BITS Induction Manual_Final

Cont ext
"Get t ing t he Induct ion Process Right for new joinees help t hem
becom e
Product ive fast er and im prove overall Em ployee Ret ent ion ?
In order to help the new joinees in the role of ABITS to know about the company,
process, Applications, hardware used and also to implement induction in a
Structured manner we have developed a induction manual with Questionners for
new ABITS.

CTO's Message

Mahindra & Mahindra Financial Services Lt d (MMFSL)
- Mahindra Finance is subsidiary company
of Mahindra & Mahindra Group, two
decades ago, Mahindra and Mahindra
Financial Services Limited (MMFSL)
commenced its journey in the rural
non-banking finance industry. And with
that was born a vision to transform rural
and semi-urban India into a self-reliant,
flourishing landscape. Since then, we have
come a long way, empowering millions of
ambitious individuals with personalized
finance for a wide range of vehicles, home
development requirements and many
other diverse endeavors - all to help them
live their dreams and Rise in life.
- At Mahindra Finance, we are guided by a
firm belief in people, their dreams, and
their potential to achieve those dreams.
Hence, our socially inclusive business
model facilitates loans to customers based
not on their current financial status,
but their future earning capacity.
semi-urban India ? a confidence that allows
them to believe that no dream is too big.
Today, as one of the leading non-banking
finance companies, we are proud to have
touched over 4 million lives.
- During the course of our journey, apart
from emerging as the top tractor financer
in India, we have constantly strived
towards developing skill sets of the local
population. Which is why, we provide
employment to over 20,000 people in over
1200 branches across India. This not only
ensures equal growth opportunity for all,
but also enables us to serve our customers
better through local understanding and
expertise. So it will be a humble farmer or
a budding entrepreneur ? we are
committed to empower every individual
with resources to help their dreams see
the light of day.
This philosophy has instilled a
confidence in the minds of rural
sense of
and

Mahindra Rural Housing
Finance Lim it ed (MRHFL)
- The Mahindra Rural Housing Finance is
subsidiary company of Mahindra &
Mahindra Financial Services Ltd. We are
the largest housing Finance company
serving rural India. Housing is a basic
human need. We started Mahindra Rural
Housing Finance Limited (MRHFL) back in
2007 to provide convenient and low-cost
housing loans for Indians living in rural
areas. We are in 13 states across India
providing employment over 440 branches.
- Mahindra is many companies united by a
common purpose to enable people to
Rise. Our goal is Transforming Rural Lives
Together. We aspire to set the highest
standard for housing finance in rural India
in terms of profitability, growth, employee
engagement, trust, and awareness. We
aim to increase home ownership and
resources in the housing finance sector of
rural India. As we have shown, by our
initial success in this market as well as our
Mahindra Insurance
Brokers Lim it ed (MIBL)
- The Mahindra Insurance Brokers Ltd is
subsidiary company of Mahindra &
Mahindra Financial Services Ltd. MIBL was
granted a Direct Broker's License by the
Insurance Regulatory and Development
Authority (IRDA) in May 2004, for
undertaking direct insurance broking in
Life and Non-Life businesses. MIBL has
empanelled itself with various public and
private insurance companies to offer
customized solutions to customers. In
September 2011, MIBL was granted a
Composite Broker license by the IRDA,
thus foraying into Reinsurance Broking
business along with Direct Broking. As a
Total Insurance Risk Solutions provider,
MIBL plays an integral role in the Risk
Management portfolio of customers.
- MIBL is one of the few insurance broking
companies in India to have been awarded
the prestigious ISO 90012008 Certification
for Quality Management Systems. MIBL is
constant growth and profits, we have laid
committed to providing
value to its
the foundations for our future.
customers by understanding their

insurance needs and risk profile, and
providing innovative, cost effective,
customized solutions to ensure total
customer satisfaction. Our role, in short,
encompasses various activities right from
risk profiling to claims administration for
customers. Our aim is to play a
predominant role in the insurance
broking industry in India with a focus on
giving more value to customers,
innovative solutions, superior services, a
professional team, and corporate social
responsibility.
Mahindra Asset Managem ent
Com pany Privat e Lim it ed
(MAMCPL)
- The Mahindra Asset Management
Company Private Limited, a company
incorporated under the Companies Act,
- Mahindra Mutual Fund has been
constituted as a trust in accordance with
the provisions of the Indian Trusts Act,
1882, as per the terms of the trust deed
dated September 29, 2015 between the
Mahindra and Mahindra Financial Services
Limited as the Sponsor and Mahindra
Trustee Company Private Limited, as the
Trustee. The Trust Deed has been
registered under the Indian Registration
Act, 1908. Mahindra Mutual Fund has been
registered with SEBI, under registration
code MF/069/16/01.
- Mahindra Mutual Fund endeavors to offer
a variety of mutual fund schemes
pan-India, with special focus in rural and
semi-urban areas.
1956, is the Investment Manager for
Mahindra Mutual Fund. It is a wholly
owned subsidiary of Mahindra and
Mahindra Financial Services Limited
(MMFSL).

Vert icals & Depart m ent s in MMFSL

Business Inform at ion Technology Solut ions (BITS)
- BITS support whenever whatever& wherever
we need in our remote branch offices we
need dependable BITS support. ABITS is
really a friend in need and we have
strengthened by adding a direct quality BITS
support for our every five locations, which
enable you to have more time for our
business and family. A qualified BITS person
is committed to deliver beyond just BITS
service & solutions, to enable our services
commitment to serve our external
customers through our internal users
better.
- Web culture services have totally changed
the way we do business today. Our
connectivity reach at our locations will surely
provide you further more strategic
advantage.
- Fast technological changes with internet
revolution, everyone wants to use
connectivity effectively. We would want to
leverage the usage of BITS and ensure our
return on investments used and utilized
effectively 100% usage. The Business
Information Technology wing of Mahindra &
Mahindra Financial Services Sector (MMFSS)
manages the entire IT operations
(viz. infrastructure management,
Network & Connectivity
management, Backup, recovery
management and Audit & quality) to
guarantee highest availability to its
users, BITS ensures delivery of
secured, competitive software
products development and
management with providing
appropriate awareness among users.
BITS Support (ABITS)
- A complete portfolio of customized
services and BITS expertise, from
planning & Design to installation,
integration, migration assistance, from
onsite hardware networking and
software fixes at our branch/regional
offices to Operations & Management in
sink at HO data center or Network
Operation Center to use our systems
99.99 up time without fail.
- ABITS is stationed for every five
locations to cover less than 200 km
radius, so that he can visit per day 1
branch and address the system issues
for which he has assigned for the week.

He has to ensure & monitor all the BITS IT
used assets to keep 99.99 uptime. He has to
rest assure the databank on technical
queries and solutions for that five locations.
Co-ordination between all BITS related
Vendors and maintains the committed
relation on service deliverables between the
vendors and the users.
- ABITS as the ability & trained to address our
system needs in the shortest time. He
have to enable to optimize our
investments through efficient utilization
of our IT infrastructure with minimum
downtime to maximize our (return on
Investment) ROI. Well defined deliverables
for his service delivery as per our
requirements at our locations.
IT Vision
- 3C= 3S --> Corporate Customer Care =
Solution Support Service
- Provide high quality deliverables at
affordable time that aims to ?enhance the
competitiveness?.
- Technology is another key differentiator at
MMFSL. Our alliances with best-of-breed
technology partners ensure
proactive, on demand support to
meet our growth in Rural, Environmental
challenge as well as the continuous
development of our BITS infrastructure
and delivery channels to achieve superior
standards of customer service.
Scope act ivit ies
- The IT service Management System of
Mahindra & Mahindra Financial Services
Ltd (BITS ? Division) supporting the
provision of IT Helpdesk, IT support
services, IT application development and
support in accordance with the service
catalogue to the employees of Mahindra
Finance and its subsidiaries Mahindra
Insurance Brokers Ltd, Mahindra Rural
Housing Finance Ltd and Mahindra Asset
Management company Private Limited
from the Head office located in Mumbai.
- Mahindra Finance ? BITS (Business
Information Technology Solutions)
journey started way back in 1997. Today,
Information Technology is an ingrained
component of the overall business
structure at Mahindra Finance.

BITS Team St ruct ure

Support Team Organogram
- This diagram shows the organizational structure and relationship between the different people,
departments and jobs at different levels within that organization.

Acer India Pvt Lt d
- A) ACER TRAVELMATE P246-M ---> RAM ?
4 GB, HDD ? 500 GB, Processor -
Call Logging form at - Through
m ail
INTEL(R) CORE(TM) I3-4005U CPU @
1.70GHZ, Windows 7, Windows 10
Operating System.
- B) ACER TRAVELMATE P249-M ---> RAM ?
4 GB, HDD ? 500 GB, Processor -
INTEL(R) CORE(TM) I3-4005U CPU @
1.70GHZ, Windows 7, Windows 10
Operating System.
- C) ACER GATEWAY NE46R ---> RAM ? 4
GB, HDD ? 500 GB, Processor -
INTEL(R) CORE(TM) I3-3110M CPU @
2.40GHZ, Windows 7, Windows 10
Operating System.
- All above mentioned Acer laptop
models are in warranty/AMC. BITS has
to log complaint over mail using
template or call toll free number to
Toll free Number for Notebooks : 1800 11 6677
Toll free Number for PCs support: 1800 11 4100
Web call Logging URL :
https://www.acer.com/ac/en/IN/content/
home%20--%3e%20Support%20--%3e%20Repairs
log complaint for service and support
from Acer.

DELL India Pvt Lt d
Lenovo India Pvt Lt d
- A) DELL VOSTRO 3468---> RAM ?
4GB, HDD ? 500GB, Processor
-INTEL(R) CORE(TM) I3-6006U CPU @
2.00GHZ, Windows 10 64Bit
Operating System.
- B) DELL LATITUDE 3460 ---> RAM ?
4GB, HDD ? 500GB, Processor -
INTEL(R) CORE(TM) I3-5005U CPU @
2.00GHZ, Windows 10 64Bit
Operating System.
- Above mentioned dell laptop models
are in warranty/AMC. BITS has to log
complaint over mail using call to toll
free number to log complaint for
service and support from Dell.
Email id: india_ple_com@dell.com
Toll free no: 1800-425-8045 or 080-2510-8037
Technical Support - Email Channel
http://www.dell.com/support/incidents/
in/en/indhs1/Email/Welcome?ServiceTag%20
- A) LENOVO THINKPAD L450 ---> RAM
? 4GB, HDD ? 500GB, Processor
-INTEL(R) CORE(TM) I3-5005U CPU @
2.00GHZ, Windows 7/10 64Bit
Operating System.
- B) LENOVO V310 ---> RAM ? 4GB,
HDD ? 1TB, Processor -INTEL CORE
I3-6100H @ 2.70GHZ, Windows 10
64Bit Operating System.
- Above mentioned Lenovo laptop
models are in warranty/AMC. BITS
has to log complaint over mail using
call to toll free number to log
complaint for service and support
from Lenovo.
Email ID: commercialts@lenovo.com
Toll free no: 1800-3000-5366

MFD (Mult i-funct ion Device)
Canon IR 2520/ W
- Which running at 20ppm, the image
RUNNER 2520 offers a compact suite of
work group functionalities. From
Speed 35ppm,Copy / Print / Colour Scan
/ Send / Fax, ID Card Copy, Department
ID, Searchable / Compact PDF .
network printing to built-in duplex,
network scan, send multi-functional
device.
Ricoh MP2001SP
- The MP 2001SP get through work fast.
With a print speed of up to 20ppm,
Color scanning through network,
Send and one-touch access to MFP
Canon IR 2520/ W
functions .
- The A4 monochrome image RUNNER
1435iF is designed with efficiency and
usability, print speed of 35ppm, the
device also comes with a wide range
of functions designed to provide an
enhanced experience.

Kyocera Ecosys M2040DN
- A4 copy/print up to 40 ppm (Mono),
scanning up to 40/23 ipm Mono/Color.
Standard high productive 50-sheet
capacity one-path duplex scanning
document processor.
Dot Mat rix print ers
- This printer is been using to take online
delivery orders and online receipts across
branches. Currently Epson LX-310, 300
models are using in all branches, which is
having 9 Pin SIDM, USB and Serial parallel
port printer.
Note All above model MFDs will cover under
4C AMC and Yearly AMC renewal will be taken
care by RIT and for any service support, has to
raise complaint to respective OEM.
Hand held device (HHD)
- HHD is a type of electronic Point of Sale
device (mini mobile computing device)
which is capable of processing any
transaction at customers door step and
updates the same instantly to the
centralized server using Data SIM card this
was a complete mobile office solution
deployment.

Key Highlight s
confidence for the customer who
- Enables Automation of entire field force
makes cash dealing at field.
and no messy manual documents.
- Complete data digitization happens in
the field by the feet on the field team.
- All customer facing transactions
(Receipting, Minutes of meeting, Visit
reports, climate update, etc) are done at
filed office.
- Complete details about the customer
available in HHD to enable best
customer service by field force at
customer?s door step.
- Instant Issuance of receipt/
acknowledgement at field.
- Centralized minute by minute
monitoring of field force on customer
meetings, collections, etc.
- Integrated with local conveyance claim
module based on the movement
recording in HHD.
- Also used for any Dynamic survey
capturing, Lead Generation, Messaging
?Chat, Customer Predications for day
for the customer through their Zodiac
based on their DOB.
- Integrated with automated IVR for
transactional voice messages.
- Data entry error was reduced
drastically, avoiding duplications of
work and errors due to wrong punching
of data into system from manual
records leading to data quality.
In Mahindra finance and Housing
finance the handheld device being used
since a decade for receipting and
business cases processing. We have
various models in which currently we are
using following GL 11 and GL14models.
- Instant SMS messages to customers on
transactions that create more

GL11 EPOS Term inal
- The GL11 POS terminal is multi utility
touch screen device, where user can
issue monthly installment receipts ,
punching business files from
customer place, take customer
GL14 EPOS Term inal
- The GL14 POS terminal is using only
to issue receipts for customer
monthly installment. This is working
in linux kernal and with static image.
photos, Voice and finger printer of
customer. Also this device using field
executives for filed conveyance claim.
This device works with Linux kernal
and we are using MMFSL dynamic
image in this device.

Tablet
- In Mahindra finance we are using
Tablets for receipting and CRM
application usage, which comes
under mobility project. We have
android and windows OS based
tables in MMFSL.
- The following model tabs are being
used in business and collections
verticals. Notion Ink model 10 inch
tab is using by SME retail business
team. Android tab being managed
through MDM application which
keeps device secure, monitoring and
preventing unwanted applications
installation, usage.
- Tablet which works in real-time
syncing with server to
upload/download data to server
background applications sync.
- Tablet is using Receipting, Lead
Generation, CRM application and
corporate web page access by field
- Data syncing with server can
uploading using GPRS SIM card or
Wi-Fi.
- Field force is issuing receipts in field
by syncing Tablet with Bluetooth
Printer.
- Which works in cloud technology, any
time can track the device location
using GPS.
- Erase data and Lock the device if
device has lost or user inappropriate
usage.
- Tablets are managed with IBM
provided Maas 360 Mobile Device
Management application.
- For applications security we are using
Trend micro mobile security Mobile
Threat Management (MTM). The
device can be controlled remotely for
maintenance purpose in filed itself
from head office to troubleshoot the
device issues.
force at customers door step.

UPS & Bat t ery
- An uninterrupted power supply (UPS) is an
electrical apparatus that provides
emergency power to a load when the input
power source or mains power fails. A UPS
differs from an auxiliary or emergency
power system in that it will provide
near-instantaneous protection from input
power interruptions, by supplying energy
In a standby ("off-line") system the load is
powered directly by the input power and
the backup power circuitry is only
invoked when the utility power fails.
Most UPS below 1 kVA are of the
line-interactive or standby varieties
which are usually less expensive.
stored in batteries. The on-battery run-time
of most uninterrupted power sources is
relatively short (only a few minutes) but
sufficient to start a standby power source or
properly shut down the protected
equipment.
- The three general categories of modern UPS
systems are on-line, line-interactive and
standby. An on-line UPS uses a "double
UPS Bat t eries
conversion" method of accepting AC input,
rectifying to DC for passing through the
rechargeable battery (or battery strings),
then inverting back to 120 V/230 V AC for
powering the protected equipment. A
line-interactive UPS maintains the inverter
in line and redirects the battery's DC current
path from the normal charging mode to
- The battery is the heart of your UPS
system. Should your facility experience
a utility power failure, your mission
critical equipment will depend on your
UPS?s battery system to support the
loads.
supplying current when power is lost.

UPS Bat t eries
- The run-time for a battery-operated UPS
depends on the type and size of batteries
and rate of discharge, and the efficiency of
the UPS.
- UPS battery systems have at least one string
of batteries. The number of batteries
required within the string varies by the D/C
buss voltage of the UPS.
- Batteries within the string are connected in
series. Therefore, if a single battery fails or
opens, the entire string fails. Additional
battery strings are often added to the UPS
to provide for additional runtime and/or
redundancy of the battery system. Good
system design calls for multiple strings of
batteries versus a single string of batteries.
- Batteries do age and eventually wear out. A
- Think of a battery as a loaf of bread.
Each time you take a slice there is less
for the next time. It?s the same with a
battery ? each time it is called upon to
cycle, there is less available battery for
the next outage. each time it is called
upon to cycle, there is less
available battery for the next outage.
- It is vital to the health of your UPS
battery system (and your critical loads)
to inspect the batteries on a regular
basis. Semi-annual or even quarterly
inspections are warranted. TYPE of UPS
Batteries
typical valve regulated lead acid (VRLA) UPS
battery has a life expectancy of four to six
years (some sooner depending on the
quality of the battery). Each time the battery
cycles it ages.

Sealed m aint enance Free
Tubular Bat t ery Wet Cell
- This is, by far, the most common type of
lead acid battery utilized in UPS systems.
The term sealed is somewhat misleading, as
it means that the battery vents only if the
cell is abused by overcharging or high
temperature operation. The vents open only
- This is the most basic lead acid
battery. This type of battery vents
gases during charging and
discharging and requires periodic
addition of water to the electrolyte.
under excessive internal pressure. By
nature of the design a valve regulated
battery effectively controls generation of
gases and allows gas recombination within
the battery of over 99% of the gases
generated in normal usage. The batteries
are provided with a safe low pressure
venting system designed to release excess
gas and reseal automatically. Normally this
sealing technique should ensure that no
electrolyte leakage can occur from the
terminals / posts or case of the battery.

List of Applicat ions Used Across MMFSL

List of Applicat ions Used Across MMFSL

List of Soft w are Used across
MMFSL
What are t he Type Syst em
Users
I. Licensed Soft w are?s used - Operating
System Windows 7, 8, 10 Professional.
II. Microsoft package used across
group - Microsoft office 2003, 2007 and
2010
III. Open source soft w are?s used - 7Zip,
Mozilla Thunderbird mail client,
Libreoffice
IV. Freew are soft w are?s - Adobe PFD
reader, Flash player, Foxit Reader
V. Brow sers - Internet explorer 11, Google
Chrome, Mozilla Firefox
Field Force
- Collection
- Business
- DIV
- ACM
- ABM LEGAL
Back office
- Accounts
- SME
- Dealer Point Executives
- Legal I & S
Ext ernal users
- Dealer
- Customer
What are t he Product ion
Applicat ions of t he Com pany
I. MMFSL - (DRONA,EFFORTS,YARD,
Me-CONNECT,EMLAP APPROVAL,CRM)
II. MRHFL - (COLLECTION )
III. MIBL
IV. AMC

- Following Internet service providers were
currently connected across pan India
locations in MMFSS.
a. Sify Technology.
b. Bharthi Airtel
c. Vodafone India
d. Tikona
e. Tata communications BSNL
(Broadband)
- Details on all IP?s in host file which need to
replace in etc folder for laptop/desktop
user.
172.30.0.3 dctwo-mmfsldctwo-mmfsl.mmfsl.com
172.30.0.2 adc-mmfsladc-mmfsl.mmfsl.cdom
172.30.2.2 MMFSS-PDC MMFSS-PDC.mmfsl.com
172.30.2.3 MMFSS-ADC MMFSS-ADC.mmfsl.com
172.30.0.143 bessrvr
172.30.0.12 ofas.mmfsl.com ofas
10.2.203.18 onemahindra
172.30.1.32 clientlocator.mfeatsmobileapps.in
172.30.0.187 mfeka.com
172.30.9.241 mmfss-ms-ssrs
172.30.1.91 mfdms.com
172.30.30.6 uat.mfdms.com
23.97.78.62 sts.mahindra.com
172.30.0.14 ofas.mmfsl.com
172.30.9.76 mmfss-ctxweb1.mmfsl.com
172.30.50.38 ekyc.mahindrafs.com
172.30.50.37 uatekyc.mahindrafs.com
172.30.0.248 MFSS-ALTRIS.mmfsl.com
172.30.0.8 BKPDC-MMFSL
172.30.0.27 mfappsap.mmfsl.com
172.30.0.36 CITRIX 1
172.30.0.59 finnone.mmfsl.com
172.30.0.56 mmfsl-sp-2k7

Do's and Don't s of IT Usage
1. Don?t share your password with others
2. Don?t write your password anywhere
3. Don?t leave your PC unattended
4. Don?t try and fix technical issues yourself
5. Don?t put your legs on CPU
6. Don?t misuse internet for music, visiting an entertainment sites or downloading materials
not related to your work
7. Don?t install anything on the PC without involvement of local helpdesk
8. Don?t use cell phone while on calls as it may interface with other live customer calls
9. Don?t download mails frequently as it chokes internet bandwidth
10.Don?t indulge mass mailing as it affects network performance
11.Don?t use chat for unofficial purposes. It is one of the easier medium for spreading viruses
12.Don?t move any IT assets without proper approval and involvement a local helpdesk
13.Don?t use Floppy/Pen drive/CD-ROMs without BITS approval
14.Don?t remain in menu or application when you do not use it for more than 15 minutes.
15.Don?t share the any of the folder or files in your PC/laptop
16.Don?t stop anti-virus scanning
17.Don?t carry company data in pen drive/CD-ROM
18.Don?t leave your printouts unattended

General Com put ing Do?s and Don?t s
Do?s
- Use of Mahindra Finance IT assets must
be solely for business purpose only.
Reasonable personal use may be
permitted at the sole discretion of the
company.
- User is responsible for all actions
undertaken with their user credentials
(Username, Password) and devices.
- User must use strong password and
must change them regularly.
- User must ensure physical safety and
upkeep of all Mahindra Finance
Hardware entrusted to them. The
screen on the laptop or desktop should
kept locked (Ctrl +Alt + Del) while the
user is away.
- All external storage media exclusively
permitted for use with Mahindra
Finance IT assets shall be encrypted, so
as to safeguard Mahindra finance
Intellectual property
Don't s
- Copying / Storing / Transmitting any
personal data in any form through
Mahindra Finance IT Assets is
prohibited.
- User shall not access / download / copy /
store / transmit in any form of any obscene,
vulgar, inappropriate material, jokes, picture,
chain letter or any other non-work related
material using Mahindra Finance IT assets.
- Movies / Games / Music files / Photos/
Unauthorized software should not run /
stored on the Mahindra Finance IT assets and
will be summarily deleted.
- The user shall not share the Username and
Password with anyone, if it is shared with IT
helpdesk the password should be changed at
the earliest.
- User should not use User ID?s and passwords
are not allotted to them.
- Deletion, Examination, copying or
modification of files and/or data belonging to
other user without their prior consent is
prohibited, unless authorized by the IT risk
committee.
- Software, patch installations, modifications
and removal on Mahindra Finance IT assets
must be done only by or advised by the BITS.
- User must not stop / halt / delete any
process, services, software from Mahindra
Finance IT assets set up by the BITS.

E-m ail Do's and Don't s
Do's
- User should execute utmost care while
handling Mahindra Finance?s email from
non Mahindra Finance IT assets, to avoid
loss/misuse of confidential information.
- Use of Mahindra Finance E-mail services
should be for sending official mails only.
- Only User(s) authorized by steering
committee members are entitled to send
emails to all users in Mahindra Finance.
Dont 's
- The user is solely responsible for all
e-mails originating from his/her ID.
Sending of e-mail(s) that could be
considered as harassing, obscene,
libelous, threatening, inappropriate or of
any nature that could be against the
Mahindra finance is prohibited. Sending
or attempt of sending junk mail,
?for-profit? messages or chain letters is
prohibited.
- The user is prohibited from deleting,
copying or modifying the email of the
other users.
- The user may be allowed to access to the
email of another user, if circumstances
warrant so and if authorized in writing by the
respective steering committee members.
- The user must not send any computer
program as attachments. User who receives
executable attachments such as .exe, .com,
should not execute such attachments but
should immediately notify the BITS
User should not use the email service for
spamming, Spamming includes the following
1. Bulk sending of unsolicited messages or
sending of unsolicited emails.
2. Use of distribution lists to send
unsolicited or inappropriate emails
3. Pasting any kind of content/ Message on
any news groups or email groups such as
yahoo groups / flip board, etc.
- User shall not use any third-party email
service for official purpose unless approved
by the CISO/National Head (BITS) / CIO.
- User should not access other user mail /
Mailbox unless specifically allowed in writing
by the CISO, representing the IT risk
committee.

File Usage Do's and Don'
t s
Do's
- User can access their files from various
servers only through User ID allotted to
them by the BITS.
- User shall keep all work related files on
the designated server(s). If the user is
working on the laptop provided by the
Mahindra finance while traveling, the
user should copy the updated files on to
the server when they are back in office.
Don't s
- Don?t use other?s passwords, IP addresses
and usage of any other means to
block/thwart the access of other user
rights, through stealing of the password
or hacking or reverse engineering. All
such activities are strictly prohibited and
are considered as violation of the policy.
- Servers are housed in secure and
restricted areas, and unauthorized users
are not allowed to enter such restricted
areas.
Net w ork Do's and Don't s
Do's
- Report any weakness in computer
network and any incidents of possible
misuse or violation of this policy to the
business head, CISO who represents the
IT risk committee.
Don't s
- Perform any actions, which damages or
disrupts the Mahindra Finance IT assets,
alter its normal performance or causes it
to malfunction
- Attempt to gain unauthorized access to
remote systems.
- Attempt to copy, modify, decrypt of system
files or the registry is prohibited.
- Copy and copyrighted materials, such as
third-party software, without the express
written permission of the owner or
without proper license.
- Attempt to ?Crash? network systems,
application or software
- Attempt to attain any higher level of
privilege than ordinary available to you as
an user.
- Willfully attempt to introduce ?Viruses /
malwares? or other disruptive/destructive
program into the Mahindra Finance IT
assets or into external networks.

File
Int
Usage
ernal Usage
Do's and
Do's
Don't
and
s
Don
't s
Do's
- Internet access should be restricted to
work related purpose only.
Don't s
- Accessing sites for personal commercial
gain/recreation (such as trading, chatting,
gaming and sports) or download
software/pornography/large files include
audio-video files are prohibited.
- Indulge in inappropriate unprofessional
behavior on-line while using internet
through Mahindra finance is prohibited.
- Personal computing devices used for
accessing internet, should not be used for
accessing information not permitted
inside enterprise network, irrespective
access network or mode of access.
Com put ing Device Do's and
Don't s
Do's
- User requiring privilege access to Wi-Fi,
USB, Bluetooth, media access ports or
administrative access must obtain
approval with proper justification from the
relevant steering committee member and
the CISO. These privileged accesses, if
provided must be used solely for the
purpose for which it was granted.
- User have to take due care of the computing
device(s) allotted to him/her and is
personally liable to reimburse Mahindra
Finance of any damage to or loss of the
device caused by improper care or
non-return of device after cessation of
service.
- In addition user has to agree to the
installation of the security software on
his/her device and/or remote erasure/
encryption of the data in case loss is
reported.
- It is the responsibility of user to manage and
maintain the PDA allotted to him/her.
- User?s using computing device(s) and
related software to connect Mahindra
Finance?s technology infrastructure remotely
shall, without exception, follow the
secure-remote- access mechanism.
Adherence to the mechanism is enforced
through Citrix/VPN access to Mahindra
Finance?s application/portals.
- Users shall safeguards passwords from
disclosure to anyone, including his/her
family members.
- Computing device(s) that are used for
Mahindra Finance?s business interest,

must display a reasonable level of
physical security measures. Users
are expected to secure their
handhelds and related devices,
irrespective of whether the computing
device(s) is in active use or not.
- Any computing devise(s) that is
configured to access the Mahindra
Finance?s IT assets via wireless or wired
connectivity adhere to the authentication
requirements as specified by the BITS.
- In addition to this, all hardware security
configurations on Mahindra Finance
owned or hired computing device(s),
secure platform and software must be
approved by the BITS before it is installed
on the device.
- Personal computing devices used for
accessing confidential corporate
information should be safeguarded
against theft/misuse/loss. Loss/theft
should be duly reported to IT risk
committee through CISO. Employee
should ensure erasure of data upon exit
to ensure confidentially and integrity of
Mahindra Finance?s information.
Don't s
- User should not modify, install or
uninstall application, software or
updating patches by their own. Users
shall not modify any configurations
including OS, network access,
administration rights etc.
- Password or other confidential
information should not be stored on
computing device(s) or their associated
storage device (such as SD and CF cards
as well as memory sticks and related
flash based supplementary storage
media)
- Users shall not make any notifications to
Mahindra finance owned / hired
computing device(s) and installed
hardware or software. This includes but
not limited to installation of software,
connection of sync cables and cradles
and use of Mahindra finance-owned
wireless/wired network via these devices.
Wireless Usage Don't s
- Wireless access to internet is restricted by
corporate policy. Therefore the user
should not modify the
configuration/setting of the wireless
devices/data cards.

Syst em Policies
Hom e Com put er Policies
- All employees L7O & Above/Territory
level executives and employees
specifically approved by departmental
head, may be provided with laptops
- Those employees reaching the eligibility
level will qualify for laptops. Only if HR
systems states the change in the role
- All other employees may be provided
with a desktop tagged to their
workspace and employee ID
- All eligible employees will be provided
with mobility devices depending upon
the performance and business
approval.
- Tablets or other form factors (including
mobility devices) may be provided lieu
of laptops at the sole description of the
BITS.
- Outsourced vendor personnel shall be
provided computer based on the need
as may be determined by their
department head in consultation with
- This computer is MMFSL property and is
returnable to the company, upon
cessation of employment.
- Replacement of the computer will be
considered post an assessment done by
a computer specialist post three years
- The computer is subject to AMC post the
three year period
- User shall be eligible for replacement of
the device post four year period, subject
to assessment by computer specialist.
Loss / Theft & Dam age
- The information technology
representative of the area to which the
user belong, should also be informed
immediately.
- Loss/ Damage related to computing
device will be subjected to insurance
assessment
BITS.

- The user will be responsible to bear the
cost of damage incurred due to act of
negligence as per actual. INR 10,000 will
be deducted from the salary of the user
on immediate basis, part or full will be
reimbursed later based on insurance
claim amount, as well as justification
evaluation of the incident report
- The caution deposit of INR 10,000 will be
kept as security.
cies
IT Poli
- Software installation / Management on
User Policies
- Home computing device provided
for home shall access corporate
resources , from home through
virtual private network (VPN) only,
and at office, only through data card
- Resident computing device shall be
serviced only by authorized service
center.
the official computer will be handled
only by IT helpdesk
- Report use of non official computer or
any misuse to the IT risk committee
- Maintain a central database of
computers, irrespective of whether it is a
pool resource/shared or assigned to
individuals for tracking purpose

Applicat ion support

Applicat ion Support

Net w ork Support

1. SSO Portal Latest - https://mfeka.com/LdapSSO/login.action
2. Satkaarya through Internet - http://203.123.140.221:9070/eplogin/
3. Satkaarya - http://172.30.0.222:9070/eplogin/default.aspx
4. Customer Portal - http://172.30.0.222:9070/CustomerPortal/Login1.aspx
5. Dealerportal-Login - http://203.123.140.221:9070/Dealerportal/LoginPage.aspx
6. EMLAP - http://172.30.0.14:2018/Emlap/Statewise.jsp
7. CRM - https://crmng.mahindrafs.com/main.aspx#716015364
8. MAHINDRA FINANCE OFAS LIVE -http://172.30.0.14:7778/forms/frmservlet?config=ofaslive
9. MRHFL OFAS LIVE - http://172.30.0.14:7778/forms/frmservlet?config=ofasmrhfl
10.New OWA outlook- https://mfowa.mfeka.com/owa/auth/
ogon.aspx?replaceCurrent=1&url=https%3a%2f%2fmfowa.mfeka.com%2fowa%2f
11.Webmail Welcome to Webmail - http://172.30.0.117/webmail/?_task=logout
12.Mahfin Mail Internet - http://mail.mahfin.com/mh/index.php/mailbox/login
13.MMFSL WEB - http://172.30.0.81/mmfsl/
14.MRHFL WEB - http://172.30.0.76/mrhfl/
15.BPM - https://bpm.mahindrafs.com/ProcessPortal/login.jsp
16.CITRIX NEW - http://mmfss-ctxweb2.mmfsl.com/Citrix/XenApp/auth/login.aspx
17.Success Factors - https://performancemanager4.successfactors.com/
sf/home?bplte_company=mahindrama#/login
18.SME - http://mahindrafs.sme.com:9081/ARXAL/
19.GEM - http://www.mfstar.in/login
20.SAP - https://ep.mahindra.com/irj/portal
21.MAHINDRA FACEBOOK - https://mahindra.facebook.com/
22.GST Registration - http://mmfslweb.mfeka.com:9070/GSTReg/GST/GST_Registration.aspx
23.V A H A N - https://vahan.nic.in/nrservices/
24.DocOnline - https://app.doconline.com/user#/settings
25.AP TRANSPORT DEPARTMENT - http://www.aptransport.org/

General Com put ing Policy
- BITS shall provide users with appropriate
computer as per the ?Official Computer
policy?.
- Procurement, installation, movement
de-commissioning and disposal of
Mahindra finance?s hardware decided and
approved by the CISO, National head
(BITs) and IT coordinator and subsidiaries.
In their absence the sector CISO shall
substitute.
- Provisioning, modification and
de-provisioning of access rights and level
of access is decided and approved by user
department head (DH and level) with
recorded justification.
- Users are responsible for their work
related data and store all of them on
designated application/file servers
- User shall cooperate with BITS for
software updates, patch management,
anti-virus scanning and/or for any other
activity required to be performed for
operation and maintenance purpose.
- Mahindra Finance may record, monitor
and review user activities including but
not limited to emails, attachments,
internet access, chat, access card records
etc. The sole purpose of this recording,
monitoring and review by the BITS is to
safeguards the interest of Mahindra
Finance. Any data gathered during the
process of monitoring may be used for
gathering intelligence and evidence on
any policy violation.
provided for the purpose. User?s official
computer is not backed up and recovery
of data from local storage cannot be
guaranteed.

Com put ing Device Usage
policy
- User should note that the PDA is not a
secure computing device
- User should follow the following security
controls
1. The computing device(s) should be
password protected and encrypted.
2. Use of power on password/BIOS
password is highly recommended
3.User should not store the password on
the device itself.
Wireless Usage Policy
- Users should ensure that wireless
service is carefully and appropriately
used, to avoid misuse and excessive
charges. Users should be aware that
excessive charges will be recovered
- Users are the responsible for the safety
and security of the wireless devices and
are responsible for any damage done to
the device(s) during their possession/use.
- Copyrights, licenses, Attributions - User
at Mahindra finance must respect
copyright and license (including open
source license) to software,
entertainment material, published and
unpublished documents and any other
legally protected digital information.
User should not copy or distribute
copyrighted material. Mahindra finance
owns all electronic documents, reports,
and worksheets, email messages that are
generated on Mahindra Finance IT assets
or as part of Mahindra Finance Activities.
from them, unless justified/has the
approval of the head of the department.

Law Policy
- Social Media policy ? User responsible for risk
associated with social-media and
- Shall not disclose any confidential
information, trade secrets or any other
Mahindra Finance material
- Shall not harm of tarnish the image,
reputation and/or the goodwill of Mahindra
Finance and/or any of its employee.
Employees also prohibited from making any
discriminatory, disparaging, defamatory or
harassing comments when blogging or
otherwise engaging in any conduct prohibited
under Mahindra Finance policies.
- Shall not enable circulation of
unauthenticated news, rumors or unverified
information
- Must not attribute personal statements,
opinion or beliefs to Mahindra Finance
- Shall not use Mahindra Finance?s trademarks
normally be for limited usage and time
period under controlled
conditions.
- Violation of the policy and applicable
laws ? We could dismiss employees
from service after due disciplinary
proceedings, we may act against
employer of vendor and others and
remove access to Mahindra Finance
premises. If any user violation
provisions of the Information
Technology act of India, 2000, it?s
amended in 2008, rule 11 as amended
in 2011 and other applicable laws in
India or abroad, Mahindra Finance shall
be entitled to take necessary action
under the legislation or under any other
law, mad may also if required, notify the
law enforcements authorities.
logos and any other Mahindra finance
intellectual property in connection with any
social media activity
- Exceptions- Exceptions to any sections of this
policy can be approved only by CISO/National
head (BITS)/ CIO. These exceptions would

sit
Reason for Vi
- Proactive visit
- Project Implementation
- HHD-RMS & PMS
- Breakdown Call
- Visit on request
- User training
- Installation Vendor Meeting / Site visit
Ident ifying Training
Requirem ent
- Proactive visit
Checklist
- Record Asset details
- Check printer function
- Check resource sharing Check UPS
functions
Conclusion
- The above listed knowledge details
should be acquired by the person in BITS
department.
- Project Implementation
- HHD-RMS & PMS
- Breakdown Call
- Visit on request
- User training
- Installation Vendor Meeting / Site visit
Ensure Ot her Act ivit ies
- Delete temporary & unwanted files
- Update BAMS Asset register
- Record Branch requirement
- Logged call for malfunctioning assets
- Update anti-virus definitions Update OS
& Application patches.

END

Cont ent Cont ribut ion
1. Mr. Venkatesh Sekar
(Deputy Manager - IT)
2. Mr. Sibaram Gouda
(Assistant Manager - IT
3. Mr. Chirag Kumar patel
(Deputy Manager - IT)
4. Mr. Ranjith Kumar
(Deputy Manager - IT)
5. Mr. Dushmanta Kumar Sahu
(Deputy Manager - IT)
6. Mr. Arun Diwan
(Manager - IT)
7. Mr. Sivakumar .KS
(Deputy General Manager- IT)
8. Mr. Nithyanandam.R
(Manager - IT)