# Presentation: 552829

## Wireless Equipment

**Procurement**

**Motorola e815**

- Wireless Team:
- 	Jeannie Hilderbrand   301-846-1716 -  _[jhilderbrand@ncifcrf.gov](mailto:jhilderbrand@ncifcrf.gov)_
-        	Lori Smith                   301-846-1705 -  _[lsmith@ncifcrf.gov](mailto:lsmith@ncifcrf.gov)_
- 	Joyce Shelton             301-846-7043 -  _[jshelton@ncifcrf.gov](mailto:jshelton@ncifcrf.gov)__ _

**Motorola Pager**

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**Blackberry**

- July 2007

## TABLE OF CONTENTS

-                                                                            Page
- Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
- Wireless Equipment User Responsibilities . . . . 4,5,6,7
- Description of Equipment . . . . . . . . . . . . . . . . .  8
- Frequently Asked Questions . . . . . . . . . . . . . . . 9,10,11,12
- _FORMS_
- Wireless Justification Form  (Attachment A)
- _[Wireless Communication Device Monthly Usage](http://web.ncifcrf.gov/campus/als/downloads/WirelessDeviceCertificationForm-AttB.pdf)_
- _[  Certification Form  (Attachment B) ](http://web.ncifcrf.gov/campus/als/downloads/WirelessDeviceCertificationForm-AttB.pdf)_
- Property Transfer Form

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## DEFINITIONS

- Contracted Sales Representative –Persons responsible for
- representing one of the vendors the Purchasing Department
- has contracted to provide wireless equipment, service and
- accessories at discounted prices.
- Contracted Customer Service Representative – Contracted
- Vendor’s Representative whom is responsible for providing
- customer service on issues such as name changes, billing,
- P-card issues, basic technical questions, etc.
- Requestor -   Individual who will be utilizing wireless equipment
- and/or service.
- Wireless Team – Individuals within the Purchasing Department responsible for wireless procurement, billing issues which can’t
- be resolved by requestor or cardholder, and maintenance of
- Program Integrity.  The Wireless Team consists of Jeannie
- Hilderbrand, Lori Smith and Joyce Shelton.
- Internal Audit Dept.  -  Individuals responsible for reviewing and
- approving content of justification for wireless purchases
- Statement of Account (SOA) – A monthly listing from US Bank
- of all payments for purchases and credits made by cardholder
- and billed by the merchant.  The SOA is used by the cardholder
- to reconcile the account to extract monies from appropriate cost centers.

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## WIRELESS EQUIPMENT USER RESPONSIBILITIES

- _ORDERING ACCESSORIES ONLY_
- The following accessories must be procured through the Contracted
- Sales Representative to ensure appropriate discounts are received.  These
- can be purchased directly by the cardholder, as long as they are procured
- through the Contracted Representative.  You can obtain contact information
- from the Wireless Team.
- _OBTAINING EQUIPMENT_
** ****DO:**
**	****	**

-  Chargers ( Electric/Auto)
-  Stylus for PDA
-  Case/belt  clip
-  Headset for Cellular Equipment
-  Batteries

- Complete the Wireless Justification form and submit for approval
-         through the Program Director.

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## MONTHLY BILLING

-    Internal Audit Department, 92 T. J. Drive, Ste. 250
-    Fax #:  6647
-    E-mail:  _[belascoc@mail.nih.gov](mailto:belascoc@mail.nih.gov)_  - Carrie Belasco

- 3.  The approved justification is forwarded to the Wireless Team,
-      Purchasing Department.  Per the IMPAC Policy and Procedures,
-      a PC number must be obtained prior to placing this order.  The Wireless
-      Team will access the P-Card System, obtain the PC number and enter
-      all pertinent information in the cardholder’s order log.

- 4.  The Wireless Team will order, receive the equipment and contact
-      the Requestor or Cardholder when equipment is ready for pickup.
-      The equipment can be picked up in the Purchasing Department,
-      Bldg. 1050, 2nd Floor.

_**MONTHLY BILLING**_

- 5.  Obtain copy of detailed wireless bill from cardholder to verify usage.
-      If there is personal usage (incoming and outgoing) highlight each call.
- 6.  Complete and sign a “Wireless Communication Device Monthly
-      Usage Certification” form (_[Attachment B](http://web.ncifcrf.gov/campus/als/downloads/WirelessDeviceCertificationForm-AttB.pdf)__) every month and give_
-      to IMPAC cardholder responsible for charges on your account.
-      Form must be signed and given to cardholder regardless if
-      personal calls were made or not, per the Internal Rev. Svc.
-      Code 1.2745T (see attachment B for full details).

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## Review each wireless bill when it is received.

-   Verify accuracy
-   Identify costs that were incorrectly billed
-   Determine if personal calls were made and
-      indicate such calls as personal on the invoice.
-   Personal calls are discouraged, however if calls
-      were made or received, reimbursement in the form of
-      a check or money order must be submitted along with
-      Attachment B for inclusion with Statement of
-      Account  (SOA) by IMPAC cardholder.  Requestor
-      will be charged $.80 per personal call plus any
-      applicable long distance, roaming charges, and any
-      taxes, if charged from service provider (See
-      Attachment B, for clarification).

- Contact Wireless Team to obtain Contracted Customer
-        Service Representative’s contact information if you have
-        questions about your account:

-   Billing issues
-   Amount of minutes on plan
-   Different coverage areas
-   Compatibility of equipment

- Upon termination of employment or transferring to another
-        department, the wireless equipment must be given to one
-        of the following:

-   Property Custodian for the program area
-   IMPAC cardholder the service(s) are being
-      billed against

- Contact the Property Department and Purchasing if equipment
-        is no longer in use.  Property will arrange for pick-up and
-        surplus the equipment.

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## Do Not:

- 1.  Call Contracted Sales Representative or local store to
-        purchase equipment/software such as:

-   Cellular Phone
-   Personal Digital Assistant (PDA)
-   Pager
-   Additional memory
-   Wireless Air Card
-   Broadband Service

- 2.  Make _any_ changes to your account.  This _must _
-      be handled through the Wireless Team of the
-      Purchasing Department.

- 3.  Transfer any wireless equipment until a new Wireless
-      Justification Form has been completed for the new requestor
-      and submitted for review through the Internal Audit
-      Department.  Once reviewed, Internal Audit will forward to
-      Purchasing who will notify the new requestor.  A Property
-      Transfer form must be completed and sent to the Property
-      Department,  Attn:  Kurt Zimmerman, Building 1050.  When
-      the transfer form has been received by Property, the
-      equipment will be transferred to the new requestor.
- 4.   Purchase certain handheld equipment which have been
-       determined to be unallowable procurements, for example:

-   iPOD’s
-   MP3 Players
-   Personal Digital Players
-   iCarPlay

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## DESCRIPTION OF EQUIPMENT

- PDA  -  Personal Digital Assistant is a hand held device
-              with the following capabilities:

-   E-Mail		Read, compose, forward or reply to
-                                      messages
-   Messaging	Create memos/letters which can be
- 		sent from your PDA or saved onto
- 		your office computer
-   Cellular Phone	Full featured mobile phone capabilities.
- (PDA can be purchased with or without
- Cellular phone service).  Text message is available with phone.

-   Web Access            Retrieve information from the web
-                   including news, travel and business

-   Synchronize            Synchronize your PDA with your
-                	                  office computer

-   Pager  -  Can be purchased as Numeric or Alpha.

-   Cellular Phone  -  Can be used to make telephone calls locally,
-                                nationally, or internationally.  You can also do
-                                text messaging.

-   Numeric – Leave a phone number
-   Alpha  –  Leave a message with an operator and
-                     it’s displayed on the pager.

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## Frequently Asked Questions

**Wireless Communication Program**
- Q:	_**What processes are required to purchase wireless**_
**       **_**equipment/services?**_
- A:  	Complete a Wireless Justification Form (Attachment A), and forward
-        to appropriate program director for approval.  Once approved, 	forward (via Interoffice envelope, fax or e-mail) the completed form
-        to the attention of the Internal Auditor, 92 Thomas Johnson Drive,
-        STE 250, for review.  After the justification is reviewed for
-        completeness, the Internal Auditor will forward to Purchasing for
-        processing.
- Q**: ****	**_**How long before the equipment is received?**_
- A: 	Once the approved justification form is received by the Wireless
-        Team, it usually takes 3-5 days to arrive.  The equipment is
-        delivered directly to the Wireless Team who contacts the Property 	Department to ensure the equipment is properly identified with a 	decal prior to release to the requestor.  A member of the Wireless 	Team will contact the requestor when the equipment is ready for 	pick up from the Purchasing Department, Building 1050, 2nd Fl.
- Q:**  ****	**_**Can an individual purchase the wireless equipment themselves**_
**       **_**and be reimbursed?**_
- A:  	No.  All wireless communication equipment and accessories must 	be purchased after approval is received using an IMPAC (Visa 	Purchase Card).  If wireless equipment is purchased using any 	other mechanism it will be considered an unauthorized 	procurement.

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## Q:  Where can the Wireless Justification Form (Attachment A) and 

**      **_**the Wireless Communication Device Monthly Certification Form**_
**     **_**(**__[Attachment B) ](http://web.ncifcrf.gov/campus/als/downloads/WirelessDeviceCertificationForm-AttB.pdf)__be obtained?_
- A:  The forms can be obtained through the Purchasing Department or the
-       ALS Website,
-            _[http://web.ncifcrf.gov/campus/als/forms.asp](http://web.ncifcrf.gov/campus/als/forms.asp)_

- Q:**   **_**Is there a specific vendor through whom wireless equipment/**_
**       **_**service must be purchased?**_
- A:   Yes.  The Purchasing Department has issued contracts with several
-        vendors, presently Cingular, Cellular One, and T-Mobile.  Verizon can
-        be used for limited services.  These  vendors provide various levels
-        of discounts on the equipment and service.
- Q:  _**What do I do if I transfer to a different program area or I **_
**      **_**terminate my employment?**_
- A:  When an employee terminates or transfers, she/he are required to go
-      through a check-out procedure.  The equipment should stay with the
-      program area and be turned in to either the IMPAC cardholder or the
-      Property Custodian for the program.  The employee will check-out
-      through the Property Office who will notify Purchasing.  Purchasing will
-      contact either the IMPAC cardholder responsible for the service or the
-      Property Custodian and make a determination to cancel the service
-      or  re-issue the equipment to another employee after appropriate
-      approvals are acquired.  Service will be suspended until proper
-      justification is completed and approved for the next employee. There is
-      no charge to suspend or reactivate the service.

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## Q:  	Are personal calls allowed on a business cellular phone?

- Q:  	_**Are personal calls allowed on a business cellular phone?**_
- A:  	No.  Personal calls are discouraged unless there is an emergency.  If
-        an emergency arises and a personal call is placed, indicate calls (either
-        highlight or underline) on the invoice, attach a personal check to the
-        invoice for the total amount due, including roaming, long distance and
-        sales tax, if charged.  The invoice and personal check  should be
-        given to the cardholder along with the signed Wireless Communication
-        Device Monthly Usage Certification form.  	(_[Attachment B).  ](http://web.ncifcrf.gov/campus/als/downloads/WirelessDeviceCertificationForm-AttB.pdf)_
- Q:  _**What do I do if my wireless equipment/service is not working**_
**      **_**properly or if my coverage area is inadequate?**_
- A:   Contact a member of the Wireless Team for repair or replacement of
-       equipment, changes to service plan and/or coverage area.  Do not
-       call the vendor directly.

**Q:   **_**How do I get International “discount” service on my existing**_
**       **_**wireless equipment?**_
- A:   Contact the Wireless Team.  They will arrange for the “discount” to
-        be added to your account, when on travel and de-activated when
-        you return.
**Q:   **_**What contracted vendors provide International service?**_
- A:   Cingular and T-Mobile

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## Q:    How do I know if a certain provider has reception in the Country 

**Q:    **_**How do I know if a certain provider has reception in the Country **_
**        **_**I am traveling to?**_
- A:    Both Cingular and T-Mobile have information available to you on
-         their website.   Click on International coverage.  See below:
-              _[http://www.cingular.com/learn/international/roaming/international-roaming.jsp](http://www.cingular.com/learn/international/roaming/international-roaming.jsp)_
-               _[http://www.t-mobile.com/International/RoamingOverview.aspx?tp=Inl_Tab_RoamWorldwide](http://www.t-mobile.com/International/RoamingOverview.aspx?tp=Inl_Tab_RoamWorldwide)_
**Q:   **_**What are the differences between Broadband Wireless Aircards **_
**       **_**and WIFI Cards?**_
- A:    Broadband is a general term that can represent many forms of internet 	access.  Broadband can be used to describe Cable Modem, DSL and 	Cellular (aircard) access to the internet.  Broadband wireless aircards 	allow internet access wherever there are cellular towers; broadband 	uses cell phone communications to ‘talk’ to the internet.  WIFI is 	limited to an existing network (or within a 50 to 100 YD radius) of the 	WIFI adapter.  To request Broadband or WIFI, you must complete 	_Attachment A._  For security purposes, each request for Broadband or 	WIFI may be routed through the local area network (LAN) office for 	their review.
**Q:   **_**What contracted vendors provide the Wireless Air Card/service?**_
- A:   Cingular, T-Mobile and Verizon
**Q:   **_**What is the difference between a communicating PDA and a **_
**       **_**Communicating PDA w/Cellular?**_
- A:   Communicating PDA is for “Data” communication only, i.e. e-mail,
-        internet, calendar, scheduling meetings, etc.  The Communicating
-        PDA with Cellular has voice and data.  You have the ability to
-        communicate via e-mail, internet, as well as cellular phone.

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