Run Book, Run!!!

run-bookHow many of you actually have a “Hit-by-the-Bus” handbook? What is that, you ask? It is a document that explains how to execute all your jobs and SSIS packages. In addition, I preference mine with all key elements someone might need, like where passwords are stored, architectures, backup times, where are backups stored, etc… then dig into the job steps. The purpose of this document is so that someone with some SQL skills could step in if needed. You never know when you will be hit by a bus or win the lottery and someone has to take over for you.

Important things to note:

  • Step by Step with Pictures
  • Diagrams – Pictures are worth a thousand words
  • Plain English— Do this, then this, because of this, and watch out for that
  • Jobs- Rerun information, what to do if fails, what not to rerun when
  • Make a HARD Copy

Here is an example:

SERVER NAME

JOBS

LoadEDIDataandValidate: Imports a file \\EDI_FTP\CUSTOM_HOLD_RELEASE\EDI35020110908.log of EDI records that were sent from Gentran to Server A and Server B. It then validates that Server A and Server B have posted those records to their systems. Alerts are sent when something does not post with 15 minutes or record is in QUEUE status on Server B for more than 60 minutes. Server A and Server B data are kept separate on purpose do not combine those tables. As of 3/9/2015 It also sends out a TXT message if count is >50 that have not been posted.

Schedule: Runs Daily every 15 minutes between 2:16 and 11:21 am. This corresponds with 15minutes after Gentran begins and ends its daily processing.

Steps: Executes SSIS Package EDI350Import.dtsx and executes 2 stored procedures; jobValidateEDIServerAEDI350ServerB and jobValidateEDI350

Rerun: Can be rerun any time. Right Click on Agent job and Choose Start Job at step… There is only one.

sample

Here are some other examples of rerun information (try to be a clear as possible:)

Rerun: Can be rerun prior to 4 pm. If run post 4pm you’ll have to manually change the date (@pdate) of the data being pulled. Always verify no partial data was brought into table before rerunning clear out any data loaded.

Rerun: Do not rerun. Load the data manually to Server X for any missing data and use date_billed as key field for data pull

Rerun: This job will fail if there is a duplicate XXX number. You’ll need to resolve the duplicate before you can successfully rerun. It can be rerun prior to 4 pm. If run post 4pm you’ll have to manually change the date (@pdate) of the data being pulled. Always verify no partial data was brought into table before rerunning clear out any data loaded.

Why Share My Knowledge?

Don’t try to build job security into what you do. I know many that worry about giving up the knowledge to others. Having the sole “how to” knowledge for some, gives them a sense of job security. While to a point that might be true, it also locks you in to your current position. Many that hoard their knowledge never advance because they find themselves invaluable in their current position. “We can’t move them because they are the only ones who know about such and such”. Why put yourself in that position? If you can’t ever be replaced, you also can’t move up.

As a lone dba, I find this run book to be vital. It allows me to direct someone to the book and I can walk them through running anything I need them to in my absence.  It allows me to take a vacation or a day off while giving others the tools to get things done.

Why is it important to have a hard copy?

I’ve found over the years having some tangible steps in hand to follow and make notes helps those who have to cover for me. It’s very easy for them to grab a book off my shelf and follow step 1, 2, and 3. It also gives them a place to take notes as they go through the steps that I can later use to modify documentation for better clarity.

If you don’t have a run book I highly suggest you take the time to make one. Now keep in mind a run book is only a helping guide. I automate as much error handling as possible and build in code to minimize the use of this of this book.  However, in my opinion it is invaluable.  The book can give you some space for someone else to cover for you and when that day comes when you win the lottery, you will have left everyone with great notes on how to run things.

Now, off to buy that lottery ticket. Wish me luck!