Asset Management - Key Control
client: Cincinnati Public Schools
markets : Education
services : in4mation

Cincinnati Public Schools has collected and maintained an inventory of over 6,000 keys in a mainframe legacy database for its 85 schools. Managing the keys inventory necessary to open and secure the facilities is a monumental job. CPS partnered with in4mation to identify a solution to manage the inventory.

Needs
  • Improve tracking and management of keys
  • Track key decisions, key cuts, and key standards
  • Convert existing legacy key databases
  • Provide easy access to the data for tracking and reporting purposes

 

Solution

Cincinnati Public schools partnered with in4mation to implement a Key Control module across the district. in4mation analyzed the existing system and developed a plan to convert the historical database, preserving valuable information.

in4mation also configured the Key module to meet the operational and reporting needs of the district, providing the following:
  • Improved accountability for distributed keys through reports that provide information on keys issued by individual, building, and key cut
  • Integration with the existing work order system to track individual key work requests, and hours and costs associated with processing key requests
  • Links from the work requests to the key inventory to allow CPS facility staff to print key authorization forms and quickly document keys issued





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Project Details:
# of keys inventoried: 7,800
# of annual key requests: 850
# of key cuts: 1,390
# of key owners: 2,340

Software:
ARCHIBUS/FM, Key Control developed by Unisource Technologies & modified by in4mation with iFM Web Interface
Location:
Cincinnati, OH


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