It's January 1, 2000: Can You Get Into Your Building?

This provocative headline currently used in literature from the International Facilities Management Association IFMA is not intended to be cute. It points to just one of the very real problems building owners and managers could face with the arrival of the year 2000.

Although the Year 2000 (Y2K) problem has received massive attention in the media, as the clock keeps ticking many organizations are still unaware or unconcerned, and certainly unprepared for it.

The problem stems from the practice of computer programmers using two digits instead of four to represent the year in date- and time-sensitive instructions and calculations, i.e., "98" vs. "1998."

The two-digit convention arose decades ago as a way for computer programmers to save precious memory when writing software code. The problem is, when "99" changes to "00" many programs won't be able to distinguish between 2000 and 1900. The consequences are far reaching, affecting every industry from transportation to medicine and finance.

Ordinary calculations such as delivery schedules, billing cycles, interest on loans, Social Security payments and payroll checks could all be in jeopardy. Computers could miscalculate figures, generate overdue notices, close accounts or not recognize them as valid, or simply crash.

Not Just A Computer Problem

Facilities managers who assume the Y2K problem is a concern solely for Information Technology managers are sadly mistaken. The problem extends well beyond desktop and laptop computers.

It includes untold millions of time-dependent microchips embedded in control systems that regulate elevators, lighting, HVAC systems, time clocks, telecommunications, and the locks on many buildings' doors.

The cost to solve these problems has been estimated at $300 to $600 billion worldwide, not counting possible business interruptions or litigation from business owners, customers, stockholders, tenants and class action suits.

Experts disagree on how severe the problem really is and no one will know for sure until 2000, but some people have already felt the sting of the 'millenium bug." One simple example: credit cards with expiration dates in the year 2000 or beyond have often been rejected when presented for payment because computers could not understand the date. The same could happen with building access card systems.

For building owners and managers, the best course of action is to take the Y2K problem seriously. The larger an enterprise is, the more time and resources the solution will require, and time is running out, even for smaller establishments.

What to Do

• Take an Inventory Include all your equipment, services and operations that may be date/time sensitive and rely on a computer program or microchip. Assess and prioritize the items according to risk involved if they should fail.
• Check Vendor Y2K Compliance Compile a list of model numbers, manufacturers, vendors and purchase dates. Ask for written documentation of their products' and services' Y2K compliance status and get a written commitment as to when non-compliant entities will be in compliance.
• Secure Help Early The demand and costs for the services of a qualified Y2K specialist will only increase as time marches on.
• Consider All Susceptible Systems Besides the building systems mentioned above, other areas you need to consider in your inventory include: vaults, fire alarm systems, data recording and back-up systems, postage meters, voice mail time/date stamping, and scheduling systems for projects, maintenance, deliveries, etc.
• Don't Overlook Other Business Essentials Most time-sensitive legal and financial documents are recorded electronically and thus may be vulnerable to the Y2K bug. They can include myriad materials from licenses and building permits, to leasing contracts, options, purchase agreements and insurance policies.
• Look Beyond Your Own Facilities Non-compliant vendors, suppliers, distributors and customers can affect your operations. Be aware that some vendors who are non-compliant may just walk away from the problem or try to pass the buck. Purchases of new equipment or services should be made with Year 2000 compliance in mind.

A planning guide is available from the International Facilities Management Association to help building owners and managers address the Year 2000 problem. A wealth of information is also available on the Internet. The sites listed below offer numerous links to additional resources. And -- no need to worry -- you will be able to get into these sites.