IT Processes and Responsibilities

The IT department at the convention is responsible for setting up and maintaining the core technology infrastructure, including the registration server, network systems, and payment platforms like PayPal. They ensure reliable internet access, manage on-site equipment such as laptops and printers, and troubleshoot any technical issues that arise during the event. Post-con, IT handles server decommissioning, data syncing, and backups to keep the registration and other systems running smoothly.

IT may provide assistance to our Tech (A/V) team, and vice versa when relevant and available.

Key Skills for IT

Key skills an IT staff member needs include general Linux administration for managing servers and systems, networking to set up and troubleshoot internet and Wi-Fi connections, and DevOps automation skills (preferably with tools like Ansible) for software deployment and maintenance. They should also be proficient in hardware troubleshooting (printers, laptops, networking equipment), familiar with cloud services (such as Cloudflare for syncing and security), and have strong problem-solving and communication skills to assist users and work with other departments efficiently.

Processes and Responsibilities

Server Maintenance (Year-Round)

• Maintain the main server, Yuzuki on VPS Dime.
• Regular package updates for GitLab, MediaWiki, OS, and any other software. (Every two weeks in a perfect world, but this world ain't that perfect.)
• Maintain email systems via MX Route.
• Manage Cloudflare setup
• Update other web properties and ensure uptime.

Pre-Con IT Prep

• Negotiate and plan with the venue regarding internet and wireless setup.
• Pull out laptops and other IT equipment from storage, check them over.
  • Reinstall or update operating systems, ensure readiness for use.

At-Con IT Responsibilities

• Set up the "At-Con" registration server, network, and other IT systems.
• Work with venue IT and AV teams for power drops, network setup, and printer/server setups on our stringer.
• Set up and manage Scylla, our at-con server, including ensuring syncing/access to the internet is working
• Manage in-person network and printer support (desktop support) for other staff and departments.
• Monitor, troubleshoot, and resolve any IT/networking issues during the event.
• Liaising with venue IT if issues arise.

Post-Con Teardown

• Do registration computer setup in reverse
• Decommission the "At-Con" server, a 20-step process that needs to be documented and followed precisely. (Causes about 20 minutes of downtime to Registration.)
• If no internet is available at the venue, manual backup and transfer of data should be done before storing servers.
• Ensure that the database is synced properly after the event to avoid months-long delays (as occurred in prior years).