Reducing costs and improving service by integrating smart card functionality into the Human Resources system.
Done.
The Secretary of Finance — or Secretaria da Fazenda (SEFAZ) as it’s known in Brazil’s São Paulo state — partnered with Unisys to implement a smart card system that simplifies human resource management for 9,000 employees.
Integrating Systems. Streamlining HR Management.
Established in 1892, Brazil’s Secretary of Finance — or Secretaria da Fazenda (SEFAZ) — is one of many public sector organizations in the state of São Paulo that has recently undertaken a modernization effort to improve efficiency. With simultaneous goals of providing the taxpayer more accommodating services and serving as a model of public administration based on transparency and utility, SEFAZ embarked on a mission to upgrade its Human Resources (HR) management system. This mission encompassed integrating employee identification and access control functions into the existing HR system.
Because this project will serve as a model for similar efforts by other government organizations in São Paulo, SEFAZ wanted to ensure its sucess. Having worked on previous projects with Unisys, who built the HR network infrastructure, SEFAZ once again turned to its trusted partner.
Now, SEFAZ is the first public sector organization in the state of São Paulo to successfully implement a smart card solution that is reducing costs, increasing efficiency, enhancing security and improving service to citizens.
How Did SEFAZ Do It?
Working with Unisys, SEFAZ took advantage of a microprocessor-based architecture and ISO standardization to integrate smart card technology into its HR system. The first function put to the test was building access control. Says SEFAZ General Administration Coordinator Carlos Hage Chaim, “We chose to begin testing the smart card by controlling access to SEFAZ headquarters, where we have approximately 3,000 employees. Then we rolled out the smart cards to an additional 6,000 employees who are dispersed across several cities within the state. Within three years, more than 500,000 users in all states of Brazil will have the benefit of this system.”
For now, SEFAZ is reaping the benefits, with the smart card system providing building and network security as well as time management functionality. Chaim explains, “The smart card serves as a personal identification card and includes the holder’s fingerprint to ensure that only authorized personnel are accessing the building and network. And because it is integrated with our human resources system, it registers the movement of employees into and out of the building — which simplifies time reporting because employees no longer have to manually fill out time sheets.”
Additionally, SEFAZ issues temporary smart cards to business partners and other individuals visiting the building. Say Chaim, “Now, when people enter the building, they are issued smart cards that allow them to go only to designated areas. For example, if someone comes to headquarters and has a meeting on the 7th floor, that person will be issued a card that allows access only to the 7th floor.”
“For business partners like Unisys employees who are working with us on an ongoing basis,” continues Chaim, “we issue temporary smart cards that are valid for the duration of the project. The cards have expiration dates to prevent unauthorized access by anyone else who may try to use them after the fact.”
Not only do the smart cards serve as a means of identification, access control and time management, they will eventually be enhanced to include banking and credit card functionality. “We have plans to partner with banks and credit card companies to provide our employees with additional benefits,” Chaim remarks.
Results Delivered
Increased security. Reduced costs.
While implementing the smart card system has been a radical change for SEFAZ employees, Chaim says they are generally pleased, especially because the cards are so user friendly. “We are implementing this system slowly and providing training to employees to make the transition easier. Our employees really like the personal security the system provides. Before, anyone could enter our building. Now, only people who have legitimate business with us are authorized to enter.”
Carlos Hage Chaim
General Administration Coordinator, SEFAZ
The smart cards are also reducing unauthorized absenteeism and increasing productivity. As Chaim explains, “The smart cards let us know when employees enter and leave the building and where they are throughout the day, which increases overall productivity. With this system, we are reducing absenteeism and, consequently, saving lots of money.”
Integration of the smart cards into the HR system also prevents payroll mistakes, ensuring that individuals who have retired or left the organization do not continue to get paid.
Chaim is clearly proud of the success SEFAZ has had as the first organization in the state to implement the smart card system. As he puts it, “When this project began in 1998, it looked as if it was going to be very difficult. Now we have proven that the system works well, and the government wants other agencies to implement it. This project represents great innovation for the state of São Paulo.”
Customer-at-a-glance
Secretary of Finance
Reports to
São Paulo State Government
Mission
Serve as a model of public administration based on transparency and utility.
Objective
Integrate smart card functionality into the HR system.
Results
Increased productivity. Reduced costs. Protected human and network resources.
Population served
9,000 employees
