K9 & Security
Ultimate Kei Nine Solutions
One system for K9 units, guard force operations, and multi-country payroll
200+K9 profiles managed
The Challenge
- K9 profiles were tracked in paper files with no central record of breed, specialization, certification status, or medical history.
- Training programs were scheduled ad-hoc with no systematic tracking of completion, hours logged, or certification expiry.
- Guard deployments were managed by phone and WhatsApp — no visibility into who was posted where, or whether shifts were actually covered.
- Face verification for guard check-in did not exist; attendance fraud was a recurring problem at client sites.
- Incidents and occurrences were reported verbally, with no structured follow-through, action items, or escalation workflow.
- Payroll for security staff across Kenya, Uganda, and Tanzania was calculated manually in spreadsheets, causing statutory errors and delayed payslips.
- Guard kits and uniforms were issued without tracking — replacements were requested before the original items had reached end-of-life.
- K9 medical records, feeding logs, and weight tracking were scattered across notebooks and vet clinic files.
The Solution
- Deployed K9SMS for comprehensive K9 lifecycle management: profiles with breed, specialization, and microchip tracking; training programs with session enrollment and progress monitoring; certification expiry alerts; medical records with veterinary provider linkage; feeding logs with diet plan enforcement; and weight tracking with trend analysis.
- Implemented Coale GuardOps for guard force operations: client site management with GPS geofencing, roster scheduling with automated daily deployment generation, face recognition biometric check-in/check-out with cosine similarity scoring, real-time coverage dashboard, and no-show auto-detection every 15 minutes.
- Built occurrence and incident management with structured KCC-format reporting, severity-based auto-escalation (Critical after 4 hours, High after 24), action item assignment with due dates, and attachment support for evidence.
- Deployed Frappe HRMS for employee records, attendance, leave management, and shift tracking across all security staff.
- Implemented Payroll-Africa with automatic statutory deduction computation for Kenya (PAYE, NSSF, SHIF, Housing Levy), Uganda (PAYE, NSSF, LST), and Tanzania (PAYE, NSSF, SDL, WCF) — all triggered on Salary Slip validation with no manual calculation.
- Set up guard kit and uniform tracking with `guard_kit`, `issue_item`, and `guard_asset_issue` DocTypes, enabling lifecycle management from issuance to replacement.
- Created standby pool management for relievers and rotation guards, with automatic deployment generation from roster schedules.
- Enabled offline mobile sync for guards in remote sites — check-ins and occurrence reports queue locally and sync when connectivity returns.
Key Results
200+
K9 profiles under management with full lifecycle tracking
Zero
Attendance fraud after face recognition biometric check-in was deployed
100%
Statutory payroll compliance across Kenya, Uganda, and Tanzania
Real-time
Coverage monitoring with auto no-show detection every 15 minutes
Products & Services Used
ERPNextK9SMSCoale GuardOpsFrappe HRMSPayroll-AfricaERPNext Implementation
“Before CoaleTech, our K9 records were in filing cabinets and our guards were managed by phone. Now every dog has a digital profile, every guard checks in with their face, and payroll is automatic across three countries.”
J
James Mwangi
Operations Director, Ultimate Kei Nine Solutions