1. Physical Security Office
The Pennsylvania State University
Facility Coordinators Meeting
Summer 2017

2. Physical Security Office
Vision
To enhance all aspects of campus security in support of a pleasantly safe and secure campus environment consistent with Finance & Business' key initiative "Creating a Safer and More Secure University."
Mission
To provide professional security (and fire alarm protection) services to The Pennsylvania State University community consistent with the University's mission, culture, and resources in order to facilitate a safe and secure campus environment.

3. Physical Security Office
Scope of Services
Provide In-House Subject Matter Expertise for Physical Security
Security advisors to University (customers, design professionals, etc.)
Direct, Manage, and Administer Physical security for the University
Security Alarms (duress, hold-up, Intrusion)
Fire Alarm (Life Safety system engineering)
Surveillance (server/IP based )
Keys and key coring
Electronic Access Control (CCure)
University-wide Security Assessments via Security Assessment Team
Security technology management ( EOC, Police Communications Ctr., Electronics Shop)
Custodian of Policies AD65, Policy AD68 and Procedure SY2001
Prioritize and direct the expenditure of Capital Plan security funding
Design/Specifications and Standards for security technology
Chair and sit on various Strategic Security Committees

4. Physical Security Staff
Physical Security Office
Physical Security Staff
Primary Office contact ,
Scotty Eble, EE
Chief Physical Security Officer ,
Eric Bauman
Security Systems Administrator ,
Marty Mantz,
Security Specialist CWC ,
Denny Hackenberg,
Security IT Specialist / Interim System Administrator ,
Larry Murray
Security Network Administrator ,
Keith Runkle
Security IT Specialist ,
Josh Troxell
University Access Manager ,
Hiring in progress
University Access Specialist 814-???-????,

5. Access Management at Penn State
Facility Coordinators’ Meeting
2pm - 3oSep17 – OPP 105A&B

6. What is the Current Requirement or Application ?
What Facility Coordinators
need to know

7. Relevance for FCs:
Applies to all facilities & campus locations (except Hershey & Penn Tech)
Applies to all exterior doors
One central electronic access system (C-CURE) – centrally administered, locally managed
All new construction or renovation
All surveillance systems
Exceptions or questions go to Physical Security
Where are we now?
POLICY AD65
Baseline technical specifications & requirements for electronic access, surveillance & building perimeter control
(update in progress)

8. Establishes Access Coordinators
Relevance for FCs:
Establishes Access Coordinators
Must use common access procedures (SY2001)
Electronic scheduling preferred method of access management; keys are secondary
Establishes key accountability and audit requirements
Where are we now?
POLICY AD68
University Access Policy
Establishes access procedures (SY2001)
IN PRACTICE:
FCs must approve all Access Coordinators!

9. Access Coordinator Requirements: Key Database
Key Ordering & Storage Requirements
Use of Request Forms (FAARs)
All Keys
All Permanent clearances (>120 days)
Mandatory Self-Audits
Quarterly, Annual, Change of AC
Record Retention Requirements
Applies to all Access Control Devices (ACDs; i.e. ‘punch code doors’)
Where are we now?
PROCEDURE SY2001

10. What are the Current Challenges / Opportunities for Improvement ?
What Facility Coordinators
need to know

11. Over 600 Approved Access Coordinators
~20,000 new keys / year
Over 600 Approved Access Coordinators
No central key management database
No access control link between users/spaces and/or spaces/access management processes
Shared Buildings
Few resources
(training, processes, forms, etc.)
Processing delays / work flow issues
Technology issues
(‘user friendly’, shared partitioning)
Lack of ‘Auditability’
Poor tie-in to other PSU systems
Administratively intensive
…Lack of ACCOUNTABILITY!
Current Challenges
AS IDENTIFIED BY:
University Audit
OPP PAT
(Program / Process Assessment Team)
User Feedback

12. Current / Future Improvement Efforts ?
What Facility Coordinators
need to know

13. Work towards 100% Perimeter Access Control of occupied buildings
Police Services Cores (keys)
Electronic Control
Emergency Exit Only Door
Exit Only Door
Controlled (scheduled) Door
Accessible Door
Video surveillance recording
Building keys accessible to OPP personnel through a card-swipe sign- out key box
How do we improve?
KEY BOX PROJECTS
(sometimes referred to as ‘AD65 Projects”)
OPP Project Manager:
Chris Hampton
Already underway…

14. Access Management Considerations
Key Processes
Electronic Access (ACDs)
Assess need for…
“Master” Access Coordinator (Role)
Consolidating Work Unit Keys
Consolidating / Changing key ordering
Central Key database and/or templates
Processes to minimize ordering keys where card access exists
Process to link users to spaces
Ensure accountability of keys
Potentially limit ‘Key’ Access Coordinators
Assess need for …
“Master” Access Coordinator (Role)
Access Coordinator need
Monitoring vs. Administration
Training needs
Building Lock/Unlock schedules
Work Unit Partitioning
C-CURE 9000 conversion
New technologies (cards, readers, etc.)
Potentially Increase “ACD” Access Coordinators

15. “We manage the people who manage access” Functions / Resources:
HOW DO WE IMPROVE?
“We manage the people who manage access”
Functions / Resources:
Customer Service for Access Coordinators
Training
Templates / Job Aids
Communication
Policy Review, Recommendations, & Changes
Process review, audit and improvement
Linking ACs to the technical capabilities
Coordinating ‘shared’ and ‘universal’ access needs
We don’t control Access!
UNIVERSITY ACCESS MANAGEMENT GROUP
Josh Troxell
University Access Manager
University Access Specialists
Two (2) positions pending

16. Central communication (Done!)
HOW DO WE IMPROVE?
Central communication (Done!)
PLEASE NOTE CHANGE!
Assessment meetings with ACs
What is working?
What do you need?
How can we help you meet policy requirements?
Training Resources
Job aids / training (online)
Communication & Feedback
Consider Access Coordinators’ Council / Meetings
Improve existing policies / processes
Assist with technology assessment needs
UNIVERSITY ACCESS MANAGEMENT GROUP
Initial Work Tasks

17. Questions & Discussion ?