Item 6e Memo
PORT OF SEATTLE MEMORANDUM COMMISSION AGENDA Item No. 6e Date of Meeting June 23, 2009 DATE: June 17, 2009 TO: Tay Yoshitani, Chief Executive Officer FROM: Linda Strout, Deputy Chief Executive Office Peter Garlock, Chief Information Officer SUBJECT: Hummingbird to SharePoint replacement project REQUEST: Request for authorization for the Chief Executive Officer to approve all work, purchases and contracts including: advertise, award, administer, prepare, execute and amend any and all necessary service agreements for the SharePoint Records and Document Management System project in an amount not to exceed $800,000. SYNOPSIS: Replace the current records and document management system (Hummingbird) with SharePoint in order to resolve technical problems, improve functionality, and reduce operating costs. BACKGROUND The Port of Seattle has a statutory obligation to archive, protect, and retrieve information relevant to our operations. Examples include: electronic and printed documents related to projects, leases, contracts, general correspondence, Commission meeting agendas, minutes and resolutions, and email. In 2003, the Port purchased and implemented a state of the art document and records management software application called Hummingbird. Over the last several years, new workplace collaboration tools have increased the complexity of compliance with records management statutes. To make matters worse, over the ensuing six years, the company that developed the Hummingbird system was sold to a competitor who has failed to keep pace with rapid advances in the technology used to create, revise, and store digital information or to provide adequate technical support for the product. This has caused Hummingbird to become incompatible with the latest versions of our office automation applications. In addition, as technical and functional limitations have increased, Hummingbird operating and support costs remain very high. PROJECT DESCRIPTION AND SCOPE OF WORK Project Statement Improve statutory compliance, increase functionality, and lower operating costs by replacing Hummingbird with SharePoint for records and document management. COMMISSION AGENDA T. Yoshitani, Chief Executive Officer June 17, 2009 Page 2 of 4 Project Objectives Reduce operating costs - Eliminating Hummingbird will save $1.5 Million in software license fees over a 5 year period. The Port already owns Enterprise licenses for SharePoint. Increase functionality and provide an easy to use solution - SharePoint will enable the Port staff to easily save, store and retrieve records and documents from any source. The user interface is intuitive and faster than Hummingbird. Easy integration with other systems - SharePoint is compatible with the Port's office automation applications and has advanced features to capture, manage version workflow, archive, and easily retrieve documents and records. Scope of Work Configure Sharepoint tool to support policies and organizational procedures. Migrate data from Hummingbird into SharePoint. Develop and implement a system to replace the Account and Procurement Services Invoice System (APSIS) currently built on the Hummingbird Platform. Develop a comprehensive communication and training plan. Implement test and production infrastructure to support the new SharePoint environment. STRATEGIC OBJECTIVES Moving to SharePoint supports public understanding, environmental stewardship, and airport and seaport vitality. Strategy Alignment Enhance public understanding and support Improves transparency by providing of the Port's role in the region a simple tool to save and search records and documents, providing improved document and records retrieval. Exhibit environmental stewardship through Reduces paper waste by enabling our actions groups to share documents and work collaboratively in an on-line environment and enhances records archival and disposal functions. Ensure Airport and Seaport Vitality Reduces operational costs by $1,500,000 over 5 years. COMMISSION AGENDA T. Yoshitani, Chief Executive Officer June 17, 2009 Page 3 of 4 ALTERNATIVES CONSIDERED/RECOMMENDED ACTION Recommended: Replace Hummingbird with SharePoint for records and document management. SharePoint, already owned by the Port of Seattle, will provide significant maintenance savings. Sharepoint is fully integrated with Microsoft Office 2007 and users are comfortable with the look and feel of Microsoft office products. Not Recommended: Continue using Hummingbird for records and document management with limited functionality and continued high operating costs ($278,000/year). FINANCIAL IMPLICATIONS Budget/Authorization Summary Original Budget $500,000 Budget Transfers $300,000 Revised Budget $800,000 Previous Authorizations Executive $0 Current request for authorization $800,000 Total Authorizations, including this request $800,000 Remaining budget to be authorized $0 Project Cost Breakdown Port Labor $126,000 Hardware $172,000 Software $45,000 Professional Services $364,000 Sales tax 9.5% $19,000 Contingency 10% $74,000 Total $800,000 Source of Funds This project is included in the 2009 capital budget and plan of finance as a $500,000 committed project, CIP C800322. Upon authorization, $300,000 additional funds will be transferred from Infrastructure Small Capital CIP C800009 to account for the infrastructure costs required for this project. The source of capital funds is 64% Airport Development Fund and 36% General Fund. COMMISSION AGENDA T. Yoshitani, Chief Executive Officer June 17, 2009 Page 4 of 4 Financial Analysis Summary: CIP Category Renewal/Enhancement Project Type Technology Risk adjusted Discount rate 7.0% Key risk factors NA Project cost for analysis $800,000 Business Unit (BU) ICT Effect on business performance Reduction of Operations Costs IRR/NPV 5 Years 46.5%/$501,000 CPE Impact NA ECONOMIC IMPACTS An investment of $800,000 today can be used to implement this proposal in less than 10 months Our analysis shows a breakeven point in third year after project completion $501,000 5 year Net Present Value PROJECT SCHEDULE Commission Approval June 2009 Design/Development Begins July 2009 Deployment Begins January 2010 Project Completion April 2010
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