Facilities Smartphone Program

Facilities Services issues smart phones to staff for the primary purposes of supporting asset and work order management and enabling departmental communications.  Devices are issued to  Facilities staff based on role and job requirements.

 Use of these devices is governed by the PPCS Code of Conduct and applicable University and Campus policies including but not limited to the following UCOP Policies:

• Electronic Communications Policy: http://policy.ucop.edu/doc/7000470/ElectronicCommunications
• BFB-IS-11: Identity and Access Management: http://policy.ucop.edu/doc/7020450/BFB-IS-11
• IS-2 Inventory, Classification, and Release of University Electronic Information: http://policy.ucop.edu/doc/7020447/BFB-IS-2

 Devices Issued:

• Apple iPhone 6S Plus 64GB (or similar). Included accessories: Wall Charger, USB Cable, basic earbuds
• Protective Case: Otterbox Defender Series.

NOTE: This case is designed to provide drop, dust, screen, and scratch protection for the device. Staff are expected to keep the device in the issued case at all times. Damaged or defective cases should be reported to the CSC Manager or Facilities IT. Alternate cases are not authorized unless approved in advance by the Facilities AVC. Departmental funds may not be used to purchase alternate cases and the employee may be held responsible for any device damage that results from the use of any alternate case.

• While devices are assigned to individual employees, the device remains the property of Facilities Services. Each employee is expected to maintain the device in good working order and report any issues or problems with the device immediately. In the event of the employee’s departure from the department or reassignment, the device and all accessories are to be returned immediately.
• In the event that a device is lost or stolen, the employee must report the loss to the Facilities CSC Manager or Facilities Services IT (FSIT) immediately to activate Lost Mode for the device. Once the device is located, the administrator can disable lost mode. If the device cannot be retrieved, all data will be remotely wiped from the device.

 Device Use

• Work Management: Maximo Apps are deployed to the device to support work, asset, and inventory management. The device and apps will be used as a tool to receive work assignments, record work and time to jobs, and complete work assignments.
• Communications: A primary uses of these devices are for communication purposes including voice, text, email, and calendar apps.  Facilities also utilizes the Verizon Push to Talk (PTT) functionality for direct communication between devices.
• Other Apps: Additional apps have been deployed to the devices to support work-related activities. The list of authorized apps will be periodically reviewed and updated. A list of authorized apps can be viewed here.  To ensure that the devices are able to support the primary functions for communications, asset and work management, employees are not authorized to install apps directly from the app store.
  
  Requests to install additional apps may be submitted to the FS Leadership team by submitting an App Authorization Request. The team will review requests based on operational needs, compatibility, licensing, and cost requirements. If approved, the app will be added to the authorized apps list and users may elect to install the app, or when approved for all users, the app will be pushed to all devices. 

• Personal Use: Incidental personal use of the device is allowed per University policy. However, the employee may be required to reimburse the University for personal use that results in noticeable incremental costs. Personal data on University devices may be subject to public records disclosure. The University is not responsible for the loss of any personal data on the device and the employee should take care to ensure that any personal data is protected and does not interfere with the primary operations of the device.

 Device Management

Prior to assignment each device will be enrolled in the departmental mobile device management (MDM) application. The MDM controls the device configuration include: