Kent State University

Year 2000 Status Update

September 6, 1999

Kent State University is committed to maintaining the integrity of the systems for which we are responsible by ensuring full functionality of processing in year 2000 and beyond. Action plans are in place to ensure a smooth transition and the staff is fully engaged on the project. Our task began several months ago and includes application of system upgrades, application of software upgrades, purchase and installation of new hardware and renovation of code.

In the year prior to 2000, within 2000 and beyond, each item of hardware, software, and firmware for which we are responsible shall be able to: accurately process data including, but not limited to date calculations, date comparisons, and date sequencing; correctly import or export date data to any other external applications and/or systems; and identify and process Year 2000 leap year calculations.

The upgrade to Cobol for MVS, the Year 2000 compliant version of Cobol, was completed late in May 1999. The production database management system software, DB2, was upgraded to the Year 2000 compliant release the first weekend in June 1999. The conversion of the MVS operating system for Year

2000 was completed the second week in June 1999 along with the non-IBM system software. Subsequent to this upgrade IBM and a few of the third party system software vendors have announced additional maintenance and/or fixes to their software required for Year 2000 compliance. The known maintenance and/or fixes will be installed by late summer or early fall of 1999.

The Year 2000 compliant release of the AIX operating system software (IBM’s version of UNIX) is currently running on all but one of the RS/6000 computing platforms. The remaining node will be upgraded by September 1999. As with the IBM enterprise server, operating systems software maintenance is being installed as appropriate as it becomes available.

We operate the packaged IA administrative systems provided by Systems and Computer Technology (SCT). These Systems are either year 2000 compliant, as confirmed by SCT, or are undergoing renovation or upgrades and are targeted for completion Fall, 1999. The SIS system, the ADS system, and the DB2 version of FOCUS will be tested with the system date set ahead to specific dates in the year 2000 as a further confirmation of compliance.

• The Alumni Development System (ADS) is Y2K compliant. We installed a new upgrade to provide additional year 2000 functionality in May 1999.
• The Financial Records System (FRS), which includes budget processing, is Y2K compliant.
• The Human Resource System (HRS) is compliant. The vendor modifications for Year 2000 were implemented in May 1999. The vendor will support release 4.0 of HRS through the first quarter of 2000. An upgrade to HRS release 4.1 is planned for the first quarter of 2000.
• The Student Information System is not compliant. The SIS system has been upgraded in the test environment using the SCT supplied Year 2000 modifications. Functional testing using a system year of 1999 was completed in August 1999. The Year 2000 testing with the system year set to 2000 will be completed by October 1999. The system will be implemented by November 1999.
• The Degree Audit Record System is compliant.
• The Non-DB2 database Focus reporting software is not compliant. The compliant software release, for accessing HRS, ADS, and FRS data, has been in the test environment since the beginning of the year. The FOCUS master file descriptions for these systems reflect all of the Y2K date expansions that were delivered with the SCT upgrades. This release will be implemented by November 1999.
• The DB2 database FOCUS reporting software is not compliant. The compliant software release, for accessing SIS data, was put into the test environment in August 1999. The SIS FOCUS master file descriptions reflect the Y2K date expansions that were implemented in the SIS application. This release will be tested and implemented by November 1999.

• TELE monthly trunk and equipment billing system is Y2K compliant. MARS local and long distance usage monthly billing system required a COBOL code upgrade and is now Y2K compliant.
• All AT&T Kent campus equipment is Y2K compliant except System 25 and Intuity voicemail (which both can be upgraded via software revisions if necessary), and the DIAL voicemail which cannot be upgraded at all. All equipment will be replaced by 12/31/99 with the NEC Telephone Switch/Data/Video project. This project is on schedule and 23% completed as of August 19, 1999.

The backbone network for Kent State University consists of various routers, ATM switches, ethernet edge switches, and related equipment. We also maintain various desktop PCs and departmental servers for different departments on campus. All backbone network equipment will be replaced as a result of the Telecommunication project. All new equipment is certified as Y2K compliant.

• Tests on the core Cisco routers have been tested to certify that they are Y2K compliant. IBM has stated that the ATM switches that are in use by the University are Y2K compliant. These switches are scheduled for upgrade or replacement during 1999. There are four Cisco routers at the regional campuses that are not Y2K compliant. These are also scheduled for upgrade or replacement during 1999. This project is on schedule.
• We have installed a new bank of CSU/DSUs to support the Wide Area Network to our regional campuses and business partners. This equipment has been tested and is Y2K compliant. Our 3COM ethernet edge switches have been recently acquired and are Y2K compliant. Also, all of the 3COM switches in ResNet will be replaced as a result of the Telecommunication project noted above.
• The Linux operating system that operates most of the network servers such as the DHCP, DNS and Proxy servers is Y2K compliant. Issues affecting Windows 95 and Office 97 have been researched and the required patches have been identified and are available via the Web. UIS Network Services is presently contacting the departments that hold service contracts with us to determine if they desire to use their contract time for us to perform Y2K tests and fixes on their departmental machines. This would include the hardware platforms, operating systems (Novell, Windows NT, or Unix/Linux) and application packages.

Information Systems is coordinating a campus wide effort to increase awareness of the Y2K issue impacting decentralized systems at the departmental level. These systems not only include specialty equipment, but local area networks as well as desktop computers. Our task is to provide information that enables the departments to identify at risk systems and determine remediation or replacement methodologies.

• Web based Communication and Progress Reporting

The Y2K website (http://y2k.kent.edu/) has:

• information pertaining to vendor resources for hardware and software,
• a download method for KSU departments to purchase Check2000 software,
• an on-line inventory and risk assessment form,
• contact information concerning departmental point persons,
• discussion forums,
• compliance events schedule,
• Y2K hotline (672-YY2K (9925)) and email (KentY2K@kent.edu),
• an interactive survey for progress reporting,
• Y2K compliance disclosure letter,
• and status reports

• Information Seminars and Compliance Events

A series of "information workshops" were held during the spring and summer of 1999 to inform the departments about Year 2000 problems and help them plan what they needed to do.

A series of "compliance events" have been scheduled to collaborate about progress with Y2K efforts. Below is the existing time frame and topics for remaining compliance events. Additional compliance events may be scheduled.

• Sept 14 Help session, question and answer, intended for last minute issues to allow departments to meet October 1 university-wide compliance target.
• Oct 14 Compliance Party, by invitation only, for departments that are Y2K compliant at Oct 1. Arrangements have been made for the President and all Executive Officers to be present. Group pictures will be taken and presented to point persons as recognition for their efforts .
• Dec 2 Review university-wide contingency plans and discussion of departmental contingency plans.

A visit by our Y2K Project Manager and our consultant from Computer Technology Solutions Inc. will be made to departments that have not met expected levels of performance. This visit is to discuss and determine appropriate remedies.

• Compliance Disclosure Letter

The Y2K compliance disclosure letter identifies the specific criteria that must be used by Kent State University departments to affirm they are Y2K compliant. The compliance disclosure letter is to be signed by the departmental point person(s) stating they are Y2K compliant at October 1, 1999 and returned to the Y2K Project Manager no later than October 15, 1999. Those departments that are not compliant and can not sign this letter will be required to compose their own letter explaining why they can not adhere to these standards. They will be required to have their Executive Officer co-sign this letter.