Vanderbilt Register:Vanderbilt committee looking at Year 2000 problem

Vanderbilt committee looking at Year 2000 problem

A University task force has been established to address the Year 2000 problem that will effect systems and equipment campuswide. The following memo from the task force synopsizes Vanderbilt's efforts to address the Year 2000 problem.

The turn of the century brings with it many challenges, one of which is analyzing systems and equipment that may fail when the calendar year changes from 1999 to 2000. This is an issue because of the way computers process dates. It has been a standard practice for computers to represent the year as a 2-digit number, i.e. 97 for 1997. Every department may be at risk for losing valuable research, systems, data stored on individual PCs and other departmental equipment.

Vanderbilt began reviewing systems for Year 2000 compliance some time ago, and this compliance was a factor in deciding to purchase PeopleSoft for our global student and financial systems. We are also reviewing facility systems such as elevators, sprinklers, thermostats and security systems.

At this time, we need to look at systems in each department and assess what is at risk, and the cost of bringing these systems into compliance. We also need to be sure that all equipment, software and systems purchased are Year 2000 compliant.

A Year 2000 (Y2K) task force has been appointed to coordinate an assessment of what systems may be affected, summarize the scope of the problem and research strategies for addressing it. The Y2K task force is planning a communications strategy to help make everyone aware of the issue and bring it into the forefront. Also, you should make this a topic at upcoming faculty and staff meetings to raise awareness.

Following is a list of frequently asked questions for your reference.

FAQ 1: Why is this a problem?

Since the advent of computing technology, programmers have saved space and time by coding the year as a two digit date field. Now that these two digits are rolling back over to 00, any calculation that involves a date may fail unless the system is Year 2000 compliant. More than computer systems are at risk. Any device that uses a computer chip for date calculation needs to be reviewed for compliance. This includes elevators, heating and cooling systems, medical devices and VCRs.

FAQ 2: How do I know if I have a problem?

For your systems and equipment to be ready for Year 2000, your hardware, operating system and program application must all be able to process 4-digit dates. The Y2K task force will send material to the coordinator you appoint on how to check these three components.

FAQ 3: What common hardware and software releases are already compliant?

Computers: All computers with pentium processors and ll Macintosh computers are Y2K compliant.

Operating Systems: MS-DOS, Windows 3.1, Windows 95, OS/2, NT.

Software: Microsoft Access 97, Microsoft Excel 97, Microsoft Word* (no versions are compliant when you use the 2-digit date field; all versions are compliant if you use the 4-digit date field), Lotus 1-2-3 Release 5 for Windows (1-2-3 for DOS is NOT compliant), Lotus AmiPro (compliant except for monthly calendar style sheet), Lotus Approach 2.1 for Windows, Lotus Smartsuite 3.1, Corel Paradox 7.0 for DOS/Windows (when using 4-digit date fields), Corel Paradox 8.0 for DOS/Windows (when using 2-digit date fields), Corel WordPerfect Version 7 (if upgraded for Windows 95 or NT) and Corel WordPerfect Version 8

FAQ 4: If we have a problem, what are the possible options to correct it?

1. The vendor you purchased it from will fix it.

2. You can fix it "in-house."

3. You can contract with an outside firm to fix it.

4. Replace or upgrade the system.

5. Decide if you will need the system after 1999.

FAQ 5: When do we need to have all systems in compliance?

The deadline is November 1999.

FAQ 6: Who is responsible to be sure our systems don't crash on 1/1/2000?

Although the administration will provide guidance and assistance, you are ultimately responsible.

FAQ 7: Where can I go for more information?

Several Y2K Web sites have been established such as:

The Year 2000 Homepage: http://www.Year2000.com

Windows Magazine's Page: http://www.winmag.com/people/melgan/year2000/

IBM: http://www.software.ibm.com/year2000/index.html

HP:http://hpcc920.external.hp.com/cposupport/personal_computing/support_cos/bpv03013.html

Compaq: http://www.compaq.com/support/techzone/solutions/sal1092b.html

Vanderbilt is establishing its ownY2K home page.

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