Organizations installing a high-end electronic access control system will most likely also be tasked with integrating the student and staff information database(s) with the new access solution. This can be an extremely challenging task, depending on the complexity of the installation, number of campuses, number of students and staff, and the tasks associated with the database.
“In some cases, we can use the database they already have and apply it to more access points,” says Aikin. “In other cases, they believe the technology has advanced so much that they look to enhance their current database and invest in incremental features and functions. That includes getting into off-campus dining and tying in [physical] access control with logical access and athletic event ticketing.”
It should be noted that campuses incorporating non-security features such as vending, off-campus dining, library services, etc. in their access credentials are now providing services that may make the institution more attractive to potential students, which may help recruitment efforts.
Because these factors are so variable and the way they interplay is so complex, CS was unable to determine an average cost or formula for this portion of the installation process. The good news is that access control manufacturers now realize their products need to be more compatible with other systems on campus, including HR and student enrollment. As a result, they have made the database integration process easier.
For the end users of an access control system, the management of the database can still be quite challenging, even if it is well designed and integrated. Corbin says that if a campus or district has a lot of people changing jobs, being terminated or being hired, managing all of this data can be quite time consuming. He estimates the database management costs for his hospital are $30,000-$40,000 per year.
“There’s a lot to it,” he says. “It’s an ongoing job. If you have a holiday coming up, you might have a lot of doors that aren’t normally locked that need to be locked. If you look at larger hospitals, they have people dedicated just to database management.”
Needless to say, this challenge also applies to K-12 districts and institutions of higher education where a quarter or more of their student population can turn over every year.
Frequency of Door Use Affects Maintenance Costs
In addition to maintaining the campus database, the lock and access control equipment itself must be maintained. It could be as simple as replacing AA or AAA batteries. Of course, if your campus has 6,000 WiFi-enabled locks that require six AA batteries be replaced twice per year, that’s a significant equipment and labor cost that must be considered.
K-12 safety expert Paul Timm of RETA Security says that mechanical locks don’t require much maintenance but reminds us that other parts of the opening can affect the lock.
“A door closer that is not adjusted properly can prevent a lock from latching and securing the door,” he says. “Settling of the building can cause the latch to not line up correctly with the strike.”
Maintenance costs also vary depending on how much a particular door is used. The price tag for repairs of a high-traffic door with access control, such as the entrance to a hospital emergency room, could be $1,500-$2,000 or more if the door structure has been damaged. The costs associated with a door that is rarely used would be much less.
ASU estimates the annual maintenance cost per door is about $33, although this amount does not take into account the costs for personnel, utilities, and network or infrastructure internal to the university.
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Additionally, it should be noted that the type of credential used (key, prox card, mag stripe card or smart card) also affects maintenance expenditures. Issuing new keys is much more expensive than reissuing lost or stolen cards, especially if the lost key is a master key, which means the campus has to change out a door’s (or group of doors’) locking mechanism. Aikin says that depending on the type of key that is lost or stolen, 25-30 percent of operational savings can be achieved if a campus uses electronic credentials.
Be Certain to Train Users, Adopt the Right Policies
As mentioned previously, it is imperative that staff be properly trained on how to use a campus’ new locks and access control system. Doing so will help address the complaints that legitimate users of the equipment might initially have about inconvenience.
Training can be very straightforward and inexpensive for a small campus with a basic locking or access system installed. Lock companies often provide training at no charge.
According to Christopher Kieta of MCG Consulting Group, larger organizations should also consider taking advantage of lock manufacturer educational offerings.
“The name-brand lock companies do a tremendous job of end user and integrator training,” he says. “If you have a large institution that wants to do their own maintenance, there are avenues for them to become factory certified and be positioned to maintain those locks properly.”
At ASU, training was negotiated up-front during negotiations with the school’s contracted access control vendor so that it is provided at no cost. The training includes:
- Two hours per each new installation for the department – estimated annually at $500
- Four hours annually for certification of departments – estimated annually at $500
- Four hours annually for technology updates – estimated annually at $500
- 30 minute bi-monthly “tips & tricks” training – estimated annually at $1,500
- Up to three people to take advanced trainings up to a Silver l
evel with the software manufacturer over the course of the term of the contract (three people at three weeks each) over five years – estimated annually at $1,800 - Travel, lodging and per-diem to be paid by the university
Going hand-in-hand with training is policy. For less-complex installations, the cost associated with updating access control/lock policies is minimal. According to Timm, for K-12 schools and districts, common policies might include:
- All unoccupied classrooms are locked and the door is closed
- Master keys are not to be taken off of the property
- For large universities, a consultant might be called in to develop a risk assessment and access policies for higher-risk areas, such as laboratories. One university spent $99,000 in 2005 for this purpose.Part two of this story, which will cover the benefit of lock and access control technology, will be published on the site on March 24.
