February 3, 2000

To: Policy and Finance Committee

From: Chief Financial Officer and Treasurer

Subject: Year 2000 Priority One Business Functions Status Report-January 31^st, 2000

Purpose:

The Year 2000 Business Continuity Plan Status Report (January 31st, 2000) outlines the following information as requested by Council at its November 1998 meeting:

§ Status report of each Priority 1 business function (January 31st, 2000)

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

§ Status report on expenditures for Priority 1 Year 2000 functions (January 31st, 2000)

§ Change requests

Funding Sources:

No funding is required at this time.

Recommendations:

It is recommended that this report be received for information.

Comments:

Year 2000 Program Objective

To date the Year 2000 program has achieved its objective in ensuring that the City of Toronto can deliver "Business as Usual" on January 1^st, 2000 and beyond. The next critical date for the Year 2000 program is February 29^th, 2000.

Technically, a year is a leap year if the year is evenly divisible by 4 and is not divisible by 100 or is divisible by 400. For example, the year 1900 was not a leap year, but the year 2000 is a leap year. A lot of computerized applications may not identify the "divisible by 400" leap year rule. Practically a leap year happens every 4 years with a few exceptions. The leap year and the exceptions have been programmed as part of the Year 2000 remediation process.

Priority One business functions

Work on all departmental priority 1 business functions and city-wide initiatives have been completed and signed off. All priority 1 business functions were completed on budget and essential public services were completed ahead of schedule.

Priority 2 and 3 business functions

Work is continuing to complete Priority 2 and 3 business cases. It is projected that all work on these business cases will be completed within the next month. A budget of $12.1 million was approved on January 27^th, 2000 to bring the entire cost of the Year 2000 Program to $161.7 million.

Year 2000 Operations Center

A Year 2000 Operations Center was established from December 29^th, 1999 through January 10^th, 2000. The Centre was open 24 hours a day starting on December 31, 1999 until January 4, 2000. This center was staffed with 30 people on the night of December 31^st, 1999. Departmental Project Managers, Account Managers and Contingency Planners were on hand to ensure that if any unexpected situations occurred, people with knowledge of the year 2000 solution and the relevant contingency plans were available to initiate the necessary action. An additional 300 resources were on site across the City, in addition to the City's normal complement, monitoring systems and ready to respond to any situation.

The transition to Year 2000 went smoothly. Staff immediately initiated pro-active steps to confirm that building systems, applications, and platforms were operating as expected. This work continued throughout the weekend until January 4^th, 2000.

Agencies, Boards and Commissions (ABC's)

All of the ABC's systems rolled over without any interruption and provided business as usual.

Communications

Year 2000 communication staff were on site at the Year 2000 Operations Center to address any media calls related to the status of the City of Toronto's Year 2000 readiness. Many media interviews were provided that night. These include CP24, Toronto Sun and a number of others.

Year 2000 Incidents

Throughout the active period of December 29, 1999 to January 4, 2000, Departments, Agencies, Boards and Commissions reported approximately 20 minor incidents. A number of workarounds for building systems were addressed. These incidents did not disrupt the City's ability to delivery "business as usual".

Clean Management

The City's Year 2000 Clean Management program will remain in effect until the middle of March 2000 to ensure no new problems are introduced. This strategy protects the City by introducing necessary safeguards to sustain Year 2000 readiness after Year 2000 application testing has been completed. This will ensure that no new risks are introduced prior to the leap year.

Project Archives

The Year 2000 Program Office is in the process of establishing the project archives to retain all the information and results from the program.

Collateral Benefits

City-Wide

The Year 2000 program provided several collateral benefits to the new City of Toronto. These include:

· Escalation of the timelines for achieving amalgamation of critical business functions.

· Inventory of all facilities, building systems, fleets, and computer hardware and software.

· Upgrading all technology and implementing maintenance programs to ensure the continued availability of the technology

· Implementation of enterprise licensing agreements to ensure simplified administration of Information and Technology contracts.

· Consolidation of business applications.

· Implementation of technology to provide harmonized service across the Corporation.

· Implementing standards to facilitate the effective sharing of information across the Corporation.

· Consolidation of hardware platforms thereby simplifying the technology infrastructure of the new City

Operating Departments

Community & Neighbourhood Services

§ Homes for the Aged - upgrades from DOS-based to Windows-based applications facilitated the division's use of standard corporate applications resulting in greater system stability, increased end-user proficiency and faster system response time.

§ Public Health reduced its applications from 225 to 115 through rationalization, standardization, consolidation or retirement. This included twelve applications converted to Access, the City standard for databases. This will reduce support costs and improve the division's ability to transmit files.

- The Dental Information System now exists as one Dental Information application.

- The North York Nursing Information System (NYNIS) was converted from the North York mainframe computer to an EDS mainframe computer. The retirement of the NY mainframe computer will result in cost savings to the City.

- Reportable Disease Information System (Ministry of Health) was upgraded, allowing amalgamation of data into a single server and database. This resulted in improved, City-wide access for users in all Public Health regions.

- Change management procedures for Ministry of Health systems are now documented and formalized. This fosters better control during the rollout of Ministry of Health applications.

§ Toronto Public Library was able to consolidate their servers in use from 98 to 33. This has reduced support requirements and produced a more consistent desktop computer for both public and Library staff end-users.

- The Toronto Public Library established test beds for their critical systems, which will be Instrumental in maintaining clean management practices and change control.

- Due to the replacement of desktops the Toronto Public Library was able to accelerate the conversion of dumb terminals to PC's resulting in the provision of a graphical interface to the library catalogue at all public access and staff desktops.

§ The Toronto Housing Company consolidation of four servers to one will reduce support costs. As well, the migration of network software from Banyan to Novell has made the division consistent with the City standard.

§ Social Services migration from MAIN to CIMS puts the City on the same income maintenance system as the rest of the Province.

Corporate Services

Corporate Services was able to consolidate a large number of business applications. The selected application was then rolled out on an enterprise basis. These applications include the SPAN system, which is used for Facilities Management, and the M4 system which is used for Fleet.

In addition, test beds have been established for use by future application enhancements. Clean Management also enabled the department to implement an effective change management process, which will continue to be utilized after the year 2000 initiative.

Economic Development, Culture & Tourism

Recreation Program Delivery / Program Registration, Permitting and Scheduling

The CLASS registration and permitting system, implemented through Y2K funding, benefits the City in three ways:

§ It enables the amalgamated City of Toronto to implement one uniform registration and permit system throughout the City

§ It enhances customer service to Toronto residents through its touch-tone telephone registration feature

§ It allows the City to better plan, manage and operate recreation programs to meet the diverse needs of its communities through more powerful reporting and statistics gathering features.

Toronto Maintenance Management System (TMMS)

TMMS benefits include:

§ TMMS assisted in moving towards a corporate solution for work management

§ TMMS is a City-owned application, and can be modified to meet operational needs

§ TMMS implementation has saved the Department from maintaining old mainframe applications and proprietary software

§ Improved Operations Process

§ Infrastructure Improvements

§ incorporated six existing Tree Inventory and Information Systems into one system

§ incorporated the Parks and Facilities Inventory into one system

§ link to a corporate address database from Land Information Toronto

Economic Development Initiatives and Retention - Contact Management

Benefits of implementing the new Contact Management System are:

§ Improved tracking and reporting of client activity

§ Able to provide a history of client activity

§ Scheduling phone calls, appointments and actions

§ Able to create profiles of clients such as attendance to city functions

§ Able to merge client information into fax and letterhead forms

§ Apply performance measures

Finance

The Finance Department addressed the Year 2000 project and several projects provided direct benefits in the amalgamation effort:

§ Project Atlas - SAP implementation

- All former municipalities are now operating accounting, purchasing, material management and all financial reporting on one system.

- Five former municipalities are now operating payroll on one system.

- This will lead to lower operating costs, reduced errors and consistent processing for all parts of the city.

§ Water Revenue Project

- All former municipalities are operating on one system. In addition, there is shared data with the Tax collection system.

- This will lead to lower operating costs, reduced errors and consistent processing for all parts of the city.

§ Pension Administration

- Data from non-compliant systems was converted to one compliant system.

- This will lead to lower operating costs.

§ Capital Budget Project

- This was a migration from various systems and spreadsheets to a single city-wide system.

- This will lead to increased access to data while lowering operating costs.

Urban Planning Development Services

In the course of the Y2K Project, the UPDS Department had three key projects with direct benefits in the amalgamation effort:

§ Integrated Business Management System (IBMS) - Release 1

- Positioned the department for further growth, service level improvements, and cross-departmental integration.

§ Application Tracking System (ATS)

- Amalgamated the planning application process in the City Planning division, and allowed for the conversion of seven older systems from across the City into one.

§ Consolidation of infrastructure components (servers, system applications management)

- A number of servers were decommissioned and consolidated into larger "super-servers", now managed in a central environment. These projects have allowed for consolidation in system applications management, with benefits in having fewer systems to be maintained and better access to skilled resources.

Works & Emergency Services

Water / Waste Water

In replacing non-compliant hardware and software, the Y2K project for Water / Waste Water Division put in place a base of standard platforms and software consistent with standards laid down for the Works Best Practice Capital Program. The Y2K team built a data base identifying existing digital assets. Along with the Y2K test results, this data base is expected to be of significant value to the Works Best Practice Capital Works Program, as its design and build phases for PCS (Process Control Systems) gets underway.

For Water Supply, the testing and remediation work done will buy time for the existing aged capital equipment to continue to function until a combined design / build Capital Program can replace this equipment.

Fire Services

Remediation and Testing work on the Fire Service Dispatch systems ensured that they can continue to provide service until the new City Wide Fire Service Dispatch system is implemented.

Rationalization of multiple non-Y2K compliant administration and support systems from former municipalities into single City Wide systems is now providing more consistent information more effectively.

§ Modernized aging servers that were unreliable and expensive to maintain (Etobicoke and York).

§ Standardized and improved compatibility of radio equipment across the City of Toronto

§ Upgraded communication networks with capacity for the planned amalgamated CAD/RMS system

§ Updated contingency plans with new maps, procedural manuals, and property records

§ Deployed the corporate level fleet management system (M-4) for consistent management of vehicle maintenance across the City

§ Implemented a new Incident Reporting system to replace the former five municipality level systems that are no longer suitable for the amalgamated City of Toronto

§ Implemented a new Fire Prevention System to replace the former 13 smaller systems that are no longer suitable for the amalgamated City of Toronto

§ Implemented a consolidated Uniform Management System to replace the former 5 smaller systems that are no longer suitable for the amalgamated City of Toronto

§ Replaced obsolete video-editing equipment

§ Improved accessibility of historical data (fire prevention and incident reporting). This now provides Executive Chiefs with a consolidated report on incidents in 1999 across the City of Toronto

§ Replaced equipment of obsolete Self Contained Breathing Apparatus (SCBA)

§ Replaced obsolete Training Information System

§ Implemented an amalgamated Hazardous Materials Information System to replace 6 obsolete former systems - paid by Fire Division

Ambulance Services

§ Replaced the obsolete AVL/GPS navigators (100 units) providing more accurate vehicle location.

§ A workaround solution for Trunk radio was implemented (rather than a full replacement) with cost avoidance of $1 million plus. This will provide service until the integrated Emergency Radio System across the City is fully implemented

§ Converted to the corporate level Fleet Management System (M-4) for consistent management of vehicle maintenance across the City

Transportation Management

§ Improved business harmonization across all districts

§ Accelerated the streamline of business processes

§ Helped technology standardization

Solid Waste Management

§ Consolidated 4 systems into 1 for Solid Waste Collection

§ Consolidated 4 systems into 1 (AVANTIS-PRO) for preventive maintenance and costing system

§ Implemented Solid Waste into common WES-wide Work Order System

§ Improved business harmonization across all districts

§ Accelerated the streamline of business processes

§ Helped technology standardization

§ Developed 8 contingency plans that can be used as building blocks for the City's Business Continuity Plans

Technical Services

§ Improved business harmonization across all districts

§ Accelerated the streamline of business processes

§ Helped technology standardization by rationalization / elimination of 180+ shrink wrap packages

§ Consolidated 3 systems into 1 for Capital Project

§ Consolidated 3 Tender Management systems (in the districts) into 1

§ Developed 2 contingency plans that can be used as building blocks for the City's Business Continuity Plans

Support Services

§ Improved business harmonization across all districts

§ Accelerated the streamlining of business processes

§ Helped technology standardization

§ Established a good foundation for the business to carry on to completion their amalgamation and standardization effort

Change Requests

Community & Neighbourhood Services

B.C.#13 - Vaccine Preventable Disease - (-$40,500)

Log #109 - Changes to Public Health "Vaccine Prevention Disease Program"

Transfer $40,500 from B.C.#13 to B.C.#24, "Access to Corporate Systems".

B.C.#24 - Access to Corporate Systems - $40,500

Log #110 - Use Public Health "Access to Corporate Systems" business case to track, monitor and report on Windows NT rollout for Public Health

B.C.#10 - Library Services - $4,000

Log #191 - Funding needed for contingency planning

$4000 is needed to cover the contingency costs for the Finance application (costs to be incurred are for the manual cheques and a signature plate).

B.C.#132 - Dental Health (Public Health) - $64,800

Log #187 - Activate existing business case to cover remediation of all outstanding criticality 2/3 applications for Dental Health, which are primarily spreadsheets in Lotus 1-2-3 and Quattro Pro.

B.C.#10 - Library Services

Log #283 - AVISO Server will not be certified until December 23^rd (estimated) (after start of freeze period)

The AVISO server is used for mail messaging for InterLibrary Loan (ILLO). All public libraries in the province use this same software for ILLO, InterLibrary Loan is a provincial initiative. Toronto Public Library does not have ownership of this application, and is dependent on the province to supply new software and hardware specifications. This server will not be certified by December 1 (start of freeze period).

A contingency plan has been developed, noted and approved in the event that this date is not achieved.

B.C.#11 - Hostels Administration

Log #284 - Remove vendors that are not critical.

Remove Symbol Direct and Direct Data, as they are not critical vendors. Workarounds have been established for these vendors.

B.C.#15 - Resident Financial Management

Log #285 - Server will be implemented by December 21^st (estimated) (after freeze period)

As the "HFAUNIX" server is dependent on the implementation of the RFMS application, the server will not be ready for certification until December 21, 1999 (after the freeze period).

The RFMS is scheduled to be implemented November 28. Until HFA are sure the new version of RFMS is stable, they want to keep the server one week after implementation.

A contingency plan has been developed, noted and approved in the event that this date is not achieved.

B.C.#18 - Banking & Cheque Management - Date change from 30-Nov-1999 to 15-Dec-1999

Log #299 - Extend the date necessary to certify the COMFIN server.

The SCO/UNIX server "COMFIN" was expected to be certified as Year 2000 ready by the CWI Server group by 30-Nov-1999. This server is the backup server to the fully operational and certified production server named 'CCISRVR".

The Banking & Cheque Management unit of Social Development & Administration Division require an extension to the date necessary to certify the COMFIN server. Although this extension will bring the certification date of this server close to the end of the year, concern is not raised due to this server's function being one of backup to the already certified and in production, CCISRVR server.

B.C.#5 - Social Services

Log #300 - New hardware, software to be installed between December 1^st and 3^rd.

The Social Services Division has entered into an agreement with the Ministry of Community and Social Services (MCSS), Business Transformation Project (BTP) to pilot the Consolidated Verification Process (CVP) in three area offices: North York Central "R", Wellesley Jarvis "J", and Etobicoke North "B". New computer software and hardware will be installed on the Ministry's servers and workstations at these locations between December 1 and 3, 1999. The CVP software includes automated tools (MATT/NORA) built in Microsoft Access and Visual Basic. They have been tested and confirmed as Y2K compliant.

The purpose of this change request is to inform the Y2K PMO about the Ministry's initiative during our "hard freeze" period. The Ministry will be held responsible for the Y2K compliance of their computers.

B.C.#5 - Social Services

Log #316 - Network hub replacement for the Employment Resource Centres

The new Cisco hubs will be sent to the area offices in the week of December 6. The installation should be finished by December 15, 1999.

B.C.#24 - Access to Corporate Systems

Log #317 - Install TNG Agent on Public Health PCs

TNG agent is mandated by the City of Toronto as standard to all desktops. This is to complete activities not done before the freeze.

B.C.#24 - Access to Corporate Systems

Log #318 - Install "RightWriter" on a PC under Windows NT

Application has been verified and tested to be Y2K compliant and will work under NT.

B.C.#9 - Property Management (Toronto Housing)

Log #293 - One server will not be certified until mid-December (after freeze period).

Server 1 (CCS Labs) is being retired, a change from the original plan. The vendor of the Call Centre Software has now indicated to us that our current version (3.5.1) has not been tested for Y2K compliance. Although we found no problems ourselves, and a previous vendor statement confirmed Y2K compliance, their latest Year 2000 Compliance statement indicates otherwise. This then requires us to upgrade to compliant version 4.1 with a more powerful server.

Server 4 (HSGGW) will replace Server 1 by December 15, 1999 and now be known as SERVER 4(CCS Labs). Server 4 has been sent to the eCommerce+ (Call Pro)* vendor for loading of the Y2K compliant version of the software**. It will be in production at the Toronto Housing Company, 277 Victoria office as the replacement for Server 1 by December 15^th. SERVER 4 will be running MS NT4 SP6 when put into production.

There is no funding required by the City Y2K Project for this activity.

B.C.#10 - Library Services

Log #323 - Patch added to the ILS - a Year 2000 ready application

The Library's current release of the Dynix software (release 173) does not handle periodical subscription issues expected on February 29, 2000. Dynix wrote a correction to the problem which is part of the next release (release 180). The Library is not upgrading to release 180, but has installed the serials patch.

Testing was performed. The serials patch performed as expected.

B.C.#14 - Dental Health

Log #363 - Change a report and 2 input forms in order to extract the information for OW claims.

Dental clinics require the ability to extract incomplete treatment info by program (e.g. OW, CINOT) from DIS. There is a need to produce year-end reports, which can't wait until after the January 15^th hard freeze.

B.C.#132 - Dental Health (Public Health) Critical 2/3 - $3,400

Log #376 - Convert WP data files of prenatal registration database to Word 97 data files.

Word Perfect documents, labels, forms have been converted to MS Word 97. The additional requirements are to convert all 140 historical WP address data (located in 1999 and 2000) to Word 97 data files.

Corporate Services

B.C.#36 - Corporate Data Management - (-$607,500)

Log #84 - This business case to be transferred to Business Case #86 - City Wide Initiatives - Servers, Midrange.

B.C.# 38 - Land Information Systems - $445,375

Log # 161 - This Change Request is being put forth to identify the staff and funding required for the successful completion of this project by September 30, 1999 as a result of a loss of internal expert resources. Additional funding is required for license transfers to port all applications to the Sun Solaris platform.

B.C.# 39 - Corporate Records Management & Archives Services - $649,587

Log # 162 -The Clerk's Division Y2K Assessment of Critical #1 Systems underestimated resource (personnel, hardware and software) requirements.

This change request subdivides the business case into seven partitions. This will enable better management and visibility. Formal assessments were not available when the new project management team assumed the lead. Therefore, reassessments were done for the following partitions: Versatile, RSMS and the conversion of other record management systems into Versatile.

B.C.#TBD - Web Development Tools - $195,047

Log #251 - Add the Web Development Tools business case to the Critical 2 list of business cases.

This business case is being put forth to test the development tools used for the development of Internet/Intranet applications. The City of Toronto's Internet and Intranet web site tools are used for hosting, management, interface and design, multimedia development, application development and collaborative workspaces.

This business case is to ensure that the services listed above under Business Function, provided by Information Management are tested for Y2K readiness. This will ensure the ability to communicate, via the City of Toronto's Intranet and Internet web sites across the corporation and with the public on a daily basis.

B.C.#94 - File Management & Legal Specific Databases

Log #298 - Add Critical 1 Vendor to EP&A Business Case

The change in scope for the Time and Billing component Daedalian was chosen as the supplier. Daedalian have a master agreement with the City and this change requests that Daedalian be added to the Critical 1 Vendor List for this project.

B.C.#101 - Audit Services - $47,200

Log #280 - There is no ability to sample e-mail.

Audit is ready to proceed with this business case. The original funding identified in January, 1999 was $108,000. A more in depth assessment has been conducted since that time and Audit is identifying a funding requirement of $47,200 for this project.

B.C.#104 Crit. 2 - City Clerk's - Councillors/Mayor's Office - Requested funding $346,083 - already approved in principle by Steering Committee - for record purposes.

Log #303 - Bridge the funding gap between the original amount requested ($67,500) and the amount identified in the updated business case ($346,083). The total of $346,083 is being requested, as the original business case had not been formally submitted for approval.

The mayor and 57 councillors, representing the 28 wards, is the main governing and legislative body for the city. Councillors also sit on committees and community councils in the area. This business case includes the inventory, assessment, conversion and upgrade where necessary, testing, and implementation of the applications used by this group. It is a highly visible area to the public, and it is imperative that this group demonstrates that their systems are Year 2000 ready. This change request is the formal signed paperwork following up the approval to activate already given by the Steering Committee.

B.C.#31 - Facilities and Real Estate - No additional funding required.

Log #305 - Inventory of low priority buildings, SPAN 6.5(a) implementation, departmental report creation and low priority data migration.

Part two of this project involves:

· Facilities management continuing the efforts to:

- inventory equipment in low priority buildings,

- identify and record the locations (within buildings) of the equipment,

- establish the Preventative Maintenance schedules for this equipment,

- record details of each equipment type,

- identify/develop reports to match those currently provided in existing systems.

· Real Estate management continuing the efforts to:

- complete the lease data conversion from existing municipal systems to SPAN 6.3a,

- undertake the testing, training and implementation of the latest version of SPAN (6.5a),

- convert the data from SPAN 6.3a to SPAN 6.5a format,

- identify/develop reports to match those currently provided in existing systems.

· Business Process Continuity:

Although the technical remediation of the system is complete, an outstanding issue remains in terms of business process continuity that was scheduled as a secondary phase to incorporate the previous list of items. As this was part of the original scope, no additional funds are required for its completion. This request entails the approval of a phase two component.

This second phase requires:

· A schedule extension until March 1, 2000

· A reduction in staffing

· No additional funds.

BC #3202 Crit. 1 - Clerk's - Legislative Services - Gaming - No funding required.

Log #306 - Change date of implementation from October 29 to November 30, 1999.

Due to delays in obtaining software and hardware, the development, testing and implementation phases of this partition were delayed from Oct. 29 to Nov. 30, 1999. This Change Request identifies the new implementation date of Nov. 30, 1999. No impact on project funding.

BC ID#102 Crit. 2 - Clerk's - Records & Archives Software Tools - Requested funding $181,991. Funding identified in January, 1999 was $182,286.

Log #307 - This Change Request seeks funding and permission to activate this business case.

The city uses many software packages to address the specific archival operations:

- bar coding of boxes (LLM Barcode software)

- designing records classification schemes based on the Dewy Decimal classification system (Dewey for Windows V1.1)

- create catalogs of retention codes for archived documents (Metrocat)

- auto fill-in of archival forms (JetForm Design and JetForm Filler)

- quick searches and cross-references between related archived information (Folio)

- scanning systems for additional space (Microtest Discview)

- retrieving and viewing images in archived data (ACDSee 32 Browser & Viewer)

- search for classification or art and architectural pieces that are part of the city's collection (Art and Architecture Thesaurus)

Justification of New:

LLM Barcode, Folio, Dewey for Windows V1.1, Metrocat, Microtest Discview and ACDSee Browser and Viewer, Art and Architecture Thesaurus are Y2K ready. They will be tested for readiness.

JetForm Design and JetForm Filler will be upgraded to Y2K ready versions and tested.

General Welfare Assistance (GWA) Process Program, used to prepare data gathered from area welfare offices and the Province of Ontario, is currently built in dBase 3+. dBase 3+ is not Y2K ready, therefore this system will be converted to an Access Database and tested. This system was not identified in the original business case.

BC ID#162 Crit. 3 - Facilities & Real Estate - Space Planning/Estimating - Requested funding $471,000.

Log #309 - This change request seeks funding and permission to activate this business case.

For City-owned buildings, space planning in the City of Toronto includes recording the amount of space available/used/unused, forecasting future space needs (moves, construction planning, and space auditing), and recording inventory and location of furniture.

Currently, various non-Y2K ready automated and manual systems are being used by former cities (Arcinfo, Intergraph Project Architect, Microstation, and Mapinfo).

Justification of New:

To handle space planning efficiently as one city, one Y2K compliant system must used. The system chosen is the CAD Integration Module of SPAN. SPAN is already in use by the City of Toronto for Facilities Management and Real Estate and Property Management. Consolidation into this Y2K ready system will result in central space planning, using standard classifications throughout the new City.

BC #09401 Crit. 1 - Legal - File Management & Legal Specific Databases - No impact on current funding

Log #310 - Retain Project Manager from December 1 to 17, 1999

Business Case Closure tasks are underway, but taking longer than anticipated due to the problems experienced in the GroupWise rollout. This change request identifies the requirement to retain the Project Manager from Dec. 1 to Dec. 17 to complete Closure tasks. Funding for this will be contained within the existing project budget.

BC #09401 Crit. 1 - Legal - File Management & Legal Specific Databases - No impact on current funding

Log #311 - Upgrade workstations from 64MB to 128MB

Legal users are experiencing severe memory shortages when running MS Word, Docs Open, and Time and Billing applications simultaneously. Given the long load time, and requirement for these applications to be used consistently all day, the Division recommends that all workstations be upgraded to a minimum of 128MB of memory. This will deliver performance equal to the performance prior to the project being undertaken. This change request identifies the requirement. Funding for this will be contained within the existing project budget.

BC #09401 Crit. 1 - Legal - File Management & Legal Specific Databases - No impact on current funding

Log #312 - This change request identifies the additional days required to complete the work.

The GroupWise 5.5 rollout caused a conflict with MS Word. This resulted in 6 extra person days being spent on problem resolution. Significant manual intervention (12 person days) was also required following each TNG "push" to correct all 184 Legal workstations.

BC #03501 Crit. 1 - Document Management - No impact on current funding

Log #313 - Extension of contract for two resource persons

- Project Manager 13 person days

- Programmer Analyst 23 person days

- Required for the completion of Clean Management Revisions and Signoff, Testing, Application Maintenance Agreement, Hard copy of Project Control Book organization and Wellness Check Co-ordination.

B.C.#29 - Management of City's Fuel Supply

Log #314 - Revise completion date of this project to November 17, 1999.

The project team has been asked to revise the completion date of this project from November 5 to November 17, 1999.

This project has been delayed for the following reasons:

- Keele Valley Land Fill site required more extensive trenching than planned.

- Installation subcontractor had difficulty getting his "locator" subcontractor to meet our schedule and this delayed 2 other installations.

BC ID #163 Crit. 2 - Corporate Communications - Web Application Testing - No funding required. Original funding identified in January, 1999 was $128,992.

Log #315 - This Change Request seeks permission to remove this business case from the Criticality 2 list.

The City of Toronto Internet Web Site provides a communication vehicle between the City and its global audience in an interactive format. The Intranet Web Site keeps City staff connected to what's happening in the City that affects them in many ways. The Extranet Web Sites connect the City to its new partners (TTC, GO Transit, etc.), providing access about their services. The web development tools utilized by Corporate Communications are standard tools used across the City of Toronto for web development.

The original business case submitted in January 1999 identified funding for testing of the shrink wrapped web development tools used by Corporate Communications. It has since been agreed that I&T will test the city-wide shrink wrapped web development tools as part of the Web Development Tools business case, and acquire any software upgrades necessary to become Y2K ready. Corporate I&T will test both the dynamic mapping tool and the news release applications deployed to the Internet. Once I&T has constructed a testing platform, Corporate Communications will test the Web based applications currently deployed by their department.

Since testing will be completed by internal staff working co-operatively with Corporate I&T within the Web Development Tools business case, and since testing funding has already been identified within the I&T business case, then there is no requirement for a formal, funded business case.

This is a resubmission to request reconsideration of funding for all City Clerk's Critical 1 Projects

BC #3001, 3201, 3202, 3203, 3301, 3302, 3901 - 3907 Crit. 1 Business Cases - City Clerk's - $297,305.

Log #s 268, 269, 271, 272, 273, 274, 275, 276, 277, 278 presented at the Steering Committee meeting of November 18, 1999.

On November 18, City Clerk's submitted ten Change Requests to obtain approval for a total of $297,305 in funding, and contract extensions for nine people in order to complete the required work on all City Clerk's Y2K projects. The Steering Committee approved the extensions, but not the funding.

These Change Requests are being resubmitted by the Division for reconsideration by the Steering Committee. The Division feels that the project staff worked very hard to meet their deadlines, and due to circumstances beyond their control, were delayed in meeting their objectives in time. Since the work was vital to completing the projects, these people were required to be retained until project completion. All projects are now in the closure process, and the Division requests the Steering Committee to reconsider their funding request.

The DPMO does not have funding for this, therefore the required funding would have to be allocated by the Steering Committee. The DPMO will support the decision of the Steering Committee.

Approved, under duress.

BC #2901 Crit. 1 - Fleet - Fleet Management - No funding required.

Log #325 - Revise completion date of this project to November 17, 1999

This Change Request is being submitted to update the Implementation date for this project from Oct. 29, 1999 to Nov. 17, 1999. The date slippage was caused by a delay in delivery of network services from Bell Canada.

BC #3202 Crit. 1 - City Clerk's - Legislative Services - Gaming Management System - No funding required.

Log #326 - Add Critical 1 Vendor to EP&A Business Case

This Change Request identifies the requirement to add Sun Microsystems, the vendor of NetDynamics, as a Critical 1 vendor. NetDynamics supports the Intranet portion of the Gaming System, and was tested for Y2K readiness.

BC #3904 Crit. 1 - City Clerk's - Records & Archives - RSMS System - No funding required

Log #327 - Add Critical 1 Vendor to EP&A Business Case

This Change Request identifies the requirement to add Metex Systems, the vendor of Gupta SQL, as a Critical 1 vendor. Gupta SQL is the database engine used with RSMS, and was upgraded to the latest version and tested for Y2K readiness.

BC #3907 Crit. 1 - City Clerk's - Records & Archives - VIMS - No funding required

Log #328 - Add Critical 1 Vendor to EP&A Business Case

This Change Request identifies the requirement to add VytalNet, the vendor of VIMS, as a Critical 1 vendor. VIMS is a records and archiving system used in North York, and was tested for Y2K readiness.

B.C.#37 - Help Desk Problem Tracking & Resolution

Log #330 - Remove Critical 1 vendor from EP&A Business Case

The Change and Problem Management System (CPMS) from Thoughtware Systems has been replaced by Computer Associates Unicenter TNG. Therefore, we no longer consider Thoughtware Systems to be a Critical 1 Vendor to our business operations and wish to replace them with Computer Associates Unicenter TNG as a Critical 1 Vendor.

B.C.#38 - Land Information Systems

Log #346 - Add vendor to Corporate Services vendor list

This Change Request is to add Orion Software, vendor of OnPoint software as a Critical 1 vendor. OnPoint software is a Year 2000 compliant "thin client" front-end Web Browser that will be used to access the Toronto Centre Line database.

B.C.#35 - Document Management - Legal Department - $11,700 within current budget

Log #347 - Extend resource person for the period of Jan.2, 2000 to Jan. 20, 2000.

The Division is requesting the extension of one project resource for 20 person days to accomplish the following:

- co-ordinate and perform Wellness checks and resolve problems after the date change over.

- modify API and Test to correct production problems encountered with Versatile and RIM interface after the freeze period has ended on Jan. 15, 2000.

- complete the knowledge transfer to Legal Systems Administrators.

- complete the knowledge transfer to Application Support Services.

The Change Request seeks approval of the above action plan. No additional funding is required.

BC ID#104 Crit. 2 - City Clerk's - Councillors/Mayor's Office

Requested funding $17,072.

Log # 304 - During the inventory and assessment phases of this project, additional Apple MacIntosh software was discovered that was not included in the original funding request of $346,083.

BC ID#169 Crit. 2 - I&T - Web Development ToolsRequested funding $36,730.

Log #353 - This change request seeks approval of these funds in order to fulfill its agreement to supply the Divisions with their software.

What was not clearly pointed out in the funding request in Change Request #251 was the fact that I&T had also agreed to purchase upgrades and replacement software packages for shrink wrapped web-associated software for I&T, Clerk's Corporate Communications, HR, Social Services, and the Zoo because they did not have business cases to capture the cost of this software. By collecting and consolidating City of Toronto requirements, it would be ensured that only Y2K ready versions would be purchased, as well as eliminate the effort required by each department to create individual Change Requests for submission to the Steering Committee.

BC ID#104 Crit. 2 - City Clerk's - Councillors/Mayor's Office - $2,277

Log #348 - Funding for software upgrades.

During the inventory and assessment phases, additional Intel-compatible software was discovered that was not itemized in the original Business Case. These software upgrades were initially believed to be free of charge, but they are not.

This Change Request identifies the requirement for $2,277 for the purchase of this software for Councillor's PCs.

BC ID#2801 Crit. 1 - HR - Integrated Disability & Claims Processing - No funding required.

Log #351 - Extend the contract of the Project Manager from Dec. 31, 1999 to March 3, 2000

The Integrated Disability Management and Claims Processing team is requesting permission to extend the contract of the Project Manager, from Dec. 31, 1999 to Mar. 3, 2000. This will allow for implementation of Phase 2 (processing problem corrections from the initial implementation) of the IDSM system implementation planned for Feb. 15, 2000, as well as ensure availability through all critical Y2K dates. It also allows HR to plan for circumstances beyond our control that may arise to effectively delay implementation. The Project Manager would also be involved in ongoing discussions with I&T concerning unresolved IDSM operational issues such as Service Level Agreement, operations responsibilities, etc.

The DPMO is recommending approval of this Change Request subject to further Divisional information.

BC ID#103 Crit. 2 - Clerk's - Secretariat Printing & Distribution - Requested funding $208,526

Log #308 - This Change Request seeks funding and permission to activate this business case.

This is a resubmission from December 8, 1999 reducing the initial project scope and funding required.

This new Critical 2 Business Case requires the purchase of a new version of Perl software compatible with MS Word. The MS Word documents will be converted to PDF format, then Perl will be used to build the links to the Internet. The estimated time for this effort to build the links, convert the MS Word documents to PDF, and test the system, is 10 weeks.

With regard to the testing required for Zylndex and Zyfind ($49K) and Appointment Data Base ($49.2K), the Division is willing to take these off the table for now, with the understanding that Clerk's Secretariat staff will perform tests on these systems themselves after Jan 1,2000. The Division may come back with a Change Request after these tests are performed.

$150,590 approved. $57,936 deferred.

B.C.#29 - Management of City's Fuel Supply

Log #354 - Delete Critical 1 Vendor from EP&A Business Case

The City of Toronto is no longer purchasing products from Enbridge (Consumers) Gas and, therefore, wish to remove them from the Critical 1 Vendor List.

B.C.#29 - Management of City's Fuel Supply

Log #355 - Change Critical 1 Fuel Vendors in EP&A Business Case

By decision of City Council, the fuel suppliers for the year 2000 will be Sunoco Inc. for the supply of unleaded gas and coloured diesel fuel, and Shell Canada Products for the supply of low sulphur gas and regular diesel fuel.

In the year 2000, the City of Toronto will not be purchasing products from Esso or Petro Canada as we did during the year 1999. We, therefore, wish to change our Critical 1 Fuel Vendors from Esso and Petro Canada to Sunoco Inc. and Shell Products Canada.

B.C.#29 - Management of City's Fuel Supply

Log #252 - Change Critical 1 Supplier of Natural Gas from Robinhood Taxi Ltd. To Beaver

Robinhood Taxi Ltd will no longer supply the City of Toronto with Natural Gas after December 31, 1999. Accordingly, Fleet Division would like to change the Critical 1 supplier of Natural Gas from Robinhood Taxi to Beaver. The following two locations for the supply of Natural Gas will be used:

Beaver Beaver

470 Sherbourne Street 548 Richmond Street East

Toronto Toronto

The two Beaver stations listed above are in the same proximity as Robinhood Taxi and, on the basis of travel time for Fleet vehicles, these two locations were chosen as a replacement for Robinhood Taxi.

B.C.#161 - Facilities Room Bookings

Log #361 - Facilities & Real Estate has decided not to consolidate these systems at this time. No funding will be required. This Change Request recommends removal of this business case from the Criticality 2 business cases.

B.C.#106 - Legal - Office Automation

Log #362 - This Change Request advises that Business Case #106 is no longer a requirement. The funding identified in January 1999 of $225,500 is no longer required.

B.C.#104 - Office of the Councillors/Mayor's Office (City Clerk's)

Log #377 - Extend the project end date to January 31, 2000.

The original business case details the method and effort required to ensure that the Council offices are Year 2000 ready. The overall approach of the Year 2000 team is to minimize interference with Council operations while ensuring that the offices will be Year 2000 ready.

During the detailed analysis of the installed applications, it became evident that more work effort in the software upgrade and database conversions would be required.

Project closure is underway and scheduled for completion by January 31, 2000.

B.C.#104 - Office of the Councillors/Mayor's Office (City Clerk's)

Log #379 - During the inventory and assessment phases, additional software was discovered that was not covered in the original business case. Add Team 98 to the approved vendor list.

The original business case details the method and effort required to ensure that the Council offices are Year 2000 ready. The overall approach of the Year 2000 team is to minimize interference with Council operations while ensuring that the offices will be Year 2000 ready.

During the inventory and assessment phases, additional software was discovered that was not covered in the original Business Case. The requirement to replace non-compliant software in one Council office was determined during the latter stages of the project. Therefore, this change request is required to add Team 98 to the approved vendor list. No additional funding is required. Year 2000 readiness certification provided by the company.

B.C.#s - All

Log #380 - Request approval of the contract extension for the Account Team Leader from February 1, 2000 to March 31, 2000.

The Corporate Services Departmental Project Management Office is managed by a Departmental Project Manager supported by an Account Team Leader and Quality Assurance Manager. The Account Team Leader assumed the responsibilities for the day-to-day activities of the Account Project Manager when the Corporate Services Departmental Account Project Manager left the project in November of 1999.

The cost of this extension is within the existing project budget. The end date of this extension may be sooner depending upon successful completion of Criticality 2 projects.

B.C.#s 35 - Document Management

Log #382 - Resource that was funded and used primarily for business case CS035-01 is now providing support, service and maintenance for the applications in business case CS094-01. We request that his funding be distributed accordingly.

During the month of February, the following tasks, 70% of which apply to business case CS094-01 will be undertaken.

· Complete knowledge transfer to Legal System Administrators

· Complete knowledge transfer to Application Support Services

· Modify and test API to capture additional information from Versatile system

· Finalize and test Oracle connection to Time and Billing Reports

· Assist with the installation and troubleshooting of legal-specific Y2K applications

· Resolve the conflicts that exist with different instances of Oracle versions installed on the same machine

· Assist with the required changes to move server LS2 onto a new segment

· Database maintenance of duplicate, orphan, or abandoned records due to poor data integrity in Versatile.

The DPMO recommends that this resource be extended to Friday Feb. 11, 2000. A Change Request was submitted on Dec. 23, 1999 requesting an extension from Jan. 1 to Jan. 31 to accomplish much of the above work. This Change Request was approved, and it was anticipated that this work would now be completed.

The Change Request seeks approval of the above action plan. No additional funding is required.

Recommend approval for extension to February 11, 2000 only.

B.C.#94 - File Management and Legal Specific databases

Log #383 - Approval for a resource to continue with the project for the period of February 1, 2000 through February 11, 2000. 30% of this time will be applied to business case CS035-01. This request does not require any additional funds.

Although all applications are Y2K ready and certified, there are still outstanding tasks that require the expertise and knowledge transfer of the above resource to successfully operate, maintain and troubleshoot issues that arise from the applications within this business case.

· Complete knowledge transfer to Legal System Administrators

· Complete knowledge transfer to Application Support Services

· Modify and test API to capture additional information from Versatile system

· Finalize and test Oracle connection to Time and Billing reports

· Assist with the installation and troubleshooting of legal-specific Y2K applications

· Resolve the conflicts that exist with different instances of Oracle versions installed on the same machine

· Assist with the required changes to move server LS2 onto a new segment

· Database maintenance of duplicate, orphan, or abandoned records due to poor data integrity in Versatile

The above efforts require that a senior programmer analyst be retained from February 1, 2000 through to February 11, 2000 (30% for business case CS035-01, 70% for business case CS094-01).

The funds required for the above resource will be derived from the existing two Y2K project budgets.

The DPMO recommends that a senior programmer analyst be extended to Friday Feb. 11, 2000. A Change Request was submitted on Dec. 23, 1999 requesting an extension from Jan. 1 to Jan. 31 to accomplish much of the above work. This Change Request was approved, and it was anticipated that this work would now be completed.

The Change Request seeks approval of the above action plan. No additional funding is required.

B.C.#s 35 - Document Management

Log #384 - The above efforts require that a senior programmer analyst be retained from February 1, 2000 through to February 11, 2000 (30% for business case CS035-01, 70% for business case CS094-01).

The following activities are still outstanding and/or have arisen due to Y2K:

· Complete knowledge transfer to Legal System Administrators

· Complete knowledge transfer to Application Support Services

· Modify and test API to capture additional information from Versatile system

· Finalize and test Oracle link to Prowrite

· Assist with the installation and troubleshooting of legal-specific Y2K applications

· Resolve the conflicts that exist with different instances of Oracle versions installed on the same machine

· Assist with the required changes to move server LS2 onto a new segment

· Database maintenance of duplicate, orphan or abandoned records due to poor data integrity in Versatile

The funds required for the above resource will be derived from the existing two Y2K project budgets (CS035-01 and CS094-01).

The DPMO recommends that this resource be extended to Friday Feb. 11, 2000. A Change Request was submitted on Dec. 23, 1999 requesting an extension from Jan. 1 to Jan. 31 to accomplish much of the above work. This Change Request was approved, and it was anticipated that this work would now be completed.

The Change Request seeks approval of the above action plan. No additional funding is required.

Economic Development, Culture and Tourism

B.C.#165 - Toronto - Association of Community Centres - $60,000

Log #345 - Expand scope to provide additional support for 10 Community Centre Boards for 10 Financial Systems Implementations, ACCPAC Training/Support and Contingency Plans to close their 1999 Year-end.

Assistance to the Toronto Association of Community Centre Boards (AOCC) including:

Harbourfront Community Centre, 519 Church Street, Scadding Court, Eastview, Centre 55, Applegrove, Ralph Thornton, Swansea, Cecil, Central Eglinton.

As part of a previous Change Request, we have provided Y2K compliant hardware and acquired upgrades for financial software where necessary to ensure the Community Centres are able to operate, provide services and track finances through the year 2000.

We are requesting funds to continue supporting the implementation for these Centres. As per the attached status, the cut over to the new system is not complete and the Centres will experience problems over the 1999-year end.

The Boards also request support from Finance to clarify questions that they have and requirements as to interfacing with Finance for Budget and Grants. They also request support from Audit to ensure any contingency actions are acceptable.

We also request clarification as to the ownership of this Business Case; whether it still should fall under EDCT, CNS or FIS.

Finance

B.C.#55 - Pension Administration - (-$3,200)

Log #185 - Amended - Delete non-critical vendors from EP&A vendor list

The vendors were originally associated with the Pension Administration business case, but have been re-evaluated and found not to be criticality 1 vendors as they will not cause injury, result in a major lawsuit, loss of revenue or impact the reputation of the city if they are not Year 2000 ready.

B.C.#60 - Investment Management - (-$3,200)

Log #197 - Delete non critical vendors from EP&A vendor list.

The vendors were originally associated with the Pension Administration business case, but have been re-evaluated and found not to be criticality 1 vendors as they will not cause injury, result in a major lawsuit, loss of revenue or impact the reputation of the city if they are not Year 2000 ready.

B.C.#52 - Payroll - (-$600)

Log #199 - delete non-critical vendors from EP&A vendor list - amended

The following vendors were originally associated with the payroll business case, but have been re-evaluated and found not to be criticality 1 vendors, as they will not cause injury, result in major lawsuit, loss of revenue or impact the reputation of the City if they are not Year 2000 ready.

Cumba

Lloyds of London

London Life

Manion, Wilkins & Assoc.

Mutual Life

It is the intention of Payroll to notify staff of any problem supplier and to initiate benefit service from another supplier. In addition, these suppliers report that they are already Year 2000 compliant or will be compliant by the end of September, 1999. In addition, the product Sync Up by I.T. vendor, Universal Data, is no longer used, so it can be removed from the list.

The following vendor provides mailing machinery. This contract is the responsibility of the city-wide facilities initiative. Bell and Howell. EP&A project manager has confirmed this transfer with the CWI facilities project manager.

B.C.#50 - Tax Collection- (-$200)

Log #214 - Delete non-critical vendors from EP&A vendor list

The vendors were originally associated with the Property Tax business case, but have been re-evaluated and found not to be criticality 1 vendors, as they will not cause injury, result in a major lawsuit, loss of revenue or impact the reputation of the City if they are not Year 2000 ready.

The following vendors are armoured couriers used to transport cash and cheques to the bank. The impact to the city of one or more of these vendors not being ready for the year 2000 is to switch to another vendor for cash delivery.

The vendors are Brinks Armoured Services and Loomis Armoured Services. There are other service providers that could be used if one or both of the above fail. In addition, deposits could be held for a period of time in vaults of the City.

The following vendors provide cash register services. These contracts are the responsibility of the city-wide facilities initiative: Ithaca, Quandrant Systems, Sweda Litton.

EP&A project manager has confirmed this transfer with the CWI facilities project manager.

B.C.#52 Payroll SAP - $40,800

Log #228 - Contract resources to conduct Y2K testing of SAP payroll.

Bring in SAP contract resources to do year 2000 testing and not impact current SAP schedules by using City staff.

Data Access/Retention for Finance - Funds to be determined.

Log #286 - Remediation and provision of access to Finance active historical data

Before the end of year 1999, all the unremediated systems will be deactivated. However, there are business needs that require access to the ACTIVE historical data on some of these old systems beyond January 1, 2000. For active data that requires inquiry access, work as required to convert the data to some kind of reporting tool, such as COOL or Viewdirect.

Justification: Data access to all the Active historical data is essential for the business to continue to operate on January 1, 2000 and beyond. Work has been started on some systems, but an overall estimated cost is not yet available. For data required for financial analysis, this information will be put in a database.

All Business Cases

Log #287 - Finance Mainframe applications to be retired.

The Finance Department requests that it be allowed to implement the SAP Accounts Receivable module on December 13, 1999. This is two weeks into the "hard freeze" that will start December 1, 1999.

Full year 2000 testing will be performed for the application and a readiness confirmation document produced as part of the preparation for implementation. Because of the lead time necessary to define, resource, program and test the application, this module could not be implemented before the beginning of the freeze period.

All Business Cases

Log #288 - Finance Mainframe applications to be retired

We recommend a modification to the standard "Confirmation of Retirement" for mainframe applications signoff form. Instead of having the Business Lead, Department Account Manager, Department Project Manager, Department Division Director and Department Quality Assurance Manager sign a sheet for each individual application, we recommend grouping the systems by Division and having a single summary sheet signed by the Department Account Manager, Department Project Manager, Department Division Director and Department Quality Assurance Manager, eliminating the business lead.

There are two reasons for this request:

1. At this stage in the process, we will get quicker turnaround of signoffs.

2. In some cases, so many systems have been replaced by a single system that the Director generally has the only good view of systems direction for a Division.

B.C.#52 - Payroll

Log #289 - Transfer software vendor from Finance to the Corporate I.T. EP&A vendor list.

The vendor Open Storage Solutions provided Seagate disk drives for use with the IBM RS/6000 server running the SFG payroll in the former municipality of Etobicoke. This vendor should be transferred from the Finance vendor list to the Corporate I.T. vendor list.

The vendor Lantronix provides the Rtel, ("reverse Telnet") software which allows hosts using TCP/IP to establish a session with a device attached to a terminal server port. Apparently this is used for the TES payroll system as well as by other City of Toronto UNIX servers that communicate with HP Laser Printers that do not have HP Jetdirect cards in them. This vendor should also be transferred from the Finance vendor list to the Corporate I.T. vendor list.

B.C.#N/A - Etobicoke Time & Attendance (Payroll)

Log #301 - Drop the Etobicoke Time & Attendance application from the Finance Year 2000 inventory of systems.

The Finance Department has a Criticality 2 application called Etobicoke Time & Attendance. Upon investigation, it has been discovered that Time & Attendance is part of the HR/OMI system, which is already being reviewed for Year 2000 readiness by the Corporate Services Department. To eliminate duplication of effort, we request that the Etobicoke Time & Attendance application be dropped from the Finance Year 2000 inventory of systems.

B.C.#62 - Tendering & Contract Management

Log #350 - Freeze exemption request

The Finance Department requests that it be allowed to implement the Tendering & Contract Management - Microsoft Word "Quotation" macros and related documents into production during the "hard freeze" period from December 1, 1999 to January 15, 2000.

This business case is for the conversion of macros and documents from Corel WordPerfect format to the new City standard word processor - Microsoft Word.

The Year 2000 testing has been performed and the Readiness Confirmation issued prior to the freeze period, however, the review of the converted documents took longer than anticipated and coincided with the freeze period.

B.C.#58 - Operating Budget Preparation

Log #319 - Freeze exemption request

The Finance Department requests that it be allowed to implement an enhancement to the Operating Budget Preparation - Debudas system on December 18, 1999. This is 2 weeks into the "hard freeze" that started December 1, 1999.

This enhancement will change the program codes in order to disable the overwriting of 1999 payroll fields when payroll data is imported from Excel templates.

The new functionality has been assessed for Year 2000 implications and there are none. Year 2000 testing will be performed.

B.C.#53 - Parking Tag Management

Log #320 - Changes to the Parking Tag Operations Banking System

On November 18, a Parking Tag Operations change request for funding a critical 2 application "Parking Tags Banking System" was approved for $3,060, based on a Remediation Factory quote.

Unfortunately, the solution proposed by the Remediation Factory will not run on the City of Toronto standard PC platform (Windows NT). Further analysis was performed and the system will be rewritten by the Parking Tag Operation themselves as an "end-user computing" Microsoft Excel spreadsheet. The revised solution will be created using 4-digit year dates and will be tested by the PTO area for Year 2000 readiness.

B.C.#53 - Parking Tag Management

Log #321 - Parking Tag Operations requests that a new report "Details Convictions From Infractions" be created.

The Parking Tag Operations section requests that a new report "Details Convictions From Infractions" be created for their application which as already received the Year 2000 readiness confirmation. The new report is mandatory for the Ministry of Transportation.

In addition, the report requires a new MTO_Fee field to be created and populated.

The changes have been assess using the Year 2000 Clean Management guidelines and found to have no Year 2000 impact.

B.C.#53 - Parking Tag Management

Log #322 - Merge the current IVR and ACD Synervoice servers into one machine for the Parking Tag Operations.

The Year 2000 Server Group has proposed merging the current IVR and ACD Synervoice servers into one machine for the Parking Tag Operations. This will allow for remote sites to have access to the call distribution centre and enable the hardware to be located at a single site - the 703 Don Mills data centre.

This is after the Year 2000 readiness has been issued for the Parking Tag Operation application. The Year 2000 Server Group will re-certify the single Synervoice server.

B.C.#59 - Capital Budget Preparation

Log #324 - Additional sort functionality on the "Captor" Capital Budget software has been requested by some Councillors.

Some Councillors for the Ward/Council Reports (P2-2, P2-3, P2-8 and P2-9) have requested additional sort functionality on the "Captor" Capital Budget software. Some additional upload and year rollover functionality has also been requested and is required before year-end.

The new functionality has been assessed for Year 2000 implications and there are none. Year 2000 testing will be performed.

B.C.#52 - Payroll and Benefits

Log #331 - Add software vendor to EP&A vendor list

During a review of vendors for the Banner Payroll System, 1 additional vendor was identified not listed in EP&A inventory. The vendor is John Poulet Cheque Writer Service Ltd which provides cheque printing software (Linkup Version 4.2) for Banner payroll system.

Finance is requesting the vendor John Poulet Cheque Writer Service Ltd to be added to the EP&A list for business case 52. The compliance letter for the vendor has been reviewed by EP&A and should be added to the list of approved vendors.

B.C.#s 56 & 52 - Accounting and Payroll

Log #332 - The Accounting Services and Payroll divisions wish to extend the running of the North York mainframe for the LGFS and CHRS systems in inquiry mode from December 15^th until December 24^th.

This will provide the Accounting Services staff an extra 9 days to complete year-end closing issues such as bank reconciliation, etc.

Approved without further extension.

B.C.#53 - Parking Tag Operations

Log #368 - Request a database field (CORXREF) in our CORMAST table be increased from 6 to 7 digits.

This is an urgent request as time is running out of CORXREF numbers and will not be able to produce any correspondence.

The changes have been assessed using the Year 2000 Clean Management guidelines and found to have no Year 2000 impact. (Clean management forms provided.)

B.C. Critical 2/3 TBD

Log #369 - Change in scope of Critical 2/3s

This change request documents the criticality 2 applications for the Finance Department. Only one of the criticality 2 applications (McClaren Topliss) has been approved at this time. The remaining are pending approval.

Since the original Finance Criticality 2 list was created, some of the systems have been moved to other departments or have been converted to end-user computing applications, which are out of the scope of the Year 2000 project.

The cost of testing/remediation of these applications has been absorbed by the Finance Year 2000 project and/or the business areas by using staff already on hand.

Pending Approval

Business Case Name	B.C.#	Partition #	Planned Completion Date	Comments
Water Rate Modelling	251	1	15-Jan-00	A CHR is pending to move this application to end-user computing
Daycare Providers Interface	252	1	30-Jan-00	To be tested by end of January
Leave Bank Administration	252	2	15-Dec-99	Will become a data retention issue, as system was retired
Time and Attendance	252	3	15-Dec-99	CHR #301 removes this partition from Finance to HR
PTO Bank Reconciliation	253	1	31-Dec-99	CHR #302 puts this partition into end-user computing
Preliminary Budget Forecast Systgem	258	1	15-Jan-00	Tested and Y2K certified, finalizing documentation
Bloomberg	260	1	15-Jan-00	Tested and Y2K certified, finalizing documentation

Previously Approved

Business Case Name	B.C.#	Partition #	Planned Completion Date	Comments
*McClaren Topliss	261	1	30-Jun-00	CHR #227 approved, to be remediated in 2nd quarter of 2000.

*McClaren Topliss interface for insurance system will be tested in the 2^nd quarter of 2000 when the new system is under review. The budget requested for this application ($10,500) will be transferred to the insurance project at that time.

B.C.#251 - Water Rate Modelling

Log #370 - Move this application to end-user computing.

The Water Rate Modelling application was originally written for the former Metro Toronto in SAS and was rated as a Criticality 2 application for the Year 2000 project. It has now been converted to Microsoft Excel and is categorized as End User Computing and, therefore, out of the scope of the Year 2000 Project.

B.C.#52 - Payroll and Benefits

Log #371 - Upgrade Banner Payroll system from 3.1.3 to 3.2.2.

The Banner Payroll system has to undergo a release upgrade from 3.1.3 to 3.2.2 in order to obtain year 2000 Revenue Canada T4 support, as well as vendor support for the product. The Banner Payroll system includes former City of Toronto employees.

The Clean Management assessment form indicates that there are no date impacts as a result of the system change. Year 2000 testing was performed and the upgrade is scheduled for January 24, 2000.

B.C.#52 - Payroll and Benefits

Log #372 - Add rates for Income Tax, Employment Insurance and Canada Pension to the Banner Payroll system for former City of Toronto employees.

2000 Revenue Canada rates for Income Tax, Employment Insurance and Canada Pension Plan have to be added to the Banner Payroll system for the former City of Toronto employees. The Clean Management assessment form indicates that there are no date impacts as a result of the system change.

Year 2000 testing was performed.

B.C.# Not Applicable

Log #373 - Seek approval to keep Revenue applications up for on-line inquiry to active historical data.

This Change Request seeks approval to keep some old Finance Revenue systems up for on-line inquiry as the short-term data access solution until reports are loaded into an on-line report viewing tool or other longer term data warehouse.

Before the end of year 1999, all the unremediated systems will be brought down. However, there are business needs that require access to the ACTIVE historical data on some of these old systems beyond January 1, 2000. For some of these systems, as a short-term solution, the Data Retention team has performed date-shift tests to allow read-only, on-line inquiry to the active data. The date format of the systems would remain as is, hence in some cases, 2-digit year may be displayed. As part of the solution, these date-shift-tested systems cannot be shut down until a longer-term solution is provided.

A spreadsheet is provided listing all Revenue application that have been date-shift-tested and need exemption from being shut down.

B.C.#52 - Payroll and Benefits

Log #374 - TES Payroll development team had to design, test and implement changes to provide production support in November 1999.

TES was originally the front-end system for the Metro/Scarborough Cyborg payroll and now interfaces with the Metro/Scarborough SAP payroll. After the baseline Year 2000 testing was performed, a number of critical changes were identified for the TES payroll system. As a result, the TES Payroll development team had to design, test and implement changes to provide production support in November, 1999. The documentation was forwarded to the Year 2000 team this week.

The changes include:

· Change interface from the Cyborg to the SAP Payroll system to coincide with the SAP implementation.

· Introduce SAP cost centres into TES system.

· Expand TES to include Scarborough Recreational employees.

· Enhance TES/TMS interface.

All changes were logged and assessed for Year 2000 date implications and tested as appropriate. Change logs and Year 2000 assessment forms are provided.

B.C.#52 - Payroll and Benefits

Log #375 - Implementation of a number of changes to provide production support during the freeze period.

As a critical, ongoing project in the midst of deployment, the SAP Payroll project had to implement a number of changes to provide production support during the freeze period.

Clean management assessment forms have been provided.

B.C.#59 - Capital Budget Preparation System (Captor)

Log #378 - Add a rollover function to show the 2000 budget and make cosmetic changes to Corporate Reports.

The Capital Budget system (Captor) needs to add a rollover function to show the 2000 budget and make cosmetic changes to the Corporate Reports. The attached Clean Management change log and Year 2000 assessment form document the changes.

B.C.#60 - Investment Management

Log #385 - Authorization for Desktop CWI to remediate a PC in Treasury

There is an unremediated PC located in the Treasury Division on the 5^th floor, East Tower, City Hall. This machine connects to all the banks and generates quotes and reports. The user requested this machine not be upgraded to NT last year because CIBC at that time was not NT compatible. CIBC is now NT compatible. In fact, there is an URGENT need to remediate the machine now because NT is needed to connect to the Royal Bank.

Approval of this change request will allow Desktop CWI to proceed with this remediation.

B.C.#s 56, 57, 63, 65 - Accounting, Purchase Order Processing, Material Management, Financial Reporting

Log #386 - Implement changes to provide production support during freeze period.

As a critical, ongoing project in the midst of deployment, the SAP FIS project had to implement a number of changes to provide production support during the freeze period.

Documentation of changes and Clean Management assessment forms have been provided.

Urban Planning & Development

B.C.#67 - Building Permits, Municipal Standards - Group 1

Log #221 - IBMS updates post-September 30, 1999

The IBMS project rolled out across the City from September 27^th to 30^th. IBMS is based on the package "AMANDA", rel. 3.4, from CSDC Systems Inc., but it is customizable to suit a given city's requirements.

This change request is to denote two key points:

a) that emergency fixes were made after the implementation to support the business, but only where customizable within the package (e.g. flow control, data validation). Note that all updates to the database are not customizable, as they are done through the core package itself.

b) That a new patch release for AMANDA will be tested and installed in November 1999 and that it WILL undergo Y2K testing as per standards. (This release will address critical improvements to response times for certain key processes.) Appropriate test cases will be retested under different date scenarios.

B.C.#109 to 114 - see below - $202,500

Log #290 - Funding for Critical 2s and 3s

UPDS has started work on the Criticality 2/3 business cases noted below. There was a change request (#156) approved in July, 1999 to initiate the work; this change request is to request the associated funding for these cases, estimated at $202,500:

#109: Building Permits, Municipal Standards, Urban Planning

-non IBMS $ 22,950

#111: Drafting & Design, Critical 3 30,375

#112: Building Permits, Municipal Standards, Urban Planning

-Group 3 110,025

#113: Geographic Information Systems 33,075

#114: Employment, Housing Information 6,075

$202,500

The vast majority of these systems are of "test only" nature. Such tests will be done with internal resources. The funding is to be used for potential backfill of these internal resources, as well as for funding package upgrades to Y2K-ready versions if necessary.

As well, note that (through Business Case 112), business cases #107, 108 and 110 were consolidated to the five business cases above; the funding has been allocated accordingly. (The total dollars matches the original submission of the Critical 2/3 from December, 1999.)

B.C.#112 - Building Permits, Municipal Standards, Urban Planning - Group 3

Log #291 - Merge Business Cases, move partitions

UPDS would like to make the following re-alignments of systems within the Critical 2/3 business cases to improve project management and organization and simplify reporting:

· Move the "Cordon Count" and "Regional Planning" (MTIS) Systems from business case 112-02 to 114-01.

· Change the name of business case #114 from "Employment, Housing Info" to "City Planning: Policy and Research" (this will reflect the more generic name, and is the name of the business function)

· Merge Business Case 107 as follows: Etobicoke's Desktop Publishing to 111-01; North York's Staff Admin. System to 109-01. (Bus. Case 107 is then left only with systems being decommissioned.)

· Also, one system has been added to 112-01 ("MTE Contact Database"). This is a shrink-wrapped application (Maximizer, from Multiactive Software).

B.C.#114 - Employment, Housing Information

Log #295 - Cordon Count Standalone Operation

The Cordon Count RDBMS is used to manage traffic count information. This system runs in an old FoxPro 2.6 environment, which is not Y2K-ready. UPDS has made a business decision to now outsource this function, however the cut-over will not occur until March, 2000.

Rather than invest in upgrading this product, UPDS requests to run this software on a standalone PC for the short timeframe until March. (Note: the application does not use any date functionality, and does NOT exchange data with other systems.)

B.C. #67 - Building Permits, Municipal Standard, Urban Planning

Log #296 - IBMS upgrade of CofA Functions

The UPDS Department requires that an emergency upgrade to the IBMS release (installed September 1999) be implemented to handle missing functionality in the Committee of Adjustment (CofA) area. This change request is to denote that it will be implemented after the December 1, 1999 freeze date. (The target date is the week of December 6^th.)

This patch upgrade will be Y2K tested prior to installation, and will only be implemented upon successful completion of those tests.

If not implemented in time, the City will incur costs in manual resources to handle CofA requirement, particularly as the department has a significant number of mailings to produce in December and January. There would also be significant risks in terms of liability issues if the information is not correctly assembled, and if not sent before pre-determined deadlines.

B.C.#69 - Licensing

Log #329 - Licensing "Picture Card"/Windows 98

The Licensing Division has a "picture card" component within the Licensing system that produces ID cards with colour photos (e.g. taxi drivers). Prior to the NT rollout in September, this component was running on a Windows 95 client.

However, since the NT rollout, the department has been experiencing numerous technical problems as the ATI card is not officially supported under NT. The vendor (ATI Technologies) recommends using Windows 95 or 98 (or wait for Windows 2000).

This change request has two purposes: 1. To request that this component be executed with Windows 98 in a stand-alone setup; and 2. To recognize that this install would occur on the December 1^st freeze deadline.

(Rather than go back to Windows 95, it is expected that the latest Windows 98 version would have fewer risks of any Y2K implications.)

B.C.#109 - Building Permits, Municipal Standards, Urban Planning - non-IBMS (City Planning)

Log #335 - Use of WP Macros at City Hall (Plan Examination)

The UPDS Building Division's Plan Examination area (located at City Hall) has a complex set of approximately 225 WordPerfect macros that cannot be convered to Word in time for the year-end deadline. This request is to document that an extension be given to this area to use WordPerfect 7 (Y2K-compliant with minor issues) for approximately 40 workstations and use it through to March 31, 2000. This will provide the department with sufficient time to receive training on Word macros and Visual Basic (required to build equivalent macros), and convert them as appropriate. (However, the majority of the complex macros will be converted via the PC Remediation Factory.)

Note: per Corel's website, WordPerfect 7 is Year 2000 compliant with minor issues (these issues should not affect the operation in UPDS).

B.C.#113 - Geographic Information Services (Building Municipal Standards Urban Planning Service Integration & Support

Log #336 - Y2K Testing of Shrink-wrapped Applications (West)

This request is for the UPDS West District Office (Etobicoke & York). UPDS department has verified the Y2K readiness status of the "off the shelf" applications contained in the business case 113-01 through vendor statements from the internet. All of these applications use the system dates only (no date manipulation).

This request is to forego formal Y2K testing for these applications and attach the compliancy statements for the products from the internet, for inclusion in the Project Control Book.

The products are: GIS and Drafting software - Intergraph Microstation SE/J, ImageViewer.

B.C.#113 - Geographic Information Services (Building Municipal Standards Urban Planning Service Integration & Support

Log #337 - Y2K Testing of Shrink-wrapped Applications (East)

This request is for the UPDS East District Office (Scarborough & East York). UPDS department has verified the Y2K readiness status of the "off the shelf" applications contained in the business case 113-01 through vendor statements from the internet. All of these applications use the system dates only (no date manipulation).

This request is to forego formal Y2K testing for these applications and attach the compliancy statements for the products from the internet, for inclusion in the Project Control Book.

The products are: GIS and Drafting software - ESRI Arc/Info, ArcView.

B.C.#113 - Geographic Information Services (Building Municipal Standards Urban Planning Service Integration & Support

Log #338 - Y2K Testing of Shrink-wrapped Applications (North)

This request is for the UPDS North District Office. UPDS department has verified the Y2K readiness status of the "off the shelf" applications contained in the business case 113-01 through vendor statements from the internet. All of these applications use the system dates only (no date manipulation).

This request is to forego formal Y2K testing for these applications and attach the compliancy statements for the products from the internet, for inclusion in the Project Control Book.

The products are: GIS and Drafting software - Intergraph Microstation SE/J.

B.C.#113 - Geographic Information Services (Building Municipal Standards Urban Planning Service Integration & Support

Log #339 - Y2K Testing of Shrink-wrapped Applications (South)

This request is for the UPDS South District Office (City Hall, Metro Hall and Commissioners' Office). UPDS department has verified the Y2K readiness status of the "off the shelf" applications contained in the business case 113-01 through vendor statements from the internet. All of these applications use the system dates only (no date manipulation).

This request is to forego formal Y2K testing for these applications and attach the compliancy statements for the products from the internet, for inclusion in the Project Control Book.

The products are: Intergraph MGE 7.1 on Microstation J.

B.C.#111 - Drafting & Design (City Planning)

Log #340 - Y2K Testing of Shrink-wrapped Applications (West)

This request is for the UPDS West District Office (Etobicoke & York). UPDS department has verified the Y2K readiness status of the "off the shelf" applications contained in the business case 111-01 through vendor statements from the internet. All of these applications use the system dates only (no date manipulation).

This request is to forego formal Y2K testing for these applications and attach the compliancy statements for the products from the internet, for inclusion in the Project Control Book.

The products are: Adobe Pagemaker, Photoshop, Illustrator, Acrobat distiller, Macromedia Freehand, Quarkxpress, Fontographer.

B.C.#111 - Drafting & Design (City Planning)

Log #341 - Y2K Testing of Shrink-wrapped Applications (East)

This request is for the UPDS East District Office (Scarborough & East York). UPDS department has verified the Y2K readiness status of the "off the shelf" applications contained in the business case 111-01 through vendor statements from the internet. All of these applications use the system dates only (no date manipulation).

This request is to forego formal Y2K testing for these applications and attach the compliancy statements for the products from the internet, for inclusion in the Project Control Book.

The products are: Adobe Illustrator, Adobe Photoshop, Mapinfo

B.C.#111 - Drafting & Design (City Planning)

Log #342 - Y2K Testing of Shrink-wrapped Applications (North)

This request is for the UPDS North District Office. UPDS department has verified the Y2K readiness status of the "off the shelf" applications contained in the business case 111-01 through vendor statements from the internet. All of these applications use the system dates only (no date manipulation).

This request is to forego formal Y2K testing for these applications and attach the compliancy statements for the products from the internet, for inclusion in the Project Control Book.

The products are: Adobe Pagemaker, Adobe Illustrator, Adobe Photoshop, Acrobat distiller.

B.C.#111 - Drafting & Design (City Planning)

Log #343 - Y2K Testing of Shrink-wrapped Applications (South)

This request is for the UPDS South District Office (City Hall, Metro Hall and Commissioners' Office). UPDS department has verified the Y2K readiness status of the "off the shelf" applications contained in the business case 111-01 through vendor statements from the internet. All of these applications use the system dates only (no date manipulation).

This request is to forego formal Y2K testing for these applications and attach the compliancy statements for the products from the internet, for inclusion in the Project Control Book.

The products are: Adobe Pagemaker, Adobe Illustrator, Adobe Photoshop, Acrobat Distiller.

B.C.#112 - Building, Municipal Standards, Urban Planning - Group 3 (City Planning)

Log #344 - Y2K Testing of Maximizer

The Transportation Planning Department has purchased the shrink-wrapped package "Maximizer" (Multiactive Software Inc.).

UPDS department has verified the Y2K readiness status of this "off the shelf" application contained in the business case through vendor statements from the Internet.

This request is to forego formal Y2K testing for this application, and attach the compliancy statements for the product from the Internet for inclusion in the Project Control Book.

Works & Emergency Services

B.C.# - All - $307,090

Log #122 - Costs to cover support for the desktop rollout across Works & Emergency Services

This Change Request is to request funds for project management and technical support activities related to the desktop rollout across all divisions of the Works & Emergency Services (WES) Department. WES has a substantial number of technical staff using a range of engineering, analysis and business-specific applications on their desktop machines and these need to be tested and reinstalled within the new desktop environment. The install base for these applications range from 100+ users (e.g. RACS) to highly-specialized single-user modules and packages. It is important that adequate planning and testing be carried out in advance of the rollout to ensure a smooth transition to the new environment for all users. Given the short timeframe within which many of the planning and testing activities are to take place, additional resourcing is required to ensure a successful rollout at each site.

WES staff and operations take place at over 150 locations dispersed throughout the City and, in addition to the basic equipment inventory, the specific application requirements of the users at each site need to be reviewed. Existing applications must be tested within the new desktop environment and any issues or problems addressed. An object of WES is to use the automated installation process wherever possible to distribute and install applications and this requires up front planning by WES staff with additional support from Y2K project resources. An outline of the activities that need to be considered and, possibly staffed, for each site is provided in the WES Desktop Rollout Task Template.

In summary, this Change Request will fund a small project team to co-ordinate the rollout activities on behalf of the Department, provide liaison between the users and Corporate desktop rollout project, identify and resolve potential issues and problems and provide additional technical support where appropriate. A weekly status report on the desktop rollout for the entire department will be submitted to WES IT management and the WES Y2K Project Office.

B.C.#73 - Traffic Control - $230,000

Log #67 - Transportation costs of converting the 7 traffic control signals operating under the AMSS to a Y2K ready system.

It is likely that the seven traffic control signals along Queen's Quay that are controlled by the AMSS will not function properly through the Y2K rollover. The conversion of the 7 traffic control signals on AMSS can be completed by the end of July, 1999 assuming that funds are made available to start the conversion process immediately.

B.C.#s 72 and 74 - Fire Suppression and Emergency Medical Services - $364,000

Log #216 - Extend M/4 Maintenance system to Fire and Ambulance Services

Fire Service and Ambulance Service Maintenance Systems were not included in scope of original Fleet Maintenance System business case. Executive management in both services are fully supportive of the move towards the Corporate standard to ensure a consistent amalgamated approach across the City. A proposal from Fleet Y2K Team gives estimated costs and schedule. WES is prepared to underwrite this initiative out of the WES Y2K Contingency Fund, since WES Business Case 72 (Fire Suppression) and Business Case 74 (Emergency Medical Services) have largely exhausted their approved funds.

Consolidated costs will be prorated at a ratio of 10:1 (10 parts Fire, 1 part Ambulance).

Only $364,000 is being approved for hardware, software and staff

B.C.#129 - Critical 2/3/4 Systems, Fire Division - $770,000

Log # 121 - Start work on criticality 2/3 systems with a targeting completion date of September 30, 1999.

B.C.129 - Fire Services Administrative Systems - $980,000

Log #189 - Replace previously criticality 4 systems.

Start work on additional criticality 2 and 3 (previously classified as criticality 4) systems that require a longer time to complete.

B.C. #98 - Critical 2/3 applications and integrated systems used by Transportation Services - No new funding required.

Log #257 - Costs to cover Y2K testing and remediation of Critical 2/3 transportation applications and integrated systems.

Funds are requested to support the Y2K testing and remediation effort for the critical 2 and 3 applications and integrated systems used by Transportation Services. These systems support key transportation business functions in the areas of traffic management, roads operations and transportation planning. Whenever possible, a consolidation of strategies is being employed. Examples include:

· Collection and analysis of traffic data including volumes, speeds and accidents

· Investigation of requests and complaints related to traffic, pedestrians and other users of the road system

· Street operations, street lighting systems and transportation engineering systems

· Permitting, by-law enforcement and tracking of other road use activities

Systems identified as Critical 2 and 3 systems in Transportation Services cover a wide range of business and technical functions. The scope of these functions include:

· Traffic management applications and information supported by the Transportation Systems section (e.g. TBITS, Road Information System ("Roady", streetlighting management)

· Traffic management integrated systems and hardware supported by the Transportation Systems section (e.g. Traffic counters - Road Tubes, Gretch Boards, RESCU)

· Road operations applications and data at each of the districts (former municipalities) including infrastructure inventories and asset management applications

· Traffic analysis and planning applications at each of the districts including traffic signal timing, highway analysis and engineering and other modeling applications.

This is the second change request issued for Business Case 98. The initial request provided funding to cover two specific activities:

1. initial investigation and district inventories

2. test-support for the mainframe-based permit parking system

Summary of Business Case 98 Costs

CR#	Item	Amount
45	Initial request	$78,645
257	Final submission	$451,000

Total Change Request	$529,645
Business Case: Transportation Services Division prepared December 17, 1998	$511,380

B.C.#126 - Administrative Service, Business Support Communications, Customer Service, Financial Service, Information Technology (Support Services) - $121,335 - Completion date of March 3, 3000. The funds required are already included in the pre-approved funding.

Log #349 - The existing Docuplex system (including software and hardware) is high 2 criticality and is not Y2K compliant. The vendor can supply and install an NT version fully Y2K compliant (and running on the Metro-standard NT).

· The Xerox Docuplex system is a document-scanning application used by the Technical Services division. Currently the system is used to scan documents into ".tif" file format for a variety of departments within the City of Toronto.

· Our Year 2000 investigation of the system showed that it is not Y2K compliant: the Sun Sparc II Workstation on which the Xerox Docuplex software is running, as well as the software itself, are not Y2K compliant. The 88840-D printer and 885 controller were also found to be non-Y2K-compliant . Our initial assessment resulted in the conclusion that we only needed certification but, after further investigation, we discovered that Xerox would not certify the software as Y2K compliant.

· Xerox has developed a Y2K version of the Docuplex software that is Y2K compatible. The version runs on an NT environment that is a Metro-standard operating system.

· The plan is to implement this version and make it operational and fully Y2K compliant before the end of 1999.

· Total funding required is $121,335 with the new targeted completion date of March 3, 2000.

B.C.# 72 - Fire Suppression

Log #364 - Application software upgrade

Etobicoke CAD system vendor GEAC Public Safety announced a new release 5.01.B.1 for Y2K compliance in November, to be available by December 1, 1999. There are changes to the system that makes it mandatory for Etobicoke to apply the new release prior to January 1, 2000.

B.C.#129 - Fire Services Administrative Systems

Log #365 - Revise the implementation date of Emergency Incident Reporting System (EIRS) to January 21, 2000.

The original training plan was to train the District Chiefs and let them train and support the Captains after the training. This plan has been found to be not working due to the difficulty in bringing the Captains to the training program. The revised training plan is to train a key person in each district as trainers and support and only as many Captains as they can schedule their time to come to the training program. This process will take another 4 weeks ending on January 7, 2000. The planned implementation date is now revised to January 21, 2000.

The Y2K risk will be mitigated as follows:

- North York and Scarborough have no Y2K issue because they simply switch from one paper form to the other.

- Etobicoke and York have no Y2K issues because their current systems have been certified to be Y2K compliant. The contingency is to submit the incidents on paper forms to Toronto Fire Services Data Entry for input to EIRS.

- East York will stay with their current system till the end of 1999 and then submit the incidents, in the new paper forms, to Toronto Fire Services Data Entry for input to EIRS until the completion of the cutover.

- Toronto will stay with their system till the end of 1999. In January 2000, they will stop the FAR system, but continue to use their Computer Assisted Dispatch System (CAD), which is Y2K compliant, to capture incident data. The plan is to develop an interface to download the data from CAD to the EIRS server until the completion of the cutover. The contingency is to submit the incidents on paper forms to Toronto Fire Services Data Entry for input to EIRS.

B.C.#129 - Fire Services Administrative System

Log #366 - Extend implementation date of Uniform Management System until January 9, 2000.

The Uniform Management System has been remediated to bring it to Y2K compliance. Coding and system testing is complete.

Due to time constraints on the user regarding higher priority work items, the user has requested that the completion of User Acceptance Testing on this system be deferred until January 2000.

This document requests to change the implementation date to January 9, 2000. The user has confirmed that this system will not be used in production until the remediated system is implemented.

B.C.#129 - Fire Services Administrative System

Log #367 - Extend implementation date of North York Prefire Plan system changes until February 10, 2000.

The North York Prefire Plan dBase IV system has been remediated to bring it to Y2K compliance. Coding and system testing is complete.

Due to time constraints on the user regarding high priority work items, the user has requested that User Acceptance Testing on this system be deferred until February 2000.

This document requests to change the implementation date to February 10, 2000. The user has confirmed that this system will not be used in production until the remediated system is implemented.

B.C.#s 70 to 78, 98 and 123 to 129

Log #381 - Extension of QA Manager to March 31, 2000

The Project Quality Assurance Manager has been imbedded within the WES Year 2000 Project Team since commencement of the project in August 1998.

The QA process has been and still is an essential and integral part of the Business Plan Process from inception until completion of the project. The QA Manager is responsible for ensuring that all the documentation is completed, responsible for ensuring that all the sign-offs have been achieved and that all the documentation is filed correctly. Therefore, he must remain until the final team member leaves the project.

Recommend approval within the existing budget as of January, 2000.

City Wide Initiatives - Servers

B.C.#86 - Server - Midrange - $27,500 from project budget

Log #297 - Millennium test bed required.

Due to numerous last minute requests from the business units on test servers, plus the business units also demanding much longer testing period, the original plan of redeploying test servers as contingency servers during year 2000 transition cannot be realized. This situation is more severe for Sun servers.

It is, therefore, recommended that one Sun server (model E250) be acquired to be used as a contingency server during year 2000 transition and a permanent test server afterwards.

B.C.#36 - Corporate Data Management - $607,500

Log #84 - This business case to be transferred to Business Case #86 - City Wide Initiatives - Servers, Midrange.

B.C.#86 - City Wide Initiatives - Server - Midrange

Log #352 - Last-minute server certifications

Due to various application or data migration delays, the following 10 to-be-decommissioned servers are now required to be certified:

3 Tax servers relocated from North York

3 fax servers

1 P&R server

1 GIS/LIS server

2 HFA remote site servers.

All these servers are currently being certified and are expected to be year 2000 ready by December 31, with the exception of the GIS/LIS server (in Scarborough) which will be temporarily disconnected from December 30, 1999 to January 2, 2000. Y2K software patches will then be applied to this server on January 3^rd.

B.C.#170 - Data Retention - HR Processes - $392,800

Log #317 - Activate a new Critical 1 Business Case for Data Retention - HR Resources

This Change Request is for the funding of the Data Retention Team to provide business continuity to the Human Resources Division by ensuring that all identified "active" historical electronic data is retained as per retention requirements identified by the Department/Division, and is accessible using the appropriate tools.

B.C.#171 (New) - Server Hardware for Capital Projects - $6,250,000

Log #360 - Fund hardware for SAP, IBMS, PTO

City Wide Initiatives - External Partners & Agreements

B.C.#79 - City Wide Initiatives, External Partners & Agreements - $16,000

Log #114 - Contingency Planner for Partners & Agreements

The City of Toronto Year 2000 Project Office requires all City-Wide Initiatives to develop a contingency plan to mitigate all potential risks, damages and losses resulting from the Year 2000. This Change Request is to externally hire a Year 2000 Contingency Planner for a maximum period of 20 days. This consultant will be housed off-site for the duration of this task.

B.C.#79 - City Wide Initiatives, External Partners & Agreements - $600

Log #302 - Add software vendor to Corporate I.T. EP&A vendor list.

Please add Sybase to the EP&A vendor list as the vendor of Powerbuilder application development software. This software is used by a number of projects within the City of Toronto and is considered corporately supported I.T. software.

Project Management Office

B.C.93 - Project Management Office - Communications and Training - $40,000.

Log #334 - To implement advertising campaign of Y2K Communications strategy (New Year's Eve) - What to expect on New Year's Eve.

For advertising, end of December with TTC, Hydro, TDHC, Police, Fire and Ambulance. 4 daily newspapers and Metroland.

B.C.#91 - Project Management Office - $60,000

Log #282 - Management of Year 2000 documentation and files - March 2000 - March 2001

There is a need to keep all Year 2000 documentation and files for due diligence and legal requirements that may arise in the new year. It is requested that the Program Assistant to the Y2K Project remains on an Alternate Rate to manage this Library and that a clerk be retained to help catalogue and manage files as required for the Year 2000. Facilities Management has already been contacted to get a room to hold all Year 2000 documentation. Therefore, funds in the amount of $60,000 is required to cover the Alternate Rate and the salary of a clerk 3.

B.C.#91 - Project Management Office - $1,500,000

Log #292 - Staff Retention Plan

Staff retention plan in accordance with original recommendation in the November 1998 Council Report.

B.C.#91 - Project Management Office - $260,000

Log #29 - Request an additional contingency planning resource for City Wide Initiatives

The original resource complement of six (6) was set because of the 6 City Departments. This resourcing plan does not allow the necessary resource to cover the City Wide Initiative Y2K Program which has 11 critical business cases.

This request is for one (1) additional resource for the Y2K-PMO Contingency Planning Group, so that we can extend coverage to the City Wide Initiative Business Cases.

B.C.#91 - Project Management Office - $800,000

Log #34 - Office space set up

Office space available to house the Y2K team did not meet the team's requirement. The Y2K Project Office will be working with Facilities Management to implement the necessary modifications to provide a suitable working environment.

Conclusion:

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

Wanda Liczyk

Chief Financial Officer and Treasurer

Contact:

Lana Viinamae, Director Year 2000