4ITP10: IT Maintenance Plan
(RO)
Author: Information Technology Officer Approver: Regional Director
This document is the property of IDM. It is strictly confidential and may on no account be reproduced, copied or divulged without prior authorization.
Information Technology Maintenance Plan (Regional Office)
Preventative Maintenance
The Regional Office has a significant investment in the hardware and systems it has purchased. Part of the ownership of this equipment is the necessary
preventative maintenance. This plan outlines the recurring maintenance procedures for the IT office and the frequency at which the procedures are to occur.
Server and Network Maintenance:
Review of Server Event Logs: The event logs for the main server will be
reviewed with a frequency of once per week.
o This includes the System, Application, and Security Logs for each server
(virtual or physical).
Review of Anti-Virus Logs: The AV logs for the domain will be reviewed with
a frequency of at least once per week.
o This includes reviewing that the servers’ definitions are the most recent
available, all workstations are updated and are checking in with the AV Server, and the alerting is working correctly.
o This would suppose the AV server is configured to alert the IT Officer of any
virus outbreaks.
Network/System Integrity and Penetration tests will be performed once per quarter. A report of the tests will be provided by the Systems Network Administrator and presented during an update meeting with Director of Corporate Services to be on the first Thursday of each quarter. The report will include:
o Results of Port Scan o Network vulnerabilities Server Cleaning
o Each physical server will be taken offline for hardware cleaning with the frequency of once per every 6 months. This cleaning includes:
Removal of the hardware from the server room and using compressed air to remove any dirt or dust build-up.
An inspection of the operation of the servers’ components including case fans, CPU cooling fans, power supply fans, and hard drives.
Access Point Cleaning
o The access point will be taken offline for hardware cleaning with the frequency of once per 6 months. This cleaning includes:
An inspection of the operation of the device cooling fans and boot sequence.
Author: Information Technology Officer Approver: Regional Director
This document is the property of IDM. It is strictly confidential and may on no account be reproduced, copied or divulged without prior authorization.
Desktop Computer Maintenance Plan
The software on each type of workstation will be inspected and updated every six months including:
o Operating System updates
o Antivirus Updates (latest definitions) o Inspection of the quarantined suspicious files
o Software Updates (Office, Java, Flash, Adobe Reader) Each workstation will be reviewed every 6 months including: o Cleaning out the hardware and checking all components.
o Physical inspection of the CPU and motherboard for failed components. o Restoring the operating system to the image for that hardware.
o Inspection of the computer components; case fans, CPU cooling fans, power supply fans, Hard drives and CD/DVD ROM drives
UPS Maintenance:
The APC Smart UPS system will be tested every 7 Days to check the set operations
In the form of smooth server shut down during power failures and server start up after power restoration.
The event log on the server will be used to check any failures and causes on the ups.
Replacement plan
The goals of the computing replacement plan are to:
1. Assure that appropriate computing resources are available to staff to support the mission and vision of the institution;
2. Assure that each staff member who uses computing resources in his or her position has a computer of sufficient capability to fulfil his/her responsibilities; 3. Provide for the cost effective and timely purchasing and installation of new
equipment while decreasing the deployment time for new equipment; and 4. Expedite the disposal of old equipment.
Author: Information Technology Officer Approver: Regional Director
This document is the property of IDM. It is strictly confidential and may on no account be reproduced, copied or divulged without prior authorization.
Device Live Span Current Age Replacement
The plan covers replacement of existing old workstations in the designated offices. It also covers existing laptops, shared workgroup printers, and mobile computer
projection systems.
Device office Age Replace/dispose
status
Software Maintenance Plan
The Software Maintenance Plan is a way of ensuring that the organisation has access to the latest release of the software, without having to purchase a new license each time.
Author: Information Technology Officer Approver: Regional Director
This document is the property of IDM. It is strictly confidential and may on no account be reproduced, copied or divulged without prior authorization.
When you purchase a Software Maintenance Plan for a product, you are entitled to download and install any updates released for that product, for the duration of the maintenance plan.
All products come with a minimum 12 month Software Maintenance Plan. This means when you purchase a license, you can download and install any updates that are released within 12 months of your purchase date. After this time, you can either purchase a Software Maintenance Plan extension, or just continue to use the last version of the software you have installed.
The table bellow shows the softwares and their license status with intended renewal months.
Author: Information Technology Officer Approver: Regional Director
This document is the property of IDM. It is strictly confidential and may on no account be reproduced, copied or divulged without prior authorization.
Maintenance Plan for IDM Web Site
This plan is intended to meet the maintenance needs of IDM Website
Content-Based Tasks Who
Performs Technical Tasks Performs Who
Tasks to be performed as needed: • Update news and events
• Add features
• Update contacts and organization information
• Update other content as directed by DOCS.
IT Officer • Coding as needed IT Officer with assistance of the Developer
Tasks to be completed the first week of every month:
Each month the following tasks will be performed on all of the pages on the site, such that each page on the site is maintained throughout the year: Review spelling on technical terms
• Review, update, and optimize old content
• Add new content (and optimize)
• Edit content
• Check contacts listed on site to be sure they are still correct
IT Officer Each month the following tasks will be performed on all of the pages on the site, such that each page on the site is maintained throughout the year:
• Spell check (refer technical terms to editor)
• Fix HTML syntax & Section 508 issues; be sure standards are followed
• Be sure special elements (scripts, multimedia, forms, etc.) work
• Ask search engine specialist to reindex any major new sections of content.
IT Officer with assistance of the Developer
Tasks to be completed every quarter: • Update broken links
• Update home page or features as needed, based on the info provided.
IT Officer • Review technical problems IT Officer with assistance of the Developer
Tasks to be completed every 12 months: • Review content on every Web page
• Schedule reviews for technical content
• Review special elements to decide if they are still necessary
• Review major content sections to decide which are still necessary; decide if need new content sections
IT Officer • Decide if redesign is necessary (from a technical standpoint)
• Clean up directory (remove orphan files, etc.)
IT Officer with assistance of the Developer
Author: Information Technology Officer Approver: Regional Director
This document is the property of IDM. It is strictly confidential and may on no account be reproduced, copied or divulged without prior authorization.
Signature………. IT Officer Date……… Signature……… Supervisor (DOCS) Date………...
