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HomeMy WebLinkAbout1999-02-08 City Council (6)City of Palo Alto C ty Manager’s Report TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE:FEBRUARY 8, 1999 CMR:127:99 YEAR 2000 TRANSITION PLAN STATUS REPORTSUBJECT: This is an information report and no Council action is required. BACKGROUND This report provides information on the status of the City’s Year 2000 (Y2K) efforts. Included in this report is information about the activities that have been undertaken to prepare the City’s computer hardware and software for Y2K. The report also provides information about the various ways the City plans to communicate with the public regarding the City’s Y2K planning efforts. Finally, the report describes an interdepartmental Y2K Committee that has been c~eated to develop the necessary community partnerships to respond to this issue. DISCUSSION The City has developed a Y2K Transition Plan with three distinct phases: 1) assessment, testing and remediation of the City’s central computer system hardware and software; 2) assessment, testing and remediation of departmental computer system hardware, sol, ware and electronic devices; 3) community awareness and preparation. The purpose of the Y2K Transition Plan is to provide the necessary technical solutions and community partnerships so that the City is able to make the Y2K transition successfully. The following information is provided to describe the City’s Y2K Transition Plan and to provide information regarding its status. CMR:127:99 Page 1 of 3 Central Computer Systems The City’s centralized computer hardware and software comprise the most critical areas of concem. These centralized systems support functions such as Emergency 911 dispatching, the Utility’s Supervisory Control And Data Acquisition System which controls the flow of electricity through the City, the Regional Water Quality Control Plant, Utility Billing, Financial Management, Planning, Public Works and Traffic Management. Since early 1996, the Information Technology Division of the Administrative Services Department has been working on Y2K compliance for these centralized systems. This has included preparing an inventory and completing an assessment of the extent of the Y2K problem, which involved testing these systems for Y2K compliance. Following this assessment, staff spent time analyzing options (e.g., r~place application or hardware, modify applicationlogic, expand the date-field, etc.) and developing a Y2K compliance plan for the City’s centralized systems. Phase one is nearing completion. The City has already obtained Y2K compliance certifications for most of its central applications. The City has also received compliance certification i~om its major computer hardware provider (Hewlett-Packard). In addition, the City either has replaced or is in the process of replacing a number of centralized applications. Departmental Computer Systems The City has contracted with a consultant to complete phase two of the Y2K Transition Plan. The areas of consideration in phase two are-departmental (non-centralized) computer applications, hardware, operating systems and software; any equipment utilizing embedded processors or process controllers; and general office equipment such a facsimile and copy machines-- Completion of this phase will result in a written inventory, assessment, and solutions/recommendations to all existing departmental computer systems, processors, and general office equipment. In addition, the City’s consultant will assess the potential impact to continued service provided by the City’s outside vendors, contractors and suppliers. This will include a report of services, agencies, suppliers and vendors whose failure to provide continued service would impact the City. Staff anticipates that this phase of the Y2K Transition Plan will be complete by June 1999. Community Awareness and Preparation The fmal phase of the Y2K Transition Plan involves creating public awareness regarding the issues related to Y2K compliance and mitigating potential problems that could affect the residents of Palo Alto. An interdepartmental Y2K Committee has been formed and has begun the process of creating an awareness program. This program will include neighborhood association meetings, the distribution of Y2K informational flyers, utility bill inserts regarding Y2K, and the creation of a Y2K website. The information disseminated will include: 1) what the City is doing to prepare; 2) the current status of City applications; 3) what.individuals can do to prepare; 4) commonly asked questions about Y2K; 5) who to CMR:127:99 Page 2 of 3 contact regarding Y2K; and 6) a collection of related Y2K web sites (e.g., Federal, State, IRS, Red Cross). In the coming months, the Y2K Committee will begin its public outreach efforts. This will include actively working with the County, school district, power and telecommunications providers, medical care providers, local nonprofit agencies, the business community, and Palo Alto residents. The Y2K Committee is also planning an Emergency Operations Center test exercise to prepare the City’s emergency response in the event of an actual Y2K incident. ATTACHMENTS Attachment A: Draft Paid Alto Website Text PREPARED BY: Rob Pound, Manager Information Technology DEPARTMENT HEAD APPROVAL: CITY MANAGER APPROVAL: CC:N/A CARL Director,Services SON, Assistant City Manager CMR:127:99 Page 3 of 3 PALO ALTO Welcome to the Palo Alto Y2K Website espite growing awareness of the problem, nobody is sure what computers -- or for that matter, any of the countless devices and systems controlled by microchips -- are going to do at the stroke of midnight when December 31, 1999 rolls over to January 1, 2000. Some computers and systems will make the change smoothly, while others may behave erratically or even stop working. This web site is to inform you of the efforts the City of Palo Alto is making to ensure that its key systems continue to function in the year 2000 and beyond, We have also included information about what you can do to prepare your family or your business. Time Left: 1 of 1 2/3/99 3:44 PM I S~arch I Contact I sitemap J PALO ALTO City Preparation Will the Y2K problems affect the average Palo Alto resident? Yes, but nobody knows exactly how until 3anuary 1, 2000. What we do know is that business and government at all levels are working hard to ensure that critical systems supporting key services such as power and heating and telecommunications work without interruption on 3anuary 1, 2000. While it is highly unlikely that disruptions will occur in evew computer or microchip-dependent activity, many of them could be affected. What is the City of Palo Alto doing to address this issue? Since 1996, the City of Palo Alto has been addressing the potential problems that face all users of computer systems regarding the Year 2000. Planned completion date for the project is September 1999. The City has undertaken a detailed review of each organization/department to consider what remote processing may occur that has not yet been certified. A consultant will review the departmental applications and computer processors that exist within each organization to identify areas that need to be reviewed or certified. This study will provide the necessary assessment and remediation to allow the City to continue, uninterrupted, the services and support expected by its residents and customers. The City is developing a list of its suppliers, contractors, and third party resources that supply goods and services to the City to ensure that these organizations are compliant. These organizations will be required to provide notification of the status of their Year 2000 compliance. The City has initiated an effort to raise the awareness of the public to the Year 2000 concerns and the activities taking place to ensure that services will not be interrupted. Public outreach activities include establishment of this web site, working with resident groups to discuss concerns, and an emergency exercise (to be announced). Updated: Monday, February 1, 1999. Y2k Home I City Preparation I Current Y2k Status I Community I ~ I Contact I Related Links copyright 1998 @ ~’¢Pz~ZD/’~Z TO all rights reserved 1 of I 2/3/99 3:44 PM Search I Contact I Sitemap I PALO ALTO Current The ’internal portion of the project is in various phases of completion based upon the specific coml~onent. The components consist ofthe computer hardware, computer operating systems, operating tools, database management systems, applications systems, applications and tools used on personal computers, and microprocessors and their associated processing and internal configurations. The status of various components is as follows: New computing environments are in place for the control and distribution of electric, gas, water, and wastewater. The hardware and software for these functions have been documented to be Year 2000 compliant. These applications also have manual overrides that can be utilized in the event of any failures. The Regional Water Quality Control Plant has in place the required hardware and software to be compliant. The primary Financial, payroll, and Human Resource applications have been certified by the vendor as being Year 2000 compliant. The City has tested the interface with its bank and compliance has been addressed. ¯The Utilities Customer Information System is being re-deployed and the vendor of this software has assured compliance for the Year 2000 and beyond. Hardware and operating system environments have been upgraded to be compliant. Hewlett-Packard has developed test scripts to run on both the HP9000 and HP3000 computers. Personal computers manufactured after 1996 have been certified as being Year 2000 compliant. All of the City’s personal computers are in this category. In future months, this site will detail each City department’s progress toward the goal of being 200% Year 2000 compliant. 1 of 2 2/3/99 3:45 PM Updated: Saturday, January 30, 1999. Y2k Home I City Preparation I Current Y2k Status I Community I FAO’S I Contac______~t I Related Links copyright 1998 @ ~¢P,~Z~;~,~Z T~7 all rights reserved 2 of 2 2/3/99 3:45 PM PALO ALTO Community The following are things you might consider in preparing for any Year 2000 problems that may occur. Banking If you are concerned about what might happen to financial institutions, check with your bank about its Year 2000 compliance. Consumer products Most electronic devices have embedded microchips. Some of them may be affected. Check with the manufacturers for their Year 2000 compliance. VCR Alarm systems Clocks Digital watches Cameras Camcorders Electronic organizers with calendar chips Cell phones Pagers Home Office Products Recently manufactured equipment and software will be compliant. Some older hardware and software may be vulnerable. *Computers ° Operating Systems ° Software Applications * Pocket Electronic Organizers o Fax machines 1 of 2 2/3/99 3:45 PM Updated: Saturday, January 30, 1999. Y2k Home I City Preparation I Current Y2k Status I Community I FAO’S I Contac______~t I Related Links copyright 1998 @ ~y ~f ~Z~7 ~Z 7~t7 all rights reserved 2 of 2 2/3/99 3:45 PM j ,~arch I Con~ct i PALO ALTO Frequently Asked Questions The following are some, answers to the most frequently asked questions about Y2K: 1.What does "Y2K" mean? 2.What is the Y2K problem? 3.Where does the problem occur? 1. What does "Y2K" mean? "Y2K" is the abbreviated form of Year 2000. backto top 2. What is the Y2K problem? The Y2K problem is very simple to explain. When computer programmers were programming the first computers, they .shortened the date to a two digit form in order to save costly memory space. For example, :[972 became 72. In the past decade, memory space has become cheaper and therefore able to hold more code. The problem arises when a computer program attempts to read the date "00." To a computer, it could mean "2000" or it could mean ":[900." If a computer reads the date as ":[900," then it may miscalculate, malfunction, or shut down completely. back to too 3. Where does the problem occur? The problem may occur in three different areas: software, hardware, or data communication: 1.Software If your software has a Y2K problem, then it may not function correctly, or maybe even not at all. If you want to test your 1 of 2 2/3199 3:45 PM software, there is a simple date check you can do yourself. First, go into your computer’s calendar. Change the date to read :1.2/31/99 and the clock to read 1:[:59:00. Turn your computer off for more than a minute. Restart your machine and open the calendar function. Make sure that the date reads :[/I/00 and the clock reads :[2:01:05 (give or take a minute or two). Attempt to open a program and run all it’s functions. If it works correctly, it is considered "compliant," or ready. If it does not run correctly, or will not open, it is not compliant. If you are considering purchasing new software and want to ensure that it is Y2K compliant, ask the salesperson at the computer store. Hardware The hardware problem is also referred to as "embedded chips." This refers to the codes that are stored in your computer in order to make it run. They are embedded because these codes can be used over and o~er again within different computer systems. If you want to test that your hardware will operate correctly, run the same test as described above. If your computer does not run correctly, then it is not compliant. Some older IBM Compatible PCs may have problems, but machines sold after :[997 generally are compliant. Macintosh computers don’t have a Year 2000 problem, because they store the date as a long number based on the number of seconds since .January :[, :[904. Data C:ommunication The term data communication refers to communications by a computer to itself and other computers. It involves analyzing data and producing information based on that data. This problem is more difficult to detect. It would be easy if your computer simply stopped producing data. However, it could be miscommunicating with itself and other computers and putting out wrong information. back to top Updated: Saturday, January 30, 1999. Y2k Home I City Preparation I .Current Y2k Status I Community I FAQ’S I Contact I Related Links 1998 @ ~J~y ~ZO ~Z 2"tO all rights reservedcopyright 2 of 2 2/3/99 3:45 PM i ~earch I Contact I Siternap I Contact Us PALO ALTO For further information regarding Y2K preparedness in the City of Palo Alto, please contact Carl Yeats in the Administrative Services Department (650) 329-2450, or mail inquiries to: Carl Yeats Administrative Services Department 250 Hamilton Avenue Palo Alto, CA 94301 Updated: Wednesday, February 3, 1999, Y2k Home I City Preoaration [ Current Y2k Status I Community I FAO’S I Contact I Related Links 1998 @ ~J~ ¢~!ZO idL T~2 all rights reservedcopyright 1 of 1 2/3/99 3:46 PM Y2K - CITY OF PALO ALTO - RELATED LINKS wysiwyg://47/htlp://www.city.palo-alto.ca.us/preview/y2kllinks.ht~l Search ! Contact I Sitemap I Related Links PALO ALTO We are providing some additional links to sites containing useful Y2K preparedness information. To ease the return to the Palo Alto website, plese bookmark this page before clicking on a link. U.S. Government Y2K site- The President’s Councilon Year2000 Conve~ion Year2000 NationalEducation Task~rce-Send ~rfree Year2000 Survival Guide Social Security - SSA is now 100% Y2K Compliant Internal Revenue Service - Report from IRS Year 2000 ProJect Office Official California site - From the state department of information technology Red Cross.- Preparedness Tips Individual Preparation for Y2K - From Paloma O’Riley and the Cassandra Project Survival and Enerqy Info - An Australian site with a huge number of links. Updated: Wednesday, February 3, 1999. Y2k Home I city PreDaration I .Current Y2k Status I Community I FAQ’S I Contact I Related Links 1998 @ ~9/ ~/zZ’/tZ gT .4Z TL7 allcopyrightrights reserved 1 of 1 213/99 3:48 PM