Year 2000 Priority One Business Functions

Status Report May 1999

The Strategic Policies and Priorities Committee reports having concurred with the recommendations embodied in the following report (May 25, 1999) from the Commissioner of Corporate Services:

Purpose:

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

(i)Status report of each priority 1Year 2000 function;

(ii)Status report on the ABC's and their state of readiness;

(iii)Status report on expenditures for priority 1 Year 2000 functions; and

(iv)Change requests.

Funding Sources:

No funding is required at this time.

Recommendations:

It is recommended that:

(1)this report be received for information; and

(2)the Strategic Policies and Priorities Committee refer this report to Council for its information.

Comments:

Milestone Update:

The Remediation phase was completed for most priority 1 business functions on or before April 30, 1999. We have now moved into the testing and implementation phase, the strategy being to have most projects implemented by Sept 30, 1999. The Project Office has been meeting regularly with other external partners to share experiences and provide feedback.

Communications:

On May 25, the City of Toronto and other essential service providers presented our readiness status to the Building Owners and Management Association (BOMA).

Briefings will be held in June for Councillors to provide an update on the City's readiness status. Also participating will be Toronto Hydro, TTC, Toronto District Heating Corporation, and the Toronto Police.

Enbridge Consumers' Gas will be providing a presentation for the City of Toronto Councillors and staff on June 3, 1999.

In early June the City of Toronto will be distributing a Year 2000 Household brochure to all households and businesses in the City of Toronto. This is one of the many initiatives being undertaken by the City of Toronto to inform and educate the public on the year 2000 issue and the City's readiness program and how to access information with regard to year 2000 questions.

The Year 2000 Community Liaison office has been meeting with numerous voluntary and community organizations to:

(a)assess their level of confidence and information needs as it relates to their role in maintaining the public's confidence regarding the delivery of service;

(b)create an understanding of the City's Year 2000 readiness efforts;

(c)identify the needs and concerns that organizations have regarding their community and client needs; and

(d)identify ways to work with voluntary and community organizations in order to ensure that the public has:

(i)confidence in planning for essential services and support; and

(ii)the information required to make informed personal choices.

Status report on Priority One business functions:

Currently 12 of the business functions in the operating departments have completed year 2000 testing and are now being implemented to production (see Attachment 1). There has been significant progress by the Works and Emergency Department on their priority 1 business functions. As a result, the Steering Committee has approved a number of priority 2 and 3 initiatives for this Department. Progress on these initiatives will be reported in future Strategic Policies and Priorities Committee reports.

Desktop Project:

Of the City's desktops, 4345 units have been remediated. This includes 2500 desktops remediated by the Province. 10,155 remain to be upgraded or replaced. All major city sites, with the exception of the North York Civic Center are in the 20-day pre-implementation cycle. North York will be implemented in mid-May due to a dependency on a network conversion.

Server Rollout:

The 1100 mid-range servers supporting critical business functions will be consolidated/replaced/ upgraded. These servers will be centrally located at the 703 Don Mills location. As a result of consolidation of platforms, 600 servers will be retired. To date, 53 units have been rolled out, primarily in support of testing.

Mainframes:

The former Etobicoke and Scarborough UNISYS environments have been consolidated on the former Scarborough platform and the former Etobicoke platform has been decommissioned. The former North York environment will also be decommissioned once the applications have been upgraded remediated and migrated to the EDS MVS mainframe environment.

All Mainframe codes have to be remediated, regardless of the application priority, as the platform and product upgrades required to make the mainframe environment year 2000 ready necessitate this. The initial City assessment had identified 8 million lines of code in the production libraries. An additional 4 million lines of production code have since been identified in departmental libraries. In total there are 231 mainframe applications.

As a result of the detailed assessment, 7.5 million lines of code will be retired, 3 million lines will be converted and tested, and 1 million lines of code were assessed to be ready and therefore only require testing. Of the 3 million lines of code requiring conversion, almost 2 million have been converted to date. This represents the majority of the priority 1 mainframe systems. These applications are currently being tested in the year 2000 test environment established at EDS for the City applications.

Networks:

The equipment in the core data network, which connects the major City locations, will be made year 2000 ready by May 30, 1999. The equipment at the remaining peripheral locations will be remediated by July 31, 1999. The upgrades required to the Network Management System, which enables the City to manage its network infrastructure, will be implemented by September 15, 1999.

The physical inventory of the City's voice network has been complete as of April 29, 1999. The team is in the process of obtaining a statement of readiness from vendor/service providers for all compliant or non-compliant products. Non-compliant equipment will be replaced or remediated by August 1999.

External Partners and Agreements:

It is necessary for the readiness of all City suppliers and their products to be assured and, likewise, for all organizations receiving City services to be assured that these services will not be interrupted. Of the 2,000 priority 1 supplier contracts, 1,248 have been retired or consolidated leaving 752 for renegotiations. Of these, 488 have been contacted, with a total of 106 responses to date.

Fleet:

This project addresses concerns regarding vehicles owned or leased by the City of Toronto, and utilized by the Police, Fire, and Ambulance services, as well as salt/sand and snow plow vehicles. Manufacturers have been contacted for the identification of vehicles requiring remediation. Although the likelihood of vehicles failing to operate is low, and despite the relatively minor risk, contact has been made with other municipalities (including New York City), and the province to exchange vehicle information.

Facilities:

Manufacturers have been contacted for the identification of systems requiring remediation, and changes will be performed where required. Corporate Facilities will play a supervisory role for all facilities, and the City will contract services to verify and validate the existing inventory. All information available to date will be provided to each department for review, feedback and confirmation.

The amount of testing required versus the initial forecast has increased due to a more comprehensive test procedure being required by quality assurance than originally envisaged. It should be noted that all priority 1 systems will be sample tested regardless of the manufacturer's response.

Essential Services:

Water Supply:

The date roll-back solution for the Pumping Control computer at Central Pumping and the Control computer at the Harris Filtration Plant were successfully implemented in April and are now going through the certification process.

Ambulance:

The Ambulance Emergency Medical Services Computer Aided Dispatch (CAD) system successfully completed its Y2K compliance tests in April.

Traffic Lights:

1703 of the 1834 traffic lights have been fixed.

Status report on TTC, May 2, 1999:

Background:

Project plans to remediate the TTC's 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, as well as 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 under way, 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 Internet site to disseminate Y2K information to TTC employees has been completed.

Progress:

Details on progress by group, project, and project phase are represented in the TTC's Y2K Progress Chart attached (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 percent 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) and the Delay Logs application, which monitors service delays. Wheel Trans has been Y2K certified, and is in the process of being implemented. As of the end of April 1999, 56 percent of the Commission's 153 Level 1 and2 Systems are completing remediation, 31 percent are actively being tested for Y2K compliance, and the remaining 13 percent have been Y2K certified. By the end of May, the number of certified systems will double to 26 percent, with all of the most critical IT applications Y2K ready by September 30, 1999.

For the Commission's 200+ embedded systems, 41 percent of the embedded components have been certified Y2K ready. Another 23 percent have successfully passed Y2K testing, and are awaiting signoff documentation. 30 percent of the embedded systems are undergoing additional type testing, and the remaining 5 percent are being replaced with new, Y2K compliant systems. The T-1 Subway cars, and all of the Commission's voice systems have recently been certified Y2K compliant. The embedded systems are on target to be fully compliant by May 31, 1999.

Budget:

The current projected cost for the 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 Y2K Project Office is currently investigating options to make up the shortfall internally.

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 April 30, 1999, a total of $32.4 million has been committed or spent. For April 1999, $8.5 million has been committed. The majority of this expenditure is again for resources, hardware, software, servers, and network equipment. See Attachment 3.

Change requests:

Corporate Services:

25 Oracle licenses for use with SPAN:

Corporate Services requested $18,400.00 for the acquisition of 25 Oracle database licenses, as they were not included in the original business case. Oracle is the database tool that holds the data for SPAN. The licenses are required for staff, throughout the City, who will use SPAN to perform their jobs. This was approved by the Y2K Steering Committee at its May 6, meeting.

Human Resources processes:

The Human Resources Division requested funds in the amount of $88,115.00 for HR Processes business case 42. This is for establishment control, salary administration, grievance tracking, employment equity, position management, job evaluation and performance development. No funding was requested in the original business case. This was approved by the Y2K Steering Committee at its May 6, meeting.

Integrated Disability and Case Management:

The Human Resources Division requested additional funds in the amount of $28,890.00 for the Integrated Disability and Case Management system, since renamed as the Integrated Disability and Safety Management System (IDSM). The inclusion of the proposed case management module will address the gaps identified in a way which allows the multiple users of the system, from supervisors to claims managers and health consultants, to access and input information without compromising confidentiality. A separate module will also allow users access to multiple screens at the same time. The inclusion of the RTW and TAP component in the IDSM system is vital because outcome screens drive the subsequent IDM action. Ready access and exchange of this information by multiple users at multiple locations is also critical to prevent delays in the return to work process. In addition, the RTW form is legislated, and needs to form part of the claim file. The inclusion of the RTW and TAP components will be able to capture data necessary for tracking placements, and providing reports and comprehensive statistics to departments, unions, finance and WSIB. The TAP form provides information necessary to ensure appropriate and accurate payment of workers on modified work. This was approved by the Y2K Steering Committee at its May 6, meeting.

ORACLE DBMS License to Support Y2K Remediation for Document Management:

To remedy the document management application to be Y2K compliant, the purchase of the ORACLE database management system was required, at a cost of $192,594.65. Currently, the Document Management Application uses a Btrieve database management system that is not Y2K compliant. In addition, the Document Management Vendor no longer supports a Btrieve DBMS platform. The Vendor does support SQLServer, Sybase and ORACLE platforms. The City of Toronto's corporate standard is ORACLE. This was approved by the Y2K Steering Committee at its May 6, meeting.

Economic Development, Culture and Tourism:

Change in Scope of Initiatives and Management Budget

Economic Development submitted a request for $80,000.00 for resources to address the actual scope of the Contact Management Business Case. The original Business Case was estimated at $5,000.00 to test the Goldmine Software. This did not include adequate resources to address project management, reporting and quality assurance for this business function. This was approved by the Y2K Steering Committee at its May 6, meeting.

Works and Emergency Services:

Increase of cost and change in completion date for Support Services Business Case:

When the original business case was written and submitted for approval, 1 client server and 3 mainframe subsystems were to be remediated and tested. It has since been decided that these systems be migrated to a Y2K compliant system and this will require additional funding of $75,843.00 for data conversion and migration effort and $45,000.00 for hardware upgrades. The new targeted completion date is September 30, 1999. Funding in the amount of $120,843.00 was required to meet these needs. This was approved by the Y2K Steering Committee at its May 6, meeting.

Funds requested in advance for Business Case 77 (Engineering Design and Construction) (CR73):

Upgrades of hardware and software for Y2K certification are required to the Survey and Mapping area within Technical Services and funding of $466,400.00 is needed for this. This was approved by the Y2K Steering Committee at its May 6, meeting.

Funds requested in advance for Business Case 77 (Engineering Design and Construction) (CR74):

Immediate funding of $447,500.00 is required for Y2K testing and certification of some of the more critical systems in this priority 2 business function. This includes systems/application such as HVCN Maintenance and librarian, Tender preparation VMCMS, HAL, invoice tracking system, job/time tracking, progress certification management, project management Access 97, property records/development, property records and VAL. This was approved by the Y2K Steering Committee at its May 6, meeting.

105 - Funds requested in advance for Business Case 75, #2,3 and 4s:

Immediate funding of $229,094.38 is required for Y2K testing and certification of some of the more critical systems in this priority 2 business function for Solid Water Management. These include the following: purchasing requisition system, bidding system, Multi residential collection information, Dump tracking system, Building information and apartment recycling system, Mapper-record keeping, Mapping/routing system, and gas collection system. This was approved by the Y2K Steering Committee at its May 6, meeting.

Finance:

Replacement of monitors used by the Parking Tag Entry System:

The Parking Tags Entry System of the Parking Tags Operation uses 19" monitors in processing data marked on parking tags. These monitors which are not Y2K ready were manufactured by Cornerstone and are no longer supported by the vendor. There are 57 monitors, 39 of them are 19 inches and the rest are 17 inches. In order to continue the parking tags operations beyond the year 2000, it is necessary to replace these 57 monitors. The cost of replacement of these monitors is $49,000.00 including taxes. This was approved by the Y2K Steering Committee at its May 6, meeting.

Cost Change on the NCR Scanner Y2K ready upgrade for the Parking Tag System:

The NCR 7780 Scanner used in the Parking Tags Operation is not year 2000 ready. In September 1998 the vendor informed the department that only the scanner, not the software, needed to be upgraded. The cost was estimated at $4,500.00 and was included in the budget of the Business Case. The vendor has since indicated that the software requires upgrading. The software upgrade has increased the cost to $50,759.00, taxes included - a variance of $46,259.00. This was approved by the Y2K Steering Committee at its May 6, meeting.

Replace original business case with new one:

The year 2000 solution, implementing the SAP R3 Finance System replacing all existing budget systems in April, 1999, provided in the original business case for the Capital Budget Preparation is no longer valid. Hence, this request is to replace the original business case with a new one.

In the original business case, the only cost incurred was the 5-days' work for testing the Clipper program files with an estimate of $3,275.00. Under the new business case, the North York Capital System will require analysis, design changes and modifications to add the necessary functionality for the upcoming budget cycle, adjusting the cost to $177,372.00. It also needs to be tested for Year 2000 readiness. This was approved by the Y2K Steering Committee at its May 6, meeting.

CityWide Initiatives - Servers:

Require additional funding to support Public Library's server remediation:

To complete the Year 2000 mid-range server remediation for Public Library, an additional $100,000.00 in funding is required. This will cover the gap between the Library's transition funding and its Year 2000 mid-range server remediation requirements. This was approved by the Y2K Steering Committee at its May 6, meeting.

CityWide Initiatives - Facilities Management:

Facilities:

There is a requirement to certify the inventory of building systems in City owned/leased facilities using an external party. The test strategy requires accurate knowledge of the make and model of the devices in a building. Without it, testing would have to be attempted on many more buildings. This would impact the project end date negatively. This approach will require the inventory firm to sign for approval of the inventory content. The expected completion date for the inventory completion is July 31, 1999. Testing will be conducted in parallel using existing information. A collateral benefit will be the accurate database of assets inventoried, which will be the property of the City. The estimated cost to complete the inventory of the more than 1700 buildings including approval by the external vendor is $976,000.00 plus taxes. This has been approved by the Y2K Steering Committee at its May 6, 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.

Contact:

Lana Viinamae, Director Year 2000.

(Attachments 1, 2 and 3, referred to in the foregoing report were forwarded to all Members of Council with the June 1, 1999, agenda of the Strategic Policies and Priorities Committee and copies thereof are also on file in the office of the City Clerk.)

Respectfully submitted,

MAYOR MEL LASTMAN,

Chair

Toronto, June 1, 1999

Patsy Morris

Tel. (416) 392-9151