IT Calendar and Work Mode Management

IT Calendar

You can use IT Calendar to review planned work modes for the services, systems and databases which are relevant for your daily work. From the IT Calendar you can also schedule work modes like peak business hours. The default page displays a calendar view showing the planned events for the selected systems, databases, hosts or services in the next days.

You can

  • See detailed information on planned events by clicking on the event.
  • Switch between hours, day and months views
  • Create work modes and IT events for the selected systems
  • Switch between a view that displays work modes on system level and work modes on instance level
  • Export events to spreadsheet
  • Import work modes from a spreadsheet
  • Personalize your display by adding custom pages

How to open IT Calendar

  1. Open the Launchpad.
  2. Select Advanced System Management
  3. Select IT Calendar and Work Mode Management

Scope Selector

The scope selector allows you to select the systems, databases hosts and external services that should be displayed in IT Calendar according to different criteria.

You can define a default variant that is executed automatically the next time you open IT Calendar as follows:

  1. Select "Select Variant"
  2. Select "Save as" to save your search criteria in the scope selector under a name
  3. Select "Set as Default" if the variant should be the default variant for the next time you open IT Calendar
  4. Select "Execute on select" if the variant should be executed automatically when you reopen IT Calendar

Settings

Via the settings button you can filter the event types to be displayed, choose in which time zone the events should be displayed and choose a holiday calendar to highlight the respective holidays in the IT Calendar.

System and Instance Switch  

You can switch between the "Technical System" and "Technical Instance View" .

  • In the "Technical System" view you can see all events scheduled for the system and you can schedule new work modes for the selected technical system.
  • In the "Technical Instance" view you can see work modes  for the instances of the selected systems  and  schedule new work modes for the selected instances. The "Technical Instance" shows only instances of ABAP, JAVA and HANA systems.

Time Granularity Switch and Time Navigation

You have the following options to change the time frame displayed in IT Calendar:

  • The time granularity switch allows to switch between Hours, Days, Months, 1 Week, 1 Month view. The 1 Week view always renders a full week. It displays seven days on one screen. The start date is always the beginning of the week  (depending on the locale). The 1 Month view shows an entire month. On desktop, the 1 Month view always displays an interval of 31 days. When the displayed month is shorter (28, 29, 30 days), days from the following month are displayed. They have a different visual state and serve as navigation to the following month.
  • Click on "Today" to go back to the current date/moment.
  • Click on the arrows to navigate to the next or previous interval.
  • Select the date to navigate to another time period.

Show Event Details

Click on an event to display the event details. Depending on the event type you can open the event in the originating application, copy or delete the event.

Download and Upload of Events

You can download events into an excel file as follows:

  1. Select File → Download Events.
  2. Select the time frame and the event types.
  3. Select OK.

You can upload work modes from a csv file as explained further below.

Work Mode Management

Work Mode Management allows planning and maintenance of Work Modes for Technical systems, instances, databases, hosts and external services,

The following types of work modes are supported:

Work Mode Type

Description

Integration with System Monitoring and Service Availability Management

Planned Downtime

Work mode during which the system is technically down and you do not have access. System administrators can use this work mode to perform planned administration tasks that can only be performed during downtime.

 

System monitoring alerts are suppressed during planned downtimes.

A new planned downtime entry is created in service availability management at the end of the planned downtime. By default, it is marked as not -SLA relevant.

Maintenance

 

Work mode during which the system is technically up and you have no access. System administrators can use this work mode to perform planned administration tasks that can only be performed during maintenance.

 

No integration

 

Peak Business Hours

Work mode during which the system is technically up and you have access. Most users are logged on to the system and load peaks are expected.

 No integration

Non-Peak Business Hours

 

Work mode during which the system is technically up and you have access. Less users are logged on to the system, and load peaks are not expected.

No integration

Non-Business Hours

Work mode during which the system is technically up and you have access. Most users are not logged on to the system and load peaks are not expected

 

No integration

You have three possibilities to schedule work modes:

  1. schedule them manually from IT Calendar.
  2. perform mass upload via excel file.
  3. use the provided work mode management APIs to define your own interface from external tools (see https://support.sap.com/en/alm/focused-solutions/focused-run-expert-portal/it-calendar-and-work-mode-management.html)

Work Mode Scheduling from IT Calendar

You can schedule work modes manually from IT Calendar as follows:

  1. Open the IT Calendar for the selected scope.
  2. Select one or multiple systems, databases or instances and select "Create work modes" to create new work modes.

 

Proceed as follows to create new work modes:

  1. Enter title, type start and end date and time. The start and end date are prefilled from the first displayed date in IT Calendar, but you can overwrite it.
  2. Optionally you can choose one category and maintain a description.
  3. If you select the recurring flag, you can define recurrence pattern for the work mode. The following recurrence patterns are supported:
    • Daily. These work modes are scheduled daily. Example:  every day from 08:00 am until 04:00 pm. but not on holidays maintained in Holiday calendar
    • Weekly. These work modes are scheduled weekly . Examples: 
      every Monday to Friday from 08:00 am until 04:00 pm. but not on holidays maintained in Holiday calendar
      every Friday from 08:00 am until 11:00 am.
    • Weekly Multiple Patterns.
      Example:  every Monday to Friday from 08:00 am until 11:30 and from 01:00 pm until 04:00 pm  
    • Monthly. These work modes are scheduled monthly. Examples: 
      every 1st Monday of every 2nd month
      On the 2nd of every month

For recurring work modes, you should enter a start date when the first occurrence starts and an end date when the last occurrence ends.
Note: After saving recurring work modes, not all constituents will be visible in IT Calendar directly, only the first 100 constituents. A periodic batch job generates the next work modes subsequently.

  1. The technical component tab shows the systems, instances, hosts and databases for which the work mode shall be scheduled. By default, the components selected in IT Calendar are pre-populated. If you have started the Work Mode Scheduling UI for systems, you can add additional systems here.
    • For each system, the work mode will be scheduled also on the system instances.
    • You can choose whether the work mode shall be scheduled also to related system database and it's instances.
    • You can choose whether the work mode shall be scheduled also to related physical or virtual hosts.
  2. Press save button to schedule the work modes.
    If it was possible to save the work modes you should get a popup "Workmode successfully scheduled". Otherwise check the error message and correct the problem.
  3. Via send instant notification you can send an email informing other users that a work mode has been scheduled.

Mass Upload of work modes from csv file

You can maintain multiple future work modes in one csv file  and upload them to IT Calendar as follows:

  1. Select File and Upload Work Modes
  2. Download the template
  3. Fill the template as follows:
    Enter 1 line per work mode to be created. Separate the values in the line by comma.
    • Enter the name of the customer network the system belongs to. You can find the network names under Global Settings & Network Configuration à Network Creation.
    • Enter a title under which the work mode shall appear in IT Calendar
    • Enter the system id, host or database for which the work mode shall be created. In case of systems enter the extended ID. For technical systems, the work modes will be propagated to the system database and to the physical hosts of the system and database. 
    • Enter the System type (e.g. ABAP, JAVA, BOBJ, HANADB,..)
    • Enter the context type as follows: 060 for Technical System, 080 for database, 030 for Technical Instance, 020 for host
    • If the work mode must be created only on an instance of the specified ABAP or JAVA system, enter the instance name here. Otherwise leave the field empty.
    • Enter the Work Mode Type as follows:  010 Planned Downtime, 030 Peak Business Hours, 040 Non-Peak Business Hours, 050 Non-Business Hours, 020 Maintenance.
    • Enter the start and end date in the form YYYYMMDD. 
    • Enter start and end time in the form HHMMSS.
      Start date and time must be in the future. Creation of work modes for the past is not possible. End date and time must be after start date and time.
    • Enter the time zone to identify the time zone of dates and times. You can check table TTZZ for supported time zone abbreviations.
    • Enter the work mode category as follows:  001 Hardware Maintenance-General, 002 Hardware Maintenance-Application Server, 003 Hardware Maintenance-Database Server, 004 Hardware Maintenance-Middleware, 005 Hardware Maintenance-Network, 006 Hardware Maintenance, 007 Software Maintenance-General, 008 Software Maintenance-SAP, Software Maintenance-Operating System, 010 Software Maintenance-Database, 011 Software Maintenance-Other Component.
    • Enter optional a description
  4. Upload the template
  5. Check if there are any error messages. The error messages indicate the line of the csv file where the error occurred.

Examples:

  • You want to create a planned downtime for ABAP System ABCCUS including its database and physical hosts. The system belongs to customer network DAT-CUS-01. Add 1 line to the csv file as follows and upload it to IT Calendar:
    DAT-CUS-01,Security Patching,ABCCUS,ABAP,,060,010,20180407,20180407,110000,120000,UTC,001,Security patching for OS
  • You want to create a planned downtime for Database XYZCUS. The database belongs to customer network DAT-CUS-01. Add 1 line to the csv file as follows and upload it to IT Calendar:
    DAT-CUS-01,Security Patching,XYZCUS,DBSYSTEM,,080,010,20180407,20180407,110000,120000,UTC,001,Security patching for OS.
  • You want to create a planned downtime for hosts "host1" and "host2". The hosts belong to customer network DAT-CUS-01. Add lines to the csv file as follows and upload it to IT Calendar:
    DAT-CUS-01,Security Patching,host1,,,020,010,20180407,20180407,110000,120000,UTC,001,Security patching for OS
    DAT-CUS-01,Security Patching,host2,,,020,010,20180407,20180407,110000,120000,UTC,001,Security patching for OS

Automated Work Mode and IT Event Notifications

Focused Run can send out automatic e mail or SMS notifications about planned work modes in a predefined schedule and using a predefined rich text or HTML template. Please refer to Notification Management for more information.