Slide 1: Guidelines for the Use of PB IT Services in Asia

IT-Guidelines-5May - word

Guidelines for the use of PB IT Services in Asia

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Published by Articulate™ Presenter www.articulate.com Slide 3: Objectives The purpose of this guideline is to Describe the purpose and scope of PB’s IT Policy Identify what constitutes acceptable use Identify ‘prohibited conduct’ Know the good practices in handling your daily works in IT network Complete electronic time sheet

IT Policy As our IT services is networked within your office and other PB offices, how you use the services may affect others. Therefore you are required to read and comply with the PB IT Policies at all times. The policies are available at the hub – PB Intranet. You are expected to use IT facilities in a lawful and professional manner. You will be subject to suspension of IT services and/or disciplinary action if you fail to comply with the policies.

Acceptable Use of PB IT Services - Guidelines for Use of Internet, Email and Computers This section will describe the guidelines for use of our PB IT Services

Acceptable Use of PB IT Services In principle, all IT services should be used for legitimate business purposes. However we accept limited and reasonable personal use of IT facilities and service, providing they are not impacting your work performance; not violating policy and not interfering with PB business operations and other PB staff.

Guidelines For Use Your assigned username and password is your key to identifying yourself to access our IT services and resource. Please treat such information as your personal asset, protect such information and not to distribute them to any other person. PB employs strong password policy that requiring your password must be at least 8 characters long and, of which, contains alphanumeric and special characters.

You are required to stored and placed any computer equipment assigned for your use in safe areas, particularly for notebook computer or handheld

Published by Articulate™ Presenter www.articulate.com devices.

It is PB e-mail policy that a standard disclaimer is automatically included in all your e-mail. You should not remove the disclaimer and replace or amend with your own.

Guidelines For Use (continued) Massive distribution of e-mail messages poses a significant strain on our e-mail servers and network loadings. Unless there is an absolute urgency and requirement to do so, such mass distributions should be coordinated with your local IT support to ensure they are distributed in a coordinated manner.

Unknown e-mail from outside sources can be a means for spreading viruses, and sometimes their content breaches our IT policy. Please do not open those e-mail messages or forward them to others. As a rule of thumb just simply delete e-mail from someone that you do not know or are non-business related.

Prohibited Conduct This section covers the Prohibited Conduct as outlined by our IT Policies and Services Slide 10: Internet, Email and Computer Facilities Any materials that Is obscene, offensive or inappropriate Causes insult, offence, intimidation or humiliation by reason of unlawful harassment or discrimination Is defamatory or incurs liability or adversely impacts on the image of PB Is otherwise illegal, unlawful or inappropriate Affects the performance of or causes damage to PB computer systems Gives the impression of or is representing, giving opinions or making statements on behalf of PB without permission should be prohibited. You should use your own professional judgment to determine what materials are inappropriate

Internet, Email and Computer Facilities (continued) We respect intellectual property rights of others. Therefore you should not violate those rights or breaching other’s privacy. You should not commit to any legal or contractual obligations without

Published by Articulate™ Presenter www.articulate.com consulting your supervisor. Company and project information is PB’s asset that you should not disclose any confidential information by all means. When in doubt please seek advise from your supervisor. All computer software purchase and installation must be carried out by PB IT group that you should not do it by yourself.

Internet, Email and Computer Facilities (continued) Please also note that you should not: Send chain or SPAM Emails to other email users, internally or externally Use PB IT facilities to run personal business View or download non-work related media (Internet radio, movies, music, games, etc) Propagate computer viruses; and Dissimilate copyrighted materials, such as music, movie etc., even though you are licensed for your own personal use.

Additional Policy Most of our IT services authenticate user by their login ID and password. You should not use other user’s computer, Internet access or e-mail without express permission of the user. Vice versa, this applies to your own access to these services also. Please be aware that sharing login ID and password with others may result accessing these services on your behalf and you will be hold responsibility of those activities.

PB maintain the intellectual property of all works produced by our staff, including but not limited to Hard copy and digital documents, Models, Designs, Project plans, Templates etc.

Prohibited Conduct Improper use of our IT services is counterproductive and may result in cost and expenses; losses to equipment; damage PB corporate image and reputation. We therefore ask you to comply with the acceptable use of the services as mentioned above.

Monitoring To ensure our IT policies are enforced we reserve the right to monitor computer usage, e-mail and network activities. All Internet access will be routinely reviewed and any misuse of our policy will be reported. We will not routinely monitor e-mail messages and contents without prior permission from your office manager.

Published by Articulate™ Presenter www.articulate.com Slide 16: Good Practices This section covers examples of good practices and best use of our IT services.

Doing Your Work Although our network supports file sharing, opening your working files directly from network could result file corruption upon network or server failure. Also files work faster if they are open from a local hard drive, particularly CAD drawing files. Please coordinate with your project team member to request a project data archive from your local IT support. Outdated project data, once they are archived, should be removed from network drive to ensure sufficient space is available for on-going works and other projects.

Data Backup and Archive As we do not back up your local hard disk, please make sure you copy files your worked back to the network storage for system backup to protect your work against local disk failure. Files on network are backup by our system backup with medias recycled for a period of time. Project data are archived on demand basis, typically after project submission or major milestones.

Electronic Time Sheet Your time and attendance is recorded in our electronic timesheet

Timesheet You should complete your timesheet and submit to your supervisor for approval on or before the last business day of every week. We use an electronic timesheet system for you to fill-in your time and attendance on “Hub” - PB Intranet home page. You may submit multiple timesheets if you plan to take leave for following weeks.

If you do not work in an office, you may submit your timesheet via e-mail. Instructions on how to compete a timesheet remotely is available on Hub.

Electronic Time Sheet Application Electronic Time Sheet is an online application for tracking hours worked for various projects/cost centers. You can access ETS from your local

Published by Articulate™ Presenter www.articulate.com intranet/Hub. The next screen will display a short demonstration on how to complete your time sheet.

Electronic Time Sheet Demonstration

Course Wrap up Thank you for taking the time to complete the course. We hope this will give you a brief understand of our IT services and policies. Please feel free to contact your manager or local IT support if you have any questions.

To exit this module, simply close the window and the completion will be recorded on your PBU Transcript.