Campus Access Control System

Local Administrator Training

Jerry Crawford
gcrawford88@ufl.edu
352-273-0748
• Introduction to Access Control
• Lenel Concepts
• Lenel Administration
• Reporting
• Access and Trouble Reporting
• What makes up Campus Access
Control
• Components of Campus Access
Control
• Advantages of Access Control
• Local Administrator Role
 Software

 Computers

 Security Hardware
 The Campus Access Control
System - Software

• Allows for monitoring

LENEL OnGuard
and control
• Segmenting facilities
• Individual administrative
access
• Supports various security
hardware
• Scalable
 The Campus Access Control
System – Computer Hardware

• Server network

• Desktop computers

• Terminal Server
The Campus Access Control
System – Security Hardware

• Keypad panels

• Proximity (Prox) panels

• Door handles

• So much more
 Magnetic Stripe
• Gatorone Card-represented as a 8
digit number (xxxxxxxx)
• Shands ID Card –represented as a
10 digit number with a leading 10
(10xxxxxxxx)
 HID Proximity contactless
• Prox Card or Fob – represented as a
9 digit number with a leading 1000
(1000xxxxx)
 Access Code (PINs)
• 9 digit PIN code
 Biometrics
• Finger prints, palm prints, retinal
scanners, etc.
 It allows these devices to be electronically
monitored and controlled
 It allows departments throughout campus the
ability to grant access, monitor and secure
individual building or spaces
 It allows access to buildings and spaces to be
granted or revoked without the use of a physical
key
 It allows access to be granted using multiple types
of credentials within an adjustable scheduled time
period
 Local administrators have two main roles
 Primary Administrator - works with the
system on a day to day basis

 BackupAdministrator - works with the

system when the Primary is unavailable
or unable to provide the tasks of the
Primary Administrator role
Access Control can be broken up into three
key elements in a specific order
I. Where is this access needed?
II. When is this access needed?
III. Who needs this access?
• Readers
• Segments
• Timezones
• Holidays
• Cardholders
• Access Levels
Readers are the device at each
access controlled door that
reads a Cardholder’s
credentials
 The Access Control System uses electrified door
hardware to remotely unlock a door to enable
entry.

 The software uses the term Reader to represent

the whole access controlled entry and or exit
A group of buildings
A single building
A portion of a building
 Each segment is assigned a unique number in the
system

 ’000’ of 000-PPD Simulator is the segment ID that

the Simulator belongs too.

 As a convention the segment ‘xxx-’ number

should be used before all created descriptions
throughout the system.
Segments and reader information is how the
system determines the where element

This information is configured by the campus

Lenel system administration
 Blocks of time throughout a day in which access is
to be granted
 Times are entered using 24 hour clock standard
(military time)
 A set of six Start and End intervals that can be
used to control access
 Intervals can then be assigned one or more days
of the week
 Up to eight special events referred to by the
software as ‘Holidays’
• Doors open at 8am
• 15 minute break at 10am
where doors are closed
• At 10:15 the doors open
back up
• At noon it is lunch and the
doors close
• At 1pm (13:00) the doors
open back up until 5pm
(17:00) when the doors
close again
 Special events
 Designate specific days for events
 Christmas, Veteran’s Day, After hours office
party, etc.
PAY ATTENTION

 Holidays are applied

to entire segment
 Before creating a
holiday think of the
access
 Before creating a
holiday think of the
exceptions
 Remember the three elements of
administering access
 Where
 When
 Who
Timezones and Holidays are used to determine
when access is needed

This information is configured by you the Local

Lenel Administrator
 Cardholders

Card holders are the Who

Lenel is automatically populated with UF

information
Primary affiliations
Staff, Employee, Faculty, Student, and
Member

Note! If a person need access but is not

one of the populated types, the
department’s local HR admin or
PeopleSoft admin will need to have the
person’s primary affiliation changed to
one of the five types listed
Cardholders and badges are the Who when it
comes to access control

The Cardholder information is provided by

Peoplesoft automatically to the system.

Badges other than GatorOne Cards are manually

entered into the system by Lenel System
Administration.
 WHERE: WHEN:
Segments Timezones
Readers Holidays

ACCESS LEVELS
WHO:
Cardholder
Badges
 Access Level

First a Segment is selected

Then Readers are selected

Then a Timezone is selected

You can have multiple entries in

one Access Level
 Access Level

First a Segment is selected

Then Readers are selected

Then a Timezone is selected

You can have multiple entries in

one Access Level
 Access Level

First a Segment is selected

Then Readers are selected

Then a Timezone is selected

You can have multiple entries in

one Access Level
• Accessing the System
• Creating Timezones
• Creating Access Levels
• Assigning Access Levels
• Creating Holidays
Once the icons appear on the screen, select the System
Administration icon

Use the laptop username BA-PPD-xxxM and the password is

123456789
Read the Authorization warning and click ‘Yes’

Select Access All segment assignments and click ‘OK’

Select the Timezones tab
Always:

Never:
Create a Timezone with the intention to unlock a door from
8am till 5pm or 08:00 till 17:00 in the 24 hour format
To begin we select ‘Add’ from the bottom of the Timezones
form and then select the simulator for the Segment
Membership

Enter a time zone name proceeded by the laptop number and a

dash, in this case ‘XXX-PPD Admin Building 8am till 5pm M-F’
will be used
Enter the start and end time in 24 hour format and place
checks in the days of the week except Sunday and Saturday

24 hour format
Monday through Friday

Click ‘Ok’ when finished to save

Some Timezones are created that are utilized in creating access
levels.
These Timezones contain “Access Level” in their descriptive title so
they are easier to locate and identify in the system.

“000-Access Level – PPD Staff Administration Building 8am-5pm M-

F”

NOTE: We are not creating the actual access level, we are

only creating a Timezone that we will later utilize in
creating an access level.

The next example, has an access level created to provide access to

Staff and a second access level to provide access to Students. Both
should enable access from 7:30am till 6:00pm, Monday through
Friday
Create a Timezone that we will use for the Access Level for
staff.
To begin we select ‘Add’ from the bottom of the Timezones
form and then select the simulator for the Segment
Membership

Enter a Timezone name proceeded by the laptop number and a

dash, in this case ‘XXX-Access Level - PPD Staff Admin Building
7:30am till 6pm M-F’ will be used
Create a Timezone that we will use for the Access Level for
student.
To begin we select ‘Add’ from the bottom of the Timezones
form and then select the simulator for the Segment
Membership

Enter a Timezone name proceeded by the laptop number and a

dash, in this case ‘XXX-Access Level - PPD Student Admin
Building 7:30am till 6pm M-F’ will be used
Looking at the ‘Timezone/Reader Modes’ tab

Because of software limitations, Timezones created to control

entries/doors will need to be linked to the door by PPD-ITS
The name of entries/doors controlled by the access system can
be found on the Readers and Doors form located under the
‘Access Control’ dropdown

List of doors in
the system
 WHERE:
WHEN:
Segments
Timezones
Readers

ACCESS LEVELS
To create a new Access Level, select ‘Add’ at the bottom of the
screen
Select the Simulator Segment
Create a name for the Access Level that will describe the use or
group that will be using it.
In this example, the access level will be used by student
assistants so the name description should be ’XXX-PPD Student
Assistants’

Start by placing a red check on the reader icon

placing a red check on the timezone icon

and clicking the assignment arrow

Once assigned, the door and
timezone should be visible in
the right side of the screen

This can also be done

for multiple readers
by checking more
then one

Note! Multiple doors cannot be selected at once if they will be using different
timezones to control their accessible hours
Create another Access Level for Staff and utilize the Staff
Timezone we created earlier.
The list of created access levels will now be displayed on the
left side access levels form
Elevator control levels can be modified or added by selecting
the ‘Elevator Control’ tab at the top of the access levels form
In this example, the elevator control level ties the default
‘Always’ time zone to the first floor elevator in-cab button

Copy the ‘Output’ and ‘Floor’ value

from the right box to the ‘Assign To
Elevator Control Level’ attributes

Place a red check on the ’00-Access

Level-PPD Staff 7:30am till 6pm M-F’

Click assign

Click ‘OK’ to save

 WHERE:
WHEN:
Segments
Timezones
Readers

ACCESS LEVELS
WHO:
Cardholder
Badges
From the cardholder form select the ‘Access Levels’ tab and
click search at the bottom of the form

The most efficient and effective search field to use is the

‘Badge ID’ field because this field corresponds to the UFID
number and is unique to each individual cardholder
Search for yourself using your UFID

Enter your UFID in the Badge ID

text box click ‘OK’

It is always important to verify the

person’s name matches the one provided
to verify you will be assigning the correct
cardholder access
Back on the ‘Access levels’ tab any of the other cards can be
selected by clicking on the card number from the dropdown

click on the additional card number

And the selected

card’s access will
be displayed
In the following example, access to one of the created access
levels will be assigned
Select your Badge listed and then click the ‘Modify’ button

All segment specific

assignable access
levels will be
displayed
Once the proper access level is determined

Place a red check on

the access level icon
next to the desired
access level

Next select the

‘Activate Dates…’
button
This prompt will allow the setting of activation
and deactivation dates of any ‘red checked’
access levels
with the correct access level red
checked. Click on the deactivation
dates upside down triangle to display a
calendar

If a deactivation date is not known or

not needed, uncheck the checkmark
preceding the ‘Deactivation Date’ date
You have now been assigned access to the access level that you
created and can use your card within the timezone set by this
access level to temporarily unlocked the doors configured.
To quickly review what entries/doors each access level is
assigned, highlight an access level

Right click and select

‘Level Definition…’

A quick access level

description will be
displayed
 WHERE:
WHEN:
Segments
Timezones
Readers

ACCESS LEVELS
WHO:
Cardholder
Badges
• Creating Christmas 2014
• Click on Simulator
Segment
• Provide Name – For
training name it your
Laptop followed by
Christmas Day (EX: XXX-
Christmas Day)
• Select the Type – For
training we are using Type
1 which is generally “All
day”
• Find the day on the
Calendar for Start Date
• Duration is 1 day
• Remember it is important when working with holidays to
check your Timezones to verify impact.

• A ‘Holiday’ or special event can be defined as a day or days

when something different from the regular schedule needs
to happen

• Holidays can be any day or days of the year and are defined
by the selection of first day and then number of total days
of holiday, referred to as duration
Examine our current Timezones to evaluate how the
Holiday may affect access
If we desire to allow
access we can
perform this in
different ways.

Place a checkmark in
the Holiday Type
that matches with
the Holiday we are
working on

Create a new Access

Level for the Holiday

Add an additional
Interval to the
Timezone for the
Holiday
Examine our current Timezones to evaluate how the
Holiday may affect access
If we desire to allow
access we can
perform this in
different ways.

Place a checkmark in
the Holiday Type
that matches with
the Holiday we are
working on

Create a new Access

Level for the Holiday

Add an additional
Interval to the
Timezone for the
Holiday
Holidays focus on the Date not the day of the week

Holidays
are all day
events that
are
focused on
the date of
the event
and not
the day of
the week
Used to repeat the same
event over multiple
consecutive days.

Whatever access you

configure for day 1, applies
to each consecutive days as
well.
• Access Activity Report
• Card Holder Membership
Report
• Door Activity Report
The campus access control system offers the ability to run
multiple reports on a variety of information collected by the
system.

The most commonly requested reports are

 Access activity of cardholders
 Access level cardholder membership
 Door activity reports
Cardholder access activity and access level cardholder membership
can be generated by searching from the Cardholder form Access Level
tab.

First example - Searching for access activity for your GatorID

Once the cardholder is found,

Select the ‘Report’ tab

and place a red check
on the report needed

Make sure the

‘limit report to
current search’
check box is
selected

Click ‘Print’ to
start report
generation
At the ‘Print Report Options’, use the default and click ‘OK’
button

The selected report can

now be reviewed
Next example, searching cardholders assigned to a access level

The search type

dropdown can
be used when
multiple access
levels are searched

Place a red
check on the
access level
needed and
click ‘OK’
Once a list of cardholders that were a part of the selected access level
is created, select the ‘Reports’ tab

1227 cardholders
were found assigned
the selected access
level
Once in the reports tab

Place a red
check on the
desired
report and
click ‘Print’
At the ‘Print Report Options’, use the default and click ‘OK’
button

The selected report can

now be reviewed
 Door activity reports can be generated by going to the
‘Administration’ dropdown , selecting ‘Reports…’ and selecting
the ‘Reader Reports’ tab

Place a red check on the need

report

Place a red check on the reader

Filters for Date, time and a
cardholder are also available

Click ‘Print’ when finished

At the ‘Print Report Options’, you can select Export Directly to a
File. Or Once the report is generated the export to file icon is
in the upper left hand corner of the report.
Becoming a Local Administrator
Connecting to the Server
Contacting Lenel System Administration
 To become a local administrator, the will need to
visit https://share.ppd.ufl.edu/Lenel/default.aspx

 Click on ‘Request access’ and PPD-ITS will grant

access to the Lenel SharePoint site
 Attend the training, then fill out the Admin
Registration and AUP (acceptable use policy)
forms
 Contains generic
contact information
 UFID
 Gatorlink UserID
 Computer Name
 Computer Reserved
IP Address
 Read it

 Put checks in the check

box

 Submit it
 Access to the system is
provided via remote
desktop server

 Start/All
Programs/Accessories
Open a Remote Desktop Connection on the
registered machine you will be using and that was
included on the Admin Registration form.
Use BA-NET-055B as the computer that you will
connect to.
Enter Peoplesoft/ Gatorlink username and
password
Expand Show Options

Click on Save As
Rename the file to one you
will recognize like “Lenel”

Navigate to your Desktop

(click on Desktop on the
left hand side)

Click Save
 Contacting Lenel System
Administration
Open browser and navigate to: https://share.ppd.edu/Lenel/default.aspx
 Contacting Lenel System
Administration
Click on OnGuard SSR

Filling out the form

 Ensure your full name is listed
 Provide contact phone
 Provide email address
 Select the most applicable Category and
Request/Issue
 Ensure you provide as much detailed information as
possible. UFID’s AND Names…remember we like to
cross reference.
 If you are having an issue with a reader provide as
much detail as possible about the reader and what it
is or is not doing.
 If you have screenshots or supporting documents
you can attach them…please note that in the Ticket
Info.