HomeMy WebLinkAboutTR-81-98
DN: TR-81-98
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,
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeti ng:
General Purpose and Administration Committee
File#
Date:
November 2, 1998
Res # 6 py:::)- 5(7/- C;zr.
Report #:
TR-81 -98
By-law #
Subject:
Year 2000 Status Report
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report TR-81-98 be received,
2. THAT the Year 2000 Committee report back to Council once an action plan has
been developed, and
3. THAT Council authorize the Treasurer to contract services on a one year basis, in
the systems division to assist in Year 2000 installations/conversions including the
geographic information systems implementation (G.I.S.), and
4. THAT the funds required for year 2000 compliance, approximately $50,000 to
$65,000 be approved from the Working Funds Reserve #2900-1-X.
Background:
1.0
As Council is aware, both through Treasury Report TR-50-98 (Attachment A) and the
1997 Audit Report and Management Letter TR-78-98, Municipal Staff are in the
process of addressing the year 2000 compliance issue. The Region of Durham has
recently approved a budget of $2 million towards year 2000 compliance.
1.1
A cross departmental committee has been established including representation from
the Library and Museums. An impact awareness session has been scheduled for the
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REPORT NO.: TR- 81-98
PAGE 2
committee on November 5, 1998 and the committee will develop an action plan at
that time. Consultants have been retained to review with the committee areas of
,
concern. At this point the review is for the purpose of developing the action plan
and critical path.
1.2 The year 2000 issue affects all areas and systems, not just computer systems and the
intent of the committee is to do a comprehensive review and identification process
to identify year 2000 problems and address those problems. Attached is
correspondence from the Ministry of the Solicitor General and Correction Services
(Attachment B) emphasising the importance of year 2000 compliance in the
Municipality's public safety and emergency preparedness responsibilities.
Comments:
2.0 As many of the year 2000 problems are centred around information technology,
there is a substantial investment of manpower required to review all systems,
correct deficiencies, and if necessary, replace software.
3.0 A Major initiative undertaken by the Municipality, approved by Council, is the
implementation of a Geographic Information System. The GIS system will replace
many "legacy" database systems corporation wide thereby contributing in a major
fashion to our year 2000 compliance efforts. The G.I.S. will integrate existing
programs from all departments including development charge levy analysis, tax,
letters of credit, roads infrastructure and development tracking. Other software
requiring replacement due to year 2000 Compliance includes Fire Department
dispatch software and Community Services facility scheduling software. Both of
these systems are crucial to the operations of the departments and are major
installations. Although the capital cost of the software has been approved in the
1998 budget, due to the increasing demands in the systems area (ie. Vailtech tax
software, internet, etc), there is not sufficient human resources available to ensure
implementation of all the applications on top of G.I.S. It is therefore critical to
devote sufficient resources to the establishment of this system over the next 12 to
14 months.
3.1 G.I.S. software employs an Oracle database. Both of these components are very
complex and new to the Municipality. The Municipality currently lacks hands-on
expertise in these areas. The GIS Committee is supportive of the necessity for
additional staff in the systems division.
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REPORT NO.: TR- 81-98
PAGE 3
Conclusion:
4.0 The Committee will update Council before year end to provide information on the
Municipality's action plan and any anticipated costs associated with the year 2000
review.
4.1 Due to both the complexity of the Geographic Information Systems implementation
and the additional requirements for year 2000 it is recommended that a one year
contract position to be authorized to assist the corporation to effectively ensure the
Municipality is in a position to meet compliance. It is recommended that the funds
required be approved from the Working Funds Reserve. It is anticipated that
approximately $50,000 to $65,000 will be required for year 2000 issues including
the consultant, some software, and the contract position. Although not anticipated
at this point, any specific software requirements that have not yet been factored into
the three year budget plan, identified by the consultants, will be reported back to
Counci I and identified in the 1999 budget.
Respectfully submitted,
Reviewed by,
~a~
arano, H.BSs., A.M.C.T.,
Treasurer
~
W.H. Stockwell,
Chief Administrative Officer.
NT /MAMlpp
Attach.
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Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
(
1.
THAT Report TR-50-98 be received for information.
BACKGROUND AND COMMENT
1.0 The Municipaiity of Clarington is in the process of addressing the year 2000
compliance issue. The Treasury department is coordinating the effort to ensure that
the date sensitive systems are year 2000 compliant. To date the focus has primarily
been on the technology and the financial systems.
2.0 3C Complete Computer Consulting Inc. is currently working to ensure our
computerized accounting systems are year 2000 compliant. As outlined in the
correspondence in Attachment A, the expected completion date of the
modifications to the accounting applications is October 1998.
3.0 The new system installations in 1998 that are the tax collection system and the
G.I.S. system are both year 2000 compliant. As indicated in the Vail tech news
release, Attachment S, Vailtech's new software release accomodates a 4 digit entry
for the year. This is the release the municipality is currently using.
4.0
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T;he municipality currently uses ScotiaPay Plus for the payroll services. Per report
TR-17-98, approval was given to staff to commit to ADP Canada's AutoPay system
which is fully year: 2000compliant.~ ~-- - - - --- ~~-----
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REPORT NO.: TR-50-98
PAGE 2
5.0 Over the summer months the Treasury department will co-ordinate with the other
departments to identify all other 'date sensitive' systems and review them ~to ensure
they are year 2000 compliant. This will allow the municipality to provide
uninterrupted service into the new millennium.
Respectfully submitted,
Reviewed by,
'"
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fie Marano, H.BSs., A.M.C.T.,
Treasurer
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W.H. Stockwell,
Chief Administrative Officer.
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Attach.
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ATTACHMENT "A"
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MlJj~:CIPii!.lT'o' or CLARi.uTON
FlrJANCF
DISTRIBUTION 1
ORIGINAL: file
Wednesday, June 03, 1998
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1.1) Payrr.1I elk I
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Marie Marano
Treasurer
Municipality of Clarington
40 Temperance Street
Bowmanville, Ontario
LIC 3A6
Marie, as per our conversation regarding your Accounting Application Software for the year 2000.
This letter is to serve as notification that 3C Complete Computer Consulting Inc. has started the
modifications to the following Accounting Applications,
General Ledger
Accounts Receivable
Acr--Ounts Payable
Purchase Order
The modifications and testing are expected to be completed by the end of October with
implementation in November of 1998.
Marie, if you have any questions please do not hesitate to call me at 1-905-882-2111.
Sincerely,
/r~~~
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Tony Pereira
11 Sims Crescent
Uml
Richnond Hill, Ontario
Canada L481C9
Tel. (W5) 882-2111
Fox. (905) 882-2116
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ATTACHMENT "B"...... · ...
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!\\ VAIL TECH NEWS
Year 2000 Compliance
The municipality's Vailtech accounting applications run on an Unix operating system an<! an
lnformix database. The Informix database sotlware acts as the repository of all data generated by
Yailtech applications Within the applications. wIlere it liscs a two (2) digit data entry field for
the year, the application scnds the two (2) digits to Infomlix for storage. When encountering a
h....o (2) digit year. Informix will prefix the digits with "19"'. When a user enters the digits <<98"
within a Vaiilech application, the Infonnix database will store the digits as !<1998", ^ problem
will occur if a llser enters a two (2) digit year as "00". InCormix v,ill store "00" as "1900".
Graphical SoftwarE
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To alkviate the situation described above. Vailtcch will release new versions of its softwar~ to
maintenance cllstomers, modifying any two (2) digit entries for year to four (4) digits. In the new
releases users will be required to enter "1998-- instead of<<98", or "2000" instead of"OO". This
change has already been made in some applications such as the tnfonnix~ba.<;cd Tax system.
Plca~c remcmber that Vailtech applications arc only one component of your computer
environment, and that your maintenance support agreement only covers new release~ for
Vailtech applications. Vailtcch cannot comment on the year 2000 compliance of the system's
<.lperating system, or database. The municipality mw;t ensure that their version of infonnh will
interpret a four digit year correctly.
Vailtech continues to develop its new graphical, client servcr applications which run in stnndard
networked environments, mosl particularly Microsoft NT server, Microsoft NT client. Windows
'95, and Oracle. Vailtech's graphical Tax system is now operational in sixteen (16) large Ontario
municipaliiies ranging in population between 50.000 to over 300,000 people. Vailtech's
clienl;server, graphical applications tire supplied as a no~chargc upgrade for l11ainlenancc
custol11ers, plea5/~ nOle that as~ociatcd costs such as c<.tnversi<.lIlS services. installation services,
training ~cr\"ic.c~, etc.. will be billed.
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Challges fo Tax Systef1l/or LegMat;l'c C1taltges
^ two (2) day "Tax Legislation Work:'ihop" was held in Ottawa on March 26 and 27, 1998. The
workshop wa..o; hosted by Vailtech and was attended by a cro~s section of Tax system U$ef$. Both
the Infonnix-based ta:o< system and the client/server version are being modified in order to
comply \vith the legislative changes. Vaille<.:h will delivcr new versions of the Tax system to
mainlen,lnce I:ustomcrs by the end ofMuy. 1998. At lhe same lime as the version re1eas~,
Yailtech \\'i11 oITer it's customers a standard tax bill print Should the municipality not \\ish 1<.'
use the s:andard tux hill print and wishcs to llse it's own design, please contact Vailtcch so \yc
may program a custOI11 bill print. Programming for custom hill print~ is a chargeable selyice
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For more information, please contact Vailtcch 31 (613) 224-5 Ill.
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ATTACHMENT B
Ministry of the
Solicitor General and
Correctional Services
Emergency Measures Ontario
19th Floor
25 Grosvenor Street
Toronto, ON M7A 1Y6
Mlnlstere du
Solllclteur general et des
Services correctlonnels
Mesures d'urgence Ontario
1ge etage
25, rue Grosvenor
Toronto, ON M7A 1Y6
LV) Vllldr IU
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Telephonefr elephone:
Facsimilefr elecopieur:
(416) 314-3723
(416) 314-3758
September 25, 1998
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DISTRIBUTION
ORIGINAL: tile
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2} Acco';",l3nt --f--
3) Pur '.~Qr
4) Payroll CI~ I
5) Tax Call.
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File reference !Reference:
W H Stockwell
CAO
The Municipality of Clarington
40 Temperance Street
Bowmanville, Ontario
LIC 3A6
MUNICIPAlITY OF CLAkl.':ciTON
FINANCE
Dear Sir, Madam:
As you know, the Government of Ontario has designated Year 2000 (Y2K) compliance as a top
priority. Of particular concern to the Government is the possible impact of the Y2K challenge on
community public safety. This includes any possible disruption to essential community services
and any impact on a community's ability to respond to a major emergency or to implement their
community emergency plan. I am writing, therefore, to underline the importance of dealing with
Y2K issues in a timely manner and to stress that Y2K compliance and emergency
preparedness and response is the responsibility of each community.
One of our key goals is to raise Y2K awareness among all communities as we continue our own
Y2K preparedness activities. The Year 2000 issue arises from the fact that many computers,
computer software and microprocessors found in information technology and technologically
dependent equipment use only the last two digits of a year to store dates and may therefore not be
able to interpret dates after 1999. This could result in these systems failing to operate properly or,
possibly, ceasing to function at all prior to or after December 31, 1999. Local systems which
may be vulnerable to the Y2K challenge and which may affect public safety include but are not
necessarily limited to: community utilities, telephone systems, transportation systems, medical
facilities, emergency dispatch systems, community emergency operations ceptres, etc.
The Ministry of the Solicitor General and Correctional Services, which is responsible for
overseeing public safety across the province through its operating branch, Emergency Measures
Ontario, is undertaking a number of projects to have its own mission and business critical systems
Y2K compliant at the earliest possible date. We will be working to ensure that systems critical
to public safety, such as the Provincial Operations Centre, are functioning on January 1,2000.
71-9206069-053 (10/97)
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In fact, the Provincial Operations Centre will be staffed before, after, and on the eve of the new
millenium. We will also be working to ensure that Ministry telecommunications, computers,
buildings, service providers, and supplier chains are able to function following the
commencement of the year 2000.
In addition to the analysis, conversion and testing of all systems, the Ontario public safety system
will be developing comprehensive contingency plans so that all of its divisions and business units
will have appropriate arrangements in place in the unlikely event that system failures do occur in
spite of all best preventative efforts.
I would encourage your community to investigate and assess the hazards to public safety posed
by the Year 2000 challenge. Further, I would encourage your community to prepare contingency
plans and arrangements where it seems that there may be a disruption to essential community
services or to your ability to respond to a major emergency. The Year 2000 challenge should be
viewed as more than an "information systems" issue and I invite you to share this letter with
senior management and your emergency measures coordinator.
Emergency Measures Ontario will be contacting all communities shortly to determine their state
of emergency preparedness for the potential hazards posed by the Year 2000. To assist us in this
task, we ask you to identify a Y2K emergency preparedness contact and notify us by Friday.
October 23. 1998. Please fax or phone @ Tel: 416-314-8614 or Fax: 416-314-8656 with the
following information:
· name and title of contact responsible for Y2K emergency preparedness
· telephone number
. fax number
. contact's mailing address
. e-mail address [if applicable]
Please note that you may have received information through other Provincial contacts as part of a
coordinated and comprehensive effort to raise awareness of the Y2K challenge with all
communities. This letter is intended to supplement the information you have already received
and focuses on the issue of public safety. In the meantime, if you would like further information
on Y2K and emergency preparedness, contact any of the following:
Derek Lancaster
Year 2000 Contingency Planning Officer
Emergency Measures Ontario
Tel: 416-314-8604
David Fowler
Year 2000 Technical Advisor
Emergency Measures Ont2.rio
Tel:416-314-8624
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Further information:
The following Internet sites may be of interest to you in order to gather general Year 2000
information:
http://www.year2000.com Peter de Jager's site.
htto://www.vear2000.com/v2kgame.html Calm down article by Peter de Jager
http://ow2.netcom.com/-helliott/OOfnns.htm "Mother of All Year 2000" Link
http://www.cba.orgfGate.asp - Canadian Bar Association
http://www.http://strategisjc.gc.ca/year2000 (Industry Canada)
htto://www.cfib.ca (Canadian Federation of Independent Business)
http://www.itac.caloolicy (Information Technology Association of Canada)
http://www.canjbm.com/year2000 (IBM Canada)
htto://www.cinderella.co.za (Cinderella Project web site)
Thank you for your attention to this important matter.
Yours sincerely,
W.D. (Doug) Ha.rrison
Deputy Director and
Year 2000 Project Manager
attach.
cc: A.D.M. Public Safety Division
Superintendent Chris Lewis, Commander
Emergency Management Bureau, OPP
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