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How Can I Use SecurityRecords to Plan My Key Control Budget for the Upcoming Year?

Turn the information already available in your dashboard into a practical, data-informed annual budget.

Annual budget planning is easier when you begin with actual program activity instead of estimates alone. The SecurityRecords dashboard brings together ordering specifications, freight analysis, rekeying trends, key transitions, installation status, and order turnaround information so you can see a real time, visual overview of your program all in one place
Start with the last 12 months
  • Review Order Analysis to understand the types of materials and services ordered during the past year
  • Review Freight Analysis to compare standard and expedited shipping activity – Can preplanning help prevent the extra spend on expedited freight?
  • Review Rekeying Analysis and Key Transitions for recurring activity and seasonal peaks.
  • Preemptively ordering rekey kits to have on hand, and ensuring keys are returned and reassigned when key holders depart is vital to keeping costs low
  • Review Locations Installed and Current Step to understand the size and lifecycle position of your program
  • New locations, remodels, acquisitions, or store conversions
  • Locations that may advance to a later rekey step
  • Anticipated replacement-key demand
  • A reasonable contingency for unplanned rekeys, lost keys, or urgent shipping
Separate Recurring Activity from Unusual Events

Export the Expense Summary in the Order Analysis type to help build a baseline for expenses that are likely to repeat, such as replacement keys, standard rekey kits, routine freight, and recurring service. Then, separate out one-time events, such as unexpected store conversions, large loss event, emergency service, or special project - so those costs are not included as expected expenses

Add Known Changes for the Upcoming Year - Validate the Dollars

Within our Scheduler App, you can set up a reoccurring Closed Order Summary report to be emailed directly to you on a predetermined, set schedule. This report can be used to add context for budgeting as it includes a breakdown of costs for your most ordered products, service calls requests, and any applicable freight or service fees. Reports can be scheduled for delivery to active SecurityRecords users in PDF and Excel formats.

A Simple Planning Formula

Prior-year recurring spend + known projects + expected growth + contingency - confirmed one-time expenses = preliminary annual budget.

Best Practice

Review your forecast with your InstaKey Account Manager. They can help distinguish routine costs from project-specific costs and identify the information needed to estimate planned openings, installations, or conversions