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HomeMy WebLinkAbout09 2000 PLAN UPDATE 07-06-99DATE: JULY 6, 1999 Inter-Com NO. 9 7-6-99 TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER FINANCE AND COMMUNITY DEVELOPMENT DEPARTMENTS YEAR 2000 PLAN UPDATE REPORT Summary: City staff is continubtg to work on addressing potential Y2K problems and equipment compliance. Monthly status reports will be presented to the City Council summarizhtg new htformation, equipment changes and Y2K compliance progress. RECOMMENDATION That the City Council receive and file this report. FISCAL IMPACT The fiscal impact to implement Y2K compliance and equipment for the City of Tustin is undetermined at this time. BACKGROUND AND DISCUSSION At the April 5, 1999 City Council meeting, staff submitted a report to the Council identifying Y2K planning activities and actions that have taken place during the past year. Staff indicated that 'monthly status reports would be provided beginning in July 1999. The following are key updates and completed tasks for the months of May and June 1999: COMMUNITY INFORMATION A Y2K Public Information letter has been prepared to inform Tustin residents of the actions the City of Tustin is taking to identify, catalogue and remediate city services and equipment that may not be capable of operating in the Year 2000 (Exhibit A). The Public Information letter will be included on the City's Web page and Y2K information on the web page will be updated regularly. The letter will be distributed to all Home Owners Associations and apartment complexes in the City with a request to provide this information to residents and tenants. The Public Information letter will be made available to the Tustin Library, Tustin Family and Youth Center and the Senior Center for distribution. Copies of the letter will be available in City Hall and each city employee will receive a copy. An article identifying the City of Tustin Y2K planning efforts will be included in the Fall issue of Tustin Today, Parks and Recreation Services Guide. Tustin Today is distributed to approximately 25,000 households and businesses. The Tustin News and Tustin Weekly newspapers will be requested to run Public Information Press ' Releases or articles on the City's Y2K Plan. City Council Report Year 2000 Plan Update July 6, 1999 Page 2 SOUTHERN CALIFORNIA EDISON WORKSHOP On June 17, 1999, the Assistant Community Development Director attended a Y2K Seminar sponsored by Southern California Edison (SCE). SCE reported that their goal to have 100 percent of their mission critical components Y2K compliant would be achieved by July 1, 1999. The non-critical components will be Y2K compliant by November 15, 1999. SCE reported that they have been working closely with other power exchange service providers and have been performing interface testing. SCE originally budgeted $80 million for Y2K replacements and repairs systemwide; the figure has been revised to $72 million. Approximately 37 percent of the budget is allocated for capital expenditures, the remaining is allocated for operation and maintenance. As of May 31, 1999, 95 percent of SCE physical assets (telecommunication, distribution, transmission and generation facilities) and software applications have been tested and 98 percent of the assets/applications have been remediated. Five hundred (500) SCE employees have been assigned to the Y2K Program. SCE anticipates a peak demand of 8,000 megawatts at midnight, December 31, 1999, compared to actual 18,000 megawatts demand during peak summer hours. SCE plans to have a twenty (20) percent power operating reserve for the December 31 weekend, compared to its normal seven (7) percent reserves. Six hundred (600) extra SCE staff will be working on New Year's Eve/Day weekend, thirty-four (34) SCE facilities as well as its four (4) Emergency Operation Centers will be staffed. Information regarding Southern California Edison's Y2K program can be obtained at its Y2K Hotline phone (1-800-816-8112) or Web site www. sce.com/y2k. CRITICAL CITY FACILITIES/COMPONENTS City Hall Backup Generator. Southern California Edison is currently analyzing all City electrical circuits with special emphasis on the backup generator circuits to ensure power availability. Once the testing is completed, a report will be prepared identifying findings and necessary "fixes". The report is expected to be available by the beginning of July. The generator test is planned to take place in July, depending on the results of Edison's analysis and the "fixes" that will be necessary. City Hall Building Access. Existing City Hall and Police Department building access equipment and hardware is not Y2K compliant and cannot be upgraded. The Police Department has taken the lead on obtaining bids from access control companies for a new replacement system that will be Y2K complaint. Bids on the new system were received in mid-June. Bids have also been obtained from the City's current maintenance company to make existing equipment and hardware Y2K complaint. A decision on whether to use the current system or replace the system will be made in July. Computer Systems. All City Hall workstations are functionally Y2K compliant. All computer software has been updated with the latest ¥2K patches. ¥2K patches have been' installed on the City Council Report Year 2000 Plan Update July 6, 1999 Page 3 network server hardware and operating systems. Staff is working with the City's vendors to ensure that the backbone system equipment for the network is Y2K compliant. Other hardware, such as the City Hall alarm system, HVAC and controllers are Y2K complaint. Traffic Signals. The Traffic Signal monitoring computer software is Y2K compliant. The Engineering Division staff is testing the traffic signal controllers, Eight replacement controllers have been obtained and will be installed in July. Conflict monitor testing has been completed and is Y2K compliant. City Yard. A new fueling system, including new fuel tanks and Y2K complaint access card system, will be completed in July. Telephones. Pacific Bell has verified that the telephone instruments and backbone systems are Y2K compliant. EMERGENCY OPERATIONS ACTIVATION- MAY 6, 1999 On May 6, 1999, City Department Heads, key managers, County EOC staff and outside agencies participated in an emergency drill at the City's Emergency Operations Center at the Tustin Police Department. The purpose of the activation was to test the internal organization, communication capability/methods, response actions and inter-agency coordination. Although the drill focused on a simulated earthquake disaster, much of what was tested and learned is applicable to Y2K potential problems such as loss of power and communication systems. FIRE AUTHORITY The Orange County Fire Authority (OCFA) provides monthly Year 2000 Plan updates to the Executive Committee (Exhibit' B). During the month of June, the Authority began testing electronics for Y2K compliance on fire engines and trucks; confirmed that contract ambulance companies are compliant; their Finance/HR System upgrade is in final stages of implementation; work is continuing on the replacement of OCFA's Incident Reporting system; OCFA's web page is updated monthly; and work continues on the Authority's contingency plans in coordination with the member agencies. ORANGE COUNTY OPERATIONAL AREA The County of Orange Operational Area manages and coordinates information, resources and priorities among local governments within the Operational Area and serves as the coordination and communications link between local government and the regional and state levels. The Orange County Operational Area will act as the informational clearinghouse for Y2K information for the county and cities. The Operational Area has established a subcommittee to gather information, prepare a countywide response plan and develop a Y2K public outreach program. David Rudat, Orange City Manager, is the Orange County City Managers Association City Council Report Year 2000 Plan Update July 6, 1999 Page 4 representative to the Operational Area Executive Board. Mr. Rudat has provided a memorandum regarding the Operational Area activities and materials 'from a recent presentation (Exhibit C). LEAGUE OF CALIFORNIA CITIES LIBRARY The League of California Cities provides a lending library service. Cities, Counties and special agencies are encouraged to transmit reports, surveys, ordinances and special projects to the library for sharing with other entities. During initial research into Y2K, staff obtained valuable information from the library on how other Cities, Counties and States are addressing Y2K planning. A copy of the Tustin City Council April 5, 1999 Year 2000 Plan Status Report was transmitted to the League Library for sharing with other entities (Exhibit D). Staff will continue to forward reports and other Y2K information to the League Library. UPDATED ASSESSMENT WORKSHEETS The Finance (Water Billing Division) and Parks & Recreation Departments have submitted revised worksheets that indicate progress has been made since April 1999 (Exhibit E) R~ault Finance Director Elizabeth A. Binsack Community Development Director Exhibits: A- Community Information letter B- Fire Authority Executive Committee Report, June 24,1999 C - Orange County City Managers Association, June 1, 1999 D - League of California Cities letter E - Updated Assessment Worksheets RW/year 2000plan July update EXHIBIT A The Year 2000 (Y2K) problem refers to what experts say may happen to computers and computer operated systems when clocks change on January 1, 2000. Such systems may not be capable of operating in the year 2000. The City of Tustin has made it a priority to investigate the applications that may impact City operations, with the goal that City service to the community is not affected. As you know, Y2K is a worldwide issue, and we can only correct systems over which the City has direct control. The City of Tustin' has an interdepartmental task force in place, working to identify impacted systems and infrastructure in all areas of city government and to manage remediation efforts by City staff and outside vendors and service providers. We believe the City's Y2K issues have been identified and cataloged, remediation efforts scheduled (and in many cases already implemented), and responsible individuals assigned to make sure necessary steps are taken. We have been replacing equipment, including software and hardware, that is not Y2K compliant. We are requesting that city vendors and suppliers certify that equipment and services being provided to the city under purchase order or lease are capable of operation after January'l, 2000. Although the City's vigilant Y2K preparation is a safeguard against the failure of City systems, the City depends heavily on outside agencies such as electricity and natural gas providers. While these utility com'panies are working on their own Y2K-operating issues, Tustin is prepared to respond should a computer-failure emergency affecting public health and safety occur. The City of Tustin is taking a very serious approach to assessing and implementing plans to correct Y2K problems that affect City services. City .staff will be providing monthly status reports to the City Council starting in July 1999. EXHIBIT B COI,~SENT CALENDAR-AGENDA ITEM # ?? EXECUTIVE COMMITTEE MEETING June 24, 1999 TO: FROM: SUBJECT: Executive Committee, Orange County Fire Authority Hugh Wood Chief, Technical Services Department Year 2000 Plan Update Summary: This item is submitted as an update on the Year 2000 Plan. Recommendation: Receive and file report. Background: The year 2000 issue involves systems and electronics that use calendar dates within their software. In the 1960's when many of the programs used today were devel6ped, 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 has begin to test the electronics of its fire engines and trucks in June for Y2k compliance as an additional measure. 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. 2. We have received written confirmation of Y2k compliance fi'om Emergency Ambulance Service, Inc. (EAS). All 5 ambulance companies that OCFA utilizes have now confirmed Y2k compliance in writing. 3. The Finance/HR System upgrade is now in its final stages of implementation. The back-up system is installed with upgrades to UNIX, ORACLE, and Forms. The actual SCT Banner Software was up~aded in late May and has been released to Finance for testing. Once testing is completed, the databases will be synchronized and production will be rolled to the back-up system. The process will then be repeated on the old production system so both systems will be at the same version. Consent Calendar-Agenda Item#?? Executive Committee Meeting June 24, 1999 Page 2 4. The Steering Conunittee and Working Team continues to meet weekly on the replacement of OCFA's Incident Reporting system (OCFIRS) and Training Records System (TRS). A scope of work was developed and a formal RFP was issued with a closing date of June 10, 1999. 'Responsible bidders will be evaluated and a commended vendor will be presented to the board for approval. In addition, a contingency plan is under development to upgrade the both systems should the new systems not be available by 1/1/2000. 5. OCFA's Internet Webpage continues to be updated every month with our status and provides links to other internet Y2K sites. 6. Work continues on developing a Authority-wide contingency plan. Fiscal Impact: Capital Improvement Plan includes budgeted systems and equipment upgrades and replacements. Staff Contact for Further Information: Roger Stites, Manager Information Systems (714) 744-0491 Attachments: Year 2000 Plan, June 10, 1999 Update Orange County Fire Authority Year 2000 Plan Updated 6/10/99 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/Obiective 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 informa- tion. To provide a centralized hbrary of identified systems, activities, statuses, testing, and formal writ-. ten 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 software f~rst began to be written in the 1960s, dates were represented numerically that did not include the century (ex. April 1, 1966 became 040166). Consequently, computers may mis- interpret 010100 (January 1, 2000) for January 1, 1900 which will cause problems in mathematical cal- culations. 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 foe" 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 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 pubhc 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 has not been identified. Orange County Fire Authority Year 2000 Plan Page 2 Current Activities Completed Tasks · Year 2000 Manager (focal point) identified and Major Milestone and Timeline established · Senior and Middle Management advised on planning, responsibility, and current activity · Created centralized documentation and vendor confirmation library · Prioritization of critical and core business systems affected · Segmentation of areas of responsibility and identified responsible individuals - Sept 1998 · 911 Computer Aided Dispatch (CAD) system completed and tested - March 1998 · CAD Mobile Data Terminals (MDT) - March 1998 (not tested) · Motorola Pagers completed and tested - July 1998 · Defibrillator equipment completed for day-to-day operation - Feb. 1998, and gathering software is scheduled for upgrade in mid-1999) · Finance Accounting Recording System (FARS) completed - Prior to 1998 (Timekeeping, FSLA Payroll, Fire Suppression Staffing Interfaces to Banner, Credit Unions, etc.) · Automotive Fleet Management System - July 1998 · OCFA Telephone system NOrthern Telecom SL1 PBX - Prior to June 1998 · 911 GTE Telephone Switch completed - Prior to June 1998 · Fire Alarm Central Fire Station Monitoring System - Prior to June 1998 · Treasury System (PC) provided by Union Bank for Treasury Mgmt. - October 1998 · 3ra Party Evaluation of OCFA's Y2K Plan'- October 1998 · 3ra Party Evaluation of Computer Room Equipment and DEC/Compaq Software - November 1998 · 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 aH 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, tCME, Detroit Diesel, Cummins) · Obtained compliance letter from PEBSCO - Mar 99 · Obtained compliance letters from Trust and Tax Processing Services - Mar 99 · Obtained compliance information from Liebert Corp. on 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 · Obtained compliance · Obtained compliance · Obtained compliance · Obtained compliance letter from Ford Motor Company - Apr 99 letters from manufacturers of OCFA's electronic Gates & Doors - Apr 99 letters from manufacturers of OCFA's HVAC Systems - Apr 99 letter from State Treasurer - May 99 letter from Emergency Ambulance Service, Inc (EAS) - May 99 Work In-progress · Finance/HR system (Banner) upgrade is scheduled for completion in June/July 1999. A back-up sys- tem was purchased, upgraded and released for testing. Once testing is completed, then the back-up system will become the primary production system and the process repeated. · PC replacements (Gateway Pentium II PCs) that are certified as NSTL Year 2000 Compliant. Gate- way PCs 'are tested with both NTSL's (YMARK2000) software and Microsoft's Millennium Test software. (Replace-ments: Headquarters-I/31/99, Career Stations-4/30/99, Reserve Stations 8/1/99). Orange County Fire Authority Year 2000 Plan Page 3 Current Activities con't Work In-progress con't · Coordination with GTE and Pacbell for plant equipment and software upgrades and testing · Ail copier machines are being replaced with new Xerox models that are Y2K compliant · Fire Apparatus evaluation and testing · Special Fire Operations equipment evaluation ( HMRT, USR, SWR, TR, Helicopter, etc.) · Continued identification of any additional internal and external potential systems and/or equipment · Development of detailed contingency plans · Testing of integrated and/or embedded systems · Receipt of letters from vendors conf~rming Y2K compliance - ongoing · General overall OCFA contingency plan under development Additional Scheduled Milestones · Orange County Fire Incident Reporting System (OCFIRS) - targeted for 11/99 · OCFA Training Records System (TRS) - targeted for 11/99 · Accounts Receivable "AR" system (Prophecy) migration to the Finance/HR Banner system targeted for 7/99 · Fixed Asset System - To be eliminated/incorporated to the Finance/HR Banner system · Replacement of the Motorola radio Network Control Program (NCP) system - targeted for 11-12/99 Detail Information & Charts · Detail charts have been developed and are used as work in progress to identify, isolate, and monitor upgrade/replacement progress, see attached. · Letters from vendors and suppliers are being accumulated. Letters are on file in the Information Systems Office Summary OCFA does not believe that the year 2000 will pose a major threat to it's computer systems or the serv- ices 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 non-critical systems and 'equipment. Efforts will be made throughout the remaining months to continue research, identification, and resolu- tion 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. EXHIBIT C CItY MANAGEi~;~ OFFICE TO: FROM: Orange Count3' City Managers Association David Rudat, Orange City Manager ~./,~'~ DATE: June 1, 1999 SUBJECT: Y2K Planning Efforts by the Orange County Operation Area As the 0CCMA's representative to the Orange County Operational Area Executive Board, I would like to provide the City Managers with a status of the Operational Area's Y2K planning efforts. The Operational Area is reviewing the potential impact of Y2K and the Millenium event on a county-wide basis. As such, the Operation Area is serving as an information' clearinghouse in gathering Y2K readiness information from the county and cities. Areas of focus include the impact of system fa/lures in key public infrastructure, impact of system failures in private business operations that may cause potentially hazardous situations, and the impact of various large-scale Millenium gatherings and events. Occurrences in any or all of these areas could place a severe strain on County-wide emergency response resources. The Operational Area has established a subcommittee to gather information, prepare a county-wide response plan, and develop a public outreach program to address Y2K awareness. To date, subcommittee participation has been limited to Emergency Ser¥ice Coordinators at various cities. However, it is essential that representatives from several disciplines including public works, police, fire, information technology, and administration participate in this effort. Therefore, city managers are being requested to encourage their staff from the above listed disciplines to attend and participate in the subcommittee meetings. Remember, the Operational Area's response plan is only as strong as the information it receives from the cities. For information on upcoming Y2K subcommittee meetings and how to participate, please contact Donna Rathman, Emergency Management Program Coordinator at (714) 628-7156. Attached for your review is a Presentation recently prepared by the Operational Area summarizing Y2K efforts at the federal, state, and local levels. As formal information fi'om the Y2K subcommittee is made available, I will pass it on to the City Managers. ORANGE CiViC CENTER · 300 E. CHAPMAN AVENUE o ORANGE, CA 92866-1591 · O on Recycled Paper Printed P.O. BOX 449 Yr~l~ 2ooo (Y2r,) Ob,~¢ctives Learn about the challenges of planning fo~ the Yea~ 2000 ~ZK) Assess' Public Safety/Community & Business Continuity Concerns Identify'actions to be taken STOMPONTHE MILLENNIUM BUG OA Y2K presentation 1 Three Areas Automated System ~¢omputers lEmbedded Chips lNetworks Supplier/Customer Long Term Economic Affects Psycho-Social & Of Concern BUG AUtomated Systems Computer Systems and Software · Early computer software recorded dates with two digits (1999 = 99) · Two digit dates can mean either the year 1900 or 2000 · Mistakin.q the century could cause miscalculations of date comparisons (age, due dates, interest, prison terms, etc.) OA Y2K presentation 2 Automated Systems Embedded Micro Chips · ]In the internal workings of computer controlled machines · Controls everything from programmable coffee makers, to flood control systems, to nuclear power plants · Often hidden from view · In some cases we don't know exactly where they are and can't find them , · 40 billion chips in s~rvic~, ~stim~t~d 2% may hav~ o problem, Automated Systems. Interactive Nature of Networked Systems · An electrical circuit board can have functions that are processed by a computer that interacts with other systems · Important information crosses many systems · Some quick fixes (ie. Rollback to 1972) may allow systems to work but will not allow them to talk to others. A chain is only as strong as its weakest link. OA Y2K presentation 3 l Supplier-Customer Dependency Chains Zf you os a customer ore dependent on a grocery store, which is dependent on distributors, who'in turn ore dependen? on the food processors, who ore dependent on the growers... And oil of them ore dependent on the utility companies and transportation systems... Y~K issues may affect business/economy & supply systems throughout ~000. Upstream _ . J ' ~ ~ J ~ r I .... ~~ I.......... I Downstream \ ..... /// M,in- ~ ~~~~~// systems [ Pa~ne~ ) / ~ L~, ~ OA Y2K presentation 4 Long Term Effects mbomestic Trade mlnternotionol Trade mSupply Costs 1999 2000 2001 Failures- How Many & When 10% of all failures will last 3 days or longer (0.7 probability) Only 10% of Y2K failures will occur within two weeks of 01101/2000 (0.7 probability) 1 out of 100,000 freestanding microcontroller chips will fail due to Y2K (0.7 probability) OA Y2K presentation 5 Psycho-Social m Traditional Holiday Celebrations ( DUZ, guns, fireworks, large gatherings and traffic) m Expanded Millennium Celebrations m Armageddon groups m Public perception of ¥~K threat m Terrorism issues m Potential Burglary increase/security failures OA Y2K presentation 6 $o What is the Real P~oblem? FEAR (of .the unknown) Rumors and conflicting info~mation Unknown cxt~nt of failures Unknown extent of economic impact Multiple Potential ZmP~ct Dates It will affect every person on the planet all in one day! · Changing picture APATHY ~ 5 PANIC OA Y2K presentation 7 Current "Facts" rathe facts are changing lMoving target mare the reports reliable? U.S. Senate Report on Y2K. Utilities Health Care Telecommunications Transportation Finance Government General Businesses International Reported on Febmary 24, 1999 OA Y2K presentation 8 Utilities The U. 5. Senate reports... · A prolonged nationwide blackout is not likely to occur · Some local and regional outages remain a distinct possibility · 3,200 independent utility companies · Remediation of electric power industry is slow · 50% of utilities were complete as of 12/98 · t,O00 small rural electric companies do not have. the resources to deal with Y2K. Larger companies such os 'Southern California Edison are more prepared. · Oil and Natural Gas companies progressing slowly. Health Care Industry The tl.$. 5enate reports... Logs z~n/£/~n~'/,k'in Y2K preparations compared to other sectors Rural and inner-city hospitals hove p~rticul~rly high risk exposure The nation's single largest industry (1.5 T) I 6,000 hospitals: 800,000 doctors and 50,000 nursing homes I 64% of smaller hospitals hove no plans to test I g0% of doctor's offices ore unaware of exposure OA Y2K presentation 9 Telecommunications The Z/.$. ~qenate leepo~t... A massive industry-wide effort is underway to assess the impact. U.S. communications should transition without significant problems. 80% of public network systems hove been tested and ore compliant. Spent billions on Y2K fixes and is expected to hove 99% compliance by Foil 1999. W~rnin~ networks established ~orldwide. Transportation ?'he Z/. $. Sena~'e Report... · ,Tust-in-time inventory is the norm · Food · Health Care Supplies · Critical to our global economy. · Global trade disruption between some countries may occur. · Disruption of flights may occur ("flight rationing") · ]Nation's' 670 airports started Y2K compliance too late. · International air traffic control is much more severe · /~aritime shipping not in compliance. · Public transit could be seriously disrupted. OA Y2K presentation 10 Finance The · A TAAs should function correctly · Banks should have adequate cash (based on each family withdrawing on average of $[500. Do this early!) Banks ore amassing $50 B to deal with the situation · Securities industry has responded well and is doing extensive testing · Financial services sector ranks ahead of nearly all other industries 9§% of banks,' thrifts, and credit unions have received satisfactory government ratings General Businesses T~ U..5'. ~~a;~ ~por~... · Large companies have dealt well with Y;~K · Small and medium businesses ore extremely unprepared · 40% of 14 million small businesses do not plan to take a/?'action · Lagging behind are: health care, oil, education, agriculture, farming, food processing, and construction industries OA Y2K presentation 11 Znternational ti. G nat R port. . . [] $¢verol of the U.S. trodin9 portners ore severely behind in Y?K remediotion efforts [] For exomple: Venezuelo ond Soudi Arobio (two of the largest oil importers) ore 17 to 18 months behind [] Tn 9enerol, there is greet concern obout the internetionol Y?K picture [] The U.S. is dependent on o heolthy globol economy (long-term) Countries Categorized By Infrastrucf ute I~ Australia, Belgium, Bermuda, Canada, Denmark, Holland, Ireland, Israel, Switzerland, Sweden. U.K., U.S.A. Bahamas, Brazil, Chile, Finland, France, Germany, Greece, Hungary, Iceland. Italy, Japan, Korea. Mexico, New Zealand, Norway, Peru. Portugal, i Singapore, Spain, Taiwan, Thailand Argentina, Armenia, Austria. Bulgaria, Columbia, Czech Republic, Dominican Republic, Egypt, Guatemala, India, Jamaica Jordan, Kuwait, Malaysia, Panama, Poland, Puerto Rico, Saudi Arabia, South Africa, Sri Lanka, Turkey, U.A.E., Venezuela, Yugoslavia Afghanistan, Bahrain, Bangladesh, Cambodia, Chad, China, Costa Rica, Ecuador, El Salvador, Ethiopia, Fiji, Haiti, Indonesia, Kenya. Laos, Lithuania, Morocco, Mozambique, Nepal, Nigeria, Pakistan, Philippines, Romania, Russia. Somalia, Sudan, Uruguay. Vietnam. Zaire, Zimbabwe OA Y2K presentation 12 Infrastructure Predictions Distributic~ & Severit, Possible Failure Effects Power Loss/Brown. Outs Telephone Operation Interrupted Natural Gas Interruptions Air Transportation Interrupted Oil Shortage Certain Foods - Shortage Water Shortage or Interruptions Government Services Interrupted Bank Interruptions or Panics Unrest . · Interruptions to Imports/Exports 2 2 2 3 3 2 2 6 2 2 4 3 6 2 6 3 3 3 6 3 3 2 3 2 3 6 7 2 3 2 3 4 4 I'11 No Impact 6 Modora~ & Moderate I Isolatod & Mino(' 7 Modet;a~o & Sevof~ Isolated & Moderate 8 WJdespr#d & Minor Isolated & Seve~. 9 Widespread & Moderate Moderato & Minor 10 Widespread & Severe Distribution & Severity Scale Key l Litigation Estimates .un in excess of $1 t~illion of litigation B Non-compliance B Failed systems B AcCidents, deaths and injupies ! Disruption of busine¢~~~ OA Y2K presentation '13 Government 7'/~e U.~. ,~e~ay~e ~eporP... · Several states and many local governments lag behind, raising the risk of service disruptions · Federal government will spend in excess of $7.5 Billion · FEMA is engaged in national planning · California Governor has made it his #1 concern · Greatest concern in local communities is ability to provide 911 emergency services OP£ ^iiO vt l 0A Y2K presentation 14 Operational Area Y2K Goals V2K Planning · Assist jurisdictions with developing inwnto~y ~nd EO¢ plans · Info~m~tion Clearinghouse (~educe duplication and share information) Operational Area V2K Goals Y2K Preparedness · Eveluete situation, OA, State end internationally aTtaining and exercises aPrepare to respond OA Y2K presentation 15 Operational Area Goals ¥~K Response: Using SEM$ and Action Planning · Goals and Objectives for: ~Management mPIonning ~Operdtion$ JLogistics reFinance Action Planning & Contingency Plans lAction planning periods · 4/t4/99- 9/9/99: Identification, Mitigation, end Preparation Icj/10/99 - t2/3t/cjc) - Develop detailed plans and monitor · 12/'31/99 - 1/1/2000 - Response, Contingency plan · t/t/2ooo - z/3/2ooo - Response [I, Business Continuity · 1/3/2000 - 2/1/2000 - R~cowry ",~ ~ ~, -:' · 2/1/2000 10/10/2000- AAonitor OA Y2K presentation 16 · · O A Executive Boord IBusiness Continuity asocial Issues IUsuol 2/31 problems OA Executive' Board IHoax? IBr, own out? IBlackout? aMeltdown? 9 ? ? Policy: What level of Preparedness??? OA Y2K presentation 17 O A Executive Board · Whet does the OA Executive Board need to do? · Review responsibilities · Review liabilities/opportunities · No Mutual Aid · No FEMA Recovery $$ Everything will be blamed on Y2K O A Executive Board IWhat does the OA Executive Board need to Do? 1Lead Jurisdiction/Organization Self inventory · Review Action Plan & Contingency Plan · Policy Decisions · EOC Activation- Determine the DES/OA¢ for response & recovery lSupport Emergency Management planning OA Y2K presentation 18 OA Y2K presentation 19 Local Government Y2K P~epa~ations · Participate on Y2K Committee aLearn what the OA will do to prepare · $hare planning activities Y2 K Preparation 5 STEPS 1. Identify Mission Critical Priorities · Safety · Customer Service · Revenue Stream 3. Business Partners 4.Contingency Plan/EOC Preparations 2.[nternal Review · Inventory/Assessme nt · Test · Remediate/Replace · Test 5.Education and Awareness · Employees · Customers 0A Y2K presentation 20 Local Government Y2K Preparations Readiness Plan I Replocin~ or correcting computer systems, $oftwore opplicotion$, ond embedded chips for severol yeors. I 6ool is... no disruptions of vitol services Aggressively goh~g through their systems! Local Government YaK Preparations Inventory all systems: · 9- !- ! Dispatch System · Internal Telephone Systems · Public Safety Radios · Public Safety Equipment · Business continuity systems and equipment · Emergency/contingency plans · Water p~oduction and distribution · Business systems · Operational systems o. · Emergency beckup systems 0A Y2K presentation 21 Local Government Y2K P~epa~ations Check ~vhat you control AND look at all your interfaces ~vith each other. Local Government V2K Preparations Emergency Management Goals Employee education Public Education · Public outreach · CERT Prepare a Y~K Contingency Plan on System Failures Y2K Exercise Update all phone lists OA Y2K presentation 22 Locol Government YZK Preparations Contingency Plan · Use your Multi- Hazard Emergency Operotions Plo · Exercise your plan · Practic~ requesting mutua aid assistance (but assum~ you may. be on your own). [] Review and exercise your system failure plans this yeor Getting Ready! OA Y2K presentation 23 Preporing for Y2K Preporing for YZK is. STOMP ON THE similar ?o preparing MILLENNIUM for an earthquake · Personal and family preparedness · ~afeguard records · Prepare your home ' · Create a family plan Stock Supplies Store a one-week* supply of necessities for you and your family ,/ Food ~' Water / Warm clothes ~' Sturdy shoes / Prescription medications ~' Eye glasses / Flashlights & glow sticks ~' Radio and batteries Be Ready! OA Y2K presentation 24 Safeguard Your Records "Back Up" files your compu,er ~et paper records of your finances from your bank, mortgage company, investments, etc. Keep copies of monthly bills and statements to check foe improper billing/records Get a copy of your credit r~nnr~ Check your home for electronic equipment Medical equipment Thermostats Computers Alarm systems Garage openers Appliances Is the equipment essential to life safety? Can you function without it? OA Y2K presentation 25 O~her ~hings ~o consider... Keep you car half full of fuel If utilities fail, plan to use alternative lighting, heating, and cooking devices Remember, December is winter time and have extra blankets should your heating. system stop working; stock up on firewood for fire places Learn how to open your garage door manually in case of a power failure Health, Medical, bental Maintain up-to-date records Keep extra prescriptions and medications Contact the manufacturer of any medical devices you or your family are dependant on People with special needs may wish to ask friends to check on them 0A Y2K presentation 26 Don '~ £owge t you~ pets... Food Water and container to drink from Leash ~edications Pet Carrier If you have to go to a shelter, where will you take your pet7 Hove a Pre-New Year's block party to prepare for the new millenniUm Host ~ Ibisoster Preparedness" meeting for your Neighbor's in your' home Learn and ~each ¥ou~ neighbors how to help e~ch other p~ep~e before a disoster OA Y2K presentation 2? What if the "bug stops nere .. Celebrate responsibly Consider staying close to home l Consider not flying or taking a train Jif service interruptions occur, listen to your battery powered radio for emergency information Have a family reunion plan Remain calm! Y BUG The better you are pre£ared, the more you can celebrate the new year!! Tgf,. Kf - OA Y2K presentation 2 8 EXHIBIT D Bc[tcr Citics-A Bcttcr LiFc Lea§ue 0[ (alif0rnia (itie5 t-~OO l,~ btrccl 5acran~cnlo, (...\ t)5,q FAX Ol 6.658.8240 ww\v.c;/cil its -- Sacramento, CA May 13, 1999 Rim Westfield Asst. Community Development Director 300 Centennial Way Tustin, CA 92780 Dear Rita: Thank you very much for sending a copy of your ^2K report to the League library. As. you may know we rely on the thoughtfulness of city officials like yourself to help keep our collection current. It is nice to see that material the library sent to you was useful. I hope you will continue to think of the library in the future when your city prepares any reports, surveys, ordinances and the like. Thank you once again. Sincerely, Lorraine Okabe Library EXHIBIT E E E ~ o o~ 7F-~n z