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to the Cal Poly Home Page The following table is used to establish procedures to be followed in notifying users of system downtimes:.
| Lead Time | ||||
|---|---|---|---|---|
| Tools Available | One Month or More Ahead | Two Weeks Ahead | After-the-fact | Emergency |
| Messages posted on other systems | Inform system managers of other systems that may be affected. | Inform system managers of other systems that may be affected. | Inform system managers of other systems that may be affected. | |
| Mailing Lists (internal to ITS, UNIX Admins, Lan Coordinators) | Details of the proposed downtime ASAP after the dates are confirmed. | Details of the proposed downtime ASAP after the dates are confirmed. | Details of the unanticipated downtime ASAP after the event has occurred. Problem status and resolution. | Details of the proposed downtime ASAP after the dates are confirmed. ETA of system being fully available again. |
| Internal Training | Check schedule of events that might be affected. Inform U.S.S. | Check schedule of events that might be affected. Inform U.S.S. | Check schedule of events that might be affected. Inform U.S.S. | |
| System Message of the Day (MOTD) | Point to the relevant System News article | Point to the relevant System News article | Point to the relevant System News article | Point to the relevant System News article |
| System News article | Posted as soon as possible after the downtime has been scheduled. | Posted as soon as possible after the downtime has been scheduled. | Posted to let users know the consequences of the unanticipated downtime that occurred. | Posted as soon as possible after the downtime has been scheduled. |
| "nicemail" to all users (NOTE: Takes about 5 hours on a idle system.) | Message should be mailed out on the Friday two weeks prior to the date of the anticipated downtime. Should be used if the event is a major event that would affect user services outside normally scheduled downtimes. | Message should be mailed out on the Friday two weeks prior to the date of the anticipated downtime. Should be used if the event is a major event that would affect user services outside normally scheduled downtimes. | Message should be mailed out if the unscheduled outage affected user files and/or the delivery of mail. | Message should be mailed as soon as possible prior to the date of the anticipated downtime. |
| POP Bulletins for POP users | DO NOT use if "nicemail" is used. If used, the text of the system news article is used with a special header added to indicate that it is a POP bulletin. | DO NOT use if "nicemail" is used.. If used, the text of the system news article is used with a special header added to indicate that it is a POP bulletin. | DO NOT use if "nicemail" is used.. If used, the text of the system news article is used with a special header added to indicate that it is a POP bulletin. Should only be used if the unscheduled outage affected user files and/or the delivery of mail. | DO NOT use if "nicemail" is used.. If used, the text of the system news article is used with a special header added to indicate that it is a POP bulletin. |
| NETNews article (also email CSc Faculty, NetAdmin, unix-admins, Help Desk, IAS Staff, UNIXMgt, lan-coords) | Posted as soon as possible after the downtime has been scheduled. | Posted as soon as possible after the downtime has been scheduled. | Posted as to let users know the consequences of the unanticipated downtime that occurred. | Posted as soon as possible after the downtime has been scheduled. |
| Web Pages | Posted as soon as possible after the downtime has been scheduled. | Posted as soon as possible after the downtime has been scheduled. | Posted as to let users know the consequences of the unanticipated downtime that occurred. | Posted as soon as possible after the downtime has been scheduled. |
| Help Desk and Operations Information Session | Details of the proposed downtime ASAP after the dates are confirmed. | Details of the proposed downtime ASAP after the dates are confirmed. | Details of the unanticipated downtime ASAP after the event has occurred. Problem status and resolution. | Details of the proposed downtime ASAP after the dates are confirmed. ETA of system being fully available again. |
| Article in the Mustang Daily | Only to be used when the information is rock solid as this is a cost item. | Only to be used when the information is rock solid as this is a cost item. | ||
| ByITS Newsletter Article | To be used only when the lead time allows it (general projects, confirmed dates well in advance in the next quarter, etc.). | |||
| Cal Poly Report | Must be turned in to the Communications office by the Friday one week prior to the desired Friday of publication. The desired publication date should be two weeks prior to the Friday before the anticipated downtime. | Must be turned in to the Communications office by the Friday one week prior to the desired Friday of publication. | ||
| Flyers posted in labs, outside Help Desk, in Library | Prepare flyer for posting. Should be posted by terminal lab monitors in terminal labs and in all other IAS managed labs. | Prepare flyer for posting. Should be posted by terminal lab monitors in terminal labs and in all other IAS managed labs. | ||
| Check Lab schedules for conflicting reservations | Check schedule for classes that may be affected. Inform U.S.S. | Check schedule for classes that may be affected. Inform U.S.S. | Check schedule for classes that may be affected. Inform U.S.S. | |
| Training Classes | Check schedule of events that might be affected. Inform U.S.S. | Check schedule of events that might be affected. Inform U.S.S. | Check schedule of events that might be affected. Inform U.S.S. | |
| Demos and Talks | Check schedule of events that might be affected. Inform U.S.S. | Check schedule of events that might be affected. Inform U.S.S. | Check schedule of events that might be affected. Inform U.S.S. | |
| COB & Library Training Personnel | Inform these entities that downtime may affect their training schedules. | Inform these entities that downtime may affect their training schedules. | Inform these entities that downtime may affect their training schedules. | |
| Checklist Available | Checklist | Checklist | Checklist | Checklist |