West Midlands Community Health Councils
Information Technology Support Group
Strategy for Year 2000 Revised Edition 1999.
Introduction
The new millennium may cause problems for Community Health Councils and indeed any organisation that uses time-controlled electronic equipment.
This Strategy has been drawn up by the West Midlands CHCs IT Support Group to help our CHCs plan for the Year 2000 and any problems it may cause for them.
In many cases there is no "magic bullet" that will cure Year 2000 ills or the "Millennium Bug" as it often referred to even though it isn't really a bug at all. A bug is something that is left in system causing it to fail. Since the systems we use today were not really intended to be used in the Year 2000 systems manufacturers couldn't really be expected to include post-millennium functionality in these systems. Rather than a "bug" the problems are mostly due to a) short-sightedness of the systems makers and b) the reluctance of organisations to replace ageing systems.
Garry Webb, the IT Support Officer has also written a quick guide on Year 2000 for CHC Chief Officers to help them make plans for any system changes that are required. This takes the form of a checklist.
As part of the IT Support Group's Year 2000 Strategy Garry Webb has also designed a special logo which will feature on all our Year 2000 related documents.
1.1 The IT Support Group is providing education and information regarding the millennium and potential problems. The Group will give as much information as possible to help CHCs plan for the Year 2000 as soon as possible and encourage CHCs to take action where needed.
1.2 The IT Support Officer shall provide support during the transition period ensuring that CHCs understand the Year 2000 situation and the steps that need to be taken. Support will be in the form of documents, telephone and on-site technical support plus advice and guidance where needed.
1.3 Year 2000 updates will also appear on the IT Support Group Web Site at:
http://www.itsg.u-net.com/docs/
1.4 Any staff wishing to attend Year 2000 courses or conferences will be encouraged. Course fees may be paid for by the IT Support Group.
1.5 Year 2000 workgroups have been set up for Chief Officers and staff to discuss the millennium with the IT Support Officer and plan strategies for themselves.
1.6 A "CHC Year 2000" logo has been designed and is used on all IT Support Group documentation regarding the Year 2000.
2.1 All computers presently owned by West Midlands CHCs are being checked for Year 2000 compatibility by Garry Webb. Tests have already begun and each CHC will be checked as he visits their offices with an expected completion date of April/May 1999.
2.2 Computers that completely fail the Year 2000 tests should be upgraded or replaced and Garry Webb will inform Chief Officers and the Group of any computers that do fail the tests. Monies for the replacement of non-compatible PCs may come from the IT Support Group budget subject to the financial situation of said budget.
2.3 Computers that simply have a "roll-over" flaw will not fail to work in the Year 2000 but will show an incorrect date. There is no strict need to upgrade or replace these machines but it would advised if finances allow. Most of these computers may just require a new motherboard or BIOS (Basic Input Output System) and for a small amount of money these computers could remain accurate and fully functional after the yr2000. The IT Support Officer will inform Chief Officers and the Group of any computers that do fail the tests. Monies for the replacement of non-compatible PCs may come from the IT Support Group budget subject to the financial situation of said budget.
2.4 Printers, scanners etc. are not thought to be affected by the Year 2000 at this time. Any potential problems will be looked into and these peripherals' Year 2000 compatibility shall be kept under review.
2.5 Hardware companies should be contacted to verify Year 2000 compatibility. This can be done either directly by CHCs or through the Group.
2.6 Year 2000 testing software and patches have been made available to CHCs for individual testing and partial fixing of PCs.
3
.1 Post franking machines and other date sensitive machines are being checked for Year 2000 compatibility and upgraded/replaced as necessary. This is done either directly by CHCs or through the Group.3.2 Other less obvious systems are also being checked for any potential Year 2000 problems such as:
photocopiers
fax machines
air conditioning systems
Burglar and fire alarm systems
Telephone systems
Equipment suppliers are being contacted to verify Year 2000 compatibility. This is being done either directly by CHCs or through the Group. Statements of compliance are being compiled by the IT Support Group for information and copies are available upon request.
3.1 All computer software in use by West Midlands CHCs is to be checked for Year 2000 compatibility. A lot of software is not affected by the millennium but all must be checked as soon as possible by CHCs or through the Group and the IT Support Officer.
3.2 Computer software will be given a "Year 2000 rating" based on the following criteria:
Grade 1: Full Year 2000 compatibility on all operating systems
Grade 2: Year 2000 compatibility on Windows 95/NT operating systems only
Grade 3: Year 2000 compatibility possible following a patch installation/bug-fix
Grade 4: Not Year 2000 compatible at all
A compliance list is available with a new version expected by March 1999.
The IT Support Officer will test as much software as possible and as soon as possible, concentrating on popular titles. Any CHC wishing him to test a specific program should contact him as soon as possible to arrange testing.
3.3 Any software that is only Year 2000 compatible when using Windows 95 will still be used if a CHC wishes but the computer that has this software on it must be upgraded to Windows 95/98/NT 4.
3.4 Any software that is not Year 2000 compatible at all must be replaced as soon as possible with another product before 1999. West Midlands CHCs will endeavour to do this.
3.5 All data that consists of dates such as spreadsheets etc is being checked. All dates should have a four digit year such as 1998. This will help software handle older data files after the year 2000.
3.6 Before any new software is purchased by CHCs it should be verified as Year 2000 compatible. This can be done either directly by CHCs or through the Group.
4 Liaising with other organisations and support groups
The IT Support Group shall be in communication with other organisations and support groups regarding the Year 2000.
The Group will filter any gained information on to West Midlands CHCs as soon as possible to ensure that they are in the best position possible for the coming millennium.
Year 2000 Checklist for Chief Officers
This checklist has been compiled by the IT Support Group to aid you to check the Year 2000 compatibility of your office equipment.
Please work through the items below as soon as possible to ensure your office makes a smooth transition to the next millennium.
Are your computers Year 2000 compatible?
Are your computer peripherals (e.g. printers etc.) compatible?
Is your computer software Year 2000 compatible?
Do any of your data files have dates in them? Alter them to four digit years e.g. 1998
Do any of your data files have time-related macros or conditioning? Check and alter
Also to be checked:
Photocopiers, franking machines, video recorders, fax and telephone systems, air conditioning and other office environmental control systems (check with your landlord) and your date stamp!
Don’t forget:
You can contact your computer dealer or Garry Webb for assistance.
Last revision of this document:
09/02/1999
This document published by
The West Midlands CHCs IT Support Group 1999.
C/o Wolverhampton CHC
45 Queen Street
Wolverhampton,
WV1 3BJ
Tel/fax: (01902) 828992
