1. AN OVERVIEW OF THE KEY MANAGEMENT SYSTEM Peggy Matta Cornell University Police Department KMS and Access Control Administrator

2. Objectives  Define the Key Management System (KMS)  Share benefits of the KMS  Describe the process to start using the KMS  Show how the KMS works to manage key inventories

3. What is the Key Management System (KMS)? The KMS is a web-based physical key inventory and management system that meets the requirements of Policy 8.4 – Management of Keys and Other Access Control Systems. The KMS was designed and built by Cornell resources.

4. What capability does the KMS provide? The KMS has been designed to meet the following general requirements:  Capture key profiles  Establish an organizational structure for managing keys within your unit to include Key Control Coordinator(s) and Associate Key Control Coordinator(s).  Inventory physical keys, including Organizing keys by Key Groups and Key Rings Assigning access locations to keys  Capture transactions associated with keys such as: Assigning keys to individuals Putting keys in storage Identifying a key as lost/stolen or broken

5. Benefits: Why should I use the KMS?  Per Policy 8.4 you must use the KMS for spaces with special access restrictions (e.g., those with highly hazardous materials or highly valuable assets)  KMS is a central inventory system that:  Facilitates emergency response. KMS is used by: Emergency services personnel (CU Police, Environmental Health & Safety) Lock Shops (both PDC and Campus Life) Facilities Customer Service

6. Benefits: Why should I use the KMS?  KMS is a central inventory system that:  Facilitates processing of key requests  Tracks keys in one location rather than several isolated locations – much more efficient  Meets the requirements of Policy 8.4 Captures data required for each key transaction Facilitates review of key inventories at least once every 2 years  Uses “institutional data currencies” Facilities inventory for space information PeopleSoft for people information

7. What is the process to use the KMS? Lock Shop 1. Create key profiles KCC 2. Assign access locations to key profiles 3. Assign AKCCs 4. Create key groups 5. Create key rings 6. Create key instances AKCC 7. Assign keys and key rings 8. Sign keys and rings back in 9. Identify keys as lost/stolen or broken The following diagram identifies the steps to establish your key system in KMS:

8. 1. Create key profiles The Lock Shop works with you to establish key profiles for your facility in the KMS. A profile is a “key family tree” Lock Shop 1. Create key profiles

9. Key Profiles in KMS  Key Profiles are assigned to a KCC Filter by column to find a specific profile

10. 2. Assign access locations to key profiles Access Locations identify what spaces can be opened by specific key profiles The central facilities inventory is used to manage all location information KCC 2. Assign access locations to key profiles 3. Assign AKCCs 4. Create key groups 5. Create key rings 6. Create key instances

11. 3. Assign AKCCs Associate Key Control Coordinators (AKCCs) manage key groups for the KCC KCC 2. Assign access locations to key profiles 3. Assign AKCCs 4. Create key groups 5. Create key rings 6. Create key instances

12. 4. Create key groups  Keys are organized into key groups  Key groups may be assigned to AKCCs to manage KCC 2. Assign access locations to key profiles 3. Assign AKCCs 4. Create key groups 5. Create key rings 6. Create key instances

13. 5. Create key rings KCC 2. Assign access locations to key profiles 3. Assign AKCCs 4. Create key groups 5. Create key rings 6. Create key instances  Keys may be managed in “rings”

14. 6. Create key instances KCC 2. Assign access locations to key profiles 3. Assign AKCCs 4. Create key groups 5. Create key rings 6. Create key instances After establishing your key family tree and organizing your key structure (steps 1-5), add the physical key instances into KMS Identify each key instance a unique sequence number

15. 7. Assign keys & key rings  Search for the key or ring to assign  Assign keys based on netID AKCC 7. Assign keys and key rings 8. Sign keys and rings back in 9. Identify keys as lost/stolen or broken Easily find keys in your inventory based on the facilities & rooms they open

16. 8. Sign keys and rings back in AKCC 7. Assign keys and key rings 8. Sign keys and rings back in 9. Identify keys as lost/stolen or broken Use facility information to put the key or ring back into storage

17. 9. Identify keys as lost/stolen or broken AKCC 7. Assign keys and key rings 8. Sign keys and rings back in 9. Identify keys as lost/stolen or broken

18. Additional features of KMS  Print transaction logs for key holder’s signature  Assign due dates (highlighted in red on screen if date has past)  View logs of all transactions associated with a key  Capture special information about locations that require additional approvals for access  Manage annual reviews of key inventories

19. Can I import my existing key data into the KMS?  A data conversion process is available that allows you to upload your key instance data into KMS from excel spreadsheets. The following information is required for each key instance:  Key profile information (Key set and Keyway)  AKCC  Key group  Key stamp  Key sequence  Status (storage, assigned, lost/stolen, broken) Key holder or Key storage location  Due date

20. What’s next...  Training is required prior to use of the KMS.  Prior to starting, be sure to have your Dean or VP complete the KCC Authorization FormKCC Authorization Form  Contact  Peggy - training and questions (mem25; 5-4393)  Marie Balander – Key profiles (met10; 5-4841)  Curtis Baker – Data conversion (baker@; 5-7874)  Check on-line at http://www.cupolice.cornell.edu/crime_prevention/keysinfo/ for forms, the policy, and the user’s manual http://www.cupolice.cornell.edu/crime_prevention/keysinfo/