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Squashing the millennium bug
Through the years, Facilites Operations has rolled with the changes. Now,the department tackles Y2K.
story by lori o'toole illustration by kyle ramsey
2K compliance was unheard of when Jose "Butch" Larios began working 30 years ago for the Department of Facilities Operations.
The 2-year-long project of immunizing the campus against the millennium bug has been unlike any other buildings and grounds project Larios has ever been a part of.
"It's been a one-time shot," Larios said. "It's been a big hassle and a big change-over."
As a 24-year-old "just looking for a job," the University hired him as a laborer in 1969 to move and set up furniture. Larios recalled his first year working for the department when he said technology and communication were antiquated.
"There was no such thing as personal computers," Larios said. "I didn't even know what one was."
Before e-mail, employees within the department communicated with one another via an intercom system, called the "Squawk Box." Instead of cellular phones, they used walkie-talkies. The first computers the department had in the late 1970s were useless. Larios said.
He soon climbed the facilities operations ladder from his first position to driver and then to a labor foreman and finally to his current position as management systems analyst.
In 1977, as a management analyst, Larios helped the department adjust to the first computer system.
"I didn't really know what I was getting into," he said. "I had to sneak onto people's computers to learn how to use it."
Since the first system, Larios, like millions of Americans, has been constantly working to keep up with advances in computers and software. He said the continuous task is worth the trouble.
"It's definitely important to keep up with the changes," Larios said.
nirty years after his first day, nearly everything within the Facilities Operations department is controlled by computers. With 2000 less than eight months away, Larios is watching as the computer-dependent world scrambles to protect itself from technology glitches.
In fact. he has been a part of the preparations.
Facilities Operations Director Mike Richardson said that of all Facilities Operations' Y2K tasks, the work order management system was the most difficult.
"We had to analyze every business function that we do and basically every service we provide to the campus for the new system." he said.
Larios worked on a Facilities Operations focus group responsible for a new work order management system. The system handles of 13,000 work requests from the University each year as well as billing, inventory and purchasing information. The previous computer system was more than 25 years old.
"Looking back 30 years at the changes, it's amazing." Larios said. "We had no idea technology would be like this."
Students and faculty may not directly see the results of the department's in-house transitions, but they would notice it
"The computer system was an old DOS-based system." Richardson said. "It takes and monitors water tempera-
and monitor water temperatures, and adjusts the boilers accordingly. They provide heating and steam for the entire main campus."
Richardson said computers also operate the pumps, fans and regulators on the boilers that optimize energy efficiency.
The new boiler project, which will cost more than $10,000, is being handled by state division purchasing in Topeka, where employees are taking bids.
Larios said that the many changes and updates reminded him of an experience he had earlier in his career, when the department upgraded office technology.
"I helped the department get the first automated system," he said. "I got most of the blame for the change. People would come to me and ask, 'Why are we doing this? Why are we doing that?' There's not much you can tell people except that it's what everyone says people will be using."
Due to Y2K preparations, that was not the last time Larios and department members used that explanation for technology advances.
Facilities Operations is in the process of updating computers that monitor water and steam temperature, fan speed and air circulation in individual buildings.
"We know these computers won't roll over." Richardson said, referring to what will happen at midnight on Dec. 31, 2000. "We've already tested those. Some of them revert back to 1972 or 1982 instead of reading 2000. Some of them just turn off."
Although the majority of buildings are not yet Y2K compliant, Budig Hall and portions of other buildings are including the Spencer Research Library.
Campus elevators are another concern for the depart ment. Richardson said micro-processors are being checke
Breaking down the Y2K problem
Talk of Y2K problems and the millennium bug may leave some people confused.
There are many sources available to help explain the issue, including books, magazines and Web sites. One Web site, Y2Kspecialist.com, offers information, articles and a 32-step suggested process on Y2K self-preparations. In addition to a complete glossary of Y2K-related terms, here are some of the basics the site spells out:
The Problem
The Y2K glitch is actually not a bug or a virus, although it is commonly referred to as one. Instead, the problem is directly linked to computer dates. Beginning in the 1960s and 1970s, computer programmers made dates two-digit numbers. In other words, they were written for the 1900s. The difficulty comes with the transition to 2000 when some programs will not recognize the date.
Cause of Concern
The transition to becoming Y2K-computer ready is possible, but time is running out. The changeover is often on a large scale and many businesses still are not aware of what needs to be done to prepare for the change. Some business have chosen to wait until the last minute to save time and money. However, this only has increased the problem.
How It Could Affect You
Dates are an important element for computer programs that control a variety of daily services. Some of these include voter registration, grades, tax information, bank records, industrial operations and security
for compliance.
"We've contacted vendors and our elevator maintenance contractor," Richardson said. "They've all assured us that there are no elevator compliance problems."
Richardson said the department is waiting on written documentation from the contractors.
John Schneiderwind, Omaha, Neb. senior and Ellsworth Residence Hall computer lab employee, said he thought people were overreacting to the potential Y2K problems which could have been avoided.
"It's something that could have been solved a long time ago." Schneiderwind said. "It's poor planning."
Schneiderwind said he thought the computer transition would cause more problems for large corporations and businesses, including KU. However, he is not worried that chaos will result if the problems are not immediately resolved.
"I'm kind of skeptical about it all," he said. "I don't think that if I'm on an airplane when the millennium comes, it'll automatically crash. I don't see a major blackout happening."
Even with the University's large-scale dependency on computers and microchips, Larios is also not worried about possible technology fliasces at the turn of the century.
"if it's going to happen; it's going to happen." Larios said. "As a department, we're ready."
systems. Y2Kspecialist.com suggests that individuals obtain additional copies of personal records and forms of identification such as Social Security cards, passports and birth certificates.
Hardware and software for personal computers will also be affected by the change. The transition could be expensive for individuals and businesses alike.
Other systems such as telephones, elevators and security systems operate on a two-digit system.
For more information, contact:
www.y2k.com
www.federalreserve.gov/y2k
www.allward.com/y2k
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