AN OVERVIEW OF THE KEY MANAGEMENT SYSTEM

Peggy MattaCornell University Police Department

KMS and Access Control Administrator

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

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.

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

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

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

What is the process to use the KMS?

The following diagram identifies the steps to establish your key system in KMS:

1. Create key profiles

The Lock Shop works with you to establish key profiles for your facilityin the KMS. A profile is a “key family tree”

Grand Master

Master

Master

Master

Submaster

Submaster

Submaster

Submaster

Change

Change

Change

Change

Change

Change

Change

Change

Change

Master

Submaster

Change

Orphan keys

Key Profiles in KMS

Key Profiles are assigned to a KCC

Filter by column to find a specific profile

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

3. Assign AKCCs

Associate Key Control Coordinators (AKCCs) manage key groups for theKCC

4. Create key groups

Keys are organized into key groups Key groups may be assigned to

AKCCs to manage

5. Create key rings

Keys may be managed in “rings”

6. Create key instances

After establishing your key family treeand organizing your key structure (steps 1-5), add the physical key instances into KMS

Identify each key instance a unique sequence number

7. Assign keys & key rings Search for the key or ring to assign Assign keys based on netID

Easily find keys in your inventory based on the facilities & rooms they open

8. Sign keys and rings back in

Use facility information to put the key or ring back into storage

9. Identify keys as lost/stolen or broken

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

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

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 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