Company Resources Used for Personal Benefit (TI)

This pages contains a selection of advice from The Ethics Office at Texas Instruments Corporation.

The advice is that of either TI Ethics Director Carl Skooglund or Glenn Coleman, Manager of Ethics Communication and Education. The articles were distributed among TI employees via TNEWS.

Desktop publishing and fax machines

Ethical standards play important role in protection of company assets

TI policy prohibits most solicitation, all gambling on TI property

Protecting and monitoring the use of electronic data processing

Guidelines for TIers engaged in part-time outside personal business activity

Prohibitions: when the TI supplier is a TIer

The many faces of theft

Perceptions

Perceptions - Part II

Using TI resources for personal work

It's only a pen

Article Number 13: Desktop publishing and fax machines

New technology creates new legal and ethical issues. Desktop publishing software and fax machines are two such technologies that are commonplace at Texas Instruments and present traps for the TI employee.

Powerful and convenient communications tools such as desktop publishing software packages and fax machines are gaining instant popularity and extensive usage in all facets of business today. Texas Instruments is no different, and these tools can be found throughout the corporation, worldwide. Because of their rapid acceptance and broad usage, the legal and ethical issues surrounding them are not totally understood.

Every TI employee who communicates through the written word has at one time or another complained about the time a document spends in management review, about how slow the mail is, or about time wasted in the "bureaucratic process." Nevertheless, it is that review process that allows many eyes to examine a document and insures that it states complete and proper thoughts and obligations, that it presents "the truth, well told." A major potential problem with the fax and with desktop publishing is that this review cycle, intentionally or not, can be easily bypassed.

Desktop publishing and the fax machine are perfect examples of gray areas where the TIer must use good, strong, professional judgment and must always keep in mind that the "truth, well told" means that the TIer must never allow a miss impression to go uncorrected. Cost and time constraints must never lead to shortcuts and compromises in accuracy, content, and quality, or eliminate the professional expertise needed to meet TI standards.

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Article Number 16: Ethical standards play important role in protection of company assets

A good indicator of high levels of corporate, and hence, employee ethics is how well employees protect their company's assets. TIers who take pride in this company's ethical standards reflect that pride in a respect for TI assets.

Employees who are treated with dignity and respect, who take pride in their organization and its ethics, tend to respect the assets of that organization. One of the most evident indicators of the employees' opinion of their organization is their conduct at work.

Employees who have respect for their organization and co-workers will avoid such practices as:

1. Padding of labor charges and expense accounts
2. Personal long distance phone calls on company accounts
3. Untidy work areas, break areas and rest rooms
4. Taking office supplies home
5. Excessive breaks or sick days
6. Improper use of copy machines and computer equipment

There are many forms of theft. In addition to lost supplies and equipment, an employee with little self- or organizational pride can subject that organization to losses in time, production, overhead charges, initiative, professionalism, customer respect, reputation, attitude, spirit and drive.

Every TIer can play an important role in creating an environment where people are valued as individuals and treated with respect and dignity, fairness and equality, where people perform with unquestionable ethics and integrity. In such an environment, employee pride blossoms and theft losses disappear.

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Article Number 27: TI policy prohibits most solicitation, all gambling on TI property

In order to provide a more orderly working environment for all TIers, it is TI general policy that solicitation and distribution on TI property that relates to non-TI concerns must be limited so that the normal business of TI is not disrupted and there is no interference with the work of any TIer. Check with your local group for exceptions to this policy, such as in the cases of Texans Associations, United Way, and Junior Achievement activities.

Several types of solicitation and distribution activities are specifically prohibited, for example, the soliciting for or engaging in gambling activities, athletic pools or any other illegal activities. To be more specific, gambling and athletic pools are prohibited on TI property at all times.

Additionally, TI computer and communications resources may be used only for the purpose of conducting TI business, with few authorized exceptions. In other words, games such as "fantasy football," and unauthorized "bulletin board" activity involving TI computer and communication resources are prohibited.

As TIers, we are entrusted with valuable assets, our time and TI resources being but two. Choosing to be involved in these gaming and gambling activities certainly violates TI policy and wastes assets; but more importantly, it reflects a poor ethical choice.

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Article Number 35: Protecting and monitoring the use of electronic data processing

Evidence of improper use of Electronic Data Processing equipment at TI could lead to a review of the use of EDP systems such as MSG, TIOLR and telephones.

TIers who use Electronic Data Processing resources and applications must take adequate precautions to protect TI's best interests. In most EDP applications, individual passwords are required to gain access. It is the responsibility of each TI employee to be aware of proper password controls including non-disclosure of password information and periodic password changes to guard against unauthorized access.

It is important that all TIers understand that use of EDP resources is restricted to TI business needs and that personal use or unauthorized access is prohibited.

If TI has reason to believe that EDP resources are being used improperly, for example, for non-TI business, by unauthorized individuals, or in a manner that violates security requirements, we may review both access to and use of systems such as MSG, TIOLR, and telephones (particularly long distance use).

We have no intention of reviewing the use of these systems without reason. But if evidence of misuse exists, these systems will be checked and disciplinary action may be taken. This procedure is vital for controlling both information security and EDP costs.

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Article Number 37: Guidelines for TIers engaged in part-time outside personal business activity

The ethics communications line receives recurrent questions about TIers and outside employment. We will look at some of the various aspects of this issue and offer appropriate guidelines and information.

How does TI feel about a TIer who wants to earn extra income through an outside part-time job? Does it conflict with TI policy if an outside company hires me part-time to do some computer work? Can I work part-time outside TI doing the same thing I do inside TI? These are typical questions received on the ethics communications line.

The following guidelines should help you make your decisions

1. First and most important, your work should never be in competition or association with any of TI's businesses. For example, don't work for a TI supplier, customer, or competitor. This restriction also applies to business dealings between a TIer and TI. We have had a long-standing procurement policy which prohibits TI from purchasing from TIers or from close relatives of TIers.
2. Your outside work should not use any TI time or resources including the use of facilities or equipment during off-hours.
3. The work should never impede your ability to perform your TI job responsibilities.
4. It should never improperly influence or even appear to influence your TI job-related judgments or decisions.
5. We should prefer that your outside work is done with the full knowledge and approval of your supervisor.

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Article Number 44: Prohibitions: When the TI supplier is a A TIer

A long standing TI policy prohibiting TI from buying products and services from a TIer is intended to prevent even the appearance of a conflict of interest or the use of inside information for personal gain.

We published an article describing the considerations involved in a TIer's personal business activities. Opportunities arise for extra income and under appropriate circumstances such outside interests are perfectly acceptable.

But suppose a TIer has an opportunity to sell products or services directly to TI? We have had a long standing policy that prohibits purchases from TIers, from close relatives of TIers, or from companies in which TIers have a major financial interest.

The purpose of this policy is to prevent even the appearance that there is a conflict of interest or that an employee has used inside information for personal gain. TI should always purchase from qualified suppliers who all have a fair and equal opportunity to find out about our buying requirements and to compete for them.

But employees often have special knowledge of purchasing needs or are sometimes involved in defining those needs. For those reasons, we want to avoid purchasing from employees or from a company that may have an opportunity for a special advantage because of a close relationship with an employee.

If enforcing this policy would be clearly detrimental to TI's interests, exceptions may be granted, but only on a case-by-case basis for a specific requirement, individual, and time period. Such exceptions require the approval of an appropriate TI group president or TI executive vice-president.

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Article Number 96: The many faces of theft

Few will argue that theft of company assets is acceptable. Yet theft comes in many forms, and some of them first appear as acceptable behavior.

Perhaps the first thought that comes to mind when you read that this article was going to discuss theft was a mental picture of someone in a trench coat stealing a government classified document, or an employee sneaking out of the building with a piece of TI equipment hidden in a briefcase. That type of theft is, of course, a grave concern to all businesses, large and small. But there are many forms of theft at all levels of a corporation that are insidious and still very costly.

Few would argue that theft of company assets is acceptable, or that the improper use of company assets is acceptable. But, in fact, when individual behavior or management style, or perceived expectations prevent company assets from being used properly to the fullest extent of their intended purpose, is that not a form of theft? The U.S. Chamber of Commerce labels this type of theft as "intangible crime". Examples include the use of TI equipment for personal gain, excessive personal calls on TI equipment, conducting personal business on TI time, faking sick days, and taking office or shop supplies away from the workplace.

The insidious danger surrounding "intangible crime" is that some do not identify such behavior as improper. Rationalizations are simple, such as "it's only a pencil", or "nobody will care", or "everybody does it", or the best "it doesn't belong to anybody, it is TI's".

Another danger is that assets come in many forms and the loss of that asset is just as damaging. For example, consider the loss of these assets: pride in the company, professionalism, quality of product, quality of life, reputation, experienced work force, creativity, cooperation, consideration, and appreciation.

Losses in these areas occur when personal relationships or working conditions in the office or job site are not optimal, when high and proper expectations are not communicated, and when trust, fairness and candor are not encouraged and supported. There are costs and there are losses associated with this type of behavior, and when totaled up, these costs and losses become very significant. And since these activities are intentional, I classify them as theft. It may be theft of inanimate qualities, but if the result is the loss of productivity, job satisfaction and quality, it is theft, nevertheless.

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Article Number 181: Perceptions

Sometimes situations are not what they first appear to be. We all have a responsibility to ask questions and raise issues.

Consider the following situations that were reported over the Ethics Office communication lines

1. A TI manager has his secretary order paper for his computer at home.
2. A TIer resigns from TI and comes back to work the following week as a consultant.
3. A blue-badge TIer parks in Authorized Parking and displays a yellow temporary badge on her dashboard...and she does it almost everyday.
4. A TIer plays golf with a major TI supplier every Saturday.
5. A TIer wins an award from a professional organization and accepts a free trip for his family to the award presentation.
6. A supplier fails to get TI business even though his is the lowest bid for the order.
7. A secretary plays solitaire on her computer during work hours.

The situations above are typical of many issues brought to the Ethics Office, and it is right, they should raise warning flags. Each should cause us to be concerned about whether we are doing the proper thing. Yet in every one of the particular cases, when the unique circumstances were examined, it was determined that there was nothing improper. There was nothing wrong. There were circumstances unknown to the observer that made the apparent violation appropriate for the situation. We will examine each of these situations over the next few weeks to highlight the issues.

So what are the problems? For every situation like the ones above, how many go unresolved? How many result in a TIer thinking that another is failing to meet the TI standards, is cheating the company or fellow employees, or simply is not doing what is right? How many relationships are damaged? How much trust and respect are improperly destroyed?

Remember this: A situation that is perceived as real will be reacted to as if it were real.

Each of us has the obligation to consider how our actions will be received and, equally important, will be perceived. We must continually consider perceptions and be proactive in the elimination of misconceptions and their resulting rumors and grumbling.

Each of us has the right and obligation to question activities and to raise issues when others appear to be doing wrong. When we know the complete situation, perhaps it will be merely a matter of reception. But we should always check it out at the earliest opportunity. Allowing it to linger only damages relationships. TI is rich in sources of information. Your supervisor is generally the best place to raise these issues because your supervisor usually knows your situation better than anyone else. However, there are other good sources depending upon the issue: TI Human Resources, TI Legal, the open door to higher levels of your management, and your TI Ethics Office. It is important that you ask and continue asking until you are satisfied that you understand the situation.

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Article Number 183: Perceptions -Part II

Some situations are not what they first appear to be. We must ask questions and collect facts before passing judgment. A situation that is perceived as real will be reacted to as if it were real. The article highlighted several situations that were reported over the Ethics Office communications lines. Although these situations looked very suspicious on first examination, further investigation revealed that the problem was in perception, not in reality.

Let's reconsider these

1. A TI manager has his secretary order paper for his computer at home.
2. Is this a case of improper use of company assets...or maybe theft? In this case, the manager had TI-authorized computer equipment at home where he accomplished much of his work. There are many problems and ethical issues created when we are allowed to work at home on TI-supported equipment, such as labor reporting, hardware maintenance and access to TI computer networks. As in this case, many of those problems result from the perception of others. Nevertheless, ordering computer support equipment and supplies and removing them from TI property was quite appropriate.
3. The manager in this situation should have been more sensitive to the perception of others. The manager should have made it quite clear that the paper was for TI-authorized equipment at home, preventing the misperception with its accompanying loss of trust and respect.
4. A TIer resigns from TI and comes back to work the following week as a consultant.
5. Normally, there must be one year between TIers leaving TI, either through resignation, termination, retirement or LOA, and their return as a supplier or consult. However, this moratorium can be reduced or removed if it is clearly detrimental to TI's interests. Specific information can be found in the procurement policy.
6. A blue badge TIer parks in authorized parking and displays a yellow temporary permit on her dashboard...and she does it almost everyday.
7. TIers may be assigned temporary authorized parking permits if they make off site business trips at least once a day for at least three days a week.
8. A TIer plays golf with a major TI supplier every Saturday.
9. Socialization with suppliers can be beneficial to TI business...but there are many risks. Sporting events are a very visible situation and wrought with the possibilities of misperception. We rightfully restrict and, in some cases, prohibit the socialization between TIer and supplier if the socialization might improperly influence or appear to influence TI business decisions. Those TIers who might impact the procurement cycle may be more restricted than others. Since different parts and functions at TI might have their unique restrictions, contact your procurement management or your TI Ethics Office for more guidance if you are faced with this situation. If there is no business connection, generally there is no restriction. But perception is critical. Consider how other suppliers might perceive regular socialization.

The situations above are typical of many issues brought to the Ethics Office where there were circumstances unknown to the observer that made each apparent violation appropriate for the situation.

Remember, each of us has the right and obligation to question activities and to raise issues when others appear to be doing wrong. When we know the complete situation, perhaps it will be merely a matter of perception. But we should always check it out at the earliest opportunity. Allowing it to linger only damages relationships.

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Article Number 227: Using TI resources for personal work

Where do we draw the line if someone is using TI resources for personal business? Suppose it's an urgent issue that can't wait?

We frequently receive the following types of questions

1. I'm taking a night school course. Can I use my TI PC to type up my homework notes or to do a term paper?
2. Someone in our office has been running a real estate business on the side and spends a lot of the time on the telephone. Isn't this wrong?
3. Can I send a fax out of our office? We have been asked to sign a document and return it to a realtor quickly.
4. Can I run a copy of that document on our office copier before I send it back?

All of these questions involve the use of TI resources for some sort of personal purpose. So where do we draw the line? Would it never be acceptable to run something personal on a copy machine? Is it okay to make a long distance personal telephone phone call and charge it to TI?

Several years ago, the TI Ethics Committee, recognizing that these kinds of situations arise in the workplace, directed the TI Ethics Office to define a set of guidelines for using TI assets and employees to perform personal work. The result of this work is our policy, USE OF TI EMPLOYEES OR ASSETS TO PERFORM PERSONAL WORK, SP&P 11-4-8.

In addressing the questions presented above, the policy states that,"All TI assets (owned or leased) such as equipment, tools, materials and supplies are purchased for the purpose of conducting TI business. They should not be used for the personal benefit of TIers. Certain exceptions are described below. "

The policy goes on to state that the incidental and occasional use of TI equipment for personal purposes is excepted from the above policy, provided it does not interfere with the conduct of TI business activity.

This is a policy that clearly expects and requires TIers to exercise sound personal judgment on a case-by-case basis. The key words and phrases to be considered are, "incidental", "occasional", and "does not interfere with the conduct of TI business".

Furthermore, there are certain practices that are clearly unacceptable while others may fall into the "gray" areas.

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Article Number 252: It's only a pen

The improper use of TI assets is your main response to our survey question about the most common unethical acts.

In the school principal's office sat a young man explaining to his father why he was in trouble. Well, Dad, they caught me stealing a pen from the school library. Why would you be stealing pens? asked the irate father. What have you been doing with those pens I bring home from work every day?

Not long ago we asked you what kinds of unethical acts would you expect to be most common within an organization. We pointed out that we were not asking for confessions or accusations, but rather opinions and perceptions. The answer given most often was theft in the form of misuse of office equipment such as fax machines and computers to the removal of TI equipment and supplies. Every response dealt with small value items, a pen or pencil here, a long distance phone call there, a minute or two of labor charged incorrectly.

Few would argue that theft of company assets is acceptable, or that the improper use of company assets is acceptable. But, in fact, when individual behavior, or management style, or perceived expectations prevent company assets from being used properly to the fullest extent of their intended purpose, is that not a form of theft? The U.S. Chamber of Commerce labels this type of theft as intangible crime .

The insidious danger surrounding intangible crime is that some do not identify such behavior as improper. Rationalizations are simple, such as

1. It's only a pen.
2. Nobody will care.
3. Everybody does it.
4. It doesn't belong to anybody, it is TI's.
5. Nobody will find out.

One message comes through loud and clear, both through the survey question and through your contacts with the Ethics Office. Seldom do we see TIers more upset than when they observe another TIer participating in the intangible crimes, the small stuff. They may not tell their co-worker, but they certainly make it clear to us.

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