Although a dealership's Dealer Management System (DMS) vendor is the most important priority in preparation for Y2K, it is not the only area that needs to be addressed. According to Paul MacDonald, a private consultant on the year 2000 issue and former IT Committee Chairman for the NADA, there are 146 items on the NADA's list of potential Y2K problems. He estimates that it takes a dealership at least four to six months to get ready for Y2K. Some of the key areas outside of your DMS that MacDonald recommends be closely evaluated include:
·Telephone system-Many of these are PC systems, and 30 to 35 percent of the dealers' phone systems tested by MacDonald failed the Y2K compliance test.
·Security systems (burglar alarms, video surveillance)-Like the phone systems, 30 to 35 percent failed at the dealerships MacDonald has consulted.
·Equipment-Everything, including shop equipment, time clocks, diagnostic tools, PC's, third party vendors, etc., needs to be checked.
·Infrastructure-Power, water, 911, gas, banking
·Insurance-Y2K glitches are not usually covered by business interruption insurance.
·Contingency Plan-Have a plan "B" for different scenarios such as power outages, machinery breakdowns or errors, phone service outages, etc.
The key is to have a systematic process for checking the potential problem areas, and then monitoring them as the new year rolls in.
Y2K Checklist for "Hidden" Computers
Computer services providers, manufacturers, and the NADA recommend dealers not only make sure their hardware and software are Y2K ready, but also take the time to check other equipment vulnerable to the Y2K bug. Dealers use many devices that don't look like computers, but contain embedded microchips that could be affected by Y2K. Some of those items include:
Internal PBX or telephone system
If the computer chip is old, the voice mail date mechanism likely will malfunction or shut down. Automated attendant could also fail. Older analog systems probably won't be affected, but newer digital products could lock up. Check with your PBX provider, as well as the manufacturer of the product, to ensure your telephone system is Y2K compliant.
Heating and air conditioning systems
Your automatic temperature control could malfunction if it is not Y2K compliant, so check with the system's manufacturer. You should also monitor your store's thermostat on Saturday, January 1, to make sure the temperature hasn't zoomed up to 90 degrees, or worse, dropped below zero degrees, causing pipes to freeze and burst.
Fire and security alarm systems
Security systems include CCTV, motion and heat detectors, pressure pads, etc.-all of which depend on electricity. Be prepared to make a physical inspection of your site to ensure security if power fails. If you are using a security vendor, make sure they are going to cover you if their system fails.
Satellite communication devices
While pagers and cell phones could be affected by a satellite blackout, the biggest concern for dealerships is their DCS (Dealer Communication System). Without their DCS, dealers cannot make electronic auto manufacturer transactions. Check with your computer services provider to see if your system is at risk.
Service department equipment
Y2K may cause blackouts and brownouts, making your power tools and diagnostic equipment useless. Also, these blackouts could occur while cars are raised in the air for service, so be sure safety mechanisms are in working order to avoid serious accidents.
Body shop computers
When was the last time your body shop manager had to make a manual estimate? It could happen if your electronic estimating systems shut down, so be prepared.
Key coding systems
Your electronic bar coding key system cannot be used during an electrical blackout, and you might find the keys to your vehicle inventory locked up and inaccessible until power is restored.
Office equipment
Fax machines, copiers, printers, and other equipment will malfunction or shut down if their computer chips have only two-digit memory. Check with the manufacturer of each product, and replace any equipment that isn't Y2K compliant.
Electronic vaults-
If the power goes out, you won't have access to your vault during the blackout-unless you have a manual override feature.
Automatic lighting controls
Not a major concern, but dealers should monitor their automatic lighting to be sure it is performing as programmed. A darkened lot could invite vandalism and theft.
Time clocks
If your time clock is not compliant, your employees' punch in and punch out time could be inaccurate, and all of the recording of employee hours will have to be done manually.
Cash registers
If the power is interrupted, your cash register could lock up. Check with the product's manufacturer to ensure it is Y2K ready.
Electronic key cards or code door locks
In the case of a blackout, it is likely they either will not open, possibly locking people in or out, or fail in "safe mode" by releasing the lock. If there is a manual override, be sure you have the key or information to use it. Joel Shuflin is Director of Marketing and Y2K Communications for ADP.