November 30, 1998
LEADERSHIP TEAM MEETING
Commissioners' Conference Room - 9:00 - 11:30 a.m.
PRESENT: Commissioners Steve Cornacchia, Ellie Dumdi, Bobby Green, Sr., Peter Sorenson (conference call), Cindy Weeldreyer; Bill Van Vactor, Steve Carmichael, Jan Clements, Chuck Forster, Jim Gangle, John Goodson, Doug Harcleroad, Gary Ingram, Rob Rockstroh, Pat Rogers, David Suchart, Teresa Wilson, Paul White, David Garnick, Tanya Heaton, Mike Moskovitz and Rick Schulz. Zoe Gilstrap, Recording Secretary.
1. APPROVAL OF MINUTES
The Minutes of January 22 and March 31, 1998 were unanimously approved.
Van Vactor gave a brief overview of the PERS issue. He explained that the substantial increase in rates would have a big impact on Lane County. He distributed a spreadsheet showing the hit Lane County will take next year.
Van Vactor also noted that everything is on track for the financial section of the Peoplesoft conversion to "go live" tomorrow.
2. TQM REVIEW ON THE LANE COUNTY YEAR 2000 PROJECT
Van Vactor introduced Tom Cohn of TQM Consulting, Inc., an independent consultant. Van Vactor briefly discussed the conversions of Assessment and Taxation and the financial systems, emphasizing that Y2K issues include much more than applications. He said after reading the TQM review, it was his understanding that Lane County has fallen behind but could get back on track within 90 days with appropriate attention to the TQM recommendations.
Cohn walked them through the project review (see material on file). He highlighted nine danger areas:
1. Application programs written by Lane County that have two-year digits and will need to be changed to four-year digits.
2. Trickling down of hardware and operating systems to other areas and countries. Cohn stated that cascading of technology would create a huge problem globally.
3. Thirdparty software and Y2K compliance definition. Cohn stressed the need to renew maintenance agreements.
4. Testing of networks, operating systems, application and hardware.
5. Data and the need to be able to reconstruction pre-millenium data in a post- millenium context. He said there might be a need to find a way to recreate archived data.
6. PCs, networks and chips. Cohn explained that there is a bug in many Intel-based PCs that can cause computers to boot up to 1/4/80. He also said that employees, on their own, could make a PC not compliant by loading software. Cohn stated that it is the responsibility of departments to keep items compliant.
7. External linkages at the cities, LCOG, banks, utilities as well as international interfaces. Cohn stressed the need to find out who Lane County is doing business with and how they are doing with Y2K compliancy.
8. Remember manual processes such as time clocks and rubber stamps.
9. Executive liability as far as who gets sued. Document everything.
Cohn stated that as far as compliance, there is need to worry if something has a plug or battery; displays date or time; uses date, time, intelligence (chip), common sense, or measurements/monitoring; is part of a network or has a daylight saving time automatic preventive modules. He said the question to ask is "what is the consequence of failure". Cohn then discussed security systems, waste management, PBX, phone switches and HVAC systems. He said Lane County needs to make telephone, gas and electric companies accountable by getting briefings as to where they stand.
Cohn then reviewed the "green light" observations (see material on file). He noted the positive steps taken by Lane County such as moving to a client server.
As far as the "yellow light," Cohn stated that Lane County is better off than most organizations because it is not as big. He said he is glad to see that Lane County is getting new computers and that they have implemented a PC replacement fund. Cohn remarked that he sees a need for more communication as far as who is responsible for compliance in each department. He stressed the need for some type of a centralized, organized process for compliance. Cohn emphasized that even new computers need to be tested.
Cohn stated that there should be standard language in place when buying new items to the effect that the new item needs to be compliant. He said to make sure a warranty is in place and that if a product is tested for compliance, it will be at no charge. Cohn said to make sure the warranty gives a 24-hour service. He stated that if the County signs an agreement without these things, the reasons for doing so should be documented.
Cohn said that if there are any other systems Lane County is thinking about replacing, to do it now. He stated that hardware should be compliant before testing to determine if problems are from a hardware or software bug. Other suggestions included having a liaison for LCOG and postponing "nice to haves" but not necessary things.
Cohn then discussed "red light" issues. He stressed having a weekly management team status report on Y2K. He also suggested either bringing in Pricewaterhouse Coopers or have a full-time project manager with a project team that can work on this on a daily basis. Cohn said they should have a carefully structured communication plan. He also emphasized the importance of keeping morale up.
Cohn stated that he is worried about inventory, noting that people need to be aware of where to look for chips. He said he could give websites for lists of compliance but said Lane Countys list will match maybe 80% and stressed that he does not want Lane County to miss that other 20%. Cohn emphasized that Lane County must be able to defend their inventory process and, if something is missed, it was not because of negligence. He stated that, when asked about the Year 2000 process, to give legal responses.
Cohn stated that they also need a central file for all letters sent to vendors responding to injuries about Y2K. He said the same applies to suppliers. He said there needs to be contingency planning for what to do if there are failures. Cohn stressed the need for more resources and reorganization of the project team.
Van Vactor noted that Rick Schulz, Management Analyst, is the project manager. Jim Marks, Applications Manager, was appointed the technical resource, with Jeff Seldon, Infrastructure Manager, and Dara Boush, User Support Manager, helping. Van Vactor stated that most non-year 2000 projects would be delayed and postponed. He said departments need to raise projects now for discussion. Sheriff Clements stated that they are bringing in a new jail addition with substantial work for Information Services (IS). Van Vactor suggested contracting out. Clements stated that this is an enormous workload. Doug Harcleroad, District Attorney, stated that DACMS has to go on line, noting that the database is not 2000 compliant. Gary Ingram, Director, Information Services, said some applications on the mainframe need to be addressed. Van Vactor noted that a lot of work has been already been done and distributed Lane Countys Y2K inventory listing. He said departments need to make Y2K a priority and assume responsibility. Van Vactor stated that he does not want departments to say it is IS's problem.
Van Vactor asked for assistance in creating a mission for the Board to authorize. He stated that he would like to see the Board exercise discretion. Green stated that it is important to have more work sessions on this issue. Weeldreyer and Dumdi stated that they are very comfortable with what has been outlined this morning. Sorenson asked that Y2K status reports become a formal process. Van Vactor responded that Schulz would be making those reports. Van Vactor stated that if the Board accepts TMQ's recommendations, they would set up a formal report and list the names of persons in charge of each task. Van Vactor said he would prepare an agenda item, which may include additional dollars. Green asked to see the general fund implication as far as where the money will come from in Van Vactors agenda item.
There being no further business, this meeting adjourned at 11:00 a.m.
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