🏠 Home›💻 Hardware›New Hire Hardware Provisioning Standards

New Hire Hardware Provisioning Standards

Document ID: HW-CAT-010 Version: FY26 Q2 Owner: HR Onboarding Services, in partnership with End-User Computing Services and Procurement

1. Purpose

This document defines the end-to-end hardware provisioning standards used during new hire onboarding. It establishes the timing, ownership, and contents of onboarding hardware kits for each workforce segment and role profile. It is the operational companion to the Role-Based Device Assignment Matrix (HW-CAT-002).

2. Provisioning Timeline

Day Relative to Start Date Action Owner
−14 Hiring manager confirms role profile and work location in the requisition system Hiring Manager
−14 HR initiates the onboarding hardware request HR Onboarding
−10 EUC validates the role profile against the Role-Based Device Assignment Matrix EUC Services
−7 Hardware kit assembled, imaged, and shipped to the employee’s work location or home address EUC Services and Procurement
−2 Tracking and arrival confirmation sent to the employee and hiring manager HR Onboarding
Day 1 Employee completes first-boot enrollment with the assistance of the New Hire IT Concierge Employee with EUC support
Day 7 Hardware-issuance confirmation submitted; any post-day-one accessories ordered Employee with manager approval
Day 30 Hardware satisfaction check-in HR Onboarding

Late-stage hires (requisitions opened with fewer than ten business days before start) follow the expedited process described in Section 8.

3. Onboarding Kit Contents by Role Profile

3.1 Corporate General Office Kit

3.2 Engineering Kit

3.3 Executive Kit

3.4 Call Center Kit

3.5 Retail Associate Kit

Retail associates do not receive personal devices. At onboarding, the store manager assigns a RetailSlate POS-10 from the store pool, issues a ScanGrip H2 handheld for the shift, and completes the day-one device pairing in the store’s management console.

3.6 Retail Store Manager Kit

3.7 Field Technician Kit

3.8 Sales Field Kit

4. Provisioning Standards

Every kit, regardless of role, is provisioned to the following standards before issuance:

A device is not released from staging until each item above is verified. Verification is logged in the device’s asset record.

5. Day-One Activation

The employee completes the following on day one with support from the New Hire IT Concierge:

1. First-boot sign-in with their corporate identity.

2. Enrollment of biometric authentication.

3. Pairing of a hardware authenticator where required by role tier.

4. Configuration of corporate email and calendar through the managed application catalog.

5. Confirmation that the device shows as compliant in the management console.

If any step fails, the New Hire IT Concierge documents the issue, and the employee is provided with interim access through a loaner device while the issue is resolved.

6. Remote and Hybrid Onboarding

Remote hires receive their kit shipped to a residential address confirmed during the offer process. The shipping carrier provides signed delivery for kits valued above the standard threshold defined by Finance Asset Management. The New Hire IT Concierge supports first-boot activation through video conference. A return-shipping kit is included to enable easy return of any defective items.

7. Role Change During Tenure

When an employee changes role during their tenure, the hiring manager initiates a role-change provisioning request. EUC compares the previous and new role profiles in the Role-Based Device Assignment Matrix and issues only the additional or replacement items required. Devices that are not required in the new role are returned through the standard return process within 15 business days.

8. Expedited Provisioning

Requests opened with fewer than ten business days before the employee’s start date are flagged as expedited. Expedited kits are assembled from regional ready stock and may include a different specific model within the same role profile to meet the timeline. The employee is informed at issuance and, where applicable, transitioned to the standard model at the next refresh.

9. Returns at Departure

When an employee departs the organization:

10. Continuous Improvement

HR Onboarding and EUC Services publish a quarterly onboarding experience report covering kit-ready timeliness, first-day activation success rate, and post-30-day satisfaction. Findings are reviewed by the End-User Computing Steering Committee and feed back into catalog updates and kit composition revisions.