WSB Policy: IT Hardware Guidelines

Overview

1. This document informs staff about policies regarding IT hardware standards and support lifecycle.
2. The goal is to improve IT efficiency, reduce exposure to risk, and deliver lasting value to the World Scout Bureau (WSB). This is an evolving policy and will be updated as needed. If you have any questions or concerns relating to this policy, please discuss them with your supervisor, manager, or director.
3. In the context of this document, hardware is defined as:
   • End User Computing devices such as desktop, notebooks, mobile devices (including but not limited to iPads, Chromebooks, Android tablets, and smartphones), printers, projectors, document cameras, monitors, or any variation of computer equipment that the WSB uses for day-to-day work.
   • Network connectivity equipment such as Firewalls, Switches, Hubs, Routers, Wireless Access points and other related connectivity devices.
   • Server or server-based appliances such as Network Servers, Domain Controllers, File & Folder servers, Backup Servers.

Purpose

This document aims to aid in:

• Ensuring the delivery, implementation, maintenance, and support of the hardware suitable to the business needs of WSB.
• Ensuring the setup of a technical environment that reduces the total cost of equipment ownership.

Hardware Standards Review Cycle

A task force has been developed to review the hardware standards on a regular cycle. The task force includes the Senior Manager, Digital Service & IT Services, Director of Digital Engagement and Global Director, Communications & Global Director, Corporate Services. The task force is responsible for the following.

1. 1. Align with department and WSB’s strategic roadmap
   2. Ensure that vendor’s still support the equipment;
   3. Determine or modify the end of life date for the equipment
   4. Verify pricing
   5. To update the model version if necessary.

The review timetable is as follows, or is reviewed as information becomes available from the vendor:

Average Life-Cycle of Common Hardware

1. A consistent and predictable hardware lifecycle helps IT and the WSB plan for procurement and deployment of new devices.
2. IT Help Desk provides minimal technical support or maintenance for desktops or laptops beyond five years old.
3. No technical support or maintenance will be provided for desktops or laptops beyond six years old.
4. PC and Mac Operating Systems should be the current version. Systems more than three versions earlier will receive minimal support.
5. The table below highlights the common life-cycle for the commonly used hardware. One a case by case basis IT will evaluate and appraise if a replacement is needed.

Hardware Maintenance and Warranty

1. In general, all hardware that is purchased through the IT department will be on warranty for at least the first 12 months and normally 3 years.
2. ICT will enter into a maintenance contract for all hardware that is out of warranty where it is deemed to be cost effective to do so (with one exception as detailed in the next paragraph).
3. If the relevant Department wishes to install standalone equipment with specialist hardware and software then, with the agreement of ICT, this can be purchased from a third party who will also provide all the support and maintenance required. This would be funded by relevant Department. It should be noted that the details of such a purchase should still follow the standard procedures, licences and inventory numbers are to be recorded centrally and the hardware is tagged as appropriate.
4. If hardware develops a fault and is not under warranty or on a maintenance contract, IT Department will assess and communicate the cost of repair to the user/department. The relevant user/department can decide whether or not they wish to go ahead with the repair.
5. Annual support and maintenance charges for hardware will be paid by the IT Department unless there has been a specific agreement with the relevant Department. There should be a clear statement at the time of purchase that the relevant Department will be responsible for the annual support and maintenance contract thereafter.

Hardware Standard Specifications

In the following sections, a guideline is provided on the standard IT hardware specifications for all WSB offices. Variations to the standards is accepted as it is understood that not all geographic locations will have access to the exact same specifications and appropriate support from the vendor.

End User Computing - Notebooks, Desktops, Laptops.

1. All Notebooks systems must be equipped at minimum with an Intel Core i5 CPU, 8GB of RAM, 512GB Primary storage, IEEE 802.11a/b/g/n compatible wireless adapter, Bluetooth 4.0, 13” or 14” form factor, built-in web camera.
2. Notebooks may be purchase from
   • Apple (Air 13” & Pro 13”)
   • HP ProBook Series
   • Lenovo ThinkPad Series
   • Dell Latitude Series
3. Procurement of non-Apple computers is to be evaluated by IT on a case-by-case basis.
4. All Desktop systems must be equipped at minimum with an Intel Core i5 CPU, 8GB of RAM, 512GB Primary storage, IEEE 802.11a/b/g/n compatible wireless adapter, Bluetooth 4.0 and in a Tower, Desktop or All-in-One Form Factor.
5. Desktops may be purchase from
   • Apple (iMac 21.5”)
   • HP Pavilion Series
   • Lenovo ThinkCentre Series
6. Procurement of non-Apple computers is to be evaluated by IT on a case-by-case basis.
7. If needed, users may also be provisioned with display, USB and networking dongles (applicable to Apple Notebook users) as well as keyboard and mice.
8. User’s may also be provisioned with an external keyboard, mouse and monitor if the nature of the job requires multiple screens to work with (e.g HR, Finance, Creative Designers).
9. All notebooks should be covered under warranty.
   • Apple Notebook have a 1-year standard warranty. Please add on the Apple Care if needed.
   • For Lenovo, HP and Dell systems, include 3-year onsite, next business day support with the purchase.
10. All notebooks / desktop systems will be configured, set up and in accordance to the IT Operations and Maintenance Policy.

Accessories

Other standard accessories that may be issued to a user are:

• External HDD (Western Digital or Seagate) – if needed.
• Monitors
• Keyboard 
• Mouse

Mobile Devices

Any product supporting the Apple IOS and / or Android operating system (8.0 or higher) is allowed.

Office Core Network Connectivity

1. All WSB offices needs to have a stable, reliable and saleable core network infrastructure to support the business operations for at least 5 years.
2. Core network connectivity components include (but not limited to):
   • Internet Service Provider (either Cable DSL / Fibre Optic with 20Mbps or higher speeds).
   • Firewall (Mikrotik, Fortigate, Sophos or similar. Next Gen Firewalls are preferred).
   • Core network switch (preferably with 10GB SFP+ ports)
   • PoE Switches.
   • PoE Wifi Access Points (Aruba, Ubiquity, AeroHive, or similar)
   • Direct Attach Cables for Inter-device connections.
   • Cat 6 UTP / STP cabling for all horizontal cabling.
   • Network Rack to house core network components
   • Recommended: A dedicated network / hub room accessible by only IT personnel.
   • Optional: Rack Mounted Network Attached Storage with 10GB SPF+ network card.

Printing

1. WSB Printing needs can be addressed via standalone inkjet printers or network attached Multi-Function Printers. The make/model is subjective and will depend on availability on site.
2. For general purpose office printing it is recommended to use a network enabled Multi-Function printer that is equipped with Scan, Fax, Copy, Print functionality.
3. Leasing of Multi-Function printers must be covered with a 5-year SLA from the manufacture and does include the toners, waste cartridges etc.
4. Standalone inkjet / laser printers are may be allowed for specific printing purposes such as HR or Finance or for Regional Directors / Secretary General.

Disposal

1. End User Computing that has reached end of life will need to be completely wiped clean of any data to ensure WSB information is not retained. On a Mac book computer this is done using the Disk Utility program. On a Windows computer this is done using the format /C command from the Command Line Interface.
2. All end-of-life External Hard Disks must be securely wiped prior to disposal off.
3. All other electronic devices are to be disposed of in accordance with the locally applicable Electronic Device Disposal Legislation.
4. All End User Computing devices that is being disposed of must align with the WSB IT Asset Disposal policy

Purchase of IT Consumables.

1. The following items can be purchased by departments and individuals directly and charged back to the appropriate account code. It is however recommended that you work with IT to ensure your purchase works correctly, and to keep cost under control. Please ensure you reach out to your IT focal point and discuss your purchases before proceeding forward.
2. IT Consumables items such as Keyboards, Mouse, external storage mediums, cables, dongles, adapters, mousepads, headphones, and other related items may be purchase by the individual and/or department on their own.
3. When purchasing these items, it is important to consider the practicality, quality, reliability, function and cost of the replacement item prior to making the purchase. As an example, a cheaper USD 40 wireless keyboard functions just as well as the more expensive unit. It is strongly recommended that you contact your IT team member to discuss the purchase before proceeding forward.
4. All reimbursed purchases for IT Consumables must be returned back to the company in good working condition should an individual no longer need those items or upon leaving the World Scout Bureau.

Loss or Theft of Hardware

1. If a WSB-owned device or personal device containing WSB data or used to access WSB data is lost or stolen outside a WSB, first, file a police report with the appropriate local authorities followed by reporting the loss / theft to your local IT Coordinator.
2. The IT team will, among other things, reset your password and block all access to network resources, including e-mail, until such a time that you can change your password.

Policy Distribution & Awareness

This policy and it's supporting policies, standards and guidelines will be published on the WSB Dropbox.

Soft copies of the policy and its supporting policies, standards and guidelines will be available on WSB Staff Support Center.

The IT Personnel and/or the Senior Manager, Digital & IT Services may make periodic policy announcements by email.

WSB line managers will ensure that all existing and new staff, contractors, consultants, interns, volunteers and third-party commercial service providers who report to them are made aware of and have access to the policy and its supporting policies, standards and guidelines.

Individuals requiring clarification on any aspect of the policy and its supporting policies, standards and guidelines and/or advice on general I.T. security matters may email their queries to the Senior Manager, Digital & IT Services or the local IT Personnel.

Exceptions to this Policy

Exceptions to the guiding principles in this policy must be documented and formally approved by the Global Director, Communications , with evidence of support from the appropriate Senior Management Team.

Policy exceptions must describe:

• The nature of the exception.
• A reasonable explanation for why the policy exception is required
• Any risks created by the policy exception.
• Evidence of approval.

Policy Enforcement

The WSB reserves the right to take such action as it deems appropriate against individuals who breach the conditions of this policy. WSB staff, contractors, consultants, interns and volunteers who breach this policy maybe subject to disciplinary action, including suspension and dismissal as provided for in the WSB disciplinary procedure.

Breaches of this policy by a third-party commercial service provider, may lead to the withdrawal of WSB information technology resources to that third party commercial service provider and/or the cancellation of any contract(s) between the WSB and the third-party commercial service provider.

The WSB reserves the right to refer any use of its IT resources for illegal activities to the relevant Authorities.

Review & Update

This policy will be reviewed and updated annually or more frequently if necessary, to ensure any changes to the WSB’s organisation structure and business practices are properly reflected in the policy.