Preventive maintenance

Introduction

This procedure is to ensure Information and communication Technology (ICT) Infrastructure/System in Pustaka Negeri Sarawak are adequately determined and planned for the required preventive maintenance in order to minimize the breakdown of the system therefore enhancing the process efficiency and effectiveness.

Scope
This procedure is applicable for preventive maintenance to the following infrastructure/system:

• End user computing e.g. printer, computer hardware (monitor, central processing unit (CPU), keyboard, mouse), computer software (antivirus system, application system, operating system), scanner, handheld barcode scanner, projector, notebook, netbook, etc.
• Network equipment e.g. router, firewall, network cable, network nodes, network switches, modem, etc.
• System Server e.g. central backup server, storage area network server, data storage, web server, CD Rack, etc.

Process

1. Determine Infrastructure/System for Planned Preventive maintenance
Whenever there is a new asset/equipment/system purchased, the Head of Division (HOD) of ICT Infrastructure or Designated Officer (DO) shall acknowledge the delivery order/equipment details and update the ICT Equipment Master List (IEML), and same information to be updated in the Planned Preventive Maintenance (PPM) Form.

The IEML shall include the following details:

1. Equipment Name;
2. Equipment No./Asset No.;
3. Equipment Model No./Serial No.;
4. Year/Date of Acquisition;
5. Price;
6. Location/Holder.z

The PPM Schedule shall include the following details:

1. Equipment Name;
2. Maintenance Frequency;
3. Maintenance Type;
4. Total Number of Equipment

For the preventive maintenance covered by SLA, the HOD, ICT Infrastructure shall prepare the list of ICT Equipment for maintenance under Service Level Agreement (SLA) as per Handling of Service Level Agreement Guideline (GL-INFRA-9).

2. Prepare Preventive Maintenance Form (PMF)

Based on the SLA and PPM, the ICT Technician shall prepare and submit the PMF to HOD ICT Infrastructure for review and approval one (1) week before the preventive maintenance activities take place.

After the PMF is received, the HOD ICT Infrastructure shall review and approve the PMF within 3 working days from the date of receiving the PMF.

3. Monitor and Conduct Periodic Maintenance

• Based on the preventive maintenance which has been determined in the PPM, the HOD, ICT Infrastructure shall monitor at the beginning of each month and coordinate the implementation of the monthly preventive maintenance to be conducted using the Preventive Maintenance Form (PMF). (FRM-INFRA-02)

• The maintenance work shall be carried out by referring to the Guidelines of ICT Preventive Maintenance (GL-INFRA-07).

• If there is a breakdown reported during the preventive maintenance, the ICT Personnel shall handle the breakdown as per Corrective Maintenance of ICT System Procedure (QP-INFRA-03).

• If the maintenance is covered under SLA, the HOD, ICT Infrastructure shall refer the maintenance coverage in the SLA document, e.g. equipment details, maintenance scope.

• SAINS Personnel shall record their attendance and work details in the Jadual Kehadiran Kontraktor Penyelenggaraan Sistem ICT witnessed by the ICT Personnel.

• Upon completion of the preventive maintenance works, the ICT Technician shall produce the Preventive Maintenance Report (PMR) within 5 working days from the date of completion of the preventive maintenance works.

4. Submission of Record for Review

• Upon completion of the preventive maintenance, the ICT Technician shall immediately submit the PMF and PMR by hand to the HOD, ICT Infrastructure for review before filing into the Preventive Maintenance file.

• After the PMF and PMR are received, the HOD, ICT Infrastructure shall review the PMF and PMR within 3 working days from the date of receiving the PMF and PMR.

• Upon completion of the preventive maintenance under SLA by end of the year the ICT Technician shall submit the Jadual Kehadiran Kontraktor Penyelenggaraan Sistem by hand to HOD, ICT Infrastructure for review before filing into Preventive Maintenance file.

• After the Jadual Kehadiran Kontraktor Penyelenggaraan Sistem are received, the HOD, ICT Infrastructure shall review the Jadual Kehadiran Kontraktor Penyelenggaraan Sistem within 3 working days from the date of receiving the Jadual Kehadiran Kontraktor Penyelenggaraan Sistem.

5. Control of Documented Information

Annexes

No.	Form
1	ICT Equipment Master List (IEML)
2	IT Item Database
3	Jadual Kehadiran Kontraktor Penyelenggaraan Sistem ICT
4	Preventive Maintenance Form (PMF)
5	Preventive Maintenance Report (PMR)
6	Planned Preventive Maintenance (PPM) Form
7	Monitoring Table for Preventive Maintenance
8	Handling of Service Level Agreement Guideline
9	Guidelines of ICT Preventive Maintenance