System Upgrade and Transition to Proximity Technology. Deacon OneCard Residence Life & Housing

Transcription

1 System Upgrade and Transition to Proximity Technology Deacon OneCard Residence Life & Housing March 2012

2 Presenters Frank Shelton, Deacon OneCard Manager Bill Yost, Associate Director of Housing

3 Background Information Properties Population Reynolda Campus Winston Salem, NC Off campus athletic facilities & business properties Charlotte, NC campus 3,400 on campus students Will increase to about 3,900 in Fall ,500 total undergraduate students 2,500 total graduate/professional students 2,400 Faculty & Staff

4 Deacon OneCard Office Staff & Organizational Structure Dean of Residence Life & Housing Associate Director of Housing Deacon OneCard Manager 3 Access System Administrators 1 Graduate Student Assistant

5 Responsibilities Centralized Electronic Physical Security Office Assign Access Card Making Maintain electronic physical security devices Redundant Servers Work Stations Card Making Printers Network Video Recorders Card Readers Cameras Panic Alarms Electrified Hinges Electrified Locks

6 Campus Partnerships Students Access, meal plan, event admission, library card Lenel End User Committee Information Systems, University Police, WFU Properties, Athletics, Museum of Anthropology, Reynolda House, & ZSR Library Facilities & Campus Services Lockshop training and troubleshooting Door hardware maintenance Information Systems Network and server administration University Police Monitoring and investigating Financial & Accounting Services Time & Attendance reporting

7 Card Replacement Project Considerations Justification Upgrade in card & device technology University data & information Card re-design VAR support Communication Implementation: scheduling & distribution Implementation: student cards Finalization & Evaluation

8 Justification System Modification = System Crash = new card project! Day 1 - OnGuard upgrade Day 2 - Segmentation project Day 3 - Bug in software leads to crash Hotfix & rebuild Attention from Senior Administration due to three day outage Capital funding request made, approval shortly thereafter Money saved with card change over the summer, did not need to invest in old inventory for new and incoming students, faculty, & staff

9 Old card and device technology The Card Barium Ferrite card manufactured by Securekey Full contact card Magstripe, bar code, junk stripe Technology was about 20 years old in 2011 The Reader Barium Ferrite card reader manufactured by Access Controls Cost - $700 a reader with a one year warranty Readers would disable and had to be woken up manually

10 New card and device technology The Card HID iclass corporate partition proximity card Smart card chip technology built in Touchless proximity card life time warranty Magstripe, bar code, NO junk stripe The Reader HID iclass r40 proximity reader HID multi-class reader - will read any smart card Cost - $170 a reader with a lifetime warranty

11 University Data & Information System information (us) Auditing of system Accuracy of information in system Integration with other systems on campus Records not updated in our systems (photos, name changes) University affiliates, contractors, & vendor Student, staff, & faculty records (them) Housed in Banner through HR & Registrars offices Accuracy of records Verification of system database to university records Availability of university records

12 Card Redesign University Identity Followed standard set by Communications & External Relations Wanted to put it out to vote but the timeline did not allow Move from horizontal to vertical card orientation Logistics of card conversion Student ID #, issue code, barcode, magstripe encoding, etc. Placement/linkage of data on card and fields mapped out Went from 240 to 48 badge types (different types of ID s faculty, staff, affiliate, undergraduate 12, Law, MBA, etc.) Cards sent to HID to test

13 VAR Support Value Added Reseller SFI Electronics, Inc. based in Charlotte, NC with branch offices Merger with Universal Services of America from California during project Upgraded to OnGuard 09 to 10 during project Project Management Link to HID handled all card conversion programming and encoding Modified system to accommodate two active badges per record (person) Script writing for importing new active records into system to duplicate badges with access Scheduling and logistics for replacement of 620 card readers and 14,000 cards

14 Communication University Communication Initial mass to all faculty/staff without photos in system Several communication efforts by the Communication office and Deacon OneCard staff Approximately 90 departmental contacts Instructions about distribution & retrieval Project updates Confirmation of records Affiliates and Aramark Follow-up mass communication with instructional information implementation, distribution, retrieval, building changeover

15 Implementation: Scheduling & Distribution Scheduling Import of new badges into system Access assigned from old to new badges before new readers installed Building renovation projects, conferences, summer school, etc. Contractor work schedules and deadlines Decommissioned old badges after project completion Distribution We received 7,000 pre-printed cards from HID RL&H and DOC staff divided and alphabetized cards Staff hand-delivered envelopes with new cards and approval sheets Importance of returning old cards for financial reasons

16 Implementation: Student Cards Undergraduates Returning students in residence halls handed back old cards at check-in New students given cards at freshman check-in Returning off-campus students came to central office to hand in and receive new cards Graduates & Professional students New students received their cards at program orientations Returning student cards were distributed to program directors or registrars Two week window to provide old cards, they could not get their new card without giving old one back

17 Finalization & Evaluation Total project cost $235,000 provided by WFU capital budget Initial benefits Prioritization of electronic physical security on campus Easier for users Fewer card & reader failures Fewer service calls Lifetime warranty on card & reader Significantly less office traffic 1/3 of the cost of the old reader for new installation Departments are more interested in adding readers for either access or security due to the reduced cost