Master Access Coordinators’ Council 30May, 2018 2-4pm TSB Rm 022C The Pennsylvania State University Master Access Coordinators’ Council 30May, 2018 2-4pm TSB Rm 022C
Welcome & Introduction MAC List review & sign-in Please review the list for any changes, incorrect information, etc.
Meeting Logistics Purpose Today: Focus on Keys & Audits
Communications Office Location 155 Suite – OPP Bldg. Phone Number: 867-3051 Email (shared): PhysicalSecurity@mymail.psu.edu Webpage: https://opp.psu.edu/sub-division/physical-security
Policy Review & Interpretations Managed Exceptions Form will be posted on the website to formally request (and approve) policy exceptions. Purpose: provide written documentation (for Physical Security & user) of policy exceptions
Admin Topics - Audits Quarterly: Annual (& Special, Change in AC): Are access-holders still affiliated with work unit? Annual (& Special, Change in AC): Full inventory of keys and review of clearances Tools in development to help you Forms – checklist / standardized reporting Qualtrics (online reporting) Targeting first campus-wide annual audit report for Summer 2019
Admin Topics - Training Policy Familiarity (on LRN) Ready for vetting (volunteers?) After vetting, will be required to become an AC LAC Training: CCURE 800 – Job Aides Group Training (scheduled or group request) MAC Training: 1 on 1
Admin Topics - Forms
Admin Topics – ACA Approval For MACs: Must be signed by Budget Executive (approval to spend money – order keys, WOs) Must be signed by FC - communication For LACs & Security Monitors: May be signed by MAC if work unit allows All forms approved by University Access Controller
Admin Topics – FAAR Approval Keys: Always require a FAAR Form * Temporary ID cards & ‘punch code’ doors managed as keys CCURE: Required for Permanent Clearances (>120 days…or one semester) Temporary Clearances must use activation & expiration dates All forms signed by Requestor & approved by Access Coordinator (LAC)
Key Topics: Troubleshooting / Training Why is this important? Keys are still the most common form of access control Card swipes will be overridden (and alarm!) if keys are used or hardware doesn’t match. (May need to re-core doors/change hardware configuration!) Knowing the terminology is helpful for understanding (and troubleshooting) your card swipes: - Keys control latches to lock/unlock doors - CCURE controls the strike (plate) to lock/unlock doors (the door itself is always locked)
Key Topics: Troubleshooting / Training Types & Terminology: Components: Knob/handle, latch, lock core, face plate, strike plate, lock buttons/toggles Lock buttons & CCURE compatibility…
Key Topics: Troubleshooting / Training Common Lock Functions: Passage: No key, either knob turns latch Privacy: door locks from inside, hole for emergency unlock (think – bathroom door) Entrance (Office): exterior door knob can be locked by buttons/toggles on faceplate; key can be used to retract latch when door is locked Classroom: key locks exterior knob, interior knob is always active Storeroom: Interior know always active; exterior know always inactive, key retracts latch (in other words, when key is removed, door is locked
Key Procedures & Topics Guiding Principles: Lowest level keys to do the job required 100% accountability for all keys at all times Should NOT be used to circumvent a card access system Applicability: only concerned with PSU Door Keys Mostly BEST keys Some other brands (i.e. ARROW for Leased properties) Doesn’t apply to furniture, vehicle, or other random (non-BEST) keys
Key Topics: Key Types Grand Master Facility Perimeter (Police District Cores - emergency access) Building Master Building Sub-master Facility Entrance Individual Door Control Key (OPP only) Specialized Use (UU, JA, TNS, etc.) Taken from SY2001
‘Reading’ a key… Key Statuses: Issued Inventory LOST Obsolete Destroyed
Key Procedures & Topics Key Ordering: Through Suite Req (via a Work Order to Maximo) Must be approved to order keys (Access Coordinator form) Considering MAC-only key ordering Key-Related Discussion Topics: “Specialized” Keys … (i.e. JA, M (MM), TNS, U (UU, UUU, U3)…etc.) Separate ordering documentation to justify need Contact Physical Security Office
Key Procedures & Topics ‘Missing’ Keys: Advise individual of potential outcomes Encourage them to find the key Lost Keys (SY2001): Report to Physical Security (GM, BM, Perimeter – immediate) Risk Assessment by PS, PPS & your Administrator Recoring may be required by PS/PPS (work unit always has option) Work Unit has right to pass replacement costs on to employee
Key Procedures & Topics ‘Destroyed’ Keys: Send to Physical Security (not Police!) If possible, send electronic copy of D/B with keys Other Key topics of interest: Key Deposits Space Reallocation / renovations No serial numbers Other key-related questions / concerns?
CCURE 800/8000 Job Aides Available on Website (5 most common): Queries (today’s training – time permitting) Assigning / Deleting Clearances Creating Clearances & Time Specifications Creating Events (Manual Actions) Reports Other Tools, resources, clarifications, FAQs, & guides
Large Initiatives Update CCURE 9000 upgrade Target: CCURE 9000 preview in Sept… ??? Keybox / AD 65 – perimeter security Approval received for Key boxes to become strategic ‘University’ assets Assessing status & needs Upgrading ProxSafe Software (& select hardware) Changing plans to proceed by areas (proposed order: 1,5,6,3,4,2… add HFS) Long term goal: GM/BM keys in key boxes, accessible by OPP & select work unit personnel (FCs, MACs, SOFR, IT…???) for greater accountability of ‘higher-risk’ keys & integrate with CCURE 9000
Large Initiatives Updates – Shared Bldg. Schedules Building Schedules are ultimately the responsibility of Physical Security (with heavy amounts of input from FCs!) Shared Building process (i.e. event scheduling options): Deny the request and schedule it in a building that is open. Grant temporary card access to the group requesting the space via a temporary clearance Schedule the building to be unlocked. By policy the procedure would be: All of the MACs in the building would need to agree to temporarily change the building unlock schedule. If the MACs don’t agree, then it falls to University Access Manger to make a decision (I generally will not override a MAC’s wishes unless there is significant need and/or no other solution) After permission is granted, then the MAC responsible for the space (with PS assistance as needed) can program a manual action into CCURE.
Large Initiatives Update Building Lock / Unlock Schedule: Committee formed to look at issues and make recommendations Recommending ‘locking down’ buildings with fewer scheduled events on evenings & weekends (better security & energy use) Feedback being requested (FCs): Buildings that SHOULD be locked down due to security concerns Buildings that SHOULD NOT be locked down due to operational concerns NOTE: This does not affect card-swipe access, only building lock/unlock schedule
Large Initiatives Update University Key Management System (investigating options – largely on hold until CCURE 9000 conversion complete) Long Term Goal: integrate with Key Boxes & CCURE Governance Committee (Gary Langsdale) University Physical Security objectives / strategic plan Where does Physical Security fall in University structure HR Reclassification Efforts (Public Safety Specialist & Safety and Security Manager)
Round Table Discussion What are the biggest issues / needs for your work unit? (to drive future meeting agendas)
In Closing… Review of Action Items & Decisions Comments for the Good of the Order Next Meeting: Wed. Sept. 5, 2-4 pm @ Room 022 TSB Training: CCURE 800 - Queries
Physical Security Office Staff Primary Office Contact Larry Murray- Security Network Administrator 814-867-3051 814-865-0730 physicalsecurity@mymail.psu.edu lam373@psu.edu Scotty Eble, EE- Chief Physical Officer Keith Runkle- Security IT Specialist 814-863-2329 814-863-1977 see2@psu.edu kar83@psu.edu Eric Bauman- Security Systems Administrator Josh Troxell- University Access Manager 814-865-718 814-863-4695 egb117@psu.edu djt171@psu.edu Marty Mantz- Security Specialist CWC Kristen Croyle- University Access Specialist 814-867-4432 814-865-6176 msm33@psu.edu kmc97@psu.edu Denny Hackenberg- Security IT Specialist/Interim System Administrator Christina Brown- University Access Specialist 814-863-5324 814-863-9615 cmr37@psu.edu drh241@psu.edu