Hardware Allocation SOP 2024

Version 2.0 [Effective1st Jan 2024]

Hardware Allocation SOP 2024

This SOP document provides the guidelines for the purchase of hardware and software for all members of the McKinley Rice Community.

Basic Hardware:

1. A standard Windows device is allocated to all full-time members of McKinley Rice as per requirement and job roles & responsibilities, within 5 working days, once a request is made. All full-time interns who are working from the office locations can request a device post 1 month of internship. This does not apply to remote internships.
2. The Talent Culture team will prioritize these hardware requests made during the New-Hire Orientation (NHO) meeting and take the necessary prompt action as per whether a device is needed on Day 1 or later as per the candidate’s discretion.
3. A standard timeline of 5 working days is followed in case an existing member requests the same.
4. Short-term assignments may happen in a case-to-case manner in case of repairs to fill immediate gaps.
5. All new hiring requests must additionally have the required device configuration stated in the Request Template for streamlining the allocation if a requirement arises on Day 1 post reconfirming with the Chief Technology Consultant.
6. We do not dismiss any request received for devices however, the device is allocated only once a member makes a request and is not allocated as a default to all members upon joining on Day 1

Additional Hardware:

1. Any additional hardware such as mobiles, monitors, CPU, anything similar (excluding keyboard & mouse) or a Mac device must be approved by the respective employer before the purchase or an allocation.
2. Such a request must be raised to the assigned GMC i.e. the Global Management Consultant who would get approval from the Employer on the request before execution by the community POC. No ADHOC requests from any member directly will be entertained.

Important Note:

1. All the company-purchased hardware details should be updated on the Community’s Resource Portal (CRP) with an undertaking from the member to whom it has been allotted. (refer to ‘Undertaking of Devices’ below)
2. All new requests by existing members must also be submitted via CRP. As stated above a standard timeline of 5 days will be adhered to close the allocation.

Purchase of Software:

1. Common tools and software: All members of McKinley Rice will be able to access:

• Slack: McKinley’s official messenger for all members
• Google Suite: For Emails, Drive Storage, and Video calls through Google Meets
• SumHR: The HRMS Portal for attendance and leaves, policies, grievances, raising requests, Wi-Fi Reimbursements, etc

Documentation:

1. All McKinley Rice members will have access to the Community’s Resource Portal (CRP), through which anyone can place a request for a device from the Device Catalog which will be live on the Portal.
2. Once a device is duly received by a member, they will have to provide an online undertaking on the CRP to confirm that they have received it in mint condition and, if so required, point out any damages, which should be identified and repaired before use.
3. The undertaking would be required for ALL hardware and software provided by the Community, irrespective of it being classified as basic or additional.
4. On receiving the device in the specific community, it is the Community Head’s responsibility to preserve and store all the documents, and manuals, that come along with the device.

Repair of Devices

1. In case of any unavoidable degradation, or service required for the device, a member should contact their Community Head to initiate the process.
2. While the device is undergoing repair, a temporary device would be provided to the member along with the timeline of repair to ensure the planned work is not affected.
3. If any damage is highlighted by a member due to any form of carelessness, the same will be recovered from the member itself post-repair.
4. In case a member experiences technical difficulty while working from home (not at the office premises), below must be followed as best suitable for that particular situation:
5. The member returns to the office location in the next 24 hours for the Community POC to take care of an alternative.
6. If Point no i is not possible, the member must either use their own personal device for the time being or get the company device checked/repaired as required to handle the situation effectively at that point in time. Before any repair takes place, the community POC must be informed of the approval.
7. Both ways under no circumstances, should work be affected because of the same.

Inadequate hardware should never be the cause of your work being hampered.