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HomeMy WebLinkAbout1998-12-16-Y2K-rpt.pdf os( \O ;777/4 \ 3 40 an APRIL 19' 4FXINGS0‘.4 MEMORANDUM TO All Lexington Employees FROM The Year 2000 Committee DATE December 16, 1998 SUBJECT The Year 2000 Problem Y2K A committee has formed to address the anticipated Year 2000 (Y2K) Problem. For those of you not familiar with Y2K, it is the inability of many computers and devices with embedded chips (or microchips) to handle dates correctly when the year changes from 1999 to 2000 The Y2K problem is the result of a purposeful decision made a number of years ago to store memory in only two digits. Dates were stored with six digits instead of eight, for example 01/01/99 instead of 01/01/1999 Computers may recognize 01/01/00 as the year 1900 or may fail to recognize it properly resulting in failed systems Additionally, other dates such as 9/9/1999 may cause operational discrepancies. What does this mean to Lexington? All software, hardware and equipment that rely on embedded process controllers (microchips) may not be Y2K compliant. Microchips can be found in an array of items from elevators to telephone switches, traffic lights, electric utility substations, as well as standard office equipment. The following provides an abbreviated look at what systems could be impacted by computers that fail to function properly when January 1, 2000 arrives • Billing, record-keeping, payroll, tax collection and similar systems • Building systems, such as fire, security and HVAC • Traffic control devices • Communication systems general and 911 Emergency Response Systems • Emergency vehicles for police and fire • EMS equipment • Sewage pump stations • Water treatment systems • Electric utilities Please be aware that, based on current understanding, only a small percentage of vulnerable systems will have Y2K-related failures. The Challenge of government and business, including the Town, is to find and fix the problem systems. Year 2000 Team— It is best that Lexington address this problem comprehensively from a centralized fashion and begin to share information and resources To this end, the Y2K Committee has been created to continue, to intensify and to organize the work the Town has already begun on Y2K. The Committee is comprised of the following staff who has either been involved in their respective departments or has expressed an interest in addressing the challenges we face • Steve Corr, Police Department • Bill Hadley, Department of Public Works, liaison Middle Staffing Group • John Moynihan, Lexington Public Schools • Connie Rawson, Cary Memorial Library • Vic Rivera, MIS Department • Karen Simmons, Recreation Department, liaison Senior Management Team • Beth Anne Sobieszczyk, Town Manager's Office, Point Person& Staff Support • Peter Torode, Fire Department And You - The role of each employee is vital to the success of the project. We need and appreciate your help Every Department Head has assigned a representative to internally address the Y2K issue This person and others are currently in the process of conducting an inventory of all equipment within your Department that may not be Y2K compliant. After that they will be working with the Committee to put in place appropriate remediation measures. Please be advised that the Y2K Committee, your Supervisor, or the Departmental Representative may be asking you to assist them in helping your Department work on Y2K related tasks. If this work conflicts with your normal duties,please speak with your supervisor so that priorities can be established. Regarding any information or questions you may have or receive 1 ) If you come across any information or questions regarding the Y2K compliance status of any particular system or function within your Department,please forward this information to your Departmental Representative 2 ) Due to the fact that there are serious potential liabilities for the town(like any other business), it is imperative that no employee answers any questions or surveys regarding the town's preparedness for the Year 2000 problem. Instead, please forward all Y2K preparedness questions and surveys to Beth Sobieszczyk, the Y2K Point Person, in the Town Managers Office (x.278) The Y2K Committee can then review the questions and address them under advisement from the town's legal counsel Additionally, if you have any questions, concerns or suggestions please forward them to Beth Anne If it is possible to send it via email, click"Y2K"in the "TO"box as an outgoing message We ask for your patience and cooperation in this very important matter We will do everything we can to minimize the extra effort required, but this problem can not be solved without your cooperation. Thank you, The Y2K Committee