R99-121 ACCEPTING THE PROPOSAL AND AUTHORIZING THE EXECUTION OF AN AGREEMENT

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MANAGEMENT SERVICES DEPARTMENT �'I.aYAGE�IENT I�FORJLaTION SER�ICES DIVISION I�'TEJtOR.��DC?Jt No. 99-14 July 28, 1999 NIEVIOR��IDUM FOR: Honorable Mayor and City Council FROM: James L. Williams,Jr., City Manager Rolanda A. Johnson, Assistant.City M nager � � David S. Johnston, MIS Director� SUBJECT: Status Report on Y2K/Consultant Services for Y2K Purpose: This memorandum is provided to: II 1) inform Council concerning the status of the City's preparations for Year 2000-related impacts on ciry computers and operations; and 2) secure Council approval of an agreement with George S. Olive consultinQ services to complete our Y2K efforts. Background: In the 1950s and 60s, when computers were making their debut in the business world, software programmers were confronted with the momentous decision of how many digits to include when referencing the calendar year. In those days, computer storage and computer processing space ("memory") were in short supply and quite expensive. Fewer digits meant lower storage costs and more efficient processing. Little did the decision makers recognize the long-term implications of their choice. By deciding to use only the last two digits of the year, they set a precedent which has subsequently created a longer-term dilemma now confronting society. Because oriQinal computer software code was developed using only two characters to represent the year(e.g., "97" rather than "1997"), when a computer identifies the "00" for the year 2000 it may recognize the year as 1900. Software may simply fail to operate. Or software may represent dates inaccurately or produce inaccurate results. The Year 2000 date change has far-reaching implications on virtually every business, institution and individual in the developed world. Unless system applications are converted to become Year 2000 ready, transaction dates for such vital business processes as ordering and billing could be misread and misinterpreted. Elevators could stop. Ventilation systems could malfunction. Airplanes could be grounded. Checking accounts could be closed. The staff of the City of Decatur began preparations to avert a Y2K-related crisis beginning in Fiscal Year 1995-96.