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
of the Port’s role in the region
Improves transparency by providing
a simple tool to save and search
records and documents, providing
improved document and records
retrieval.
Exhibit environmental stewardship through
our actions
Reduces paper waste by enabling
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
