Loading...
HomeMy WebLinkAbout17 FINAL YR 2000 RPT 12-06-99AGENDA ..t lqo. 17 12-06-99 DATE: DECEMBER 6, 1999 Inter-Com TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER FINANCE AND COMMUNITY DEVELOPMENT DEPARTMENTS FINAL YEAR 2000 REPORT Summary: City staff is continuing to work on addressing potential Y2K problems and equipment compliance. Monthly status reports are presented to the City Council summarizing new information, equipment changes and Y2K compliance progress. This is the final report for1999. RECOMMENDATION That the City Council receive and file this report. FISCAL IMPACT Approximately $543,200 has been expended to date on Y2K upgrades to the Police Department software/hardware, access control system, emergency generator audit/testing/repairs, traffic signal controllers/testing, citywide computer upgrades and the Water Operations supervisory control and data acquisition system. BACKGROUND AND DISCUSSION Staff provided monthly status reports to the City Council beginning in July 1999. At this time all critical systems have been upgraded or will be upgraded before the end of the year. The following is information on the final status of citywide Y2K compliance efforts and Emergency Operations staffing on December 31, 1999. CRITICAL CITY FACILITIES/COMPONENTS Engineering Current status: Manufacturers of traffic signal equipment were contacted in April, 1999 and were requested to provide Y2K compliance information. The City received letters indicating compliance of system components. In addition, the City received Y2K compliant software updates for the in-house Aries Traffic Signal Management'and Monitoring System in May, 1999. Testing of each traffic' signal location for New Year's roll-over was completed by July, 1999. Each traffic signal controller time clock was manually advanced to December 31, 1999, and allowed to roll-over to January 1,2000. No problems were encountered. In July, 1999, staff utilized the services of Edison ESI to analyze the civic center electrical system and to conduct a test of the City's emergency generator. The test was City Council Report Year 2000 Plan Update December 6, 1999 Page 2 successful in that it proved that the generator, with no interruption, automatically started and supported critical systems including PD communications and City phones. It was also determined that the generator has sufficient capacity to handle all connected loads with capacity to spare. Future.Actions: Even thoUgh no problems were encountered during tests, as an additional precautionary measure the Engineering Division will re-set time clocks on traffic signal controllers on Wednesday, December 29, 1999, to December 29, 1993 and allow the roll-over to January 1, 1994, which has already occurred without incident. The time clocks will be reset to current time when staff is.assured that no real.time problems exist. Computer Service Company, Inc., the City's traffic signal maintenance contractor, will have a representative in the City between 10:00 p.m. and 2:00 a.m. to respond to any traffic signal maintenance issues. Hartzog and Crabill, consulting traffic signal operations specialists for the City, will have a representative in the City to respond to any traffic signal operations/control type issues. Field Services Current status: The City's vendors were required to answer a city survey regarding their availability to provide services and supplies. Approximately 90% stated that they would be able to do so, without conditions. All mission critical suppliers have stated that they are ready to serve the City's needs. Future Actions: An electrical system audit, emergency generator test and maintenance of the main electrical panel is scheduled for Friday, December 10th at the Field Services Maintenance Facility. Water Services Current status: Substantial completion of the Supervisory Control and Data Acquisition (SCADA) telemetry system is scheduled for December 10, 1999, with staff training to take place thereafter. Future Actions: Completion of the SCADA system installation and staff training. City Council Report Year 20,00 Plan Update December 6, 1999 Page 3 Police .' The Police Department's planning for the Y2K issue has been on-going for approximately 11 months and is currently in the detail stage of developing the Operational Plan. Lt. Joe Garcia is responsible for final development of the plan and will be the Incident Commander during the critical times on the evening of December 31, 1999, and the early morning of January 1, 2000. Some of the features of the plan at this point are: · Planning is based on the worst case being complete loss of electrical power with subsequent effects on water supply, communications, traffic signals, etc. Field personnel will be assigned and pre-positioned to 4 different areas of the City using the existing beat system. Some of these personnel will be assigned to responding to the normal calls for service, unrelated to 'Y2K'. Those 4 areas will have necessary equipment pre-staged for rapid deployment as needed. This will include flares, barricades, signage, etc. Critical intersections, utility sites, potential terrorism targets, critical businesses, public facilities, large planned gatherings, etc. will be identified and manned or inspected as needed. Stand-down procedures will also be developed and implemented as needed. Enhanced deployment levels will continue throughout the New Year's weekend. · The ICS/SEMS management system will be used throughout the operation. · The completed Operatior~al Plan will be distributed td all concerned City departments when it is finalized. Computer Systems All network servers have been updated and tested for Y2k readiness. The testing confirmed that the respective operating systems and hardware function properly. Ninety percent (90%) of workstation computers have been upgraded with the latest Operating System application patches from Microsoft. The remaining computers will be upgraded within the next two weeks. All network backbone equipment is Y2k compliant. Most network applications are Y2k compliant The core financial systems were converted and are Y2K compliant. The Utility Billing system is still being converted and may not be online on January 1. A contingency plan for processing water bills after January 1 is being developed. City Council Report Year 2000 Plan Update December 6, 1999 Page 4 New Year's Eve Staffing The City Emergency Operations Center will be set up and staffed by the appropriate staff on New Year's eve. Officially, the EOC will be in standby mode and ready to respond. Staff will also conduct an EOC briefing and perform a brief EOC exercise/training session before midnight. Senior management staff will be at City Hall on New Year's Eve to evaluate events as they occur across time zones. If there is any indication that serious system failures can be expected the City Manager will be on site to declare a local emergency and direct the EOC into operation. The following staff will be working at City Hall or on call on December 31, 1999: Executive Staff- All executive staff will be on-site William Huston, City Manager Christine Shingleton, Assistant City Manager Steve Foster, Chief of Police Elizabeth Binsack, Director of Community Development Tim Serlet, Director of Public Works Patrick Sanchez, Director of Parks and Recreation Ron Nault, Director of Finance Engineering Joe Meyers Kathy Barr Dana Kasdan Doug Anderson Jerry Otteson Fred Page Field Services Wisam Altowaiji Alan Gallagher Ed Murrell Roberto Guerrero Andy Thompson Joe Loya Robert May Roger Bell Jim Sulli. Water Division Gary Veeh Talbot Hazard Joe Lozano Art Valenzuela Bart Crowley Angel Aviles Brian McNamara City Council Report Year 2000 Plan Update December 6, 1999 Page 5 Police Department 26 officers 10 supervisors 2 Captains Additional support personnel also will be on duty. Community Development Rita Westfield Karen Peterson Nick Anderson BJ Azarvand ORANGE COUNTY FIRE AUTHORITY The Orange County Fire Authority (OCFA) provides monthly Year 2000 Plan updates to the Executive Committee.· A copy of the November 18, 1999 Fire Authority Year 2000 Plan Update Report and the updated (11/15/99) Orange County Fire Authority Year 2000 Plan are attached as Exhibit A. R0n~d A. Nault ~. Finance Director Elizabeth A. Binsack Community Development Director Exhibit: A - Orange County Fire Authority reports RW/year 2000plan Final Report OCFA Year 2000 Plan Page 1 'of 5 Y2K OCFA Information · Year 2000 Plan · Monfl~ly Y2K Updates Orange County Information · Year 2000 Status · Year 2000 White Papers · Other Year 2000 Sites California Information · California 2000 Home Page Federal Information · President's Council · FEMA & the Year 2000 · FEMA Y2K FAQ · Department of the Treasury Other Y2K Sites · National Software Testing Labs · Year 2000 Information Center · National Bulletin Board · Microsoft Resource Center · Apple and the Year 2000 Updated 11/15/99 Orange County Fire Authority Year 2000 Plan Purpose To ensure OCFA Information Systems, Telecommunications, Networks, and any other electronic based systems and/Or equipment is able to function properly in the year 2000. Goal/Objective To establish a plan to identify and implement modifications and/or replacements where appropriate to all systems and equipment within the organization that can be or may be affected by the change to the year 2000. To establish a focal point for all internal and external questions and requests for information. To provide a centralized library of identified systems, activities, statuses, testing, and formal written responses from vendors for review and audit purposes. Background The year 2000 issue involves systems and electronics that use calendar dates within their software. When application sof~ware first began to be written in the 1960's, dates were represented numerically that did not include the century (ex. April 1, 1966 became 040166). Consequently, computers may misinterpret 010100 (January 1, 2000)for January 1, 1900 which will cause problems in mathematical calculations. This problem will manifest itself in several ways. It can cause incorrect financial calculations to be performed in determining such things as interest, late payments, amounts due, etc. Also activities that rely on forecasting and/or scheduling events based upon a calendar day may have a problem. (ex. 010100 would be interpreted as a Monday in 1900, but in the year 2000 it is really a Saturday). The year 2000 is also a leap year which some systems may not account for and cause problems in February. One last issue as it relates to systems and dates is that even in 1999 there might be a problem with dates being interpreted as 9999 which some software recognizes as "end of data file" and signals the computer to permanently close files for that day. (ex. April 9, 1999 is the 99th day of 1999 and September 9, 1999 both may be interpreted as 9999). Scope · Establish an Overall year 2000 plan, a department focal point, and .responsible individuals within each section for project management. · Identify all potential internal systems and/or equipment that may be affected. · Determine any external systems that affect OCFA or are affected by OCFA. · Estimate and allocate any funding that may be necessary in http ://www. oc fa.org/docs/y2k_plan.htm 12/01 / 1999 OCFA Year 2000 Plan Page 2 of 5 .modifying, upgrading, replacing, and/or eliminating any system or piece of equipment. · Prioritize the systems and equipment which are core or critical to the business operation of OCFA or public served. · Create a contingency plan and/or impact analysis in case planned activities cannot be implemented prior to January 1, 2000. · Identify solutions/alternatives needed to ensure systems and equipment are year 2000 compliant. · Schedule and begin implementation plans for all known required changes in the 1998/99 fiscal year and plan funding for. remaining systems in the 1999/00 budget year. · Develop and implement a specialized testing plan. · Provide regular updates and monitor implementation and testing plans. · Continue to research for any. potential systems or equipment, which have not been identified. Current Activities · Completed Tasks o Year 2000 Manager (focal point) identified and Major Milestone and Timeline established o Senior and Middle Management advised on planning, responsibility, and current activity o Created centralized documentation and vendor confirmation library o Prioritization of critical and core business systems affected o Segmentation of areas of responsibility and identified responsible individuals- Sept 1998 o 911 Computer Aided Dispatch (CAD) system completed and tested- March 1998 o CAD Mobile Data Terminals (MDT) - March 1998 (not tested) o Motorola Pagers completed and tested - July 1998 o Defibrillator equipment completed for day-to-day operation - Feb. 1998, and gathering software is scheduled for upgrade in mid- 1999) o Finance Accounting Recording System (FARS) completed - Prior to 1998 (Timekeeping, FSLA Payroll, Fire Suppression Staffing Interfaces to Banner, Credit Unions, etc.) o Automotive Fleet Management System - July 1998 o OCFA Telephone system Northern Telecom SL1 PBX - Prior to June 1998 o 911 GTE Telephone Switch completed - Prior to June 1998 o Fire Alarm Central Fire Station Monitoring System - Prior to June 1998 o Treasury System (PC) provided by Union Bank for Treasury Mgmt. - October 1998 o 3rd Party Evaluation of OCFA's Y2K Plan - October 1998 o 3rd Party Evaluation of Computer Room Equipment and DEC/Compaq Software- November 1998 http://www.ocfa, org/docs/y2k_plan-htm 12/01/1999 OCFA Year 2000 Plan Page 3 of 5 Integrated Fire Prevention System (IFP) - November 9, 1998 OC Grand jury Commendation of OCFA's effective & proactive Y2K Plans & Actions - Nov. 1998 Monthly status/updates to OCFA Board Agendas - Began November 1998 Evaluated all service and equipment contracts to ensure multiple alternatives are available - Dec 98 Letters sent to OCFA jurisdiction City Managers with OCFA's Y2K plans/status - Jan 99 Update OCFA's Web-Page to include a Y2K section (Plan, Status, Hints, Links, etc.) - Jan 99 Obtained verification on Y2K compliance for Metro-Net Fire Dispatch system - Jan 99 Outside Risk Analysis and Insurance carrier evaluation - Jan 99 Obtained compliance letters from providers of EMS Defibrillator Equipment - Jan 99 Obtained compliance letters from 4 out of 5 Ambulance Dispatch Centers- Feb 99 Obtained compliance letters from Engine/Truck Manufacturers - Feb 99 (Smeal, Pierce, E-One, KME, Detroit Diesel, Cummins) Obtained compliance letter from PEBSCO - Mar 99 Obtained compliance letters fi'om Trust and Tax Processing Services - Mar 99 Obtained compliance information from Liebert Corp.(OCFA UPS) emergency power system - Apr 99 Tested OCFA's Radio control system - Mar 99 Obtained compliance letter from State Controller - Apr 99 Obtained compliance letter from Ford Motor Company - Apr 99 Obtained compliance letters from manufacturers of OCFA's electronic Gates & Doors - Apr 99 Obtained compliance letters from manufacturers of OCFA's HVAC Systems - Apr 99 Obtained compliance letter from State Treasurer- May 99 Obtained compliance letter from Emergency Ambulance Service, Inc (EAS) - May 99 Sent Y2k Preparedness surveys through the Hazardous Materials Services Section to RMPP loca-tions within Orange County- June 99 Finance/HR system (Banner) upgrade- July 1999 All copier machines replaced with new Y2k compliant Xerox models - July 99 Hazardous Material Response Team (HRMT) equipment evaluation - July 99 Helicopter equipment evaluation - July 99 PIO Office Y2k preparedness survey of all Orange County cities - Aug 99 GTE and Pacbell 911 Plant Equipment/Software & MARS upgrades- Aug 99 http ://www. oc fa. org/docs/y2k...plan.htm 12/01/1999 OCFA Year 2000 Plan Page 4 of 5 Accounts Receivable "AR" system (Prophecy) migration to the Finance/HR Banner - Aug 99 Orange County Federal Credit Union - Aug 99 Orange County Employee Retirement System - Aug 99 Development of a general overall OCFA contingency plan and recovery team- Sept 99 OCFA's Microsof~ Exchange Server and E-mail system upgrade - Oct 99 Old Accounts Receivable System (Prophecy) was shut down and historical data placed into an Oracle database for inquiry purposes - Oct 99 Savings Bonds Interface Program - Oct 99 The back-up Finance/HR system (Banner) upgrade completed - Nov 99 Underground Fuel Storage Tank monitoring systems - Nov 99 Warehouse Inventory System upgraded - Nov 99 ID Card system upgraded - Nov 99 · Work In-progress o Orange County Fire Incident Reporting System (OCFIRS). Training for employees has began in November and and testing has begun at the stations with production release scheduled for 01/01/2000. o Training Records System (TRS) - targeted for 12/99 o PC replacements (Gateway Pentium II PCs) that are certified as NSTL Year 2000 Compliant. Gateway PCs are tested with both NTSL (YMARK2000) software and Microsofi's Millennium Test software. (Replacements Com-pleted: Headquarters- 1/31/99, Career Stations-4/30/99, Volunteer Stations 11/1/99). o Alarm Company Dispatch computer system evaluation o Fire Apparatus evaluation and testing scheduled for completion in November. o Special Fire Operations equipment evaluation ( USR, SWR, and TR) o Continued identification of any additional internal and external potential systems and/or equipment o Testing of integrated and/or embedded systems o Receipt of letters fi.om vendors confirming Y2K compliance- ongoing o Participation in County Y2k contingency planning · Additional Scheduled Milestones o Fixed Asset System - To be eliminated/incorporated to the Finance/HR Banner system o Replacement of the Motorola radio Network Control Program (NCP) system - targeted for the end of the first quarter of 2000. Detail Information & Charts · Detail charts have been developed and are used as work in progress http://www.ocfa, org/docs/y2k_plan-htm 12/01/1999 OCFA Year 2000 Plan Page 5 of 5 - to identify, isolate, and monitor upgrade/replacement progress. · Letters from vendors and suppliers are being accumulated. Letters are on file in the Information Systems Office. · For more information about the OCFA's preparation frfr the year 2000, please e-mail Roger Stites, the OCFA Information Systems Manager. Summary. OCFA does not believe that the year 2000 will pose a major threat to its computer systems or the services it provides to the citizens of Orange County. OCFA has already taken steps to ensure that our core and critical systems will be year 2000 compliant in early 1999, and we are in the process of identifying and resolving issues surrounding all of our noncritical systems and equipment. Efforts will be made throughout the remaining months to 'continue research, identification, and resolution of any potential internal and/or external system or equipment that potentially will be affected by the year 2000 and may impact or have direct influence on OCFA's systems. Updates December, 1998 January_, 1999 February_, 1999 March, 1999 April, 1999 May, 1999 June, 1999 July, 1999 September, 1999 October, 1999 November, 1999 http ://www.ocfa. org/docs/y2k_plan.htm 12/01/1999 OCFA- 10/99 Year 2000 Up? Page 1 of 2 TO: CONSENT CALENDAR-AGENDA ITEM EXECUTIVE COMMITTEE MEETING November 18, 1999 Executive Committee, Orange County Fire Authority FROM: SUBJECT: Hugh Wood Chief, Technical Services Department Year 2000 Plan Update Report Summary_: This item is submitted as an update on the Year 2000 Plan. Recommendation: Receive and file report. Back~ound: The year 2000 issue involves systems and electronics that use calendar dates within their soRware. In the 1960's when many of the programs used today were developed, .they did not include the century when they processed information using numerical dates, such as April 1, 1966 became 040166. OCFA has known for quite some time that some of its key equipment and systems did have this problem but were able to identify solutions for each. we are in the process of completing our programming and/or equipment replacements of those affected systems. It has also come to our attention that some less critical equipment and systems may also be affected. We are in the process of identifying these potential problems so that solutions can be put in place before January 1, 2000. The following are key updates for this month: 1. OCFA Savings Bonds software upgrade was completed in late October. 2. The Finance/HR back-up system upgrade was completed in November. 3. ocFA's Warehouse Inventory system was uPgraded in November. . OCFA received written vendor confirmation that the Underground Fuel Storage Tank monitoring systems are year 2000 compliant. 5. OCFA's ID Card System hardware was upgraded in November. 6. OCFA continues to test the electronics of its fire engines and trucks for Y2k compliance as they are scheduled for normal maintenance. The testing of the fleet is expected to be completed by the end of November. This procedure is in addition to receiving written confirmation from Detroit Diesel, which manufactures the electronics, on their Y2K readiness as well as a hard copy of their testing plan and results. 7. The replacement system for OCFA's Incident Reporting system (OCFIRS), Training Records http ://www.ocfa. org/docs/y2k-nov.htm 12/01/1999 OCFA- 10/99 Year 2000 U Page 2 of 2 System (TRS), and Emergency Medical System (EMS) is on schedule for implementation prior to January 1, 2000. A contract was awarded to SunPro Inc. in July and system requirements with the individual OCFA sections were finalized in September. The initial release of the new OCFIRS system was installed in October for preliminary system testing. Training for internal Trainers and System Administrators was conducted the first week of November, and training for OCFA personnel is scheduled for mid-November through December with production release on January 1, 2000. 8. OCFA's Internet Webpage continues to be updated every month with our status and provides links to other Internet Y2K sites. Fiscal Impact: Capital Improvement Plan includes budgeted systems and equipment upgrades and replacements. Staff Contact for Further Information: Roger Stites, Manager Information Systems Attachments: Year 2000 Plan, November 15, 1999 Update http ://www. oc fa. org/docs/y2k-nov.htm 12/01 / 1999