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| <title>Y2k Preparedness</title> | |
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| <p class="MsoNormal" style="text-align:justify;mso-hyphenate:none;tab-stops:center 3.25in"><b style="mso-bidi-font-weight:normal"><span style="letter-spacing:-.15pt">CHEROKEE COUNTY SCHOOL SYSTEM'S Y2K PREPAREDNESS</span></b></p> | |
| <p class="MsoNormal" style="text-align:justify;mso-hyphenate:none;tab-stops:-.5in"></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>Section 1.<span style="mso-spacerun: yes"> </span><u>The Year 2000 | |
| Problem</u>:<span style="mso-spacerun: yes"> </span>The Year 2000 Problem, | |
| also known as Y2K or the millennium bug, resulted from a method used by computer | |
| programmers to save storage space that reflect the year in a program.<span style="mso-spacerun: yes"> | |
| </span>Many computers only have fields for the last two digits to represent the | |
| year, assuming the first two digits are (19), e.g. this year is "99".<span style="mso-spacerun: yes"> | |
| </span>When the century changes to 2000, the same computers will read | |
| "00" and assume the year to be 1900.<span style="mso-spacerun: yes"> | |
| </span>Further complicating the problem is the fact that the year 2000 is a leap | |
| year.<span style="mso-spacerun: yes"> </span>One can imagine the problems | |
| this could cause with computerized calculation such as graduation dates or | |
| interest calculation.<span style="mso-spacerun: yes"> </span>In addition | |
| to desk top computers, this problem could affect networks, software, the | |
| computer chips, thermostats, alarm systems, elevators and other devices.<span style="mso-spacerun: yes"> | |
| </span>Systems that are not repaired in advance of the new millennium could | |
| experience significant problems ranging from total meltdown to minor hiccup to | |
| the worst case scenario of appearing to have no problem while actually producing | |
| flawed data.</span></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>Section 2.<span style="mso-spacerun: yes"> </span><u>Y2K Committee</u>:<span style="mso-spacerun: yes"> | |
| </span>Individualized Departments within the Cherokee County School System have | |
| been working since August of 1997 identifying, updating and testing the System | |
| critical computer function as well as corresponding with third party vendors and | |
| suppliers in order to minimize the effects of the Y2K problem.<span style="mso-spacerun: yes"> | |
| </span>One of Dr. Frank Petruzielo's first actions after taking charge of the | |
| Cherokee County School System in February of 1999 was to establish an Ad Hoc Y2K | |
| Committee.<span style="mso-spacerun: yes"> </span>This Committee | |
| co-chaired by Candler Howell, Assistant Superintendent of Financial Management, | |
| and Jackie Hopkins, Assistant Superintendent of Accountability, Technology and | |
| Strategic Planning, and staffed by System personnel and consultants has | |
| marshalled, analyzed and reviewed the System's substantial prior efforts.<span style="mso-spacerun: yes"> | |
| </span>The Committee continues to work pro-actively in order to minimize the | |
| effects of the Y2K problem.</span></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>Section 3.<span style="mso-spacerun: yes"> </span><u>In House | |
| Computer Hardware and Software Assessment</u>:<span style="mso-spacerun: yes"> | |
| </span>This Committee has conducted a comprehensive system wide inventory and | |
| identified date-sensitive critical computer functions within the system, as well | |
| as other date system computer functions whose operation has not been deemed to | |
| be critical.</span></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>Section 3.1<span style="mso-spacerun: | |
| yes"> </span><u>Critical Functions</u>:<span style="mso-spacerun: yes"> | |
| </span>With respect to the aforesaid critical functions, the Committee required | |
| the upgrading of all hardware and software to computer components which are | |
| represented by their manufacturers to be "Y2K compliant".<span style="mso-spacerun: yes"> | |
| </span>Where possible, the Committee required in-house testing of all critical | |
| computer functions by "forcing" all mission critical date sensitive | |
| programs forward in time to at least March, 2000.<span style="mso-spacerun: yes"> | |
| </span>Thus far, certain time sensitive computer functions may not be tested in- | |
| house and the system has, therefore, relied upon representation of the system | |
| manufacturers and testing data provided.</span></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>Section 3.2<span style="mso-spacerun: | |
| yes"> </span><u>Noncritical Functions</u>:<span style="mso-spacerun: yes"> | |
| </span>To a lesser extent, the Committee has required all non-critical date | |
| sensitive computer functions to be updated where practicable and cost-effective.<span style="mso-spacerun: yes"> | |
| </span>Therefore, minor interruption in non-critical system computer functions | |
| could be experienced.<span style="mso-spacerun: yes"> </span>It is | |
| anticipated that these interruptions in service will in no way materially impact | |
| the System's primary function, the education of the youth of Cherokee County.</span></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>Section 4.<span style="mso-spacerun: yes"> </span><u>Third Party | |
| Vendors/Suppliers</u>:<span style="mso-spacerun: yes"> </span>The | |
| Committee has also identified and inventoried all System vendors and has | |
| corresponded with each requesting a statement of Y2K compliance.<span style="mso-spacerun: yes"> | |
| </span>Of the vendors contacted, the Committee has identified the top ten | |
| critical vendors and entered dialogues with each regarding the provision of | |
| continued service to the Cherokee County School System and has where required | |
| created contingency plans to identify potential interruptions in service prior | |
| to the conclusion of Christmas holidays and the students subsequent return on | |
| January 3, 2000.</span></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>At present, based upon the ongoing dialogue with System vendors and | |
| suppliers, it is anticipated that the Cherokee County School System will not | |
| experience any critical interference with third party services which would | |
| require the closing of schools.<span style="mso-spacerun: | |
| yes"> </span>However, because the compliance of the critical third party | |
| providers is totally outside the control of the Committee and the Cherokee | |
| County School System, some interruption in school may be possible.<span style="mso-spacerun: yes"> | |
| </span>Parents are encouraged to monitor local media for potential adjustments | |
| to the school calendar.</span></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>Section 5. <u>Contingency Planning</u>:<span style="mso-spacerun: yes"> | |
| </span>In the unlikely event of interruption in service of a critical system | |
| provider, the Committee has developed contingency plans, including but not | |
| limited to stocking of additional food and water in all school buildings.<span style="mso-spacerun: yes"> | |
| </span>All such contingency plans put the safety of the students first and all | |
| other concerns second.</span></p> | |
| <p class="MsoNormal" style="text-align:justify;line-height:200%;mso-hyphenate: | |
| none;tab-stops:-.5in"><span style="letter-spacing:-.15pt"><span style="mso-tab-count:1"> | |
| </span>Questions, concerns, or comments regarding the Y2K problem may be | |
| addressed to the Cherokee County School System Y2K Committee, Candler Howell, | |
| Assistant Superintendent of Finance, Chairman, 110 Academy Street, P. O. Box | |
| 769, Canton, Georgia 30114.<span style="mso-spacerun: | |
| yes"> </span>In order to insure prompt and accurate replies to all such | |
| communication, it is requested that such communication be in writing only.</span></p> | |
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