June 18, 1999

To:Policy and Finance Committee

From:Commissioner Corporate Services

Subject:Year 2000 Priority One Business Functions Status Report June 1999

Purpose:

The Year 2000 Business Continuity Plan Status Report (June 1999) outlines the following information as requested by council at its November 1998 meeting:

Status report of each Priority One business function (June 11, 1999)

Status report on the ABC's and their state of readiness

Status report on expenditures for priority 1 Year 2000 functions (May 31, 1999)

Change requests

Funding Sources:

No funding is required at this time.

Recommendations:

It is recommended that:

This report be received for information

The Strategic Policies and Priorities Committee refer this report to Council for its information.

Comments:

Communications

Throughout the month of June, the Year 2000 Project Office has been presenting at the District Health Council meetings.

On June 16^th, 1999, the Year 2000 Project Office hosted a Councillor's Briefing at City Hall. The Year 2000 Project Office provided an update on the City's readiness program, the City's communication plan and the Community Liaison efforts under way. Co-presenters included the Toronto Transit Commission, Toronto Hydro, Toronto District Heating Company and Toronto Police.

The City of Toronto year 2000 householder, 'We're OK with Y2K" was distributed by Canada Post to all residences and businesses in the City of Toronto. This included information on how to obtain further information on the City's program in 14 different languages.

Status report on Priority One business functions (Appendix 1)

External Partners & Agreements - All 750 critical suppliers to the City of Toronto have been contacted. A further prioritization of these suppliers is being conducted to identify mission critical versus business critical suppliers.

Facilities - The City has an independent organization verifying the inventory previously compiled. To date 350 buildings have been re-verified. The first milestone review will be conducted at the end of June.

Desktop - The Desktop team has added an addition implementation team to the project to ensure completion by the original implementation date. At present more than one-third of all the desktop units have been remediated.

Servers - The Project is currently running according to schedule. At present, 75 units have been rolled out.

Mainframes - Work in this area continues to progress as planned.

Networks - Currently this project is 65% complete. The present implementation date for the network management system is September 15.

Training - Assessment of staff training requirements is currently 1-2 weeks ahead of the desktop rollout schedule. Employees may schedule training within 3 months of receiving training eligibility vouchers. Of the estimated 12,000 City employees who use desktop computers, 4,000 have been assessed. Of these, 1,100 have been trained to date, with another 1,600 scheduled for training in June. 700 have been identified as not requiring training.

Voice - This project is currently on target to meet its objectives by the original implementation date. Of the 840 sites in total, 48 systems have been found to be non-compliant. This includes five Criticality 1 systems (3 for Toronto Fire Services and 2 for Health Services.) The additional systems cover Works, Community Services, Recreation, Yards, Library, Administrative Offices, and others. These systems will be replaced rather than upgraded, in order to ensure adherence to standards.

Status report on TTC, May 31, 1999

TTC Background

Project plans to remediate business applications, technology infrastructure and embedded systems are in place, and detailed plans have been integrated into a master plan. Integrated databases have been built to track the inventory of applications to be remediated, embedded systems, and the technical infrastructure.

Current remediation efforts for critical applications and embedded systems are expected to be completed by September 1999. Exceptions to this include a small number of replacement business applications, such as Scheduling, Timeline, and Engineering Document Control. Individual project plans are being tracked closely, and no critical delays are expected.

Contingency and continuity planning is well underway, to accommodate both IT application failures and external problems related to power supply, communications, and water which will significantly impact service. A Contingency Task Force has been established within TTC with senior representation from each Branch.

A communications strategy has been developed, and an Intranet site to disseminate Y2K information to TTC employees has been completed.

TTC Progress

Details on progress by group, project, and project phase are represented in the TTC Y2K Progress Chart (Attachment 2). The chart represents the seven major phases of the Year 2000 project: Initiation, Inventory, Assessment, Remediation or Replacement, Testing, Implementation, and Post Implementation. The Y2K Compliant Date represents the forecast Implementation or Production completion date. The percentage complete is based on the amount of work accomplished.

A number of Critical IT applications have recently been certified and put into production. These include the Metropass Discount Plan, the Ticket Order Processing System, Payroll (Level 1 applications), Wheel Trans, and Delay Logs application, which monitors service delays. In addition, a number of smaller administrative systems have been certified Y2K compliant.

As the TTC assessment and remediation efforts have progressed, a few new applications have emerged, and others have been reduced in priority or deemed to be no longer required. As of the end of May1999, there are 138 active Level 1 and 2 applications, of which 40% are completing remediation, 41% are actively being tested for Y2K compliance, and the remaining 19% are in the Implementation or Post Implementation Phase. By the end of June, the number of certified systems will more than double to 44%, with all of the most critical IT applications Y2K ready by September 30, 1999.

Testing of Embedded Systems is moving forward. The T-1 Subway cars, and all of the Commission's voice systems are Y2K compliant. Fare collection devices have now been tested and are Y2K compliant, including Metropass turnstiles, transfer machines and token vending machines.

TTC Budget

The current projected cost for the TTC Y2K project is $17.8M. This does not include the costs for permanent IT employees working on Y2K (which is most of the department) nor the costs of the User Testers and User Coordinators from all Branches participating in the test planning, testing, and contingency planning efforts. This amount is $2.8M over the approved budget, and the TTC Y2K Project Office is currently investigating options to make up the shortfall internally.

Status Report on Toronto Police, June 3, 1999

The following summaries have been prepared for each critical area of Year 2000 planning and remediation to provide you with the Toronto Police's most recent accomplishments:

Emergency Preparedness

A team of TPS members with specialized skills in operations, planning and logistics has been formulated under the leadership of an incident commander to develop the operational plan for the Police Y2K event. As reported in the April update, this group will be tabling this plan with the Executive Management Team in early June. Anticipated critical milestones and deliverables for the plan are as follows:

Assessment of Unit Impacts (May 99)

Personal Police Emergency Preparedness (December 99)

Unit Preparedness Guidelines (June 99)

System Owner Contingency Plans for 1, 3, and 7-Day Infrastructure Failures (June99)

Operational Emergency Plan Exercises (October 99)

Further aspects of the plan will be provided to the Police Services Board and Council by the end of June 1999.

Information Processing

The Service remains on track in converting and testing its information systems in keeping with system A-D prioritization. The status is as follows:

Priority A: 95% of the remediation work for applications in this category is complete. They have not all been implemented as several are dependent on the deployment of the NT desktop operating system which will take place over the next five months.

Priority B: 5 of the 22 systems in this category are complete; the rest are expected to meet their target date.

Priority C: 5 of the 30 systems in this category are complete; the rest are expected to meet their target date.

Priority D: 5 of the 13 systems in this category are complete; the rest are expected to meet their target date. System completion in this category is higher than first anticipated due to system enhancements related to the NT operating system rollout.

Facilities and Equipment

Funding requirements and remediation plans for all other date dependent Service equipment assets for the Police will be identified by the end of June 1999 in keeping with priority A-D classifications.

The Service remains confident that they will be prepared to address Y2K challenges through their continued involvement with their public and private sector partners enabling them to deliver high quality police services in the new millennium.

Status report on the City of Toronto's expenditures

Attached is a status report on the $149.6 million allocated to the Y2K project to remedy all Priority 1 business functions. As of May 31, 1999, a total of $47.3 million has been committed or spent. For May 1999, $14.8 million has been committed. The majority of this expenditure is again for resources, hardware, software, servers, and network equipment. See Attachment 3.

Change requests

Community & Neighborhood Services

112 - Replace EHIS application with CISS

EHIS runs on North York mainframe computer using Natural/Adabas software. It was identified that CISS system has similar functions to EHIS and the users confirmed that they could use it with some added functions. This approach is less costly than the original approach that required upgrading to the application to Y2K release, remediating and creating it in MVS environment using EDS's computer. The decision to use CISS instead of remediating EHIS on the mainframe is in line with the City's decision to move away from the mainframe environment wherever there is an opportunity. In order to gain concurrence from the users for this strategy, data entry and extract capability are mandatory management data that must be built. It was agreed that MS Access 97 would be used to build these additional functions. Historical data must be maintained for legal limitations. The exact cost saving is not fully identified yet. We will be able to identify the saving during revising project plan. Recommendation was approved by the Y2K Steering Committee at their June 3^rd meeting.

118 - Change the strategy for EHIS

EHIS runs on North York mainframe computer using Natural/Adabas software. It was identified that CISS system has similar functions as EHIS and the users confirmed that they could use it with some added functions. The purpose of this change request is to change EHIS strategy from code remediation to data migration. The EHIS will be retired before the end of this year.

Before retiring EHIS, the following tasks must be complete:

-Data Conversion (from EHIS to CISS)

-Input/Output processes are defined and implemented to the user satisfaction

-Save historical information from EHIS mainframe environment to PC environment

-User acceptance

-Backup all the EHIS components from the mainframe.

Recommendation was approved by the Y2K Steering Committee at their June 17th meeting.

119 - Change the strategy for Dental Health

The Dental Management Information System (DMIS) is a medium-sized network application written in Informix-4GL and Informix-SQL. It is designed to support the administration of Dental Programs in the Municipality of North York. DMIS does not interface with other systems.

After careful analysis of the Dental Information System (Toronto) & Dental Management Information System (North York) and meetings with the Managers and users from both Toronto North Region and Toronto South Region, it was decided that DIS could replace DMIS with some mandatory functionality additions to DIS. This would also require some minor adjustments to the business practice in Toronto North. Therefore, DMIS will be retired.

Retirement date TBD and will be possible as soon as the revised DIS is deployed to all users and DMIS data has been either converted or established as retained files for standard period. Recommendation was approved by the Y2K Steering Committee at their June 17th meeting.

139 - Retire SAS Application

The purpose is to retire the SAS applications associated with this partition (SAS only applications - AEDE not included) as per user request. Move the entire suite of SAS application; programs, files, data and JCL from the mainframe environment will be completely in the hands of the users and the responsibility of it. Nothing will be permitted back on the mainframe or network unless it follows the rules and process of clean management. All the work done, up to this date by all teams, will be forwarded to the users. This was approved by the Y2K Steering Committee at their June 17^th meeting.

Corporate Services

125 - Integrated Disability and Case Management $507,692

The Human Resources Division is requesting additional funds in the amount of $376,068.00 (+35% PM, QA, Systems Mgmt. $131,624) for the Integrated Disability & Case Management business case #028, partitions 1 and 2.

The original submissions for this business case identified funds for the "Best of Breed" integration and redevelopment of the Claims Management System (CMS) to include the WCB invoicing, Early Intervention, Return to Work, Long Term Disability, Demands Analysis and Job Matching functionality in a Graphical User Interface environment.

This Change Request is to correct two omissions in the original business case. The original case merely requested budget for the external contractor and did not take into consideration the cost of a Human Resources Y2K Project Manager or the staff required for testing the remediated system for both functionality as well as Y2K preparedness. It also neglected to mention the cost of the GST required to be paid to the vendor.

Human Resources requires an external experienced project manager to handle the Critical 1 business cases as the appropriate skill sets are not currently available within HR. The four internal test staff require back-filling in order to free them up from their present duties (i.e. casework) which cannot be performed on a part-time basis. The testing requirements are extensive as the "Best of Breed" approach has been taken and the full system functionality must be tested as well as Y2K preparedness. Recommendation was approved by the Y2K Steering Committee at their June 3^rd meeting.

140 - Request for additional resources to complete all essential actions to ensure year 2000 compliance of Clerks Division's 1^st level Critical systems - $1,259,816

The Clerks Division Y2K assessment of 1^st level critical systems greatly underestimated resource requirements (personnel, hardware and software). All partitions were missing remediation, implementation and training stages of the project and the estimates for funding the associated tasks for each stage. The testing stage was the only stage that was consistently identified throughout the level one critical business case partitions for City Clerks. Even so, the testing portion only addresses the execution of the testing, not the other tasks associated with testing. All the missing stages are vital components of any Y2K project. This was approved by the Steering Committee at their June 17^th meeting.

Economic Development, Culture & Tourism

126 - AOCC - Request to bring forward this Critical 2 Business Case for Independent Community Centres in the former City of Toronto $475,000.

Assistance to the Toronto Association of Community Centres (AOCC) is requested to provide Y2K compliant hardware and upgrade financial software where necessary to ensure the Community Centres are able to operate, provide services and track finances through the year 2000. Recommendation was approved by the Y2K Steering Committee at their June 3^rd meeting.

Works & Emergency Services

120 - Obtain approval to start planning and execution of remediation, testing and implementation of high criticality 2, Y2K affected systems in Water and Wastewater Services - $250,400

Some criticality 2 systems support criticality 1 systems and should be investigated and remediated to ensure continued effective operation of water and wastewater systems. Examples of these systems include various QA systems used to monitor and report compliance with legislation and management systems that ensure effective administration and customer service (various inventory, preventive maintenance, scheduling systems). These systems are desktop applications that may require file conversion, software upgrades, and training. Recommendation was approved by the Y2K Steering Committee at their June 3^rd meeting.

121 - Criticality 2/3/4 Systems, Fire Division - Projected cost is $770,000 within the Business Case total cost at $1,950,000

Start work on criticality 2/3 systems with a targeted completion date of September 30, 1999. Recommendation for $770,000 was approved by the Y2K Steering Committee at their June 3^rd meeting.

123 - Transportation Systems Division costs for Y2K Contingency Planning - $939,189 plus an advancement of $250,000

This change Request is to request $939,189 to support Y2K Contingency Planning for WES Transportation Systems Division and to request an advancement of $250,000 this year against the hardware component of the new signals portion of the WES Transportation Systems Division Capital Budget for the year 2000. Recommendation for $939,189 was approved by the Y2K Steering Committee at their June 17^th meeting.

127 - Fund requested in advance for Business case TS-078-#2, 3, 4 - $238,652

Few systems were considered criticality #2 and were listed in the Support Services Business Case 2, 3, and 4. These systems are now deemed to be of high 2 and funding of $238,652 is required for Y2K Testing and Certification. Recommendation was approved by the Y2K Steering Committee at their June 17^th meeting.

Finance

143 - Water Revenue System - $270,237

A new Water Revenue System is being developed on one of the Nodes in the IBM SP Server. When the new Water Revenue Service is in production, it is recommended that it run on the same server as the Tax System, therefore an additional IBM S70 server must be used. The cost for an IBM S70 is $230,000 plus applicable taxes and required license for software. The upgrade option can save $49,842. Recommendation was approved by the Y2K Steering Committee at their June 17^th meeting.

144 - Water Revenue System - $1,755,000

The Water Revenue System must be developed to handle the increasing volume of billing transactions as well as to process the large volume of user information. The Water Revenue Systems of the former municipalities are either out-of-date in technology, are not year 2000 ready, or do not have the ability to handle large volumes of data. The development cost for this is driven by three major elements staffing $1,170,000, equipment and Software $270,237 (covered under change request 144) and other costs such as taxes and contingency funds. If a new Water Revenue System is not developed, the Water Revenue System of the former municipalities have to be remedied for year 2000 readiness so that the business can continue in and beyond the year 2000. As these systems are separate and have their own databases for maintaining client information, it is very difficult to prepare reports for operations control and decision support required by senior management. As well, the operating cost for running multiple systems at different locations is very high. Total requested is $1,755,000. This request was approved by the Y2K Steering Committee at their meeting of June 17, 1999.

Urban Planning and Development

135 - Additional Support Resources (desktop rollout, test co-ordinator) - $40,000

Additional resources are required to support three areas: desktop rollout, server migration and test co-ordination.

The scope and resources of the desktop rollout team are limited, such that significant departmental effort is required to implement the NT desktops (e.g. re-deploying "non-standard" applications). The UPDS department has had to acquire additional resources to support this effort (particularly, as the department has more complex applications such as GIS, CAD systems that require more effort to correctly set up and reinstall). This effort will continue to be required with the planned rollouts for City Hall and North York in particular.

Server migration will require additional assistance from UPDS

The test co-ordinator role requires support, as a new employee has now taken on the Account Project Manager position.

This effort requires 4 people x 16 weeks each total of 64 weeks. Recommendation was approved by the Y2K Steering Committee at their June 3^rd meeting.

137 - Purchase of Eight Barcode Readers - $3,680.00

The licensing section of UPDS currently uses terminals to process licensing applications. These terminals use barcode readers to facilitate data entry of information into the Licensing program, which automates this business function.

These barcode readers are not compatible with the new NT desktops used in the rollout. We will need to purchase new bar code readers to restore this business function. Each barcode reader will cost approximately $400.00. Recommendation was approved by the Y2K Steering Committee at their June 17^th meeting.

City Wide Initiatives - Facilities

145 - Approval being sought to tender an RFP regarding the assessment, test and remediation of embedded chip building control systems in the City's buildings.

Two firms will be chosen to perform testing on different segments of the facility inventory based on experience in this type of testing and cost. Six test engineers are required to start testing immediately in order to meet the project completion date.

The requirement is to plan and execute between 900 and 1800 tests over a 10-week period. The test firms must be in place and functioning by June 21 to achieve this. Upon approval of this change request, 6 test engineers would be engaged to start work while the RFP/RFQ is in progress. These should be in place by June 21.

The September 30 project completion date and the complexity of the embedded chip test process have challenged the achievement of the test plan. The failure to meet the September 30 deadline and the failure of critical building systems if testing is not completed are possible outcomes of an incomplete test program. Recommendation was approved by the Y2K Steering Committee at their June 17^th meeting.

Conclusion:

The City of Toronto's Year 2000 readiness program is moving forward as anticipated. Council will continue to receive progress reports as requested.

Michael R. Garrett

CAO &Acting Commissioner -

Corporate Services Department

Contact:

Lana Viinamae, Director Year 2000