Physical Security Council Meeting: Updates and Initiatives

1. The Pennsylvania State University Master Access Coordinators’ CouncilMar. 13, 2019 2-3:30pm Physical Plant Bldg. Room 105A/B

2. Welcome & Introduction • MAC List review & sign-in Please review the list for any changes, incorrect information, etc. Please remember to send forms for changes (including deletions)

3. Communications • Office Location 155 Suite – OPP Bldg. • Phone Number: • 867-3051 • Email (shared; change to Office 365): • PhysicalSecurity@PENNSTATEOFFICE365.ONMICROSOFT.COM • Webpage (changing…): • https://opp.psu.edu/sub-division/physical-security

4. Policy Review & Interpretations Campus Closures • UPPS (EM & PS) are meeting with Administrators to determine exactly what a ‘campus closure’ means… • Expect clarification to be publicized, likely through UPPS’ PIO (Jen Cruden) • Physical Security’s Role (at UP) • Take direction from UPPS for building locking (i.e. perimeters) • Add interior doors to our event by request • Does not affect CLEARANCES • Assist central dispatch as needed (i.e. other locations) • IF UP IS CLOSED…so is our office (urgent requests go to Police Dispatch) • Individual Work Units: we do not prohibit you from doing something different, however we cannot condone … do so at own risk.

5. Admin Topics - Forms

6. 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)

7. Audit Cycles Recommended ROUTINE AUDITS: (schedule to meet your needs) ANNUAL AUDIT: Reports* due July 31 *May be completed when convenient

8. Admin Topics – Audits • Routine Self-Checks (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 • (Optional) Form available for your use on website • Qualtrix – sent directly to all users to verify ACs / remind you of need for Audit

9. Admin Topics - Audits (cont.) • Annual: • ACD & Key Inventory • ACD/key or paperwork in your possession for all ACDs/keys • Review of all CCURE clearances • Form available for LAC use • Send to MAC (or follow Work Unit Procedures)! • MAC Responses will be collected via Qualtrix • JULY 1-31: First University-wide Audit reporting….

10. Admin Topics • Service Now • Evaluating as a means of tracking work flow and improving communication • Allows some ‘tickets’ to be automatically submitted • Likely uses…

11. Key Management Topics Key Ordering • Physical Security taken over process & approval • Still through SuiteReq / Maximo (for now) • MAC Ordering • Soft roll-out: Jan 1 • Reassess & Discuss: March MAC Council • Goal: MAC ordering NLT July 1

12. Electronic Access Management Topics CCURE Sign-off • Remember to LOG OFF from clients, not just close windows Naming Conventions for clearances • Campus Code - Work Unit – BLDG NAME / Name of Clearance Data Clean up • Review clearances for utility (each AC)

13. Electronic Access Management Topics Access Cards (ACDs) • Total cards: 396,429 • ‘Active cards’ 117,896 • ‘Member’ cards 92,826 (intention: delete/disable) • To be purged 129,911 (already deleted) • Non-PSU cards 4,373 (fobs, Access Cards, PINs, RFID) PLAN: • DISABLE: Cards w/o Clearance OR No Activity w/i last 6 months • DELETE: Cards with no activity over next 30 days • PURGE: Deleted Cards from system ACTIONS: • IDENTIFY: cards that you ‘own’ & want to keep (i.e. Middle Name Field) • COMMUNICATE: cards you want to keep to our office

14. Large Initiatives Update Building Lock / Unlock Schedule: • Recall from previous: ‘Go-live’ postponed due to number of conflicts • Assessed spring 2019 conflicts • Intent is postpone go live to correspond with CCURE 9000 Migration • NOTE: This does not affect card-swipe access, only building lock/unlock schedule

15. 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 • DISCOVERY (current Phase • DESIGN & RFP ( • Going to begin some focus group / discovery work to help define operational criteria

16. Large Initiatives Update Governance Committee (Gary Langsdale) • University Physical Security objectives / strategic plan • Report issued in December; Formally accepted in Feb. • Likely include Policy / Procedure changes • Forming a Physical Security Advisory Committee

17. Large Initiatives Update Key Boxes – past actions • All new installs halted • Real Time Networks on site Nov.12-16 & Dec. 10-14 • Upgraded software & firmware; Unified systems • Admin, Technician & User Training • New Kiosks & PM on all boxes • Significant effort into data cleanup & ‘grouping’ • Administrative planning & procedures

18. Large Initiatives Update Key Boxes – Future actions • Resume new Installs by area (HFS; by OPP Areas: 1,5,6,3,4,2, other campuses) • Audit & Stock all key boxes • Continue data cleanup & regrouping • Add appropriate ‘non-OPP’ users to appropriate boxes (i.e. FCs, SOFR, IT) Long term goal: All GM/BM keys in key boxes, accessible by OPP & select work unit personnel for greater accountability of ‘higher-risk’ keys

19. Large Initiatives Update CCURE 9000 upgrade (tentative schedule) • Phase 1: MIGRATION: upgrade 800 (OPP & RSEC) • DISCOVERY (current phase) • DESIGN & RFP DEVELOPMENT (Bids: ~May 15-June 15) • PROCUREMENT (Integrator selected by ~ July 1) • MIGRATION (~July 1-Nov. 15) • FINAL TESTING & COMMISSIONING (end of year) • Phase 2: INTEGRATION: single CCURE

20. Large Initiatives Update CCURE 9000 upgrade • Access Coordinator Tasks… • Clearance Naming (conventions) – 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…sign up sheet

21. Round Table Discussion CCURE 9000 MIGRATION What do you like (want to keep)? What would you like to see changed? Roles & Responsibilities (PS, MAC, LAC) Grouping

22. In Closing… Review of Action Items & Decisions Comments for the Good of the Order 2019 Meeting schedule: 2-3:30pm; 105 A/B Physical Plant Bldg. (TBD) - Wed., June 5 - Wed., Sept. 11 - Wed., Dec. 4

23. Physical Security Office Staff • Scotty Eble- Chief Physical Officer • 814-863-2329 • see2@psu.edu • Eric Bauman- Security Systems Administrator • 814-865-718 • egb117@psu.edu • Marty Mantz- Security Specialist CWC • 814-867-4432 • msm33@psu.edu • Denny Hackenberg- Security IT Specialist • 814-863-9615 • drh241@psu.edu • Larry Murray- Security Network Administrator • 814-865-0730 • lam373@psu.edu • Keith Runkle- Security IT Specialist • 814-863-1977 • kar83@psu.edu • Josh Troxell- University Access Manager • 814-863-4695 • djt171@psu.edu • Kristen Croyle- University Access Specialist • 814-865-6176 • kmc97@psu.edu • Christina Brown- University Access Specialist • 814-863-5324 • cmr37@psu.edu • Amy Day - University Access Specialist (OPP) • 814-865-2419 • ajd9@psu.edu