HomeMy WebLinkAbout0467.093_01~' ... " , c:: '.
September 2, 1993
BODorable city Couneil
Palo Alto, California
STATUS OF LIBRARY OQMPUA£R OPERATION
Members of the Council:
RtpORT IN pRIEl
This is an informational report
Division's computer hardware.
report and: recommendation to
replacement of this equipment.
this time.
HISTORY or LIBRARY'S AUTO¥~TION
about the condition of the Library
Staff plans to br ing a detailed
Council later in the year for
No action by Council is required at
Tbe Palo Alto libraries were first automated ir. 1977 with a CLsr
circulation system. The CLSI hardware and software were replaced
in 1985 with Dynix software, operating on an Ultimate based
Honey~ell mainframe. Th~ Oynix software now provides support for
circulation, cataloging, acquisitions, magazine records, the public
catalog [including dial-up access) and community resources
services~ Until recently~ hardWare operating the software has been
completely reliable.
To cJ&te, citizens and the Library staff have enjoyed sliqhtly
longer and greatly improved service from the Dynix system than from
the CLSI system. It became clear, ho~ever. that the equipment was
beginning to be superseded by nev technology and that the hardware
cOI..!ld not accommodate new products and services becoming
commonplace in the information marketplace. Therefore~ in 1991,
starf establisbed a goal for the 1992-94 budget to prepare a report
of Library automat.i.on development needs for the next ten years •.
The r-eport was to include a long-term plan, as 'Well as an analysis
of the life expectancy and cost effectiveness of the
Ultimate/Honeywell system. A completion date of November 1, 1993
was set, so that the report's findings could serve as a basis for
a proposal in the 1994-96 city budget~ in particular for inclusion
in the City's capital improvement process.
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CONSULTANT WORK AND DOWNTIME
Oue to the ~apid developments in the library automation fi@ld and
the highly technical nature of the issues to be incorporated into
a plan, staff opted to hire a consultant to assist in the planning
process. An RFP was issued and the consultan~, Joseph Ford and
Associates., 'Was hired this sp!.-·ing. His first siT.e visit occurred
in June, coinciaent with the Library's computer suffering a first
ever, substantial and lengthy period of downtime, stretching over
ten aays. Mr. Ford had firsthand experienc~ with what he called
Rrecurring problems .•• symptomatic of elderly co~puting equipment.
These included l} the lack of fresh spare parts (as the new par~s
are now out of production). 2) no refurbishing capability for some
solid-state parts, 3) dependence upon a decreasing number of
qualified maintenance personnel, and 4) the advance~ age and design
of the processor. As time goes by, we can expect increasing
maintenance costs for less and less service.
Furthermore. while a conditioned computer po~er circuit is
installed at the Main Library where the co:!',pute:.c is located, the
Ultimate system is particularly susceptilJle to relatively small
changes in electrical current. The June downtime was extended as
a result of power outages in Palo Alto near the Main Library. which
might have been avoided if an Uninterruptiole Power Supply (UPS}
bad been installed.
In response to this precarious situatio~, Mr. Ford adapted his worK
plan and prepared an interim report in July. The report
recommended that the City proceed .... ith immediate purchase of
replacement hardware to continue support of current operations
instead of delaying a decision until the next fiscal year. Mr.
Ford projects that the present computer is ope~atinq on borrowed
time; that maintenance efforts. despite best efforts by staff and
computer maintenance field staff, may not be able to restore
reliable service after a prolonged do~~time period; and th~t public
confidence in the reliability of Library recordkeeping would be at
risk, should this scenario occur. Further. Mr. Ford has confirmed
that there is no residual value in the equipment, i.e., the City
has qot't.en all the value it C.2.n froD! this equipment.
Hr. Ford's final repor',-, with a
to the Ci~y by November 1;
considered in the usual way.
l!!:li!'..ItU1~
long-term plan, will be presented
and its recommendations will be
Given th~ fraqility of the Library computer har~ware mainframe d~d
the fact that there is nothing ~hat can b~ done to prolong the life
of the equipment, steps need to beqin immediately to procure
l-eplacement equipment rather than waiting until the next bud9~t
cycle, as originally planned.
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In preparation for replacement, staff will:
1, Purchase a UPS to avoid repetition of the power cutage
problem that occurred in June. Sufficient funds for this
p'UXchase are available in an authorized Information
Resources Department capital budget.
2J Prepare appropriate documents to request price quotes
from a variety of vendors for replacement hardware.
3) Determine an appropriate funding source for thi~
purchase.
When items 2 and 3 are completed, staff vill return to council with
a report, including a elP request, and aq'2.ndize the matter fol"
Finance committee discussion.
Respectfully submitted l
~'~y--~ary J cI L<.vy
Director of Libraries
Thil t gen
or of Community Services
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