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HomeMy WebLinkAboutMINUTES - 12151998 - D5 TO: BOARD OF SUPERVISORSContra FROM: Phil Batchelor, County Administrator Costa- December 15, 1998 `•6. County DATE: SUBJECT: Contra Costa County's Year 2400 Millennium Report SPECIFIC REQUESTS)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I. Recommended Action: Request the Board of Supervisors approve Contra Costa County's Year 2000 Millennium Report, which covers the County's Year 2000 remediation activities between June of 1995,and December 31, 1998. IL Fiscal Impact: None at the present time. However, depending on the County's ability to remediate critical life safety, monetary, or security issues, there may be potential significant cost issues to the County as a result of the County being ill prepared to deal with the possible Year 2040 Millennium problems. III.Reasons for Recommendation: There has been a Countywide effort toward Year 2000 Millennium (Y2K) remediation since June of 1995. As January 1, 2000 rapidly approaches, worldwide emphasis is being placed on the potential negative impacts of the millennium change. The County's Department of Information Technology (DOIT), has the leadership responsibility for this project and believes the County needs to be a proactive and positive force in letting our citizens know we have a solid program in place to respond to local concerns with Y2K issues. It is also important that the County communicate in very practical, logical terms, the scope and complexity of the problem, any remediation effort required, and the probability for an anticipated failure of varying degrees on our Countywide infrastructure. Although this report is presented to you in early December of 1998, it reasonably covers the County's work through the end of the calendar year. CONTINUED ON ATTACHMENT: X YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURES ACTION OF BOARD ON December 15 1998 APPROVED AS RECOMMENDED XX OTHER Following Board discussion, IT IS BY THE BOARD ORDERED the above report On the County's Year 2000 Millennium Report is ACCEPTED. VOTE OF SUPERVISORS 1 HEREBY CERTIFY THAT THIS IS A TRUE XX.UNANIMOUS(ABSENT _ } AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ASSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED December 15, 1998 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF cc: 0A_ SUPERVISORS ND COUNTY ADMINISTRATOR BY ,DEPUTY .. .................................................................................................................................................................................................... ....... ......_...._............... .._....._. ..__......._._....... .........._. ............ ........_. . ......... ......... ......... ......... Contra Costa County STEVEN A.STEINBRECHER - Chief Infarmation Officer Department of Information Technology •�'��`` '�, TOM WHITTINGTON ,s Deputy CIO,Operations 30 Douglas Drive ; Martinez,California 94553-4068 �- --�" JOHN FORBERG Deputy CIO,Communications V: 925-313-1200 F: 925-313-1459 rA covr�'t`;. December 15, 1998 TO: Phil Batchelor, County Administrator FROM: Steven A. Steinbrecher, Chief Information Officer SUBJECT: Year 2000 Progress Report Effective December 31, 1998, Contra Costa County has spent approximately $2 Million on Year 2000 remediation within our central IT systems. This includes all central corporate mainframe computer applications and systems, including those for Property Tax and Assessment, and internal accounting systems. It is expected the entire County cost may ultimately double this amount once remediation efforts are completed throughout the County's decentralized departments. Contra Costa County has been working on Year 2000remediation on all fronts (e.g., computerized applications, systems, networks, and desktop systems) since June of 1995. Central corporate data center systems have been 99% remediated, and are expected fully tested and in production as Year 2000 compliant systems by January of 1999. The County's Wide Area Network (WAN) infrastructure is in the remediation, validation, and testing stages, and is anticipated being Year 2000 compliant by February of 1999. The County's telephone systems have been tested; compliance issues fixed, and are compliant as of this date. In addition, County department heads have been receiving quarterly briefings from the County's Chief Information Officer since April of 1996. Individual County departmental computer systems, applications, and local area networks are the responsibility of the individual County departments. To assist in this effort, monthly meetings between individual departmental staff and the County's Year 2000 Coordinator would indicate most of these systems are in the remediation stage. Completion activities are again the responsibility of the individual County department impacted. We continue to provide the County with an education program regarding the necessity for early Year 2000 compliance at the departmental level that began in 1998. Earlier this year, the County initiated a comprehensive Year 2000 Remediation Program for all affected components. This program includes Year 2000 business recovery education, embedded chips, emergency recovery procedures, risk and asset management, legal "due diligence," and Office of Emergency Services and disaster planning for calendar year 1999. The County has completed an inventory of some 481 combined assets (both IT and non-IT), ranked in the following categories: Necessary for Life, Health, Welfare and Safety of Citizens: 108 Would cause monetary loss to the County: 204 Application/System with direct public interface: 119 Systems that could be inoperable for up to two weeks with no adverse impact: 177 The County has been working toward the Y2K remediation of these assets in order of importance. It is anticipated the County will hold a coordinated, countywide "non- fatal" Year 2000 disaster recovery test during the middle of 1999. The disaster recovery drill will concentrate on assets in the first three categories listed above, and is in the planning stages at this time. The County Office of Emergency Services will coordinate this test, with assistance of multiple departments. Embedded chip (non-IT) remediation is in the inventory, risk assessment and remediation stages, with most of the effort being managed by the County's Department of General Services, Health Services, Fire Department and Public Works. To facilitate this process, the County has access to two (2) databases, one state and one national, to obtain information regarding the literally thousands of embedded chip devices. It appears that this may be the most vulnerable area of exposure, based on the shear number of embedded microchip devices in operation, their physical location, the lack of documentation by the manufacturer(s), and _.......................................................................................................................................................... ......... ._._ ......... ......... ......... ......... ......... ...._........................_........................................................................ the amount of time many of these devices have been in service. It would also appear prudent that each county organization anticipate failure of one or more of our systems, and to have a plan in place to respond. The key to the County's Year 2000 resolution efforts has always been to concentrate on those functions considered life threatening or security related for citizens, and those functions that would disrupt the County's revenue generation and collection processes. As Co-Chair of the State of California Intergovernmental Year 2000 Task Force, the County represents the State of California's Governor's Office, Department of Information Technology and all California Counties and Cities. This task force was developed in February of 1998 to coordinate the electronic interface efforts between state, county and city systems in California. The County is also recognized as a Year 2000 Project pioneer, and has generated, or been the subject of, numerous media pieces and professional journal articles. Additionally, the County has been asked to give a number of Year 2000 related presentations, seminars and classes on a wide variety of topical issues, to both public and private sector organizations. IV. Background: The worldwide application of information technology is an integral, complex and expensive portion of our everyday business infrastructures. Within the County, there are thirty-plus different departments that support a wide variety of business functions to our constituents, most of which have significant information technology requirements on an ongoing basis. The County cannot operate without computer-based information systems. For example, there are dependencies on diagnostic machines, emergency response vehicles, and automated airport navigation systems that may not work properly. Basic County services such as revenue generation,justice, public protection, health and social services, public works and general administrative services depend upon] these systems, and could literally be brought to a standstill if our computers and related equipment were inoperable during critical need periods. This could be minutes, hours, or even days. In some instances there may be potential for life threatening health and security issues for our citizens and employees. The attached report outlines the substantial amount of work ContraCosta County employees have contributed toward resolving the Year 2000 Millennium problem in County equipment, computers and computer systems, buildings, and other devices, since June of 1995. In addition, due to this early commitment, Contra Costa'County is now recognized as a national leader in Year 2000 Millennium remediation in the public sector. The County co-chairs the California Year 2000 Intergovernmental Task',Force with the Governor's Office and has offered literally hundreds of presentations and hours of consulting services to other public and private sector organizations on our expertise and experience in this area.