Loading...
HomeMy WebLinkAboutAgenda - 06-21-1999 - 10a�k ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 21, 1999 Action Agenda Item No. /0 -CL SUBJECT: Y2K Implementation Status Report - Orange County Critical Systems and Public Utilities DEPARTMENT: County Manager ATTACHMENT(S): IT Compliance Summary Y2K Essential Services Summary Public Safety Compliance Summary Utilities Y2K Compliance Status Report (under separate cover) PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: Rod Visser, ext 2300; Pam Jones, ext 2650; Jim McGimsey, Y2K Coordinator, ext 3070 Dick Taylor, ext 2276; Sharron Siler, ext 2300 TELEPHONE NUMBERS: Hillsborough 732 -8181 Chapel Hill 968 -4501 Durham 688 -7331 Mebane 336- 227 -2031 PURPOSE: To receive a report on County preparations to deal with Year 2000 technology challenges. BACKGROUND: Experts believe that many computer systems will have at least some difficulties in coping with the challenges presented when the year changes from 1999 to 2000, because of limitations in old computer programming codes. There are concerns that many computer programs and electronic devices with embedded microchips will malfunction because of an inability to correctly recognize dates of January 1, 2000 and beyond. At their April 6, 1999 meeting, the Board approved a contract with McGladrey & Pullen, LLP, to provide assistance to County staff in assessing, correcting, and testing the County's preparedness to continue operations in light of these potential problems. At their May 18, 1999 meeting, the Board received a Y2K implementation status report that outlined the County's critical systems. These systems, as listed below, either already have been repaired as needed, tested, and verified as Y2K compliant, or will have been, by June 21, 1999 (to the extent that it is within the County's power to control them). Additionally, in a report transmitted under separate cover, staff have compiled information provided by the major public utilities concerning their efforts to overcome potential Y2K problems. Certain critical County services cannot be allowed to have a lapse in service for any period of time. The critical services, along with the required support systems have been identified as follows: A Emergency Management • 9 -1 -1 dispatching capabilities • Telephone service, both internal and external • Infrastructure services such as water, power, HVAC for the facility • Emergency power supplied through an on -site emergency generator • Ambulances: All on -board equipment that could include embedded chips; vehicles; and communications equipment (including mobile radios, cell phones, pagers, etc.) Volunteer Fire Departments • Communications equipment • Vehicles Jail • Cell lock system • Communications equipment (including radios, intercoms, prisoner monitoring devices); and infrastructure items such as water, power, HVAC Sheriff's Office • Communications equipment • Vehicles Central Services • Telephone system Sewer • Efland Sewer lift stations and emergency power DSS - • Support systems in place to allow adultichild protective services to operate Other functions, while extremely important, are one step down from the level of criticality attached to the above life /safety functions. These include (but are not limited to) systems such as DSS ability to process entitlements and applications to operate the County's business system (e.g. finance, purchasing, payroll, etc.) land records system, and tax collections system. These will undergo the same level of compliance testing as the aforementioned items; however, their compliance may not be assured until later this summer. Work on other less critical systems will continue over the summer. The County's public information effort related to Y2K compliance will also receive increased emphasis over the summer. This fall, the Y2K coordinator will assist County staff in contingency planning for continuity of the most important County services, should circumstances beyond the County's control (e.g. widespread unavailability of electrical power) preclude normal operations and prevent the use of automated systems that the County has rendered Y2K compliant. Extensive documentation of County assessment, repair, testing, and validation efforts to date are maintained by the Y2K Coordinator and are available for review at the Board's request. Staff members of the County's Y2K Steering Committee will be available at this meeting to respond to any Board questions about the County's Y2K implementation plan. FINANCIAL IMPACT: Funding for most necessary County technology replacements and repairs has already been included in the current CIP and current or previous operating budgets. If additional costs are noted during the completion of the County's Y2K implementation plan, they can be addressed through a Y2K reserve in the 1999 -2000 CIP or through other County financial reserves, as the Board decides. RECOMMENDATION(S): The Manager recommends that the Board receive the report for information only. - 4 Y2K Information Technology Status As of June 17, 1999 Critical System Test Script Completed Testing Status Start Date Finish Date Personnel Y Compliant 24 -May 4 -Jun Direct Deposit Y Compliant 24 -May 4 -Jun Payroll Y Compliant 24 -May 4 -Jun Land Records Y Compliant 7 -Jun 18 -Jun Register of Deeds Y Compliant 7 -Jun 18 -Jun Tax Billing Y Compliant 14 -Jun 18 -Jun Tax Collection Y Compliant 14 -Jun 18 -Jun PC Testing — Software acquired and tested, testing to begin in July. Since 2/3 of PCs has been replaced since early 1998, and the remaining older PCs will be replaced by Fall 1999, no PC hardware problems are anticipated. However, all PCs must still be tested to detect software issues. Network Testing — Software acquired, testing of servers and network equipment to begin in July. Since new technology has been put in place to support the network since 1998, no problems are anticipated. 0 5 Orange County Y2K- Essential Services County Departments, excluding public safety and public works, have identified essential services that must be provided on January 1, 2000. The following services will be accessible for county residents: DSS • Coordinate with the Orange County Red Cross to ensure basic emergency services food and shelter are available • Provide Child Protective Services and Protective Services for Disabled Adults • Monitor rest homes in advance of the year 2000 to ensure generators are accessible or there is a contingency plan for care of the elderly residing in domiciliary care facilities Aging • Continue in -home care for older adults and home bound adults with special needs • Keep all transportation for medical services operational Health • Preserve vaccine storage in all Health Department locations • Provide transportation for nurses to shelters and communication to nurses during crisis • Implement backup plan for pharmacy services and coordinate with external pharmacies • Coordinate with public utilities regarding water and sewer services OPC Mental Health • Continue to provide Crisis Services (suicides, etc.) Establish back -up communication access to telephones to reach crisis services • Maintain medication and outreach of medical services • Assure 24 -hour residential facilities are operational • Assure that financial support to affiliate agencies providing critical services will not be interrupted Housing & CD • Assure there is a plan for emergency shelter services in Chapel Hill and Hillsborough • Coordinate with the federal and state agencies the disbursement of funds for housing programs Child Support • Confirm state computer databases is Y2K compliant to ensure Child Support payments are received, credited and disbursed timely Planning • Continue to provide Certificates of Occupancy manually, if necessary, by the inspections staff County Engineer Ensure that power is available for the Efland Sewer operations Election • The filing period for elections begins the first week in January 2000, services can be provided manually by the department Y2K Survey of Potentially Affected Public Safety Equipment/Applications; 6/17/99 Description Compliant? Description Compliant? Field Communication: Water/Wastewater County owned systems: i Field Communications: Hand held radio {Yes Water/Wastewater 911 Center Yes Field Communicatins: Mobile radios 'Yes Water/Wastewater.. Efland Sewer !Yes 9 -1 -1 System: Water/Wastewater. Northern Human Service {Yes Positron Lifeline 100 Yes Cell Phones Instrument compliant Positron IAP Plus (Phones at each Con ;Yes Pagers Instrument compliant Positron Express TDD Keyboards Yes Telephone system (Countywide) Yes Spectracom Neticock Yes ; Jail: LogiSys CAD Software Package Yes Jail:Security cameras /controllers Yes LogiSys CAD Report Writer Software Yes Jail Control Panels: IBM AIX 4.3.2 Operating System SoftwajYes ! Jail: control panels old part of Jail ;Yes Motorola Centracom II Radio Consoles IYes Jail: control panels; new addition Yes ATIS IR -30 Call Check Recorders !Yes !Jail intercoms Yes Best UPS FD Yes Jail: Key locks to Cell doors ;Yes Best UPS FE Yes Jail:Sallyport gates jYes IBM 4029 Laser Printer 5E Yes Jail: Striker System i Yes IBM 5822 DSU /CSU IYes Jail-Appliances (coolers, freezers, washer, dry Yes IBM 7012 -32H Workstation Yes Jail: (appliances) dishwasher, stove, microwa Yes IBM 7043 -140 Workstations Yes !Jail: Alarm systems Yes IBM 7204 External Disk Drive Yes !Jail: Elevator Yes IBM 7207 011 External Tape Drive Yes ! Jail: Kitchen Exhaust system Yes IBM 7210 External CD -Rom Drive Yes ;Jail: Generator Yes 3Com Superstack 11 Dual Speed Hub Yes ;Jail: visions system By 9/1/99 Generac Generator jYe s :Jail: UPS jYes Zenith Generator Transfer Switch Yes Jail: Water heater in new additon {Yes 911 System: Radios Yes HVAC Systems: 911 System: Consoles Yes HVAC systems: controls Yes 911 System: PC's Yes HVAC systems: equipment ;Yes Medical equipment: HVAC systems: software Yes Medical Equipment:EMS /Ambulances Yes Emergency lights (all buildings) 'Yes Medical Equipment: Health Department Yes Elevators (not Jail) ;Yes Electronic Door locks IYes Copiers !Yes Fire /Burglar Alarms (all County facilities) ! Yes Fax machines Yes Gas distribution system IYes Postage Machine Yes Gas leak detection system Yes ;GPS units Yes Generators (including switches) Yes Landfill Equipment: Chapel Hill is ensuring compliance Vehicles IYes