Personal Computing Device (PCD) Directive / IT Hardware Standard Toolkit

The Personal Computing Device (PCD) Directive establishes the departmental standard of one computer per employee, whether it is a desktop computer or laptop. One computer means either:

• A "desktop" computer consisting of: one desktop, two monitors*, one keyboard, and one mouse; or
• A "laptop" computer consisting of: one laptop, one docking station, two monitors*, one keyboard, and one mouse.

*Dual monitor configuration is provided only when a workstation can accommodate dual monitors, productivity would be improved, and privacy or security would not be compromised.

Note: Distribution and support for other information technology devices such as BlackBerriesare beyond the scope of this directive.

For more information, you can read the Personal Computing Device (PCD) Directive.

Frequently Asked Questions

Overview

• What is the purpose of the Personal Computing Device Directive?

  The Personal Computing Device (PCD) Directive establishes the practice that only one (1) personal computing device will be provided to each employee of the Department.

  This directive does not address BlackBerry devices.

• What "devices" does this directive include?

  Each employee of the Department requires one personal computing device (PCD) in order to perform their work (with certain exceptions; see related question below). IITB will assess the client’s requirements and provide a device that best fits their job function. That device is either a desktop computer or a laptop computer.

  • A “desktop” PCD consists of: one desktop computer, one monitor or dual monitors*, one keyboard, and one mouse.

  A portable device (i.e. laptop) will be issued rather than a desktop computer when access to the departmental electronic network is required in more than one location.

  • A “laptop” PCD consists of: one laptop computer, one docking station, one monitor or dual monitors*, one keyboard, and one mouse.

  *Dual monitor configuration is provided only when a workstation can accommodate dual monitors, productivity would be improved, and privacy or security would not be compromised.

• Is a tablet one of the device alternatives?

  Tablet devices are being used within the department for certain job functions. Employees occupying those positions are made aware by IITB when a tablet is an option or is recommended. Tablets cannot be requested by employees outside of these areas.

• How does limiting the number of devices per employee help the Department?

  Many benefits come from the limiting of department assets, including:

  • Saving costs associated with software licensing.
  • Additional savings realized through the decreased need for hardware support.
  • Non-warrantied equipment can more easily be controlled for.
  • The upkeep and refresh of information technology assets is much simpler to perform.

Reclaim and/or Disposal of Extra Devices

• What happens to computers that are no longer used?

  Computer accounts will be disabled and the computer relocated after 59 days of inactivity on the ESDC network. Reasons for this include security of the equipment and the information stored on it, and to ensure the proper authorization of anyone using it.

  Unused computers are relocated by IITB to a higher-demand location. This includes instances where the employee that was using it is on an extended absence (that employee will be provided with another device upon return). Redistribution allows the department to maintain an accurate record and to make the best use of its IT assets and investments.

• I have an extra computer I don’t need. Who should I contact about it?

  If you possess an additional device (or other hardware) that has been overlooked by this initiative, you may submit an online request to the National Service Desk to have someone collect the device from you.

• How should I choose which computer device to keep?

  If you are actively using more than one device to perform your work, onsite technical support can help you to determine which device is the right one to retain.

  If neither device is judged to be the best choice (for example, you are using two laptops when a desktop computer would be the best tool), or in the unusual event that both of your devices have expired warranties, they will both need to be disposed of and onsite technical support will make every effort to provide you with a suitable device that is under warranty.

• How do I make sure I don't lose any valuable data?

  As a general practice, no data of importance should ever be retained on your local hard drive (e.g. your “C:” drive). If you’ve done this, you should move this content to a more appropriate location as soon as you are notified that you will be visited by onsite technical support.

• If I realize afterward that I lost some data, can I still get it?

  Once a computer has been reclaimed, data that was stored on that device will become irretrievable. An effort can be made to locate and retrieve this data if you submit an online request to the National Service Desk, with a quickly diminishing chance of success over time since the reclaiming occurred.

• Can I keep a computer “on loan” for use at home?

  Reclaimed computers and computers slated for disposal are not meant for home loaning purposes, as the Department is still accountable for these assets and will be charged for the software licenses. Reclaimed equipment will be assigned to another employee or else disposed of through normal government surplus procedures.

Exceptions to the Directive

• Are there any exceptions for certain employees or positions?

  All requests for an exception will be passing through a number of review and approval levels and must include a completed “PCD Hardware Exception Questionnaire”. Note, exceptions should include a strong rationale that will support the business requirement. To submit an exception request contact the National Service Desk.

Contact Information

• Who can I contact with specific questions about the Personal Computing Device directive?

  Enquiries concerning the Personal Computing Device Directive (PCD) that are not covered by this reference can be sent to IT Asset Management’s email account: edsc.dgiit.gbti-itam.iitb.esdc@hrsdc-rhdcc.gc.ca