In an unusually thorough test for potential computer problems when
the year 2000 rolls around, Penn State is shutting down two of its largest
computer systems on Friday, Nov. 27, and resetting their clocks to see if
the years of Y2K preparations are on target.
The Year 2000 problem, also known as Y2K, is a glitch caused by computer chips programmed to assume that the current century is the only century. Affected computers store year designations as two digits, not four. When 1999 ends, computers will misinterpret the next year as 1900, instead of 2000.
"The testing on Nov. 27 is to start weeding out last-minute problems that would otherwise occur on Jan. 1, 2000," said Kenneth C. Blythe, director of the Office of Administrative Systems.
"In particular, we will be looking at the integration of systems. We have been making changes to single programs within these systems for some time and have tested each program to the point that we are confident that each will work in the year 2000. But we also want to make sure they work together."
As groups of programs interact, errors may develop and Blythe and his colleagues would rather know about them now, while there is still plenty of time to correct and retest them. They also want to know what will happen when hundreds of people simultaneously access information on the re-timed systems.
Also unusual is the fact that this is no dark-of-night virtual test by a few computer gurus. Faculty and staff at all 24 locations who use the programs are being asked to join in the test and use the systems as they normally would.
They will actually perform the tests on copies of the files that are current as of this month and have been loaded onto a bank of new back-up storage devices. Records altered during the 7:30 a.m. to noon test will be changed only on the copy. The original files will be returned to the system by 1 p.m. that day, when everything will be back to normal.
"We chose Nov. 27 as an ideal test date because we wanted to cause the least disruption to normal working patterns," said Robert J. Crothers, deputy director of the Office of Administrative Systems. "Students will be on Thanksgiving break so there will be less pressure on the systems. Since the actual records will not be available during the test, we are hoping that faculty and staff will get into the testing spirit and give us a heavy volume of use that morning. We are encouraging them to test a variety of screens -- those they ordinarily use during the course of a semester -- and report their results back by e-mail to y2ktrack@psu.edu. We are looking for even the smallest glitch."
The Office of Administrative Systems Web site at http://www.oas.psu.edu/y2k/ will help faculty and staff through the test and the test tracking report. It also has information on preparing smaller network systems and independent computers for Y2K.
Hundreds of faculty and staff are expected to test ISIS -- the Integrated Student Information Systems -- and the alumni/development system. ISIS contains more than 5,000 individual computer programs -- some large and some small -- including information on all 80,000 Penn State students, such as billing and other financial information, status, courses taken, schedules and other administrative records. The alumni/development system tracks the 140,000 members of the Penn State Alumni Association around the world as well as other former students and thousands of donors to the University.
Crothers said that while Penn State has been preparing for year 2000 tests since the late 1980s, major vendors like IBM have only recently delivered year 2000-ready software. The test also needed to be delayed until the University had enough computer storage to hold duplicate copies of its large-scale administrative data.
Other large administrative systems like IBIS, the Integrated Business Information System, CAAIS, the Comprehensive Academic Advising Information System, and telephone registration systems will be tested in spring 1999.
Local area network systems and personal stand-alone computers also will be tested in 1999 -- possibly by disk or e-mailed instructions -- although many smaller systems already are being tested by computer staff in their areas. For example, staff in the Registrar's Office is working on its systems, the libraries at all 24 campus locations have been working on theirs, and faculty and staff in individual colleges or campuses are working and testing their systems -- often with assistance from a specialized corps of about 64 Year 2000 Officers.
OAS is also corresponding with private vendors who sell computer systems for University use, such as the ticketing system at Eisenhower Auditorium and The Bryce Jordan Center. They also are working with unit computer specialists and researchers on thousands of local computer systems. These systems often have date-sensitive information -- such as milking machines in the College of Agricultural Sciences -- and pose problems in the year 2000. Because no two research systems are alike, generic solutions are not possible.
"However, not all systems are at risk," said Crothers. "Many systems use only month, day and hours, not years. Others, like the Old Main Clock, alarm clocks, traffic lights and most other timing devices are only time sensitive, not year sensitive, and will continue to work, as will photo copiers and computer systems in cars."
"In the past decade, Penn State has successfully automated most of its routine business, student service, alumni service, academic, and research activities to the point that computers are pervasive in all aspects of the University," said Gary Augustson, vice provost for information technology. "At last count, there were thousands of computers that could be affected by the Year 2000 problem because so many run programs that are date sensitive.
"With so many computers operating in a highly distributed network," said Augustson, "there is no choice but to remedy the year 2000 problem using a cooperative and collective approach involving all individuals in all colleges, campuses, and administrative areas of the University."
What: Join the hunt for computer glitches in a test of ISIS and Alumni/Development Computer and Information Systems for the coming millennium. Single parts work, but do they work together? Only your participation will tell.
Where: At your desk.
When: 7:30 a.m. to noon Friday, Nov. 27.
Action: Please report problems you find on Nov. 27 to the OAS Support Center (814-863-2276) or send them via e-mail to y2ktrack@psu.edu.
Help: Go to http://www.oas.psu.edu/y2k/ for more information.