part 1: key control what is a dac and what are their duties? how to read a key key hierarchy how...

Part 1: Key Control What is a DAC and what are their duties? How to read a key Key Hierarchy How to order an office key Record keeping for issued keys How to request other locksmith services Troubleshooting

Dept. Access Coordinator Duties 1. Orders and distributes all department keys 2. Makes all card access-related requests through [email protected] 3. Maintains accurate records of all access control activities 4. Authorizes after hours locksmith/access control services 5. Prompts recovery of University keys from personnel who are terminated or transferred to another department 6. Returns obsolete keys to Locksmith Services in a timely and secure manner 7. Report any changes in your status or other Access Coordinators status. 8. Report stolen keys to UMPD and Locksmith Services 9. Report lost keys to Locksmith Services NOTE: Sharing U of M username and passwords is a breach in OIT Securitys policy. Locksmith Services will report departments that violate this policy.

How to Read a Key BUILDING NUMBER KEY CODE ***In the above example it would be known as key: 299-A1

KeyMark/Medeco Keys Code Series Key Code Copy # CODE SERIES-KEY CODE ***In the above example it would be known as key: 1001-J10

Key Hierarchy Grandmaster opens every room in a building This key is not given out to anyone other than the fire department Master opens any room within a specific department Sub master opens a group of doors (ex. labs, classrooms) Operating usually opens a single door, but can open multiple doors (ex. key opens office and closet within office)

Key Hierarchy Example for Eddy Hall (bldg 001) 001-GM 001-A 001-AG 001-AG1 001-AG2 001-A1001-A2 001-B 001-BN 001-BN1 001-BN2 001-BL 001-BL1 001-BL2 001-BL3

Requesting Locksmith Services

Orders to place with Locksmith Services These must be ordered via Online Key Request form: All room keys All rekeys/core changes Requesting a locksmith to come and unlock a door Padlocks & padlock keys if they are keyed to Best or Medeco These may be submitted via Online Key Request form or via email at [email protected]: Lock chains or key cabinets All cabinet/desk keys & all cabinet core repairs/changes

Key is stuck in door lock or is constantly getting stuck Key/core is hard to turn to open or lock door Core is spinning in door **If any of the above issues are for file/desk/drawer cabinets, then you should always contact the Lock Shop at [email protected] or [email protected] Orders to place with FM Call Center Certain orders you may place with the FM Call Center. Place the types of requests below via phone at 4-2900 or email at [email protected]. [email protected]

Any key for space not owned by your department Grand Master keys Any key for a building that has a Building Manager Some buildings include: CCRB, WMBB, Hasselmo, Jackson, 717 Delaware, LRB/MTRF, CMRR, Amundson, Thompson Ctr, Carlson, & Hanson Keys off limits to order

Opening the Key Request Form

Finding the Form Go to Locksmith Services website: facm.umn.edu/central- services/locksmithfacm.umn.edu/central- services/locksmith On the right hand side, under Forms & Resources, click the Online Key Request Form link

*If you dont remember your password, click this link. *If you dont remember your username, contact the FM Call Center at [email protected] or [email protected] **If you are having any issues logging in, contact the FM Call Center at [email protected] or [email protected] You will be brought to the page below; enter in your Username (typically your x500/email ID) and password. Click Login.

Click on Key Request

Using the Self-Service Form: Ordering a Room/Office Key

Required items on form 1.Budget Number Required are Fund, Dept ID, & Program. Account is always 780101. 2.PCT field 100 unless there is more than 1 budget number 3.Site field 01 for Mpls & 02 for St. Paul 4.Request Type Choose KEY 5.Key # field Key Name (see right for reference) Example: 192-CS2 6.Qty field Number of keys you want

Account # = 780101 2. PCT Field 1. Budget Number 3. Site 4. Request Type Its best to leave these fields blank as errors may occur when filled. 5. Key # & 6. Qty

Once all of the required information has been entered, hit the Continue button

1. Verify all of your information is correct. 2. Hit Submit when ready to place the order!

This is your unique KR#. An email will be automatically sent to you within 30 minutes with your KR#, confirming that we received your request.

Example Scenario: You need to order three different keys for your department. Using the online key request form, place an order for one copy of each key. Here is your departments information: Budget Number: Fund: 1100 Dept ID: 11111 Account: 780101 Program: 20000 Site: 01 Keys ordering: 192-X, 192-L15, 192-CH4

Using the Self-Service Form: Ordering a cabinet/desk/drawer key

Required items on form 1. Budget Number Required are Fund, Dept ID, & Program. Account is always 780101. 2. PCT field 100 unless there is more than 1 budget number 3. Site field 01 for Mpls & 02 for St. Paul 4. Request Type Choose CABINET 5. Key # field Type the word CABINET; it is not case sensitive 6. Qty field Total number of keys you need 7. Comments field The cabinet key code (letter/numbers on the key or lock) How many keys you need for each (helpful if available) Brand of the keys or cabinet lock Any additional directions; call Lock Shop at 5-0376 with questions or if its a rush request ** Cabinet keys will be delivered to the requesters FM district office. To see what district you are in, click here. A list of District Locations is located on slide 44.click here

1. Budget Number 2. PCT Field Account # = 780101 4. Request Type 5. Key # & 6. Qty Put this info in the Comments section if necessary. You must leave these 2 fields blank as key request will not go through. 3. Site 7. Comments

Example Scenario: You need to order four cabinet keys total. One key is for a desk with code 203E stamped on the key. The three keys are for an overhead bin with the code MA147 stamped on the lock. The brand of the cabinet locks and keys is unknown. Here is your departments information: Budget Number: Fund: 1000 Dept ID: 12172 Account: 780101 Program: 20000 Site: 01 Building: 192

Using the Self-Service Form: Requesting a Rekey or Core Change for rooms or cabinets

Required items on form 1. Budget Number Required are Fund, Dept ID, & Program. Account is always 780101. 2. PCT field 100 unless there is more than 1 budget number 3. Site field 01 for Mpls & 02 for St. Paul 4. Building field 3-digit building number where the rekey will be; if rekeying space in more than one building, then leave field blank and type in Comments field 5. Request Type Choose CORE 6. Key # field Type the word CORE; it is not case sensitive 7. Qty field How many doors you want rekeyed; if unknown, just put a 1 in this field 8. Comments field What room #s need to be rekeyed (write locations if no room #s) If you want keys for these cores/rooms or not (optional) What key you want room to be keyed to Any additional directions; call Lock Shop at 5-0376 with questions or if its a rush request

1. Budget Number Account # = 780101 2. PCT Field 3. Site & 4. Building Put this info in the Comments section. You must leave these 2 fields blank as key request will not go through. 6. Key # & 7. Qty 5. Request Type 8. Comments

Example Scenario: Your department would like room 307 re-keyed to the next available key number for the 192-ES submaster key. You would also like to have five keys made for the new lock. Here is your departments information: Budget Number: Fund: 1000 Dept ID: 12172 Account: 780101 Program: 20000 Site: 01 Building: 192

Remember to leave these 2 fields blank & put info in Comments section.

Sometimes an error message will pop up at the top of the screen if all fields on the form are not filled out correctly. The following slides show what to do for each error message. Troubleshooting the Online Key Request Form Most common error

ERROR MESSAGESOLUTION(s) The key request check box is not set to Yes for your log-in 1. You are not set up as a Key Requestor in Compass. Contact Locksmith Services Support at 5-9152. Invalid Fund (4), please re-enter 1. Make sure the number is 4 digits. 2. Check with your departments accountant to verify you have the correct number. Invalid Dept ID (5), please re-enter 1. Make sure the number is 5 digits. 2. Check with your departments accountant to verify you have the correct number. Invalid Account # (6), please re-enter 1. Make sure the number is 780101. For record 1, you must enter a(n) Program (5) or a(n) PCBU/Project/Activity 1.Make sure you have a (5) digit Program entered OR a Project Number (PCBU, Project, Activity fields).

ERROR MESSAGESOLUTION(s) Invalid value for key #....... (most common error message) 1.Remove Building, Floor, & Room fields, and place this info in the Comments section if necessary. 2.If ordering door keys, remove the leading M (master) or SM (sub master) letters from the Key #1 field if they are stamped on your key. 3.Verify there are no extra spaces in any fields. If options 1-3 do not work, then do the following: 1.Type in the word KEY (not case sensitive) in the Key #1 field and still put a quantity in the Qty field. Enter the key number you want in the Comments section. Example shown on next slide. 2.Close out and start over. Make sure you click the Key Request button instead of clicking on any of the links for the Campuses. **If you have tried all solutions, please call Locksmith Services Support at 5-9152 or the Lock Shop at 5-0376.

Example for Invalid Value for key # Error

The Request Process

The Request Process Room, Building, & Cabinet keys 1. An order is placed by the DAC 2.The order is reviewed by Locksmith Services Support & put through to Locksmiths 3. The order is reviewed again by Locksmiths & keys are cut If locksmiths do not know what key goes to the requested room/cabinet, they will have to come out to take a look at the lock 4. The keys are delivered to the district office (shown on next slide) 5. The keys are recorded by district office & issued

Facilities Management District Offices DistrictOffice Location Health SciencesMoos Tower Rm B117 East Bank/North CampusMechanical Engineering Rm L150 St. PaulFacilities Management Building Rm 202 West BankHeller Hall Rm 57 An email will be sent once the keys have been delivered Keys cannot be delivered/campus mailed to individual offices An exception is if keys are delivered to the East Bank/North Campus, then FM East Bank Office will deliver keys to offices based on office locations as listed in OneStop

The Request Process Rekeying/Core Requests 1. An order is placed by the DAC 2. The order is reviewed by Locksmith Services Support & put through to Locksmiths 3. The order is reviewed again by Locksmiths. Locksmiths call to set up time with customer & ask any questions they may have. 1. If keys are requested with the order, the keys will be delivered at the same time the doors are rekeyed.

Record Keeping For Issued Keys

Records should include the following: The person who has the key The date given to holder The key code The copy number The return date of the key

Additional suggestions for record keeping: The date DAC returned keys to Lock Shop The date issued to DAC from district office Signature or initials of holder Purpose of the key (room numbers)

Record Keeping Example Department of Locksmith Services Key Records Key Number Copy Number Issued To Date Issued Room Number(s) Return DateNotes 192-CS36Charlie Anderson2/5/2005335C1/12/2013 Sent to Locksmiths for recycling on 1/13/2013 192-CS2Sara Williams2/5/2005Suite 335 192-CS42Lilly Daniels6/14/2011335D 192-CS41Sam Smith9/8/2009335D JSFO-CR11 Department Lockbox1/1/2004 Exterior Suite Door 192-CS14Adam Lorenze7/8/2010335A 192-CS13Haley Taylor7/8/2010335A

QUESTIONS ON KEYS? Contacts Call the Lock Shop at 5-0376 or email [email protected] o Phone answered by 1 of the 3 Locksmiths: Mark Courneya, Ryan Mullaney, or Paul Stonestrom Call Locksmith Services Support at 5-9152

CARD ACCESS Training For Card-Access System Use

Part II: Card Access Service Offerings The U Card Reader status lights Reader Technology Door Schedules Clearance Codes Access Requests Troubleshooting Hardware Repairs

Card Access Services SERVICE OFFERINGS 24-Hour turnaround on routine personnel additions, changes and deletions Immediate response for emergency requests Call 6-3680 Automated unlocking for daily business hours and special events Preventative maintenance and repair Call 4-1750 and press 1 upon hearing the menu options 24-Hour repair availability During 7:30am 3:30pm, call 4-1750 and press 1 upon hearing the menu options After business hours, call 6-3680

The UCard Staff/Student ID (Not needed if its a temporary/visitor ucard) U Card Number (Required for swipe readers; middle 10 digits after 600953 & before last hanging digit) Last/First Name Smart Card # (Required for smart card readers, first 5-6 digit #, after the * and before the space) Information needed in email sent to [email protected]:[email protected]

Green (Bottom) Light A slow flash indicates door is in UNLOCKED MODE A quick flash when card is swiped/waved indicates ACCESS GRANTED The Reader

Amber (Center) Light Indicates door is in LOCKED MODE

Red (Top) Light A quick flash when card is swiped/waved indicates ACCESS DENIED & means either: o Youre not authorized for area o Card was swiped incorrectly o You have a worn/damaged card Flashing/Constant red light or No lights at all without any card swipe/wave indicates READER ERROR o Call 4-1750 to report error The Reader

All Lights All lights flashing indicates a door propped open or forced open (without card swipe)

Reader Technology WirelessCard Readers Magnetic stripe, proximity, HID iClass, & multi-technology

Door Schedules Create an automated unlock schedule for your main entrance, office doors, & elevator floors. Customize a schedule by specific hours of day, days of week, & University holidays Request special hours as needed for upcoming evening or weekend events

Clearance Codes Create custom access for groups like students and staff Provide access to customized set of readers Create 24-hour access or limited access by specific hours of day and days of week BFAB-STU Clearance (for students) Door NameDoor Schedule BIERMAN DOCK EXT DR 0239 M-F: 5:00AM - 10:00PM Sat-Sun: 6:00AM - 6:00PM BIERMAN MAIN LOBBY HANDICAP EXT DR 1611 M-F: 5:00AM - 10:00PM Sat-Sun: 6:00AM - 6:00PM BIERMAN N EXT DR 0240 M-F: 5:00AM - 10:00PM Sat-Sun: 6:00AM - 6:00PM BIERMAN PARKING LOT E EXT DR 1860 M-F: 5:00AM - 10:00PM Sat-Sun: 6:00AM - 6:00PM BIERMAN S ADDITION EXT DR 0236 M-F: 5:00AM - 10:00PM Sat-Sun: 6:00AM - 6:00PM BIERMAN SE EXT DR 2583 M-F: 5:00AM - 10:00PM Sat-Sun: 6:00AM - 6:00PM

Access Requests Information Needed Clearance Name Staff/Student Full Name Staff/Student Empl ID (7 digits, not needed if its a visitor or temp card) *UCard number (middle 10 digits) *Smart Card number (5-6 digits) *Depending upon the card reader, you may only need to provide one of these Types Of Requests Additions & Deletions Card Replacements Temporary Card Assignments Emergency/Rush Requests also require a call to Card Access Services at 4-1750, menu option 1. After hours requests, contact 6-3680 Email all requests to: [email protected] ***Email confirmation sent when request has been completed***

Card Troubleshooting Symptom(s)Possible Problems/Solution Light turns red & Card has never worked If other cards work, problem is with individual card (either card is damaged, no clearance or incorrect clearance on card, individual swiping at time when not allowed, individual swiping too fast/slow). If other cards also dont work, could be hardware problem. Call Card Access Services at 4-1750 and press option 1 to report. Possible incorrect numbers sent or no email sent to [email protected]@umn.edu Light turns red & Card has worked before If other cards work, problem is with individual card (clearance was removed, damaged/worn card). If other cards dont work AND it takes several swipes for this card, could be hardware problem. Received new UCard (individual lost card and didnt notify you). Email [email protected] with new number or to verify number. You may also call them at 4-1750 menu option 1. [email protected]

Hardware Troubleshooting Symptom(s)Possible Problems/Solution Light turns green after card swipe, but not unlocking Possible problem with electric strike or latch retraction (panic bar). Call FM Call Center (4-2900) to dispatch carpenter. If its a wireless card reader, its possible it has a low battery. Email [email protected] or call Card Access Services at 4-1750 and press option 1 to have them set up a work order to get replaced. [email protected] All lights are flashing on reader Close door completely. Lights should go back to green or yellow. If door wont close completely, call FM Call Center (4-2900) to dispatch carpenter to adjust door. If door closes completely but flashing continues, email [email protected] or call Card Access Services at 4-1750 and press option 1 to report to check door-status hardware. [email protected] No lights on reader Electrical problem. Could be failed power supply at door or power outage in building. Call FM Call Center (4-2900) to dispatch electrician.

Hardware Repairs Emergency After-Hour Repairs Outside of business hours 7:30am-3:30pm Verify nature of problem (symptoms) Determine if repair is necessary outside of normal business hours Identify problem, location, & contact name Contact the Emergency Communication Center at 6-3680

Major Takeaways YOU are the main point of contact concerning key and card access for your students, staff and faculty. After hours issues Access requests Record keeping Online key request tips: Always click on the Key Request button Enter 100 in the PCT field (unless using multiple EFS budget numbers) Leave the Floor and Room fields blank (and occasionally the Building field) Enter key codes as: BLDG - KEY CODE Card Access Services ([email protected]) is your resource for setting up card access, but you determine: User access (who gets access, at what doors and at what times) Clearance levels (based on needs of certain groups) Door schedules (days and times for reader locks/unlocks) Special event changes

Card Access Contacts Email: [email protected] Dial 4-1750 and press 1 to speak with one of our administrators: Gail Wagner, Tiffany George, or Wayne LaMusga Key Contacts Lock Shop: 5-0376 Email: [email protected] Phone answered by 1 of the 3 Locksmiths below: Mark Courneya Ryan Mullaney Paul Stonestrom Lock Shop Support: 5-9152 Contacts

Other Questions? Chelsea Gustafson [email protected] 612.625.9152

part 1: key control what is a dac and what are their duties? how to read a key key hierarchy how...

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