This document is to describe the policy and process involved in the requisition, review and approval of the computer and related accessories, and to describe the process on the disposition of obsolete and damage computer/accessories, especially, disposition of hard disk that was removed from computer or server, with an objective to make sure that business information are not released to public unintentionally.
This document is applicable to Company APR region for handling the application and disposition of computer and its related accessories.
This document is to describe the policy and process for the requisition, review and approval of the computer and IT related accessories, and also to describe the process for the disposition of obsolete and damage computer/accessories, especially, disposition of hard disk that was removed from the end-user computer or server, with an objective to make sure that business information are not released to public unintentionally.
This document will be updated and maintained by APR-ICT department as required.
The requester (or office administrator) is responsible to complete any application form and gets Department Manager’s approval.
The Department Manager is responsible to review the request and make decision base on long-term business and operation requirements, as well as budget concern.
The office administrator (with assistance by local IT helpdesk engineer) is responsible for checking computer/accessories availability, request vendor quotation (if spare equipment are not available), fill-in the IT helpdesk work request application form/system (such as iMAC system for HK & PRC), arrange for installing the equipment, and communicating to the requester on status/results of requisition.
The APR-ICT Manager is responsible for review, and approval from technical/functional point of view, while APR-FnA controller is responsible for approval base on budget point of view as well as asset write-out from finance point of view.
3.2.2 Policy & Processes of applying computer / accessories
For application of computer/accessories, we should following the local purchasing procedure, for example, fill-in “Purchase Requisition Form” for Shenzhen staff, or fill-in “Payment Request / Voucher Form” for Shanghai staff, etc. In additional, to request IT helpdesk engineer to work, we should fill-in the local IT helpdesk work request application form or system, such as iMAC system for PRC.
o Every staff member can only have one set of IT equipment, either desktop or laptop. The laptop is primarily for senior management and frequent travellers (over 50% of working time outside office), while other staff should use desktop. In general, no personal printers will be allowed.
o For desktop/laptop, Company Corporate Code Standard will be followed with respect to hardware model and software content. For printers, and other accessories, it will also follow the Company Corporate standard as published from time to time.
o Desktop/laptop will be collected back by the office administrator where the equipment is issued upon the employee leaving the company. The equipment will be recycled and allocated back to other staff. There is no assurance that every application will get new computer. However, the staff transfers to other department/location/region within Company, he/she can bring his/her old computer.
o In general, the life cycle of the desktop and laptop is 4 years and 3.5 years respectively per Company Corporate IT policy. However, this could be extended at any time upon management decision or the functional condition of the equipment.
Requester has to make request of computer/accessories to office administrator via email or phone.
Optionally, requester (or office administrator) can fill-in the “Computer and Accessories Requisition Checklist” (as appendix 8):
– Requester Details (Name, Position, Department & Phone Number)
– User Details (Name, Position, Department, & Phone number)
– Requested items
– Reasons of requisition
Requester details should only be completed if the equipment is used by some other person.
The Computer and Accessories Requisition Checklist is then submitted to Local IT helpdesk engineer or APR IT Manger to verify the availability or correctness.
220.127.116.11) Equipment Availability Verification
On receipt of the request, the office administrator verifies whether there is any existing equipment available that meets the specification of the request. In the event of equipment replacement, the office administrator (with assistance by local IT helpdesk support engineer) should:
o Check whether the existing equipment is damaged
o Check whether it can be repaired
o Find out the cost of repair vs total replacement.
If there is no existing equipment available and need to purchase, office administrator need to get a quotation from computer vendor (e.g. DELL).
18.104.22.168) Procurement review & approval
Department Functional Approval: Department Manager takes into all consideration, decides whether the requisition is necessary for the job requirement as well as the availability of optimal/cheaper alternatives.
Financial Approval: There may be chance where the application is rejected by Finance Management/Controller due to reasons such as cash flow is tight, financial condition of the organization at the time of application is not viable for such request.
Technical Approval: APR-ICT Manager will determine whether the requisition is with a correct computer configuration and a reasonable price.
22.214.171.124) Equipment/Accessories Installation
Upon receiving the equipment, office administrator would request local IT helpdesk engineer to start the machine and software installation by the local helpdesk work request application system, such as iMAC system for PRC.