Electronic Key Ordering For KMS v2.x

Contents About this Manual ........................................................................................................................................ 3

Purpose ..................................................................................................................................................... 3

Audience ................................................................................................................................................... 3

Special Considerations for X-Domain Groups ........................................................................................... 3

Versions & Relevance................................................................................................................................ 3

Associate Key Control Coordinators (AKCC) ................................................................................................. 4

Creating Order Requests ........................................................................................................................... 4

Key Control Coordinators (KCC) .................................................................................................................... 8

Managing AKCC Order Requests ............................................................................................................... 8

To review pending requests from your AKCCs ..................................................................................... 8

To reject an AKCC’s order request ........................................................................................................ 8

Ordering Keys .......................................................................................................................................... 12

University Key Stewards ............................................................................................................................. 16

Managing X-Domain Order Requests ..................................................................................................... 16

Authorization Requests ........................................................................................................................... 16

Implementers .............................................................................................................................................. 19

Fulfilling Key Orders ................................................................................................................................ 19

About this Manual

Purpose As of version 2.8 of the centralized Key Management System (KMS) will begin accepting key orders electronically via a new module known simply as the Electronic Key Ordering System (or EKO). This new tool is available within KMS via the new tab labelled, “Key Orders”.

Audience This manual is aimed at current users of the centralized Key Management System (KMS v2.x); specifically, those users involved in any way with the key ordering process. AKCCs, KCCs, University Key Stewards, and lock shop Implementers will each find information relevant to their particular role within these pages.

Special Considerations for X-Domain Groups Those operating within KMS v2.x from the context of a X-Domain Group, are for all intents and purposes, essentially AKCCs and should observe that section of this manual. The chief difference is that X-Domain AKCCs do not report to a single KCC, thus orders they create will be routed through the University Key Steward for authorization purposes.

Versions & Relevance This manual is relevant beginning with KMS v2.7 through KMS v2.8.x

Associate Key Control Coordinators (AKCC) As an AKCC, you may build a shopping cart of key that have managerial access to. This cart may then be sent to your KCC who will either reject the order or approve process it for you. Once you submit an order request, you will be key apprised of the status of the order until it has been completed. Please note that Order Requests are not Key Orders. Requests are simply that, requests for an order to be created; nothing has been submitted to the lock shop at this point. The order number will be prefixed with an ‘R’ to indicate the request status. This ‘R’ will be removed once the request is processed and turned into an order to be fulfilled by the lock shop.

Creating Order Requests

• Log into KMS • Browse to the Key Management Tab labelled 'Keys' • Click the link labelled 'Manage Keys'

• Filter for the keys you wish to order • Select the keys you wish to order by clicking the checkbox • Click the button marked 'Order Keys' • Note one line entry per unique profile

• Select a quantity • Click 'Continue'

• You can now define the key stamp value which, by standard, will initially be equal to the key’s profile’s keyset value.

• You can add an extra string to the keyset by typing it here in the extra box • Leave the extra field blank if you are ok with just the keyset value as the stamp. • Click 'Continue' to move forward • Click 'Previous' if you need to go back to the beginning

• You will then be presented with a summary of your request • This is your last chance to go back to make changes by clicking 'Previous' • Leave the extra field blank if you are ok with just the keyset value as the stamp. • Click 'Submit' once you are satisfied

At this point you should be presented with a Request Number; save this for future reference. A copy of this information will also be sent to your Cornell email address. You will receive periodic status updates, regarding your request, in your email

NOTE: When building your request, you can close the window and change the KMS filters to find additional keys; then select the new keys and click 'View Order' to add the new keys to the existing order.

Key Control Coordinators (KCC) As a KCC, you may utilize the EKO system to submit orders directly to the University Lock Shops. Additionally, your AKCC’s may also build an order which they can then submit to you for processing. You’ll still need to file a key order, but the AKCC can build the shopping cart for you and send it along for approval.

Managing AKCC Order Requests

To review pending requests from your AKCCs:

1. Log into KMS 2. Browse to the 'Key Orders' Tab 3. Click the menu item 'AKCC Requests'

To reject an AKCC’s order request:

1. Select a request by setting the appropriate check box 2. Click the button labelled ‘Reject’ 3. Type in a reason for your decision 4. Set the check box for “CC other KCCs in your group” if you want the resulting notice to be shared 5. Click the button labelled 'Reject Request'

To approve an AKCC’s request and transform the request into an order:

1. Select a request by setting the appropriate check box 2. Click the button labelled ‘Approve’ 3. If desired, you may include an optional message to be delivered to the AKCC when the

approval notice is sent. 4. Click the button labelled ‘Approve Request’

5. You should now see a confirmation of the requests status

6. Click the button labelled ‘Order Keys’ to export the request to the Order Form

7. If desired, you may include an optional message to be delivered to the AKCC when the approval notice is sent.

8. Click the button labelled ‘Approve Request’

9. With the request now in the order form, you may add or remove keys from the order. 10. Select a Department 11. Enter a valid Maximo Service Request number 12. Include any special instructions (Note that if the keys should be delivered to someone other

than yourself, this is where you tell the lock shop).

13. If nothing is flagged as needing review, you will be presented with a confirmation screen such as the following…

14. Otherwise, if something in your order is flagged, you will be asked to provide justification for your request

15. Provide a reason for your request 16. Click 'Continue' 17. You’ll then be asked to review the full order 18. Click 'Submit' 19. If the order had been flagged, it will be sent to the Key Steward for approval, otherwise it

will be sent directly to the Lock Shop for fulfillment.

Ordering Keys

1. Log into KMS 2. Browse to the 'Keys' Tab 3. Click the menu item 'Manage Keys'

5. Filter for the keys you wish to order 6. Select the keys you wish to order by clicking the checkbox 7. Click the button marked Order Keys

Note: you should only see one line per unique profile

8. Select the desired quantity 9. Click 'Continue'

10. You may now define the key stamp value which, by standard, will initially be equal to the key’s profile’s keyset value. 11. You may add an extra string to the keyset by typing it here in the 'extra' box (ex: if you typed “MyData”, the final key stamp would be “AJ-MyData”) 12. Leave the 'extra' field blank if you are ok with just the keyset value as the stamp 13. Click 'Continue' 14. Click 'Previous' if you need to go back to the beginning

17. At this point you should now be presented with a review of your order 18. Click 'Previous' to make changes 19. Click 'Submit' to export your cart to the Order Form

20. With the request now in the order form, you may add or remove keys from the order. 21. Select a Department 22. Enter a valid Maximo Service Request number 23. Include any special instructions (Note that if the keys should be delivered to someone other

than yourself, this is where you tell the lock shop).

24. If nothing is flagged as needing review, you will be presented with a confirmation screen such as the following…

25. Otherwise, if something in your order is flagged, you will be asked to provide justification for your request

26. Provide a reason for your request 27. Click 'Continue' 28. You’ll then be asked to review the full order 29. Click 'Submit' 30. If the order had been flagged, it will be sent to the Key Steward for approval, otherwise it will

be sent directly to the Lock Shop for fulfillment.

University Key Stewards The Stewards, while ultimately fulfilling a greater responsibility to keys on campus also serve as the KCC for all X-Domain groups. Thus, the Stewards serve two purposes within the context of KMS v2: They will receive and process orders from X-Domain groups (just as a KCC would) and they also authorize key orders that are flagged for review for various reasons.

Managing X-Domain Order Requests

For a number of reasons related to university policy, the Key Steward assumes KCC responsibilities for keys which exist outside of any clear line of ownership. As X-Domain groups are essentially key groups, their members are effectively AKCCs who will need to request key orders as opposed to simply submitting orders.

Please refer to the KCC documentation for Managing AKCC Order Requests; it’s the same for Stewards as it is for KCCs.

Authorization Requests

A Steward's second responsibility (aside from managing X-Domain groups) is to review and authorize key orders that meet certain auditable criteria (currently grandmaster and higher as well as unidentified profiles).

• Log in to KMS • Select the Tab 'Key Orders' • Click the link, 'Pending Orders' • Select a check box next to an order which is in the “Steward review pending” state • Click the button labelled “Review” which is located in the bottom-right hand corner of

the main display

• The order will load in a dialogue

• Note that the order will show you only those parts of the order which have been flagged

• The order should attempt to explain to you why it flagged the particular line item

• Note that you may delete line items and still approve the rest of the order

• Click the button labelled “Review” which is located in the bottom-right hand corner of the main display

• Whether you approve or reject the order, you will be sent to the following screen for you to enter any notes to be delivered to the requestors

• For approved orders, this step is optional but is a good place to inform the requestor why you removed a line item prior to approving the order

• For rejected orders, you must complete this section to explain your decision to the requestor

• At this point, if approved the order is sent to the Lock Shop for fulfillment. If denied, a notice is sent back to the requestor.

Implementers

Fulfilling Key Orders

• Log in to KMS • Select the Tab 'Key Orders' • Click the link, 'Pending Orders' • Select an order that is in the “Awaiting Fulfillment” state • Click the button labelled “Fulfill” which is located in the bottom-right hand corner of the

main display With the order opened, note a couple of things:

• The instructions section will often include special instructions such as who to deliver the keys to (it won’t always be the person placing the order).

• Incomplete profiles must be completed by you before you will be able to proceed past this first page.

• The profiles must exist in KMS, so you may have to close the order and proceed with creating a new profile before you will be able to fulfill this request.

• Once you Click 'Continue', you’ll need to identify the group in which to store the new KMS records

• Once you Click 'Continue', you will have an opportunity to supply drop-shipping information *Note: If you were asked to ship the keys to someone other than the original requestor, type in their Cornell Net-id. At the same time you may wish to add a note to send back to the person that placed the order. If you are not intending to send the keys to anyone other than the original requestor, then you may skip past this page.

• Moving forward will bring you to a final confirmation.

Now that the order has been processed, you will be provided with a table of information informing you of just what key records were created in KMS.

This table includes sequence numbers and key stamps for physically stamping the key instances.

This information will also be e-mailed to the person expecting delivery and CC’d to the Implementer that fulfilled the order.