Survey Form Instructions
Since the inventory process requires physically identifying each piece of equipment in the
department by building and room #, a hardcopy form was chosen as the most convenient method of
data collection and documentation. Items identified as critical and non-compliant, will be entered
into an electronic database and tracked for follow-up and remediation.
This document contains survey forms for computer equipment, computer software, and for
embedded systems (other devices). Although the forms are self-explanatory, there are several fields
that need some further clarification.
Computer Inventory
Function – Special indication should be noted for computers that are used in experiments that
involve control systems whose malfunction may harm users of the system or any human subjects
(patients).
Criticality of Function – The highest rating should be given to computers that are central to the
continuation of your work. For the research areas, the highest criticality should be directly
related to fulfilling the grant aims where there is no alternative machine to use.
Are date calculations used? – If date calculations are NOT used for the primary purpose of the
machine, then Y2K compliance becomes a non-issue.
Software Inventory
It is important to understand the underlying tools used in the development of custom
applications. Examples include applications developed in dBase, FoxPro, etc.
If dates are manually entered into an application, then the underlying tools may be less
important. For example, if a 4 digit date is manually entered into the program and used for all
calculations, it may not matter if the underlying toolset is Y2K compliant, provided that it
continues to work after 12/31/99. For those situations, it is best to set the PC date forward to
1/1/2000 and test to see if the application still performs its functions.
Other Devices
By far, this is the most troublesome category of system to test for Y2K since in many cases the
underlying software is available only in binary form (not readable by the user). In these cases, the
only methodology that works is to set the date forward and test the operation.
If no dates are used by the system, then Y2K compliance is not an issue.
Examples of “other devices” include: temperature-controlled ovens, refrigerators, scientific
instrumentation, security and card access systems, and other types of dedicated controllers.
Please make additional copies of the forms, as needed, to complete the inventory for all rooms under
your control. I appreciate your cooperation in this important matter.
Computer Inventory Form
Department: __________________ Contact Person:___________________ Email
Address:_______________________
Campus Phone Number:_____________ Building/Room # ____________________________
Page _____ of ______
Description Manufacturer Serial # Operating Version # Function Criticality of Are date Year
Server, Workstation, Personal HP, SUN, SGI, System Indicate primary Function calculations Comp
Computer Dell, Gateway, e.g Solaris, Novell, purpose: (1=least, used? Y/N
Micron,, etc. NT, Linux, Other Experiment control, 5=Most) Y/N
Data analysis, Office
use
Completed forms should be mailed to:
DoIT Business Office
ECC Bldg.
Campus Zip –2610
Software Inventory Form
Department: __________________ Contact Person:___________________ Email
Address:_______________________
Campus Phone Number:_____________ Building/Room # ____________________________
Page _____ of _______
This form should only be used for specialized software, developed in-house or purchased. Desktop
applications such as MS Office, etc. should NOT be included on this form.
Description Software Vendor Function Criticality of Function Are date Year 2000
If internal, indicate by Indicate primary purpose (1=least, 5=Most) calculations Compliant
entering 'in-house' used? Y/N
Y/N
Completed forms should be mailed to:
DoIT Business Office
ECC Bldg.
Campus Zip –2610
Other Devices Inventory Form
Department: __________________ Contact Person:___________________ Email
Address:_______________________
Campus Phone Number:_____________ Building/Room # ____________________________
Page _____ of _____
Description of device, including make, model #, Vendor Function Criticality of Are date Year 2000 If no
Operating System Indicate primary purpose Function calculations Compliant Rep
(1=least, used? Y/N Upd
5=Most) Y/N
Completed forms should be mailed to:
DoIT Business Office
ECC Bldg.
Campus Zip –2610