PORT OF SEATTLE 
MEMORANDUM 
COMMISSION AGENDA               Item No.      5b 
Date of Meeting      June 8, 2010 
DATE:    May 20, 2010 
TO:      Tay Yoshitani, Chief Executive Officer 
FROM:    Wendy Reiter, Director Aviation Security and Emergency Preparedness 
Peter Garlock, Chief Information Officer 
SUBJECT:  Time Clock System Project  CIP# C-800387 
REQUESTED AMOUNT: $380,000   SOURCE OF FUNDS: Airport Development Fund 
SALES TAX: $7,500 
ACTION REQUESTED: 
Request authorization for the Chief Executive Officer to approve all work and contracts including
executing and amending any and all necessary contracts and service directives to purchase and
implement information technology (IT) hardware and software for the Time Clock System Project in
an amount not to exceed $380,000. This project is being authorized in accordance with Section 5
Resolution No. 3605. 
SYNOPSIS: 
This IT project will competitively procure and implement a commercial time clock system that will
accurately capture and track time and attendance for approximately 230 employees in Aviation
Security and Airport Operations organizations at Seattle-Tacoma International Airport (the "Airport"). 
Currently, paper time cards in a variety of formats are submitted weekly by employees, reviewed by a
supervisor, and manually entered into the Peoplesoft Time and Labor system. 
The American Payroll Association (APA) studies estimate that between 3% and 10% of payroll costs
are lost due to errors and lost time. Using a conservative estimate of 3% as well as savings from
automation and the elimination of paper, benefits are estimated at over $330,000 annually which are
primarily from productivity improvements. 
This project was included in the 2010-2014 capital budget and plan of finance as a business plan
prospective project within CIP# C-800066, AV/IT Small Capital Projects. The budget will be
transferred to CIP# C-800387, Time Clock System. 
BACKGROUND: 
Aviation Security and Airport Operations organizations use a variety of time and attendance tracking
methods utilizing paper time cards for their staff. To improve efficiency and ensure accuracy, there is a
desire to automate the capture of time and attendance information using biometric readers placed

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
May 20, 2010 
Page 2 of 4 
throughout the airport in locations close to work areas and web-based interfaces on some computers. 
Current Local 9 ILWU contracts, for Airport work teams, contain language allowing for
implementation of this system. 
Studies were completed by the APA on the benefits of moving from a manual, paper-based time card
process to an automated time clock system. Following are the results of these studies. 
Card Audit Savings  The average time to audit one paper time card is 7 minutes compared
with an estimate of 1 minute after automation. 
Lost Time Savings  The average lost time for each employee is estimated with national data at
49 minutes per week. Lost time is accumulated from long breaks or tardiness. 
Elimination of Errors  There is an error rate of between 1-8% of total payroll in companies
that use traditional timecards.
PROJECT DESCRIPTION AND SCOPE OF WORK: 
Project Statement 
This project will competitively procure, and install a Time Clock System that accurately captures and
tracks time and attendance as well as develop an interface to the Port of Seattle Peoplesoft Time and
Labor system to eliminate data entry duplication. 
Project Objectives 
Accuracy  Accuracy will be increased by reducing unauthorized leave time and tardiness and 
eliminating inflated hours due to rounding.
Go "Green"  Printing and paper costs will be eliminated. 
Efficiency  Efficiency will be increased by improving time card review and reconciliation 
process and eliminating duplicate data entry into the Port Peoplesoft Time and Labor system. 
Analytics  Having an automated tracking system that generates metrics will assist with the
management of attendance, absenteeism, tardiness, and overtime opportunities as well as allow
managers to analyze trends.
Growth opportunity  Purchasing an application that is flexible enough to handle a large
number of employees will allow it to be used by other Port teams in the future. 
Scope of Work 
Competively procure a Time Clock system through an RFP process. 
Install time clock devices in strategic locations across the airport. Installation will be completed
by Port Construction Services. 
Develop an interface from the Time Clock System to the Port Peoplesoft Time and Labor
system.

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
May 20, 2010 
Page 3 of 4 
STRATEGIC OBJECTIVES: 
This project supports the following Port strategies: 
Ensure Airport and Seaport vitality: Benefits from elimination or reduction of errors, manual
efforts, data entry duplication, and lost time is estimated at $330,000 per year based on APA 
studies. These benefits are primarily in productivity improvements. 
Be a High Performance Organization: Automation of time cards will increase organization
efficiency and focus on high-value activities. 
FINANCIAL IMPLICATIONS: 
Budget/Authorization Summary: 
Original Budget                                           $380,000 
Budget Transfers                                              $0 
Revised Budget                                         $380,000 
Previous Authorizations                                          $0 
Current request for authorization                                  $380,000 
Total Authorizations, including this request                           $380,000 
Remaining budget to be authorized                                   $0 
Project Cost Breakdown: 
Port of Seattle Labor and Contractors                              $242,500 
Vendor Implementation                                    $20,000 
Software Licenses & Hardware                                $60,000 
Contingency ~15%                                     $50,000 
Tax 9.5%                                            $7,500 
Total                                                 $380,000 
Recurring Cost Breakdown: 
Port of Seattle Labor                                            $22,000 
Software License and Maintenance Fees                            $6,500 
Total                                                  $28,500 
Source of Funds: 
This project was included in the 2010-2014 capital budget and plan of finance as a business plan
prospective project within CIP# C-800066, AV/IT Small Capital Projects. The budget will be
transferred to CIP# C-800387, Time Clock System. The source of funds is 100% Airport Development
Fund. 
Financial Analysis Summary:

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
May 20, 2010 
Page 4 of 4 
CIP Category                       Technology 
Project Type                        Technology 
Risk adjusted Discount rate               7.0% 
Key risk factors                        NA 
Project cost for analysis                   $380,000 
Business Unit (BU)                   Aviation Security/Aviation Operations 
Effect on business performance            NA 
5 Year NPV/IRR                   $811,000/78.5% 
CPE Impact                      Less than $.01 - no change from forecast
as this project was included in business
plan forecast 
PROJECT SCHEDULE: 
Commission Approval                June 2010 
Time Clock System Implementation         July 2011 
Peoplesoft Interface                     July 2012 
Project Completion                    July 2012 
The schedule for Peoplesoft Time and Labor interface development reflects resources constraints from
higher priority proposed projects. Interface Development will begin once resources are available. 
OTHER DOCUMENTS ASSOCIATED WITH THIS REQUEST: 
None. 
ALTERNATIVES CONSIDERED/RECOMMENDED ACTION: 
1.  Time Clock System: Procure a mid-size time clock system to capture and track time and
attendance. In addition, develop and implement an interface to PeopleSoft for time reporting
information. This is the recommended solution. 
2.  Workforce System: Procure a complete workforce solution suite. The cost of this alternative
significantly exceeds that of the recommended solution but adds no mandatory functionality. 
This is not the recommended solution. 
3.  Do Nothing. Current manual processes will remain in place and objectives will not be met. This
is not the recommended alternative. 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS: 
No previous Commission actions or briefings for CIP# C-800387, Time Clock System.