Hardware Policy 💻

Purpose and Scope

This policy outlines the provisioning, management, and security of all hardware used by Ultralytics employees. Its purpose is to ensure everyone has the necessary tools to perform their roles effectively while protecting the company's assets and data. This policy applies to all full-time, part-time, and contract employees.

Hardware Refresh Cycle 🔄

timeline
    title Hardware Lifecycle
    section Year 1
        New Device : Issued to employee
        Peak Performance : Optimal productivity
    section Year 2
        Continued Use : Maintained performance
        Refresh Eligible : Can request replacement
    section Refresh
        Manager Approval : Automatic within cycle
        Order New : Trade in old device
        Receive New : Continue productivity

Standard Computer Equipment 🖥️

Note: The MacBook Pro is heavier than the MacBook Air and may be less suitable for employees who travel frequently.

Custom Configurations

New Hire Equipment Process 📦

Your manager will coordinate with IT to have equipment ready at your office on your first day. Equipment includes your computer, all accessories, and a fully set up workspace ready when you arrive - just plug in and start working!

Standard Accessories

Hardware Replacements & Upgrades 🔧

This process applies when replacing an existing device with a new one (not for new hires).

flowchart TD
    A[Need Replacement?] --> B{Within 2-Year Cycle?}
    B -->|Yes| C[Automatic Approval]
    B -->|No| D[Request Manager Approval]
    D --> E{Approved?}
    E -->|No| F[Continue with Current Device]
    E -->|Yes| C
    C --> G[Select Eligible Device]
    G --> H[Order from Apple]
    H --> I[Select Trade-In Option]
    I --> J[Provide Old Device Serial #]
    J --> K[Receive New Device]
    K --> L[Migrate Data]
    L --> M[Ship Old Device to Apple]
    M --> N[Submit for Reimbursement]
    N --> O[Receive Net Cost Payment]

    style A fill:#e1f5ff
    style C fill:#d4edda
    style O fill:#d4edda

Replacement Process

Begin by requesting replacement approval from your manager, which is automatically granted if you're within the 2-year refresh cycle but requires business justification if outside the standard timeline. Once approved, select your eligible device (MacBook Air or MacBook Pro) based on your role requirements and portability needs. Order the new device directly from Apple, ensuring you select the trade-in option during checkout and provide the serial number of your existing device.

Upon receiving your new device, migrate all data from your old device and test functionality thoroughly before returning the old one. Ship your old device back to Apple using the provided trade-in kit and follow the Apple Trade In instructions. Finally, submit your purchase for reimbursement through Finance procedures. The reimbursed amount will be the net cost (new device price minus trade-in credit), not the full price of the new device.

Mobile Device Policy 📱

Eligibility and Justification

Approval Process

graph LR
    A[Need Mobile Device?] --> B[Write Business Justification]
    B --> C[Submit to Manager]
    C --> D{Approved?}
    D -->|No| E[Use Personal Device]
    D -->|Yes| F[Purchase Device]
    F --> G[Submit Receipt to Finance]
    G --> H[Receive Reimbursement]

    style A fill:#e1f5ff
    style H fill:#d4edda

Device Management & Security 🔒

Rippling MDM: Mandatory Requirement

Installation Required:

• Install from app.rippling.com/enroll-device
• Must be installed before accessing any company data
• Failure to install blocks access to company resources

Security & Compliance Policies

All devices must adhere to these security requirements enforced via Rippling MDM:

Bring Your Own Device (BYOD) Policy 🤝

Requirements for BYOD

Care, Maintenance, and Support 🛠️

Employee Responsibility

Reporting Damage or Loss

Hardware Ownership and Return 📋

Ownership

Return Process Upon Departure

Coordinate with your manager and IT department to return all equipment on your last day:

• In-person handoff at office (standard)
• IT provides pre-paid shipping labels if needed
• All equipment must be returned within 3 business days

Reimbursement Process 💰

All hardware purchases must follow standard company reimbursement procedures:

graph TD
    A[Purchase Approved Hardware] --> B[Keep All Receipts]
    B --> C[Submit to Finance Team]
    C --> D[Include Business Justification]
    D --> E[Finance Reviews]
    E --> F{Approved?}
    F -->|Yes| G[Reimbursement Processed]
    F -->|No| H[Request More Info]
    H --> C
    G --> I[Payment in 7 Days]

    style A fill:#e1f5ff
    style I fill:#d4edda