Met. 43LkilL &/j/fr iii. INFORMATION TECHNOLOGY Wireless Device and Service (IT 8) ''OPJ2CEO. nature of their work.

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1 Met ro POLICY STATEMENT The Los Angeles County (LACMTA) may provide wireless devices and service to employees who have received appropriate management approval and must use a wireless device in order to provide rapid response because of the nature of their work. PURPOSE This policy provides eligibility guidelines for wireless devices and service, and establishes usage and reporting responsibilities for authorized LACMTA wireless device and service users. APPLICATION This policy applies to all LACMTA employees, temporary employees, Board Officers, General Counsel and attorney staff engaged in official authorized business. If a conflict occurs between this policy and the collective bargaining agreement, the collective bargaining agreement will prevail. 43LkilL &/j/fr iii Department Head APPROVED: county Counsel or N/A ''OPJ2CEO EffectiveDate: Date of Last Review: Wireless Device and service (ITS)

2 1.0 REQUIREMENTS 1.1 Eligibility Requirements Wireless communication devices maybe provided if deemed necessary for LACMTA employees, temporary employees, Board Officers, and General Counsel and attorney staff to conduct official business and perform the essential duties of their positions. Wireless devices will not be provided for convenience; they are provided only when landline or physically attached phone or internet service does not meet LACMTA business needs, or are insufficient to enable employees to perform their jobs. Requests for wireless devices and service must meet at least one of the following criteria: Employee frequently travels on LACMTA business; Employee is frequently away from his/her primary worksite for more than half the workday; Employee must be accessible at all times; or Employee is required to respond to emergencies outside of normal business hours Each request must justi' the need based on the criteria above, providing specific details dearly explaining how the employee's job duties relate to the established criteria. 1.2 DMV Usage Requirements and Prohibitions Hand Held Wireless Telephone Prohibited Use California Vehicle Code, (effective July 1, 2008) requires all operation of cellular phone equipment to be hands-free, while driving a motor vehicle. To comply with the DMV requirements and for safety reasons all LACMTA-provided cellular phones are issued with hands-free capability Electronic Wireless Communications Device Prohibited Use California Vehicle Code, (effective January 1, 2009) prohibits a driver who is operating a motor vehicle from writing, sending, or reading text messages Transit Vehicle Drivers Prohibited Wireless Telephone Use California Vehicle Code, (effective July 1, 2005) prohibits a driver from operating a transit vehicle while using a wireless telephone. Wirelees Device and Service (ITS) Page 2

3 1.3 Safe Usage of Electronic Devices (OPS 1) Operations personnel should also refer to the OPS I policy for the safety standards of using electronic devices. 1.4 Government Emergency Telecommunications Services (GETS), Wireless Priority Service (V/PS) All users assigned a LACMTA cell phone will receive additional communication services enabling the caller to place calls with a higher "network priority," leading to a higher probability of completion during local emergencies or natural disasters so they may enhance communication and support to LACMTA's Emergency & Homeland Security Preparedness Program. For landlines, it is GETS, and for cell phones, it is WPS. The service requires the completion of a self-training course within 30 days from the date the employee received the LACMTA-assigned cell phone. 2.0 PROCEDURES 2.1 Requests for Wireless Devices Employees requesting new wireless devices must submit a written justification and obtain the appropriate level of management approval (see 2.1.1), prior to submitting the Request Form (Request Form) to the Information Technology Services (ITS) Help Desk. Types of wireless devices include, but are not limited to: cell phones; mobile communications devices; Smart Phones, such as a BlackBerry; numeric and alpha-numeric pagers; PC wireless cards; tablet PCs, such as an ipad; and other qualifring wireless devices. The written justification should include the following information: How frequently the employee is required to respond to an emergency situation, and/or needed for immediate response to a top priority matter; An estimated percentage of time the employee, and/or job classification is unable to access a public telephone system; and Whether the wireless device can be shared by other job classifications, and/or employees within the employee's work unit Management Approval Responsibility The approver should consider the following assignment criteria when approving a wireless device: levels of communication and response required; value of the information communicated; annual cost; and the requestor-submitted justification. (ITS) Page 3

4 IT S WIRELESS DEVICES AND SERVICES - DEVICE ASSIGNMENT CRITERIA Device Annual Cost Communication Response Level Est Need t Tablet PC $1205 Yr. and Research Access to and possible video communication (Convertible Spend a large portion of their regular working day [LapTop]. Slate $360 ea. Add]. out of the office and/or responsible for rapid [ipad]) yr. response to matters related to federal, state or local government actions of interest to the CEO. executive stale and/or the Board, and who require capability to inform of or respond to these actions. Require access to LACMTA's network to provide or retrieve data to overcome virtual office constraints, including retrieving, creating or editing documents (Smart Phone) $1050 and Access to and voice communication BlackBerry 2-way Spend a large portion of their regular working day Voice out of the office and/or responsible for rapid Communication response to matters related to federal, state or local government actions of interest to the CEO, executive staff and/or the Board, and who require capability to inform of or respond to these actions. Require Direct Connect" to individuals or user groups. HTC EVO $1170 and Voice Above without: Commumcatzon. -. Direct Connect capability. AirCard $604 Data access Require access to LACMTA's network to provide or (Wireless Data) retrieve data to overcome virtual office constraints, including retrieving,_creating or editing_documents Cell Phone $306 2-way Require verbal interaction in response to urgent Voice + requests. Communication provide on-site service at non-lacmta locations not serviced by the public telephone system.. Above plus: With Push-to- $306 2-way Work Group Mobile coverage for consistent 2-way 'Direct Talk Broadcast Connect" communication. Group communication. Pager $167 1-way text alert 1-way message delivery. (Alphanumeric) Pager $28 1-way numerical (Numeric) 1-way alert for call-back or message retrieval. alert NOTE: Por more information contact CABS Administration. The required level of management approval for wireless devices is as foilows: Numeric and alpha-numeric pagers require approval by the requestor's Manager/Supervisor or higher level management; (ITS) Page 4

5 Cell phones require approval by the requestor's Deputy Executive Officer (DEO) or higher level management; Smart Phones, Tablet PCs and PC wireless cards require approval by a CEO Direct Report or higher level management; The Assistant County Counsel may approve wireless device requests for the County Counsel and staff; and The Board Secretary may approve wireless requests for Board Officers and will make the documentation accessible for review by the Chair or designee as requested. 2.2 Payroll Deduction Form Required for Wireless Device Service Employees must submit a completed Payroll Deduction Authorization Form to the ITS Help Desk at the time a LACMTA-issued wireless device is requested. A payroll deduction will be initiated for: a) reimbursement for personal expenses incurred on a LACMTA-issued wireless device, and b) the replacement of lost wireless device(s). 2.3 Assignment of Wireless Devices and Service Wireless Device arid Service Assignment The ITS Help Desk will process all wireless device and service requests, procuring all necessary wireless devices for the requesting department. ITS assigns wireless devices after appropriate management (see 2.1.1) approval of the employee's justification on the Request Form GETS/WPS Training All LACMTA employees receiving a LACMTA cell phone will receive GETS (see S 1.4). The employee will be required to complete a self-training course within 30 days after receiving the phone. If the cellular phone user does not complete the course within 30 days, ITS may terminate the cellular phone service and recall all equipment Temporary Assignments Employees who need access to a wireless device on a temporary or as-needed basis, must submit a Request Form, signed by their department manager to the ITS Help Desk at least one (1) day prior to when the wireless device is required. Temporary assignments are limited to a maximum of 10 business days and can only be extended by submitting a newly completed request form. The temporary assignee will validate Page 5

6 Met ro billing for temporary assignments after the close of the billing cycle that included the temporary service. 2.4 Wireless Device Service Employees are responsible for reconciling their monthly billing statement for an assigned wireless device. They are allowed to use their personal wireless device service for official business and receive reimbursement for expenses incurred Wireless Device Premium Services LACMTA employees may not download premium services (see 3.0). If there is a business need for any productivity app or service, the employee must submit a Software erequest Form from the ITS website. The use of other premium services may incur additional charges regardless of device type. These services should only be utilized when it is neither reasonable nor feasible to use the basic calling service, and never for personal use. (see 3.0) Travel Outside of the United States Employees traveling outside the United States with a LACMTA wireless device must notify the Help Desk before any travel occurs. This will enable the Help Desk to optimize the service plan to avoid significant overcharges, for which the employee will be liable to reimburse through the payroll deduction process Cellular Automated Billing System (CABS) Process Employee and Board Officer Review and Certification The ITS Department will issue monthly wireless statements that itemize maintenance and usage for all employees with a LACMTA.issued wireless device (except pagers). Each employee is responsible for validating his/her wireless statement as follows: Verify that personal profile information is up-to-date; Verify continued possession of the device regardless of any usage; Identify any personal use, as defined in the ITS FAQ webpage's CABS Overview PowerPoint; and Document any issues or discrepancies in the CABS validation comment section. (ITS) Page 6

7 4X) Los Angeles County Access to employee wireless billing statements is available through the web-based CABS application. The employee reviews and identifies usage on the wireless statement, then submits it to their Department Manager or Supervisor for review and approval. If an employee cannot access the on-line statement, a paper version must be requested from CABS Administration. The employee must complete and sign a Wireless Bifi Certification Form certifying the statement has been reconciled. The employee's supervisor must review and sign the Wireless Bill Certification Form and forward it to CABS Administration. Board Officers will forward their wireless statement certifications directly to CABS Administration, and make the certifications and related documentation available for review by the Chair or designee, upon request Manager/Supervisor Review and Certification Department Managers and/or Supervisors of employees with LACMTA-issued wireless devices wffl review and validate the wireless statement as follows: Specifically review the cellular phones' overall usage patterns, including excessive, long duration, and/or high cost calls; Verify that the purpose of the calls made were essential for official business and meet the criteria of "emergency and priority matters"; Review the declaration of personal use; and Review any comments on the Wireless Bifi Certification Form. To complete the review, the Department Manager or Supervisor must approve the electronic copy of the wireless statement through CABS or sign the Wireless Bill Certification Form certifjring the statement has been reconciled and forward it to CABS Administration. The reconciliation due date is ten (10) business days or fewer after electronic billing statement distribution through CABS, or five (5) business days or fewer after Wireless Bifi Certification Form distribution Reimbursement of Non-Business Calls Reimbursement of identified personal calls is calculated by totaling the amount of personal minutes and multiplying that total by a pro rata unit cost. The pro rata unit cost is calculated at the beginning of each fiscal year, based on the prior year's actual (ITS) Page 7

8 cost, including the monthly service charges. ITS will forward the amount of reimbursement due from the employee to the Payroll Department at the dose of each bffling period Failure to Submit a Completed Wireless Bill CertifIcation Form If the user does not validate a wireless statement through CABS or submit the Wireless Bill Certification Form by the specified due date, the ITS Department may terminate the wireless service. If service is terrnmnated due to employee nonresponsiveness, the employee is still accountable for the reconciliation of the wireless statements incurred while in possession of the wireless device. Repeated failure to comply with this policy may lead to progressive disciplinary action, up to and including termination (see LACMTA Ethics Code ) Changes to Wireless Device Plans The ITS Department is responsible for coordinating any changes with wireless service contract providers. Changes are defined as any service additions, modifications or deletions. Any service change requests should be sent to the ITS Help Desk via Employee-Owned Wireless Devices The LACMTA Travel and Business Expense Policy (FIN-14) provides for reimbursement to employees who use their personal wireless devices and incur any business related charges. An employee requesting reimbursement must highlight all business-related calls on his/her wireless device statement, and attach a copy of that bifi to the Business Expense Form. Employee-owned wireless devices used for LACMTA business may be subject to subpoena in the event of a legal action involving LACMTA. Business-related calls will be reimbursed as a percentage-to-total usage of the employee's monthly wireless statement as follows: 1) Calculate % to total usage: Total minutes used for official business (a), divided by the total minutes used in billing cycle (b), equals % to total usage (c). 2) Reimbursement Amount: Monthly plan cost multiplied by the % to total usage (c) = Reimbursement amount. (ITS) Page 8

9 (I) Met ro An example of this calculation can be found in section 3.0: Definition of Terms Invoice Payment Requirement Due to the time lag between receiving monthly statements from the wireless service providers and employees certifying and returning their CABS statements to CABS Administration, Accounts Payable will pay the monthly vendor invoice "as-is" within the due date requirement. Any adjustments will be reconciled by the ITS Department staff who notifies the service provider and requests a credit on a subsequent invoice. The ITS Department will be responsible for ensuring errors are corrected and credits received. 2.5 Addition of Personal Service to a LACMTA Wireless Device Employees may request to add their personal service to a LACMTA-issued wireless device if the assigned LACMTA-issued equipment can support the service, and LACMTA incurs no additional costs. 2.6 Management of Wireless Services The ITS Department manages the issuance and maintenance of all wireless communication devices and services for LACMTA Departments Managing Wireless Communication Services The ITS Department is responsible for issuing, maintaining and managing wireless communication service contracts; and responsible for analyzing and reconciling invoices received from service providers Periodic Audit of Wireless Service Use Management Audit Services is authorized to conduct periodic audits to ensure appropriate management approval and employee compliance with this policy Lost or Stolen Wireless Devices Any employee authorized to use a wireless communication device must report its loss or theft to his/her Department Head, and to the ITS Help Desk according to the following procedures: (ITS) Page 9

10 (!) Los Angeles County The lost or stolen wireless communication device must be reported to the ITS Help Desk within one business day after loss or theft to prevent unauthorized use; File a police report of the wireless communications device's theft, if stolen; A Request Form must be filed with the ITS Help Desk within two business days after loss or theft. Any documentation (e.g. police report, etc.) that can be attached to the report will assist in making a final determination as to whether the wireless device was lost or stolen. Submitting a fraudulent request for wireless communication device replacement may result in disciplinary action, up to and including termination or referral to legal authorities. In addition, all monthly service charges, fees and taxes will be collected through payroll deduction, including any replacement fee authorized by the employee on the Request Form Annual Reauthorization Process Each fiscal year, the ITS Department will distribute a list of LACMTA-authorized users, approvers and the respective wireless devices and service to the Department Head. The Department Head or designee will indicate whether or not the employee's continued use of company issued wireless device(s) is approved. The ITS Help Desk will contact all users whose devices are not reauthorized, and request that they immediately return the equipment to the ITS Help Desk. Concurrently, the ITS Help Desk will contact the wireless device providers and terminate services that are not approved Change of Employee Cost Center Reauthorization Process Wireless Device assignments must be reauthorized when an employee changes positions or departments. The employee and the approver are responsible to notif' the ITS Help Desk of the assignment change by submitting a new Wireless Device and Services Request Form. The approver is responsible for justifying the wireless device assignment in the new position. The employee is responsible for all charges until this transfer process is complete Change of Supervisor/Approver Reauthorization Process The cunent or new Supervisor/Approver must send an to the ITS Help Desk, CABS Administration, the other Supervisor/Approver and affected employee if the employee's cost center is unchanged, but their CABS Supervisor/Approver has Page 10

11 etro changed. The should identify the billing number of the wireless device, the employee's name and the name of the new Supervisor/Approver Assistance The ITS Help Desk will assist an employee who needs additional instruction on the proper use of wireless communication devices or service Insurance LACMTA self-insures all wireless communication equipment and does not purchase insurance from the wireless communication providers. 3.0 DEFINITIONS Business Day is any day that LACMTA is open for business, excluding Saturdays, Sundays and holidays. Cellular Automated Billing System (CABS) is a web-based electronic distribution system for the validation and approval of wireless device statements. Due Date (relative to wireless device services) refers to the date by which the user with a LACMTA-issued wireless device service must validate the billing statement through CABS. or return the Wireless Bill Certification Form to the ITS Department's mailbox. Emergency and Priority Matters (relative to wireless device services) are those situations where not using a wireless device to communicate vital information may delay restoration of mission-critical operations, such as bus/rail service, facilities repairs, telecommunications outages, safety and security issues. Employee Reimbursement Calculation for business calls on an employee owned device is as follows (with examples): a) Business Minutes Used divided by Total Minutes Used = % to total 79 business minutes / 632 minutes 12.5% b) % to total multiplied by Monthly Plan cost = Reimbursement 12.5% x $69.99 = $8.75 Percentage-to-total usage is the number of business usage minutes divided by the total minutes used for the billing cycle times. Page 11

12 etro Los Angeles County (its) Premium Services provide additional functionality above the basic service which incur additional charges for use. Examples of these services include but are not limited to texting, ringtones, games, subscription or navigation services, voting, sending photos and data, 411 directory information and call-forwarding. Wireless communication devices are the physical medium for accessing carrier provided services and include devices such as cell phones, mobile communication devices, smart phones (BlackBerry, Treo, HTC and iphones, tablet PCs [ipad}, etc.), numeric and alphanumeric pagers, and PC wireless air cards. Wireless communication services are provided by public communications carriers (AT&T, Verizon, Sprint, etc.) that enable access to phone calling, corporate , business network services, texting and data transmission through a wireless communications device. 4.0 RESPONSIBILITIES Board Officers are responsible for certifying their billing statements as accurate, and returning them to the ITS Department after review, maintaining those records and making them accessible to the Board Chair or designee for review as the Chair may request. Employees, temporary employees, Board Officers, and General Counsel and attorney staff ("Employees") are responsible for their assigned LACMTA-issued wireless communication devices. For safety reasons, use of cellular phones while operating a revenue vehicle is prohibited. Use of any wireless device is prohibited while operating any non-revenue vehicle or personal vehicle while on LACMTA business unless the device is configured for handsfree listening and talking and is used in that manner. Reading, writing or sending texts is prohibited while operating a vehicle. See Gen 16, 3.0 and (for Operations Department personnel) OPS 1, 2.1.1, 2.2. Employees with wireless service are responsible for reconciling wireless statements and for reimbursing LACMTA for their personal calls. Employees may not transfer any wireless communication device assigned or provided to them to any other user without submitting appropriate paperwork to the ITS Help Desk. Employees may loan a wireless device to another employee for emergency and business priority use only with Department Head approval. Upon separation from LACMTA, employees must relinquish any and all wireless communication device equipment and accessories, such as power cables, hands-free kits, and manuals provided for their use. The replacement price of the equipment will be deducted from the employee's wages if the materials and equipment are not returned. Similarly, employees will have the replacement expense deducted through the regular payroll deduction process for any lost or damaged wireless communication equipment due to negligence on their part. (ITS) Page 12

13 C Los etro Angeles County (ITS) ITS Department is responsible for assigning approved wireless communication devices and distributing wireless device statements for user and management validation. Department staff performs periodic analyses to determine the appropriate wireless communication provider plans. ITS Help Desk is responsible for processing the Request Form, purchasing and assigning wireless communication devices and maintaining a current inventory of cost-effective equipment as required to meet LACMTA's business needs. Managers or higher level management are responsible for: ensuring the user business justification request meets eligibility requirements set forth in this policy when approving LACMTA-issued wireless devices and service; overseeing the monthly wireless statement reconciliation process; approving all agency reimbursements for employees who use their personal wireless devices for LACMTA business; and ensuring that subordinates with LACMTA-issued wireless communication devices adhere to this policy. Management Audit Services is responsible for conducting periodic audits of wireless communication services and their use by LACMTA employees. Supervisors are responsible for ensuring that their subordinates with I.ACMTA-issued wireless communication devices adhere to this policy. 5.0 FLOWCHART Not Applicable 6.0 REFERENCES 1. Travel & Business Expense (FIN 14) 2. Employee Code of Conduct, (Ethics Dept.) 3. Discipline Policy (HR 47) 4. LACMTA Operations, Policy On Use of Electronic Devices (OPS 1) 5. California Vehicle Code ç23 123, , General Management, Non-Revenue Passenger Vehicles (GEN 16) 7. Wireless Device forms can be found on the ITS intranet website on the "Service Requests & Forms" link: a. Payroll Deduction Authorization Page 13

14 (i!) Met ro b. Wireless Device Certification c. Wireless Device & Service Request 7.0 ATTACHMENTS Not Applicable 8.0 PROCEDURE HISTORY 6/13/06 New policy to cover all wireless communication devices and services utilized at LACMTA, including cellular phone service, BlackBeny service, mobile communication devices, pagers, PC wireless cards, and other qua1ifiing wireless services and devices. An eligibility requirements section was added to add a criterion for assigning wireless communication devices. Wireless card requests require the approval of the Chief Executive Officer. This policy also replaces IT 4, Cellular Phone Policy (9/13/05) and IT 3, Pager Policy (signed 1/31/05). 11/02/07 Established levels of management approval for various wireless devices; Small Business Unit Chief to approve of PDAs and PC wireless cards; DEO to approve of cell phones; and Managers approve of pagers. The cell phone policy procedures were updated. 08/19/08 Revised to require compliance with California Vehicle Code 23123, Handsfree operation, and meet documentation and reporting requirements for IRS listed property rules. Updated to reflect new service rates and more detailed language concerning Board Officers. New subsection added on cellular phone premium service charges. Employee owned wireless device usage has been revised to allow business-related calls to be reimbursed as a percentage-to-total usage of the employee's monthly cellular bill. New terms added to Definition section. Updated the Device Assignment Criteria Matrix (Attachment 5). 08/09/11 Reorganized several paragraphs to darif' understanding and place related topics together, particularly in the wireless device bffling statement process; standardized terminology by changing most references of "cell phones" to wireless device; Added reference to California statutes and LACMTA policy regarding Wireless Device usage and driving in either revenue or non-revenue vehicles; added information on GETS and WPS services and training; added updated Device Assignment Criteria Matrix (formerly Attachment 5) into body of policy (see 2.1.1); added employee's responsibility for billing overcharges for travel out of the United States without contacting the Help Desk in advance; Wirejess Device and Service (ITS) Page 14

15 changed references of(saf S to OPS 1); added reference to General Management, Non-Revenue Passenger Vehicles (GEN 16); changed all references to Cellular Account Bffling System to "CABS"; changed references of SBU's to Department Head; and Removed references to IRS requirements for "listed property," since cell phones have been removed from this category; removed duplicate definitions. (ITS) Page 15

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