For information
on 2 August 1999


Purpose

This paper reports on the latest position of Year 2000 compliance and rectification progress on critical systems in Regional Services Department (the Department).

Critical Computer Systems

2. There are 10 critical computer systems in the Department. Manpower costing about $2M, and $200,000 worth of hardware and software, have been incurred in system Y2K fixing.

3. The Tuen Mun Golf Centre Booking System (TMGCBS) provides the counter booking and self-service booking functions at the Tuen Mun Recreation Sports Centre. As at end July 1999, the TMGCBS was confirmed to be compliant with verification test completed by late 1998. As contingency measure, in case of system malfunction, we would switch to manual booking mode for the facilities booking at the centre and ensure that services provided to the public will not be disrupted.

4. The Library Automated System (LAS) provides automated library services, online public access catalogue searching services for public library users through Internet connection, and also provides Internet and Telephone renewal service. As at end July, the LAS was found to be "non-compliant but tolerable by user", with verification test completed by mid 1998, since some of the administration reports use 2-digit year display format and most of the hardware would require clock reset on 1 January 2000. As contingency measure, in case of system malfunction, we would switch to manual operation mode with the aid of standalone personal computers (PCs) at our libraries and ensure that services provided to the public will not be disrupted.

5. The Personnel Management Information System (PMIS) keeps records on staff related information, provides on-line screen retrieval and report printing facilities. As at end July 1999, the PMIS was confirmed to be compliant with verification test completed by March 1999. As contingency measure, in case of system malfunction, we would switch to manual operation mode to handle staff records.

6. The Financial Information System (FIS) keeps records on miscellaneous financial related information, provides on-line screen retrieval and report printing facilities. As at end July 1999, the FIS was confirmed to be compliant with verification test completed by March 1999. As contingency measure, in case of system malfunction, we would switch to manual operation mode with the aid of standalone PCs to retrieve and process financial information.

7. The Annual Estimates System (AES) gathers annual budget information (including revenue and expenditure) from budget officers in the Department, and provides various accounting and budget information reports. As at end July 1999, the AES was confirmed to be compliant with verification test completed by March 1999. As contingency measure, in case of system malfunction, we would switch to manual operation mode with the aid of standalone PCs to retrieve and process the annual budget information.

8. The Five Year Forecast System (FYFS) gathers budget information (including revenue and expenditure) for the current and next four years from budget officers in the Department, and provides accounting and budget reports. As at end July 1999, the FYFS was confirmed to be compliant with verification test completed by March 1999. As contingency measure, in case of system malfunction, we would switch to manual operation mode with aid of standalone PCs to retrieve and process the annual budget information.

9. The Market Stall Demand Notes System (MSDNS) provides demand notes to market stall tenants. As at end July 1999, the MSDNS was confirmed to be compliant with verification test completed by March 1999. As contingency measure, in case of system malfunction, we would switch to manual operation mode with the aid of standalone PCs to retrieve and process the related information.

10. The Planning Information System (PIS) keeps information for minor and capital works cash flow, provides on-line screen retrieval and report printing. As at end July 1999, the PIS was confirmed to be compliant with verification test completed by November 1998. As contingency measure, in case of system malfunction, we would switch to manual operation mode with aid of PCs to retrieve the related information.

11. The Cemeteries & Crematoria Management System (CCMS) keeps information about coffin, burial, body & bone cremation etc., provides on-line screen retrieval and report printing. As at end July 1999, the CCMS was confirmed to be compliant with verification test completed by June 1999. As contingency measure, in case of system malfunction, we would switch to manual operation mode with the aid of standalone PCs to retrieve and process the related information and ensure that services provided to the public will not be disrupted.

12. The Regional Council Computerized Booking System (RCCBS) provides booking service for recreational programmes & facilities as well as cultural facilities operated by the Department. As at end July 1999, the RCCBS Mark I system, both in terms of hardware and software, was confirmed by the vendor in July 1998 as non-compliant, and would only be made compliant at an extremely high cost. This factor, together with the risk of the solution proposed by the vendor, led the Department to decide to procure new hardware and software under Mark II. An open tender for Mark II was called in October 1998. The lead-time required for processing the tender means that the contract could only be awarded, with approval of the Provisional Regional Council, in late April. As a result, the roll-out date cannot fall before 30 June 1999. It is now projected that the new system, which is Y2K-compliant, will be rolled out by end October 1999. As a contingency measure, in case of system malfunction, we would switch to manual booking mode for the facilities booking at the centre and ensure that services provided to the public will not be disrupted.

Critical Embedded Systems

13. There are in total 100 critical embedded systems of which 16 were found to be non-compliant. Rectification work was completed before mid-May 1999. An amount of $1.6M was incurred on equipment upgrade/replacement.

Critical Line Communication Systems

14. Of the 10 critical systems, 2 were identified as non-compliant: the Automated Telephone Enquiry System and the PABX system at Regional Council Building. By end of June 1999, upgrading and replacement of these 2 systems were completed. An amount of $550,000 was incurred on equipment upgrade/replacement.


Regional Services Department