Misrak Poly-Technic college

Competency : Determining Maintenance Strategy

LO1. Identify and Analyze Maintenance Needs

Maintenance of information technology (IT) systems is crucial to ensure their

continued functionality, security, and alignment with business objectives. The
process of identifying and analyzing maintenance needs involves a systematic
approach to assess risks, review system architecture, conduct audits, determine
warranty status, identify critical components, and propose maintenance solutions.

1.1 Identifying Risks to Business Continuity

Definition: Risks to business continuity refer to potential threats that could disrupt
normal operations.

Process

Identify and assess risks such as hardware failures, software vulnerabilities,

security breaches, or natural disasters.

Categorize risks based on their potential impact and likelihood of occurrence.

1.2 Reviewing Systems Architecture and Configuration Documentation for

Currency

Currency Check
 Regularly review system architecture and configuration documentation to
ensure it reflects the current state of the IT environment.
 Update documentation to accommodate changes in hardware, software, or
network configurations.

1.3 Conducting Equipment and/or Software Audit

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Audit Process
 Conduct thorough audits of both hardware and software components.
 Identify all IT assets, including servers, workstations, networking devices,
and licensed software.
 Verify that the actual configuration aligns with the documented
specifications.

1.4 Determining and Documenting Warranty Status of Components and/or

Software

Warranty Assessment
 Assess the warranty status of hardware components and software
applications.
 Document warranty expiration dates and conditions.
1.4.1 Vendor Requirements
 Understand and document any specific warranty requirements outlined by
vendors.
 Ensure compliance with vendor stipulations for maintenance and support.
1.4.2 Project or Organizational Requirements
 Identify any additional project or organizational requirements related to
warranties.
 Document and align maintenance activities with these requirements.

1.5 Identifying Critical Components and/or Software and Document

Recommendations

Critical Component Identification

 Identify components and software crucial to business operations.
 Document recommendations for proactive maintenance and prioritized
attention to critical elements.

1.6 Documenting Identified Risks and Problems

Risk Documentation
 Record all identified risks and problems during the maintenance needs
analysis.
 Include details such as the nature of the risk, potential impact, and
recommended actions.

1.7 Developing Recommended Maintenance Solutions to Meet Business Needs

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Solution Development
 Formulate maintenance solutions tailored to address identified risks,
problems, and critical components.
 Align solutions with specific business needs and objectives.
Business Impact Assessment
 Evaluate the potential impact of proposed maintenance solutions on overall
business operations.
 Ensure that recommended solutions are feasible and cost-effective.

Conclusion

Identifying and analyzing maintenance needs is a comprehensive process that

involves assessing risks, reviewing system documentation, conducting audits, and
proposing tailored solutions. This proactive approach ensures that IT systems
remain resilient, secure, and aligned with business continuity requirements.
Regular updates and adaptation of maintenance strategies are essential to address
evolving risks and business needs.

LO1 Self-check Questions

Multiple Choice Questions on Identify and Analyze Maintenance Needs

1. What is the primary objective of identifying risks to business continuity?

A) Enhancing system performance
B) Ensuring data confidentiality
C) Safeguarding against potential disruptions
D) Improving user experience
2. Why is reviewing systems architecture and configuration documentation
important?
A) To increase energy efficiency
B) To ensure compliance with legal regulations
C) To verify the current and accurate representation of the system
D) To reduce maintenance costs
3. What is the primary purpose of conducting an equipment and/or software
audit?
A) Identifying software for removal
B) Verifying compliance with licensing agreements
C) Estimating depreciation for financial reporting
D) Ensuring proper disposal of equipment
4. Why is determining warranty status important for maintenance planning?
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A) To negotiate better warranty terms

B) To assess the lifespan of components and/or software
C) To identify potential security risks
D) To streamline procurement processes
5. What aspect does considering vendor requirements involve?
A) Evaluating user feedback
B) Complying with contractual obligations
C) Reducing maintenance costs
D) Enhancing system performance
6. When determining warranty status, what should be considered under project
or organizational requirements?
A) Cost of maintenance
B) Technical specifications
C) Compatibility with existing systems
D) Alignment with project goals
7. Why is it important to identify critical components and document
recommendations?
A) To expedite the maintenance process
B) To allocate resources more efficiently
C) To prioritize maintenance efforts based on impact
D) To reduce overall maintenance costs
8. What is the primary purpose of documenting identified risks and problems?
A) To allocate blame for system issues
B) To create a historical record for future reference
C) To simplify communication with stakeholders
D) To avoid addressing the issues immediately
9. Why is it essential for recommended maintenance solutions to meet business
needs?
A) To impress stakeholders
B) To align maintenance efforts with organizational goals
C) To minimize the need for further maintenance
D) To increase vendor satisfaction

II. True or False questions with answers on "Identify and Analyze

Maintenance Needs"

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1. Identifying risks to business continuity is a one-time activity and does not require
regular review.
2. Reviewing systems architecture and configuration documentation is essential for
understanding the current state of the IT environment.
3. A software audit is focused solely on identifying issues with hardware
components.
4. Determining and documenting warranty status is crucial for tracking the support
lifecycle of components and software.
5. Identifying critical components and software is not necessary as all components
contribute equally to system performance.
6. Documenting identified risks and problems is a crucial step for transparency and
future reference.
7. Developing recommended maintenance solutions should only focus on technical
aspects and not consider business needs.

1. C) Safeguarding against potential disruptions.

The primary objective of identifying risks to business continuity is to ensure the

organization can continue essential operations despite disruptions caused by internal or
external factors.

2. C) To verify the current and accurate representation of the system.

Reviewing documentation clarifies the system's architecture, configuration, and current

state, which is crucial for effective maintenance planning and identifying potential
issues.

3. B) Verifying compliance with licensing agreements.

Auditing equipment and software helps ensure licenses are valid, prevents unauthorized
software usage, and avoids legal compliance issues.

4. B) To assess the lifespan of components and/or software.

Knowing warranty status helps estimate lifespan and predict maintenance needs,
allowing for proactive planning and resource allocation.

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 Misrak Poly-Technic college

5. B) Complying with contractual obligations.

Vendor requirements often stipulate specific maintenance procedures, conditions, and

timelines, which need to be factored into plans.

6. D) Alignment with project goals.

Project or organizational requirements may dictate specific maintenance approaches,

acceptable downtime, or cost considerations, influencing warranty considerations.

7. C) To prioritize maintenance efforts based on impact.

Identifying critical components and documenting recommendations allows for prioritizing

maintenance based on potential impact on operations and minimizing disruptions.

8. B) To create a historical record for future reference.

Documenting risks and problems creates a valuable record for future analysis, learning
from past issues, and improving maintenance strategies.

9. B) To align maintenance efforts with organizational goals.

Maintenance solutions should prioritize business needs and contribute to achieving

organizational goals, balancing costs with operational effectiveness.

You've got some great True or False questions on identifying and analyzing
maintenance needs! Here are the answers with explanations:

1. False. Identifying risks to business continuity is an ongoing process. New threats and
vulnerabilities emerge, and existing risks can change severity, requiring regular review
and updates to maintenance plans.

2. True. Reviewing documentation provides insight into the system's current layout,
configuration, and potential issues, essential for accurate maintenance planning and
avoiding surprises.

3. False. A software audit encompasses both software and related hardware, assessing
licensing compliance, compatibility, and potential conflicts that impact the overall
system's performance.

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 Misrak Poly-Technic college

4. True. Documenting warranty status helps track support availability and plan
maintenance activities within warranty periods, optimizing resource allocation and cost
management.

5. False. Critical components and software have a higher impact on system functionality
or business operations. Identifying them allows for prioritizing maintenance efforts and
minimizing disruptions.

6. True. Documentation fosters transparency, facilitates information sharing, and

provides a valuable historical record for future analysis, learning from past experiences,
and improving maintenance strategies.

7. False. Recommended maintenance solutions must consider both technical feasibility

and business needs. They should align with organizational goals, budget constraints,
and minimize disruptions to essential operations.

Remember, effective maintenance planning requires a comprehensive approach that

considers various factors beyond just technical aspects. I hope these explanations
clarify the answers and enhance your understanding of this crucial IT practice.

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