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IT Capital Expenditures (CAPEX)

Finance Dep. SOP NO:HO/CAPEX/03 Date: 01/01/2007 Rev :00

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Prepared By Reviewed and Approved by

Maximum Communication

Statement of Intent The policy is designed to meet the objectives of a best practice IT CAPEX system. These objectives will help to maintain a complete register of all the IT CAPEX which reflects location, age, current values, associated cost centres. In addition to optimise replacement policies and to minimise costs.

The policy explains in detail the various types of IT CAPEX used. It tells about the minimum configuration which could be allotted to each employee. The definition of hardware along with the software supported is also mentioned.

1. Procedures Purchase of new hardware depends on the requirement. 1.1. List of Approved IT Vendors (by Country) IT department arranges vendors list for approval. The list should be recommended by Group IT Manager. Review of the list of ‘Approved Vendors’ has to be done by CFO & COO in yearly basis. Approval of list should be by CEO (See Flow Chart 2.3.1. attached). 1.2. Authorization for IT CAPEX Concerned department/ associate to raise the requirement of new hardware [desktop / laptop / printer / scanner / Computer accessories etc] or software through the intranet site “Axiomeasy.com” [or in the prescribed format (Refer Annexure) in case of Intranet non availability only] approved by department head / line manager / concerned authority. IT will analyze the requirement and best extend possible will allocate the hardware from the inventory present. When IT finds requirement of new hardware or software; purchase from vendors approved list would take place. In case of new projects and/ or amount of unit is greater than 10K, Vendors purchase quotes invited from minimum three vendors approved list.

Authorization for IT projects/ hardware/ software; Local Purchase Order (LPO) should be signed according to following delegations:

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1.2.1 IT Projects/ Hardware/ Software (Budgeted) Recommended by Country IT Manager, reviewed by Group IT Manager &

Country Finance Manager and approved by Country Head (or above) “(See Flow Chart 2.3.2. attached)”.

1.2.2 IT Projects/ Hardware/ Software (Un-Budgeted but within Yearly

Budget) Recommended by Group IT Manager, Country Head and Country Finance

Manager. Reviewed by CFO and approved CEO “(See Flow Chart 2.3.3. attached)”.

1.2.3 IT Projects/ Hardware/ Software (Above the Budget)

Recommended by Group IT Manager, Country Head and Country Finance Manager. Reviewed by CFO and approved CEO “(See Flow Chart 2.3.4. attached)”.

RFP Request for proposal if required will be raised only for purchases of Servers and high values purchases [above 50,000 DHS]. For other purchases the quotes will be taken from the list of approved vendor list which will be maintained by IT. Vendor List IT will prepare an approved vendor list for purchase of Desktop/Laptops, Printers, Scanners and Accessories. Yearly benchmarking approved by Group IT Manager. Quote Comparison

On receiving the quote from vendors all the quotes are compared based on prices and on the service capability which the vendor can provide to a particular product. If the service comes directly from the principle then the vendor giving lowest quote is considered.

Purchase Order All the purchase orders prepared by both Purchase & IT departments will have a format with detailed terms and conditions attached. The vendor has to sign a duplicate copy of the purchase order and return to IT as the token of acceptance.

1.3. Write-off & Disposal of Hardware For any write-off and disposal process; finance department should be involved - in addition to IT department - to ensure proper control and records. Pre-the-process of IT

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Recommended by Group IT Manager, reviewed by Country Finance Manger and approved by Country Head (or above) "(See Flow Chart 2.3.3. attached)".

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CAPEX write-off; description of the case, condition, registration and book value should be attached by the recommendation in two following cases:

1.3.1 Write-off & Disposal of Hardware (Budgeted) Recommended by Country IT Manager, reviewed by Group IT Manager

& Country Finance Manager and approved by Country Head (or above) “(See Flow Chart 2.3.5. attached)”.

1.3.2 Write-off & Disposal of Hardware (Unbudgeted) Recommended by Group IT Manager, Country Head and Country Finance Manager, reviewed by CFO and approved by CEO “(See Flow Chart 2.3.6. attached)” 1.4. Settlement of IT CAPEX Recommendation by Country IT Manager is considered an assurance for proper installation and testing process, with all related liable and responsibilities. Signed Local Purchase Order (LPO) or contract against to vendor invoice should be furnished to proceed delegation of signatories. The settlement of IT CAPEX should be reviewed by Group IT Manager and Country Finance Manager and should be approved by Country Head (or above) “(See Flow Chart 2.3.7. attached)”. 1.5. Sale of IT CAPEX (Hardware) In coordination with Finance Department; IT CAPEX status, fixed assets registration with book value, and price of the unit should be attached for approval. If the book value of the unit is less than 10K; it should be recommended by Country IT Manager, reviewed by Country Finance Manager and should be approved by Group IT Manager ”(See Flow Chart 2.3.8. attached)”. If the book value of the unit is greater than 10K (or equal); it should be recommended by Group IT Manager, Country Head & Country Finance Manager, reviewed by CFO and approved by CEO ”(See Flow Chart 2.3.8. attached)”. Further, Finance department will issue invoice and follow up the receipt of amount.

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1.6. Transfer of IT CAPEX For transferring of IT CAPEX; Country IT Manager recommends and attach fixed assets registration with book value (by Finance) to be reviewed by Country Finance Manager and approved by Group IT Manager. When transfer is taken place; Finance department should be informed by Country IT Manager “(See Flow Chart 2.3.9. attached)”.

2. Definition & Supplementary to IT CAPEX 2.1 Desktops and Laptops 2.1.1. Definition

Desktop / Notebook computers are personal workstations that, though possibly linked to other computers via a Local Area Network or function as stand-alone units. Desktop computers include IBM-compatible PC’s, Unix / Linux Workstations or Thin Clients [Citrix].

2.1.2 Hardware Security 2.1.2.1 Lock offices. Office keys should be registered and monitored to ensure they are returned when the owner leaves the office. 2.1.2.2 Secure Desktops in public areas. Equipment located in publicly

accessible areas or rooms that cannot be locked should be fastened down by a cable lock system or enclosed in a lockable computer equipment unit or case.

2.1.2.3 Secure hard disks. External hard disks if any should be secured against access, tampering, or removal.

2.1.2.4 Mark personal computers clearly with the name of the owner and with IT asset tag numbers

2.1.2.5 Locate computers away from environmental hazards 2.1.2.6 Store critical data backup media in fireproof vaults or in another

building.

2.1.3. Access Security 2.1.3.1 Utilize password facilities to ensure that only authorized users can

access the system. Where the Desktop is located in an open space or is otherwise difficult to physically secure then consideration should be given to enhanced password protection mechanisms and procedures.

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2.1.3.2 Password guidelines – Refer document Password policy

2.1.4. Data and Software Availability 2.1.4.1 Back up and store important records and programs on a regular

schedule. [help of IT can be used]. Ownership of the data lies with the custodian.

2.1.4.2 Fix software problems immediately with help of IT.

2.1.5. Confidential Information 1.1.5.1 Encrypt or password protect sensitive and confidential information

where appropriate. 1.1.5.2 Monitor printers used to produce sensitive and confidential

information. No confidential information should be printed and left unattended near the network printers / common printers

1.1.5.3 Overwrite sensitive files on fixed disks, floppy disks, or cartridges.

2.1.6. Software Copyright law protects software. Unauthorized copying is a violation of Copyright policy. Anyone who uses software should understand and comply with the license requirements of the software. The organization is subject to random l icense audits by software vendors. Refer Software policy for more details

2.1.7. Viruses Computer viruses are self-propagating programs that infect other programs. Viruses and worms may destroy programs and data as well as using the computer's memory and processing power. Viruses, worms, and Trojan horses are of particular concern in networked and shared resource environments because the possible damage they can cause is greatly increased. Some of these cause damage by exploiting holes in system software. Fixes to infected software should be made as soon as a problem is found. Refer document Antivirus policy

2.1.8. Desktop / Laptop Configuration Allotment Any desktop / notebook allotment to an individual happens with the written

permission of the Head of Department / Manager to whom the individual report

to. Refer the document Hardware Allotment Policy

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2.2. Servers 2.2.1 Definition

As the name implies, a server serves information to computers that connect to it. When users connect to a server, they can access programs, files, and other information from the server. Common servers are database servers, application servers, web servers, mail servers, LAN servers etc.. A single computer can have several different server programs running on it.

2.2.2 General Obligation Information Technology department will generally be the custodians of any type of Servers present in the group.

2.2.3 Server Security All servers should be centralized in the Corporate Office Server room or Co- located Data Center to the maximum extend possible. Servers should be installed in RACKS and the server room should maintain the temperature of 20 degree Celsius. Separate layout with minimum required security and space requirements should be prepared and implemented for a server room. Co-located servers in data centers should be locked in the server Racks. 2.2.4 Access Security All servers should be installed in server room with access control. Accessibility given only to authorize IT personnel with proper entry and exit records maintained. Co-located server access cards and keys are maintained with Infrastructure Administrator and Country IT Manager. Any extra keys or access cards should lie with Group IT Manager. 2.2.5 Configuration Server configuration purely depends on the use. Each server used for different purposes are to have different configuration based on the requirements. All configurations will be finalized based on the requirements and IT will have authority to freeze the requirements 2.2.6 General guidelines for Server Configuration Following are the general consideration taken on designing a server

2.2.6.1 Scalability and Performance requirements 2.2.6.2 Deployment consideration 2.2.6.3 Security consideration

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2.2.6.4 Maintainability consideration 2.2.6.5 Usage consideration

2.2.7 Software Copyright law protects software. Unauthorized copying is a violation of Copyright policy. Anyone who uses software should understand and comply with the license requirements of the software. The organization is subject to random license audits by software vendors. Refer Software policy for more details 2.2.8 Backup Policy Refer document Backup policy

2.3. Printers and Scanners

2.3.1. Definition A computer printer is a computer peripheral device that produces hardcopy (permanent human-readable text and/or graphics usually on paper) from data stored in a computer connected to it. A Scanner is a device that can read text or illustrations printed on paper and translate the information into a form the computer can use or an input device that uses light to read printed information including text, graphics, and bar codes, and transfers it into the computer in a digital format. 2.3.2 General Obligations Owner of the desktop / laptop to which the printer is physically attached will generally be the custodians of the printer. 2.3.3 Access Security A printer installed or attached to a group should be accessible to all users in the group to whom the printer is assigned. In case of absence [max 2 days] of the user to whom a group is accessible a common printer installed should be used. A user taking more than 2 days leave should hand over the responsibility of his system and printer [in case the printer installed to his machine is used by a group] to any member in his group/department. 2.3.4 Configuration Based on the requirement.

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2.4. Hardware Accessories 2.4.1 Definition Any external devices such as external drives [hard disk, DVD/CD], flash memory sticks etc fall under the category hardware accessory 2.4.2 General Obligation The person to whom such devices are issued by IT department will be the custodian of any such devices 2.4.3 Inventory Inventory of such items will be maintained properly by IT department and attached to the main computer of the custodian.

2.5. Hardware Allotment Policy

2.5.1 CEO, VP, CFO, COO, Van Sales Manager, Group Managers and Country Managers Will be allotted with a Laptop or Notebook with following configurations [Pentium Centrino or higher, 512 MB RAM [minimum], 40GB HDD [minimum], CD Drive, Mouse [if requested], Network Card – Ethernet] The allotment will be based on the approval from CFO and CEO decision. Notebooks will have built in modem. Usage of these modems on connecting internet is to be strictly in adherence with the Security policy.

2.5.2 Managers - Will be allotted with a Desktop with following configurations [Pentium IV, 512 MB RAM, 40 GB HDD [minimum], CD Drive, Mouse, Keyboard, LCD or CRT, Network card – Ethernet]

2.5.3 All other Associates [Corporate Office, Country Head Offices] - Will be

allotted with a desktop with following minimum configurations [Pentium IV or higher, 512 MB RAM [minimum], 40GB HDD [minimum], CD Drive [optional], Mouse, Keyboard, LCD or CRT, Network card - Ethernet. ]

2.5.4 All other Associates [Other Offices] – All non technical Assosiates or a

group of 2 Associates in other offices will be allotted with a desktop with following minimum configurations. [Pentium IV or higher, 256 MB RAM [minimum], 40GB HDD [minimum], CD Drive [optional], Mouse, Keyboard, LCD or CRT, Network card – Ethernet]. All technical Associates in other offices will be allotted with a desktop with following minimum configurations [Pentium IV or higher, 512 MB

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RAM [minimum], 40GB HDD [minimum], CD Drive, Mouse, Keyboard, LCD or CRT, Network card.]

2.5.5 Retail Outlets – All retail outlets will be allotted with a desktop with the

following configurations [Pentium IV or higher, 512 MB RAM [minimum], 40GB HDD [minimum], CD Drive [optional], Mouse, Keyboard, LCD Monitor, Network card[Ethernet] and Modem card. All retail outlets will also be provided with a Flash Memory or a CD R/W drive to enable them to take daily backup of data.]

2.5.6 Printers [Corporate Office and other offices] will be allotted to a group of

users or a single user based on the requirement. It would be made sure that at least one printer is allocated to each department / group.

2.5.7 Printers [Retail outlets] will be allotted with a 40 column POS printer

attached to the desktop. A multipurpose printer [PSC] will be made available for A type stores and optionally to B type stores.

2.5.8 Document Scanners will be allotted to user or department only on written

request and approval of the CFO and CEO. A common scanner accessible to all users in Corporate Office / Country Head Offices will be made available.

2.5.9 Barcode Scanners [wired 2D] will be allotted to all retail outlets.

2.5.10 Laptops or Notebooks Allotment Policy Laptops will be issued to certain positions identified as need based on Business Requirement. The list of such positions identified are as follows.

it capital expenditures (capex) - axiomsahal policy/2.3. it capex (main ).pdf · axiom telecom it...

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