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Home My WebLink About250-14POLICY & PROCEDURE S bject: PROCUREMENT, MANAGEMENT, AND Index: Finance &Information Services USAGE OF CELL PHONES, PDA's, PAGERS, Number: 250-14 AND OTHER PERSONAL ELECTRONIC DEVICES Effective Date Supersedes Page Staff Contact Approved By 12/06/2004 N/A 1 of 5 Victoria Runkle % `^''''` 1.0 PURPOSE: To establish a Citywide policy and procedure that assigns central management responsibility, and assigns responsibilities to each departmenddivision regarding procurement and use of cell phones, PDA's, pagers, and other personal electronic devices. This includes maintenance contracts, usage tracking, equipment maintenance, purchase order processing, procurement of operating supplies, and equipment usage. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions. 3.0 REFERENCES: N/A 4.0 POLICY: It is the policy of the City of Renton to centrally control the purchase, lease, or rent of all cell phones, PDA's, pagers, and other personal electronic devices based on the needs of departments/divisions. It is also the policy of the City of Renton to centrally manage and control the negotiation and approval of all maintenance contracts on all cell phones, PDA's, pagers, and other personal electronic devices. The Information Services Division of the Finance IS Department is assigned the central management and control responsibilities. No City department/division is allowed to individually contract, purchase, lease, rent, or obtain a cell phone, PDA, pager, and other personal electronic device that is not negotiated and procured through the central process that is controlled and managed by the IS Division. It is necessary to control and standardize the cell phones, PDA's, pagers, and other personal electronic devices that are used by City staff to insure that the City obtains the best government pricing and service levels available. Policy: 250-14 Page 2 5.0 DEFINITIONS: 5.1 Cell Phone. A cell phone is defined as equipment capable of wireless voice communication using any commercial, governmental, or private network service. 5.2 PDA. A PDA (Personal Digital Assistant) is defined as equipment capable of providing mobile electronic data access such as email using wireless technology or computer work station attachment. A PDA may also provide personal calendaring, address book, calculator, etc., functionality. 5.3 Pager. A pager is defined as equipment capable of receiving and sending digital text messages, alarm notifications, etc. 5.4 Other Personal Electronic Device. This broad category includes any device used for personal productivity that connects to the City's networking system, commercial, or private telecommunications carrier. 5.5 Designated Department/Division Staff. For the purpose of this policy, designated department/division staff are persons in each department/division that are assigned by their departmentldivision management to take care of maintenance, supplies, taking and reporting usage counts, obtaining required supplies, processing invoices for payment, and other related duties. 5.6 IS Division. For the purpose of this policy, the IS Division is the Information Services Division of the Finance &Infortnation Services Department. Contact the IS Help Desk at 425.430.6870. 5.7 Staff. For the purpose of this policy, staff ineans the "designated department/division staff' as defined under 5.5 of this section. 6.0 PROCEDURE: 6.1 Information Services Division's (IS Division) Responsibilities: 6.1.1 The IS Division oversees and manages this policy and procedure. The IS Division is responsible for centralized management and control of the purchase, lease, or rental of cell phones, PDA's, pagers, other personal electronic devices, and maintenance contracts for the City of Renton. Policy: 250-14 Page 3 6.1.2 The IS Division is responsible for maintaining a record of all cell phones, PDA's, pagers, and other personal electronic devices within the City. The record includes the make, model, serial number, purchase information, and other identification data. The IS Division uses this data to identify equipment assets and equipment that needs to be upgraded or downgraded. When requested by the IS Division, specific information (serial numbers, model numbers, etc.) on cell phones, PDA's, pagers, and other personal electronic devices will be provided to the IS Division by designated department/division staff. 6.1.3 It is the sole responsibility of the IS Division to contact vendors of cell phones, PDA's, pagers, and other personal electronic devices to identify desired equipment and negotiate for its purchase, lease, or rental. 6.1.4. It is the sole responsibility of the IS Division to identify and negotiate maintenance agreements for purchased, leased, or rented cell phones, PDA's, pagers, and other personal electronic devices. 6.2 DepartmentlDivision Management Responsibilities: 6.2.1 Responsible for identifying the staff inember(s) that will work with the IS Division regarding the department requirements for cell phones, PDA's, pagers, and other personal electronic devices. 6.2.2 It is the responsibility of department/division management to assign a support staff inember(s) to the responsibility of overseeing and managing the record keeping that is required to assist the IS Division in tracking and maintaining every cell phone, PDA, pager, and other personal electronic device within the department andlor division. 6.3 Designated Department/Division Staff Responsibilities: 6.3.1 Designated department/division staff shall assure that all supplies required by cell phones, PDA's, pagers, and other personal electronic devices that are under their responsibility, are in stock and available for their equipment. Maintaining supply stock assures that cell phones, PDA's, pagers, and other personal electronic devices stay in full operation. Staff shall contact the IS Division for procurement, or instructions on how to procure, spare/replacement batteries, holders, cases, or other supplies. 6.3.2 Designated department/division staff shall place all needed service calls for the assigned equipment through the IS Division. All maintenance or repair service calls must be handled in accordance with the maintenance contract between the City and the vendor for that equipment. Policy: 250-14 Page 4 6.3.3 It is the responsibility of designated departmenddivision staff to process for payment, through the purchase order process, the monthly invoices for all cell phones, PDA's, pagers, and other personal electronic devices within their respective departmenddivision. Costs under the policy will be paid by the departmentldivision using the equipment. 6.4 Usage of Cell Phones,PDA's, Pagers, and Other Personal Electronic Devices: 6.4.1 It is the responsibility of every City employee using cell phones, PDA's, pagers, and other personal electronic devices to limit their usage to City business. 6.4.2 It is the responsibility of the IS Division to assure the most cost effective service plans based on usage. 6.4.3 Employees must reimburse the City for their personal use of City-owned cell phones, PDA's, pagers, and other personal electronic devices (if applicable) in a method and rate established by the current memorandum issued by the Finance &IS Department regarding reimbursement requirements. 6.4.4 Personal cell phones, PDA's, pagers, and other personal electronic devices procured by an employee through vendor promotion, discount, etc., will be at the employee's discretion and in no way financially obligate the City. Policy: 250-14 Page 5 I CITY OF i ENTON sc MT±;MORANllUM Date: Monday,Jimc 1 G,2003 Tb: Margaret Puliar,}xecutivc Sccret y Sandy Pilat,Admiii Sccretar} I3ebra Mikolaiz.ik,Admin Sccr4lary DeAtina I rickc,Adcnin Sccretan Mary Weirich,Admin Sccrctary PauIic Sulky,Admic Secrctary Crystat McMeans,Aduiin Secretary Sf erry Smitii,Admin Secretary Pram:YaHui Chi,Accounting Assistant 1 V Subject: Vcri2on Cel(T'hone Usa e Atl cell phone users musi rcview ihe cclI phone invoices and identify any Personal ceti pitonc cat(s to reimUurse the city.T'he current reimburscmcnt ratc is$0.23 minutc peak airlime,7am—6pm and$O.OR minute off peak airtimc,6pin—7am(sce lituched cot tract)regardIess of any otlier plan fees or statemc t. Also keep in niind,for any ccll phone related expenscs sucti as new equipment,replaccmciiis,car chargers,Uatteries,cz+riying cases,dats cabIc kits,etq noed to comc out of the ceIl phone accouni,«°tiicti ends vith 42.000002.I3y doing that,it witl help you bciter preparc for ncxt years ccll phonc accouni budget. If you have any other qucstions,p(case fee!fr e to contacc mc at 1fG387. Thanks! ce: Victoria Runkte,PIS Administrator George McF3ride,Comractor David 7'ibUot,[S Mana er