SARGENT & LUNDY PC POLICY

March 1, 1997 Rev. 0 Page 1 of 7

1997 SARGENT & LUNDY PC POLICY

I.

GENERAL A. Sargent & Lundy, L.L.C. (S&L) provides employees and consultants with the computer software needed to perform their jobs in an efficient and effective manner. The software used by S&L employees is provided to us under license agreements that tell S&L how and where the software may be legally used. It is S&L's policy to comply with these license agreements. We do not illegally copy software or install illegally copied software. If you need a copy of a program in order to perform your job with S&L, the software will be provided to you. You should follow the process outlined in Item II. S&L also provides access to the Internet, to electronic mail (E-mail), and to public and other selected Bulletin Board Services. It is S&Ls policy that such access be used only for business work performed for S&L and its clients and customers and potential clients and customers. This specifically includes E-mail and bulletin boards on S&L's cc:Mail facility, even if such messages are directed only to other S&L employees and consultants. These facilities are not to be used for personal projects not authorized by S&L management such as but not limited to playing games, downloading non-business files and sending or posting messages of a personal nature or messages that would be inappropriate if issued under S&L's letterhead. S&L's computer resources including servers, PCs in offices and elsewhere, printers, modems and Internet and related connections are not to be used by an S&L employee or consultant for purposes of creating or modifying computer products for marketing by the employee other than through S&L's authorized business groups. Development for personal profit is specifically contrary to company policy. In 1997 PCs will be allocated through three distinct processes, two being new. The first new process will be described in a new ERP E-9 titled, New Employee Process. This process allocates PC resources to new hires so that equipment is installed when the new employee starts. The second new process is the PC Upgrade Process which replaces much of the cumbersome paperwork presently required for routine PC upgrades. The third process is this procedure, the 1997 Sargent & Lundy PC Policy. In 1997, this procedure will be only used for special cases not covered by the first two processes.

B.

C.

D.

II.

HARDWARE/SOFTWARE A. Individual requests for hardware and software must be submitted to the appropriate Manager for approval. 1. The Manager will determine if the request is necessary to facilitate the individual's work. The Manager will determine if the individual's request can be filled by swapping equipment already in use within the division.

2.

B.

If the individual's request for hardware or software cannot be accommodated by the division, the Manager will submit a completed Computer Hardware/Software Request Form (HSRF) to the PC Administrator.

Please note that the entire document has been revised to apply to Sargent & Lundy in its entirety

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C.

Requests for major purchases of hardware or software will be further evaluated by the appropriate Business Group Director and the Director of Finance & Administration or his designee.

III.

REMOTE PCS A. Domestic PCs for domestic engineering field offices and for domestic business development offices will be supplied on an as-required basis. An HSRF form must be completed and approved as outlined below. The HSRF must include shipping instructions and appropriate addresses. 1. Requests for equipment for domestic engineering field offices must be approved by the Field Site Manager as well as the appropriate Project Director Requests for equipment for domestic business development offices must be approved by the appropriate Business Group Manager

2.

B.

Foreign Equipment for foreign field offices will be supplied on an as-needed basis. An HSRF form must be prepared and approval obtained from the appropriate Project Director or Business Group Director. 1. PCs sent to foreign offices will be billed on a flat, monthly rate rather than a time/usage basis. The appropriate project number must be shown on the HSRF form at the time of the request. Printers and plotters must be procured locally. Due to different voltage requirements, printers and plotters cannot be sent to foreign destinations. Only software which does not violate U.S. export prohibitions may be shipped to foreign destinations. Contact Tony Skaczylo for assistance with requisitioning software to be shipped abroad.

2.

3.

IV.

CLIENT OWNED ITEMS A. All requests for the procurement of items that are to be owned by the client shall be accompanied by a completed HSRF form which has been signed by the appropriate Project Manager and Project Director. The requester shall provide a valid, billable project number and advise the client that service charges will be added, per the current CL schedule, in addition to the cost of the items procured. The Project Director is responsible for ensuring that all client owned items are properly controlled while in Sargent & Lundys (S&L) possession and are turned over to the client when appropriate. Software licenses shall be registered to the client.

B.

C.

D.

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E.

S&L will charge all S&L man-hours for procurement and testing of Client Owned items to the project number provided.

V.

ITEMS OWNED BY S&L BUT CHARGED TO A BILLABLE PROJECT NUMBER A. All requests for the procurement of items that are to be charged to a billable project number but owned by S&L shall be accompanied by a completed HSRF form which has been signed by the appropriate Project Director. Purchases of this kind will not be charged against the Business Units/Departments PC Hardware/Software budget. After a project has been completed and the project number closed, all items procured and billed to that project number will be reallocated by the PC Administrator as determined by the appropriate Project Director. Software licenses shall be registered to Sargent & Lundy.

B.

C.

D. VI.

NOTEBOOK PCS A. Notebook PCs will be purchased only when, due to extensive long-term travel, it is not cost effective to use Loaners or to assign a desk top unit to an employee. Loaners 1. What is a Loaner PC? a) A loaner PC is a notebook PC that is borrowed from the Facilities & Operations Division (F&OD) or rented from an outside source. At present, every loaner notebook is configured with Microsoft Windows 3.1 and MS Office 4.2 (Excel 5.0, Word 6.0, and PowerPoint 4.0). Any additional software requirements must be explicitly identified. The maximum length of time for a PC loan shall not exceed 60 days. Late returns of loaner PCs will not be tolerated. Correct actions relative to overdue loaner notebook PCs will be implemented by management.

B.

b) c)

2.

How to Obtain a Loaner PC a) Individuals requiring the temporary use of a notebook PCs should first contact their Manager to determine if the need can be met within the division. Managers should note that any reassignment of a notebook PC must be communicated to F&OD and the PC Administrator immediately in order to adjust client billings. If a loaner notebook PC is required, the requester should obtain the approval of the appropriate Manager/Project Manager. (1) A billable project number is required to obtain a loaner notebook. All fees for these loaner notebooks will be billed to the client per the rates contained in the "CL" Schedule. Therefore, individuals requesting notebook loaners will need to

b)

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obtain the appropriate Project Manager's concurrence prior to their request. (2) In rare instances, a loaner notebook may be charged to a nonbillable number. In these instances the requester must obtain Manager (or Project Director for business development).

c)

Once approval is obtained, the requester shall furnish the following information via CCMAIL to F&OD (Janice Harris): (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) User Name Payroll No. Work Group Office Location Phone Number Date Loan Will Start Date Loan Will End Including Time Hardware Required Software Required Client Name Project Number Destination (Country) Special Instructions

d)

F&OD will supply the requested equipment from their existing loaner pool. When equipment is unavailable, outside rentals can be authorized by the Business Group PC Administrator after approval has been obtained from the appropriate Manager/Project Director. These are "real" expenses that will be charged to a project or division budget. All requests for outside rentals must be submitted to the PC Administrator no later than 24 hours in advance.

VII.

PC MOVES A. B. PCs will be associated with individuals rather than assigned to locations. Individuals may move their own PC. However, it is mandatory that they advise the PC Administrator of the new location and contact the Help Desk on Extension 3590 in order to have the IP Address reestablished. Effective 3/1/96, F&OD is requiring valid project charge numbers for all PC relocations, reassignments, and reconnects to the LAN (including IP address changes). Therefore, you must provide the PC Administrator and the Help Desk with a valid project number at the time a request is made.

C.

VIII.

COMMUNICATION REQUESTS A. Requests for SecureID cards and copies of "Reachout" will be submitted to Anne Robinson. Copies of "Reachout" will be supplied at no charge to those who possess a SecureID card and have used it within the past 90 days.

B.

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IX.

OFF-HOUR ACCESS A. In emergencies, computer equipment may be obtained at times other than normal working hours (off-hours). Such requests shall be limited to unforeseen circumstances that require immediate action, e.g., a client request for an emergency response. The requester shall notify the Security Section on X7777 of the need for computer equipment. The Security Section shall notify the Supervisor, Computer Operations, F&OD who will make arrangements to supply the requester with the equipment required. The Supervisor, Computer Operations will notify the PC Administrator of the request and its disposition as soon as practical during normal working hours.

B.

C.

D.

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PCS AND ACCESSORIES Gateway Pentium PC /W 16 MB, 1.2 GB HDD, 15 Monitor, NIC card 20" monitor upgrade (Vivitron) Intel 486/33 to 486DX2-66 OverDrive Processor 850 MB Hard Disk upgrade Microsoft Mouse Multitech 28.8 External FAX/modem AT&T PCMCIA 28.8 FAX/Modem Xircom PCMCIA Ethernet Adapter PC Simms Memory, 4 MB to 8 MB upgrade PC Simms Memory, 8 MB to 16 MB upgrade NOTEBOOK PC's Toshiba T410CS/810 (dual scan color) 120 Mhz Pentium Toshiba 8 MB memory upgrade card Toshiba 16 MB memory upgrade card (PLADES-MicroStn) Toshiba NiCD Battery pack Toshiba T2400 Port Replicator Toshiba Port Replicator Notebook carry case PRINTERS & ACCESSORIES HP Laser Jet 5L /w 1 MB upgrade Pac. Data 2MB mem. upgrade for HP IIP& & III SOFTWARE MS Office 4.2 MS Office Professional 4.3 Microstation PC 5.0 standalone MathCAD Plus 5.0 AutoCad Rel 12 stand alone IRAS/PC LAN version IRAS/PC stand alone GTX RasterCAD Norton Commander Norton Utilities Reachout remote access software WinFAX Pro Word Perfect, any version Price List as of 3/7/96 (Subject to change without notice) For information regarding items not liested, contact Bill Ohde x7528

APPROX. PRICE $2,350 $1,215 $131 $269 $60 $220 $229 $219 $160 $320

$3,395 $430 $939 $139 $209 $570 $60

$590 $99

$259 $342 $3,500 $260 $3400 $0 $1,950 $1,725 $85 $110 $36 $75 $134

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HARDWARE SOFTWARE REQUISITION PROCESS

User FOD Reviews HSRF, Assigns HSRF #, and Resolves Questions with PC Admin. User Prepares HSRF and Submits to Mgr.

FOD Prepares W eekly Summary Mgr. Approve?

Yes

FOD Manager Approves? Site Equipment?

Yes

PD Approve?
No s

Submit to PC Administrator

Yes

No s

Resolve Questions with PC Administrator

Yes

Yes

PC Admin. Approve?

FOD Obtains Item (from Stock or Purchase)

Yes

Yes

Client Owned?

PD Approve?

F O D Installs Item

No s

Yes

<$1,000

No s

DOE or BG Approve?

User

Yes

Yes

Engineering Software?

Yes

QA Approve?

No s

Yes

PC Administrator Process HSRF

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