Security Management System
| Document Title | Security Management System |
|---|---|
| Document Number | SMS-001 |
| Version | 2.0 |
| Author(s) | Manager, Product |
| Approved by | Senior Manager, Operations |
| Last Update Date | 13 February, 2026 |
Introduction
The Security Management Module helps establish a safe environment to protect students and university staff from all possible dangers, such as chemical, physical, or physiological hazards, under all circumstances.
It is necessary to recognize that responsibility for safety and security does not solely rest on the shoulders of safety and security supervisors, but is a shared responsibility of all university staff.
All university staff must be informed and trained in all aspects of incident prevention as it relates to their roles and work environment within the university.
The objective is to provide a healthy and secure work environment within the university.
Workflow Diagram
Dashboard
Admin Dashboard
Employee Dashboard
University Helplines
In this section, the admin can add and manage university helpline numbers, which will be visible on the employee/student dashboard for emergency purposes or assistance.
Add Helpline
Admin can add a new helpline number by clicking on the “Add Helpline” button present at the top right side of the portal and filling in the required details.
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Name | Name/title of the helpline (e.g., Women Helpline, Fire Help) | Yes | — |
| Contact Authority | Name of the responsible authority or department | Yes | — |
| Helpline Number | Primary helpline phone number | Yes | — |
| Contact Number | Alternate contact number for follow-up | No | — |
| Official email ID of the helpline/authority | No | — | |
| Address | Physical address/location of the helpline office | No | — |
| Description | Any additional details or purpose of the helpline | No | — |
| Status | Whether the helpline is Active or Inactive | Yes | — |
View
Admin can view the details by clicking on the “View” icon available in front of each entry.
Edit
Admin can update/edit the details by clicking on the “Edit” icon.
Submit
Admin can finalize the helpline details after adding/editing by clicking on the Submit button.
Note: Once the Submit button is clicked, changes cannot be made.
Impact
- Active helplines are displayed on employee/student dashboards for emergency support.
- Helpline records can also be linked while configuring safety and security guidelines.
Safety and Security Guidelines
In this section, procedural guidelines are documented on how to maintain safety and security, how to react during emergencies, what precautions should be taken, and other necessary information.
Add Guidelines
Admin can add guidelines by clicking on the “Add Guidelines” button present at the top right side of the portal and filling in the required details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Title of Guidelines | Title/subject of the guideline | Yes | — |
| Guidelines For | Target audience (e.g., Students, Staff, Visitors) | Yes | — |
| Description | Full text/content of the guidelines | Yes | — |
| Helpline | Linked helpline to be shown with the guideline (dropdown) | No | Requires existing Helpline record |
| Status | Whether the guideline is Active or Inactive | Yes | — |
View
Admin can view the details by clicking on the “View” icon available in front of each entry.
Edit
Admin can update/edit the details by clicking on the “Edit” icon.
Admin/employees/students can print the guidelines by clicking on the “Print” icon.
These guidelines will be available to employees/students after successfully submitted to the portal.
Impact
- Approved guidelines become visible to the intended audience in their dashboards/portals.
- Linking guidelines with helplines ensures users know whom to contact during emergencies.
Security and Safety Facility in Organisational Unit
Add Facility in Organisation
Before adding a facility in an organisation, the following setting must be configured:
- Facility Type
Admin can configure security and safety facilities organisation-wise by clicking on the “Add Facility in Organisation” button present at the top right side of the portal and filling in the required details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| OU Unit | Organisational Unit for which the facility is being configured | Yes | — |
| Facility | Type of security/safety facility (from Facility Type dropdown) | Yes | Requires Facility Type setting |
| In-charge Name | Name of the facility in-charge | Yes | — |
| In-charge Contact Number | Contact number of the in-charge | Yes | — |
| In-charge Email | Official email ID of the in-charge | No | — |
| Remarks | Any additional information regarding the facility | No | — |
| Status | Whether the facility record is Active or Inactive | Yes | — |
View
Admin can view the details by clicking on the “View” icon available in front of each entry.
Edit
Admin can update/edit the details by clicking on the “Edit” icon.
Settings for Facilities
Facility Type
In this section, the admin can define and configure the types of facilities available in each OU (Organisational Unit/University) for security purposes.
- View: Admin can view the details by clicking on the “View” icon available in front of each entry.
Add Facility: Admin can add a new facility type by clicking on the “Add Facility Type” button present at the top right side of the portal and filling in the required details:
- Facility Name
- Description (About the Facility)
- Status (Active/Inactive)
Update: Admin can edit/update the details by clicking on the “Edit” icon available.
Submit: Admin can submit the added/updated details by clicking on the “Submit” button.
Note: Once the Submit button is clicked, changes cannot be made.
Impact
- Facility types configured here appear in the Facility dropdown while adding facilities for organisational units.
- Correct configuration ensures consistent reporting and categorization of safety and security infrastructure.
Awareness Program
In this section, the admin can organize and record safety and security awareness programs for university staff/students/visitors. These may include mock drills, campaigns, workshops, etc.
For example, fire safety awareness may include:
- How to respond to fire drills
- Procedures for raising a fire alarm
- How to use fire-fighting equipment available in the work environment
- Knowledge of emergency exits, entry points, and the locations of emergency alarms
Add Awareness Program
Before adding an awareness program, the following setting must be configured:
- Awareness Type
Admin can add an awareness program by clicking on the “Add Awareness Program” button present at the top right side of the portal and filling in the required details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Title | Title/name of the awareness program | Yes | — |
| OU Unit | Organisational Unit where the program is conducted | Yes | — |
| Awareness Program Type | Type/category of awareness program (dropdown) | Yes | Requires Awareness Type setting |
| Start Date | Program start date | Yes | — |
| End Date | Program end date | Yes | — |
| In-charge Name | Name of the program in-charge | Yes | — |
| Organized By | Name of organizing department/body | No | — |
| Description | Brief description of the program | No | — |
| Number of Students Participated | Count of student participants | No | — |
| Number of Staff Participated | Count of staff participants | No | — |
| Number of Teachers Participated | Count of teacher/faculty participants | No | — |
| Feedback/Outcomes | Summary of feedback received and outcomes achieved | No | — |
| Status | Whether the record is Inactive or Active | Yes | — |
View
Admin can view the details by clicking on the “View” icon available in front of each entry and can add pictures for notification/information by clicking the “Add Pictures” button present at the bottom right side of the portal.
Edit
Admin can update/edit the details by clicking on the “Edit” icon.
Settings for Awareness Programs
Awareness Type
In this section, the admin can define and configure the types of awareness programs that can be conducted in the university.
- View: Admin can view the details by clicking on the “View” icon available in front of each entry.
Add Awareness Type: Admin can add a new awareness type by clicking on the “Add Awareness Type” button present at the top right side of the portal and filling in the required details:
a) Awareness Name b) Description (About the Awareness Program) c) Status (Active/Inactive)
Update: Admin can edit/update the details by clicking on the “Edit” icon available.
Submit: Admin can submit the added/updated details by clicking on the “Submit” button.
Note: Once the Submit button is clicked, changes cannot be made.
Impact
- Awareness types configured here appear in the Awareness Program Type dropdown when adding awareness programs.
- Proper classification supports better reporting and analysis of safety and security initiatives.
Incident Record
In this section, all incidents reported by staff/students are visible to the admin (Security Admin login). Employees (Employee login) can only view incidents reported by themselves.
- Incident reports are filed by the victim (employee/student).
- Immediate notification is sent to the supervisor in charge.
- The status (Reported/Pending/Resolved) is visible to the reporting person.
Before reporting incidents, the following setting must be configured:
- Incident Type
Add Incident
An employee can report an incident by clicking on the “Add Incident” button present at the top right side of the portal and filling in the required details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| OU Unit | Organisational Unit where the incident occurred | Yes | — |
| Incident Type | Category/type of incident (from Incident Type dropdown) | Yes | Requires Incident Type setting |
| Date & Time | Date and time when the incident occurred | Yes | — |
| Description | Detailed description of the incident | Yes | — |
| Reporting Person Name | Name of the reporting person/victim | Yes | — |
| Reporting Person Contact | Contact number of the reporting person | Yes | — |
| Reporting Person Designation | Designation of the reporting person | No | — |
View
Employees can view the details by clicking on the “View” icon available in front of each entry.
Edit
Employees can update/edit the details by clicking on the “Edit” icon.
Add Resolution
Once the incident is reported, it goes to the in-charge of the OU where the incident occurred. Actions can then be recorded by clicking on the “Tick” icon and filling in the required details:
| Field Name | Description | Mandatory | Conditional Dependency |
|---|---|---|---|
| Resolution | Action taken to resolve or address the incident | Yes | — |
| Resolution Date | Date when the resolution action was taken | Yes | — |
| Status | Current status (Reported – Default / Pending / Resolved) | Yes | — |
This status will be reflected in the victim’s dashboard.
Settings for Incidents
Incident Type
In this section, the admin can define and configure the types of incidents that can be reported by employees/students/visitors of the university.
- View: Admin can view the details by clicking on the “View” icon available in front of each entry.
Add New Incident Type: Admin can add a new incident type by clicking on the “Add Incident Type” button present at the top right side of the portal and filling in the required details:
a) Incident Name b) Description (About the Incident) c) Status (Active/Inactive)
Update: Admin can edit/update the details by clicking on the “Edit” icon available.
Submit: Admin can submit the added/updated details by clicking on the “Submit” button.
Note: Once the Submit button is clicked, changes cannot be made.
Impact
- Incident types configured here appear in the Incident Type dropdown when employees add incidents.
- Proper categorization enables better analysis, tracking, and reporting of safety and security incidents.
Annexure
Roles
| Role Name | Description |
|---|---|
| security_admin | Can configure settings such as university helplines, facility types, incident types, awareness types, and safety guidelines |
| security_admin_view | Same as Security Admin but with view-only rights |
| employee | Can report incidents, view safety guidelines, and print them |
External Resources
FAQ
Glossary
| Term | Definition |
|---|---|
| Security Management Module | A system used to manage safety, security facilities, incidents, awareness programs, and helplines within the university. |
| OU (Organisational Unit) | A department, school, or administrative unit within the university structure. |
| Facility Type | A category of safety or security infrastructure available within the university. |
| Incident Type | A predefined classification of reportable events such as accidents, hazards, or misconduct. |
| Awareness Program | A structured initiative such as drills, workshops, or campaigns conducted to promote safety and security. |
| Helpline | Official contact number or authority provided for emergency or support purposes. |
| Incident Record | A logged report of a safety or security-related event within the university. |
| Resolution | Action taken to address and close a reported incident. |
| Security Admin | Authorized user responsible for configuring and managing the security module. |
| Status | Indicates the current state of a record (Active/Inactive/Reported/Pending/Resolved). |
| Guidelines | Documented instructions outlining safety procedures and emergency response actions. |
| In-charge | Person responsible for overseeing a facility, program, or incident resolution within an OU. |