Gingoog Greenfield University

System Administration SOP

Presented by:
Narra, Carl Patrick
Paje, Elpedian O.
Jagudilla, Christian
Siliacay, JohnMark
Gagui, Jefferson

Presented to:
Ms. Jahara Sumanpan, LPT
 INTRODUCTION

Welcome to the Gingoog Greenfield University System Administration Standard

Operating Procedure (SOP) Manual. This comprehensive guide is designed to provide a
framework for efficiently managing and maintaining the technological infrastructure of
Gingoog Greenfield University.

As technology continues to evolve, the role of system administrators becomes

increasingly critical in ensuring the smooth operation of an institution's digital ecosystem.
The SOP manual serves as a foundational resource, outlining the best practices, procedures,
and protocols necessary to uphold the integrity, security, and functionality of the university's
systems.

Within these pages, system administrators will find detailed instructions on a wide
range of tasks, from routine maintenance and troubleshooting to disaster recovery and
cybersecurity protocols. By adhering to the guidelines outlined in this manual, administrators
can streamline their workflows, minimize downtime, and safeguard the university's data and
assets.

The Gingoog Greenfield University System Administration SOP Manual is a living

document, subject to updates and revisions as technology advances and new challenges
emerge. It is our commitment to providing administrators with the most current and effective
strategies for fulfilling their vital role in supporting the university's mission of excellence in
education and research.

We trust that this manual will serve as a valuable resource and reference guide for all
system administrators at Gingoog Greenfield University, empowering them to fulfill their
responsibilities with confidence and proficiency.
 ROLES AND RESPONSIBILITIES

System administrators and support personnels in schools covers a wide range of

technology support. They have certain roles and responsibilities anchored on their daily lives.
They play a critical role in ensuring that systems are reliable, secure, and efficient, supporting
the school’s educational mission. Below are some of their duties as a system administrators
and support personnel of Gingoog Greenfield University:

Network Management and Server Administration

As a system administrator, one of its responsibilities is to set up and maintain the

school’s computer network, including servers, routers, switches, and other networking
equipment. Monitoring network performance and ensuring its reliability and security. In
administering a server, it includes installing, configuring, and maintaining servers that host
school applications, websites and other services.

Data Backup and Recovery

Data backup and recovery are crucial for a system administrator because this involves
preventing data loss due to various factors such as accidental deletion, hardware failures,
software bugs, or malicious attacks. Having a backup ensures that critical data can be
recovered quickly in the event of a disaster, and minimizing downtime. Additionally, backup
and recovery processes help preserve valuable institutional knowledge and information,
providing peace of mind for system administrators and making sure that data is always
accessible when needed.

Security Management

System administrators in schools need to ensure security management for several

reasons. First, schools store a significant amount of information, including student records,
grades, and personal information. Ensuring the security of this data
is essential to protect students’ privacy. Second, schools are increasingly reliant on
technology for teaching and learning, with many classrooms now equipped with computers,
tablets, and interactive whiteboards. By ensuring security management, system administrators
can create a safe and secure digital environment for students and staff, fostering a positive
and productive learning environment.

User Support

System administrators ensure user support for several reasons. First, schools often
have a large number of users, including teachers, students, and administrative staff, who rely
on technology for their work. Providing timely and effective support helps ensure that these
users can use technology efficiently. Second, many users in schools may not have advanced
technical knowledge, so providing user support helps them overcome technical issues and
learn how to use technology effectively. Finally, by providing user support, system
administrators can build trust and rapport with users, creating a positive relationship that
fosters collaboration and communication within the school community.

Hierarchy and Communication Channel of Gingoog Greenfield University

Gingoog Greenfield University has hierarchies to establish clear lines of authority,

responsibility and communication to ensure it functions effectively and efficiently. In the
university setting, the hierarchy and communication channels may look like this:

● University President

The University President holds the highest position in the hierarchy and is
responsible for providing executive leadership and setting strategic direction of the
institution. They play a key role in advocating for the university’s interests,
promoting its reputation, and ensuring a supportive environment for students and
faculty. The university president serves as a key figure in both
 internal and external communication. Overall, the president’s role in the
communication channel is to ensure that information flows effectively within the
university and between the university and its external stakeholders.

● System Administrator

In the hierarchy of the university, the system administrator typically falls

under the IT department. Their role is for maintaining the university’s IT
infrastructure and ensuring its smooth operation. System administrators communicate
with faculty, staff, and students to understand their technology needs and provide
support.

● Department Heads/Faculty

Department heads in the university provide academic leadership within their

departments, overseeing curriculum development, faculty recruitment, and academic
programs. They communicate university policies, procedures, and initiatives to
faculty and staff within their departments, ensuring that everyone is informed and
aligned with the university’s goal.

Procedures for User Access Management

User access management procedures in university are for protecting sensitive

information, complying with regulations, managing risks, and ensuring efficient operations.
These procedures control access to data and systems, reducing the risk of unauthorized
access and breaches. They also establish accountability through documentation, aiding in
tracking access and investigating unauthorized activity. Here are the Gingoog Greenfield
University’s process:
● Role-Based Access Control (RBAC)

The university implements RBAC to assign permissions based on user roles.

Users are assigned to roles with predefined sets of permissions, reducing the need for
individual access requests.

● Access Recertification

Conducting periodic access recertification to ensure that users still need the
access they have been granted. This helps to identify and remove unnecessary access
rights.

● Single Sign-On (SSO)

Implementing SSO to allow users to access multiple systems with a single set
of credentials. This improves user experience and reduces the need for managing
multiple sets of credentials.

● Two-Factor Authentication (2FA)

Implementing 2FA for accessing sensitive systems or data. This adds an extra
layer of security by requiring users to provide two forms of identification before
gaining access.

● Access Logging and Monitoring

Maintains logs of user access and monitors for any unusual or unauthorized
activity. This helps to detect and respond to potential security incidents. Access
logging and monitoring help establish accountability by providing a record of who
accessed what information and when, deterring unauthorized access and ensuring
users are accountable for their actions.
● User Education and Awareness

Provides regular training and awareness programs to educate users about the
importance of access management and best practices for securing their accounts.

● Incident Response

Developing and maintaining an incident response plan to quickly respond to

and mitigate the impact of security incidents related to user access. Incident response
is of paramount importance in a university setting due to the vast amount of sensitive
information stored and the potential impact of security breaches.
 SECURITY PROTOCOLS AND MEASURES

Security Awareness and Training Programs

1. Program Objectives
● Raise awareness about the importance of cybersecurity.
● Educate users on common cybersecurity threats and best practices.
● Empower individuals to recognize and respond to security incidents
effectively.
● Foster a culture of security and accountability across the university
community.
2. Target Audience
● All faculty members, administrative staff, students, and other
stakeholders at Gingoog Greenfield University.
3. Program Components

a. Online Training Modules

● Develop interactive online training modules covering topics such as

phishing awareness, password security, data protection, and safe browsing
habits.

● Ensure that training modules are accessible via the university's learning
management system (LMS) for easy distribution and tracking of
completion.

b. In-Person Workshops and Seminars

● Organize regular workshops and seminars conducted by cybersecurity

experts to provide hands-on training and guidance on cybersecurity best
practices.

● Cover topics such as social engineering awareness, malware prevention,

and incident response procedures.
 c. Security Awareness Campaigns

● Launch targeted awareness campaigns using posters, emails, newsletters,

and social media to reinforce key cybersecurity messages and promote
participation in training programs.

● Include engaging and informative content to capture the attention of the

university community and encourage active involvement in cybersecurity
initiatives.

d. Simulated Phishing Exercises

● Conduct simulated phishing exercises to test the vigilance of users and

identify areas for improvement.

● Provide feedback and educational resources to individuals who fall for

simulated phishing attempts, emphasizing the importance of remaining
vigilant online.

e. Role-Based Training

● Tailor training programs to the specific roles and responsibilities of

different user groups within the university, such as faculty members,
administrative staff, and IT personnel.

● Offer specialized training on topics relevant to each role, such as data

handling procedures for academic staff and incident response protocols for
IT personnel.

4. Measurement and Evaluation

 ● Implement mechanisms to measure the effectiveness of security awareness
and training programs, such as pre- and post-training assessments, surveys,
and simulated attack metrics.

● Use feedback and performance metrics to refine and improve training content
and delivery methods over time.

5. Integration with Policies and Procedures

● Ensure alignment between security awareness and training programs and the
university's security policies and procedures.

● Incorporate training requirements into onboarding processes for new

employees and integrate ongoing training into existing professional
development initiatives.

6. Continuous Improvement

● Regularly review and update security awareness and training programs to

address emerging threats, technological advancements, and feedback from
participants.

● Stay abreast of industry best practices and incorporate new training techniques
and tools to enhance the effectiveness of the programs.

Compliance Monitoring

It helps universities avoid costly fines and penalties, protect sensitive information,
and maintain the trust of students, faculty, and stakeholders. Compliance monitoring also
helps identify and address security gaps, ensuring that the university’s systems and processes
meet the necessary security requirements. Overall, compliance monitoring is critical for
maintaining a secure and compliant environment in a university.
Security Policies and Procedures

1. Policy Development and Review

● Identification of Key Stakeholders: Establish a cross-functional team

comprising IT personnel, administrative staff, faculty, and legal advisors to
oversee the development and review of security policies.

● Risk Assessment: Conduct regular risk assessments to identify potential

threats, vulnerabilities, and compliance requirements specific to the
university's environment.

● Policy Drafting: Based on the findings of the risk assessment, draft

comprehensive security policies and procedures covering areas such as data
protection, access control, network security, incident response, and
compliance with relevant regulations.

● Legal Review: Seek legal review to ensure that the drafted policies comply
with applicable laws, regulations, and industry standards.

2. Policy Implementation and Enforcement

● Training and Awareness: Develop training programs and awareness

campaigns to educate university personnel about security policies, their
importance, and their implications for daily activities.

● Access Control: Implement access control mechanisms to restrict access to

sensitive information and critical systems based on the principle of least
privilege.
 ● Security Awareness Training: Provide regular security awareness
training to faculty, staff, and students to enhance their understanding of
cybersecurity threats and best practices.

● Monitoring and Enforcement: Deploy monitoring tools and procedures to

detect policy violations and enforce security measures effectively. Define
consequences for non-compliance with security policies, such as disciplinary
actions or loss of access privileges.

3. Incident Response and Management

● Incident Reporting: Establish clear procedures for reporting security

incidents, breaches, or suspicious activities to the appropriate authorities, such
as the IT department or the designated security team.

● Incident Response Team: Form an incident response team comprising IT

security professionals, legal counsel, and senior management to handle
security incidents promptly and effectively.

● Containment and Mitigation: Define procedures for containing and

mitigating the impact of security incidents, including isolating affected
systems, preserving evidence, and restoring services to normal operation.

● Post-Incident Analysis: Conduct post-incident analysis to identify root

causes, lessons learned, and opportunities for improvement. Update security
policies and procedures based on the findings to enhance incident response
capabilities.

4. Compliance Monitoring and Auditing

● Regular Audits: Conduct regular audits and assessments to evaluate

compliance with security policies, regulatory requirements, and industry
standards.
 ● Remediation: Address any identified non-compliance issues promptly
through remediation measures, such as corrective actions, policy updates, or
additional training.

● Documentation: Maintain comprehensive documentation of security

policies, procedures, audit findings, and remediation activities to demonstrate
compliance and facilitate continuous improvement.

● External Certification: Consider obtaining external certifications or

attestations to validate the effectiveness of security controls and enhance the
university's credibility with stakeholders.

5. Continuous Improvement

● Feedback Mechanisms: Establish feedback mechanisms to solicit input

from university stakeholders on the effectiveness of security policies and
procedures.

● Review and Revision: Regularly review and revise security policies and
procedures in response to evolving threats, technological advancements, and
changes in the university's operations or regulatory landscape.

● Benchmarking: Benchmark security practices against peer institutions,

industry benchmarks, and leading standards to identify areas for improvement
and maintain competitiveness in security posture.
 SYSTEM MONITORING

1. Network Monitoring: To ensure seamless internet and intranet operations, we

utilize Prime Cisco Infrastructure, an advanced network simulation and monitoring
tool. With real-time monitoring capabilities, our network administrators promptly
observe network traffic, performance metrics, and security parameters. This proactive
approach efficiently detects and addresses network constraints or failures, minimizing
disruptions.

2. Server and Application Monitoring: At Gingoog Greenfield University, the

continuous monitoring of critical applications such as student information systems,
learning management systems, and email services is paramount. These applications
serve as the backbone of the university's operations, facilitating student enrollment,
course management, communication, and collaboration among students, faculty, and
staff. To ensure seamless access and functionality, server and application monitoring
are conducted rigorously. This includes real-time monitoring of server uptime,
resource utilization, and application performance metrics.

3. Security System: The university places a high priority on cybersecurity to ensure

the protection of data and users. The university employs a multi-layered
security approach, including robust firewalls to monitor and control incoming and
outgoing network traffic, intrusion detection systems (IDS) to identify and respond to
potential security threats, and malware protection solutions to detect and mitigate
malicious software. Additionally, routine security monitoring activities are conducted
to assess the effectiveness of security measures, identify vulnerabilities, and
implement necessary security enhancements. These proactive security measures aim
to safeguard sensitive information, maintain the integrity of university systems, and
mitigate the risk of cybersecurity incidents.

4. Data Backup and Recovery Systems: Safeguarding critical data against

potential loss is our top priority, and to achieve this, the institution has implemented a
robust data backup and recovery system. Regular backups
 are conducted at scheduled intervals to capture the latest versions of essential data,
ensuring that no significant information is left vulnerable. For instance, daily
incremental backups every evening after business hours are performed to capture
changes made to files and databases throughout the day. Additionally, weekly full
backups are executed every Sunday to create comprehensive snapshots of the entire
system. These regular backup procedures are meticulously monitored to verify their
success and integrity. Through continuous monitoring, any issues or failures in the
backup process are promptly identified and addressed, guaranteeing the reliability and
availability of the backup data. In the event of data loss or corruption, Gingoog
Greenfield University can confidently rely on its backup and recovery systems to
restore critical data swiftly and efficiently, minimizing potential disruptions to
operations and ensuring the continuity of essential services.

5. Environmental Monitoring: Environmental monitoring systems in data centers

and server rooms utilize specialized sensors to track temperature, humidity, and
power supply. These include precision sensors to maintain optimal temperatures,
humidity sensors to prevent corrosion, and power supply monitors to detect
anomalies, thereby enhancing equipment reliability and minimizing downtime.
 BACKUP AND RECOVERY SOP FOR GINGOOG GREENFIELD UNIVERSITY

Purpose

The purpose of this Standard Operating Procedure (SOP) is to ensure the integrity,
availability, and confidentiality of critical data through systematic backup procedures and to
provide a clear and efficient process for data recovery in the event of data loss or system
failure.

Scope

This SOP applies to all data storage systems, servers, and devices owned or managed
by Gingoog Greenfield University, encompassing academic, administrative, and research
data.

Backup Procedures

1. Identification of Critical Data: Each department identifies vital data such as

proprietary information, student records, and other sensitive information. This data is
promptly shared with the System Administrator(s) for inclusion in backup schedules.
Prioritizing essential data minimizes risks of loss during disasters or system failures,
ensuring uninterrupted operations at Gingoog Greenfield University.

2. Backup Schedule: The System Administrator(s) establishes a tailored backup

schedule for Gingoog Greenfield University, comprising daily incremental and
weekly full backups. Incremental backups capture daily changes to critical data, while
weekly full backups offer comprehensive snapshots for restoration if needed. This
regimen ensures data resilience, minimizing disruptions and safeguarding against
breaches or disasters.
 3. Backup Storage: Backups are stored in two locations for redundancy. On-site
storage facilitates quick recovery from localized issues, minimizing downtime. Off-
site storage such as Google Cloud Services, distant from the primary site, protects
against disasters or theft. This strategy enhances disaster recovery, mitigates data loss
risks, and ensures operational continuity.

4. Security: Backup data is encrypted using robust algorithms like AES (Advanced
Encryption Standard), ensuring confidentiality and integrity. Encryption keys are
securely managed to prevent unauthorized decryption. This measure enhances
security, mitigates data breach risks, and ensures compliance with regulations. It adds
a layer of protection to sensitive information, reinforcing the organization's
commitment to safeguarding data.

Recovery Procedures

1. Initiation of Recovery: Notify the IT Department immediately in case of data loss,

providing details of the lost data and relevant context.

2. Assessment and Planning: Assess data loss, devise a recovery plan, prioritizing
data critical to university operations.

3. Execution of Recovery: Execute the recovery plan, restoring data from the most
recent backup and escalating to off-site backups if necessary.

4. Verification and Testing: Verify integrity and completeness of recovered data,

conduct tests to ensure affected systems' normal functionality.
 CHANGE MANAGEMENT

Establish a Change Management Team:

Form a dedicated team comprising specific individuals to oversee the change process.
This team should include:

1. Change Management Lead: Appoint an experienced Change Management Lead

who is responsible for the overall coordination and leadership of the change
management process. This individual will guide the team in planning, implementing,
and evaluating change initiatives.

2. Administrators: Include representatives from senior management or leadership

positions, such as the President, Vice Presidents, Deans, or Department Heads. These
administrators will provide strategic direction and support for change initiatives,
ensuring alignment with the university's goals and priorities.

3. Faculty Representatives: Engage faculty members who have expertise in various

academic disciplines and can provide insights into academic processes. These
representatives will ensure that proposed changes align with educational goals,
curriculum requirements, and academic standards.

4. Staff Representatives: Include staff members from different departments and

functional areas of the university. These representatives will provide valuable input
on operational considerations, ensuring that the change process is practical, feasible,
and minimally disruptive to daily operations.

5. Key Stakeholders: Identify and involve individuals or groups who will be directly
affected by the change, such as students, alumni, advisory boards, or community
partners. These key stakeholders will represent various perspectives and ensure that
their concerns, interests, and needs are considered throughout the change process.
Communicate Vision and Objectives: Clearly communicate the vision for change and
the objectives it aims to achieve. Transparency and clarity in communication help in gaining
buy-in from all stakeholders and mitigate resistance.

Engage Stakeholders: Involve all stakeholders in the change process from the outset.
Seek feedback, address concerns, and incorporate suggestions to ensure inclusivity and
ownership of the change initiative.

Provide Training and Support: Offer comprehensive training programs and ongoing
support to equip faculty, staff, and students with the necessary skills and knowledge to adapt
to the changes effectively. This may include technical training, professional development
workshops, and access to resources.

Implement Pilot Programs: Pilot testing changes on a smaller scale before full-
scale implementation allows for identifying potential challenges, refining strategies, and
mitigating risks. Lessons learned from pilot programs can inform the broader change process.

Utilize Change Management Models: Adopt established change management models

such as Kotter's 8-Step Process or Lewin's Change Management Model to guide the change
process systematically. These models provide frameworks for diagnosing issues, planning
interventions, and monitoring progress.

Celebrate Successes and Learn from Failures: Acknowledge and celebrate

milestones achieved throughout the change process to boost morale and maintain momentum.
Additionally, learn from failures or setbacks by conducting post-implementation
reviews to identify areas for improvement.

Foster a Culture of Continuous Improvement: Cultivate a culture that embraces

change and innovation as essential components of organizational growth. Encourage
feedback, experimentation, and adaptation to ensure that Green Field University remains
agile and responsive to evolving needs and opportunities.
 TROUBLESHOOTING AND PROBLEM RESOLUTION

Troubleshooting and problem resolution are essential components of maintaining

smooth operations at Greenfield University. This section provides guidelines and procedures
for addressing common issues that may arise within the university community:

Communication Channels: Ensure that all members of the university community are
aware of the designated communication channels for reporting problems or seeking
assistance. This may include contacting department heads, administrative offices, or utilizing
online portals.

Documentation and Reporting: Encourage individuals to document issues thoroughly,

including relevant details such as dates, times, and descriptions of the problem. Establish a
standardized reporting process to streamline the resolution workflow.

Escalation Procedures: Define clear escalation procedures for unresolved issues that
require higher-level intervention. Designate appropriate authorities or committees responsible
for handling escalated cases promptly and effectively.

Collaborative Problem-Solving: Foster a collaborative environment where stakeholders

work together to identify root causes and develop solutions to complex problems. Encourage
cross-functional teams and interdisciplinary approaches to problem-solving.

Resource Allocation: Allocate sufficient resources, including personnel, budgetary

support, and technological infrastructure, to address recurring issues and prevent their
recurrence.

Training and Skill Development: Provide training sessions and professional

development opportunities to enhance the problem-solving skills of faculty, staff, and
students. Equipping individuals with effective problem-solving techniques improves the
overall problem resolution process.
Continuous Improvement: Continuously review and evaluate problem resolution
processes to identify areas for improvement. Solicit feedback from stakeholders and
implement corrective actions to enhance efficiency and effectiveness.

Conflict Resolution Mechanisms: Establish formal mechanisms for resolving conflicts

and disputes among members of the university community. This may include mediation
services, grievance procedures, or arbitration processes.

Data Analysis and Trend Identification: Analyze data on reported issues to identify
trends and patterns that may indicate systemic problems or areas requiring targeted
interventions. Use data-driven insights to inform proactive problem resolution strategies.

Feedback Mechanisms: Encourage feedback from stakeholders regarding the

effectiveness of problem resolution efforts. Utilize surveys, focus groups, and suggestion
boxes to gather input and continuously refine problem resolution processes.
 SOFTWARE INSTALLATION AND UPDATES

Protocols for Installing and Updating Software

1. Thorough Compatibility Checks: Before initiating any software installation or

update procedure at Gingoog Greenfield University, conduct comprehensive
compatibility checks. Ensure that the software version is compatible with existing
hardware configurations, operating systems, and other installed software applications,
as outlined in the university's system administration guidelines.

2. Hardware Compatibility Verification: Verify compatibility with the hardware

infrastructure of Gingoog Greenfield University, including servers, workstations,
routers, switches, and peripherals. Confirm that the software requirements align with
the specifications of the university's hardware components, following manufacturer
recommendations and industry best practices.

3. Operating System Compatibility Assessment: Assess compatibility with the

operating systems deployed across Gingoog Greenfield University's network, such as
Windows, Linux, or macOS. Ensure that the software is certified to run on the
specific versions of operating systems installed on servers, workstations, and other
computing devices, adhering to software vendor specifications.

4. Software Application Compatibility Evaluation: Evaluate compatibility with

existing software applications utilized within Gingoog Greenfield University's
ecosystem, including productivity suites, educational software, and specialized tools.
Confirm that the new software version does not conflict with or adversely impact the
performance of other installed applications, following university standards and
guidelines.
Compatibility Checks and Rollback Procedures

1. Establishment of Rollback Procedures: Establish clear and documented

rollback procedures to revert to previous software versions if compatibility issues or
unforeseen complications arise during the installation or update process. Define step-
by-step instructions for reverting changes and ensure that relevant personnel are
trained to execute rollback procedures effectively, as per university policies and
protocols.

2. Testing in Controlled Environments: Conduct testing of software installations

and updates in controlled environments or staging environments before deployment in
production environments. Perform thorough testing to identify and mitigate any
compatibility issues or potential conflicts with existing systems or configurations,
following Gingoog Greenfield University's testing procedures and protocols.

3. User Acceptance Testing (UAT): Involve end-users or designated

representatives from Gingoog Greenfield University's departments in user acceptance
testing (UAT) procedures. Gather feedback and insights from users to assess software
compatibility with their workflows, preferences, and requirements before final
deployment, in alignment with university quality assurance standards.
 HARDWARE MAINTENANCE

Guidelines for Routine Hardware Checks

1. Regular Inspections: Conduct visual inspections of hardware components such as

servers, workstations, routers, switches, and peripherals to identify any signs of
physical damage, wear, or corrosion. Ensure all cables, connections, and components
are securely fastened, maintaining the hardware infrastructure of Gingoog Greenfield
University.

2. Temperature and Airflow Monitoring: Monitor temperature levels within server

rooms, data centers, and other equipment areas to ensure they remain within
acceptable ranges, aligning with Gingoog Greenfield University's system
administration standards. Regularly check ventilation systems, air conditioning units,
and cooling fans to maintain optimal airflow and prevent overheating.

3. Dust and Debris Removal: Clean hardware components periodically to remove

dust, debris, and other contaminants that can obstruct airflow and cause overheating,
safeguarding the equipment utilized by Gingoog Greenfield University. Utilize
compressed air or specialized cleaning tools for safe and effective cleaning practices.

4. Firmware and Driver Updates: Keep firmware and device drivers up-to-date to
ensure optimal performance and compatibility with software applications and
operating systems, adhering to the system administration protocols of Gingoog
Greenfield University. Schedule regular firmware and driver updates according to
manufacturer recommendations and industry best practices.

5. Diagnostic Tools and Software: Utilize diagnostic tools and software to perform
comprehensive hardware checks, including memory tests, hard drive diagnostics, and
CPU stress tests, tailored to Gingoog Greenfield University's specific needs. Analyze
diagnostic results to identify any hardware issues or
 potential failures, facilitating prompt corrective actions within the university's system
administration framework.

Procedures for Hardware Replacements and Upgrades

1. Assessment and Planning: Evaluate hardware performance, reliability, and

compatibility with current and future needs to determine if replacements or upgrades
are necessary, considering the requirements of Gingoog Greenfield University's
system administration. Identify specific hardware components that require
replacement or upgrading based on performance metrics, age, and technological
advancements.

2. Procurement and Sourcing: Research and select suitable replacement hardware

components or upgrades based on budgetary constraints, technical requirements, and
vendor reliability, aligning with the procurement processes of Gingoog Greenfield
University. Obtain quotations from reputable suppliers and ensure timely
procurement to minimize downtime.

3. Installation and Configuration: Schedule hardware replacements or upgrades

during maintenance windows or periods of minimal user activity to minimize
disruptions to operations, following the installation and configuration guidelines
recommended by manufacturers and Gingoog Greenfield University's system
administration protocols. Ensure proper grounding and connection procedures during
installation to maintain system integrity.

4. Testing and Validation: Conduct thorough testing and validation of newly

installed or upgraded hardware to ensure functionality, compatibility, and
performance within Gingoog Greenfield University's system administration
framework. Verify that hardware components operate as intended and are compatible
with existing systems and software applications.

5. Documentation and Maintenance: Update hardware inventory records,

configuration documentation, and maintenance logs to reflect any changes
resulting from hardware replacements or upgrades, adhering to the documentation
standards of Gingoog Greenfield University's system administration. Implement
regular maintenance schedules for newly installed or upgraded hardware to prolong
lifespan and optimize performance.
 NETWORK CONFIGURATION AND MAINTENANCE

Steps for Configuring and Maintaining Network Infrastructure

1. Assessment and Planning: Within the framework of Gingoog Greenfield

University's System Administration SOP, network administrators commence by
conducting a thorough assessment of the university's current network infrastructure.
This involves evaluating existing hardware, software, and connectivity to identify
areas for improvement and expansion. Stakeholder feedback is solicited to ensure that
network planning aligns with academic and administrative requirements

2. Designing Network Topology: Drawing upon the assessment findings, network

administrators design a network topology tailored to the unique needs of Gingoog
Greenfield University. The chosen topology optimizes performance, scalability, and
reliability while accommodating the university's academic and administrative
workflows. Topology choices may include a combination of star, mesh, or hybrid
configurations to meet diverse connectivity demands across campus facilities.

3. Selecting Networking Equipment: In adherence to Gingoog Greenfield

University's procurement guidelines, network administrators select networking
equipment that meets performance, compatibility, and budgetary criteria. This
includes routers, switches, firewalls, and access points sourced from reputable
vendors. Equipment choices prioritize features such as throughput, port density, and
support for advanced networking protocols.

4. Configuring Network Devices: Network administrators meticulously configure

network devices according to Gingoog Greenfield University's specifications and best
practices. This encompasses tasks such as IP address assignment, subnetting, VLAN
configuration, routing protocol setup, and implementation of security measures.
Configuration standards ensure consistency and adherence to university-wide
policies.
 5. Implementing Network Security Measures: Recognizing the critical
importance of safeguarding sensitive data and intellectual property, network
administrators deploy robust security measures across Gingoog Greenfield
University's network infrastructure. This includes firewalls, intrusion
detection/prevention systems, VPNs, and access control lists configured to mitigate
cyber threats and unauthorized access attempts.

6. Establishing Network Monitoring: Network administrators establish

comprehensive network monitoring practices using industry-leading tools and
platforms. Real-time monitoring of network performance, traffic patterns, and
security events enables proactive detection and resolution of potential issues. Alerts
and notifications are configured to promptly notify administrators of anomalies or
performance degradation.

7. Documenting Network Configuration: Gingoog Greenfield University's

network configuration is meticulously documented to facilitate efficient management
and troubleshooting. Network diagrams, IP address assignments, device inventories,
and change logs are maintained in accordance with university standards. This
documentation serves as a valuable resource for future reference, audits, and
knowledge transfer within the system administration team.

Troubleshooting Network Issues

1. Identifying and Isolating Issues: In the event of network disruptions or

performance degradation, network administrators promptly initiate troubleshooting
procedures to identify and isolate the root cause of the problem. This may involve
analyzing network traffic, reviewing system logs, and conducting diagnostic tests on
network devices and connections.

2. Resolving Connectivity Issues: Network administrators employ systematic

troubleshooting techniques to resolve connectivity issues impacting Gingoog
Greenfield University's network users. This includes verifying physical
 connections, troubleshooting DNS resolution problems, and addressing issues
related to IP address conflicts or misconfigurations.

3. Addressing Performance Bottlenecks: To address performance bottlenecks

and latency issues, network administrators conduct thorough analysis of network
traffic patterns and resource utilization. They optimize network settings, adjust
Quality of Service (QoS) policies, and implement traffic shaping measures to improve
overall network performance and user experience.

4. Mitigating Security Threats: Network administrators remain vigilant against

security threats such as malware infections, phishing attacks, and unauthorized access
attempts. In the event of a security breach or suspicious activity, they swiftly respond
by isolating affected systems, implementing security patches, and updating firewall
rules to prevent further compromise.

5. Documenting Troubleshooting Procedures: Throughout the troubleshooting

process, network administrators meticulously document their actions, observations,
and resolutions. This documentation serves as a knowledge base for future reference
and enables continuous improvement of troubleshooting procedures within Gingoog
Greenfield University's System Administration SOP.
 DOCUMENTATION STANDARDS

1. Establishing Documentation Framework: Gingoog Greenfield University's

System Administration SOP outlines a structured framework for creating, organizing,
and maintaining documentation. This framework encompasses templates, naming
conventions, file formats, and version control procedures to ensure uniformity and
accessibility of documentation across the university.

2. Documenting Network Configuration: Network administrators meticulously

document the configuration of Gingoog Greenfield University's network
infrastructure, including topology diagrams, IP address assignments, device
configurations, and security policies. This documentation provides a comprehensive
reference for managing and troubleshooting the network environment effectively.

3. Recording System Configurations: System administrators maintain detailed

records of server configurations, including hardware specifications, operating system
settings, installed software applications, and system policies. This information
facilitates system administration tasks such as troubleshooting, capacity planning, and
disaster recovery.

4. Documenting Change Management Procedures: Gingoog Greenfield

University's change management procedures are documented comprehensively,
covering the initiation, approval, implementation, and review stages of change
requests. This documentation ensures transparency, accountability, and traceability
throughout the change management process.

5. Recording Incident Response Protocols: System administrators document

incident response protocols, including escalation procedures, communication
channels, and mitigation strategies for addressing security incidents and system
failures. This documentation enables a swift and coordinated response to
emergencies, minimizing potential impact on university operations.
6. Maintaining User Access Records: Records of user access management
activities, including user accounts, roles, permissions, and access logs, are maintained
systematically. This documentation supports compliance with regulatory
requirements, audits, and investigations related to user access and authorization.

7. Documenting Hardware and Software Inventory: System administrators

maintain an up-to-date inventory of hardware and software assets deployed across
Gingoog Greenfield University's infrastructure. This inventory includes details such
as asset specifications, procurement dates, warranty status, and licensing information,
facilitating asset tracking, maintenance, and lifecycle management.

8. Recording Configuration Baselines: Baseline configurations for network

devices, servers, and software applications are documented to establish a reference
point for comparison and deviation analysis. This documentation helps identify
unauthorized changes, configuration drift, and compliance violations, enabling timely
corrective actions.

9. Documenting Standard Operating Procedures: Standard operating

procedures (SOPs) for routine system administration tasks, maintenance activities,
and troubleshooting procedures are documented comprehensively. This
documentation provides step-by-step instructions, best practices, and troubleshooting
tips for system administrators, ensuring consistency and efficiency in day-to-day
operations.

10. Ensuring Accessibility and Version Control: Documentation is stored in a

centralized repository accessible to authorized personnel within Gingoog Greenfield
University's system administration team. Version control mechanisms are
implemented to track changes, revisions, and updates to documentation, ensuring
accuracy, integrity, and accountability.
Template for Documenting New Systems and Changes

● System Name: [Enter the name of the new system or the system being
modified]
● Description: [Provide a brief description of the system and its purpose]
● Owner/Contact: [Specify the individual or department responsible for the
system]
● Date of Implementation: [Enter the planned or actual date of system
implementation]
● Proposed Changes: [Describe the changes proposed for the system,
including additions, modifications, or removals]
● Justification: [Explain the rationale behind the proposed changes, including
business requirements, technical considerations, and expected benefits]
● Impact Analysis: [Assess the potential impact of the changes on existing
systems, users, and processes, including risks and dependencies]
● Implementation Plan: [Outline the steps required to implement the changes,
including timelines, resource allocation, and coordination with stakeholders]
● Testing Procedures: [Detail the testing procedures to validate the
functionality, performance, and compatibility of the changes, including test
cases and acceptance criteria]
● Rollback Plan: [Specify the procedures for reverting the changes in case of
unexpected issues or failures, including rollback steps and contingency
measures]
● Validation Criteria: [Define the criteria for validating the success of the
changes, including metrics, benchmarks, and user feedback]
● Approval: [Obtain approvals from relevant stakeholders, including system
owners, project sponsors, and change management authorities]
● Documentation Updates: [Update relevant documentation, including
configuration records, user manuals, and training materials, to reflect the
changes accurately]
● Version Control: [Maintain version control for the documentation, including
revision history, change logs, and archival procedures, to ensure traceability
and accountability]
 EMERGENCY PROCEDURES

In times of crisis or unforeseen events, it's crucial to have clear and effective
emergency procedures in place to ensure the safety of individuals and the continuity of
operations at Gingoog Greenfield University. This section outlines guidelines for handling
emergencies and provides a template for documenting emergency procedures.

Emergency Guidelines

1. Emergency Preparedness: Develop and maintain comprehensive emergency

preparedness plans that cover a range of potential scenarios, including natural
disasters, fires, medical emergencies, and security threats. Ensure that all members of
the university community are familiar with these plans and know their roles and
responsibilities in emergency situations.

2. Communication Protocols: Establish clear communication protocols for

disseminating emergency notifications and instructions to students, faculty, staff, and
visitors. Utilize multiple communication channels, including mass notification
systems, email, text messages, and social media, to reach individuals quickly and
effectively.

3. Evacuation Procedures: Develop evacuation procedures for different buildings

and facilities on campus, taking into account the layout, capacity, and accessibility
considerations. Conduct regular evacuation drills to familiarize occupants with
evacuation routes and assembly points, and evaluate the effectiveness of evacuation
procedures.

4. Emergency Response Teams: Designate and train emergency response teams

composed of staff members with specific roles and responsibilities during
emergencies, such as first aid responders, fire marshals, and incident commanders.
Ensure that these teams are equipped with the necessary training, equipment, and
resources to respond effectively to emergencies.
 5. Emergency Contacts: Maintain updated lists of emergency contacts, including
local emergency services, campus security personnel, medical facilities, and key
university administrators. Distribute these contact lists to relevant stakeholders and
display them prominently in common areas and facilities.

6. Continuity of Operations: Develop continuity of operations plans to ensure the

university can maintain essential functions and services during emergencies. Identify
critical systems, processes, and personnel required to sustain operations, and establish
procedures for remote work, alternate facilities, and resource allocation.

7. Training and Drills: Provide regular training sessions and emergency drills for
faculty, staff, and students to enhance preparedness and response capabilities. Use
scenarios based on realistic emergency situations to simulate response actions and
assess performance.

8. Post-Emergency Review: Conduct thorough debriefings and post-

emergency reviews following any significant emergency or crisis event. Identify
lessons learned, areas for improvement, and best practices to incorporate into future
emergency preparedness efforts.

Contacts and Escalation Procedures during Emergencies

During emergencies or critical situations, having clear contacts and escalation

procedures is paramount for a swift and coordinated response. Below are the essential
contacts and procedures to follow during emergencies:

● Emergency Services: Immediately contact local emergency services by dialing

911 to report the emergency and request assistance.
 ● Campus Security: Contact campus security personnel promptly by calling
+63 927-612-7942 or utilizing emergency call boxes located throughout the campus.

● Medical Facilities: For medical emergencies requiring immediate attention, contact

nearby medical facilities, including hospitals and clinics. Ensure that their contact
information is readily available.

● University Administrators: Notify key university administrators, including the

President, Vice Presidents, and other relevant personnel, about the emergency
situation as soon as possible. Utilize established communication channels for efficient
dissemination of information.

● Faculty and Staff: Inform faculty and staff members about the emergency situation
and provide instructions for response actions through email, text messages, or other
communication channels.

● Students: Alert students about the emergency and provide guidance on safety
measures and evacuation procedures through mass notification systems, social media
platforms, and campus-wide announcements.

● External Authorities: Coordinate with external authorities such as law

enforcement agencies, fire departments, and emergency management agencies as
necessary to facilitate a coordinated response to the emergency.

● Escalation Procedures: Establish clear escalation procedures to ensure that

emergency situations are escalated to the appropriate level of authority for prompt
decision-making and action. Define criteria for escalating emergencies based on
severity, impact, and scope.

Emergency Procedures Documentation Template

● Title: [Enter the title of the emergency procedure document]
● Date: [Enter the date of creation or last update]
● Scope: [Describe the scope and applicability of the emergency procedures,
including the types of emergencies covered and the areas of the campus
affected]
● Objective: [State the objective of the emergency procedures, such as
ensuring the safety of individuals, minimizing property damage, and
maintaining continuity of operations]
● Responsibilities: [Outline the roles and responsibilities of individuals and
teams involved in emergency response, including emergency responders,
coordinators, and communication personnel]
● Communication Protocols: [Detail the communication protocols and
channels used to disseminate emergency notifications and instructions,
including contact information for key personnel and emergency services]
● Evacuation Procedures: [Provide step-by-step instructions for evacuating
buildings and facilities, including evacuation routes, assembly points, and
procedures for assisting individuals with disabilities]
● Emergency Response Teams: [List the members of emergency response
teams, their roles and responsibilities, and procedures for activating and
coordinating their response efforts]
● Emergency Contacts: [Include a list of emergency contact numbers for local
emergency services, campus security, medical facilities, and university
administrators]
● Continuity of Operations: [Outline procedures for maintaining essential
functions and services during emergencies, including remote work
arrangements, alternate facilities, and resource allocation]
● Training and Drills: [Describe the training programs and emergency drills
conducted to prepare faculty, staff, and students for emergencies, including
frequency, objectives, and evaluation criteria]
● Post-Emergency Review: [Explain the process for conducting
post-emergency debriefings and reviews, including documentation of lessons
learned, corrective actions, and follow-up tasks]
● Approval: [Obtain approvals from relevant stakeholders, such as university
administrators or safety committees, to ensure the emergency procedures are
authorized and endorsed]
● Version Control: [Maintain version control for the emergency procedures
document, including revision history, change logs, and archival procedures, to
ensure accuracy and accountability]
 TRAINING AND ONBOARDING

Effective training and onboarding processes are essential for ensuring that new team
members at Gingoog Greenfield University are equipped with the knowledge, skills, and
resources needed to contribute effectively to their roles. This section outlines guidelines for
conducting training and onboarding activities, along with procedures for onboarding new
team members and accessing training materials and resources.

Training and Onboarding Guidelines

1. Needs Assessment: Conduct a needs assessment to identify the training

requirements of new team members based on their roles, responsibilities, and skill
levels. Consider factors such as job-specific knowledge, technical skills, compliance
requirements, and organizational culture.

2. Tailored Training Programs: Develop tailored training programs that address the
specific needs and objectives of new team members. Provide a combination of
orientation sessions, on-the-job training, online courses, workshops, and mentorship
opportunities to facilitate learning and skill development.

3. Onboarding Process: Implement a structured onboarding process to welcome

new team members and familiarize them with the university's mission, values,
policies, and procedures. Assign mentors or buddy systems to provide guidance and
support during the initial transition period.

4. Training Evaluation: Evaluate the effectiveness of training programs through

feedback mechanisms, assessments, and performance evaluations. Solicit feedback
from new team members to identify strengths, weaknesses, and areas for
improvement in training delivery and content.
 5. Continuous Learning: Encourage a culture of continuous learning and
professional development among team members by providing access to ongoing
training opportunities, certifications, conferences, and seminars. Support individuals
in setting learning goals and pursuing career advancement opportunities.

6. Recognition and Rewards: Recognize and reward team members who actively
participate in training and demonstrate commitment to their professional growth and
development. Acknowledge achievements, milestones, and contributions to fostering
a culture of learning and excellence.

Procedures for Onboarding New Team Members

1. Pre-Onboarding Preparation: Before the first day of employment, HR

coordinates with the hiring manager to ensure all necessary paperwork, equipment,
and access credentials are prepared for the new team member.

2. Welcome and Orientation: On the first day, the new team member receives a
warm welcome from HR and their supervisor. They participate in an orientation
session covering university policies, benefits, facilities, and introductions to key
personnel.

3. Job-Specific Training: The new team member undergoes job-specific training

tailored to their role and responsibilities. This may include shadowing experienced
colleagues, attending training sessions, and completing online courses.

4. Mentorship and Support: A designated mentor or buddy provides ongoing

guidance and support to the new team member, helping them navigate their role,
understand expectations, and integrate into the team culture.

5. Performance Monitoring: Supervisors monitor the performance of new team

members closely during the initial probationary period, providing regular feedback
and coaching to address any challenges or areas for improvement.
 6Feedback and Evaluation: HR conducts periodic check-ins with new team members
to gather feedback on the onboarding experience and assess their progress.
Supervisors conduct performance evaluations to determine whether the new team
member has successfully completed the probationary period.

Training Materials and Resources

1. LinkedIn Learning: Our team members will have access to LinkedIn Learning, a
leading online learning platform renowned for its extensive library of courses and
tutorials. With a focus on professional development, LinkedIn Learning offers a
diverse range of courses tailored to our team's roles and interests.

2. Internal Training Resources: Gingoog Greenfield University takes pride in

developing and curating internal training resources designed specifically for our team
members. These resources encompass comprehensive manuals, guides, videos, and
presentations covering university policies, procedures, systems, and industry best
practices.

3. Tailored Workshops and Seminars: We prioritize organizing workshops,

seminars, and guest lectures tailored to the needs of our team members. These events
delve into various topics essential for academic and professional development,
ensuring that our team members receive targeted knowledge and skills enhancement
opportunities.

4. Allocated Professional Development Funds: Our commitment to professional

growth is reflected in the allocation of dedicated funds for our team's development.
These funds enable team members to participate in conferences, workshops, and
certification programs directly aligned with their roles and career aspirations.

5. Structured Mentoring Programs: Gingoog Greenfield University offers

structured mentoring programs aimed at providing personalized guidance and
support to our team members. Through these programs, experienced professionals
mentor newcomers, assisting them in navigating their roles, honing their skills, and
achieving their career objectives effectively.