System Administration Manual

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System Administration Manual

System Administration Manual
Overview

A System Administration Manual serves the purpose of an Operations Manual in distributed (client/server) applications.

1GENERAL

1.1Introduction and Purpose

This section introduces and describes the purpose of the Systems Administration Manual, the name of the system to which it applies, and the type of computer operation

1.2Project References

This section lists, at a minimum, the User Manual, Maintenance Manual, and other pertinent available systems documentation.

1.3Glossary

This section lists all definitions or terms unique to this document or computer operation and subject to interpretation by the user of this document.

2SYSTEM OVERVIEW

2.1System Application

This section provides a brief description of the system, including its purpose and uses.

2.2System Organization

This section describes the organization of the system by the use of a chart depicting components and their interrelationships.

2.3Information Inventory

This section provides information about data files, and the databases that are produced or referenced by the system.

2.3.1Resource Inventory

This section lists all permanent tiles and databases that are referenced, created, or updated by the system.

2.3.2Report Inventory

This section lists all reports produced by the system, including each report name and the software that generates it.

2.4Processing Overview

This section provides information that is applicable to the processing of the system. It includes system restrictions, waivers of operational standards, and interfaces with other systems.

2.5Communications Overview

This section describes the communications functions and process of the system.

2.6Security

This section describes the security considerations associated with the system.

3SITE PROFILE(S)

This section contains information pertaining to the site(s) where the application is running. That information includes the information contained in the subsequent sections.

3.1Site Location(s)

This is the official address(es) of the site(s).

3.2Primary Site

For the site(s) designated as primary, this section describes the essential personnel names and phone numbers for the automated data processing site contacts.

4SYSTEMS ADMINISTRATION

This section introduces the responsibilities of the System Administrator, as discussed in the subsequent sections.

4.1User and Group Accounts

This section introduces topics related to system users.

4.1.1Adding/Deleting Users

This section describes procedures to create/delete user logins and password accounts.

4.1.2Setting User Permissions

This section describes procedures to give users/restrict access to certain files.

4.1.3Adding/Deleting User Groups

This section contains procedures to create/delete user groups.

4.1.4Setting User Roles/Responsibilities

This section describes the roles that are granted to each group or individual user(s).

4.2Server Administration

This section describes procedures to setup servers, including naming conventions and standards.

4.2.1Creating Directories

This section describes procedures to create server directories, and a complete description of the existing directories.

4.2.2Building Drive Mappings

This section describes procedures to create server drive mappings, and a complete description of the existing drive mappings.

4.3System Backup Procedures

This section describes procedures for regularly scheduled backups of the entire network, including program and data storage, and the creation and storage of backup logs.

4.3.1Maintenance Schedule (Daily, Weekly)

This section describes documented daily and weekly backup schedules and procedures. The procedures should include tape labeling, tracking, and rotation instructions.

4.3.2Off-Site Storage Procedures

This section describes the location, schedule, and procedures for off-site storage.

4.3.3Maintaining Backup Log

This section describes procedures for creating and maintaining backup logs.

4.4Printer Support

This section discusses procedures for installing, operating, and maintaining printers.

4.4.1Maintenance (Configurations, ‘loner, Etc.)

This section describes maintenance contracts, procedures to include installation and configuration of printer drivers, and equipment information.

4.4.2Print Jobs (Moving, Deleting, Etc.)

This section describes procedures to monitor, delete, and prioritize print jobs.

4.5System Maintenance

This section discusses procedures for maintaining the file system.

4.5.1Monitoring Performance and System Activity

This section contains procedures to monitor system usage, performance, and activity. This may include descriptions of system monitoring tools, the hours of peak demand, a list of system maintenance schedules, etc

4.5.2Installing Programs and Operating System Updates

This section includes procedures on how to install and test operating system updates. Once tested, instructions are to be provided to move/install the operating system updates to the operational environment

4.5.3Maintaining Audit Records of System Operation

This section describes procedures for the setup and monitoring of the operating system and application audit trails.

4.5.4Maintenance Reports

This section includes procedures to create and update maintenance reports.

4.6Security Procedures

This section describes the process for obtaining identifications (IDs) and passwords. It includes information concerning network access and confidentiality requirements.

4.6.1Issuing IDs and Passwords

This section describes procedures for issuing IDs and passwords for operating systems and applications

4.6.2License Agreements

This section describes licensing agreements and procedures for ensuring that all licenses are current.

4.7Network Maintenance

This section describes procedures to maintain and monitor the data communications network.

4.7.1LAN Design

This section contains a layout of the network.

4.7.2Communications Equipment

This section contains a layout of the telecommunications equipment.

4.8Inventory Management

This section contains a complete hardware and software inventory to include make, model, version numbers, and serial numbers.

4.8.1Maintaining Hardware and Software Configurations

This section describes procedures for maintaining the configuration information for the hardware and software actually installed.

4.8.2Maintaining Floor Plans

This section describes procedures for maintaining floor plans showing the location of all installed equipment and how to add/delete/modify the plans.

4.8.3Installing Software/Hardware (New, Upgrades)

This section describes procedures for installing new or upgrading hardware and software.

4.8.4Maintaining Lists of Serial Numbers

This section describes procedures for maintaining all serial number lists required at the site.

4.8.5Maintain Property Inventory

This section describes procedures for maintaining a property inventory at the site.

4.9Training Backup Administrator

This section describes how to train a backup administrator.

4.9.1End-User Support - Procedures for Support and Contract Information

This section provides necessary end-user contract information and the procedures for providing end-user support.

4.9.2Escalation Procedures

This section describes the formal escalation procedures to be used by System Administrators in response to priority user problem resolution requests.

4.10Documentation

This section describes the documentation required of System Administrators as they perform system administration.

4.10.1Troubleshooting Issues

This section describes how to conduct and document troubleshooting activities.

4.11Database Maintenance

This section introduces the responsibilities as they relate to the database and software application maintenance.

4.11.1Database User/Group Access

Describe who provides database access and the procedures for granting access.

4.11.2Adding/Deleting Users to Database

Provide the responsible person who adds and deletes users to the database. Include the procedures for adding/deleting users.

4.11.3Setting User Permissions for Database

Provide the responsible person who sets the permissions for users on the database.

4.11.4Adding/Deleting Groups for Database

Provide the procedures and responsible person for adding/deleting groups of individuals to the database.

4.11.5Re-indexing Database

Provide the procedures and responsible person for re-indexing the database after changes have been made,

4.11.6Packing/Compressing Database

Provide the procedures and responsible person for packing/compressing the database.

4.11.7Data Entry/Modification/ Deletion

Provide the responsible person(s) who can make changes to the database. Include procedures for data entry, modifying, and deleting information from the database.

4.11.8Database Reporting

Provide the responsible person(s) for database reporting. Include what reports are generated, time frames, due dates and storage of the reports.

4.11.9Database Backup and Restore

Provide the person(s) responsible for performing database backup. This information should also be included in the Contingency Plan. Include procedures to follow if the database needed to be restored.

4.12Application Maintenance

4.12.1Application User/Group Access

Describe who provides application access and the procedures for granting access.

4.12.2Adding/Deleting Application users

Provide the responsible person who adds and deletes users to the application. Include the procedures for adding/deleting users.

4.12.3Setting User Application Permissions

Provide the responsible person who sets the permissions for users of the application.

4.12.4Adding/Deleting Application Groups

Provide the procedures and responsible person for adding/deleting application groups.

4.12.5Procedures to Start and Stop the Application

Provide who has responsibility to start and stop the application. Include a rationale for stopping the application, and the steps to take to restart after identified problems are corrected.

4.12.6Application Flow Chart

Provide a flow chart depicting how the information moves from the application to the database.

4.12.7Description of Major Program or Sub-program Modules

Describe the processes within the application or module. If more than one module is operating for this system, describe each module.

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