1. Master Access Coordinators’ Council Sept. 5, 2018 2-3:30pm TSB Rm 022C
The Pennsylvania State University
Master Access Coordinators’ Council Sept. 5, :30pm TSB Rm 022C

2. Welcome & Introduction
MAC List review & sign-in
Please review the list for any changes, incorrect information, etc.

3. Communications Office Location 155 Suite – OPP Bldg. Phone Number:
(shared; change to Office 365):
Webpage:

4. 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
Any known/desired issues?

5. Admin Topics - Audits 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 (automated?) for use at December audit
Physical Security Audit of Users:
Testing Qualtrix – send directly to all users

7. Admin Topics - Audits Annual (& Special, Change in AC):
Full inventory of keys and review of clearances
Tools in development to help you
Forms/Qualtrix – checklist / standardized reporting
Targeting first campus-wide annual audit report for Summer 2019

8. Admin Topics - Training
Policy Familiarity (eventually on LRN)
Out for comments…
Rollout Details
Review of Training materials previously sent (as needed)
Roll out discussion

9. Admin Topics – Training (cont)
LAC Training:
CCURE 800 – Job Aides
Group Training (scheduled or group request)
MAC Training: 1 on 1

10. Admin Topics - Forms

11. 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

12. 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)

13. Admin Topics – Restricted Spaces
Emergency Responders:
- Legally required to have access
OPP:
Legal situations where ‘Public Works’ are authorized as emergency Responders
‘Routine’ operations may be limited
NEW AC: working on cleaning up OPP processes
NEED: List of spaces that YOU would like restricted & reason why (Form to be sent with meeting minutes)

14. Large Initiatives Update
CCURE 9000 upgrade
Video Preview…
Likely going out for consultant bid
If so, likely combine CCURE 9000, KMS & Key boxes into a larger “Access Management System(s)” RFP

15. Large Initiatives Update
CCURE 9000 upgrade
Access Coordinator Tasks…
Clearance Naming (convention?) – 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…???

16. Large Initiatives Update
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

17. Large Initiatives Update
Building Lock / Unlock Schedule:
Committee recommendations sent out & feedback received
About 1000 ‘conflict’ events currently in 25Live for evening weekend events
Discussion about ‘go live date’
now vs. Spring Semester
NOTE: This does not affect card-swipe access, only building lock/unlock schedule

18. 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
Physical Security moving to Police & Public Safety (effective date…???)
Identified need for resources…

19. Key Management Topics Key Ordering
Physical Security taking over process & approval
Still through SuiteReq / Maximo (for now)
Working with OPP to streamline processes
Key Requests without Standing Order numbers and FAAR forms will be rejected!

20. Electronic Access Management Topics
Batch Uploads
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
Resources needed?
Templates
Job Aides

21. Electronic Access Management Topics
CCURE 800 Training: Creating Clearances & Time Specs

22. Round Table Discussion
What are the biggest issues / needs for your work unit? (to drive future meeting agendas)

23. In Closing…
Review of Action Items & Decisions Comments for the Good of the Order Next Meeting: Wed. Dec. 5, 2-3:30 Room 105 A/B OPP Bldg.

24. Physical Security Office Staff
Primary Office Contact
Larry Murray- Security Network Administrator
Scotty Eble, EE- Chief Physical Officer
Keith Runkle- Security IT Specialist
Eric Bauman- Security Systems Administrator
Josh Troxell- University Access Manager
Marty Mantz- Security Specialist CWC
Kristen Croyle- University Access Specialist
Denny Hackenberg- Security IT Specialist/Interim System Administrator
Christina Brown- University Access Specialist