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98-692��1�A�. RESOLUTION PAUL, MINNESOTA Presented Referred To 2 Council File # �g - �9 a Green Sheet # � o� Q Committee Date Request For A Status Report On T'he City's Efforts To Prevent and Solve Potential Problems Associated With "The Year 2000 Computer Bug." 3 Whereas, computer experts acknowledge that embedded computer chips and computer operating programs 4 throughout the world may have majar design enors that could cause significant failures in the year 2000; and 7 9 10 11 12 13 14 IS 16 17 18 19 Whereas, based on the 1997 budget proposal and subsequent recommendations of the Mayor, the 1997 City Council adopted a 1998 General Fund Budget which included an appropriation of $4,447,618 for the "Payroll- Human Resources-Risk Management Administration Project " This major project, serving all City departments and offices and their employees, would have integrated three independent management systems through a new private-sector designed computer software program running on a new City-operated central server computer. This modernization project would have eliminated the need to fix any "Yeaz 2000 Computer Bug" (Y2K Bug) within the three existing separate systems for Payroll, Human Resources, and Risk Management; and Whereas, on May 6, 1998, the City Budget Director approved an Administrative Order which amended the 1998 budget for the Payroll-Human Resources-Risk Management Administration Project to $1,602,616. With the significant budget reduction, the Administration communicated that the scope of the management project had been significantly modified to eliminate the integration of three independent systems, and that the remaining major staff effort would be the conversion of the existing payroll system from an obsolete computer to a new computer, and, thereby, fixing the Y2K Bug. At that time, the Administration did not address how the Y2K Bug would be fixed for Human Resources, Risk Management, and all other City operating systems, communication networks, personal computers and ancillary equipment; and 20 Whereas, the Information Services staff in the Department of Technology and Management Services has been 21 working with City departments, offices and agencies to define the scope of the potential problems associated 22 with the Y2K Bug for the City; and 23 Whereas, the City Council deems the Y2K Bug to be a potentially serious problem which could jeopazdize the 24 efficient and accurate operations of the City's service delivery; now therefore 25 26 27 28 29 30 31 BE IT RESOLVED, that the City Council hereby requests the Mayor's Office to have the Director of Technology and Management Services prepare a"Comprehensive Status Report on the Y2K Bug" far the City, the Housing and Redevelopment Authority, the Civic Center Authority, the Water Utility, and the Port Authority and transmit it to the City Council by October 1, 1998. The Director of Technology and Management Services and the City Budget Director should identify any budget resources, in additional to the adopted 1998 budgets and the proposed 1999 budgets, that aze required to adequately address and fix the Y2K Bug in all City affected equipment and software. � 7 10 11 12 �tS��i�l�� `9 �' BE IT AL , at said report should be based upon a complete inventory of all computers owned or leased by the City, proprietary softwaze designed and owned by the City, and purchased off-the shelf softwaze programs licensed to the City (owned or leased) with cunent information regazding how many are now deemed to be "Yeaz 2000 Compliant." The report should also identify testing methodologies, implementation priorities and a schedule for bringing essential equipment and software into "Yeaz 2000 Compliance" before December 1, 1999; and BE IT FINALLY RESOLVED that the report should also identify vital Ciry information that couid be jeopazdized by the Y2K Bug on outside computer systems operated by vendors who have contracted with the City. Such information could include the investment of the City's cash, bonds and notes which have been issued, employee insurance, and retired employees pension payments and insurance benefits. The report should identify what actions the Administration is taking to safeguazd this vital information and minimize any potential disruptive impact. Requested by Deparm�ent of: � Form Approved by City Attomey � Adoption ertified by By: � Approved by By: � M:\S H DATA\W AR D 1\R ESY2 K. N E W Approved by Mayor for Submission to Council � �� ta��" `� \ � `a� � �, � _ � ; --�,�._-.-_ AdoptedbyCouncit_ Date /��,, ,�/,' /995� q g -G a- DEPARTMENT/OFFICE/COUNCIL DATE INRIATED N� � H L� V c�TyCo�� 7-29-98 GREEN SHEE CONTACT PERSON & PHONE INRIAVDATE INRIAL/DATE ODEPARTMENTOIFECiOR �pNCOUNpI Jerry Blakey 266-8610 nssicx � aTVnrroaNe� � cmc�aK MU5T BE ON CqUNGLAGENDA BY (DATE) NUNBEP FOR ❑ BUDGET DIRECTOR � FIN. & MGT. SERVICES DIP. pOUTING ORDER � MpVOR (OF ASSISTANn ❑ TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOFi SIGNATURE) ACfION REQUESTED: Request D'uector of TecLnology and Management Services to prepaze a status report on the City's efforrs to prevent and solve potendal problems associated with the `Yeaz 2000 Computer Bug"; and to identify if additional budget resources aze needed. RECAMMENDATIONS: Appmve (A) or Reject (RJ pEFiSONAL SERVICE CONTHACTS MUST ANSWER THE FOLLOWING �UEST�ONS: _ PL4NNING COMMISSION _ CIVIL SERVICE COMMISSION �� Ha5 thi5 pe�5on�tm eVef Wofketl Untlef a Cont[aCt fOf th'15 tlepartmeM? — CIB COMMITTEE _ YES NO 2. Has this personfirm ever been a city employee? _ STAFF — YES NO _ oiSTRiCr CAURT _ 3. Does ihis person/firm possess a skill not nortnally possessetl by any current city employee? SUPPORTSWHICHCOUNCILO&IECTIVE? YES NO Ezplain all yes answers on separate sheet anC attach to green sheet INITIATING PROBLEM, ISSUE, OPPORTUNITV (Who, What, When, Where, Why) Many computers have embedded chips and, or softwaze programs that may incorrecfly read dated informauon beginuiug in ffie yeaz 2000. Because the date parameter for a year may have been programmed with two digits, a faulty wmputer or operating program may read a year 2000 date as either 1900, or as no year, resulting in significant mistakes or total system failure. ADVANTAGES IF APPROVED: The City Council will have a better understanding of how significant the Y2K Bug will be for the Ciry of Saint Paul, and how much money wIll be needed to correct potenual problems. DISADVANTAGES IFAPPROVED: The City CouncIl may have to reallocate discretionary resources to address the Y2K Bug in City computers and operating programs in order to assure that essenual services and obligations aze provided accurately and efficiently, thus some other desirable projects or programs may have to be delayed or canceled. DISADVANTAGE$ IF NOTAPPROVED� Begivning in the yeaz 2000, there may be many significant operating mistakes or failures which could jeopardize essential services for City residents, current and retired employees, and holders of City debt. TOTAL AMOUNT OF TRANSACTION § COST/REVENUE BUDGETED (CIRCLE ONE) YES NO FUNDING SOURCE AC7IVITY NUMBEFi FINANCIAL INFORMATION: (EXPLAIN) ��1�A�. RESOLUTION PAUL, MINNESOTA Presented Referred To 2 Council File # �g - �9 a Green Sheet # � o� Q Committee Date Request For A Status Report On T'he City's Efforts To Prevent and Solve Potential Problems Associated With "The Year 2000 Computer Bug." 3 Whereas, computer experts acknowledge that embedded computer chips and computer operating programs 4 throughout the world may have majar design enors that could cause significant failures in the year 2000; and 7 9 10 11 12 13 14 IS 16 17 18 19 Whereas, based on the 1997 budget proposal and subsequent recommendations of the Mayor, the 1997 City Council adopted a 1998 General Fund Budget which included an appropriation of $4,447,618 for the "Payroll- Human Resources-Risk Management Administration Project " This major project, serving all City departments and offices and their employees, would have integrated three independent management systems through a new private-sector designed computer software program running on a new City-operated central server computer. This modernization project would have eliminated the need to fix any "Yeaz 2000 Computer Bug" (Y2K Bug) within the three existing separate systems for Payroll, Human Resources, and Risk Management; and Whereas, on May 6, 1998, the City Budget Director approved an Administrative Order which amended the 1998 budget for the Payroll-Human Resources-Risk Management Administration Project to $1,602,616. With the significant budget reduction, the Administration communicated that the scope of the management project had been significantly modified to eliminate the integration of three independent systems, and that the remaining major staff effort would be the conversion of the existing payroll system from an obsolete computer to a new computer, and, thereby, fixing the Y2K Bug. At that time, the Administration did not address how the Y2K Bug would be fixed for Human Resources, Risk Management, and all other City operating systems, communication networks, personal computers and ancillary equipment; and 20 Whereas, the Information Services staff in the Department of Technology and Management Services has been 21 working with City departments, offices and agencies to define the scope of the potential problems associated 22 with the Y2K Bug for the City; and 23 Whereas, the City Council deems the Y2K Bug to be a potentially serious problem which could jeopazdize the 24 efficient and accurate operations of the City's service delivery; now therefore 25 26 27 28 29 30 31 BE IT RESOLVED, that the City Council hereby requests the Mayor's Office to have the Director of Technology and Management Services prepare a"Comprehensive Status Report on the Y2K Bug" far the City, the Housing and Redevelopment Authority, the Civic Center Authority, the Water Utility, and the Port Authority and transmit it to the City Council by October 1, 1998. The Director of Technology and Management Services and the City Budget Director should identify any budget resources, in additional to the adopted 1998 budgets and the proposed 1999 budgets, that aze required to adequately address and fix the Y2K Bug in all City affected equipment and software. � 7 10 11 12 �tS��i�l�� `9 �' BE IT AL , at said report should be based upon a complete inventory of all computers owned or leased by the City, proprietary softwaze designed and owned by the City, and purchased off-the shelf softwaze programs licensed to the City (owned or leased) with cunent information regazding how many are now deemed to be "Yeaz 2000 Compliant." The report should also identify testing methodologies, implementation priorities and a schedule for bringing essential equipment and software into "Yeaz 2000 Compliance" before December 1, 1999; and BE IT FINALLY RESOLVED that the report should also identify vital Ciry information that couid be jeopazdized by the Y2K Bug on outside computer systems operated by vendors who have contracted with the City. Such information could include the investment of the City's cash, bonds and notes which have been issued, employee insurance, and retired employees pension payments and insurance benefits. The report should identify what actions the Administration is taking to safeguazd this vital information and minimize any potential disruptive impact. Requested by Deparm�ent of: � Form Approved by City Attomey � Adoption ertified by By: � Approved by By: � M:\S H DATA\W AR D 1\R ESY2 K. N E W Approved by Mayor for Submission to Council � �� ta��" `� \ � `a� � �, � _ � ; --�,�._-.-_ AdoptedbyCouncit_ Date /��,, ,�/,' /995� q g -G a- DEPARTMENT/OFFICE/COUNCIL DATE INRIATED N� � H L� V c�TyCo�� 7-29-98 GREEN SHEE CONTACT PERSON & PHONE INRIAVDATE INRIAL/DATE ODEPARTMENTOIFECiOR �pNCOUNpI Jerry Blakey 266-8610 nssicx � aTVnrroaNe� � cmc�aK MU5T BE ON CqUNGLAGENDA BY (DATE) NUNBEP FOR ❑ BUDGET DIRECTOR � FIN. & MGT. SERVICES DIP. pOUTING ORDER � MpVOR (OF ASSISTANn ❑ TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOFi SIGNATURE) ACfION REQUESTED: Request D'uector of TecLnology and Management Services to prepaze a status report on the City's efforrs to prevent and solve potendal problems associated with the `Yeaz 2000 Computer Bug"; and to identify if additional budget resources aze needed. RECAMMENDATIONS: Appmve (A) or Reject (RJ pEFiSONAL SERVICE CONTHACTS MUST ANSWER THE FOLLOWING �UEST�ONS: _ PL4NNING COMMISSION _ CIVIL SERVICE COMMISSION �� Ha5 thi5 pe�5on�tm eVef Wofketl Untlef a Cont[aCt fOf th'15 tlepartmeM? — CIB COMMITTEE _ YES NO 2. Has this personfirm ever been a city employee? _ STAFF — YES NO _ oiSTRiCr CAURT _ 3. Does ihis person/firm possess a skill not nortnally possessetl by any current city employee? SUPPORTSWHICHCOUNCILO&IECTIVE? YES NO Ezplain all yes answers on separate sheet anC attach to green sheet INITIATING PROBLEM, ISSUE, OPPORTUNITV (Who, What, When, Where, Why) Many computers have embedded chips and, or softwaze programs that may incorrecfly read dated informauon beginuiug in ffie yeaz 2000. Because the date parameter for a year may have been programmed with two digits, a faulty wmputer or operating program may read a year 2000 date as either 1900, or as no year, resulting in significant mistakes or total system failure. ADVANTAGES IF APPROVED: The City Council will have a better understanding of how significant the Y2K Bug will be for the Ciry of Saint Paul, and how much money wIll be needed to correct potenual problems. DISADVANTAGES IFAPPROVED: The City CouncIl may have to reallocate discretionary resources to address the Y2K Bug in City computers and operating programs in order to assure that essenual services and obligations aze provided accurately and efficiently, thus some other desirable projects or programs may have to be delayed or canceled. DISADVANTAGE$ IF NOTAPPROVED� Begivning in the yeaz 2000, there may be many significant operating mistakes or failures which could jeopardize essential services for City residents, current and retired employees, and holders of City debt. TOTAL AMOUNT OF TRANSACTION § COST/REVENUE BUDGETED (CIRCLE ONE) YES NO FUNDING SOURCE AC7IVITY NUMBEFi FINANCIAL INFORMATION: (EXPLAIN) ��1�A�. RESOLUTION PAUL, MINNESOTA Presented Referred To 2 Council File # �g - �9 a Green Sheet # � o� Q Committee Date Request For A Status Report On T'he City's Efforts To Prevent and Solve Potential Problems Associated With "The Year 2000 Computer Bug." 3 Whereas, computer experts acknowledge that embedded computer chips and computer operating programs 4 throughout the world may have majar design enors that could cause significant failures in the year 2000; and 7 9 10 11 12 13 14 IS 16 17 18 19 Whereas, based on the 1997 budget proposal and subsequent recommendations of the Mayor, the 1997 City Council adopted a 1998 General Fund Budget which included an appropriation of $4,447,618 for the "Payroll- Human Resources-Risk Management Administration Project " This major project, serving all City departments and offices and their employees, would have integrated three independent management systems through a new private-sector designed computer software program running on a new City-operated central server computer. This modernization project would have eliminated the need to fix any "Yeaz 2000 Computer Bug" (Y2K Bug) within the three existing separate systems for Payroll, Human Resources, and Risk Management; and Whereas, on May 6, 1998, the City Budget Director approved an Administrative Order which amended the 1998 budget for the Payroll-Human Resources-Risk Management Administration Project to $1,602,616. With the significant budget reduction, the Administration communicated that the scope of the management project had been significantly modified to eliminate the integration of three independent systems, and that the remaining major staff effort would be the conversion of the existing payroll system from an obsolete computer to a new computer, and, thereby, fixing the Y2K Bug. At that time, the Administration did not address how the Y2K Bug would be fixed for Human Resources, Risk Management, and all other City operating systems, communication networks, personal computers and ancillary equipment; and 20 Whereas, the Information Services staff in the Department of Technology and Management Services has been 21 working with City departments, offices and agencies to define the scope of the potential problems associated 22 with the Y2K Bug for the City; and 23 Whereas, the City Council deems the Y2K Bug to be a potentially serious problem which could jeopazdize the 24 efficient and accurate operations of the City's service delivery; now therefore 25 26 27 28 29 30 31 BE IT RESOLVED, that the City Council hereby requests the Mayor's Office to have the Director of Technology and Management Services prepare a"Comprehensive Status Report on the Y2K Bug" far the City, the Housing and Redevelopment Authority, the Civic Center Authority, the Water Utility, and the Port Authority and transmit it to the City Council by October 1, 1998. The Director of Technology and Management Services and the City Budget Director should identify any budget resources, in additional to the adopted 1998 budgets and the proposed 1999 budgets, that aze required to adequately address and fix the Y2K Bug in all City affected equipment and software. � 7 10 11 12 �tS��i�l�� `9 �' BE IT AL , at said report should be based upon a complete inventory of all computers owned or leased by the City, proprietary softwaze designed and owned by the City, and purchased off-the shelf softwaze programs licensed to the City (owned or leased) with cunent information regazding how many are now deemed to be "Yeaz 2000 Compliant." The report should also identify testing methodologies, implementation priorities and a schedule for bringing essential equipment and software into "Yeaz 2000 Compliance" before December 1, 1999; and BE IT FINALLY RESOLVED that the report should also identify vital Ciry information that couid be jeopazdized by the Y2K Bug on outside computer systems operated by vendors who have contracted with the City. Such information could include the investment of the City's cash, bonds and notes which have been issued, employee insurance, and retired employees pension payments and insurance benefits. The report should identify what actions the Administration is taking to safeguazd this vital information and minimize any potential disruptive impact. Requested by Deparm�ent of: � Form Approved by City Attomey � Adoption ertified by By: � Approved by By: � M:\S H DATA\W AR D 1\R ESY2 K. N E W Approved by Mayor for Submission to Council � �� ta��" `� \ � `a� � �, � _ � ; --�,�._-.-_ AdoptedbyCouncit_ Date /��,, ,�/,' /995� q g -G a- DEPARTMENT/OFFICE/COUNCIL DATE INRIATED N� � H L� V c�TyCo�� 7-29-98 GREEN SHEE CONTACT PERSON & PHONE INRIAVDATE INRIAL/DATE ODEPARTMENTOIFECiOR �pNCOUNpI Jerry Blakey 266-8610 nssicx � aTVnrroaNe� � cmc�aK MU5T BE ON CqUNGLAGENDA BY (DATE) NUNBEP FOR ❑ BUDGET DIRECTOR � FIN. & MGT. SERVICES DIP. pOUTING ORDER � MpVOR (OF ASSISTANn ❑ TOTAL # OF SIGNATURE PAGES (CLIP ALL LOCATIONS FOFi SIGNATURE) ACfION REQUESTED: Request D'uector of TecLnology and Management Services to prepaze a status report on the City's efforrs to prevent and solve potendal problems associated with the `Yeaz 2000 Computer Bug"; and to identify if additional budget resources aze needed. RECAMMENDATIONS: Appmve (A) or Reject (RJ pEFiSONAL SERVICE CONTHACTS MUST ANSWER THE FOLLOWING �UEST�ONS: _ PL4NNING COMMISSION _ CIVIL SERVICE COMMISSION �� Ha5 thi5 pe�5on�tm eVef Wofketl Untlef a Cont[aCt fOf th'15 tlepartmeM? — CIB COMMITTEE _ YES NO 2. Has this personfirm ever been a city employee? _ STAFF — YES NO _ oiSTRiCr CAURT _ 3. Does ihis person/firm possess a skill not nortnally possessetl by any current city employee? SUPPORTSWHICHCOUNCILO&IECTIVE? YES NO Ezplain all yes answers on separate sheet anC attach to green sheet INITIATING PROBLEM, ISSUE, OPPORTUNITV (Who, What, When, Where, Why) Many computers have embedded chips and, or softwaze programs that may incorrecfly read dated informauon beginuiug in ffie yeaz 2000. Because the date parameter for a year may have been programmed with two digits, a faulty wmputer or operating program may read a year 2000 date as either 1900, or as no year, resulting in significant mistakes or total system failure. ADVANTAGES IF APPROVED: The City Council will have a better understanding of how significant the Y2K Bug will be for the Ciry of Saint Paul, and how much money wIll be needed to correct potenual problems. DISADVANTAGES IFAPPROVED: The City CouncIl may have to reallocate discretionary resources to address the Y2K Bug in City computers and operating programs in order to assure that essenual services and obligations aze provided accurately and efficiently, thus some other desirable projects or programs may have to be delayed or canceled. DISADVANTAGE$ IF NOTAPPROVED� Begivning in the yeaz 2000, there may be many significant operating mistakes or failures which could jeopardize essential services for City residents, current and retired employees, and holders of City debt. TOTAL AMOUNT OF TRANSACTION § COST/REVENUE BUDGETED (CIRCLE ONE) YES NO FUNDING SOURCE AC7IVITY NUMBEFi FINANCIAL INFORMATION: (EXPLAIN)