beginner key control and access services training department of central security department access...

Beginner Key ControlAnd

Access Services Training

Department of Central Security

Department Access Coordinator (DAC)

Agenda-Part 1 Key Control• Background of Central Security• What is a DAC and what are their duties?• How to read a key• Key Hierarchy• How to order an office key• Record keeping for issued keys• How to request other locksmith services• Troubleshooting

DEPARTMENT OF CENTRAL SECURITY

DCS Services• Technical Services

• Business Services

• Security ID Badge

• Access Services

• Locksmith Services


Department Access Coordinator Duties

1. Orders and issues all department keys

2. Makes all card access requests and clearance levels through [email protected]

3. Maintains accurate records of all access control activities

4. Authorize after hours locksmith/access control services

5. Prompts recovery of University Keys from Personnel who are terminated or transferred to another department

6. Returns unassigned keys in a timely and secure manner

7. Report any changes in your status or other Access Coordinators status.

8. Report stolen keys to UMPD and Department of Central Security

9. Report lost keys to Department of Central Security

NOTE: Sharing U of M username and passwords is a breach in OIT Security’s policy. Central Security will report departments that violate this policy.


How to Read a Key

BUILDING NUMBER – KEY CODE***In the above example it would be 299-A1


KeyMark/Medeco Keys

Code Series

Key Code

Copy No.

CODE SERIES-KEY CODE***In the above example it would be 1001-J10


Exterior Door Keys(for non-card reader doors)

Copy # KeyCode

OSD – KEY CODE***In the above example it would be OSD-299.3


Key Hierarchy• Grandmaster

– opens every room in a building

• Master– opens any room in a specific department

• Sub master– opens a group of doors (ex. labs, classrooms)

• Operating– opens a single door/office



GM

A

AG

AG1

AG2

A1 A2

B

BN

BN1

BN2

BL

BL1

BL2

BL3

How to Order a Key


Ordering a Key Online• Determine what key is needed

• Go to Central Security’s Website www.umn.edu/dcs

• Click on “Online Key Request”


http://www.umn.edu/dcs

• ***If you have trouble with your username and/or password, contact the FM Call Center at 4-2900.


Click on “Key Request”


Account # = 780101

Leave the Floor and Room fields BLANK

Continue Button


1. Verify all of your

information is correct.

2. Click the “Submit” button when ready to

place the order!


Recommendation:

Print this page or write down the KR#


Exercise 1

Scenario: You need to order three different keys for your department (examples of keys will be provided to you). Using the online key request form, place an order for one copy of each key.

Use your department’s following information:

Username: dcstudent1 Password: password

Account Number:Fund: 1100 Dept ID: 11111 Account: 780101 Program: 20000

Site: 01

Building: 192 (be careful with this!)


Record Keeping For

Issued Keys


Records should include the following:

• The person the key is issued to • The date issued to holder• The key code• The copy number• The return date of the key


Additional suggestions for record keeping:

• The date issued to DAC from district office

• The date DAC returned keys to key shop• Signature or initials of holder• Purpose of the key (room numbers)

District Office Location

Health Sciences Moos Tower Rm B117

East Bank Mechanical Engineering Rm L150

St. Paul Facilities Management Building Rm 202

West Bank Heller Hall Rm 57


Record Keeping ExampleDepartment of Central Security

Key Records

KeyNumber

CopyNumber

Issued To

Date Issued

Room Number(s)

Return Date Notes

192-CS3 6 Charlie Anderson 2/5/2005 335C 1/12/2013 Sent to DCS for recycling on 1/13/2013192-CS 2 Sara Williams 2/5/2005 Suite 335192-CS4 2 Lilly Daniels 6/14/2011 335D192-CS4 1 Sam Smith 9/8/2009 335D

JSFO-CR1 1Department Lockbox 1/1/2004

Exterior Suite Door

192-CS1 4 Adam Lorenze 7/8/2010 335A192-CS1 3 Haley Taylor 7/8/2010 335A


Requesting Other Locksmith Services

• Rekeys• Replace bad cores• Keys stuck in locks• Unlock doors• Padlocks• Cabinet keys

**These requests can be entered in the comments area of a key request.


How to Order a Cabinet Key


Exercise 2

Scenario: You need to order two cabinet keys for your overhead bin. The key code provided on the lock is FR327. The brand of the cabinet lock is Chicago. Fill out the online key request form. Here is your

department’s information:

Username: dcstudent1Password: password


Site: 01

Building: 192


How to Request a Rekey of a Lock

(also called a CORE request)


Exercise 3

Scenario: Your department would like room 307 re-keyed to the next available key number. You would also like to have five keys made for the new lock. Fill out the online key request form. Here is your

department’s information:

Username: dcstudent1Password: password


Site: 01

Building: 192


The Request Process1. An order is placed by the DAC

2. The order is reviewed and processed

3. The order is reviewed again by Central Security’s locksmiths

4. The order is completed

5. The keys are delivered to the district office

6. The keys are recorded & issued


Troubleshooting


ERROR MESSAGE SOLUTION(s)

The key request check box is not set to Yes for your log-in1. You are not set up as a Key Requestor in Compass. Contact Locksmith Services Support at 5-9152.

Invalid Fund (4), please re-enter

1. Make sure the number is 4 digits.

2. Check with your department’s accountant to verify you have the correct number.

Invalid Dept ID (5), please re-enter

1. Make sure the number is 5 digits.

2. Check with your department’s accountant to verify you have the correct number.

Invalid Account # (6), please re-enter1. Make sure the number is 6 digits.

2. Use the number 780101 (Repair-Maintenance for a building).

For record 1, you must enter a(n) Program (5) or a(n) PCBU/Project/Activity

1. Make sure you have a (5) digit Program entered OR a Project Number (PCBU, Project, Activity fields).


ERROR MESSAGE SOLUTION(s)

Invalid value for key #.......

(most common error message)

1. Remove Floor and Room fields.

2. Building Field and Key Fields should coincide.• Remove the Building Field if you are ordering keys for

multiple buildings

3. Remove leading M (master) or SM (sub master) letters.

4. Remove Building field.

5. Verify there are no extra spaces in open fields.

6. Close out and start over.• Do NOT select the Campus.

7. Type in the word “KEY” in the Key #1 field. Enter the key number in the Comments section.

OR call Central Security at 624-1750


QUESTIONS ON KEY CONTROL?


CARD ACCESSTraining For End Users Of The

Hard-Wired Card-Access System


Agenda Part II-Card Access• Service Offerings• The U Card• Reader status lights• Reader Technology• Door Schedules• Clearance Codes• Access Requests• Troubleshooting• Hardware Repairs


Access ServicesSERVICE OFFERINGS • 24-Hour turnaround on routine personnel additions, changes and deletions

• Immediate response for emergency requests– Call Front Desk at 4-1750

– Call PSECC at 4-1750 or 6-3680 for after hours

• Automated unlocking for daily business hours and special events

• Preventative maintenance and repair– Call Front Desk at 4-1750

• 24-Hour repair availability– For after hours, contact BSAC at 5-0011


The UCard

•U Card Number (Required)

•Last/First Name (Required)

•Staff/Student ID (Optional)

•Smart Card # (Required for smart cards, 5 or 6 digit #)

Information needed in email sent to [email protected]:


mailto:[email protected]

The Reader

Amber (Center) Light

• Indicates door is in LOCKED MODE


The Reader

Green (Bottom) Light

• A slow flash indicates door is in UNLOCKED MODE

• A quick flash when card is swiped/waved indicates

ACCESS GRANTED


Red (Top) Light

• A quick flash when card is swiped/waved indicates

ACCESS DENIED(not authorized, unknown card, worn/damaged

card)

• Flashing or Constant red light without card swipe/wave indicates READER ERROR

(or no lights)

The Reader


The Reader

All Lights

• All lights flashing indicates a door propped open or

forced open (without card swipe)


Reader Technology

WirelessWireless

RM ReadersRM Readers

magnetic stripe, proximity, HID and multi-

technology


http://recognitionsystems.schlage.com/technology/handgeometry.php

http://recognitionsystems.schlage.com/technology/fingerscanning.php

Door Schedules• Create an automated unlock schedule for your

main entrance, office doors & elevator floors.

• Customize a schedule by specific hours of day, days of week, & University holidays

• Request special hours as needed for upcoming evening or weekend events


After Hours Unlock Program• Expanded service implemented Sept. 21st, 2012 to meet our customer needs.

• Emergency after hours unlock events occur between 4pm to 7am M-F and 24/7 on weekends.

• Procedure for after hours emergency requests:1. Caller must be a pre-authorized primary or secondary DAC2. DAC required to send an email OR provide their password and budget number

• Budget number must be previously listed in Central Security’s records.3. Request is processed4. Processing fee will be applied ($80/hr)5. Central Security sends a confirming email to the DAC describing the request that

was completed6. DAC responds to email confirming the request


Clearance Codes• Create custom access for groups or individuals

• Provide access to all readers within your area or selected readers only

• Create 24-hour access or limited access by specific hours of day and days of week


Access RequestsRequired Information• U Card Number • Smart Card #• Student/Staff Name• Clearance Code (doors/times)

Optional Information• Staff/Student ID Number• Activation/Expiration Dates

Types Of Requests• Additions• Deletions• Card Replacements• Temporary Card Assignments

Emergency/Rush Requests also require a call to Central Security at 624-1750

After hours requests, contact PSECC at 624-1750 or 626-3680

All email requests [email protected]

***Email confirmation sent when request has been completed***


Card TroubleshootingSymptom(s) Possible Problems/Solution

Light turns red.

Card has never

worked

If other cards work, problem is with individual card (no clearance, different hours).

If other cards don’t work, could be hardware problem.

Possible transposed numbers or no email sent to Access Services.

Number may have changed from old number. Email Central Security with new number.

Light turns red.

Card worked

previously

If other cards work, problem is with individual card (clearance removed, new card, damaged/worn card).

If other cards don’t work AND it takes several swipes for this card, could be hardware problem.

Check stripe on back for scratch, wear.

Number may have changed from old card number.


Hardware TroubleshootingSymptom(s) Possible Problems/Solution

Light turns green after card swipe, but

not unlocking

Possible problem with electric strike or latch retraction (panic bar). Call FM Call Center to dispatch carpenter 4-2900.

Possible low wireless battery.

All lights are flashing on reader

Close door completely. Lights should go back to green or yellow.

If door won’t close completely, call FM Call Center (4-2900) to dispatch carpenter to adjust door.

If door closes completely but flashing continues, call Central Security (4-1750) to check door-status hardware.

No lights on readerElectrical problem. Could be failed power supply at door or power outage in building. Call FM Call Center (4-2900) to dispatch electrician.


Hardware Repairs Emergency After-Hour Repairs

• Determine if repair is necessary outside of normal business hours

• Verify nature of problem (symptoms)

• Contact BSAC at 625-0011

• Identify problem, location & contact name

• Contact Central Security at 4-1750

Monday – Friday, 8am – 4:30pm

Note: DCS Business Office open 7am – 5pm M-F


Major Takeaways from Today’s Training

• YOU are the main point of contact concerning key and card access for your students, staff and faculty.

– After hours issues– Access requests– Record keeping

• Online key request tips:– Always click on the Key Request button– Enter 100 in the PCT field (unless using

multiple EFS budget numbers)– Leave the Floor and Room fields blank

(and occasionally the Building field)– Enter key codes as: BLDG - KEY CODE

• For proximity reader access, always include the Smart Card number (located on the back of the card)

• Access Services is your resource for setting up card access, but you determine:

– User access (who gets access, at what doors and at what times)

– Clearance levels (based on needs of certain groups)

– Door schedules (days and times for reader locks/unlocks)

– Special event changes


QUESTIONS?

Cassie [email protected]

612.625.9152

mailto:[email protected]

beginner key control and access services training department of central security department access...

Documents

department keys

key key hierarchy

department examples

key code osd key code

key building number

code serieskey code

beginner key control

central securitys website