OHIO STATE IS PREPARED FOR Y2K

   COLUMBUS -- The Ohio State University is confident that it is well-prepared for a problem with no precedent –- the so-called Y2K bug.

   Planning began seven years ago to ensure that the university's computer support systems would not go haywire at the turn of the millennium and shut down, believing it to be 1900 instead of 2000. The university decided to use a risk reduction approach aimed at replacing outmoded systems, bringing workable ones to Y2K compliant status, and having an action plan in place in the event of unforeseen problems.

   First on the agenda was replacing the university's existing accounting, human resources and purchasing systems. Once that was done, Phase II began. Plans were implemented in 1994 to fix or replace the university's other critical central systems, including its student financial aid and information systems. Phase III, begun in 1996, focused on the computer systems distributed throughout the university's colleges and administrative units.

   In 1998, a Y2K Task Force was formed, charged with providing information on testing, prioritizing, fixing potential problems, and collaborating on a university-wide basis. Working with the task force are some 60 Y2K coordinators, identified by their academic or administrative units and responsible for ensuring their individual systems will operate as usual come New Year's Day.

   University Technology Services (UTS) negotiated a quantity discount for 5,000 copies of a Y2K checking software program and made them available at a greatly reduced cost. Individual faculty, staff and students, therefore, had the opportunity to update their own personal computers.

   An internationally recognized consulting firm worked with the task force to provide Y2K procedures, and another group independently re-verified Ohio State's procedures as being in line with industry standards.

   The university is now completing the refinement phase of its preparations. Nearly all of the 370 key operating processes, from the university airport to the campus power house, are Y2K ready. The remaining handful of lower-risk priority processes are generally dependent on outside vendors providing equipment and services, and all are planned to be ready by Dec. 31.

   Web pages, news articles, fliers and announcements provide a steady and accessible stream of information across the campus. A toll-free phone number, 1-877-OSU-CLAS, has been activated to answer Y2K-related questions. The university's Y2K Web site can be accessed at www.osu.edu/year2000.

   All the plans, monthly reports, testing procedures, and just about anything relating to Ohio State's Y2K readiness is contained in an electronic Y2K repository, which will provide a valuable database gauging the university's progress in conquering the Y2K bug.

   Aware that unanticipated problems might still occur, the university has formed a team to assist with and review contingency plans of a critical nature. Systems continue to be tested and refined, and plans are in place to mitigate any adverse impact of Y2K-related problems.

   Just to be on the safe side, the university decided last spring to delay start of Winter Quarter classes for two days until Jan. 5, 2000. The new schedule will provide time to identify and resolve unforeseen problems that could affect the university's ability to function effectively. In addition, contingency plans are in place to deal with problems in the unlikely case of a massive power outage. The university power plant can supply energy for some critical functions, and other key areas, including the Medical Center, have their own back-up generators.

Contact: Ruth Gerstner, University Relations, (614) 292-8424

The Ohio State University's Y2K Timeline

PHASE I (began 1993) – Existing accounting, human resources and purchasing systems are replaced.

PHASE II (began 1994) – The university's other critical systems, including student financial aid and information systems are fixed or replaced.

PHASE III (began 1996) – Planning begins for Y2K compliance of computer systems distributed across campus in colleges and administrative units. Y2K checking software made available at a discount. Y2K coordinators identified and charged with responsibility of readying academic and administrative units' computer systems.

Y2K Risk Reduction Program (1998) implemented, directed by Dan Allen (614-688-3318). Key operating processes are identified, and institutional priorities are set.

Y2K Task Force formed (1998) to work with university leadership and Y2K coordinators to prioritize, provide information on testing, and to collaborate on a university-wide basis.

PHASE IV (began 1999) – refinement of processes. As of Oct. 1, nearly all 370 key operating processes are reported to be Y2K ready. Outside vendors are asked to provide material on Y2K readiness.

Contingency Planning Team formed to review key operations, ensure Y2K compliance, and develop plans in case of unforeseen problems.

Year 2000 Web Page set up at www.osu.edu/year2000/. The site includes newsletters, reports, organizational charts, timelines and frequently asked questions, among other Y2K-related material.

Emergency Operations Center tested to ensure readiness for possible Y2K-related disasters.

Y2K Toll-free Phone activated to provide up-to-date information at 1-877-OSU-CLAS.

PHASE V (begins Dec. 31, 1999) – Contingency plans set in motion if necessary. New class schedule set to ensure smooth transition.

Dec. 31- Jan. 2 – Systems specialists will check all key university operating procedures, in order of overall importance. Back-up plans are in place in case of failure in any of these 400 areas. Status reports will be on the Web site: www.osu.edu/year2000

Monday, Jan. 3 – Offices, libraries and other units are open. Faculty and staff to report to work. No classes, except some clinical classes in Medicine, Dentistry and Optometry.

Tuesday, Jan. 4 – Offices, libraries, and other units are open. Faculty and staff to report to work. No classes, except some clinical classes in Medicine, Dentistry and Optometry. Residence halls open for move-in at 9 a.m.

Wednesday, Jan. 5 – Classes begin. Follow Wednesday schedule.

Thursday, Jan. 6 – Follow Thursday class schedule.

Friday, Jan. 7 – Follow Monday class schedule. This switch is being made to minimize the amount of coursework missed because of the two-day delay in beginning classes. Fewer classes meet on Fridays than on Mondays, and a set of Monday classes will be lost because of the Martin Luther King Jr. holiday later in the month.