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Overview

Electronic locks record every time a credential is used to open the lock. Schlage SMS Express refers to this data as "audits". The data can then be used to generate reports through Schlage SMS Express and analyzed in Excel. Because the Grad Commons reports are HTML format, it is possible to read the raw data in the reports as well, but it is tedious. That is why we use Excel and Pivot Charts to analyze the data from the  research rooms to enforce minimum usage policies. 

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• HHD
• Autosync cable with the serial prongs
• Programming credential
• Room ChecklistMaster
• Key card for research rooms. (You will NOT be entering the rooms though.)Pass through credential

Collecting Audit Data

Of all the processes required to manage electronic locks, collecting audit data is probably the most automated. To collect the data:

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After you have collected the data, it needs to be downloaded onto the computer. 

• If the Schlage Utility Program is still running, close it before doing anything else by clicking "ok" in the upper right corner of the screen.
• Plug the HHD into the computer. Make sure it is turned on and active.
• Also plug it into the AC adaptor cable so that it can charge it's battery.
• Open the Windows Mobile Device Utility.
• The HHD should automatically sync. If it doesn't, you may have to unplug the HHD and try again.
• Allow the HHD to sync the files to the computer using Windows Mobile Device Utility.
• That's it. That's all you have to do. 

Troubleshooting When Collecting Audit DataTroubleshooting When Collecting Audit Data

"Audit report already exists. Overwrite existing report?"

The answer is no. Always no at first. It's a pain but take the HHD to the computer and download the data. Then go back to pulling audits. If you get the message again after syncing the HHD with the computer, then you can override the report.

Date/Time doesn't match HHD message

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1. Remove the cable from the lock. The HHD will take a moment or two to realize you've pulled the plug but that's okay.
2. Use the master key card Unfreeze the lock by using the pass through credential to unlock the door. But ; don't open the door . You aren't entering or enter the room. You are just unfreezing the lock.
3. The master key card is a "pass through" credential. This means it will work even when the lock is frozen
4. Wait until you hear the door lock again.
5. Plug the cable back into the lock and start over.

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• Open Schlage SMS Express.
• Make sure you are in the correct facility file by opening the facility you want to work with.
• Click "Audits" from the menu across the top of the window. Choose Door/Date.
  

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• There is a good chance the program will freeze during this process. Just give it time. It is processing a lot of data and it may take as long as 10 minutes before the program unfreezes.You will probably get a spinning wheel. It may take several minutes for the cursor to return. Don't panic. Just be patient.
• Once the cursor returns, choose Door/Date. 
  
  

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• Once the reports are generated, a window will pop-up like this.

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• Open an Explorer Window and follow that path. The current path : Computer<OS Disk does NOT match this image. The current path is: This PC> Windoes (C:)>Program files (x86)>Schlage>Schlage Express

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• Do not open the "Reports" folder. If you do, the folder will appear empty. You must do one more step first.
• Notice how the Reports folder is faded? Click "Compatability files" on the bar near the top of the pane. The window will then change in appearance.
• >Schlage Express>Reports

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• Now click on the Reports folder. It will look something like this except the files will say "AuditsDoorDate" instead of "Access by Door".

• Open a 2nd Explorer window and find your flash drive. navigate to Shared Drive<Library Spaces Planning & Management<Rooms<Grad Commons<Research Room Audits<"Current Year" Audit Data
• Create a new folder on your flash drive that says "Reports Audits current date" Example: Reports Audits 3-26-18
• Select the first file that says "Access by DoorAuditsDoorDate". Then, while holding down the "Ctrl" button, scroll down until you find the last file labeled Access by Door and click it. This should select all of the files. 
• Drag all of those files into the folder you just created on your flash drive.Eject the flash drive from the computer. Connect the flash drive to a networked computer. Open the Shared Drive. You will drag the folder from your flash drive to the shared drive.
• Save the folder at Shared Drive<LEAD<Circulation<Rooms<Research Room Audits.

Losing Audit Data

Unfortunately, it is very easy The most common way to lose audit data . Especially if you transfer the Schlage SMS Express software from one computer to another.

Here are some overarching issues with audits:

If you transfer the program from one computer to another, you'll need to get the audit files from the doors before you switch the database file (you don't have to program the doors, just get the audit files, which is a bit faster), then transfer the program, and then program all the doors. Generate files for all the doors that you need data from. Click on Generate Program Files and then click on Show all doors and then select the desired doors.  

You have to program all the doors again is to transfer SMS to a new computer without producing a final audit report before the transfer. This is because the computer that has the program installed assigns a unique number to the lock and that's what it uses . The program uses that number to match the audit data to the lock. It will assign each lock a new number when you program 

If you program the lock, it will delete the audit data from the lock and it can't be retrieved again.

Here is how you lose data:

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Program the lock

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Don't produce the audit report

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Generate files

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To avoid this, be sure to take a couple steps before transferring the software.

• Pull audit data from all the doors.
• Download the data and create a final audit report

Once you install the software on a new computer, generate program files for all the doors. As you program the doors, it will assign a new lock number to each door. Now you should be able to gather audit data moving forward.