Cal Poly Door Access Presentation

In July 2001, this "benchmark" presentation was made to management, with representation from all campus areas. The focus was on "Current Status and Use of PolyCard Door Access":

• Existing Door Access and Security Systems Campus-wide
• Rationale for Electronic vs. Key Access: Security, Total Cost of Ownership (TCO) and Systems Integration/Modularity
• Lessons Learned From Other Institutions

PolyCard "Door Access" and Campus Facilities (PDF format) - July 31, 2001

Cal Poly Door Access Solutions

There are two primary types of "door access" services that are POTENTIALLY available utilizing the PolyCard: on-line and off-line access. Each serves a set of functions and capabilities outlined below. As a general rule, the number of users who will access a door and the frequency of access are primary factors in determining "Best Practices" solution, more so than door access hardware and installation costs.

On-line Door Access

• On-line is optimal in high-volume areas and where rapid changes or monitoring is required (e.g. perimeter points to a building, high turnover of users or adding/removing large blocks of users).
• PolyCard users are, by default, immediately ready for on-line door access; no encoding of a user's card is required after initial issued and encoded at the PolyCard office. All information in an on-line system is referenced in a networked database via magnetic card strip information.
• Hardware cost of lock: approx. $475 (parts and labor) with "new" on-line locks that are currently being reviewed for production installation; approx. $1,500 (parts and labor) with "old" on-line locks that are a proven technology and already installed on campus (e.g. more than 1 million PolyCard swipes). Pricing is door specific, based on material substrate (e.g. metal vs. wood) and lock assembly integration to frame.
• Cost of additional hardware, software, labor is installation-specific (fixed and variable costs).
• Service Model: due to the nature of on-line door access technology currently implementated at Cal Poly, on-line door access is only available via a centrally administered model via ITS.

Off-line Door Access
Note: This solution is currently Available ONLY in Residential Housing "Cerro Vista"

• Off-line is optimal in low-medium volume areas (e.g. departmental labs or secure material rooms).
• Off-line access is widespread in hotels (e.g. insert magnetic stripe card and remove to open door); all information is self-contained to that individual lockset.
• Updates to the PolyCard is positioned to be "self-service" via kiosks - but only after the card has been initially encoded at the PolyCard or college office for designated off-line door access.
• Door lock updates must be performed by visiting the door via a user-friendly, handheld programming device specific for off-line door access. Since the off-line door lock is not connected via the network, an in-person "site visit" is required.
• Hardware cost of lock: approx. $450 (parts and labor); pricing is door specific, based on material substrate (e.g. metal vs. wood) and lock assembly integration to frame.
• Cost of additional hardware, software, labor is installation-specific (fixed and variable costs).
• Enhanced security is available, through a combination off-line lock that requires both a card swipe and "pin pad" to open a door (e.g. swipe card, enter multi-digit code - then the lock will release).

Service Models

Working in collaboration, Facilities/ITS continue to evaluate technical solutions and their applicability to academic units. Needs of departments, colleges and divisions are very diverse and there is no campus standard at this juncture. We are jointly in the process of evaluations and anticipate an update in Fall Quarter 2006 on outcomes and recommendations.

It should be noted that experiences to date confirm that individual units must be prepared to support any online solution for "door access". It is a requirement that a departments, college, or division identify their internal support designate (e.g. LAN Coordinator, Administrative Analyst) for "door access" account administration and operational issues.

NOTE: the "broad base" of PolyCard door access infrastructure hardware and server support is hosted by ITS at no charge to the departments, colleges and divisions (e.g. PolyCard servers that facilitate user access lists).

Departments, colleges and divisions are responsible for the installation costs of door locks, installation, labor and encoding hardware.

Benefits of an Integrated Door Access Solution

• Automated Reporting
• Conformance With State Auditor Guidelines
• Centralized and Decentralized Reporting Capabilities
• Operator Access Trail
• Historical Report Generation
• Activity and Alarm Reporting
• Event Filtering for Custom Reporting
• Facilities Utilization in Support of Planning
• Management Reporting Templates
• Integrates with Cal Poly directory and data warehouse
• Scales to 10,000 doors
• Door Access Control Provides Multiple Levels of Security at Multiple Locations
  (e.g. Residential Housing, Rec Center, Computing Labs)
• Door Access Solution Provides Prompt De-Activation
• Standard Business Processes can be Automated
  (e.g. Inbound or Outbound Students)
• Electronic Door Access Staffing Requirements Equal or Less Than Physical Key Systems, Once Electronic Door Access System is Implemented
• Value-Added Deliverables of Door Access: - Improved Service
  - Improved Access Control and Theft Response
  - Integration of Public Safety Services
  - Improved Management and Maintenance of Locks
  - Automated Business Processes
    (e.g. database imports and campus directory information)
  
• Cost Avoidance of Mass Manual Lock Exchanges

For Additional Information

To submit your request for additional information, consultation or share ideas that you have, please use the PolyCard Feedback Form.