Purpose

To ensure that all company-issued IT equipment is requested, procured, configured, and distributed through a consistent and secure process. This SOP helps standardize asset management, reduce onboarding friction, and maintain IT compliance.

Scope

This process applies to all IT hardware and software issued to employees — including laptops, monitors, phones, peripherals, and licensed applications — whether for onboarding, replacement, or role-based upgrades.

Roles & Responsibilities

• Employee or Manager

• Submits the equipment request for new hires or replacements.

• IT Support Staff

• Reviews requests, procures equipment, performs configuration, and maintains inventory records.

• Finance or Procurement Officer

• Approves hardware purchases and processes vendor payments.

• HR Coordinator

• Triggers the process during onboarding and offboarding workflows.

Process Steps

1. Equipment Request Initiation

The process begins when a request is submitted via the IT request form or ticketing system. This may be triggered by:

• A new hire joining the company

• An employee reporting malfunctioning equipment

• A manager requesting upgraded hardware for performance or role change

The request must include: employee name, job title, location (remote/in-office), role-based hardware needs, and desired delivery date. Standard device packages may be offered based on department (e.g., engineering vs. marketing).

2. Approval & Procurement

Once received, IT reviews the request and checks against standard issue lists and available inventory. If the item is in stock, it is reserved. If procurement is required:

• IT generates a purchase order (PO)

• Finance or Procurement Officer reviews and approves it

• Approved orders are placed with preferred vendors

Expected delivery dates are logged, and any backorders or delays are communicated proactively to requesters.

3. Asset Logging & Tagging

When new equipment is received:

• IT logs the device details (make, model, serial number, cost, warranty info) into the asset management system

• An asset tag is physically applied (QR code or barcode format)

• The device is assigned to the intended employee, pending setup

All records must include issue date, user name, and intended use (e.g. permanent employee, contractor, remote worker).

4. Device Configuration & Setup

IT performs initial setup and configuration:

• Install OS updates and company-standard applications

• Set up user account with correct permissions

• Apply security settings (encryption, antivirus, VPN, MDM profile)

• Configure email, calendar, and collaboration tools

• Link cloud storage or shared drive access as needed

For remote employees, devices may be pre-configured and shipped with printed or digital setup instructions. In-office setups are tested at the user’s desk, with a quick orientation provided.

5. Handover & User Acknowledgment

Once setup is complete:

• The user is notified of pickup/delivery

• A brief handover checklist is completed (device verification, accessories provided, usage policy review)

• The employee signs or e-signs an IT Equipment Acknowledgment Form

This form includes agreement to acceptable use policies, responsibilities in case of damage/loss, and return expectations during offboarding.

6. Ongoing Support & Lifecycle Tracking

All issued devices are tracked for lifecycle status:

• Warranties and refresh cycles are logged

• IT monitors for usage issues or performance degradation

• Devices are flagged for replacement typically every 3–4 years, or sooner if performance impacts arise

Support tickets related to device hardware/software are linked back to the original asset ID to maintain historical support visibility.

7. Return & Decommissioning (Offboarding)

When an employee leaves:

• HR notifies IT to collect equipment

• Devices are returned, wiped, and evaluated for reuse or disposal

• Assets that are functional are reissued; outdated items are recycled or securely destroyed

Returned items are marked as “retired” in the asset register. Any missing equipment is logged for financial recovery (if applicable).