Maricopa realizes the importance of addressing the Year 2000 concerns and issues and is responding with emphasis on activities that will result in minimizing any interruption in service to its customers. In June 1997, Maricopa contracted with Keane Inc for consultants to prepare a Maricopa Year 2000 Awareness report. Based on the Keane report and other inputs, Ravel Inc. software was purchased and Ravel Inc. developers were contracted to assist in correcting Maricopa's Budget Development System, Loan Management System and the Student Information System. Extensive use of internal Maricopa staff and resources have been allocated for identifying and resolving year 2000 issues.

Student Information System (SIS) - system is year 2000 ready

The Maricopa Student Information System (SIS) is used to record and maintain all official student record information including demographics, financial, academic and other information as appropriate. SIS provides this functionality through Core, Records, Admissions, Job Placement, Financial Aid, Cashiering, Degree Audit, Scheduling and other major SIS application areas. Maricopa purchased SIS from Information Associates (IA) in 1983. Subsequently, SCT purchased the products from IA. Maricopa's SIS is heavily customized.

Maricopa's Student Information System (SIS) is year 2000 ready. This achievement is a result of some very talented and dedicated SIS Y2K team members under the direction of Gary Nusbaum. Extensive use of Ravel Software Inc's UNRAVEL 2000 DEC VAX COBOL tool was used. Correction was accomplished with use of the Ravel software where all date fields were expanded from two to four digits. Gary Nusbaum, Programming Manger for SIS, lead this effort with tremendous achievements from all of the SIS programming staff including Becky Ripley, Nick Orlando, Frances Colley, Craig Dyer, Paul Facuna, and Betty Greenwood. Several Ravel Inc developers were contracted to complete a large number of hours on SIS year 2000-readiness project.

Alumnae Development System (ADS) - system is being replaced by RaisersEdge system

The Maricopa Community Colleges' (MCD's) Alumnae Development System (ADS) is a series of programs used to track donors to MCD's FOUNDATION. ADS is populated by individuals attending fundraisers, donating, or as graduates from any of MCD's degrees or certificate programs. ADS was purchased from Information Associates in 1983. Subsequently, SCT purchased and currently maintains the ADS software nationally. Maricopa has applied no changes to our ADS and have discontinued system maintenance with SCT. As such, MCD does not have the most current version of ADS as available from

the vendor.

ADS is maintained at the District office as a single location for all district-wide donors and graduates. ADS interfaces with SIS annually or upon request to identify new degree and certificate completers. The 1998 processing was completed September 1998. Only two colleges (PC, MCC) use ADS, for occasional Alumni reports and labels. All other uses of ADS are by the Maricopa Foundation.

ADS is not Y2K ready, and MCD will replace ADS with RaisersEdge prior to negative Year 2000 impacts.

For additional information regarding ADS and its Y2K readiness status, contact the ADS technical product managers (Linnea Sarkis, Frank Tulkan, David Steele), the functional product managers (Linnea Sarkis and Rea A. Bennett).

Budget Development System (BDS) - system is year 2000 ready

Maricopa's Budget Development System (BDS) is a series of programs developed by MCD to assist in the budget projections and preparations for future fiscal years. It is also used to monitor current fiscal year budget statuses. MCD has completed Y2K readiness on BDS by using a "windowing" technique which treats all dates with year 00 through 10 as 20xx and years 11 through 99 as 19xx. Extensive use of Ravel Software Inc's UNRAVEL 2000 COBOL tool was used in this process.

Debbie Thompson and Frank Tulkan are the BDS product managers representing users and technical support respectively. Frank has performed year 2000 corrections with unit tests of each program. In addition, Frank has modified BDS to enable new functions as required for employee groups and other new fiscal year requirements. Debbie and her team have completed comprehensive systems testing of all programs. Special thanks to John Taylor from Frank, Debbie and me for his exacting testing and highest quality of work during actual online and batch reporting tests completed by John.

As of May 28th, 1999 the MCD Budget Development System (BDS) was placed into production. The official creation of 99-00 budget was completed in July 1999 without any problems.

Human Resource System (HRMS) - Replaced by PS HRMS System June 30 1999

Maricopa's Human Resource Management System (HRMS) was made year 2000 ready in 1997-98. In addition the old system was replaced with a new PeopleSoft HRMS as of June 30, 1999. PeopleSoft Human Resources Management System (PS HRMS) is a series of programs used to maintain personnel records and full support for payroll and other related functions. Maricopa purchased PS HRMS in 1998 as part of an extensive RFP.

For additional information regarding PS HRMS and its Y2K readiness status, contact the HRMS technical product manager (Tom McCann), or functional product manager (Linda Perham).

Library System (LIB) - is year 2000 ready

MCD's Library Information System (LIB) is a series of programs used to maintain district-wide library holdings, their status and related library functions and services. LIB is a software package purchased from DRA; therefore MCD refers to this system as LIB and DRA interchangeably.

As noted in the internet link for DRA and the year 2000, as of Sept 1998, the status is still "in progress" for some portion of AMIGOS software. Clarification of which products are Y2K ready and their impact on MCD's use of these products for full support of LIBRARY functions has been reviewed.

DRA's LIB software is Y2K ready, as reported by vendor. MCD's LIB system operates on DEC UNIX platforms which are being made year 2000 ready by moving to 4.0 unix version. For additional information regarding LIB/DRA and its Y2K readiness status, contact the product manager Bob Davidson.

Loan Management System (LMS) - will be year 2000 ready prior to any interruption in service

MCD's Loan Management System (LMS) is a series of programs used to track processing for GSL (was Stafford), Nursing (Federal), and MCD Institutional loans. LMS was purchased from Information Associates in 1983. Subsequently, SCT purchased and currently maintains the LMS software nationally. Maricopa has applied no changes to our LMS and have discontinued system maintenance with SCT. As such, MCD does not have the most current version of LMS as available from the vendor.

LMS is maintained at the District office as a single location for all district-wide student loan and debt information. LMS interfaces with federal systems by processing the NDSL tapes provided every 3 months (approximately). In addition, LMS collects all past due debt information from the LMS files and SIS files to create a daily district-wide debt file which is used by MCD's SIS. In addition, twice a year, LMS interfaces with SIS to update student financial hold flags stored in SIS master files.

Initial quotes from the LMS vendor indicated a cost in excess of $125,000 to make LMS Y2K ready. MCD has chosen to make LMS Y2K ready with MCD's ITS staff with assistance from RAVEL contract programming services. Extensive use of Ravel's Y2K tool set is being used for the corrective action. MCD has initiated Y2K readiness on LMS by using a "field expansion" technique that expands all 2-digit years to a 4-digit year. As of June 30 1999, LMS program corrections have been completed and testing of corrected system will continue into next fiscal year. The corrected and tested system is scheduled for implementation on or before November 1999.

LMS uses ZSS 89.1 but will be moved to ZSS Plus as part of the Y2K readiness corrections. In addition, LMS has 14 files, 137 COBOL programs, 61 COBOL program libraries which require correction. 14 file conversion programs have been written.

For additional information regarding LMS and its Y2K readiness status, contact the LMS technical product manager (Gary Nusbaum), or the functional product manager (Eileen Gawin).

Oracle Government Financial (OGF) System - is year 2000 ready

MCD's Oracle Governmental Financial (OGF) System is a series of programs used to maintain financial records and full support for general ledger, requisitioning, payables and related functions within MCD. OGF is a software package purchased from Oracle Corporation. The OGF software system is comprised of the following three major applications:

Oracle Government General Ledger

Oracle Government Purchasing

Oracle Government Payables

OGF replaced the former MCD Financial Records System (FRS) which was purchased from Information Associates in 1983. Maricopa had applied extensive customizations to our former FRS. OGF's underlying product is Oracles relational database system operating on A DEC UNIX server.

Oracle's OGF software is Y2K ready, when MCD installed the 10.7 version of the software. All software updates were done in accordance with Oracle's directives under Maricopa leadership. Dave Steele and Mike Murphy are MCD's OGF technical and functional product managers respectively. For additional information regarding OGF and its Y2K readiness status, contact the HRS product managers Dave Steele or Mike Murphy. 

Legacy Transaction Conversion Utility (LTCU) - is year 2000 ready

Maricopa's LTCU is a series of programs developed by MCD to convert incoming data in one format from a sending system out in another format that is compatible with the targeted receiving system. LTCU's two-way interface is used to support:

1. Transfer of legacy transactions in VMS to OGF, in a format usable by OGF.

2. The translation of FRS 10-digit accounts to valid OGF account code combinations.

3. The ability to translate OGF accounts to FRS 10-digit accounts when sending certain data back to systems such as BDS which will remain on VMS for a year or two.

MCD has completed Y2K readiness on LTCU by using a "windowing" technique that treats all dates with year 00 thru 49 and 20xx and year 50 thru 99 as 19xx. For additional information regarding LTCU and its Y2K readiness status, contact the LTCU product manager Dave Steele.

Financial Records System (FRS) - is not year 2000 ready

MCD's Financial Resource System (FRS) was a series of programs used to maintain financial records and full support for MCD financial recordkeeping. FRS was purchased from Information Associates in 1983. Subsequently, SCT purchased and currently maintains the FRS software nationally. Maricopa has applied extensive customizations to our FRS. MCD has replaced most of the FRS functionality by purchasing and implementing the Oracle Government Financial (OGF) system. MCD only uses a very few of the original FRS functions, programs, reports, and screens.

MCD's BDS and HRS previously used FRS records to validate account codes. PS HRMS as of June 30, 1999 replaced HRS. The current status of FRS is being reviewed for final replacement issues. For additional information regarding FRS and its Y2K readiness status, contact Dave Steele the FRS technical product manager or Mike Murphy the FRS functional product manager.

Student Attendance System (SAS) - is year 2000 ready

The Maricopa Student Attendance System enables colleges to track student or employees with date and time entering and/or exiting an area. The primary uses within Maricopa are in Fitness Centers, Computer Labs, and High School programs. Some departments use SAS to accurately maintain part-time employee accountability to be reported on payroll time cards. The success of SAS becoming year 2000 ready is a direct result of the extraordinary skills and efforts of Glendale Community College's Chris Zagar. Chris corrected and installed the updated version at all of the Maricopa sites that are using SAS.

Computerized Auto Registration System (CARS) is year 2000 ready

College safety and security departments track student parking permits, tickets, and limited student demographics with the Maricopa Computerized Auto Registration System, CARS. Glendale Community College employee Steve Smith corrected CARS for year 2000 readiness and installed the corrected version at all of the Maricopa sites.

Instructional Information System (INFORM) - is year 2000 ready

Maricopa's INFORM system is used by several Maricopa Colleges to support faculty. Wide use of the product has been applied to Open Entry/Exit courses where students proceed at self-paced progress. The system automatically imports student demographic and class registration information from the Student Information System. In addition, once final grades are automatically computed, the faculty has an option to electronically send the final grade postings to the college Admissions and Records department and directly into the Maricopa Student Information System.

A number of persons were instrumental in making INFORM year 2000 ready, but primary effort and success was provided by Sandy Reah as a long-time part-time District Office contract programmer for INFORM support. Shirley Petras, as always, was instrumental in providing direction and support to Sandy.

Student Tracking (INSIGHT) - is year 2000 ready

Maricopa INSIGHT system is used for student tracking of material requests to the college. In turn, with student's showing interest by requesting a type of material or instructional program, the college uses the mailing lists to recruit students into specific program and course offerings of the college. In addition, INSIGHT is used to automatically identify Carl Perkins qualified students. The college service areas use INSIGHT to track which of the college services the students use, then in turn automatically report CARL PERKINS students served for the reporting period.

INSIGHT interfaces to SIS were made year 2000 ready by Jim DeVere. The bulk mailing feature could not be made Y2K ready, for which Jose Candanedo and Bud Pomeroy worked with Jim devere to design and program an alternative method to provide the service. GateWay Community College is analyzing the requirements for replacing the system.

Course/Program Register (CPR) - is year 2000 ready

Maricopa's Course/Program Register (CPR) system is used to record basic elements about courses offered by Maricopa Colleges. The information is recorded and maintained as part of Maricopa's Curriculum process.

Robert Peterson of the District Office curriculum support department has successfully converted and implemented the year 2000 ready version of CPR.

Tutor Management System (TMS) - scheduled to be year 2000 ready prior to any interruption in service

Maricopa's Tutor Management System (TMS) is used to schedule and track student services provided by a few Maricopa colleges for student tutoring as provided by their learning Assistance Centers or programs.

Correction of TMS for year 2000 issues is still in progress. Estimated completion of TMS year 2000 readiness is for October 1999. This year 2000 readiness programming effort has been contracted by the District Office with Andy Conovaloff a Glendale Community College student. In addition, Glendale Community College has extended Andy's contract to make minor enhancements to TMS to meet their needs.

Messaging Implementation Team (MIT) and All-in-One (A1) - A1 not Y2k ready, MIT replaces A1

Applicant Tracking - is year 2000 ready

Maricopa's Applicant Tracking system is used to enable potential employees to apply for job postings within Maricopa. This system automates some of the steps that were manual and slow processes.

George Ferguson and Tom McCann have successfully converted this system to be year 2000 ready.

Electronic Forum (EF) - is year 2000 ready on UNIX

Maricopa's Electronic Forum has been used several years for instruction and instructional support. EF is one method from which students could communicate with electronic mail between faculty, and other students as authorized. EF was found to be especially useful for collaborative learning activities for student education.

Chris Zagar of Glendale Community College has made EF system year 2000 ready on the UNIX platform. Colleges, that plan to continue use of EF, must move their EF system to the supported platform prior to Jan 2000.

Computer Assisted Registration Line (CARL) - has been replaced

Maricopa's Computer Assisted Registration Line (CARL) has been replaced and upgraded by the TOUCH-NET project success. CARL was used to allow students to register and drop classes for their enrollment. The replacement system also added the ability for students to learn their fee charges and pay by credit card. In addition, the system is moving towards combination of access points for students to include telephone and/or web and many new exciting services.

Gary Nusbaum, Pat Honzay and many others were instrumental in CARL replacement with TOUCH-NET system.

Student PAL - is year 2000 ready

Student PAL is a system developed by Glendale Community College and adopted by or being considered by a few other Maricopa colleges. The functionality is a combination of faculty and student support during a students completion of course work within Maricopa.

Miguel Corzo has designed Student PAL with year 2000 issues corrected. When Maricopa revised SIS for year 2000 readiness, Miguel corrected all interfaces with SIS and other feeder systems to ensure that Student PAL is year 2000 ready.

Enterprise-wide Servers - varies by server, see following notes

Digital Alpha UNIX systems require upgraded operating system installed at all sites. These systems are widely used at each site in support of the Maricopa Library system and some colleges web sites. Tom Bates has identified the steps required for project success, including a proposed schedule as to upgrading all DEC ALPHA Unix system. The DEC ALPHA OpenVMS system is already year 2000 ready.

Digital VAX VMS systems currently are running on various version of the operating system throughout Maricopa. The vendor has released a year 2000 correction for VAX VMS 5.5-2, which Maricopa would prefer to stay on until after year 2000. The vendor has also stated that some layered products under 5.5-2 are not year 2000 ready, and the vendor has suggested that Maricopa move to a later version of the Operating System, like 6.2 or higher. A Maricopa team of VMS specialists met and agrees that the 5.5.2 version is still Maricopa's best option, and that extensive testing is required to verify their professional judgments. A special VAX VMS system, Y2KT, has been installed with single purpose of testing Maricopa's enterprise-wide systems which are supported on this platform while setting the computer's system date to year 2000 and other appropriate date and testing scenarios. Maricopa systems which depend on VAX VMS include SIS, A1, CARS, SAS, CPR, INFORM, and INSIGHT to mention a few. Tim Mee is the primary technical support person who is facilitating the setup of the Y2KT VAX VMS test system for others to test. In addition, Jason Pociask has upgraded the FOCUS programming language compiler to a year 2000 ready version. Kelly Young has upgraded the INGRES database system to a year 2000 ready version.

District Office Microsoft NT and Netware Systems have been made year 2000 ready. These systems house the main tree for many of Maricopa's WEB page accesses to District Office and each of the Maricopa Colleges' web servers as used by the public. In addition, directory services and locations of various computer systems as defined electronically are located on these specialized servers. Rebecca Ramirez has successfully made these corrections and several upgrades to service and availability for these servers.

Telecommunications (Phones and WAN) - is year 2000 ready

Maricopa's Telecommunications projects included the replacement of all telephone systems and electronics within Maricopa. These new systems are year 2000 ready. US West and NEC contract work was completed under Maricopa direction. For additional information, contact the Director of the Maricopa Telecom project Diane Bondurant.

In addition to phones, Maricopa's entire Wide Area Network (WAN) was upgraded and corrected for Year 2000. For additional information on this project, contact the John Hawkins.

Maricopa Institutional Research System (MIR) - is year 2000 ready

The Maricopa Institutional Research System (MIR) is used for longitudinal and other research studies within Maricopa. The system is housed on Digital VAX VMS system on an INGRES relational database. Juan Marquez has successfully revised MIR to be year 2000 ready.

HVAC - is year 2000 ready

Maricopa has many buildings and structures that depend upon Heating, Ventilation, and Air Conditioning (HVAC). Arlen Solochek and Lionel Diaz have indicated that all vendors have been contacted and are aware of our concerns. In May 1999, Maricopa's primary HVAC vendors reported that the HVAC systems we use are year 2000 ready.

Legal - anticipated and communicating year 2000 issues

Maricopa has initiated all actions possible to identify and correct any known systems that may be negatively impacted by year 2000 issues. These internal systems, such as those listed in prior pages are just a few. In addition, Maricopa has taken a proactive position to contact all vendors who provide us services that we depend upon to deliver our customer services. As part of the proactive strategy, Maricopa has developed a process and standard year 2000 compliance statements to be sent to vendors inquiring about Maricopa's Y2K status. In addition, Maricopa's purchasing department has required Y2K statements on all purchase orders since 1997. Maricopa has also sent inquiries to all of our primary vendors asking them to respond to questions which indicate their year 2000 readiness as it might impact Maricopa.

The efforts and dedication of Margaret McConnell (Maricopa's legal counsel), Mike McIntier (Maricopa's Director Strategic Operations) and their staff accomplished most of this activity.