AGENCY: OFFICE OF INFORMATION TECHNOLOGY (OIT)

EFFECTIVE DATE: 01/12/2004

EXPIRATION DATE: INDEFINITE

SUPERSEDES: 02-03-DPP

SUBJECT: ASSIGNMENT AND USE OF CELLULAR WIRELESS DEVICES

ATTENTION: DEPARTMENT HEADS, CHIEF INFORMATION OFFICERS, DIRECTORS OF ADMINISTRATION AND DEPARTMENT TECHNICAL OFFICERS

FOR INFORMATION CONTACT: CHARLES S. DAWSON

PHONE: (609) 984-4082

I. PURPOSE

The purpose of this circular is to address the use of cellular wireless technology as an effective means of conducting the business of the Departments of the Executive Branch of State government. Its purpose is to establish and communicate the responsibilities of each State Department and its subdivisions. This circular also defines the procedures for the activation, assignment, use, reassignment and the retirement of cellular wireless devices and services through the Office of Information Technology (OIT).

II. SCOPE

The policy applies to all Executive Branch Agencies in the procurement and management of all wireless devices that require a telephone number.

III. GENERAL POLICY

Cellular wireless devices are provided to State employees in order to conduct State business. This technology is made available to State employees in positions where the benefits of this technology substantially enhance their job performance. The significant growth in cellular device use has resulted in safety concerns while driving. The general policy for employees to follow is:

1. While driving a State or personal car, pull off the road into a safe area before placing cellular phone calls, or reading and/or sending text messages.
   
   
2. If a phone call must be made or taken while driving, a hands-free headset or speakerphone must be used.
   
   
3. Reimbursement for incidental personal use of wireless devices should be made to the State.
   
   As with State landline telephones, personal calls are to be kept to a minimum. Personal calls, which result in a Toll charge or "usage" charge against a State cellular phone, are to be reimbursed to the Department of the Treasury. The cost for minutes/usage will be at the rate established by OIT on a periodic basis. The calculation for the reimbursement is the same as calculations for landlines - the cost of the toll charge or minutes/usage plus an Excise Tax. Collected monies are to be deposited in accordance with Circular Letter 95-03-OMB.

Note: The use of a State wireless device for an employee's outside business activity is strictly prohibited and would be considered a violation of the State Code of Ethics.

IV. DEPARTMENTAL POLICY

Each State Department is responsible for establishing its own internal policy and guidelines for the use of cellular wireless technology by employees within their Department; excluding the Judiciary, Branch, State Colleges, Office of Legislative Services, and Authorities. These policies and procedures must align with this policy and be submitted to and meet with the approval of the State Treasurer. Copies of these approved policies and procedures will be kept on file with the State Treasurer. Cellular technology is to be made available to employees in positions where the benefits associated therewith justifies the cost. Departments should explore alternatives, such as pagers and calling cards; to meet their communication needs wherever possible. When issuing a new wireless device, the Department should consider if the employee still requires a pager or separate cellular phone, if applicable.

TYPES OF ASSIGNMENTS OF CELLULAR WIRELESS DEVICES AND SERVICES:

1. EXECUTIVE ASSIGNMENTS - A Cellular wireless device and service of his/her choice will be individually assigned to the head of each State Department, to the Chairman of the Board of Public Utilities, to the Chairman of the Casino Control Commission, and to the Governor's Chief of Staff. Additionally, the individuals holding these positions are authorized to assign cellular wireless devices and services to immediate members of their staff, if such assignments are deemed necessary.

   The Governor's Chief of Staff may authorize individual cellular wireless devices and services for other employees of the Governor's Office.

   Executive assignments require the submission of a Cellular Telephone Request Form, CTR1 to the OIT Cellular Telephone Coordinator. This form is available through your Departmental Telephone Coordinator or you can contact OIT, by calling (609) 633-8855. You can also access this form online at http://nit.oit.state.nj.us/voiceservices.htm

2. DEPARTMENT ASSIGNMENTS (POOL DEVICE(S) - A Department may be assigned cellular wireless service and device to be shared by employees who collectively serve a specific program that has a continuing need to utilize off-site communications in order to perform their job duties. In determining this need, Departments should consider both the availability of wired service to such employees during the performance of their duties and the suitability of pagers and calling cards as optional communication devices. Department assignments (Pool Devices) require the submission of a CTR1 Form to OIT's Cellular Telephone Coordinator. The requesting Department will determine the appropriate make and model of the cellular device. OIT will notify the agency to issue a completed PB2, along with a Payment Voucher for the selected device based on current State Contract pricing, which the agency will send to OIT. OIT will forward the CTR1 Form and the PB2 to the Vendor. The Vendor will return the completed CTR1 Form with assigned Control Number (and new cellular number(s) if applicable) to OIT.

3. INDIVIDUAL ASSIGNMENTS - When Department assignments (Pool Devices) will not fulfill the need; employees may be individually assigned a cellular wireless device. This assignment must be based upon the need to have constant communication, and the benefit must justify the cost. Individual assignments require the submission of a CTR1 Form to OIT's Cellular Telephone Coordinator. The requesting Department will determine the appropriate make and model of the cellular wireless device. OIT will notify the Using Agency to issue a PB2 for the selected device based upon the current State Contract price. OIT will forward the CTR1 Form and the PB2 to the Vendor. The Vendor will return the CTR1 Form with the assigned control number (and new cellular number(s) if applicable) to OIT.

4. EMERGENCY ASSIGNMENTS - A Department requiring access to a cellular wireless service and device on a temporary basis, such as in the event of an emergency or National crisis may, through submission of a CTR1 Form to the OIT Cellular Telephone Coordinator, request an assignment of cellular wireless device(s) from a pool of devices managed by the OIT. These temporary emergency assignments do not require the submission of a PB2. Upon OIT's receipt of a Department's emergency request, the Department will be notified of the availability of the devices for pickup. All devices must be returned at the designated time specified on the CTR1 Form.
   Departmental Telephone Coordinators will be provided with a telephone number to be used to contact the OIT Cellular Telephone Coordinator for "Pool" or "Individual" cellular devices in the event of an emergency or National crisis requiring access to cellular wireless devices and service during non-working hours. In the event such a request is approved, a CTR1 Form must be submitted to OIT the next business day.

V. PROCEDURES

1. ASSIGNMENTS - Each Department is responsible for annually assessing the amount of anticipated cellular wireless device usage (incoming and outgoing) and identifying the duties that require cellular devices and services. Each Department is responsible for annually determining the most economically practicable solution(s), such as the use of "Pool" assignments, in order to maintain a justifiable total of cellular device assignments.

2. REQUEST FOR CELLULAR DEVICES AND SERVICE - All requests for new service, replacements or upgraded devices, and emergency assignments require submission of a CTR1 Form to OIT. Each request requires the signature of the Department head or his/her designee. The submission assumes that the agency has acquired the necessary approval signatures in accordance with its approved policy. Each Department must maintain a copy of the signed CTR1 Form on file. The named Telephone Coordinator on the CTR1 Form will serve as the single point of contact for the Department with OIT and the vendor. Accessories for existing cellular service can be processed directly with the Vendor without OIT approval.

3. AUTHORIZATION - Requests for Executive Assignments will be processed as received. All other requests, i.e. Agency Assignments (Pool Devices), Individual Assignments and Emergency Assignments require the internal approval of the Department in accordance with its approved policy.

4. APPROVED REQUESTS - With the exception of Executive Assignments, all approved requests will be fulfilled by furnishing the basic cellular wireless device provided by the contract Vendor.

5. OFFICE OF INFORMATION TECHNOLOGY (OIT) NETWORK INFRASTRUCTURE AND TELECOMMUNICATIONS APPROVAL - Each Departmental Coordinator will forward the approved cellular request to OIT Network Infrastructure and Telecommunications for technical review and activation of service.

6. OIT REVIEW - OIT will analyze the Department's requirements and select the appropriate service plan that meets the Department's needs. OIT will act on behalf of the Departments in transactions with contract Vendors of cellular wireless devices and service, when deemed necessary. In the event OIT's technical review determines that the device requested is either unsuitable or unavailable, OIT will contact the requesting agency.

7. RECORD KEEPING - Each Department must maintain appropriate records of all Department requests including, but not limited to service plan and device type, and to whom the device has been assigned. For wireless devices that require the procurement of server software and/or seat-based licenses, each agency must maintain this information and provide a copy to Treasury as requested.

8. TRACKING - Each agency must establish a procedure for tracking cellular phones for management and warranty service.

9. COST MANAGEMENT - OIT is responsible for the continual monitoring of cellular billing and usage statements from the Vendor to insure correct plan assignment for each State cellular phone.

10. BILLING - OIT Telephone Billing Unit will provide accurate and detailed billing information to the Departments.

11. REASSIGNMENTS - Each Department is responsible for submitting a CTR1 Form to OIT for any cellular device changes that necessitates an account code change.

12. TERMINATION OF ASSIGNMENTS - Each Department is responsible for submitting a CTR1 Form to OIT to discontinue usage of a cellular device. All surplus devices that are operational can be reassigned within the Department, or be reactivated by submitting a new CTR1 Form to OIT. Devices that are inoperable are to be disposed of by the assigned Department, or returned to OIT. It is the responsibility of the Department to clear all stored information from the memory of device prior to disposal.

13. LOST OR STOLEN DEVICES - Lost or stolen devices are to be reported to OIT by the Department Telephone Coordinator as soon as possible by e-mail, telephone or by fax. In the event that a loss or theft occurs during non-working hours, the loss or theft must be reported by e-mail, telephone or fax the next working day or as soon as possible. OIT will notify the Vendor to suspend service immediately upon learning of the loss. The suspension will remain in effect until either a replacement device is purchased, or the service is terminated following normal procedures.

14. WARRANTY SERVICE - Each agency will be responsible for working directly with the vendor for any warranty or post-warranty service.

15. BLACKBERRY - The Statewide Contract Consolidation (SCC) group within the Department of Treasury will coordinate post-warranty service for Blackberry licensing fees.