M E M O

TO:	Bob Berkopec

Dan Schmidt

FROM:	Yvonne Engel

DATE:	October 13, 1998

RE:	YEAR 2000 COMPLIANCE REPORT

An inventory of the entire network has been completed to determine the compliance of the Foundation's hardware and software with the Year 2000 date issues.

The inventory identified the BIOS (Basic Input/Output System) manufacturer and dates of all desktop PC's as well as the file server. A network management tool was temporarily installed to the file server to collect the data from each PC. When the information was analyzed, some computers could not be confirmed compliant by the information gathered and therefore required additional evaluation. Part numbers and asset tag identifiers from original invoices were then compared with the vendors compliance charts.

Finally, 12 of our 18 computers were verified as hardware compliant. This means six computers will need to be replaced. In addition, Mr. Joyce's home computer was due to be upgraded and is not compliant as is. Printers have no date issues; the scaner and software are both compliant. Some workstations may require a software upgrade for their audio players.

The Bradley Foundation is running a Microsoft Windows NT 4.0 File Server and utilizing Windows 95 as its operating system on all workstations. Microsoft states Windows NT 4.0 is basically Y2K compliant, but needs to have Service Pack 3 installed. Windows 95 has some minor date related issues which can be resolved at no cost by downloading a patch from Microsoft. Backup Exec (used nightly by the file server to back-up all foundation files) will need to be upgraded.

A variety of desktop software is used by the Foundation staff. Most of the programs used by the majority of the staff were found to be Y2K compliant and therefore no action is required. These include:

--	MicroEdge Gifts for Windows grants database

--	DocuRom (used for archived grant files)

--	Harvard Graphics v. 3.0 and above

--	Lotus 1-2-3 v. 5.0 and above

--	Lotus Organizer

--	Peachtree v.6 (used for general accounting)

--	Netscape Navigator (Internet browser)

--	Adobe Acrobat 3.0

--	Bookshelf '98

With the exception of WordPerfect and Exchange, the following programs are used by only a few people. Several programs need simply to be upgraded to a more recent version or have a service pack installed. These include:

--	Crystal Reports (upgrade from v. 5.0 to 6.0)

--	PKZIP (upgrade from v. 2.04e to 2.60)

--	WordPerfect (upgrade from v. 6.1 to 8.0)

--	Quicken (upgrade from v. 5.0 to 6.0)

--	Adobe Acrobat v. 1 (upgrade to v. 3.0)

--	WinFax Pro (upgrade to v. 8.0.2)

--	Microsoft Exchange (download Service Pack 5)

--	Internet Explorer (download patch)

--	PowerPoint v. 4.0 (download .dll file)

--	Microsoft Office v. 4.3 (download .dll file)

When it comes to Microsoft Office v. 4.3 (comprised of Access 2.0, Excel 5.0, PowerPoint 4.0c, and Word for Windows 6.0) two separate issues need to be kept in mind: the Office software itself, and user files that may contain assumptions about two-digit years in dates. Microsoft Office is resident on half of the Bradley PCS, though I suspect not too many people actually use these particular programs. Those using Word for Windows or Access will need to remember to enter only 4-digit dates for the year; Excel needs to be upgraded to v. 7.0; PowerPoint requires downloading of a particular .dll file for correct date conversions which will requiring opening the presentation and resaving it in the new format.

I am in the process of surveying the staff to learn what software each person is using and what programs they consider might be helpful in the future. This information will help me to know what software should be kept, added, deleted, or upgraded.

I have requested a proposal from Tushaus for six computers to replace the non-compliant PC's currently in use at the Lion House; an additional unit to replace Mr. Joyce's home computer, along with a 17" color monitor, and an upgrade to Windows 95; and, allowing for expansion within the staff, two additional complete workstations (CPU, 17" monitor, keyboard, mouse, speakers, and power surge protection).

All nine of the CPU's will be 400mhz Towers with 64mb RAM, a 4.3gb hard drive, 10/100 Base T network card, 512K cache, 32x CD- ROM drive, internal speakers, video RAM of 14mg, and 1024x768 video resolution with minimum .28dp. The proposal will also include the cost of set-up and installation of the appropriate software for each workstation. We will review the current software licensing and be sure we have the proper number of licenses to legally use all software installed, and purchase licenses if required.

I will keep you informed of the costs involved; I expect to have the Tushaus proposal this week.

If you have comments or questions, please let me know.

/ye

M E M O

TO:	Bob Berkopec

Dan Schmidt

FROM:	Yvonne Engel

DATE:	October 15, 1998

RE:	Computer Network

I have been working with Jack at Tushaus Computer Services regarding replacing our Y2K non-compliant workstations. We have discussed various options and I believe this proposal best meets our long and short term needs.

Exhibit A is the hardware proposal, at a total cost of $21,577.45.

The next three pages (Exhibit B) are pricing for service fee options. I would recommend purchasing a $5,000 block of service time to cover the installation. Service time rather than blocks of hours would allow us to use the different types of services we would need in the process of these installations. We should allow approximately two hours per workstation for set-up, configuration, and migration of files currently on old hard drives, plus the port switch installation, Mr. Joyce's home installation, and, allowing for unforeseen circumstances, I'd anticipate 25 hours of service. (25 hours x $115/hr = $2,875) The extra dollars will eventually be used up with our regular consulting needs. There is no limit by which we must use the service time. It does not expire and the rates are going up December 1, 1998 so we could lock in to a good rate.

The first item on the proposal is eight Compaq computers with the following specifications:

450mhz Towers with 64mb RAM, a 4.3gb hard drive, 10/100 Base T network card, 512K cache, DVD drive (upgrade of CD-ROM; current CD's work in it as well)

The second item is the Viewsonic monitors which include video RAM of 14mg , and 1024x768 video resolution with minimum . 28dp and are the same as those currently in use at the Foundation. They are needed for Mr. Joyce's office and home workstations.

Exhibit C explains our need for the Bay Networks Port Switch, the third item on the proposal.

The GHOST software mentioned as items four and five reduce substantially the installation time, and has already been factored into the time needed for each workstation installation as discussed above. This program allow for a tech to set up on one computer all of the software needed from the file server. Most of our workstation software resides on the file server and a workstation node is run at each computer for each piece of software on the server, thereby enabling it to use the various programs contained on the file server. An image is made of all of the set-up components required and sent to one file on the server. This image is then downloaded onto each of the remaining computers, instead of spending hours configuring each computer. It is a definite time and money saver.

Active surge protectors are needed at Kathy's, Mr. Joyce's office, and Marcia's workstations.

Several workstations do not currently have speakers. These would probably go to Mike H., Mr. Joyce's office, me, and Kimberly.

Exhibit D explains the type of computer each staff member is currently using and the proposed changes resulting from the purchase of new computers. If we do some switching around, almost everyone get a "new computer." The other option is to simply give the new PC's to those whose PC's are obsolete. I would appreciate your input in eventually tweaking this placement list, but the priority now is to order the computers.

As you know, the archiving of the grant files project has progressed slower than anticipated and therefore we do have funds remaining in the 1998 computer budget. Perhaps these justified costs would help us reduce excise taxes by meeting a required minimum payout level for administration expenses during 1998.

I would like to order the specified hardware by the end of this week. Please let me know if this is acceptable, or if you need further explanation on any items.

/ye

Attachments

EXHIBIT C

NETWORK JACKS AND CONNECTIONS

We have four hubs with eight connections each for a total of 32 simultaneous connections.

Currently, 18 connections are being used by computers, four are being used by the network printers, three by the shared modem pool lines, and four due to piggyback connections (each hub is connected to the one before it, and the first one to the file server). This leaves three available connections, in addition to the one in Mr. Joyce's office that is currently taking up a slot but not actually in use by a computer.

If we purchased a Bay Networks 350T 24 Port Switch that operates at a faster speed, each of our new PCs would realize its full potential regarding processing speed. The wiring within the walls is already in place for this; no wiring is needed. Each new PC would connect directly to this switch, instead of being piggybacked through a hub. The 10/100 Base T network card that comes with the new PCs allows the computers to be used by either a 10 Base T or 100 Base T network. Currently, we are running a 10 Base T newtork. The cost for this 24 port switch is $2,020.00. In addition to speeding up the network, it would also allow us immediate expansion, should we require it.

The remaining 10 computers would need to be connected to the four old hubs, each of which would then be connected directly to the new switch, not piggybacked. We could upgrade the old computers to the 100 Base T network card at a cost of approximately $88 each, but I don't believe that is necessary at this time. Even without a new network card, the computers would show improved speed and less clashing because the connection is more direct; there would be less "piggybacking" to their file server connection. Each of the hubs we use now would contain only three or four connections (instead of the full eight each) and be directly connected to the switch instead of "piggybacked" to each other.

NETWORK JACKS AND CONNECTIONS

Active	Location of

Jack #	Connections	Inactive Jacks

1	Ann

2	Ground Fl Printer

3	Karen Local Printer

4	Karen

5	Kathy

6	Kathy/Gary area

7	File Room

8	File Room

9	Copy Room

10	Copy Room

11	Marcia

12	Workroom

13	Leslie

14	Leslie Printer

15?

16?

17?

18?

19	Kimberly

20	Reception Printer

21	Reception

22	Foyer

23	Conf. Room

24	Conf. Room

25	IAR Office

26	Mike H.

27	Bob

28	1st Fl Printer

29	Library Closet

30	Bill B. (Library)

31	Library (by TV)

32	Library (under table)

33?

34?

35	2nd Fl Printer

36	Kelly

37	Yvonne

38	Color Printer

39	Bill S.

40	Alicia

41	Dionne

42	MJ Office

43	MJ (ISDN)

44	Dan

45	Dianne

EXHIBIT D

DISTRIBUTION OF COMPUTERS

CURRENTLY	PROPOSED

Y2K Non-Compliant:	New PCs:

BILL B.	BILL B.

ALICIA	ALICIA

MIKE H.	MIKE H.

MJ-OFFICE	MJ-OFFICE

MJ-HOME	MJ-HOME

ANN	KELLY

KATHY	DAN

MARCIA	DIONNE

P90's:	P90's:

DIANNE	DIANNE

BOB	ANN

KAREN	KATHY

DAN	STACY

BILL S.	MARCIA

P120's:	P120's:

YVONNE	YVONNE

KIM	KIM

DIONNE	BOB

KELLY	BILL S.

STACY	KAREN