Gathering Lock Audit Data

Owned by Kelly Holcomb (Unlicensed)
Last updated: Aug 27, 2024 by Lucinda Amerman
6 min read

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. 

This page will cover how to collect the data, generate reports, store those reports for analyzing, and avoid losing data.

Audit data can be collected in two ways.

  • Every time you program a lock, audit data from that lock is automatically downloaded to the HHD.
  • Plugging the HHD into a lock without programming a lock. This is much faster. Just plug in the HHD and let the locks do the rest. You will see a message telling you the HHD is downloading the audit data.

Gathering Supplies

Supplies you will need:

  • HHD
  • Autosync cable with the serial prongs
  • Programming credential
  • Room Checklist
  • 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:

  1. Open the Schlage Utility program on the HHD and login.
  2. Make sure the serial icon is showing on the lower right corner of the screen. If the USB icon is being displayed, tap the icon once and it should switch to the serial icon.
  3. Plug the prongs into the two holes on the front of the electronic lock. Make sure the prong end is facing so that the two circles on the prongs are facing upwards (almost like a little face).
  4. Now you wait while the HHD does it's thing. Several messages will appear. This is not necessarily all-inclusive but to give you a general idea:
    1. "No door data available"
    2.  The door you are plugged into will eventually pop up
    3. "Gathering Audit data"
    4. "Audit data successfully gathered"
  5. Remove the prongs from the lock and go to the next door.
  6. If something else happens, see the Troubleshooting section below.

Downloading Audit Data

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.

Troubleshooting 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

Locks have an internal clock. However, because they are battery operated, over time the clocks begin to lose time. If they are off by even as little as a minute, a message will pop up asking if you want to correct this. This is why you bring the programming credential. When this message pops up, do the following.

  1. Tap "yes". You always want to tap "yes" because if you don't, you won't be able to collect the audit data.
  2. The program will ask you to present a programming credential.
    1. Hold the fob in front of the oval shaped indentation. This is the credential reader.
    2. Hold it steadily and be patient. These locks are old and it takes awhile to recognize the credential.
    3. If it just isn't doing anything, change the angle of the front of the fob so it is pointing towards different areas of the oval but do not remove the credential from the oval.
    4. Eventually the red and green LED lights should start flashing.
  3. Tap "ok" on the screen. 
  4. The program should do it's thing and eventually it will tell you it has successfully corrected the time. 
  5. You can hit "ok" if you want or you can just wait and it will start downloading the audits.

Error message when presenting a programming credential and/or red light remains on

Anytime you see the red light remain on, it means that for some reason, the lock is in error mode and the credential reader is frozen. It's not your fault. The locks are very finicky. However, you can't program or collect audit data when this happens. The easiest fix is to just start over by doing the following steps.

  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. Unfreeze the lock by using the pass through credential to unlock the door; don't open the door or enter the room.
  3. Wait until you hear the door lock again.
  4. Plug the cable back into the lock and start over.

Generating Audit Reports

Schlage SMS will generate Audit report files. These files contain a massive amount of data. 

  • 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. 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. 

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

  • There will be many, many pages of reports. Each page is a separate file.
  • Click on the folder in the upper left corner and the program will show you the location of the reports.

  • Open an Explorer Window and follow that path. The current path does NOT match this image. The current path is: This PC> Windoes (C:)>Schlage Express>Reports

  • 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 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 "Audits current date" Example: Audits 3-26-18
  • Select the first file that says "AuditsDoorDate". 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. 

Losing Audit Data

The most common way to lose audit data 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. The program uses that number to match audit data to the lock. 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.