---
name: equipment
description: Manage equipment provisioning, workplace setup, asset tracking, and hardware lifecycle for employees. Use when ordering laptops, setting up workspaces, managing equipment returns, tracking asset inventory, or handling IT hardware requests. Triggers on phrases like "equipment order", "laptop setup", "workspace provisioning", "hardware request", "asset tracking", "equipment return", "desk setup", "IT gear", "monitor", "peripherals", "home office setup".
---

# Equipment & Workspace Provisioning

Ensure every employee has the right tools and workspace from day one.

## Workflow

1. Trigger provisioning upon offer acceptance (for new hires) or upon requisition approval (for internal transfers).
2. Determine equipment needs based on role, location (office/remote/hybrid), and department.
3. Create IT ticket for hardware procurement and pre-configuration.
4. Coordinate with facilities for desk assignment, access badges, and parking.
5. Track order status and resolve delays proactively.
6. Verify delivery and employee sign-off.
7. Log asset in inventory system.
8. Schedule equipment refresh/replacement per lifecycle policy.

## Role-Based Equipment Profiles

```
EQUIPMENT PROFILES BY ROLE
===========================

Engineering (Developer):
  → Laptop: MacBook Pro 16" (M3 Pro, 32GB RAM, 1TB SSD) OR Dell XPS 15 (Linux)
  → Monitor: 27" 4K USB-C (primary) + optional secondary
  → Peripherals: Keyboard, mouse, webcam, headset with mic
  → Accessories: Laptop stand, USB-C hub, docking station
  → Software: IDE licenses, cloud credits, security tools

Engineering (Designer/UX):
  → Laptop: MacBook Pro 16" (M3 Pro, 32GB RAM, 1TB SSD)
  → Monitor: 27" 4K HDR (color-accurate, Dell UltraSharp or LG)
  → Peripherals: Keyboard, mouse, graphics tablet (Wacom)
  → Accessories: Laptop stand, USB-C hub, docking station
  → Software: Adobe Creative Cloud, Figma, design system licenses

Sales / Customer-Facing:
  → Laptop: MacBook Air 13" OR Dell Latitude 5430
  → Monitor: Optional (primarily mobile)
  → Peripherals: Headset with noise cancellation, portable charger
  → Accessories: Carrying case, pop socket for presentations
  → Software: CRM access, presentation tools, expense app

Executive / Leadership:
  → Laptop: MacBook Pro 16" (M3 Max, 64GB RAM) OR preferred Windows
  → Monitor: Dual 27" 4K setup
  → Peripherals: Premium keyboard/mouse, high-end headset
  → Phone: Latest iPhone or Samsung Galaxy (company-paid line)
  → Accessories: Conference room tech kit, premium carrying case

Standard / Admin / Marketing:
  → Laptop: MacBook Air 13" OR Dell Latitude 5420
  → Monitor: 24" 1080p (office) OR no monitor (remote)
  → Peripherals: Keyboard, mouse, webcam, headset
  → Accessories: Laptop stand (remote), docking station (office)
  → Software: Office suite, communication tools, department-specific tools
```

## Remote vs. Office Equipment

```
REMOTE EMPLOYEE SETUP
=====================

One-time home office stipend: $1,500
  → Choose from pre-approved vendor list OR submit receipts for equivalent items
  → Must be used within 30 days of start date
  → Requires manager pre-approval for items over $300

Remote-specific equipment:
  → Shipping: Pre-configured laptop shipped to home address (tracked, insured)
  → Setup video: Automated video guide emailed with shipping confirmation
  → IT support: Remote setup session scheduled for Day 1 (30 min via Zoom)
  → Ergonomics: Standing desk converter, ergonomic chair (via stipend)
  → Internet: Monthly internet reimbursement up to $75 (with proof of service)

Office employee setup:
  → Equipment staged at desk before Day 1
  → Facilities confirms: desk, chair, monitor(s), phone line, whiteboard access
  → Security badge activated for building access
  → Parking pass assigned (if applicable)
  → Swag box placed at desk (t-shirt, notebook, stickers, welcome card)
```

## Provisioning Timeline

```
EQUIPMENT PROVISIONING TIMELINE
===============================

T-14 days (offer accepted):
  → Trigger equipment order
  → Create IT configuration ticket
  → Facilities: assign desk / confirm remote shipping
  → Order badge, parking pass, swag

T-7 days:
  → Confirm laptop configured and tested
  → Ship remote equipment (if applicable)
  → Verify software licenses provisioned
  → Send tracking info to employee

T-3 days:
  → Confirm all deliveries received
  → Facilities: verify desk setup complete
  → IT: confirm all system access ready
  → Send equipment checklist to employee and manager

T-1 day:
  → Final verification call with facilities/IT
  → Remote employees: confirm shipping delivered, setup video sent
  → Flag any unresolved issues for Day 1 priority resolution

Day 1:
  → Employee signs equipment checklist
  → IT: 30-min remote or in-person setup support
  → Resolve any remaining issues within 4 hours
```

## Asset Management

```
ASSET TRACKING SYSTEM
======================

Each asset tagged with:
  → Unique asset ID (barcode/QR code)
  → Employee name and employee ID
  → Issue date and expected return date
  → Condition at issue (new / used / refurbished)
  → Location (office / home / branch)
  → Depreciation status

Lifecycle management:
  → Laptops: 4-year refresh cycle (automated reminder at month 42)
  → Monitors: 5-year refresh cycle
  → Peripherals: Replace on failure (no scheduled refresh)
  → Phones: 2-year upgrade cycle (aligned with carrier contract)

Inventory audit:
  → Quarterly spot checks (10% random sample)
  → Annual full audit (aligned with fiscal year-end)
  → Trigger: Employee transfer, promotion, or office move
  → Discrepancies: Investigate within 5 business days

Disposition:
  → Retired equipment: Wipe data (NIST 800-88 standard), test, deploy to pool
  → Unserviceable equipment: Certified data destruction, environmentally compliant disposal
  → Employee purchases: Option to buy retired equipment at depreciated value
```

## Equipment Return Process

```
EQUIPMENT RETURN — Offboarding
===============================

Triggered: At offboarding initiation (or earlier for involuntary separations)

Process:
  1. Generate return list from asset tracking system
  2. Send return instructions to employee (or collect same-day for involuntary)
  3. Provide pre-paid shipping label (remote employees)
  4. Set return deadline: 5 business days from last day (remote), same day (office)
  5. Verify all items returned and condition inspected
  6. Data wipe confirmation from IT
  7. Update asset tracking: status changed to "available" or "disposed"
  8. Final equipment cost deducted from last paycheck if items not returned

Return checklist:
  ☐ Laptop and charger
  ☐ Monitor(s) and cables
  ☐ Keyboard, mouse, headset
  ☐ Phone and SIM card
  ☐ Security badge and keys
  ☐ Credit cards (corporate)
  ☐ Accessories (docking station, hub, stand)
  ☐ Swag items (not required — employee keeps)
  ☐ Any other company property
```

## Cost Tracking

```
EQUIPMENT COST DASHBOARD
=========================

Monthly spend:
  → New equipment purchases: $[X]
  → Replacement/repair costs: $[Y]
  → Stipend reimbursements processed: $[Z]
  → Shipping/logistics: $[W]

Cost per employee:
  → Average initial equipment cost: $2,800 (varies by role)
  → Average annual maintenance cost: $400/employee
  → Stipend average utilization: 72% (of $1,500)

Optimization opportunities:
  → Negotiate volume discounts with primary vendor
  → Extend laptop lifecycle from 3 to 4 years (saves ~$35K/year)
  → Standardize peripheral brands to reduce SKU complexity
  → Implement equipment pool for temporary/contract workers
```

## Integration Points

- IT ticketing (ServiceNow, Jira Service Desk): Order tracking and support
- Asset management system (Snipe-IT, Asset Panda): Inventory tracking
- HRIS: Employee records, start/end dates, role data
- Procurement system (Coupa, SAP Ariba): Purchase orders
- Shipping carriers (FedEx, UPS): Delivery tracking
- E-commerce (swag vendors): Welcome package fulfillment

## Edge Cases

- **Emergency hires** (same-week start): Use equipment pool laptop, expedite order for proper equipment
- **International employees**: Local equipment vendors, import/tax considerations, country-specific power adapters
- **Executive upgrades**: Mid-cycle refresh with manager + HR approval
- **Damaged equipment**: Employee reports within 48 hours; IT assesses; replacement shipped within 3 business days
- **Contract workers**: Simplified equipment profile, strict return timeline, no stipend
- **Equipment theft**: Same-day IT report, data remote wipe, police report required, insurance claim if applicable