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BOOK 97 PAGE521 field for the year. Once the year 2000 arrives, any calculations using the year will result in incorrect results. For instance, calculations that require determining the difference between the years 2000 and 1999 will attempt to subtract `99' from `00', resulting in `-99' rather than `1'. The current computer hardware, Operating system, and programs must be upgraded, converted, and rewritten to adapt to four positions for the year. This problem is not unique to our business. Most, if not all systems in use today will require similar changes. Re=nse Time The system response time has progressed -to an unacceptable level for our internal and external customers. With the upgrade, we expect an 80% reduction in our average response time. allay now • We must address the date issue now so that the staff has adequate time to make the necessary changes. • IBM has sent notice that they will not be providing upgrades and conversions for our current computer and operating system after October 31, 1996. Based on IBMs' past practices, this notification will be followed sometime in the future with a notice discontinuing hardware and software maintenance. • Waiting until after the cut off date to upgrade, we will loose our trade-in value and current trade-in pricing. We would be forced into paying `off the shelf pricing for a new system. • Replacing our current system with something from another vendor would not be economical. The cost of purchasing the replacement hardware would have to be added to the total cost of replacing miles of installed cabling, terminals, application programs, communications equipment, etc.. Proposed Solution I believe that the current computer and operating system should be upgraded. Based on a price quote from IBM, it will cost $198,745 to upgrade and install the computer hardware and operating software. This upgrade includes an additional 1.1 gigabytes of storage and an increase in memory of 160 megabytes. Since our current data files will require expansion to satisfy the required date changes from the current two bytes, we will need additional storage space. Currently, the computer has 14.9 gigabytes of total storage. Of that 14.9, 64% is consumed. We will need 41% to 50% of additional storage, 1.7 gigabytes for the upgraded operating system, 0.5 gigabytes for the application programs, and 4 to 6 gigabytes to expand our current dates. My staff will be examining existing programs and data storage to identify changes that they can make to provide additional storage capacity. As a side benefit, the new computer will be half the size of the existing computer and weigh 100 pounds as opposed to 300 pounds. $160,045 Upgrade system 29,000 Operating system software upgrade —9,300 Installation services $198,745 Total Computer System Upgrade Cost RECOMMENDATION I recommend that the Board of County Commissioners authorize an increase to my budget of $198,745 for the upgrade of the computer and operating software. 30 MARCH 12, 1996