Mobile Device Procedure - Finalv3

8/13/2019 Mobile Device Procedure - Finalv3

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Document1 1

Mobile DeviceProcedureVersion 1.2

Updated: 4th September 2013



Mobile Phone Procedure 2

Contents

Introduction ....................................................................................................................... 3 General Use ..................................................................................................................... 3 Purchase .......................................................................................................................... 4 Requisitioning ................................................................................................................... 4 Good Receipting ............................................................................................................... 4 Faulty Devices .................................................................................................................. 4 Conduct ........................................................................................................................... 5 Vehicles ........................................................................................................................... 5 International Travel ........................................................................................................... 6 Security ........................................................................................................................... 6 Loss, Theft, Damage or Phone Barring ............................................................................. 6 Safety ........................................................................................................................... 7 Disposal ........................................................................................................................... 7 Contact Points and Telephone Numbers .......................................................................... 7 Appendix 1 – Device and Prices ........................................Error! Bookmark not defined. Appendix 2 – User Agreement .......................................................................................... 8 Appendix 3 – Contact Points and Telephone Numbers ..................................................... 9




Introduction

This procedure is issued to provide guidance on the use of British Red Cross mobile phonesprovided by O2 for the British Red Cross. Please read this Guide carefully. The information itcontains is important, as it will enable the phone to be used as intended and will avoid any misuseof the device.

Mobile devices must be used appropriately and securely to ensure that there is no negative impacton the capability or reputation of the Red Cross.

For many roles within the British Red Cross the use of a mobile device is a cost effective solutionto assist and support with delivering services. Mobile devices are expensive therefore thedecision to provide a mobile telephone is based upon identifiable need and available budget andmust be authorised by a Director or Head of Department.

British Red Cross mobile devices have increased considerably in size across our organisation withover 4000 mobile devices in use. To ensure that all mobile device assets are managed effectivelyeach device shall be issued to a named individual (the user), should there be a requirement for apool of phones to support a service requirement then there must be one nominated contactaccountable for the mobile devices.

Please ensure you read, understand and refer to these guidelines. They are available on RedRoom and may be updated from time to time. General Use

Mobile Devices shall be issued to staff with the approval of the Director or Departmental Head.The user must take reasonable steps to ensure the mobile device is kept safe and used inaccordance with these procedures.

If a user changes role or leaves the organisation the mobile phone should be returned to the linemanager who can reissue this mobile device or return to central point for reissue. Wherever

possible the phone should stay with the post rather than the individual. When an individual leavesBritish Red Cross, the line manager is responsible for the collection of any devices, chargers andany other associated equipment.

The Line Manager is responsible for regularly reviewing the on-going need for an individual tohave a device. Each quarter managers will receive data on the use of all devices in theirdepartment. Managers and users should review the usage and check that allocation of the devicesis still appropriate. If the device is surplus to requirement it should be returned to the centraladministration for reallocation within the department.

British Red Cross sim cards supplied with mobile devices should not be used in another deviceunless authorised by the Head of Department.

Monthly rental will be charged whether the device is used or not; so the British Red Cross willalways reallocate unused devices, rather than sign new contracts. Where reallocation within thedepartment is not practical, a Mobile Change Request Form must be sent to the Shared ServiceCentre who will reallocate the device to a new user in the organisation. Until this change is madethe original department will continue to pay rental costs.

British Red Cross shall not reimburse the costs of acquisition, rental and maintenance ofpersonally owned devices. Red Cross will only reimburse expenses that are detailed within theorganisation’s Reimbursement of Expenses Policy.

http://intranet.redcross.org.uk/BRCS/aboutus/policies/hr/BRCS001075







Purchase

All new purchases of devices and accessories and their associated contracts must be made viathe Purchase to Pay System (Agresso). British Red Cross devices are purchased under a nationalframework agreement; a contract is signed for the approved devices (appendix 1) for a period oftwo years, although if there is a requirement for a contract for a reduced term this can beaccommodated by contacting the Shared Service Centre.

All devices will be registered with the telephone service provider therefore all devices should be

recorded against an employee or the nominated administrator for a ‘pool’ of users, to assistinvoicing and identify users.

Requisitioning

Mobile Phone requisitions should be raised with the user agreement document attached as aninternal document uploaded to the requisition. The requisition will then be forward to CorporatePurchasing as the mobile device product owner for review, amendment and approval beforeonward transition for financial approval from the budget holder.

Please note that requisitions cannot be raised for multiple cost centres as the cost centre isdetailed on the purchase order to the supplier. The supplier and product details for ordering goods

are detailed at appendix 1.

Please ensure that within the purchase order product test the cost centre and user name is clearlystated.

Quick cards are available on Red Room detailing the process to follow to enter a requisition on

the Agresso purchasing system.

Good Receipting

Once a satisfactory full or part delivery has been received the details must be entered onto thesystem (goods receipted) against the relevant order. This information is used in the automatedprocess of verifying any related invoice.

Goods must be delivered to a British Red Cross address. It is necessary to ensure that the personreceiving the goods advises the requisitioner when goods are received.

To ensure that the mobile phone asset list is updated please ensure that the mobile phone numberis entered within the external reference field on the GRN.

Faulty Devices

It is important that faulty devices are reported immediately to the O2 Customer helpdesk so theycan be replaced under warranty (12 months from purchase).

When devices develop a fault, contact must initially be made with the Shared Service Centre toascertain whether a device that has been returned can be reused.

Replacement devices may be procured if there is no other suitable device available from theShared Service Centre. Replacement devices must be obtained via the purchase to pay systemand only from the list of approved devices and prices at appendix 1.

http://intranet.redcross.org.uk/BRCS/howdoi/finance/agressoelearning/requisitionquickcards/REDX086772






Conduct

Users of British Red Cross mobile devices must sign the agreement at appendix 2 and ensure thatthe Head of Department has approved the mobile request. All Red Cross mobile users must abideat all times to standards of professional behaviour. In particular users of British Red Cross mobiledevices must not use them for the following purposes:

> To communicate information that may disparage, threaten, or harass others.

> To make statements that may be considered defamatory.> To communicate sexually explicit material, propositions or suggestive remarks.

> To communicate aggressive material including threats, violence, abuse, obscenities ormaterial that promotes illegal acts.

> To discriminate in any way, to harass or victimise including insults.

> To conduct political, religious or any other inappropriate lobbying or canvassing.

> To conduct personal, private or freelance business interests

British Red Cross Line Managers have the right to monitor and record usage of any British RedCross mobile device through the O2 business reporting portal.

Vehicles

The use of hand held mobile telephones by all drivers is prohibited by law (The Road Traffic

Offenders Act 1988), except in certain circumstances. For example:

> using the telephone or other device to call any of the emergency services;

> acting in response to a genuine emergency;

Staff driving on Red Cross business, including drivers of our transport services should be advised

that they:

> Should not make or receive a call on a mobile phone whilst driving, whether a hands free

set has been issued or not (except in exceptional circumstances).

> Only make calls when they are safely parked with the engine switched off.

> In an exceptional circumstance, when a phone needs to be used (with the appropriate

hands free device) whilst driving, both user and line managers are reminded of their

responsibility to assess risk and ensure that safe practice is followed at all times.

Most mobile phones are provided with hands free kits. The British Red Cross does not provideinstalled kits with their vehicles so as not to encourage use while driving. In the event that aBluetooth or other device is made available, the Line Manager needs to make it clear to the userthat this is for exceptional use only.

Please note that it is a criminal offence to use a hand held telephone/device whilst driving. Mobiletelephones/devices should be switched to voice mail and the calls retrieved when it is safe andpractical to stop the vehicle.




International Travel

British Red Cross mobiles will come without the ability to use for international calls. If roaming isrequired for business related travel please complete the Mobile Change Request Form andforward to the SSC to enable unlimited roaming (additional £20 per month).

Smartphones may continually send and receive data when used abroad therefore incurring highdata roaming charges (approximately a charge of £5 per day excluding any call charges)activating unlimited roaming will avoid any unnecessary costs.

Security

Users of British Red Cross must ensure that they have familiarised themselves with the relevant IT

security policies. All users must:

> PIN protect (security lock) their mobile devices and/or SIM card in order to safeguardaccess to any personal information stored.

> Ensure that their mobile device is kept physically secure and remains under their control at

all times.> Ensure that no sensitive or protectively marked data is stored on their mobile device at

any time unless on an approved device (e.g Blackberry).

> Ensure that any issue Smartphone (e.g. Blackberry) is used in accordance with itsoperating procedure.

> Not try or attempt to subvert or disable British Red Cross authentication, security controlsor systems.

> Turn off the location-based service on their smartphone as it can be used to track locality.

> Not record telephone calls unless you notify the other party(s) in advance (this is a legalrequirement, and must be followed).

Loss, Theft, Damage or Phone Barring

If your mobile telephone/device is lost or stolen immediately contact:

> During Working Hours (9:00am – 5:00pm): O2 Customer Services on 0844 826 0288

> Blackberries please contact the IT helpdesk to enable them to remove the content prior toO2 disconnecting the network although if you lose your phone out of hours please contactO2 directly to cancel the phone.

> Out of Working Hours:O2 Customer Services on 0844 826 0288 and insert mobile number you are callingabout.

The SSC should also be notified of the loss and the actions which have been taken. Delays inreporting could incur high costs to the Red Cross and potentially to the registered user of thetelephone/device.

Loss through inappropriate use, lapse of security or delays in reporting lost or stolen mobiletelephones/devices may result in the mobile device being removed from use or may result in allcosts incurred charged to the user in respect of replacement charges and call costs.




Safety

Users should observe basic safety rules when using mobile device equipment, such as not using

or displaying it in obviously isolated or dangerous areas, or leaving it unattended in a parked car.

Users should be aware that if using equipment in a public environment then documents may be

visible to members of the public.

Disposal

Mobile telephones for disposal are to be returned to the Shared Service Centre with the Mobile

Change Request Form attached with all relevant information requested. The Shared Service

Centre will keep a record of all telephones returned for disposal. Telephones will then be

disposed of appropriately.

Contact Points and Telephone Numbers

The following contact points have been detailed within appendix 3 of this document:

> Shared Service Centre

> O2 Customer helpdesk

> O2 Out of Hours Helpdesk

> MIS department

> Red Cross Training Contact

> International Contact

Appendix 1 – Device and Prices

Service Device Agresso

Code(s)

Equipment Price Plan Total Cost of New

Contract

Monthly

Line

Rental

Call Charges Text

Messages

Mobile Handsets

New

Connection

Nokia NCOPHONE1 £18 £4.50 Unlimited and

included in line

rental

(please note this

excludes

international

Unlimited

and included

in line rental

(please note

this

excludes

£126

Blackberry NCOPHONE5 & £146.66 £14.50 £529.66




Appendix 2 – Mobile Phone Agreement

USER AGREEMENT

NCOBBLICENCE1 calls) international

)

(A one off cost of £35 for a

licence will also need to be

incorporated into the mobile

device costs)

Upgrade Nokia to

Blackberry

NCOPHONE3 £146.66 £14.50

Handsets

Only

NCPHONE2 £18 N/A N/A N/A

NCOPHONE4 £146.66 N/A N/A N/A

New

Connection

Nokia NCOPHONEZ1 £18 £0 2p National &

local

7p other

networks

3p Final bill shall be dependent

on usage.

This tariff would be

considered for mobiles held

in vehicles

Blackberry

NCOPHONEZ2 &

NCOBBLICENCE1

£146.66 £0

Dongles

Dongle New

Connections

1GB NCODONGLE1G £13.51 £7 N/A N/A UK only if you need

international please contacts

SSC. 3GB NCODONGLE3G £13.51 £9 N/A N/A

* All mobile device contracts shall be fixed for 2 years if a contract less than two years is required please contact the SSC.

** Replacement devices shall be charged at the handset price detailed above.

*** All mobiles shall have a 12 month warranty.

***** New or upgrade phones Blackberry Connections will also incur a charge for a BES licence if there is no spare licence available.




I declare that I have read and understood the Mobile device Procedure with regard to itsuse and accept the terms and conditions within.

I understand that any deviation from the procedure may result in disciplinary action and/or

investigation. In addition I agree to the recovery of losses as outlined in the Mobile

device Procedure.

Signed: ………………………………….Print Name: ………………………………

Job Title:…………………………………Department: ……………………………...

Date:…………………………………….

Director or Head of Department Approval:

Signed:………………………………….Print Name………………………………..

Job Title:………………………………..Department………………………………..

Date……………………………………...

Cost Centre……………………………..

Appendix 3 – Contact Points and Telephone

Numbers

Shared Service Centre Tel: 0845 054 7311

E-mail: [email protected]

Address: British Red Cross Society

1 Smithhill Street

Paisley

PA1 1EA

Please address any correspondence for the attention of the

Mobile Phone Requirement Justification:

mailto:[email protected]






Corporate Purchasing Team.

O2 User helpdesk The O2 Customer Service Centre is open the following time:

Monday – Friday 8am – 6pm

> Telephone Number: 0844 826 0288

This number should be used within these opening times for all

General enquiries.

You will be asked to insert the mobile number you are calling

about this links to O2 system and advises the helpdesk that

you are a Red Cross employee.

Out of Hours Helpdesk (lost or

Stolen Phones)

To report your phone lost/stolen please call the following

customer service desk number below and your call shall be

directed to an out of hours helpdesk.

> Telephone Number: 0844 826 0288

> insert the mobile number you are calling about

MIS To cancel and connect new and upgrade blackberry phones

please contact the British Red Cross IT Helpdesk:

> Tel: 0207 877 7300

> Email: [email protected]

> Please provide details of the mobile phone number to

the helpdesk.

Red Cross Training RCT Trainers please contact RCT Systems Support for

mobile devices:

Tel: 0161 8888 970

Email: [email protected]

International Please contact David Northfield within international

should you have any questions on a phone operated

within the international branch

Tel: +44 (0)20 7877 7186








Appendix 4 - Quick Guide

Ordering New

Mobile Device

> Complete User Agreement Form with Line Manager approval;

> Raise a requisition on the Agresso;

> Attach User Agreement Form as an internal document;

> Choose product for device listed at appendix 1;

> Choose supplier id S22309

> Detail User Name and appropriate cost centre within the product text.

> Detail appropriate Cost Centre and Project Code;

> Save requisition;

> A purchase order will automatically be sent to Telefonica;




> Telefonica will dispatch you device;

> Once you are in receipt of the device you must call the Telefonica helpdesk to

activate:

Telephone Number: 0844 826 0288

Enter the mobile number that you are calling about

For security you must state the mobile number and username to the helpdesk.

> Please GRN this device once received and activated.

Ordering

Replacement

Mobile Device

> Raise a requisition on the Agresso Choose product for device listed at appendix 1;

> Choose supplier id S22309

> Detail appropriate Cost Centre and Project Code;

> Save requisition;

> A purchase order will automatically be sent to Telefonica;

> Telefonica will dispatch you device;

> Please GRN this device once received.

Transferring

Ownership

> Please complete the Mobile Change Request Form;

> Send this to the SSC.

Disposing of Phone > Devices that are no longer required should be sent to the SSC with a Mobile Change

Request Form attached.

Lost Mobile > Please call the O2 Customer Services:

Tel: 0844 826 0288 and insert mobile number you are calling about

Blackberries please contact the IT helpdesk to enable them to remove thecontent prior to O2 disconnecting the network although if you lose your phoneout of hours please contact O2 directly to cancel the phone.

Unlimited

International

Roaming

> If you are a travel on a regular basis there is an option to add unlimited

international roaming at a cost of £20 per month on top of the call plan price.

> Please complete the Mobile Change Request Form.

> Send this form to the SSC

Management

Information

Reporting

Once this contract has been mobilised and operational access to the O2 Business

portal shall be provided to nominated representatives. In the meantime reports can be

requested if required.






Document1 14

Appendix 5 – Mobile Phone Change Request From

BRC Mobile Phone Change Request Form

Fill out the form appropriately and then send to Shared Service Centre by post or email:

Email: [email protected]

Post: SSC, Floor 3, 1 Smithhill Street, Paisley, PA1 1EA

Surplus mobile phone: Cost centre change: Returned mobile phone:

Model: Mobile Number:

Current Cost Centre: New Cost Centre:

Current Owner: New Owner:

Current Registered

Address:

New Registered

Address:

Reason for return:

(Please detail any faults with

the equipment)

Items returned:

(Please detail items included

for return e.g. *Handset, SIM

card, charger)

International Roaming request:

Owner name:

Mobile number:

Type of device:

Is data roaming required:

Date from:

Date to:

Authorised by:





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Mobile Device Procedure - Finalv3