Guidelines and Procedures in Ensuring Y2K Compliance on Mission Critical Systems of the Bureau of Internal Revenue

March 11, 1999 REVENUE MEMORANDUM ORDER NO. 26-99 SUBJECT : Guidelines and Procedures in Ensuring Y2K Compliance on Mission Critical Systems of the Bureau of Internal Revenue TO : All Internal Revenue Officers and Others Concerned I. BACKGROUND The Bureau of Internal Revenue, like other agencies which utilize automated/computed machines, is facing the "Y2K Problem" or the "Millennium Bug". The Y2K Problem is a result of the general practice of using two digits, instead of four, to represent a year and keep track of the date. As a consequence, most computer systems will recognize double zero ("00") in dates not as the year 2000 but the year 1900. cdll The Y2K Problem, if not fixed, will cause computer based systems and devices with embedded micro-chips to generate erroneous data and lead to system crashes that may disrupt business operations and delivery of public services. II. OBJECTIVES This Order is issued to: A. Assure that no disruptions occur on mission critical systems of the Bureau because of the Y2K Problem. B. Implement Y2K project plans to address the Y2K Problem; C. Promote awareness on the urgent and critical issues on the problem and to undertake initiatives and program aimed at tackling the "Y2K Bug"; and D. Identify the offices and personnel responsible in ensuring Y2K compliance of the Bureau's computer based systems and other equipment with embedded programmable microchips. III. DEFINITION OF TERMS For purposes of this Order, the following terms are defined: A. Y2K - an acronym for Year 2000; the letter Y stands for Year, the number 2 stands for itself and K stands for the prefix kilo - which means 1000 in the metric system. B. Millennium Bug - refers to the inability of computer software and hardware and embedded systems to function properly at the turn of the century. C. Y2K Task Force - a group of BIR personnel organized to ensure that the Bureau will be 100 percent compliant before Year 200 (refer to ISG Order 54-98). D. Inventory of Software - inventory of office automation software and infrastructure systems with their locations, descriptions, status and recommendation. a. Office Automation Software - packaged software such as MSWord, MSExcel and MSPowerpoint, and development/productivity tools such as FoxPro, Access Oracle that runs in servers and PCs. b. Infrastructure Systems - includes Operating Systems, data files (backup/archive) and network management solutions (CA Unicenter). E. Inventory of Hardware and Peripherals - inventory of servers, PCs, hardware components, mainframe and data entry machines and other hardware attached/connected to PCs with their locations, descriptions and status if they are compliant or not. F. Inventory of Non-IT Equipment - inventory of equipment with embedded programmable microchips, with their brand name, model, count and remarks if they are compliant, non-compliant or not applicable. G. Inventory of Application Systems - inventory of PC based and mainframe programs, whether vendor/3 rd party developed systems or in-house developed systems, with program name, program description and programming language use. H. Y2K Assessment - process of evaluating IT equipment and systems Y2K compliance whether they are Y2K compliant or need minor or major fixes or for replacement, also known as triage method . I. Y2K Remediation - process of fixing, repairing and applying appropriate solutions on non-compliant IT equipment and systems to ensure Y2K compliance. IV. GUIDELINES AND PROCEDURES A. The Y2K Task Force shall: 1. Consolidate all inventories of hardware and peripherals, software and applications of the Bureau and identify which are affected by the Y2K bug; 2. Formulate Year 2000 conversion plans; 3. Undertake necessary measures for a smooth transition of all information systems and applications by the Year 2000; 4. Test recommended solutions for the Y2K bug; and 5. Submit periodic reports to the Commissioner, through the Deputy Commissioner, ISG on the progress of the work completed by the task force. B. The Information Systems Development Service (ISDS) shall: 1. Assess Y2K compliance of ITS/IAS, existing systems and ongoing development projects; 2. Conduct an inventory/assessment of development tools and application modules/programs of the Bureau; 3. Propose and apply remediation/fixes to the non-compliant application systems; 4. Test recommended solutions for the Y2K bug; 5. Request for issuance of, Y2K Compliance Certificate from suppliers/developers of vendor-developed applications as well as off-the-shelf application systems, i.e. Legal Information System (LIS); and 6. Provide the Y2K Task Force with updates on ISDS remediation initiatives on all application. C. The Information Systems Operations Service (ISOS) shall: 1. Conduct an inventory of hardware and peripherals, and IT equipment of the Bureau; 2. Request for issuance of Y2K Compliance Certificate. for AC-PS delivered/installed IT equipment and other gadgets which may contain programmable chips and their remaining deliverables; 3. Provide the Y2K Task Force with updates on the Y2K compliance of all the hardware, office automation software and network components and administer their compliance; 4. Research and provide information on solutions/patches/certifications that will be provided by the suppliers; 5. Test recommended solutions/patches for the Y2K bug; 6. Coordinate with suppliers/vendors of non-compliant hardware and software products for possible remediation; and 7. Perform testing on all IT equipment delivered to the Bureau regardless whether said equipment were procured through the regular or TCP fund. D. The Information Planning and Quality Service (IPQS) shall: 1. Conduct an inventory of all Non-IT equipment of the Bureau and coordinate with suppliers/vendors of Non-IT equipment at the Revenue Command Center and Video Conferencing equipment at all sites, as to whether they are Y2K compliant or not and take necessary action; llphil 2. Prepare policies that will enforce compliance on identified processes affected by Year 2000 problem; 3. Coordinate with concerned offices and identify forms that shall require changes to adapt 4-digit year format; 4. Prepare correspondence on Y2K issued with external offices particularly surveys and compliance assurance/certification; 5. Recommend standards on Y2K activity documentation; 6. Disseminate Y2K awareness to BIR personnel; and 7. Check all systems documentation of vendor-developed and in-house developed application systems for inclusion of Y2K remediation strategy. E. The Procurement Division shall: 1. Require supplier/vendor of any IT equipment or any electronic gadget/equipment which may contain programmable chips to issue Y2K compliance certification. 2. Determine all procured Non-IT equipment (except those assigned to IPQS under item D.1) whether they are compliant or not; and 3. Coordinate with suppliers/vendors of non-compliant Non-IT equipment for possible remediation. F. The Training Division shall Include Y2K awareness training module on applicable training/seminar conducted. V. REPEALING CLAUSE All other issuances and/or portions thereof inconsistent herewith are hereby repealed and amended accordingly. VI. EFFECTIVITY This Order takes effect immediately. (SGD.) BEETHOVEN L. RUALO Commissioner of Internal Revenue