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HomeMy WebLinkAboutCOM 0623.001 1996-1998 xF^~~ ~ ~Nj~ OOTh~~..~ J / `o • ~i~••~ f l DONALD IKEDA ' ALAN S. KONISHI County Cfrrk - ~ r Deputy County Clerk ~.~'.i: ~r~i~e_~•N~}~ CONSTANCE R. KIRIU OFFICE OF `THE COUI~(`rY CLERK tr8gl~Ii.r AuJifor C7 County of Haumi Cl Hautiii Cmmty DuiWing ~ C. 25 Auruni Strttt ' _ Htb, Houuii 96720 - r,; TO: James Arakaki, Chair DATE: January 2, 1998 and Council Members RE: The Year 2000Prob1em Status ' Enclosed are copies of the following: COPIES DATE DESCRIPTION 1 July 24, 1997 The Year 2000Probiem Status Prepared by G.A. Rock, Data Processing Manager (X~ For your information and Files ()Per our conversation ( )For your signature and return OPer your request ( )For your signature and forwarding ()For your approval as noted below OSee "Remarks" below ( )For your review and comment OFor appropriate action REMARKS: Please attached with your Comm. 623. Thank you. By: Susan Caseria for LEGISLATIVE AUDITOR (~t1. l10.~ lnie ito. A~F c~ PresaN ter. 'tot ~ dAN 6 199 COUNTY OF HAWAII DEPARTMENT OF FINANCE DATA PROCESSING DIVISION THE YEAR 2000 PROBLEM STATUS GENERAL PLAN 7uLY 24, 1997 PREPARED BY G.A. ROCK, DATA PROCESSING MANAGER _ YEAR 2000 PROBLEM , STATUS COUNi~ OF HAWAII - DATA PROCESSIi..; DIVISIOP BACKGROUND The Year 2000 impacts computer systems in both the hardware and software arena. Computer systems with internal real time clocks or operating systems that currently only store and update the last two digits of a year will have problems. Computer applications written to store only two digits of the year is date fields may have to be modified or replaced if the dates are used for calculation or aortinq purposes. Depending upon the nature of the computer ayatem end the aaaorted computer applications it runs, the resolution of any problems xill require hardware sad/or software modifications. Of note, in some instances, ao chaagea will be required. HOW IS THE COUNTY IMPACTED? We have seven Waaq minicomputer systems to consider, several smaller Wang OIS word processor systems, several hundred PCs, several PC-based Local Area Networks (LANs), and a variety of software applications that may be impacted. Sows applications are packaged software or custom written software developed and waintained by outside software vendors and Year 2000 modifications will have to b® performed by those vendors. There are twenty npplicatioaa running oa the County's central computer system rhich receive direct computer programming support by Data Processing Division and several on the Police and Proaecutinq Attorney Waaq computer systems supported by their ataffa. HOW IS THE COUNTY ADDRESSING THE PROBLEM? We have three active projects involved with asaessinq the implications of the Year 2000 upon County computer systems. In general, we are following a four step process for computer systems and applications: 1) Assess the impact and the risks 2) Identify alternatives and develop a strategy 3) Implement the solution 4) Test the results. i.'}iAT BUDGET ALLOCATIONS RAVE BEEN MADE FOR EACH FISCA?• YEAR? FY 9T-98 originally included approzimately 580,000 to address hardware upgrade issues concerning the County's Wang computer system. Funds were actually obtained during FY 96-97 to accomplish this. P'7[ 98-99 and FY 99-00 will include necessary funding for Year 2000 upgrades and projects as determined by asaessmenta currently underway. WILL THE COU?gTY BE RE_ADw BY JANUARY 1. 2000? Yes in fact, we have already begun implementing programming solutions as we have had to deal xith Year 2000 related issues for computer applications performing forward date processing. Also, we have developed a general plea dealing with the Year 2000 issue. _2- AvvrTC'ATIONS RUNNING ON THE COUNTY'S CENTRAL WANG COMPCTI'ER There are some 20 applications running on the County's central Waaq computer system rhich receive direct computer programming support by the County's Datn Processing Division. These involve 592 computer programs, 969 procedures, sad 189 data files rhich moat be ezamined. To assess the impact of the Year 2000, we are looking through all the Programs, procedures, and data files to locate the use of dates within the applications sad determine how these dates are used. Not all our applicatioaa contain problems. The more recent applications developed in-house by our programming staff are year 2000 compliant. Once the problem arses are identified, re will be contacting the County Persoaaal who are responsible for the individual applications within the various County departaieats and agencies. Together we will be working out solutions and planning for the necessary changes. We will use the full cooperation and creativity of our users to come up rith solutions that are appropriate for each individual application. Solution options include: 1) Simply adapting the users to how the software will be functioning after January 1, 2000, rith minor inconveniences; or 2) 8eaovatinq the ezistinq aoftrare using staff resources to modify progrema, procedures, and data fileai a or 3) Completely replacing the software application with a newly purchased Year 2000 compliant software package. Once we have completed the assessment of rink, nad determined the appropriate solutions, the nett steps rill be to prioritize and plan the work, apply the naceaaary resources to get it all completed, sad teat the results. While the Year 2000 seems to be a fired deadline that we can see approaching, the actual deadl3ae for completing the overhaul of our ¢pplications is a moving target. It depends on rhea the individual applications seed to process dates that are is the Year 2000. Also, for those Waag applications that need to ezcbaage data with other computer systems, our pleas must coordinate completion of our Yenr 2000 compliance projects with those systems. APPLICATIONS RUNNIICG ON THE POLICE WA1gG COMPUTER It is envisloaed that the Wang computers sad the applicatioaa running oa them rill be completely replaced by the sew Police Secozda System. APPLIC-ATTONS RL~NING ON PROSECUTING ATTORNEY WANG COMPUTER Year 2000 programming changes are currently in progress. _3 STATUS OF APPLICATIONS RUNNING ON THE CENTRAL WANG COMPUTER Assessment Eat. Hours Fiz Sours va,:r 2000 comnli~t annlications: Cemetery Plot Tracking Parka S Recreation 3 -0- Elections Timekeeping County Clerk 2 -0- E911 Police Streets S Beats Police 6 Fire 1 -0- Aoolicntions that need minor vear 2000 renovations: Improvement District Billing Finance 12 4 Bicycle Licenses Finance 9 3 Doq Licenses Finance 9 3 Inventory Fiaaace ~S'l 4 ~olicatioas that need moderate Year 2000 renovations: Public Works Permit Tracking Public Works 23 67 Ann~icat;ona that need to be nsaes~ed: Payroll Finance 80 O~ s~~Q11,,(y I n 'D~ Accounting Finance 45 T Budget Finance ~Oa~ ~a Manual Warrants Finance 15 ? Purchase Orders Finance 5 ? Sswer Billing Public Works 10 ? Real Propertp Data Inquiry Pinence 3 ~in f re.~fc55 Library Catalog System Research 6 Devel, 2 ? ~vlications eznected to be reolaced before the Year 20001 Senior Citisen Information Aqiaq 25 ? Land Uss Inventory System Planning 30 7 Planning Permit Tracking Planning 20 ? Council Information Iadez County Clerk 20 ? ~ f e~lG~~ ~~ss YEAR 2000 PROBLEM . GENERAL PLAN - CODNT JF HAWAII - DATA PROC3:SSI1 DIVISION FALL 1996 We met xittt auditors to diacusa the Year 2000 problem and our geaeral plane for addraasinq the iaaue. We purchased technical training materials to educate the staff and assist in making asseasmaata, determining alternatives, and atrategisiuq solutions. We are obtaining sad reviewing Year 2000 related technical articles from trade journals. We are researching Year 2000 information available oa the Internet. We will attend pertinent workshops or seminars related to the Year 2000 problem as they become available. We immediately iavestigatad the Year 2000 impact upon the County's central Wnag computer ayatem niece this poses the greatest risk to mission critical applications such as our payroll, financial, and certnia billing syatama. We determined that the Couatp must upgrade its Wang computer operating ayatem software to a Yanr 2000 compliant veraioa cad must replace the outdated central Wang VS/100 computer with a current model. Both of these changes x311 ensure that the main computer ayatem will retain asaential ongoing vendor support, run Ysar 2000 compliant software applications, sad be viable well into the saw century. The operating system software x311 come to ua automaticnlly at no additional charge through our software support service agreement currently in effect with the vendors however hardrare upgrades will have to bs purchased. Tha Police sad Proaacutiaq Attorney Waaq VS/7010 computers are already Year 2000 compliant. Appropriate operntiag system software can be iaatnlled at ao additional charge nt nay time. A decision to upgrade several other smaller Waaq VS/65 computers and Wanq OIS word proceasora or to replace them with PC systems or LANs at various locations around the County will be determined when a more definitive assessment is made of the alternatives evalunted. WDFSER 1996 We sat up several projects related to aaseaaiaq the Yeaz 2000 impact: R-1630 Advise County agencies about their PC syatama sad PC applications H-1632 investigate implications of Year 2000 oa Wang computer applicatioaa 8-1638 Develop strategy for Waaq computer syatama for Year 2000. Estimated staff time for above projeeta: 550 hours. SPRING 1997 A joint meeting was conducted by Data Procesaiag Division with computer peraoaael from the Police Department and Prosecuting Attorney to outline the geaeral strategy sad assessment process that will ba followed to address the Year 2000 issue for the County's computer syatama sad applications. Data Procesainq Division will iavastigate the impact upon the Wang computer ayatams sad Waaq applications and will develop geaeral guidaliaes sad advise dsparGseats sad agencies is dealing with outside vendors for their custom epplicatioas running oa their PC and PC-LAN systems or on other computer syatama. Police and Proaecutinq Attorney will investigate those areas sad applicatioaa unique to their orgaai:atioas. Overall, this will bs a joint effort that will promote cooperation sad information sharing to benefit all. -2- We activated our Ye:• 2000 projects. The project co. rned rith making an aaaeasmeat of our applications soitrare (s.g. payroll, accounting, billing, etc.) running on the Waaq systems rill actually include immediately modifications if minor in scopo; otherriae ea estimate for implementing modifications at a later time rill be made. We also began looking at impact rithin the PC environment, including PC aystems, Local Arsa Netwrka, PC packaged soitrare, sad custom-rrittea software running on agency PC aystems. We conducted teats by running selected Wang VS computers rith a start up date occurring in 2000. Similar testa rare conducted oa various PC aystems. We received funding to upgrade the County's main Wang computer system to a Year 2000 level, developed appropriate bid apecificationa, sad conducted n bid. SO'ls~E 1997 We conducted a "Year 2000 Workshop" for the benefit of County departments sad agencies. The workshop ras attended by approzimately 45 employees from various County departments and agencies. We are preparing for the arrival, installation, and testing of the Waaq computer upgrade to replace the Cauaty's obsolete central computer system. We rill continue cork on projects relating to assessment of Wanq computer syatama and PC syatama environment as time parmita. rLLi. 1997 We rill perform the upgrade the County's central Wang computer system. We rill assist County departments and agencies in determining assorted modifications and upgrades to various computer aystems sad third party saftrare applications that are to be scheduled for implementation during FY 98-99. Necessary funds rill be requested in the FY 98-99 budget. When the project to assess our Wang applications is completed, re rill decide upon a priority, course of action, and time frame for completing the necessary cork for each application. This rill include scheduling the projects, obtaining needed funding, sad gathering necessary resources to modify sad/or replace thoaa computer applications and aystems requiring Yenr 2000 compliance. S~PEIHG-SOWlOSB 1998 We will continue advising and assisting County departments and agencies rith assessing, atrategiaing, sad planning for Year 2000 solutions. We rill continue implementing solutions to high priority applications rhich require it. I71LL-IfIHTS& 1998 We rill make final daciaions regarding the smaller Waaq computers and other remaining computer systems and applications so that nay funding required can be requested in the FY 99-00 budget. SPBIHG-!]1Li. 1999 We rill complete any Year 2000 hardrare sad soitrare work required to make the County's computer syatama Year 2000 compliant.