The Pennsylvania State University Master Access Coordinators’ Council Dec. 5, 2018 2-3:30pm Physical Plant Bldg. Room 105A/B

Welcome & Introduction MAC List review & sign-in Please review the list for any changes, incorrect information, etc. Please remember to send forms for changes (including deletions)

Communications Office Location 155 Suite – OPP Bldg. Phone Number: 867-3051 Email (shared; change to Office 365): PhysicalSecurity@PENNSTATEOFFICE365.ONMICROSOFT.COM Webpage: https://opp.psu.edu/sub-division/physical-security

Policy Review & Interpretations Policy 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 Physical Security administrative move Effective Monday, Nov. 12 Moved to Police & Public Safety Offices currently still in OPP What does this mean to you? (Nothing)

Admin Topics - Forms

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)

Admin Topics – Duress & Holdup Buttons Holdup Alarms / Buttons Only for POS cash handling >$1000 Duress Alarms / Buttons (NOT “Panic Buttons”) Only for extreme and predictable security risks Must be vetted/approved by PS Includes cameras, written procedures, initial training, annual fitness requirement & annual testing Discussion (handout provided with agenda)

Admin Topics – Campus Closures Campus closures (i.e. weather) PS will lock campus at direction of UPPS/EM Holiday Closure: 5pm on Dec. 21 – Jan. 2 Exceptions due by Friday, Dec. 14 Overrides time specs other than $Always May affect clearances Discussion (handout provided with agenda)

Admin Topics – Audits Routine Self-Checks (Quarterly): “Are access-holders still affiliated with work unit?” Does not need to be reported to Physical Security Internal reporting requirements at discretion of MAC Form available (draft) for your use Testing Qualtrix – send directly to all users

Admin Topics - Audits (cont.) Annual: Key Inventory – key or paperwork in your possession Review of all CCURE clearances Reported to Physical Security Form available (draft) for your use

Audit Cycles Recommended ROUTINE AUDITS: (schedule to meet your needs) ANNUAL AUDIT: Reports* due July 31 *May be completed when convenient Cycle Dates (Temp CLR) Due Fall Aug.21 - Dec.31 Feb. 1 Spring Jan.1 - May 11 July 1 Summer May 12 – Aug. 20 Oct. 20 *Recommended Annual July 1-31

Admin Topics - Training Policy Familiarity (on LRN) Rollout had some issues so we are reworking Stay tuned for updates LAC Training: CCURE 800 – Job Aides Group Training (scheduled or group request) MAC Training: 1 on 1

Large Initiatives Update Building Lock / Unlock Schedule: Recall from previous: ‘Go-live’ postponed due to number of conflicts Currently assessing spring 2019 conflicts Intent is to go live in the spring 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 Report due in December Likely include Policy / Procedure changes

Large Initiatives Update Key Boxes – past actions All new installs halted Real Time Networks on site Nov.12-16 & Dec. 10-14 Upgraded software & firmware -Admin & User Training New Kiosks - Technician Training PM all boxes - Combine systems (ENCS) Significant effort into data cleanup & ‘grouping’

Large Initiatives Update Key Boxes – Future actions Resume new Installs by area (HFS; by OPP Areas: 1,5,6,3,4,2, other campuses) Stock all key boxes Continue data cleanup & regrouping Add appropriate ‘non-OPP’ users to appropriate boxes (i.e. FCs, SOFR, IT) Installation guidance, policies & procedures Long term goal: all 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 Update CCURE 9000 upgrade Breaking News… As of 12/5, funds released for consultant to begin migration Pre-phase: Planning/Develop RFP for integrators & select Phase 1: upgrade 800 systems (OPP & RSEC) Phase 2: integrate to single CCURE system & additional integrations as may be needed

Large Initiatives Update CCURE 9000 upgrade Core planning Group (in progress) Phase 1: Atriade (TL), F&B IT (PM), PS (Owner) Phase 2: ‘Other system’ reps (HFS, Berks, Behrend, ARL?) Additional work groups (as needed) Networking & ENCS (OIS, servers, etc.) Budget Technical Integration (RTN, KMS, LDAP, etc.) Users (MACs)…

Large Initiatives Update CCURE 9000 upgrade Access Coordinator Tasks… Clearance Naming (conventions) – must clearly identify who ‘owns’ the clearance Identify Groups (personnel & doors accessed) CLEARANCE AUDITS… efficiency of Clearances If it’s not needed, delete it! Combine wherever practical Focus Group…sign up sheet

Key Management Topics MAC Ordering Key Ordering Physical Security taking over process & approval Still through SuiteReq / Maximo (for now) MAC Ordering Soft roll-out: Jan 1 Reassess & Discuss: March MAC Council Goal: MAC ordering NLT July 1

Electronic Access Management Topics Batch Uploads (Job Aide created) Must have clearance info (already created) Clearance name must match exactly Single Sheet can contain multiple clearances Prefer using PSU ID number (User ID can reject) IF using for Temporary clearance, must delete old users Naming Conventions for clearances Work Unit – BLDG NAME / Name of Clearance Data Clean up

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 2019 Meeting schedule: 2-3:30pm; 105 A/B Physical Plant Bldg. (TBD) - Wed., Mar. 13 - Wed., June 5 - Wed., Sept. 11 - Wed., Dec. 4

Electronic Access Management Topics CCURE 800 Training: Batch Uploads Creating Events

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