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 GuardaOps 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 GuardaOpsFrappe 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