When first loading the ICS Key Management Website administrators will be taken to a log in screen. Once logged the home page will be displayed. The home page has several menu options available. It also shows currently Approved Requests and Pending Requests.

The Key Management system can perform any of the following tasks:

• Request a key (or keys) - redirects to User Documentation
• Identify a lost key - redirects to User Documentation
• Manage open key requests
• Process a returned key (or keys)
• Search for a specific key or person
• Manage key inventory
• Manage administrator users
• Edit application configuration - contact info, key policy, etc…

There are two parts to the key management system; the Key Box and the Key Request. The Key Box is used to track which keys have access to which rooms and buildings. The Key Request is used to assign keys to people. The Key Request is also used to track returned keys.

In the Key Management system, a serial number represents an individual physical key. Each serial number has a unique key number. A key number is associated with at least one room and building. A Key number may be associated with multiple buildings or rooms, but must be associated with at least one building or room.

Buildings, Rooms, and Key numbers are defined in the system. Then key numbers are associated with buildings and rooms. Once a key number is set up, serial numbers are created and linked to it. A Serial number can only have one key number.

Once the serial number is created and linked to a key number, the serial number is assigned to the Key Box. The Serial number now represents a physical key. A Key Request can be used to assign the Serial number from the Key Box to an individual. The Key Request is also used when the key is returned.

In the Key Management system a Key Request represents a person. If someone needs a key they will fill out a Key Request. That Key Request will be used to track possession of the key. It will also be used to track if the key is lost or returned.

The Key Request will have information about the person making the request, as well as a list of keys they requested. It also includes supervisor approval and any deposits related to issued keys. The list of keys in the Request can be modified over time as keys are lost or returned.

A single person may have multiple Key Requests, but usually they only have one.