Are You Ready for the Year 2000?

Will your research or work you oversee be affected by Year 2000 bugs? Will your desktop computer, software, or equipment with embedded chips work properly after January 1, 2000? Do you have contingency plans if your lab, office, or home equipment fails? Have you received guidance from your department's Year 2000 coordinator? If not, now is the time.

New grants and grant renewals now contain Year 2000 language. Principal investigators "generally have full responsibility for the scientific, administrative, and financial aspects of the activity being supported. This responsibility extends to anticipating and reacting to events such as the Year 2000 and taking all steps necessary to mitigate potential problems."

UW Critical Systems and Facilities on Track for Year 2000 Consultants hired by the Washington State Department of Information Systems are working with the University of Washington to monitor the university's critical information systems for Year 2000 compliance. A review of the UW's facilities, infrastructure, and embedded chip systems is being monitored by consultants hired through the State Department of General Administration and working with UW Facilities Services. Efforts in both areas are well underway and on track. Risk assessments on all of the UW's central information systems have been performed. UW Facilities Services and C&C have identified which equipment and systems require upgrading, modification, replacement, or disposal. Of the critical university information systems, the financial accounting system, purchasing accounts payable systems, student information systems, and lab safety system are now certified Year 2000 compliant.

While others are working to bring the university's central information systems and facilities into compliance, it is critical that you and others in your department investigate potential local problems and liabilities. This includes not only fixing your own equipment, but also developing contingency plans. Even if everything looks good on your end, you still may be affected. Your research partners may be unable to provide essential data, suppliers may not be able to deliver necessary supplies, and you may be trying to interface with systems elsewhere that no longer work.

Eight Steps You Can Take

1. Identify the important work you do. Do you accumulate, transfer, or receive information?

2. If this work is supported by a computer, software, or non-computer specialized equipment, be aware that:
   • Computers without a compliant Real Time Clock may have an effect on macros in spreadsheets or other applications.
   • Date fields in databases and spreadsheets may not be exchangeable without an expanded date field.
   • Some software programs are not Year 2000 compliant and you may encounter operating difficulties after January 1, 2000 even if your computer is compliant.
   • Some non-computer specialized equipment may have embedded date-sensitive chips that may not operate correctly after January 1, 2000.

3. Determine whether your computer, software, and non-computer specialized equipment (your assets) are Year 2000 compliant:
   • Has a computer and equipment specialist evaluated your assets for Year 2000 compliancy?
   • If you do not have the expertise to evaluate your equipment, contact your departmental Year 2000 coordinator.
   • If your assets have been reviewed and found to be compliant, has that message been communicated to your Year 2000 coordinator?

4. If you have sensitive or valuable supplies or research being preserved by climate-controlled devices:
   • Do your research specimens require cooling, freezing, or a constant temperature?
   • Do you have assurances that the equipment you use will work after January 1, 2000?

5. Find out if you are included within the scope of emergency backup power. (Assume you are not, unless notified differently.)

6. Provide your departmental Year 2000 coordinator with a list of your equipment that you believe not to be Y2K compliant.

7. If you are located off campus:
   • Have you received any assurances from the lessor that the building will operate without any difficulties related to Year 2000 considerations (such as the electricity, security, heating and air conditioning, elevators, etc.)?
   • If no assurances have been made, an inquiry on the status of the building and its systems should be formally requested from the lessor.
8. Have a contingency plan that addresses these issues:
   • Are your computer files backed up?
   • Have you devised steps to continue operating in case of computer or equipment breakdown?
   • Can you continue to interface with databases that you need to provide information to or receive information from?
   • If the electricity goes out, what will you do to preserve your frozen or heated material?
   • Do you have a communications plan? Who should be notified in case of equipment failure, and have responsibilities been assigned?
   • Consider stocking up on some essential supplies in case your supplier has Year 2000 problems.

Your Year 2000 Coordinator

Visit the Year 2000 Web site for useful information on what you can and need to do.

Your departmental Year 2000 coordinator is listed on the UW Year 2000 Web site and wants to hear from you and provide assistance. This Web site (at www.washington.edu/computing/ 2000/) also has links to computer, software, and embedded chip manufacturers to query about your equipment. It's a good idea to check your Year 2000 status as soon as possible.

Free Software to Test Your PC

Y2K and Uniform Access