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HomeMy WebLinkAboutAgenda - 11-03-1999 - 4aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 3, 1999 Action Agenda Item No. ~_Q SUBJECT: Orange County Y2K Preparations DEPARTMENT: County Manager PUBLIC HEARING: (Y/N) No ATTACHMENT(S): IT Compliance Summary Y2K Essential Services Summary Public Safety Compliance Summary Embedded Chips Compliance Summary INFORMATION CONTACT: Rod Visser, ext 2.300; Pam Jones, ext 2650; Jim McGimsey, Y2K Coordinator, ext 3070 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. On June 30, the Board received a report that indicated that Orange County's critical systems are Year 2000 compliant. Work on other less critical systems has continued over the summer. The focus for the remainder of 1999 is on testing non-critical systems, expanding the public information component, and finalizing departmental 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. Y2K Coordinator Jim McGimsey and 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. Summaries. of current compliance status for the County's four major identified categories are provided as outlined in the list of attachments. 2 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. RECOMMENDATION(S): The Manager recommends that the Board receive the report for information only. IT Y2K Status Report October 8, 1999 Overview Mainframe, network and PC systems all must Y2K compliant: • Mainframe hardware is certified compliant. • Mainframe mission critical software systems have been modified, tested and are compliant. • Remaining mainframe software systems will be modified and tested in October and November. • Network software and hardware has been reviewed and is certified compliant; network hardware will be tested to confirm compliance in October and November. • PCs have been certified Y2K compliant, including those currently being installed; PCs will be tested to confirm compliance in October and November. • Desktop and network-based software and databases will be tested and updated if needed. Mainframe Mission critical mainframe software systems listed below have already been modified, tested and certified compliant. 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 ~3 4 Mainframe software can-ently in modification and testing includes: Software Mod cations Testing System Completed Sfatus Notes Health Y November Developed with compliant procedures. Testing required. Planning Y October Modifications complete. Testing required. Purchasing Y October Modifications complete. Testing required. Animal Control Y November Modifications complete. Testing required.. Town of Carrboro N October Modifications Financial and underway.. Testing Personnel Systems required. Some applications have been or will be converted from mainframe software environments to network systems, which resolves Y2K issues in the process. The Boards and Commissions database system has been converted and tested. The Board Minutes system will be converted by November. Network The countywide data network and connections to State systems and the Internet have been upgraded as part of the ongoing strategic IT Plan. Hardware and software elements are certified compliant or have been confirmed to not involve Y2K issues. Desktop Systems and Network Applications By late October, all PCs will have been replace with Y2K-compliant equipment under the strategic IT Plan desktop initiative. We will, however, use network- based Y2K scanning software to scan all PCs, PC applications and data files for Y2K issues. This software, a standard used by the State technology organization, will detect any anomalies and identify Y2K issues. Due to the new technology in place we expect few Y2K issues to arise. Any unusual cases identified will be resolved using software corrections deployed over the network. 5 IT Contingency Planning Contingency planning for IS Department operations is underway IS Department staffing schedules are being developed for Y2K and contingencies. IS staff will be at the IS Computer Center during the transition to the new year and the contingency planning will focus on what is required for critical operations to resume in the event of power or communications outages. A second refurbished mainframe was acquired by Information Systems for Y2K testing and will provide for a complete duplicate mainframe system to be used as a backup should the operational mainframe system be effected by power or communications outage. A generator will be acquired to provide continuous power to critical network systems at the IS Computer Center. If power outages are lengthy, the backup mainframe can be moved to another County location with more substantial power backup and operated overthe countywide network from that location. A Business Recovery Plan has been in place since 1997, based on a contractual program with IBM; it provides for our mainframe operations to be back in operation within 72 hours of a disaster, such as fire, flood or storm. While this is not a Y2K-specific program, it does provide for recovery in the event of a similar disaster. Orange County Y2K -Emergency Services Plan County Departments, excluding public safety and public works, have identified essential services that must be provided on January 1, 2000. The following efforts will be in place to ensure that services aze accessible for county residents. Each depaztment's emergency plan will start with notification of the department head or designee. Department of Social- Services Essential Services Action Plan - Responsible Person(s) Food and shelter 1. Open and operate One-Stop Service • Martin Whitt, Economic Services Center in partnership with Red Cross, Director, and at least 10 members of OCIM, IFC, and County Agencies .his staff (see attached call-back list 2. Convene Unmet Needs Committee with phone numbers). (see attached list of committee • Marti Pryor-Cook and/or Albert Kittrell members) Protective Services for Children and 1. Activate on-call roster to insure 3 staff • Denise Shaffer, Social. Work Services Disabled Adults members available at all time Director 2. Post on-call roster at 911 center (see attached on-call schedule). 3. Maintain 2 vacant foster care beds for children. 4. Provide cell phone for each worker . Jennifer Montsinger, Placement Supervisor Domiciliary Care Facilities 1. Assure each facility administrator has an • Renee Bynum, Adult Home emergency plan that will provide for the Supervisor. safety and general welfare of the • Domiciliary Administrators (see residents. attached list of administrators). o, ioiw~v Orange County Unmet Needs Committee Name Agency Phone Marti Pryor-Cook, Chair DSS 919/732-8181 Rosie Summers Health 919/732-8181 Jerry Passmore Aging/Transportation 919/732-8181 Gloria Williams JOCCA 919/929-0494 Chris Moran IFC 919/929-8048 Rev. Sharon Freeland OCIM 919/732-6397 Bob Lockwood Red Cross 919/644-0821 Fletcher Barber Cooperative Extension 919/732-8181 Tara Fikes Housing/Com. Development. 919/732-8181 Sharron Siler Manager's Office-OC 919/732-8181 Wilbert McAdoo Public Works 919/732-8181 Mike Tapp EMS 919/644-3030 Advisors: John Link, Jr., County Manager Albert Kittrell, Assistant Manager, Human Services Nick Waters, EMS Director 10/6/99 2 V 3 • Department of Social Services Emergency Call Roster Name Telephone Number Marti Pryor-Cook, Director Denise Shaffer Martin Whitt Beachy Sanders Sharon Lee Dustin Lowell Darrell Renfore Marilyn Fletcher Jennifer Montsinger Linda Wade Gwen Price Jean Holmes Vicki Shull Peggy Wesley Annette Atwater w 10/6/99 4 Department of Social Services Domiciliary Homes Homes for the Aged Villines Home for the Aged Ms. Louise Murphy 402 W. Queen Street Hillsborough, NC 27278 Phone: 732-4201 Carolina House of Chapel Hill Ms. Sarah Cheney 100 Lanark Road Chapel Hill, NC 27514 Phone: 918-7600 Capacity: 20 (August) Willow Springs Rest & Retirement Home Ms. Patty Privette P.O. Box 910 Carrboro, NC 27510 Phone: 968-3072 Capacity: 120 (October) Shepherd House UCC Assisted Living, Inc. 405 Smith Level Road Chapel Hill, NC 27516 DDA Homes Purify Road Group Home Residential Services, Inc. 102 Purefoy Road Chapel Hill, NC 27514 Phone: 967-4498 Capacity: 6 (January) Yancey's Rest Home Ms. Debra Isley P.O. Box 729 Hillsborough, NC 27278 Phone: 732-3551 Capacity: 15 (January) Hamilton Road Group Home Residential Services, Inc. 237 Hamilton Road Chapel Hill, NC 27514 Phone: 942-7745 Capacity: 6 (April) ~o ioa~ 5 Umstead Road Group Home Residential Services Inc. 334 Umstead Road Chapel Hill, NC 27514 Phone: 942-337U Capacity: 6 (October) Clayton Road Group Home Residential Services Inc. 417 Clayton Road Chapel Hill, NC 27514 Phone: 932-3987 Capacity: 6 (November) Gary Road Group Home Residential Services Inc. 402 Gary Road Carrboro, NC 27510 Phone: 942-9177 Capacity: 3 (November) Family Caze Homes Cedar Grove Family Care Home Mr. & Mrs. Leroy Collins P.O. Box 57 Cedar Grove, NC 27231 Phone: 732-8850 Capacity: 6 (May) Aberdeen Group Home Residential Services, Inc. 106 Aberdeen Court Carrboro; NC 27510 Phone: 967-9531 Capacity: 3 (February) Ferrell Road Group Home 1543 Ferrell Road. Chapel Hill, NC 27514 Phone: 968-9168 Capacity: 2 (September) Residential Services Inc. P.O. Box 730 Carrboro, NC 27510 Phone: 942-7391 R & G Family Care Home Ms. Grace Poole 122 Faucette Mill Road Hillsborough, NC 27278 Phone: 732-0918 Capacity: 6 (October) 0 ioiws9 6 Cedar Grove Family Care Home #2 Mr. & Mrs. Leroy Collins P.O. Box 57 Cedar Grove, NC 27231 Phone: 732-8850 Capacity: 6 (September) .Woods Family Care Home Ms. Betty Goodson 2003 Highway 70A East Hillsborough, NC 27278 Phone: 732-8690 Capacity: 5 (September) Mebane Famile Care Home Ms. Beatrice Marshall 621 Buckhorn Road Mebane, NC 27302 Phone: 563-3019 Capacity: 3 (August) Orange Community Residence Ms. Gwendolyn Beaty 1700 N. Greensboro Street Carrboro, NC 27510 Phone: 942-3312 Capacity: 6 (February) ia~9 Department on Aging Essential Service Action Plan Responsible Person Eldercare -Continue in-home care for 1. Complete the certification/re- Kate Barrett -Supervisor Eldercare older adults and homebound with certification of homebound adults with Program special needs. special needs (live alone, disabled, Home phone: oxygen-dependent, on life-support) in cooperation with Emergency Back-up person (s) in order of contact: Management Services (EMS) by Nov 1st. Robin Gilliam - Eldercaze Specialist 2. Advertise during the months of Home phone: October and November in the Senior Times and local newspapers and PSA's Katherine Leith - I/R Specialist the need for certification for Home phone: homebound adults with special needs in Orange County. 3. Maintain hazdcopy list of homebound adults with special needs in Orange County with EMS and Departmeat on Aging Eldercare Program. 4. Place all eldercare staff on call for emergency in-home care assistance as directed by EMS. 5. Purchase cell phones for key Eldercaze Staff for emergency communication and list the phone numbers with EMS. r N 10/6/99 Aging Con't Essential Service Action Plan ~ Responsible Person Transportation -Keep all. transportation 1. Verify that all radios/vehicles are Kathy Lewis -OPT Supervisor for medical services operational. Y2K compliance and if not, replace Home phone: them. Beeper: 2. Verify that Motor Pool had adequate Back-up person (s) in order of contact: fuel on hand for January 1, 2000 for vehicle operation. Cindie Skinner -OPT Dispatcher Home phone: 3. Verify that Motor Pool has aback- Beeper: up generator to operate fuel pumps. Serena Wells -OPT Scheduler 4. Verify all OPT buses, vans, and car Home phone: are operational. 5. Place all drivers on-call for emergency transportation assignments as directed by EMS. w 10/6/99 Health Department Essential Service Action Plan Responsible Person Preserve vaccine storage in all 1. Check generator at Whiffed on quarterly basis to Judy Butler, Communicable Health Department locations ensure that it is operational. Disease Coordinator 2. Determine whether vaccine at Southern Human Service can be moved to Whiffed or whether it will Back-up person(s) in order of need to go to UNC Hospitals. Determination to be contact: made based on inventory on-hand and on anticipated Angela Wells needs. Jerry Gregory 3. Pack up and move vaccines at Southern Human Service Center either to Whiffed or UNC Hospitals. (Depending onweather-related circumstances may need to request transport assistance from the emergency center.) Nurses for shelter staffing 1. Maintain an emergency on-call schedule for nurses Eileen Kugler, Personal Health for a minimum of two shelters. Schedule should Services Director cover the initia148 hours of shelter operation. 2. Assure that nurses on first-call shift have access to Back-up person(s) in order of cell phones. contact: 3. Upori•notification of Red Cross, activate call roster Kathy Glassock to notify nurses of service needs. Leigh McFalls 4. Assess need for transportation assistance and call emergency center for transport assistance for nurses to shelters. ia~vv Health Con't Assure pharmaceuticals are 1. Develop memorandums of understanding with Angela Wells, Adult Health available to needy people in private pharmacies and Piedmont Health Services Section Supervisor conjunction with mental health for filling prescriptions on an emergency basis. services. Health department and mental health would refer Back-up person(s) in order of clients that need medications to these pharmacies in contact: the event of a need. Eileen Kugler Work with the public utilities to 1. Ask for written confirmation of systems testing for Ron Holdway, Environmental assure that residents utilizing Y2K compliance. Health Director public utilities for water and 2. Site visit each facility to meet supervisors. sewer treatment have continued 3. Develop with each utility a notification plan in the Back-up person(s) in order of services available. event of failure. contact: 4. Develop public service announcements for the Tom Konsler public regarding proper sanitary procedures. Greg Grimes Develop distribution plan for the announcements. Hold until needed. Food, shelter and mental health 1. Participate in One-Stop Service Center in Eileen Kugler, Personal Health services.. partnership with other human service agencies by Director providing at least three staff members to the center. 2. Provide temporary service center site in Whiffed Back-up person(s) in order of Building ground floor clinic space. contact: Kathy Glassock Leigh McFalls io 10/6x99 Health Department Emergency Call Roster Rosemary Summers Health Director Eileen Kugler Personal Health Ron Holdway Environmental Health Jon Sauls Animal Control Kathy Glassock Tom Konsler Dale Teer Angela Wells David Hecht Harvey Melton Leigh McFalls Greg Grimes Judy Butler Communicable Disease Betty Borland 11 r rn 10/6/99 is Orange-Person-Chatham Mental Health, Developmental Disabilities, and Substance Abuse Authority (OPC) Activation of the normal emergency plan. will start with notification of the OPC Area Director, or listed designee. As a redundant backup, calls to the OPC central emergency number, 1-800-233-6834, or 919-913-4100 will also set in motion appropriate responses. Essential Service Action Plan Responsible Person Assure that Crisis Intervention is l.) Participate in One-Stop Service Center in June Kersey, Access to Care available and accessible despite power partnership with other human service agencies; Coordinator. or phone outages. provide at least two staff members to the: center. 2.) Publish to county agencies and general public Debra Farrington, Crisis Services alternate phone access and beeper numbers by coordinator. November 1, 1999. Assure that pharmaceuticals are 1.) Develop memorandums of agreement with Donna Prather, Medical Director available to needy people in private pharmacies and Piedmont Health conjunction with Public Health Services for filling prescriptions on an Sarah Tillie, Northside Clinic services. emergency basis. Health and Mental Health Duector. would refer clients that need medications to ..these pharmacies in the event of a need. 2.) Stockpile samples and backup medication supplies at OPC service sites to be dispensed by OPC physicians as appropriate. r V ia~ 13 OPC Con't Essential Services Action Plan Responsible Person Assure that residential clients 1.) Work with individual facility managers to assure that Judy Batten, DD Services Director with disabilities have essential essential supplies are stockpiled. services. 2.) Arrange for alternative communication pathways Michael Norton, Long Term Mental with each facility including cell phone numbers, Health Services Director beeper numbers. 3.) Club Nova will prepare to offer temporary housing, meal preparation. Assure that financial support to 1.) Ask relevant financial institutions and State of NC Deby Dihoff, Finance Officer affiliate agencies providing for written confirmation of Y2K compliance. critical services will not be 2.) Assure adequate cash reserves in Y2K compliant interrupted. financial facility. 3.) Establish back-up plans for payment transfers r 10/br99 14 Orange-Person-Chatham Mental Health Emergency Call Roster Tom Maynard, Area Director Normal Work Number: 913-4000 OPC 24-hour crisis line: Donna Prather, Medical Director June Kersey, Access to Caze Coordinator ~a~ Department of Human Rights and Relations Essential Services Action Plan .Responsible Persons Dissemination of 1. Coordinate with El Centro Latino and • Annette Moore, Director Emergency Management Hispanic/Latino organization to disseminate Information to Spanish information to the Spanish speaking population. speaking population 2. Translate Emergency service announcement into Spanish. 3. Provide Spanish language translation yr interpretation as needed. is N 0 ia~ 16 County Engineer Essential Services Action Plan Responsible Persons Operation of the Efland i. Verify that power is available to the pump station • Paul Thames, County Sewer. system through the utility power grid. Engineer 2. Shut power grid feed to pump station to confirm . Bobby Inman, Motor Pool standby operation of switch gear, emergency Supervisor (refueling generator and auto dialer warning system. generator) 3. In the event of power grid failure and activation/ operation of emergency generator, monitor fuel consumption to project generator-refueling requirements. N ioi~v i~ Department of Child Support State equipment was replaced with Y2K compliant equipment in August 1999. Verification that our county equipment is complaint will be provided by IS. The essential services that we provide our clients can be performed only through our connectivity with the State computer network. Our local staff will be available to assist customers in both a service center and in our office should Y2K problem effect the State's collection and distribution of child support. CSE employees will provide staff for our office and for a service center as needed. The list below is in seniority order. Work extensions and home telephone numbers are. also listed. Janet Spazks Deborah Ricks Natalie Holder Kelly Dean Elaine Glenn Jaae Jones Ann Vickers Teresa McDonald Montrena Hadley James Graettinger Marcus Lea N ' N ia6~v9 is Housing/Community Development Department Issue 1: Assure there is a plan for emergency shelter services in Chapel Hill and Hillsborough The County Housing/Community Development Director will meet with the American Red Cross and the Inter Faith Council and its Community Shelter personnel to ensure that these agencies are prepared for possible utility disruptions, which may create the need for emergency shelter. This meeting will occur during the month of November 1999. Issue 2: Coordinate with the Federal and State Agencies the disbursement of Funds for Housing Programs a. The Housing/Community Development Director will determine from both the U.S. Department of Housing and Urban Development (HUD) and the N.C. Department of Commerce the proposed disbursement method and schedule for the month of January 2000. b. January rent checks will be processed prior to December 31, 1999 to avoid any possible .computer malfunctions. c. The County Accountant and the Housing/Community Development Director will ensure that all funds due have been received by December 15, 1999 in those cases where the County received reimbursements from other agencies. N w ia~sv Planning • Certificates of Occupancy can be provided manually, if necessary, by the inspection staff. Elections • The filing period for elections begins the first week in January 2000, services can be provided manually by the department. 19 N ioi~v Y2K-Public Safety Committee Update As of September 30, 1999 Departments who have worked together as the Y2K-Public Safety committee include: • Emergency Management (including Fire Service and volunteer Emergency Medical and Rescue Services) • Sheriffs Department • Public Works • County Engineer • Purchasing and Central Services Department With the exception of the records management system in the Sheriff s Department Visions system), Y2K compatibility assessments had been completed by June 30, 1999 for mission critical functions carried out by these departments. Equipment supporting mission critical functions is listed on the attached inventory. You will note that the Vsions system was to have been upgraded by 9/1/99. This work has been completed and the system in now in full compliance..- Each department continues to finalize the contingency plans that will be implemented if any component of the emergency service delivery system fails. Contingency plans may be categorized in two broad areas: • Those situations which may affect the public in general; • Those situations that may affect the operation of the individual department. Ina "normal emergency", such as a natural disaster, the County routinely operates under the Multi-Hazard Plan as drafted by the Emergency Management Department several years ago. The plan outlines how service providers will respond in addressing emergencies that affect the public, such as setting up shelters, assisting with debris removal, giving advise on protecting livestock, etc. This plan has been reviewed and detail added to departmental duties to ensure a clear understanding of what is to be done by each service provider. The plan covers County Departments who may have a role in service delivery during an emergency event and also to outside service providers, such as Red Cross and the school systems. In addition to the countywide issues that are addressed by the multi-hazard plan, each department is tasked with presenting a departmental contingency plan. The departmental contingency plan will outline how essential services will be provided in the event of failure of a critical support component. For example, it is critical that County vehicles be able to obtain fuel during emergencies, thereby necessitating a contingency plan if power fails. To answer that potential problem, the fueling station is backed up by a generator. A systematic check of all generators serving various County buildings is made to ensure that they are kept in peek running order and that the maximum amount of fuel is available in the event it is needed. However, in the event of generator failure, a manual dispensing option is available for the fuel system. Each Y2K-Public Safety department is looking at essential services to that degree of detail. 25 The Y2K-Public Safety committee will continue to meet until the ultimate Y2K test is completed on December 31, 1999. However, at this time, we feel confident that our 26 efforts to identify and repair potential Y2K issues affecting our operations will allow us to make a smooth transition into the next century. _. Y2K Survey of Potentially Affected Public Safety Equipment/Applications; 10/8/991 Description Compliant? -Description Compliant? Field Communication: (Includes fire depts) Water/WastewaterGounty owned systems: Field Communications: Hand held radios Yes Water/Wastewater. 911 Center Yes Field Communicatins: Mobile radios Yes Water/Wastewater. Efland Sewer Yes 9-1-1 System: WatedWastewater. Northern Human Services Yes Positron Lifeline 100 Yes Cell Phones Instrument compliant Positron IAP Plus (Phones at each Console) Positron Express TDD Keyboards Yes Yes Pagers Telephone system (Countywide) Instrument compliant Yes Spectracom Netlcock Yes Jail: LogiSys CAD Software Package Yes Jail:Security cameras/controflers Yes LogiSys CAD Report Writer Software Yes Jail Control Panels: IBM AIX 4.3.2 Operating System Software Yes Jail: control panels old part of Jail Yes Motorola Centracom II Radio Consoles Yes Jaii: control panels; new addition Yes AT(S 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 Yes IBM 4029 Laser Printer 5E Yes Jail: Striker System Yes IBM 5822 DSU/CSU Yes Jail:Appliances (coolers, freezers, washer, dryer Yes IBM 7012-32H Workstation Yes Jail: (appliances) dishwasher, stove, microwave) 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 II Duai Speed Hub Yes Jaii: Visions system By 9!1/99 Generac Generator Yes Jaii: UPS Yes 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 Yes Copiers Yes FireBurglar Alarms (all County facilities) Yes Fax machines Yes Gas distribution system Yes ~ Postage Machine Yes Gas leak detection system Yes GPS units Yes Generators (including switches) Yes Landfill Equipment: Chapel Hill is ensuring compliance Vehicles Yes N V 28 Embedded Chips The effort to identify embedded chip issues in equipment or applications that are not related to information systems equipment and software has led staff to conclude that there are no insurmountable or even serious problems related to embedded chips. To date we have identified only one problem that cannot be resolved by either software reprogramming/replacement or by minor equipment replacement. That problem is with the computerized HVAC control system for the Central Government Services Building, which. would require the replacement of $50,000 to $75,000 worth of hardware (thermostats, controllers) and software to make the system Y2K compatible. Rather than replacing this system, staff has determined that the date on the program controlling the system can be set back to some point between 1900 and 2000, and the system will continue to function without problem. Continuing staff effort related to embedded chip issues are now focused on due diligence issues. That is, staff is in the process of ensuring that we have in hand any and all documents that: a) list all equipment containing embedded chips; b) certify that each piece of equipment containing chips is either y2k compatible or has no y2k issue (no time/date function); c) denote the availability of a y2k software repair/patch and certify that such repairs have been effected; d) outline reproducible y2k compatibility testing procedures and actual test results for each piece of equipment where testing can be used. This process is approximately 98 percent complete, with most of the y2k certifications having been downloaded from the Internet sites of equipment manufacturers. It is anticipated that all such documents will be in hand and available in a well organized report format by the first of November.