Top 10 tips for handling Y2K

by Brig. Gen. Gary A. Ambrose Air Force Year 2000 Office director

WASHINGTON (AFPN) -- The Year 2000 bug, the potential that some computers and software might be unable to process one or more dates in 2000, is not just a computer problem -- it's an operational readiness issue for the Air Force.

We must be able to perform our missions Jan.1 and beyond, even if computers and embedded chips fail.

The Air Force is aggressively tackling the Y2K problem, using a comprehensive, multifaceted approach. We have surveyed, fixed and certified our systems and installations. We're presently engaged in extensive assessments of our ability to accomplish our missions in a "Y2K environment" via Air Force and joint exercises. We're also building our consequence management plan -- how we'll handle actual Y2K events when the clocks roll.

The real key to Y2K success lies at the unit level, where missions are accomplished. That's why we emphasize commander and supervisor involvement and take every opportunity to underscore the importance of well-conceived, resourced and tested contingency and continuity of operations plans.

To help the folks "where the rubber meets the road" handle the task, we have devised and updated the following "Top 10 Tips for Handling Y2K" for commanders and supervisors at all levels. I'm confident most of you are already doing these things, but take a minute to review the list. Perhaps there's something you haven't done lately -- and this isn't the time to become complacent.

-- 10. Take a look at your Y2K team: Ensure your wing's plans and programs people are involved in Y2K planning. Continuity is important. Are the people who have been working Y2K still going to be in place when Jan. 1 rolls around? Do you have regular meetings with your Y2K steering group? Remember: commanders and supervisors at every level are their unit's Y2K project officer.

-- 9. Review and exercise your continuity-of-operations plans: A Y2K test at Keesler Air Force Base, Miss., showed we couldn't simply rely on assurances that systems are Y2K compliant. During that May 11 and 12 test, compliant systems -- including commercial, off-the-shelf software, encountered Y2K anomalies. Ensure your COOPs cover your mission-critical processes - the ones you can't afford to shut down.

Use operational risk management to assess which of your critical processes are most likely to be affected and how they would be affected. Review your COOPs to ensure you can get the job done even if computers fail. Ensure your COOPs are resourced, particularly if you're depending on goods or services you don't control.

Finally, ensure you've thoroughly tested your workarounds. Think of Y2K as ability to survive and operate.

-- 8. Continue to scrutinize the Y2K condition of tools, systems, equipment, supplies and facilities needed to perform your missions. Have you identified all your mission critical devices with embedded microchips? They are everywhere, from your thermostats to your radar. Do you know the Y2K status of those embedded systems? Your major command functionals or the Air Force Y2K homepage, at http://year2000.af.mil/, can help. Don't overlook government-furnished equipment you provide to a contractor or equipment you lease. Ensure you have a clear agreement regarding who is responsible (you or the contractor or lessor) for the Y2K status of that equipment. Assume we won't find and fix all the "bugs".

-- 7. Don't delay fixes while you await outside funding. The supplemental funding approved in March won't cover all expenses. The amount allocated to infrastructure will only address category I (mission critical) requirements. Replacement isn't always the best Y2K fix. Look for free fixes, such as software patches available on the Web from some software manufacturers, but be sure to have them scanned for viruses by your base network folks. Also, consider reallocating compliant equipment from lower priority functions to mission critical functions. In any case, use ORM to prioritize your efforts and allocate resources.

-- 6. Determine what you don't control that could shut you down, such as off-base utilities. Have you contacted your suppliers? Are they Y2K compliant? Have you explored delivery alternatives for those who may be unable to deliver essential goods and services? Tell your suppliers you expect them to deliver, Y2K or not. Ensure your COOPs cover the potential interruption of essential goods and services.

-- 5. Partner with your local municipalities. Have you brought them into your planning efforts? Are they working Y2K as hard as you are? Include them in your Y2K exercises. Review the provisions for immediate response outlined in Department of Defense Directives 3025.1, 3025.15 and 5100.46 and supplemented by the Deputy Secretary of Defense's Feb. 22 memorandum on the subject. Ensure your off-base partners understand the limitations on support your base can provide, should Y2K-induced disruptions occur. You have a vested interest in community preparedness.

-- 4. Bring your associate units into the loop. Associate units should be members of your Y2K team. Ensure you have considered their requirements in your preparations.

-- 3. Aggressively tell the Air Force Y2K story. You should execute a robust public affairs plan for Y2K. Tell the Air Force story -- that we're prepared, we'll remain ready to fly and fight and take care of our people, no matter what the computers do. Your efforts will build confidence among your military and civilian work force, their families and your local communities. Our goals are to inform to prevent crisis mentality and to reassure our deployed folks that their families will be OK.

-- 2. Take a comprehensive look at your unit to ensure you can accomplish your essential missions when the clocks roll. By now you have done your "end-of-runway check" and have reported to your MAJCOM. Continue to actively review, test and revise, if necessary, your contingency plans and COOPs. You must assume important systems will fail, and have resourced, tested contingency and COOPs in place.

-- 1. When asked "Who is your unit's Y2K project officer?," the only correct answer is, I am!" With everyone's continued diligence, Y2K will only be a blip on our scopes. Continue your Y2K preparations -- Jan.1, 2000 is one suspense we cannot let slip.

http://www.af.mil/news/Aug1999/n19990804_991458.html

-- qwerty (qwerty@coldcountry.com), August 04, 1999

Answers

I look at my unit every night.

-- Porky (Porky@in.cellblockD), August 04, 1999.

It's nice to see another service getting it done right!

chuck, who assumes that the Air Guard is doing the same thing

and is old enough to remember the advertising slogan:

"Sleep well tonight, your Air Guard is awake"

-- Chuck, a night driver (rienzoo@en.com), August 05, 1999.