Labtech

Equipment Procedures 

Process of Providing and Swapping Equipment 

Overview

This is a document explaining how Labtech is Providing and Swapping out equipment for users.

New Starters

All new starter equipment is provided by IT, the specification is sent in from HR on a new starter form, this is then analysed by the IT team and if all is ok, we will firstly utilise any existing equipment we have that can be reconditioned and handed over to the new employee. If we do not hold the stock then it will be ordered by the IT department, after being approved by procurement / finance.

If IT have any issues / questions regarding the specification, this will be raised with the line manager of the new employee and escalated to the relevant teams should it need this.

The general Specifications are:

Anything outside of these specifications will be subject to approval from Eylon / Finance with reasoning and justification on why it is needed.

All kit must be requested at least 2 weeks prior to them starting as it takes a while for approvals and delivery as well the setup and configuration of devices, if this isn't done and we don't hold the stock, we cannot ensure this will be delivered in time for the new user starting, upon starting, they may end up with interim equipment until theirs has arrived and is ready.

Broken Equipment

All broken equipment must be reported to IT and returned to the department so it can be assessed if it is financially viable for a repair and practical to do so.

In the time between getting the equipment repaired or replaced, an interim device will be supplied so the users work is not affected, if it is a standard piece of kit, it is most likely that IT will have some stock and will swap out the device, repair / replace the old one and put this into stock.

This stock must also be noted down in this spreadsheet: Broken/Lost/Retired Kit

Swapping out Equipment

In the event that kit needs to be swapped out, IT will supply you with a device which is capable of carrying out the basic tasks. New devices can be approved for a user when an upgrade is justified. Justifications can be that the power of the machine is not adequate for their work, their old device is running slow / batteries dying quick / no longer supported by the manufacturer. This is where the IT team will make a decision based on whether it is financially viable to buy the same make / model again or if something as simple as a battery replacement would be sufficient.

Return of Old Equipment / Leavers Equipment

This old equipment is to be returned / left with IT for it to be assessed what is best for it.

Retired

Repaired

Refurbished

Retired is when a piece of equipment is no longer supporting security updates from the OS or is no longer of any use within the organisation or so broken it is not financially viable to repair.

Repaired is when the kit is still usable and is financially justifiable to get repaired.

Refurbished is when IT will do the following:

Laptop / Mac / Desktop:

Process to booking in laptops:

1. Ticket will be assigned to member in the helpdesk

2. Find laptop on middle shelf

3. Remove from Fresh Service Asset DB

4. Check laptop for physical damage - if damaged then put on bottom shelf

5. If no damage, clean the device with disinfectant wipes

6. Login as Admin and remove all old user profiles / folders

7. Add to Meraki - SysMan Labsgroup

8. Assign to Labtech IT as the owner

9. Add “Stock” and any other relevant tags

10. Run Windows and Dell Updates

11. Put Laptop on the top shelf of the cabinet when ready to go

12. Add Meraki Link to ticket to show work has been completed

Mobile Device:

1. Ticket will be assigned to member in the helpdesk

2. Find Mobile Device on middle shelf

3. Remove from Fresh Service Asset DB

4. Check device for physical damage - if damaged then put on bottom shelf

5. If no damage, clean the device with disinfectant wipes

6. Check for passcode and iCloud lock - if one is here, put on bottom shelf

7. Factory reset device

8. Check device is on meraki - if not run it through DEP: Enroll Mobile Device DEP

9. Assign to Labtech IT as the owner

10. Add “Stock” and any other relevant tags

11. Put Mobile Device on the top shelf of the cabinet when ready to go

12. Add Meraki Link to ticket to show work has been completed