ESDC Personal Computing Devices Directive

1. Effective Date and Annual Review

This Directive took effect on its approval by the ESDC Corporate Management Committee (CMC) on February 4th, 2015, and was modified on November 25th, 2019. It will be reviewed annually by the Innovation, Information and Technology Branch (IITB).

2. Audience

This Directive applies to all individuals (including employees, casuals, and contractors) who have been granted access to the Employment and Social Development Canada (ESDC) electronic network.

ESDC includes Service Canada and the Labour Program, and is collectively referred to as "the Department" or "departmental".

3. Purpose

The purpose of this Directive is to establish and maintain standard Personal Computing Device configurations. This is important for effective and efficient departmental asset management, as required by Treasury Board Secretariat (TBS) IM/IT policies (see References).

4. Basic Requirement

The Department, provides one standard Personal Computing Device (PCD), either a desktop, laptop, or tablet, per individual.

5. Detailed Requirements

5.1 Each PCD includes, a keyboard, mouse, and peripherals (two monitors, and if required, one docking station):

  • Mobile devices remain with the employee where they are working.
  • Peripherals remain within the workplace.

5.2 Equipment refresh is carried out on a ‘one-in’ ‘one-out’ basis in order to avoid unmanaged growth of the Department’s asset base. For every device (desktop, laptop, tablet, and monitor) installed, one must be removed.

5.3 Equipment designated as surplus must follow governmental disposal guidelines.

6. Roles and Responsibilities

6.1 The IT Asset Management (ITAM) Office is responsible for all procurement of desktops, laptops, tablets and monitors.

6.2 IITB is the custodian of all IT assets and manages the deployment of PCD equipment throughout the asset refresh lifecycle.

6.3 Employees are responsible for completing a hardware exception request for any equipment that falls outside of the standard.

7. Exceptions

7.1 All requests for an exception to the standard hardware toolkit must be submitted to the National Service Desk with a completed Hardware Exception Questionnaire.

  • Requests should be supported by a business case that takes into consideration not only the initial purchase cost but the ongoing costs such as warranty, maintenance, support and replacement. The cost of exceptions will be borne by the requesting branch.
  • Requests for non-standard equipment which is not currently supported by IITB, require the approval of both the CIO and the employee’s ADM. Non-standard equipment will require the establishment of an MOU between the client Branch and IITB to outline the total cost of ownership for the purchase, support, and evergreening of the equipment.

7.2 Non-IITB issued mouse and/or keyboard that can be procured through CFOB with the advice of IITB as to what is most appropriate given the individual’s requirements. A list of approved goods that managers can purchase is available at the CFOB Procurement Portal.

7.3 Duty to Accommodate (DTA): Individuals who require a Personal Computing Device under a DTA are referred to the Accessibility Centre of Excellence (ACE). ACE assists individuals and their managers to find the proper adaptive computer technology solutions which results in a more accessible workplace. ITAM is responsible for the cost of the primary PCD toolkit, with peripherals.

ACE may authorize the purchase of a secondary device, a specific configuration or a specific type of device in order to address a DTA requirement. The departmental business line client is required to pay all associated costs of the secondary device, including the purchasing costs, warranty, maintenance and support for all DTA devices throughout their life-cycle.

8. Enquires

More information about the application of this Directive can be found on the IT Asset Management SharePoint site.

9. References

Treasury Board Policy Framework for the Management of Assets and Acquired Services (2006)

ESDC Disposal Guide: Standard on Surplus Electronic and Electrical Equipment (EEE)