250-14
PROCUREMENT, MANAGEMENT, AND USAGE OF CELL PHONES, PDA's, PAGERS, AND OTHER PERSONAL ELECTRONIC DEVICES CURRENTLY UNDER REVIEW

POLICY & PROCEDURE

Subject:

PROCUREMENT, MANAGEMENT, AND USAGE OF CELL PHONES, PDA's, PAGERS, AND OTHER PERSONAL ELECTRONIC DEVICES

Index: Finance & Information Services

Number:    250-14

Effective Date

12/06/2004

Supersedes

N/A

Page

1 of 5

Staff Contact

Victoria Runkle

Approved By

Kathy Keolker-Wheeler

1.0 PURPOSE:

To establish a Citywide policy and procedure that assigns central management responsibility, and assigns responsibilities to each department/division 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.

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 department/division 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 & Information Services Department. Contact the IS Help Desk at 425.430.6870.

5.7    Staff. For the purpose of this policy, staff means 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.

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    Department/Division Management Responsibilities:

6.2.1    Responsible for identifying the staff member(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 member(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 and/or 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.

6.3.3    It is the responsibility of designated department/division 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 department/division. Costs under the policy will be paid by the department/division 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.