FRS "Y2K" Testing --- Executive Summary

December 3, 1999

BACKGROUND; : FRS refers to the "Financial Records System", a product of Information Associates. In July 1996, the FRS system was replaced with Oracle's financial applications, and this new version (V. 10.7) of Oracle financials is Y2K compliant. However, a number of users still access the historical records or screens in FRS for research purposes. Further, the FRS system is still running, although no financial data is posted, and is used by various departments for legacy maintenance primarily accessed by the Budget Development System (BDS) , and in some cases the Oracle Accounts Payable system.Therefore, this testing is primarily to determine the ability of running FRS historical data and its potential impact when we hit year 2000. A committee was formed in order to determine the effect of Y2K calendar on any or all of these sub-menus…this we commonly refer to as "FRS Y2K Testing".

The purpose of undertaking this testing was to help assure that departments will have a working environment in FRS at January 1, 2000.

OBJECTIVES: To conduct successful execution of the various sub-menu activities (access, updates, inquiry and reporting) on the FRS Y2KT instance, for all departments affected.

TESTING PROCESS: Representatives were gathered from the following departments to assist in both a pre-test and post-test of the FRS Y2K system:

---Budget Dept (J. Taylor, D. Murphy) ; Purchasing Dept. (M. McIntier, )

---Fiscal Agents (R. Della-Calce); Student Financial Services (E. Gawin)

---Accounts Payable (S. Duke); Treasury, Tax & Audit (M. Myers) ; Property Accounting (P De Rose)

---ITS (D. Steele); Accounting (M. Murphy, B. Yancy); Grants Accounting (M. Paul)

In the pre-test, scenarios were devised by each testing department to closely approximate the work functions using FRS, as applicable to their department or the customers served. Then, after the pre-test was completed, ITS staff set the clock to 12-31-99 midnight on the FRS Y2KT instance. Subsequently, the testers were then allowed to do a post-test using year 2000 dates. In the post-test, the testers attempted to replicate their pre-testing, and their results are noted in detail within this document.

RESULTS: All testing performed without exception, for all areas tested . The objectives were successfully achieved. (NOTE: No testing was deemed necessary by Purchasing Dept. and by Property Accounting department; AP department relied on the results of Fiscal and Student Financial Services for testing .)

ISSUES: Loan Management System Reports: These have been accessed through the sub-menu LMSFOC. During testing of Y2K instance, these reports were not available through the sub-menu.

RESOLVED: ITS programming support staff (C. Dyer) is working on an alternative menu path to access LMS reports. This is not necessarily considered a Y2K issue, but arose from the testing and a different approach to access these LMS reports was decided upon. It is expected that this alternative solution will be in early 2000. In the meantime, if any LMS Focus reports are needed by a campus, contact Eileen Gawin at District Office who can and will run any reports needed in LMS for college fiscal offices.