City Manager's Report

CITY MANAGER'S REPORT
THE WEEK IN
P E R S P E C T I V E

Steven B. Stanton Report No. 262 City Manager April 18-24, 1998

1. Year 2000 Readiness

In response to a request from Commissioner Crozier regarding the status of the Citys' computer equipment readiness for the Year 2000 (Y2K), Management Services Director Adams and MIS Manager Dulaney have provided the following information. All of the City's major software applications are currently or will be Y2K compliant within the next 12 to 15 months. Significant efforts have already been expended on ensuring Y2K compliance and additional efforts are scheduled. The MIS Division has been working diligently to address all Y2K concerns and the City will not encounter the problems recently highlighted with one of the other mahjor cities in the area.

Y2K can affect hardware and software programs that record the year using only the last two digits. For example, 1999 is programmed as "99." According to some estimates, about one quarter of existing business applications are unable to distinguish between the 20th and 21st centuries. The Y2K problem can result in abnormal program termination, abnormal program functionality, and/or invalidated data.

The MIS Division has been preparing for Y2K for several years. The Y2K problem was one of the reasons the City purchased a new financial system three years ago. The Division also budgeted $60,000 for contractual services in FY 1998 to rewrite two of the City's largest software applications, the Recreation and Parks Systems and the Building Permitting System. These systems were not Y2K compliant and could not be economically corrected. Many of the City's software applications are not impacted by the Y2K problem since the applications are not date oriented. For example, spreadsheet applications typically deal with mathematical problems and the new century will not affect embedded calculations. However, if the spreadsheets have been constructed using dates to calculate the number of years between two periods, then it is possible those spreadsheets could be affected.

The follwing schedule outlines the City's current computing environment hardware and software, and efforts made or planned to address Y2K problems. If any member of the City Commission has additional questions after reviewing this information, please contact Management Services Director Adams or MIS Manager Dulney.

Machine Applications Status of Preparation for the Year 2000 (Y2K)

oa1 Word Processing* Electronic Word Processing is not affected by Y2K

oa2 Office Automation* Office Automation applications, e.g. email calendar software allows scheduling well past the Year 2000

oa3 X-Desktop Software*
FoxPro Database X-Desktop Software and FoxPro Database applications are not affected by Y2K; however, individual users who have designed databases using FoxPro must review their products to determine Y2K implications.

oa4 Electronic Spreadsheets* Electronic Spreadsheets are not affected by by Y2K; however, individual users who have created spreadsheets must review thier work products to determine Y2K implications.

0a5 Various
Microsoft Products* Approximately 40 separate non-critical Microsoft applications are running on the Microsoft NT Server. To-date, none of these products have been tested for Y2K compliane; however, none appear to have date sensitive functions.

Internet Webpages and
Internet Browsers* The City's Web pages and Internet Browsers are unaffected by Y2K

PC's Various PC hardware
and software
appplications* There are approximately 100 Personal Computers (PC's) throughout the City that perform various stand-alonge functions. MIS staff will be working with all employees to help identify Y2K problems. In most cases, PC's are not performing date sensitive functions and should not be affected. Some hardware/operating system conflicts may occur for older machines running Windows 3.X.

City 1 Fund Mgt Systems* Fund Management Systems, e.g. financial applications including General Ledger, Budget, Accounts Payable, Payroll, Benefits Personnel Tracking, Purchase Orders, Fixed Assets, etc., are running against the Progress database which is Y2K compliant; therefore, the entire Fund Management System is Year 2000 compliant. By July 1998, MIS staff will be performing a disaster recovery test using the Fund Management System and part of the texting procedure will include Y2K compliance verification.

City 2 Fleet Maintenance info
Systems* and MIS
In-house Software The Fleet Maintenance Information System is running against the Progress database and is Y2K compliant. All current MIS in-house developed software and software being developed is against the Progress database and is Y2K compliant.

GIS Microstation
Automated Mapping* Microstation Software has been successfully tested to be Y2K compliant.

Scanner DomesticViolence/Internet This machine is located at the Police Department and is used to transmit Domestic Violence Cases / Information out to the Internet. This software was developed by MIS Programming Staff and is Y2K compliant.

PD1 Police Information
System* The current Police Information System is in the process of being replaced with a new product by a new vendor. This new product will be Y2K compliant by August 1998.

IVRVAX Interactive Voice
Response and
Facsimile System* The Interactive Voice Response and Facsimile System is not affected by Y2K.

MIS Recreation, Building
System, and
Miscellaneous
Applications These software programs were written by MIS personnel, and are notY2K compliant. A new Recreation System is currently being developed by MIS programming staff and it is anticipated that this system will be installed and Y2K compliant by late this summer. The Building System, consisting of Inspections, Permits, Occupational Licenses, and Service Requests, is currently being devloped by MIS programming staff and is anticipated to be completed Y2K compliant by mid FY-1999. A new Solid Waste Information System is currently being solicited by RFP and the vendor selected must ensure that the system is Y2K compliant, prior to acquisition and implementation. Other miscellaneous applications such as utility Billing and Collections, will either be rewritten by MIS programming staff or be purchased with Y2K compliancy.

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Machine	Applications	Status of Preparation for the Year 2000 (Y2K)
oa1	Word Processing*	Electronic Word Processing is not affected by Y2K
oa2	Office Automation*	Office Automation applications, e.g. email calendar software allows scheduling well past the Year 2000
oa3	X-Desktop Software* FoxPro Database	X-Desktop Software and FoxPro Database applications are not affected by Y2K; however, individual users who have designed databases using FoxPro must review their products to determine Y2K implications.
oa4	Electronic Spreadsheets*	Electronic Spreadsheets are not affected by by Y2K; however, individual users who have created spreadsheets must review thier work products to determine Y2K implications.
0a5	Various Microsoft Products*	Approximately 40 separate non-critical Microsoft applications are running on the Microsoft NT Server. To-date, none of these products have been tested for Y2K compliane; however, none appear to have date sensitive functions.
Internet	Webpages and Internet Browsers*	The City's Web pages and Internet Browsers are unaffected by Y2K
PC's	Various PC hardware and software appplications*	There are approximately 100 Personal Computers (PC's) throughout the City that perform various stand-alonge functions. MIS staff will be working with all employees to help identify Y2K problems. In most cases, PC's are not performing date sensitive functions and should not be affected. Some hardware/operating system conflicts may occur for older machines running Windows 3.X.
City 1	Fund Mgt Systems*	Fund Management Systems, e.g. financial applications including General Ledger, Budget, Accounts Payable, Payroll, Benefits Personnel Tracking, Purchase Orders, Fixed Assets, etc., are running against the Progress database which is Y2K compliant; therefore, the entire Fund Management System is Year 2000 compliant. By July 1998, MIS staff will be performing a disaster recovery test using the Fund Management System and part of the texting procedure will include Y2K compliance verification.
City 2	Fleet Maintenance info Systems* and MIS In-house Software	The Fleet Maintenance Information System is running against the Progress database and is Y2K compliant. All current MIS in-house developed software and software being developed is against the Progress database and is Y2K compliant.
GIS	Microstation Automated Mapping*	Microstation Software has been successfully tested to be Y2K compliant.
Scanner	DomesticViolence/Internet	This machine is located at the Police Department and is used to transmit Domestic Violence Cases / Information out to the Internet. This software was developed by MIS Programming Staff and is Y2K compliant.
PD1	Police Information System*	The current Police Information System is in the process of being replaced with a new product by a new vendor. This new product will be Y2K compliant by August 1998.
IVRVAX	Interactive Voice Response and Facsimile System*	The Interactive Voice Response and Facsimile System is not affected by Y2K.
MIS	Recreation, Building System, and Miscellaneous Applications	These software programs were written by MIS personnel, and are notY2K compliant. A new Recreation System is currently being developed by MIS programming staff and it is anticipated that this system will be installed and Y2K compliant by late this summer. The Building System, consisting of Inspections, Permits, Occupational Licenses, and Service Requests, is currently being devloped by MIS programming staff and is anticipated to be completed Y2K compliant by mid FY-1999. A new Solid Waste Information System is currently being solicited by RFP and the vendor selected must ensure that the system is Y2K compliant, prior to acquisition and implementation. Other miscellaneous applications such as utility Billing and Collections, will either be rewritten by MIS programming staff or be purchased with Y2K compliancy.