CO-14011(11)/1/2016-IT Date: 26/08/2016

Sub : IT Policy on proposals, approvals, procurement, Supply & Accountals and Support of
all Client Computing Assets in KRCL
Ref : (1) Policy for procurement of IT Asset KR/CO/IT/Policy-HW dtd 03/03/2011
(2) Railway Board letter No. 2002/AC-II/2/10/Vol.II dtd 15/03/2012
(3) Railway Board letter No. 2011/C&IS/Committee/Laptops/Pt.II dtd 23/01/2012

Policy guidelines for procurement of IT assets to all KRCL employees were laid down vide
letter ref.(1) referred to above. Various aspects in this regard are reviewed including mode of
procurement, type of equipment have been considered and similar policies referred above by
the Railway Board keeping in mind requirement of user in KRCL and technological
developments in this field. Accordingly, revised policy is issued with immediate effect
superseding all earlier guidelines and policies.
1. System of Annual-Requirements :
a) All HODs (including in Project Div.) will carefully assess their Annual
Requirements for all computing assets in their department (for CO, Regions. Open-
Line & Projects) including Upgrades/Replacement and New items on start of each
Financial Year (FY).
b) These requirement /proposals will be discussed by HODs with Finance and
Competent Authority (CA) and finally get approved by CA. This exercise shall be
completed by March of every Financial Year.
c) Thereafter, IT dept will initiate bulk & phased procurement with MMD. Any mid-term
/scattered requirement are discouraged unless approved as exception, only by
Competent Authority (CA).
2. Grades v/s Entitlements table - (with Prospective effect) :
Sl. Grade Eligibility Printers Cost Limit

(a) Rs. 55,000/-

(b) Rs. 10,000/-
1 HAG/SAG (a) One Laptop (b) One Printer
(c) Rs. 10,000/- for
Accessories

(a) One Laptop (b) Common (a) Rs. 45,000/-

2 All other Executives Printer /Network
Printer

Non Executive -
(b) Common
Personnel
3(i) (a) Desktop Printer /Network (a) Rs. 45,000/-
Secretary attached
Printer
to an Executive

Digitally signed by MURALIDHARAN BINDU K

MURALIDHA DN: c=IN, o=KONKAN RAILWAY CORPORATION

LIMITED, ou=INFORMATION TECHNOLOGY,
cn=MURALIDHARAN BINDU K,

RAN BINDU K
serialNumber=ea5946820cc80320f6d7611496f9
cf1f78bf085be2bdf8ad87329ffb1323b7e4,
postalCode=400614, st=MAHARASHTRA
Date: 2016.08.26 15:25:05 +05'30'

page 1 of 4 ममखख्य प्रबनन्धक (सम॰ प्रप्रौ॰)

CO-14011(11)/1/2016-IT Date: 26/08/2016

(a) Linux Based (b) Common (a) Rs. 34,000/-

3(ii) Non Executive Thin-client Printer /Network
System Printer
Note : Laptop, Notebook, Tablet, & Netbook Computers are considered in the same class, now
they are herewith referred as 'Laptop'.
3. Life of computing equipment will be governed as :
a) Codal life of various items of Computer & IT systems will be as per Railway
Board's Letter No. 2002/AC-II/2/10/Vol.II dtd 15/03/2012 as below:
Sr.No. System Type Codal Life

1 PC/Desktop 3 Years

2 Laptop 4 Years

3 Thin/Thick Client 5 Years

4 Printer (all types) 3 Years.

Note: However, the actual replacement /up-gradation would be proposed on condition
/obsolescence /need basis, supported by Technical or AMC team recommendation.
b) In case of employee transfer new incumbent shall continue to use the existing
equipment subject to Para 3(a) above.
4. Specifications Make /Brand of equipment :
a) All computing equipment specifications, Make /Brands will be decided & issued by
IT with due consideration of Users, Market information, easy maintenance, variety
reduction within ceiling limits, from time-to-time. Deviations are not allowed,
unless technically justified and Competent Authority (CA) approval given.
b) Use of Notebook /Netbook computers is encouraged as 'primary' option, due to
their portability and in-built battery-backup.
c) Any 'personal' equipment attached or used with office equipment. shall be
appropriately informed and approval taken for data-security reasons. Support of
such equipment will not be part of office AMC.
5. Software (SW) & Licensing :
a) Essential Operating System (OS), with it’s 'default' built-in utilities will be standard
on equipment. Std Anti-virus agents, Open-Source Office tools and Web-Browser
will also be installed. Any other packaged SW (i e. Licensed 'Office-Suite' etc.)
are not part of std supply. Any packaged-software will require separate justification,
approval of Competent Authority (CA) and MMD procurement.
b) Use of 'UN-Licensed' software on official equipment & Network (KR-Net) is

Digitally signed by MURALIDHARAN BINDU K

MURALIDHA DN: c=IN, o=KONKAN RAILWAY CORPORATION

LIMITED, ou=INFORMATION TECHNOLOGY,
cn=MURALIDHARAN BINDU K,

RAN BINDU K
serialNumber=ea5946820cc80320f6d7611496f9
cf1f78bf085be2bdf8ad87329ffb1323b7e4,
postalCode=400614, st=MAHARASHTRA
Date: 2016.08.26 15:26:40 +05'30'

page 2 of 4 ममखख्य प्रबनन्धक (सम॰ प्रप्रौ॰)

CO-14011(11)/1/2016-IT Date: 26/08/2016

prohibited and as per IT-Act 2010 and MoIT, deterrent punitive action will be taken
on violations.
c) All support will be withdrawn from those equipment found to be using 'UN-
Licensed' software.
d) Original software Licenses, Media & Manuals shall be part of & move with the
Computing Assets from User to User including residences and shall be part of IT
Deptt.'s final clearance.
6. AMC Support (Office & Residence) :
a) On expiry of warranty (1 to 3 years), official systems will come under office AMC,
managed by IT dept. Users have to follow std 'help-desk' processes to get the
AMC Support.
b) Residence PCs outside of KRV colony will not be covered under office AMC, and
user will have to manage their AMC with 'reimbursement' system within ceiling
limit of `3,000/- per annum.
7. Users' data & it's backup will be full responsibility of Users, for which they can use
external Storage (USB Drives), maintaining regular backups for the event of systems
crashed and changes.
8. Assets (IT) Accountal & Audit :
a) Each KR department & Region shall maintain an IT-Assets" file for their IT
proposals, receipts/transfers & Inventory. This file shall be regularly used for Audits
and higher-mtg. Reporting.
b) Computing equipment shall only be shifted /transferred /re-allotted from its allotted
location /user, with prior written approval from Chief Manager(IT) duly
recommended by concerned Head of Department, subject to entitlement as per IT
policy. In case of systems allotted to HOD, prior written approval of Director to be
obtained with due recommendations from Chief Manger(IT).
c) Dead-Stock (DSR) entries at IT and User Dept (optional) shall be promptly updated
and confirmed by Users including Projects and Regions, for any changes tn
Ownership /location. Please also refer to Para 5(d).
d) Any other computing equipment, provided by any other Govt agency to Users,
shall be declared and CA approval taken. Inclusion of such equipment into
official AMC of KRCL may be done with CA approval.
e) Normally all old equipment shall be replaced under buy-back (to remove
obsolete /UN-maintainable /UN-serviceable items out of KR Asset-Books)
Retention of such items not permitted, unless approved as exception by CA, at the
time of sanctions for Replacement.
f) Some released equipment may get re-allotted for CSR work, on discretion of CA.

MURALIDHA Digitally signed by MURALIDHARAN BINDU K

DN: c=IN, o=KONKAN RAILWAY CORPORATION
LIMITED, ou=INFORMATION TECHNOLOGY,

RAN BINDU cn=MURALIDHARAN BINDU K,

serialNumber=ea5946820cc80320f6d7611496f
9cf1f78bf085be2bdf8ad87329ffb1323b7e4,

K
postalCode=400614, st=MAHARASHTRA
Date: 2016.08.26 15:27:38 +05'30'

page 3 of 4 ममखख्य प्रबनन्धक (सम॰ प्रप्रौ॰)

CO-14011(11)/1/2016-IT Date: 26/08/2016

9. Retention of equipment by individual (While leaving KRCL) :

a) For officials desiring to retain laptop, retention may be permitted after payment of
residual costs with approval of Chief Manager (IT). As per Railway Board letter No.
2011/C&IS/Committee/Laptops/Pt.II dtd. 23/01/2012, residual value of IT Equipment
over and beyond the codal life period shall be as under:
Depreciated, i.e. Residual Value
Residual value at
after the end of year(s) any point of time Reference Calculating
beyond end of 4th residual value for
Year 1 Year 2 Year 3 Year 4 year

% of price purchased as
50% 25% 15% 10% 10%
per DSR
b) However, such equipment may get re-allotted for CSR work, on discretion of CA.
10. Sanctioning /Competent Authorities (or CA) : Sanctioning Authority for creation
/replacement of new computer equipment will be as per Schedule of Powers (SOP).
Any special requirement for specific work, with deviations in entitlement will require
approval of Chairman and Managing Director.
11. Indenting, Procurement, Deliveries & Invoices :
a) IT Dept. will be the centralized indenting body for IT systems procurement as per
standard specifications, after obtaining sanction from Competent Authority (as per
SOP). Custodian of the IT System will be the end-user. In case of any theft, loss,
physical damage, end user will be fully responsible. On transfer, it is responsibility
of the end user to handover IT Systems back to IT Dept.
b) All procurements shall be done by MMD, using std. modes of Tenders, Rate-
Contracts, Spot-Purchase. etc as per need.
c) Post delivery at KRCL, Vendors will commission equipment at User locations,
under guidance of IT. On User non-availability, installation shall be accepted by IT
and Invoices certified.
d) Dead-Stock (DSR) entries at IT and the Deptt (optional) shall be updated and
confirmed by User. for any addition /change. Please also refer to para 5 (d).
e) In 'Buy-Back', Users shall promptly hand-over /return the complete old
equipment & SW to vendor /IT for clearing the Asset-books. IT will certify
reasonableness & contractual obligation of 'Buy-Back' items, along with the final
Consignee & Delivery.

All interpretations, clarifications, special cases and for situations not covered /explained in the
above Policy, final decision rests with the Managing Director.
This is issued with approval of the competent authority.

Digitally signed by MURALIDHARAN BINDU K

MURALIDHA
DN: c=IN, o=KONKAN RAILWAY
CORPORATION LIMITED, ou=INFORMATION
TECHNOLOGY, cn=MURALIDHARAN BINDU
K,

RAN BINDU K serialNumber=ea5946820cc80320f6d761149

6f9cf1f78bf085be2bdf8ad87329ffb1323b7e4
, postalCode=400614, st=MAHARASHTRA
Date: 2016.08.26 15:28:46 +05'30'

page 4 of 4 ममखख्य प्रबनन्धक (सम॰ प्रप्रौ॰)