HomeMy WebLinkAboutAgenda - 10-19-1999 - 10a1
ORANGE COUNTY
BOARD OF COMMISSIONERS `
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 19, 1999
Action Agenda
Item No.
SUBJECT: Orange County Y2K Preparations
DEPARTMENT: County Manager PUBLIC HEARING: (YIN) FNo
ATTACHMENT(S): INFORMATION CONTACT:
IT Compliance Summary Rod Visser, ext 2300; Pam Jones, ext
Y2K Essential Services Summary 2650;,.
Public Safety lCompliance Summary Jim McGimsey, Y2K Coordinator, ext 3070
Embedded Chips Compliance Summary
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, 1.999
meeting, the Board .approved a contract with McGladrey & Pullen, LLP, to provide assistance to
County staff in assessing, correcting, and testing the County's preparednessto 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:
2
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.
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..
3
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. .
Networksoftware and hardware has been reviewed and is certified compliant;
network hardware will be tested to confirm compliance in October anal
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.. Test Script Testing- Start
System .
Completed
Status
Date
Finish
Date1
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
4
Mainframe software currently in modification and testing includes:
Software
Modifications
Testing
System
Completed
Status
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.
117-M I 11
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 over the 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.
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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)
• Sheriff's 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
Visions system was to have been upgraded by 9/1/99., This work has.. been, comp.leted.;
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.
In a "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.
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
27
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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 orlas 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 Dercent 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.