Publishing Maintenance Windows

Overview

The IT Maintenance Calendar displays IT maintenance events for reference by members of the university IT community.  IT service owners may use the calendar to publish upcoming maintenance windows for their services.  Notifications for newly scheduled disruptive maintenance events as well as reminders for upcoming outages are sent to service subscribers.

Accessing the Administrative Interface

You may request permission to access the administrative interface and publish events from the IT Maintenance Calendar team.  Once authorized, log on with you UT EID at https://its.utexas.edu/maintenance/admin/.

Creating a Maintenance Window

Maintenance windows can be one-time or recurring.  If you select the recurring option, the event will be scheduled for one year from the starting date.  Maintenance types are defined in the ITS Incident Communication Policy.

Please note that maintenance notifications (creation, reminder, and dismissal emails) are only sent for Planned Outages.

  1. Access the administrative interface and click the "Add Event" menu item.
  2. In the “About The Event” section, enter the following information:
    • A short description for the “Event Title” field and a longer description in the “Description” field -- for example, "MySQL Software Upgrade" and "On Tuesday, November 7, from 6 to 8 p.m., the MySQL service will be upgraded to the latest version to improve security and stability."  The event title will appear on the calendar.  These are both required fields.
    • A service selection from the “Service” menu.  This is not a required field.
    • The maintenance type, "Non-Disruptive Maintenance" or "Planned Outage," in the “Event Category” field.  (The “Security Scanning” category is used by the Information Security Office to schedule monthly campus-wide security scans.)  The “Black-out” category is discussed below.  This is a required field.
  3. In the “Date Information” section, enter the following information:
    • Event Frequency -- you may select one-time, every day, every week, every two weeks, every month, every two months or every quarter.  This is a required field.
    • Start Date. This is a required field.
    • End Date, if the event spans multiple days.  Otherwise, leave this field blank.
    • Start Time and End Time, unless the event is scheduled for the entire day.  If the latter, leave these fields blank.
  4. In the “Contact Information” section, enter the name and contact information for a person who can provide more information.  Only the “Contact Name” and “Contact Email” are required fields.
  5. Click the "Submit Event Information" button.  A confirmation message will appear to indicate that the event was successfully added.
  6. To view the event, use the administrative event list – click on "List Events" near the top of the page – or the calendar – click on "View Calendar" at the top of the page.

Creating a Black-out Window

This should rarely be used and is reserved for high-impact events, such as network maintenance windows or data center changes.

  1. Access the administrative interface and click the "Add Event" menu item.
  2. In the “About The Event” section, enter the following information:
    • A short description for the “Event Title” field and a longer description in the “Description” field.  This information will be available to the public, so exclude any sensitive details.  These are both required fields.
    • A service selection from the “Service” menu.  This is not a required field.
    • "Maintenance Black-out" in the “Event Category” field.  This is a required field.
  3. In the “Date Information” section, enter the following information:
    • Event Frequency -- you may select one-time, every day, every week, every two weeks, every month, every two months or every quarter.  This is a required field.
    • Start Date. This is a required field.
    • End Date, if the black-out event spans multiple days.  Otherwise, leave this field blank.
    • Start Time and End Time, unless the black-out event is scheduled for the entire day.  If the latter, leave these fields blank.
  4. In the “Contact Information” section, enter the name and contact information for a person who can provide more information.  Only the “Contact Name” and “Contact Email” are required fields.
  5. Click the "Submit Event Information" button.  A confirmation message will appear to indicate that the black-out event was successfully added.
  6. To view the event, use the administrative event list – click on "List Events" near the top of the page – or the calendar – click on "View Calendar" at the top of the page. Note that the event title will be preceded by "[BLACKOUT]."

Editing an Event (Maintenance or Black-out)

You may edit a future occurrence of a recurring event to make one-time changes.

  1. Access the administrative interface by clicking on the "Manage Maintenance Events" menu item.
  2. To help locate your event, sorting is available via the event column headers.  Sort options include ascending/descending date and alphabetical listing by title, category, or status (approved or unapproved).
  3. Once the event is located, click the "Edit" icon to update it.
  4. The edit layout is identical to the one used for creating a new event. Make any required changes here.
  5. Click "Submit Event Information". The event is now updated and changes will be published automatically.

To edit a future occurrence of a reoccurring event you must locate the occurrence by date and time in the “Calendar Events”.  Select that event and click on the edit icon.  Note:  This will only edit the single occurrence that you have selected. 

Tip:  The search is useful in finding the next scheduled occurrence of a reoccurring event.

Deleting an Event (Maintenance or Black-out -- one-time)

  1. Access the administrative interface by clicking on the "Manage Maintenance Events" menu item.
  2. To help locate your event, sorting is available via the event column headers.  Sort options include ascending/descending date and alphabetical listing by title, category, or status (approved or unapproved).
  3. Click the "Delete" button next to the event you wish to delete.
  4. On the confirmation screen, click "Delete."
  5. The event will be removed.  A confirmation message will indicate that the event was successfully deleted.

Deleting an Event (Maintenance or Black-out -- recurring)

  1. To delete all future instances of a recurring event, access the administrative interface by clicking on the "Manage Maintenance Events" menu item.
  2. Find the first occurrence of the event which you wish to delete.  Click the "View” icon.

    Note:  using the search is useful for finding the appropriate occurrence of a reoccurring event.

  3. Click the “Delete future instances” button at the bottom of the page.  On the confirmation screen, click "Delete".
  4. The event on the date chosen and all future events will be removed.  A confirmation message will appear to indicate that the event was successfully deleted.

Search for Events on the IT Maintenance Calendar

In addition to the main calendar search, an advanced search page is also available for more detailed input.

  1. Click on the “View Calendar” menu item.
  2. Click on any event listed in the calendar.
  3. Click on the “Search Events” button.
  4. On the "Maintenance Calendar – Search” page, enter search criteria for any combination of the following options:
    • Event Date in “YYYY-MM-DD” format
    • Event Title (partial titles accepted)
    • Category from the pull down menu
    • Contact name
    • Description containing search words

Subscribe to the Calendar

  1. To sign up to receive a weekly email outlining all the upcoming week’s events, click on the “Subscribe to the calendar” button in the footer of any IT Maintenance Calendar page.
  2. Enter “Email Address,”  “First Name,” and “Last Name.”
  3. Click on “Submit Registration.”
  4. A confirmation message will appear to indicate that the entry has been added.  The first email update should arrive at the beginning of the next week.

End Subscription to the Calendar

  1. To end a subscription to the weekly email of upcoming maintenance events, click on the “Subscribe to the calendar” button in the footer of any IT Maintenance Calendar page.
  2. Enter the “Email Address” for the subscription you wish to end.
  3. Click on “Delete Subscription.”
  4. A confirmation message to confirm that the subscription was deleted.

Send Message about Specific Event

  1. To send an email to notify someone about a specific event, click on the “View Calendar” menu item.

  2. Click on the event in the calendar which you would like to share.

  3. In the “Tell someone about this event” section at the bottom of the page:
    • Enter “Your name”

    • Enter “Your email address”

    • Enter the “Recipients email address”

    • Click on the “Send Message” button

A confirmation message will appear to indicate a successful mailing.