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Company Owned Device Policy

No part of this document should be reproduced or distributed without the permission of Schneider
Electric
Revision History

Version Date Author Authorized by Description

Finance and
Legal Council

1.0 March, 2016 IPO Zone VP HR Partner Base Version – New Format

Finance and
Legal Council

2.0 September 10th, 2018 Schneider Digital Zone VP HR Partner Revision

Finance and
Legal Council
Job code addition eligible for
2.1 May 6th, 2019 Schneider Digital Zone VP HR Partner COD – Mobile phones

Finance and
Legal Council Job code addition eligible for
COD – Mobile phones Addition
2.2 Nov 1st ,2019 Schneider Digital Zone VP HR Partner of Android Phones

Finance and Job code addition eligible for

Legal Council COD – Mobile phones
Exceptional approval matrix,
2.3 March 8th 2021 Schneider Digital Zone VP HR Partner PC model changed

2.4 April 1st, 2021 Schneider Digital Zone VP HR Partner Re-definition of designations

Zone CFO Greater India & Upgradation of old devices and

2.5 April 25th, 2022 Schneider Digital CFO SEIPL introduction of new models
Objective

This policy elaborates the entitlements and the guidelines to be followed for Company Owned IT
devices.

Purpose

The company recognizes that employee may have need of IT devices to perform his/her duties. The company
shall endeavor to provide an employee with appropriate tools to enhance their productivity.

Applicability

This policy is applicable to all permanent employees and temporary contract employees based of
Schneider Electric in India including global reportees excluding Luminous entities.
Industrial PC’s and project specific requirements are not governed by this policy.

Policy Statements

Employee must abide by the “Principles of Responsibilities” while accessing or sharing Schneider
Electric Information.

The policy is restricted only for usage of COD for business use. By requesting COD service, an
employee is obliged to comply with the "Company Owned Device Acceptable Use Policy".

The overriding goal of this policy is to protect the integrity of the confidential business data that resides
within Schneider Electric’s technology infrastructure. This policy intends to prevent this data from being
deliberately or inadvertently stored insecurely on a device or carried over an insecure network where it
could potentially be accessed by unsanctioned resources. Such breach can result in loss of information,
damage to critical applications, loss of revenue, and damage to the company’s public image. Therefore,
all users employing a device connected to Schneider Electric’s corporate network, and/or capable of
backing up, storing, or otherwise accessing corporate data of any type, must adhere to company-defined
processes for doing so.

The policy addresses a range of threats to, or related to the use of, enterprise data:

Threat Description
Device Loss Devices used to store, transfer or transport work files could be lost or
stolen.
Data Theft Sensitive corporate data is deliberately stolen and sold by an employee
or unsanctioned third party.
Malware Viruses, Trojans, worms, spyware and other threats could be
introduced via a mobile device.

Compliance Loss or theft of financial and/or personal and confidential data could
expose the enterprise to the risk of non-compliance with various identity
theft and privacy laws

Addition of new hardware, software, and/or related components to provide additional device will be
managed at the sole discretion of IT Department (Schneider Digital). This policy is complementary to
any previously implemented policies dealing specifically with data access, data storage, data
movement, and connectivity of devices to any element of the Schneider Electric´s enterprise network.
Configuration

Schneider Digital is responsible for managing all dealings with Vendors and Service Provider(s) and for
recommending configuration as necessary. Schneider Digital will ensure that proper coverage
scheme(s) and communication plans are in place and adhered to. It is the responsibility of Schneider
Digital to decide on the sourcing and configuration of the devices depending upon the requirements of
the user. Current approved configurations of Company Owned Devices are detailed in Table 1.
Configuration keep changing due to technology evolution and standardization. Revised specification
device will be offered only when the current device is due for refresh. There is no initiative to mass replace
all devices already allotted to employees.

COD Application Procedure

Any eligible employee, who desires to opt for this policy benefit, must raise a request with (Schneider
Digital) Helpdesk (Support@Schneider). Such request shall be processed only post approval of the
respective Manager of employee. Eligibility is defined in Table 2.

Replacement and Device Refresh

Following are the prescribed timelines for refresh for COD

Device Refresh Period

Standard Laptop 48 Months
Standard Desktop 48 Months
FSR Laptop 48 Months
Engineering Laptop and Desktop 36 Months
iPhone / Android Phone 36 Months

After the refresh period is completed, user needs to raise a request through (Support@Schneider) and
follow the same procedure as obtaining a new machine. If a new device is requested before the
prescribed period, it will be considered after due assessment and clearance by Schneider Digital as
well as after due approvals from the respective manager and BU Head.

Theft (or) Loss/Damage of COD

In the event of theft or loss:

□ User should lodge an FIR with the nearest police station where the theft happened
□ Hand-over FIR copy to Schneider Digital
□ Product value as confirmed by Finance will be recovered from the employee
□ Employee to obtain Finance approval for removal of the COD from FAR (Fixed Asset
Register)
□ Replacement of COD will be processed only after all approvals are received
□ In case of theft/loss of mobile device, a request should be logged immediately with
(Support@Schneider) for wiping the data.

In case of any type of damage to COD:

□ Employee should immediately inform Schneider Digital
□ Schneider Digital to assess the cost of repairs or replacement
□ Cost of repairs or replacement to be recovered from employ
In case of loss of accessories:
□ Including but not limited to power adaptor, keyboard, mouse etc.
□ Cost of replacement to be recovered from employee

All costs will be as determined by Schneider Digital and will be binding on the employee. The amount
will be recovered from the employee’s salary.
Replacement of COD will be processed only post confirmation of deduction from payroll or finance.

*Any exceptions from above will need approval as per Annexure -1.

Accessories

□ Employees are not automatically eligible for accessories.

□ Accessories (Including but not restricted to Docking Stations, External Monitors, Mouse (for
laptops) etc) are not part of standard IT catalogue.
□ In case employees require accessory due to medical needs, employee should submit medical
certificate to HRBP for approval. Post approval from HRBP, employee should raise ticket in
(Support@Schneider) portal under appropriate category.

*Any exceptions from above will need approval from IMT and HRBP.

Guidelines

□ Schneider Digital will maintain up-to-date record of device users across Schneider Electric India
□ Each employee would be provided with either a laptop or a desktop. No employee will be
provided with a laptop and a desktop both at the same time
□ Employees are not allowed to purchase any IT assets and submit the claim for
reimbursement. All IT assets will be procured through Schneider Digital based on requests
received via (Support@Schneider).
□ Schneider Digital will ensure that Computer is protected by Security Data Management
Protection Scheme as per uniform policy for which they may recall the computer for updating
and return as per schedule
□ Although company provided devices are intended to be used for company business, it is
recognized that it is impractical to impose such limitation. Therefore, personal use is not
prohibited, but the Company expects employee to exercise prudent judgment in keeping
personal usage to a minimum and compliant with POR policies of Schneider.
□ The company has every right to investigate and scrutinize the Company Owned Devices for
POR violation.
□ Users are responsible for maintaining appropriate back-ups, especially of the work-related
documentation & data created that cannot be retrieved by reinstalling operating system or
program. The backups should be taken only in the storage approved by Schneider Digital and
not on public cloud.

Promotions/Change in User Segmentation

Promotion or Change in User Segmentation does not automatically qualify for change in COD. This will
be processed based on the manager's approval and a new device or a used device will be issued
depending on the inventory.

Employee on International mobility

Before an employee leave Schneider Electric India, all IT assets should be handed over to local IT
department (only) on or before the last working day. Full and final clearance is subjected to confirmation
from IT on the receipt of Assets.
Termination of Employment

On Leaving the service of Schneider Electric India, HR / Personnel Department must ensure that the
employee hands over company’s devices, with all accessories (if any) to the IT department / Branch Manager
/ Plant-in charge and receipt thereof should be obtained by the outgoing employee. Recipient of the device
should clearly endorse it in employees full and final clearance form and hand over the device(s) to IT
department.

Exceptions

Any exception to defined eligibility, depending on the role profile and business requirement, shall require
approval of respective BU or Function Head approval as per Annexure -1.

Software Installations

As an employee of Schneider Electric, it is your responsibility to only use software obtained from
approved corporate sources.

All software installed on company issued devices need to be correctly licensed and used for business
purposes. All SE non-complied copies of software including cracked versions must be removed from
your devices. These include software stored on your USB devices that you connect to your Schneider
computer.
All Schneider systems are scanned regularly to check for such software’s. If any such software is found on
your system, actions will be taken to remove it. If further checks of your computer identify repeat occurrence
of such SE non-complied software, leaders will be informed and may result in actions as outlined in the HR
policies.

If your system is identified to have any SE non-complied or cracked software, Schneider Digital team will
approach you and anticipate following actions:

1. DO NOT connect your personal computers to the corporate network

2. DO NOT connect any network devices (those without authorization from Schneider Digital) onto the
corporate network
3. Please ensure your USB devices (flash disk, hard drives, portable disk, etc) are free from
computer viruses & SE non-complied software before plugging them onto the computers (or
network) of Schneider Electric
4. Please remove all SE non-complied copies of software immediately from your corporate devices
5. ONLY Use Schneider Electric sourced software
6. Do not purchase & install software on Schneider Electric devices yourself, unless directed to do
so by the Schneider Electric Service Desk. This includes purchases with corporate credit card,
"personally" purchased software for "business" use and freewares.
7. Schneider Electric highly recommends that users do not download software from websites, web
portals, shared drives, USB or other devices, unless specifically directed to do so by the Service
Desk.
8. Please read and comply with the Schneider Electric Software Asset Management Policy.
Table 1: List of Company Owned Devices
Category Type Description
Engineering
Lenovo P340 (16GB RAM, 512 SSD HDD)
Desktop
Desktop
Standard Desktop Lenovo M80q Tiny (16GB RAM, 500 GB HDD/Wi Fi).

Lenovo M80s SFF (16 GB RAM, 500 GB HDD/No Wi fi).

Top Executive
Lenovo X5 Yoga (16GB RAM, 512 GB SSD, ADP, Bios Password
Laptop enabled)
Laptop
Standard Laptop Lenovo T14s - 14” (16 GB RAM,256GB SSD)

FSR Laptop Lenovo X5 Yoga (16GB RAM, 512 GB SSD, ADP)

Engineering
Lenovo P15 (16GB, 512 SDD, Nvidia T2000)
Laptop
Mobile iPhone 11 (128 GB), iPhone 12 (128 GB), Samsung A32 128GB,
Phones iPhone Samsung Note 10 128GB
Android Based on eligibility.
Data Card 4G LTE Wi Pod Jio , Airtel

* Models will change in line with global agreement

Table 2: Eligibility Matrix

User Profile Desktop Laptops Mobile Phone Data Card Comments

COMEX/SVP/VP/IMT/ As per
- Lenovo X5 Yoga iPhone12-128GB
Country President requirement
Samsung Galaxy
Note 10-128GB
- Mobile phones
As per for GSC are
Field Service Operations
- Lenovo X5 Yoga Samsung A32 - prevailing issued for VPs
128GB Norms & Above
Tech Pre-Sales, Lenovo As per
Software Developers, P340 Lenovo T14s Director, Senior prevailing - Allocation of
R&D Users Lenovo P15 General Manager / norms Laptop or
Principal Architect / Desktop is at
Lenovo M80q Eligible job codes (as As per manager’s
Other Office Lenovo T14s prevailing discretion
Tiny & M80s per annexure 2):
users norms
SFF iPhone 11- 128GB,
Samsung A32
128GB.
 Note : Job codes
Marked with * are As per
Contingent Available Available working eligible only for prevailing
Workforce/Temp working PC PC
Samsung A32 norms
Not Eligible for
Exception Approval

Note:

□ It will be mandatory for COD users to allow control of iPhone management by Schneider Digital using
the prevalent application; current approved application is InTune Company Portal.
□ In case of mobile phones if the prescribed model is not available in the market then the next lower
model will be allocated.
□ Employees desiring to use their own phones (BYOD) to access SE network and applications
can raise a (Support@Schneider) ticket to connect their device to SE network

Annexure -1: Exception Approver

All exception will be approved by India Management Team.

*Departments not mentioned above will need to obtain approval from respective SVP and Vice president of Schneider
Digital.

Annexure ‘2’: Approved Job Codes for Mobile Phones

S. No. Job Code Job Description

1 CAF8 Applications Manager / Multi-Country
2 CBF7 Support Center Manager / Country
3 CBF8 Support Center Manager / Multi-Country
4 CBF8 Support Center Manager / Multi-Country
5 CCF8 Business Process Manager / Multi-Country
6 CCG8 Business Relationship Manager / Multi-Country
7 CEF3 Infrastructure Operations Technician
8 CEF5 Infrastructure Operations Senior Engineer
9 CEF8 Infrastructure Operations Manager / Multi-Country
10 CMF9 IT Management Support Manager / Global
11 CMG8 IT Manager / Multi-Country
12 CMG9 IT Manager / Global
13 CQF8 IT Security Analyst / Multi-Country
14 CQF9 IT Security Manager / Global
15 DMG7 Services Manager / Regional-Country
16 DMG8 Services Manager / Multi-Country
17 DMG8 Services Manager / Multi-Country
18 DMP7 Execution Center Leader
19 DTG8 Trainer Manager / Multi-Country
20 EHG8 Environment / H&S Mgr / Multi Country
21 EHG9 Environment / H&S Mgr / Global
22 EMG8 Sustainable Management / Country
23 EMG9 Sustainable Management / Global
24 ERF8 Social Responsibility Delegate / Multi-Country
25 FAF8 Accounting Manager / Multi-Country
26 FAF9 Accounting / Consolidation Manager / Global
27 FFF9 Credit Management / Global
28 FIF9 Investor Relations Manager / Global
29 FMG8 Finance & Control Manager / Multi-Country
30 FMG9 Finance & Control Manager / Global
31 FRF9 Insurance & Risk Manager / Global
32 FTF8 Financial Expert / Treasury Manager / Multi-Country
33 FTF9 Financial Expert / Treasury Manager / Global
34 FXF8 Tax Manager / Multi-Country
35 FXF9 Tax Manager / Global
36 GMG7 Country President / Country Business VP
37 GMG8 General Manager / Multi-Country
38 GMG9 General Manager / Global
39 GPP8 Project Manager / Multi-Country
40 GPP9 Project Manager / Global
41 GSG8 Strategy Manager / Multi-Country
42 GSG9 Strategy Manager / Global
43 HCF8 Reward Solutions Manager / Multi-Country
44 HIF8 Internal Comm. Manager / Multi-Country
45 HIF9 Internal Comm. Manager / Global
46 HMG8 HR Manager / Multi-Country
47 HMG9 HR Manager / Global
48 HRF8 Recruitment Manager / Multi-Country
49 IMF8 Industrial Strategy Management / Multi-Country
50 IMG8 Industrial Management / Multi-Country
51 IMG9 Industrial Management / Global
52 IMP8 Industrialization Project Management / Multi-Country
53 IST8 Industrial & Manufacturing Expertise / Multi-Country
54 IST9 Industrial & Manufacturing Expertise / Global
55 LEF9 Logistics Expertise / Global
56 LHE8 Logistics Expertise / Multi-Country
57 LME9 Logistics Expertise / Global
58 LMG8 Logistics Management / Multi-Country
59 LMG9 Logistics Management / Global
60 LOF8 Logistics Offer Plan Engineering / Multi-Country
61 LPF8 Demand Manager
62 LPG8 Supply Chain Planning / Multi-Country
63 LTF8 Transport & Customs Architect / Multi-Country
64 LUF8 Supplier Supply Chain Manager / Multi-Country
65 MAF8 Business Intelligence Manager / Multi-Country
66 MDG8 Marketing Development Manager / Multi-Country
67 MDG9 Marketing Development Manager / Global
68 MIT8 Business Development & Support Manager / Multi-Department
69 MMG8 Marketing Manager / Multi-Country
70 MSF8 Segment Marketing Manager
71 MST9 Standardization Delegate / Global
72 PCF8 Regional Commodity Manager / Multi-Country
73 PCF9 Global Commodity Director / Global
74 PCG9 Market Vice President / Global
75 PMG8 Purchasing Manager / Region or Business
76 PMG9 Purchasing Manager / Global
77 QBF8 Customer Satisfaction & Loyalty Development Manager / Multi-
Country
78 QEF9 Supplier Quality Manager / Global
79 QMG8 Customer Satisfaction & Quality Manager / Multi-Country
80 QMG9 Customer Satisfaction & Quality Manager / Global
81 QMP8 Customer Satisfaction & Quality Project Manager / Multi-Country
82 QMP9 QMP9 Customer Satisfaction & Quality Project Manager / Global
83 SCB8 SCB8 Global Account Manager (GAM)
84 SCG8 Global Strategic Account Cluster Manager
85 SHG8 Customer Manager / Multi-Country
86 SMG7 Sales Manager / Region Country
87 SMG8 Sales Manager / Multi-Country
88 SUB8 End Users Multi Country Accounts Manager
89 USS9 Security Manager / Global
90 SMG6* Sales Area Manager
91 SUB6* End User Key Accounts Manager / Area
92 SJB6* Sales Specialist / Area Manager
93 SGB7* Field Sales Distributors Manager / Region Country
94 SJB4* Sales Specialist Engineer
95 SGB6* Sales Distributors / Area Manager
96 SCB7* Strategic Account K.A.M.
97 SDB6* Outside Field Services Sales Area Manager
98 SCG7* Regional Segment Leader
99 SFB6* Field Sales Specifiers / Area Manager
100 SVB4* Energy Management Services Sales Engineer
101 SWB6* Sales Electricians / Area Manager
102 SDB5* OSSR – Outside Services Sales Representative Senior
103 SUB4* End User Solution Sales Engineer
104 SBB4* Field Sales Contractors & Panel Builders Engineer
105 SBB2* Field Sales Contractors & Panel Builders Representative
106 SOB7* Field Sales OEM Manager / Region Country
107 SGB4* Sales Distributors Engineer
108 SBB6* Field Sales Contractors & Panel Builders / Area Manager
109 SOB6* Sales OEM / Area Manager
110 SOB4* Sales OEM Engineer
111 SUB7* End Users National Accounts Manager (NAM)
112 SDB4* OSSR – Outside Services Sales Representative
113 SOB5* OEM Solutions Sales Engineer
114 SWB4* Sales Electricians Engineer
115 SFB4* Sales Specifier Engineer
116 SIB4* Sales System Integrators Engineer
118 SET4* Sales Product Application Engineering
119 SET5* Sales Product Application Engineering
120 SST3* Sales System & Architecture Engineering
121 SST4* Sales System & Architecture Engineering
122 SST5* Sales System & Architecture Engineering
123 SST6* Sales System & Architecture Engineering
124 SST8* Sales System & Architecture Engineering