TCS India SBWS^TM Asset Policy

This document is subject to TCS Document Control Procedure.

Soft copy of the latest version of this document is available in Knowmax. This document was last reviewed/updated on 17th March, 2021.

Contents

Requisition of Assets 7

Allocation of Assets 7

Asset Repair/Services by 3rd party Vendors 12

Disposal of Assets 12

Annexure II – SOP for Return of Asset 16

Annexure III – Information Security Guidelines Secure Borderless Workspaces™ (SBWS™) 18

Other important points 19

Annexure IV – eTMS Employee App – User Manual 20

Introduction

Applicability

Purpose

The purpose of this policy is to outline the working model and guidelines and various other aspects related to asset management while an employee is in SBWS^TM mode.

Scope

In Scope:

Requisition of Assets

• Standard: TCS Internal IS team is authorised to provision all Standard Configuration Endpoints (i.e. Laptop, Desktop, Thin Client and Mobile Thin Clients) to all TCS associates. TCS Internal IS team will review and approve Standard Configuration of Assets from time to time.

• Customized: All TCS Associates can request for any Customized Endpoints (i.e. Laptop, Desktop, Thin Client, Mobile Thin Clients, Workstations and MAC devices) through Global Procurement System (GPS) system. Internal IS team will enable the required Catalogue for associate to raise GPS. The expenses towards such customised requirements will be funded by respective projects.

Ultimatix > Utilities & Infrastructure > Global Procurement System(GPS) > Requisition and Status > Requisition > New Item request.

Allocation of Assets

1. • Standard Configuration Asset (SOE) will be allocated based on inputs from Branch RMG for existing associates and New Joinee to respective Branch Regional Service Delivery Owner (RSDO) or identified SPOC. For details, Please refer Annexure V : SOP for New Joiners.

   • Associate must initiate an Asset request in SBWS^TM Tool under Ultimatix. Please refer Annexure I - SBWS^TM Asset Movement Application – User Manual for SBWS^TM Tool under Ultimatix.

   • For Customized and Customer Paid Asset, associates need to follow the Requisition Process. Once the Asset is delivered at the Location and upon confirmation by Locations IS, associate (informs respective associates to individually raise SBWS^TM Request for Bulk) will initiate an Asset request in SBWS^TM Tool under Ultimatix.

   • Once SBWS^TM request is approved by IS, the request goes to Admin to initiate Shipment.

2. • For tracking of asset, Associate can reach out to the Admin SPOC for getting the details regarding shipment.

3. Asset Acceptance:

4. Exceptions:

Assets which are directly shipped by Customer need not be accepted in SBWS^TM Tool.

Return of Assets

For details, please refer Annexure II SOP for Return of Asset.

Please Note, Asset should be returned in full i.e. CPU along with all accessories.

2. • In case the assets are non-standard in nature, specialized assets (may be ascertained by the IS Team)

   • International Assignment (>90 days) - In the event of a long-term assignment, the associate must handover the asset and get a clearance on the same from the Location IS team.

Transfer of Assets

• Assets and Associates are tied together for the SBWS^TM lifecycle, even if there is change in Project / BG / Location / Branch - When associate is moving from one project to another, the associate needs to raise a ticket or contact IS Team for deletion of previous project data through TCS approved Secure Erasing Tool or as per the project requirements.

• Any violation to this is considered as a security incident

Loss or Damage of Assets

> Miscellaneous > Lost Asset > Report Asset)

Technical Problem with the Asset

• In case of any technical problem with the SBWS^TM assets provided by TCS, the associate should immediately log a ticket through the TCS Global Helpdesk under the SBWS^TM Problem Type category.

• Technical issues should be resolved through IS Team only and Associate should not engage in involving a 3rd party vendor to repair the TCS machine by themselves or by any vendor.

Ultimatix > Learning and Collaboration > Knowmax > MyHR > India > Benefits - Infrastructure & Communication > IT Peripherals in SBWS > TCS India Guideline - Reimbursement of procured IT peripherals in SBWS Link:

• The Accessories and Reimbursement Limit is as listed in the following table.

• Internal IS team shall provide a Standby Asset if the faulty asset will take some time to get a fix. In such scenario, the associate needs to accept the standby asset and must return the faulty Asset by initiating a return in the SBWS^TM Tool.

Asset Repair/Services by 3rd party Vendors

• This section talks about procedures involved in repairing or servicing assets provisioned in SBWS mode.

• We have arrangements with 3rd party vendors to repair or service TCS assets in SBWS mode. The vendors

• The payment related to this new hard disk will be taken care by TCS basis the invoice submitted by vendors. The faulty hard disk must be return to the custody of respective IS team to which the asset belongs to.

Note: Any physical damage will not be considered by Vendor under warranty replacement. Such replacements should be carried out with the help of Location IS team as this involves procurement requests/approvals etc.

Disposal of Assets

• TCS recommends all associates to dispose their self-procured accessories also in environment friendly manner. Donation

• Associates are not authorised to donate TCS provided SBWS^TM assets and its accessories.

Asset Security

• Assets allocated to the associates are issued with TCS SOE, Data Encryption is part of TCS SOE as per TCS IS standard procedure.

• It is the responsibility of associates to ensure that the data on the asset allocated to them is retained with Data Encryption enabled for data security as per TCS IS standard procedure.

Roles & Responsibility

• The associate should not access prohibited internet sites or download unsolicited data on the asset which

is not permitted as per TCS’ Security policy.

• All make and models of the assets are decided by the IT Procurement team (i.e. RAG) based on technocommercial evaluations.

• Internal IS team is authorised to allocate any working asset (new or unutilised one) against any new or replacement requirements.

• Associates are required to manage any acceptance related procedure to be followed in their residence.

• Associates are required to extend their cooperation to courier/packing staff in case of return of assets.

Contact / Escalation Matrix

• Associate to follow TCS Global Helpdesk escalation matrix for any technical issues during SBWS^TM mode.

• Associate to contact their Location Admin for any logistics related issues.

Annexure I - SBWS^TM Asset Movement Application – User Manual

Annexure II – SOP for Return of Asset

1. 3. In case if associate is required to accompany the Asset to TCS Office, he/she needs to ensure that proper Approvals/Formalities from BG HR are in place before visiting TCS Office.

2. SBWS App will fetch an associate’s current location from eTMS and further processing of request will be

5. 1. Self Check-in: Where associate can carry the Asset on his/her own arranged Transportation safely and securely:

      1. Associate needs to select a Date of bringing the asset to the office 2 days in advance.

   2. 1. For the mode of return through Admin, the associate needs to select the scenario for return through a drop-down menu. The modality of return, viz by the associate using a company provided cab or by the Admin through a packer company and a courier company will be based on the scenarios as listed in the following table.

2. 2. • Post completion of packing, associate needs to confirm Packing in the SBWS Tool which will trigger Courier/ Shipping process.

      • Once the courier agency picks up the consignment, the Associate will be required to update the Air Waybill (AWB) Number in the SBWS Tool.

7. 2. A dump of data as collated by the SBWS app at the backend will be shared with the packer and courier companies at a pre-defined frequency for seamless transfer of Assets.

Annexure III – Information Security Guidelines Secure Borderless Workspaces™ (SBWS™)

Connection and Access

• Avoid connecting to unsecured Wi-Fi / Wired networks for Internet.

Data sharing and Collaboration

• Save and share data from Company O365 One Drive.

• Use Company O365 Teams to conduct meetings, to share information, screens etc.

Phishing Emails and Websites

• Strictly avoid opening e-mails, URLs and file attachments received from unsolicited or unreliable sources.

• Fake emails are sent by hackers about Corona virus. Do not open such mails / URLs / attachments. Forward suspicious mails to internalis.messaging@tcs.com.

Physical protection

• Lock laptop / computer screen when left unattended, to prevent alteration / deletion of data.

• Ensure the physical protection of our laptops / computers.

Other important points

• Do not copy Business data on removable media such as USB storage.

• Do not access emails of others directly by using their passwords.

Annexure IV – eTMS Employee App – User Manual

Knowmax Link for detailed User Manual https://knowmax3.ultimatix.net/sites/internal_itcorpfn/main/solution_service_delivery/etms/site%20documents/ forms/allitems.aspx?RootFolder=%2Fsites%2Finte rnal%5Fit%2Dcorpfn%2FMain%2Fsolution%5Fservice%5Fdelivery%2FeTMS%2FSite%20Documents%2FUser%20Ma nuals%2FeTMS%20Employee%20App&FolderCTID=0x0120002C01945207963349A63E69C45A266732&View=%7B4 ACE182C%2D708D%2D4E03%2D822D%2D118B52B55B1E%7D

Annexure V – SOP for New Joiners

https://knowmax3.ultimatix.net/sites/GDC_Mgmt/Main/is/Central%20Repository/SBWS/SOP_Asset%20Enableme nt%20Process%20for%20New%20Joiners%20v1.0.docx?Web=1