information pertaining to function delegates will be retained for a maximum of 28 days, and following this, will be deleted from the Visitor Management System.

All passes, including Regular, Contractor, Day and Function passes, must be returned to the issuing location prior to exiting Parliament Buildings.

Please contact the Security Office on 02890 521900 if you require any further information on the Visitor Management System.