General Rules

• IT Department limits the device models to those suitable for normal work use.
• All standardized products (laptops, desktops, monitors, and mobile phones) are procured through the IT department.
• Procurement limits: Purchases exceeding the set limits must be approved by the cost center’s budget manager.
• Remote work equipment: IT services do not fund loan equipment for remote work (home loan devices).

Work Equipment

• More information on IT procurements can be found on the OMA page: IT Procurements - OMA - Desktop (metropolia.fi).

• IT Department is responsible for the standardized work equipment for employees and their procurement.

• Costs: Any costs exceeding the standardized work equipment are covered by the user’s cost center.

• Restrictions: An employee cannot have two work devices. This restriction also applies to project and grant procurements.

New Work Equipment

• Eligibility for new work equipment:
  • Permanent employment contract.
  • Part-time teacher (at least 760 hours per academic year or an average of at least 19 hours per week).
  • Fixed-term employment contract valid for more than 6 months.

Used Work Equipment

• Eligibility for used work equipment:
  • Fixed-term employment contract valid for less than 6 months.
  • Hourly teacher (less than 760 hours per academic year or an average of less than 19 hours per week) with justification for the need for work equipment.

Standardized Work Equipment

• Laptop: 14" / 13" + bag or backpack. Lifecycle is 4 years. Models and prices.
• Mobile Phone: Android phone / work subscription or fringe benefit subscription + screen protector and case depending on the subscription level. Lifecycle is 3 years. Phone procurements.
• Workstation: Lifecycle is 60 months.

Non-Standardized Work Equipment

• Tablets: Employees can be provided with a tablet for work use. The unit is responsible for the costs. Lifecycle is 36 months. Tablet procurement form.

Project, Loan, and Temporary Devices

• Short-term loan need: Handled by Helpdesk, no separate loan devices are procured.
• Project devices: A project description and duration must be provided. After the project ends, devices are returned to the Helpdesk device pool.

BYOD (Bring Your Own Device)

• Students: Encouraged to bring their own device and use the learning environment services. Metropolia does not procure laptops for students.

Device Replacements

• Replacement before the end of the lifecycle: The user’s cost center is responsible for the costs.
• Damages and thefts: The user is responsible for the residual value compensation. However, the supervisor can decide on the replacement of the device, considering the aspect of negligence.

Monitoring of Procedures

• Reporting: Deviations and procurements exceeding the procurement limit are reported to the management team 1-2 times a year.

NOTE!

• Deviating practices: Must be approved by a member of the management team. Procurements made against the guidelines will result in a procurement and approval ban for 3 months.

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