After three years, replacing thousands of card readers across over 170 buildings, the first phase of AggieAccess is complete, which means all electronic access systems on the Davis campus have been updated and centralized, improving building security and creating a foundation for expanding electronic access. 

Why does AggieAccess matter? 

Beginning in 2019, departments across UC Davis collaborated to update all the existing hardware and software for disparate electronic access systems in locations across campus, consolidating all card readers and credentials under the new AggieAccess system.  

The impetus for undertaking the AggieAccess retrofit project was to improve the security and management of electronic access systems. Prior to this there were several distinct electronic access systems installed on campus and each was managed solely at the department or building level. The standardization and centralization of this system bolsters building security and improves user experience. 

“The big improvement with AggieAccess is emergency response,” explained Jeff Rott, security director for UC Davis Police. “The police can now lock any doors with card readers at moment’s notice.” 

Adding electronic access to buildings, especially the centrally managed and standardized AggieAccess, offers many benefits over traditional locks and keys.  

“Think of ring of keys — if it’s lost you need to rekey every single lock. It’s a lot of work and it takes time, during which security is comprised,” Rott explained. “In contrast, if someone loses an access card, even if the card has permission for multiple areas, the card can be deactivated instantly, and it’s all electronic.” 

The consolidation under AggieAccess also allows for one credential to be used at any location a user may need access to.  

“Before the retrofit you might have two or three or five credentials to get into all the locations you need access to,” Rott said. “Now a single credential will work and access can be added or removed as needed.” 

With AggieAccess, employees transferring departments will no longer have to go through the hassle of turning in keys or credentials and waiting for new ones. A key control manager can simply change access permissions for an employee’s existing credential for a seamless transition. 

Under AggieAccess, there’s also the added convenience of being able to utilize mobile credentials, which allows anyone to use their smartphone at a card reader in place of a physical card. The implementation of mobile credentials also has sustainability benefits, especially as AggieAccess grows, by reducing the need for plastic access cards. 

These benefits are just the beginning. 

What’s next 

“The most exciting part of finishing the retrofit is now we have the infrastructure in place to not only add electronic access to more buildings, but also add features,” said Susan Collopy, who managed the AggieAccess project under Design and Construction Management. 

The consolidation under AggieAccess also allows for improvements, like burglary alarms or alerts when a door is propped open, to be widely implemented down the line, according to Rott. 

The next phase for AggieAccess is adding electronic access systems to more buildings, with a focus on exterior doors. 

“We’re starting out with a pilot to figure out the cost and best approach for installing new access systems versus updating existing systems like we did in the first phase,” Collopy said. 

The pilot project will include three buildings and is expected to be completed by 2025, setting the stage for further expansion of AggieAccess. 

Collaboration drives success 

Even though the next phase of the project will be different from the retrofit, the AggieAccess team will still be bringing valuable experience after updating 1650 card readers. This campus-spanning work was only made possible through collaboration. 

“It’s amazing how many people were involved. So many different departments helping us get into locations, providing access, and providing information to help program our new software. Everyone was so helpful” Collopy said. 

In addition to the UC Davis Police Department and Design and Construction Management, Shared Services, Admin IT, IET, the Lock Shop and the Alarm Shop, and the Office of the University Registrar were all instrumental in completing the retrofit.  

“Not to mention, personnel in every building we worked in, key control managers, and our design consultant Catalyst Consulting and contractor 3D Technology Services,” Collopy said. 

“It’s always challenging to work in occupied buildings especially when you’re impacting access,” Collopy said, especially with a wide range of locations, many with special conditions that need to be accounted for. 

Scott Browne, who worked in the electrical shop at UC Davis for decades as the lead coordinator for door access systems before retiring, came on as inspector providing valuable insight into the existing systems.  

“He has such an institutional memory and people were comforted by his involvement,” Collopy said. “We couldn’t have done it without him.”

“I knew where everything was, everything I put in, all the hidden boxes,” Browne said. “I worked with the contractor to figure out how to get buildings done with the least amount of hassle.” 

After three years of construction and countless collaborators, AggieAccess is now operating in 174 buildings with more to come. To keep track of the growth of AggieAccess or find resources and how-to’s for using the new system, check out the AggieAccess website.