HomeMy WebLinkAbout1999-08-09 City Council (17)TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE
SERVICES
DATE:
SUBJECT:
AUGUST 9, 1999 CMR: 343:99
YEAR 2000 TRANSITION PLAN STATUS REPO[gT
This is an informational report and no Council action is required.
BACKGROUND
On February 8, 1999 and April 12, 1999, staff provided Council with information on the
status of the City’s Year 2000 (Y2K) efforts (CMR’s 127:99 and 205:99 respectively).
This report provides an update to that information, including the progress and activities
undertaken since April 12, 1999 to prepare the City’s computer hardware and software
for Y2K and to communicate with the public regarding the City’s Y2K planning efforts.
This report and its attachments constitute a Y2K readiness disclosure within the meaning
of the YEAR 2000 Information and Readiness Disclosure Act, P.L. 105-127.
DISCUSSION
As outlined in previous status reports, the City’s Y2K Transition Plan consists of three
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, software and electronic devices; and 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.
Phase I - Central Computer Systems
The City’s centralized computer hardware and software comprise the most critical areas
of concern. Staff has prioritized these systems into two categories: mission-critical and
secondary systems. Mission-critical are those systems affecting public safety and
delivery of utilities, such as Emergency 911; the Utilities dispatching and electric
distribution systems; traffic signal system monitoring; and monitoring of the water/gas
storm systems. Secondary systems are those systems essential to City business
operations.
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All mission-critical systems have been tested, vendor certified, or are in the process of
remediation or replacement. As reflected in Attachment A, the City has now achieved
approximately 85 percent compliance for its mission critical systems. Staff plans to
achieve 100 percent compliance by November 1999. Testing and remediation of
secondary systems is still in progress and is scheduled to be completed by October 1999.
This will include installation of replacement systems.
A test of systems during a Civic Center power shutdown was conducted on June 27,
1999. The test went well and resulted in a list of remedial actions to be taken to ensure
smooth operations of mission critical operations in the event of a power shutdown.
.Phase II - Departmental Computer Systems and Technology
The City’s Y2K consultant has provided a draft written inventory of all departmental
(non-centralized) computer applications, hardware, operating systems and software; any
equipment utilizing embedded processors or process controllers; and general office
equipment such as facsimile and copy machines. While there are minor issues to be
resolved, the inventory indicates that of a total of 2,823 items, 163, or 6 percent, are not
Y2K compatible, of which only 3 percent of the 163 is mission critical. It is anticipated
that all non-compliant departmental computer systems and technology of a mission-
critical nature will be replaced or remediated and supported with contingency plans by
November 1999.
Community_ Awareness and Preparation
Phase III of the Y2K Transition Plan involves creating public awareness of issues related
to Y2K compliance and mitigating potential problems that could affect Palo Alto
residents. The Y2K Interdepartmental Committee, composed of staff from all City
departments and the City Auditor’s Office, has been working on an awareness program,
including the Mayor’s meeting, neighborhood association meetings, the distribution of
Y2K information flyers, utility bill inserts regarding Y2K, and the creation of a Y2K
website. Each of these items is discussed in more detail below.
Mayor’s Meeting: To kick-off the City’s Y2K public outreach efforts, a Mayor’s
meeting with residents was held at Mitchell Park on Saturday, April 17, 1999. The
meeting was well attended, and the Y2K brochure was available at the meeting for
distribution. In addition to the Mayor, City Manager and appropriate City staff, the
meeting was attended by over 20 citizens.
Y2K Brochure: The Y2K brochure includes an explar~ation of Y2K, what the City is
doing to address the issue, how residents might be affected, what residents can do to
prepare and how to get additional information. The brochure, which emphasizes what
residents can do to prepare for the Year 2000, is available at all City departments and
facilities, including the libraries, and has been distributed to businesses and citizens upon
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request. The brochure has been well received. Of 10,000 printed, more than half have
already been distributed.
Y2K Utility Bill Insert and Announcements: A utility bill insert regarding Y2K was
mailed to 26,000 utility customers in July 1999. Limited to one page, the insert is an
abbreviated version of the Y2K brochure. In addition, a brief announcement telling
residents how to get information on Y2K was included on the Utilities and Community
Announcement page of the utility bills in June 1999.
Y2K Website: The Y2K website has been up and running since early February and
includes the following information: 1) what the City is doing to prepare for Y2K; 2) the
current status of City software applications; 3) what individuals can do to prepare; 4)
commonly asked questions about Y2K ; 5) who to contact regarding Y2K; and 6) a
collection of related Y2K web sites. Updated regularly, the website evolves and expands
as additional information is obtained from departments as to their Y2K compatibility
status. Visits to the website are averaging 50 to 70 visits per day or over 2,200 per
month. This link to Palo Alto residents and other Internet-enabled continues to provide a
critical resource in the public communication!outreach effort.
Y2K Business Presentations
Staff has conducted several Y2K presentations to businesses, including the Downtown
Marketing Committee of the Chamber of Commerce and two presentations to Hewlett
Packard. Response has been very positive and has resulted in repeated requests for
presentations and copies of the Y2K brochure.The next presentation is currently
scheduled at Lockheed- Martin in September.
Neighborhood Meetings
Neighborhood associations have been contacted to let them know staff is available to
make presentations on Y2K and disaster preparedness. Staff expects formal requests
from these associations to start coming in the near future.
In the coming months, the Y2K Committee will continue its public outreach efforts. This
will include the additional business presentations and neighborhood meetings, a Y2K
video to be broadcast on the Cable TV Public Access station, and an Emergency
Operation Center (EOC) test exercise to prepare the City’s emergency response in the
event of an actual Y2K incident. The EOC test exercise is scheduled for September 15,
1999 and will include an orientation and exercises involving different emergency
scenarios.
December 31. 1999
The Y2K committee is in the process of determining what type of response may be
necessary on or around December 31, 1999, what staff will need to be available and what
actions should be taken to ensure adequate response. In addition, staff will monitor the
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test exercise of the North American Electric Reliability Council scheduled for September
9, 1999.
ATTACHMENTS
Attachment A: Year 2000 Transition Plan
Y2K Brochure (Council and Library packets only)
Y2K Utility Bill Insert (Council and Library packets only)
PREPARED BY:Janet Freeland, Senior Financial Analyst, Real Property
Manny Ventura, Manager, Computer Operations & Applications
DEPARTMENT HEAD APPROVAL:
Director, Administrative Serv’ices
CITY MANAGER APPROVAL:
EMIl’S-HARRISON
Assistant City Manager
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