All City departments have completed a comprehensive Year 2000 (Y2K) program lead by the Information Technology Department. The Director of Information Technology will present a status report to the City Council on the City's Year 2000 readiness including contingency planning and community outreach.

The City of Sunnyvale has been addressing Y2K issues since 1995. The City Manager directed the Director of Information Technology to lead the Citywide effort to ensure that critical systems used by all departments are Y2K compliant. In 1998, each Department Director identified a department liaison to work with the IT Department on a Y2K Project Team. The Team members identified critical systems, developed testing plans as needed, and developed contingency plans to address Y2K issues to minimize any impact on City operations.

City departments identified their critical systems and applications based on a 3-tier priority system. Tier 1 includes those systems maintaining health and public safety, continuing payments and maintenance services, generating revenue, and issuing payments to employees, vendors, and other jurisdictions. Tier 2 systems are necessary to ensure core business functions across agencies and departments work, and Tier 3 are systems critical to the function of a single department. The Y2K Project Team focused their attention on critical systems in the Tier 1 and Tier 2 priority levels.

Each department has taken an inventory and assessed the status of critical systems and applications to determine whether systems needed to be replaced or upgraded to be Y2K compliant. Testing of those systems was completed before being deemed compliant. Each department also contacted its critical vendors and service providers to obtain a compliance statement that the City will receive uninterrupted service during the rollover date. Furthermore, each department has developed contingency plans, including staffing requirements for the end of the year, in the event unanticipated problems arise in tested systems, applications, and key services.

As of November 1, 1999, the City is 97% complete with its compliance status for Tier 1 and Tier 2 critical systems.

The critical systems in the Department of Public Safety used for computer-aided dispatch, E-911, records management, and other applications have been upgraded or replaced over the past several months. In addition, Public Safety requested and received letters of compliance from its major vendors including other governmental local, county, and federal agencies. DPS plans to have supplemental staffing for the Y2K plus its normal staffing to address New Year's Eve celebrations as well as Y2K related issues.

For a department of its size and the amount of services provided to the general public, the Department of Public Works has taken prodigious efforts preparing for the Y2K. They are 100% compliant with the exception of working on minor embedded chip issues at the Water Pollution Control Plant that were identified by an outside consultant. Three main divisions of the WPCP as well as other divisions within the Public Works Department have detailed and thorough contingency plans where applicable.

The Finance Department has also tested--and continues to test--its critical financial and utility billing applications that are deemed to be compliant and Y2K ready. In addition, the Finance Department developed detailed contingency plans including a plan for collecting revenue by City staff if electricity is lost.

The Parks and Recreation Department has identified four critical systems and one primary service provider, PG&E. The four critical systems are Y2K compliant. PG&E has issued statements that they are 100% compliant in their in-house software, vendor software, embedded systems, and computer hardware.

The Information Department has tested its critical systems, including those systems such as the telephone switch, network infrastructure and hardware, desktop software, etc., used by all City departments. There are some desktop PCs that may not be compliant and replacement of those PCs will be completed by December 1^st based on the level of priority.

The City has not only addressed the technological effects of the Y2K. Staff has also provided various methods to inform the community of the City’s Y2K readiness and how citizens and businesses can be prepared for the Y2K. Some examples of these communications include:

• Three articles appearing in the Quarterly Report, including an Individual Preparedness brochure from the Office of Emergency Services.
• A utility bill stuffer reminding the community of items they can do to prepare for the event and possible scenarios that may occur.
• The WPCP Pretreatment Program sent out 68 letters to wastewater discharge permit holders to ensure their critical systems are compliant.
• ITD sent out 76 letters to hazardous material permit holders and businesses with underground storage tanks to ensure their systems are complaint.
• ITD and DPS staff has attended several community meetings to inform them of the City's Y2K program and how to prepare at home for Y2K.
• ITD developed a web site dedicated to the Y2K program.

As the end of the year approaches, ITD will continue to work with the City departments to coordinate contingency plans and educate the public on who they should call for non-emergency related issues or concerns.

There is no additional fiscal impact for the City’s Y2K program. Any costs associated with replacement or compliance for critical systems were absorbed through the City's replacement schedules or within existing operating budgets.

Publication and posting of Council Agenda. In addition, all reports are available in the Library and on the City's Internet home page.

Details on Y2K preparedness and readiness information can be found on the City’s Y2K web site: www.ci.sunnyvale.ca.us/y2k/. 

No recommendation.

Prepared by:

Janine Tunay
Administrative Analyst

Prepared by:

Marilyn Crane
Manager, Information Technology Services

Reviewed by:

Robert S. LaSala
City Manager