xyz INDUSTRIES (PVT) LTD
1. Objective (i) The document outlines the provisions pertaining to laptops provided by the
Company for official use.
(i) Laptop computers provide important functionality, allowing employees to have their computing resource at hand in meetings/workplace, and those who travel on business to be maximally functional and productive while away.
(i) These procedures apply to all employees who use Company owned laptop. These individuals are hereinafter referred to as "owners."
(ii) Each owner of a Company-owned laptop is responsible for the security of that laptop, regardless of whether the laptop is used in the office, at one's place of residence, or in any other location such as a hotel, conference room, car or airport.
4. Eligibility (i) All employees of XYZ industries (Private) Limited, who are Managers or above are entitled for an official Laptop Computer, by default in lieu of Desktop Computer.
(ii) For all other executives / staff members, Laptop Computers will be allocated purely on the basis of business requirements.
(iii) For which the concerned Departmental Head will have to request and justify the need. However it is recommended that such exceptions be kept to a minimum.
(iv) Final approval of all such cases of exception will need to be given by Executive Director or Manager HR & Strategy.
(v) If Laptop computer is allotted then Desktop computer (if already allotted) will have to be returned to IT department.
(i) For employees in Manager Grade and above the entitlement would be automatic on joining the Company’s services.
(ii) In case of newly recruited eligible employee(s) (those eligible for a Laptop computer, by default), Human Resources Department will intimate IT department at least one week prior of joining of new employee to arrange a Laptop.
(i) A standard configuration and brand shall be made available. As and when need arises, this will be reviewed by IT department.
(ii) Exceptional cases and configurations viz: webcam, etc can be obtained after prior approval from Executive Director or Manager HR & Strategy.
(iii) IT department is responsible for managing all dealings with Laptop Vendors and Service Provider(s) and for recommending configuration as per need.
(iv) It is the responsibility of IT department to decide on the sourcing and configuration of the machines depending upon the requirements of the user / indenter.
7. Maintenance / Repair
(i) Any repair arising out of warranty has to be intimated to IT department in writing along with cause of such failure.
(ii) IT department will arrange repair and maintenance of all computer systems.
(i) Employee has to make sure that backup is taken at periodic intervals.
9. Laptop Usage & Security
(i) All laptops acquired for or on behalf of the company shall be deemed company property.
(ii) Each employee issued with a laptop is responsible for the security of that
laptop & related accessories, regardless of whether the laptop is used in the office, at the employee’s place of residence, or in any other location such as a hotel, conference room, car or airport etc.
10. Laptops Out of Corporate Office
(i) When an owner takes the laptop out of his/her office, he/she is expected to keep the laptop in hand or sight, or in a secure and locked location, at all times. It is the total responsibility of the owner to handle the Laptop.
11. Installation of unauthorized / illegal software (i) Employees are prohibited from installing unauthorized / illegal software on Company provided laptops.
(ii) It is also recommended that use of the laptop for personal requirements be kept to a minimum.
(iii) The owner without the prior authorization of IT department shall not install any unauthorized software like messengers, chatting software or any malicious software, which may cause problems to the functioning of the Laptop.
(iv) During the period, when the owner carries the Laptop with them the same should not be misused for the purpose of transferring data on to other storage devices.
(v) If any owner were found malpractice, he/she would be liable for disciplinary action from the organization.
(vi) No external devices to be used to copy data from the Laptop to transmit / transfer to other agencies while on work at their site unless it is absolute necessary.
12. Theft / Loss of Lap Top Computer
(i) In the event of theft, the user employee will be required to lodge an FIR with the concerned police station where the theft happened.
(ii) User will immediately inform Human Resources Department and approach IT department with a copy of FIR for further necessary action.
13. Termination of services
(i) The employee will be required to return the laptop to the IT department on termination of services with the Company.
(ii) Failure to turn in the laptop may result in withholding payments such as Full & Final settlement until the laptop is returned.
(iii) In the event of an employee absconding or any other unauthorized absenteeism, post availing the facility, the same will be deemed as offence and the Company will initiate legal action against such employee.
(i) All Laptop Computers issued to eligible employees could be considered for up gradation after a minimum period of four years of usage.
(ii) In such an event, the old Laptop will be evaluated for its functionality by IT department.
(iii) Only after it is felt that the machine needs to be replaced, considering the wear and tear and also the obsolescence, Laptop machine will be replaced.
(iv) In case it is felt by IT department that the machine needs not to be replaced immediately, subsequent evaluation for replacement will be made by the IT department every six months, thereafter.
(v) No eligible employee can claim a new Laptop as a matter of right after 4 years.
(vi) If an employee leaves the organization or his/her Laptop changed before time due to any reason, IT department will be the custodian of old Laptop and responsible for its proper maintenance.
(vii) If IT department has an old but usable Laptop under its custody, that will be provided to new employee instead of a new laptop.
(viii) In case replacement need of a Laptop arises, old but usable laptop will be provided as a replacement.
(ix) In case replacement need of Laptop arises for more than one user, old but usable laptop will be provided to junior most employee and senior(s) will get a new laptop.
15. Aged IT Assets’ Disposal Scheme for Employees
(i) This policy aims to motivate our human capital by selling the IT assets in their use to employees after the determined / programmed age.
(ii) To optimize the overall management & processes of IT assets and disposal.
(iii) This will help in cultivating sense of ownership of the assets among employees and will eventually reduce asset’s maintenance cost.
(i) All permanent employees who have completed minimum one year services with CPQ and having IT asset under their use would be eligible to benefit from this policy.
18. Policy Guidelines
(i) IT asset life will be as following or determined by IT department:
a. Laptop computers = 4 years
b. Desktop computers = 6 - 8 years
(ii) Every year market value of IT assets completing its life will be determined by IT in coordination with Finance.
(iii) Following hardware without operating system or other software would be given to employees after the asset completes its life.
b. Desktop (CPU & Monitor)
(iv) In case of RAM or Hard Disk upgrade during the life of the asset, one year will be added in the asset’s life.
(v) By the end of 4 years, if asset needs to be replaced, employees will be given an option to buy the computer in their use on “As Is” basis at 60% of current market price or 50% of book value of the asset, which ever is higher, provided there is no upgrade in RAM or HDD, as in such a case, one year will be added to the life of asset.
(vi) Asset will only be given to employees, once a replacement asset is purchased, installed, and cleared from Finance and IT.
(vii) New computer will be given to the employee for official use and Hard disk of the old computer will be formatted prior to handing over to the employee.
(viii) Employee can get only one IT asset (either notebook or desktop) in a period of four years.
(ix) Employees resigning during the period would not be eligible to buy the computer.
(x) After handing over the asset to employee, the Company will not be responsible for any repair, maintenance, or upgrade.
(xi) Any related taxes levied on the asset transfer to employees will be paid by the employees.
(i) Any exception to this policy will be approved by Executive Director or Manager HR & Strategy of XYZ Industries (Private) Limited.