Year 2000 Compliance in City University

Horizontal Rule [Jun 98]

Louisa Tang

 

Background

Anyone involved in information technology today is concerned about the impending century and the effects that changing to the Year 2000 will have on their computing environments. At the turn of the millennium, there is a danger of having the computer systems not working properly because they might recognize years by only two digits ("98" for 1998) instead of four digits. Year 2000 would then be read as Year 1900. In a report which is supposed to sort and list records in ascending order of dates, there will be records with Year field "00" (which is actually Year 2000) coming before those records with Year field "99" (which is actually Year 1999). The result of such errors might be devastating depending on the types of business. Similarly, date dependent arithmetic operations would also fail.

The Year 2000 (Y2000 or Y2K) problem is not confined to software alone. Equipment which has internal electronic logic for date handling may encounter the same problem. Such devices may include computer hardware, laboratory equipment, video-cassette recorders, fax machines, security systems, etc.

Computing Services Centre has long been aware of the problem and taken steps to ensure the central computer hardware, network infrastructure and central management information systems are Y2K compliant. The progress has been satisfactory. Confirmation of Y2K compliance of central computers and network devices has been obtained from the appropriate vendors. All information systems maintained by CSC will be able to take care of the issue before 2000. Our task is to continuously pursue the compliance of all the third-party layered products that run on the University central computers.


Scope of the Y2K Project

Since individual departments may acquire computers or IT related hardware, the Y2K project should be every department’s concern. Legal issues will be involved in contracts and license agreements, in particular, if the department is offering services or products that may be affected by the Y2K problem. In the following sections, the extent of the Y2K project will be outlined. Departments can use it as a reference on tackling the Y2K problem.

Existing Software

Licensed software packages have to be checked if they are Y2K compliant. If not, study the contracts with the vendors (if any) and check whether it is the responsibility of the vendors or software maintenance providers to ensure their software being Y2K compliant. Plan for the resources if required.

Public domain software in use has to be confirmed for its Y2K compliance by either consulting the authors directly, or checking the source codes if available.

For each in-house developed program, do a code check to ensure that it is Y2K compliant. If not, the department will have to weigh whether it is more appropriate to modify the existing programs, to do a thorough system rewrite, or to source other packages. Revised programs must be carefully tested before putting them back into the production environment. In case if programs need to be re-written, the department has to work out the conversion plan so that the absolute deadline of millennial crossover can be met.

For those non-Y2K compliant software packages, justification on its impact on the overall operation of the department has to be made. Its level of seriousness will have a direct indication of the priority of rectification.

Hardware & Equipment In Use

Check with the suppliers of all existing computer system(s) such as PCs, networking devices, respective operating systems and the associated peripherals such as tape management system etc., for their Y2K compliance. Actions to make all hardware Y2K compliant have to be planned and the budget needs to be allocated.

Don't leave out equipment that have programmable dates, e.g. laboratory equipment, fax machines, voice mail, etc. They should be checked if Year 2000 will affect their proper functioning.

Non-Software Suppliers

If the department relies on certain suppliers for ordinary goods and services (e.g. banks or insurance companies), their Year 2000 problem may become the department’s problem. This is even obvious if the software applications interact. Hence, it is advisable to discuss with the suppliers about their compliance, and the testing executed so far. To be on the safe side, examine the contracts with the suppliers, particularly the force majeure and liability limitation clauses, to see how their non-performance might be legally excused or limited.

Non-IT related Procedures and Activities

The Y2K problem may affect manual procedures or operations such as the filing system and other office activities, which depend on a time-based scheme with a two-digit year field. Devise modifications if necessary.


University's Customers

If the department is providing services or products to users outside the University, beware that failure to fix the Year 2000 problem, or any changes to the department’s operation procedures may affect the outside end-users as well. The problem is aggravated if the products provided are not Y2K compliant. Keep the end-users informed of any changes so that they can make the relevant adjustments.

New Acquisition

New hardware, software or services have to be guarded against Y2K non-compliance. All official orders are advised to include a statement to demand delivery of Y2K compliant products. Licenses and agreements should also include warranties for such.



Conclusion


The Year 2000 is not just a technical problem, and it is not just an IT department problem. It impacts everyone within the institution. To make the transition to the next century smooth and with minimal interruption to the normal working environment, contribution from every department/user is required. Bear in mind that we need to act early to ensure that our environment is safe from Y2K problem. To obtain more information on the Y2K issue, users are welcome to visit CSC Y2K web page at http://www.cityu.edu.hk/csc/y2k/y2k_home.html. For enquiry, please send email to cc@plink.cityu.edu.hk.

[Issue No. 15]


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Computing Services Centre
City University of Hong Kong
ccnetcom@cityu.edu.hk

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