Create Keys Management Codes

The next step to implementing the Keys Management Solution is creating the codes you will need to track locks and keys, and create work orders for checking keys out and back in again.

If you need instructions on how to enter any of the codes discussed below, see the Setup module topics.

Asset Type

Code	Description	Escalate
L	LOCK	0 days
K	KEY	0 days

Asset Category and Sub Category Codes

You will need to create Category and Sub Category codes to be used when you create your asset records to accompany the Type codes that you created above.

Category Codes

Code	Description
L	LOCK
K	KEY

Sub Category Code Examples

Depending on the lock types and key types you have, you might want to set your Sub Category codes up differently from our examples below.

Category	Example Code	Example Description
LOCK	ELE	ELECTRIC LOCK
KEY	O	ORIGINAL

Asset Status Code

You will need to create a new Status code for keys when they are lost. This will tie into the snap-in we discuss in the Lost Keys topic.

Code	Description
LST	LOST

Asset Location Codes

Locations of Locks

If there are locations that do not have Site, Building, or Locations codes in TMS, but there are locks in those locations that you will be tracking, you will need to enter codes for those locations.

Locations of Keys

As with locks, you will enter the location of a key (where it is stored when not checked-out) in the Location field group on the key record. If the key storage location does not have corresponding Site, Building, or Location codes in TMS, you will need to create new codes for that location and any other key storage location.

Keys That Fit Multiple Locks

If you know you have keys that open more than one lock within a given building, you can create a Building code called "M-LOCK" and a Location code called "MULTI-LOCK". A more specific location will be entered in the Location Description field of a key's asset record, when you create the asset record.

The Site and Building codes that the Code Setup pop-up window requires will be the site and building tied to the location where the key opens multiple locks.

Code	Description
M-LOCK	MULTIPLE LOCKS FOR [SITE/BUILDING]
MULTI-LOCK	MULTIPLE LOCKS FOR [SITE/BUILDING]

In the examples above, [SITE/BUILDING] is the hospital campus or building you specify.

Work Order Type Code

Code	Description	Escalate
LCK	LOCK	NO

Work Order Sub Status Codes

You will need to create a new Sub Status codes for key-related work orders. The second codes listed will be used when keys are lost. This will tie into the snap-in we discuss in the Lost Keys topic.

Status	Code	Description
ACTIVE	IN	CHECKED-IN
COMPLETE	LST	LOST
COMPLETE	OUT	CHECKED-OUT

Next Step: Key Requesters

Now that you've entered all of the codes you will need to begin creating your new records, go to the Key Requesters and Owners topic.