an overview of the key management system peggy matta cornell university police department kms and...
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![Page 1: AN OVERVIEW OF THE KEY MANAGEMENT SYSTEM Peggy Matta Cornell University Police Department KMS and Access Control Administrator](https://reader036.vdocuments.mx/reader036/viewer/2022062421/56649cc55503460f9498ea1f/html5/thumbnails/1.jpg)
AN OVERVIEW OF THE KEY MANAGEMENT SYSTEM
Peggy MattaCornell University Police Department
KMS and Access Control Administrator
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Objectives
Define the Key Management System (KMS)
Share benefits of the KMS
Describe the process to start using the KMS
Show how the KMS works to manage key inventories
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What is the Key Management System (KMS)?
The KMS is a web-based physical key
inventory and management system that
meets the requirements of Policy 8.4 –
Management of Keys and Other Access
Control Systems.
The KMS was designed and
built by Cornell resources.
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What capability does the KMS provide?The KMS has been designed to meet the
following general requirements: Capture key profiles Establish an organizational structure for managing
keys within your unit to include Key Control Coordinator(s) and Associate Key Control Coordinator(s).
Inventory physical keys, including Organizing keys by Key Groups and Key Rings Assigning access locations to keys
Capture transactions associated with keys such as: Assigning keys to individuals Putting keys in storage Identifying a key as lost/stolen or broken
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Benefits: Why should I use the KMS? Per Policy 8.4 you must use the KMS for
spaces with special access restrictions (e.g., those with highly hazardous materials or highly valuable assets)
KMS is a central inventory system that: Facilitates emergency response. KMS is used
by: Emergency services personnel (CU Police,
Environmental Health & Safety) Lock Shops (both PDC and Campus Life) Facilities Customer Service
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Benefits: Why should I use the KMS? KMS is a central inventory system that:
Facilitates processing of key requests Tracks keys in one location rather than
several isolated locations – much more efficient
Meets the requirements of Policy 8.4 Captures data required for each key transaction Facilitates review of key inventories at least
once every 2 years Uses “institutional data currencies”
Facilities inventory for space information PeopleSoft for people information
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What is the process to use the KMS?
The following diagram identifies the steps to establish your key system in KMS:
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1. Create key profiles
The Lock Shop works with you to establish key profiles for your facilityin the KMS. A profile is a “key family tree”
Grand Master
Master
Master
Master
Submaster
Submaster
Submaster
Submaster
Change
Change
Change
Change
Change
Change
Change
Change
Change
Master
Submaster
Change
Orphan keys
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Key Profiles in KMS
Key Profiles are assigned to a KCC
Filter by column to find a specific profile
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2. Assign access locations to key profiles
Access Locations identify what spaces can be opened by specific key profiles
The central facilities inventory is used to manage all location information
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3. Assign AKCCs
Associate Key Control Coordinators (AKCCs) manage key groups for theKCC
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4. Create key groups
Keys are organized into key groups Key groups may be assigned to
AKCCs to manage
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5. Create key rings
Keys may be managed in “rings”
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6. Create key instances
After establishing your key family treeand organizing your key structure (steps 1-5), add the physical key instances into KMS
Identify each key instance a unique sequence number
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7. Assign keys & key rings Search for the key or ring to assign Assign keys based on netID
Easily find keys in your inventory based on the facilities & rooms they open
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8. Sign keys and rings back in
Use facility information to put the key or ring back into storage
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9. Identify keys as lost/stolen or broken
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Additional features of KMS Print transaction logs for key holder’s
signature Assign due dates (highlighted in red on
screen if date has past) View logs of all transactions associated
with a key Capture special information about
locations that require additional approvals for access
Manage annual reviews of key inventories
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Can I import my existing key data into the KMS? A data conversion process is available that
allows you to upload your key instance data into KMS from excel spreadsheets. The following information is required for each key instance: Key profile information (Key set and Keyway) AKCC Key group Key stamp Key sequence Status (storage, assigned, lost/stolen, broken)
Key holder or Key storage location
Due date
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What’s next...
Training is required prior to use of the KMS. Prior to starting, be sure to have your Dean or
VP complete the KCC Authorization Form Contact
Peggy - training and questions (mem25; 5-4393) Marie Balander – Key profiles (met10; 5-4841) Curtis Baker – Data conversion (baker@; 5-7874)
Check on-line at http://www.cupolice.cornell.edu/crime_prevention/keysinfo/ for forms, the policy, and the user’s manual