Electronic – biometric system to replace paper time-keeping system for CFD and CPD

The city of Chicago is taking a major step toward modernizing its timekeeping processes by transitioning the Police and Fire Departments from paper-based systems to an electronic, biometric system. This move, part of a broader effort to reduce absenteeism, comes with a hefty price tag of $10 million.

In 2015, the Chicago Police Department spent a record $116.1 million on overtime — a 17.2% increase from the previous year. This spike was largely due to a growing manpower shortage, as more officers retired than were hired under Mayor Rahm Emanuel’s leadership, with a gap of 975 officers.

Last Thursday, Budget Director Alex Holt confirmed that both the police and fire departments still rely on outdated paper-based systems for tracking work hours, despite the fact that other city departments have already adopted automated systems. The change is being pushed forward by an absenteeism task force linked to Emanuel’s 2016 budget, which included tax increases.

The new system will replace manual records with biometric technology, requiring employees to swipe their ID badges and then place their hands on a palm scanner that reads fingerprints. According to Holt, this will allow the city to maintain a centralized and accurate record of when workers arrive and leave, improving workforce management for both departments.

Without such a system, taxpayers might question whether the $116.1 million in police overtime was truly justified. The report also proposes a standardized definition of absenteeism across all city departments, ensuring consistency in tracking, policy development, and disciplinary actions.

To qualify as an excused absence, employees must provide sufficient notice and approval from their supervisor, along with a valid reason. They must also have enough accrued paid time off unless the absence falls under specific categories like jury duty or family leave.

The recommendations also include creating a clear swiping policy, simplifying attendance codes, developing a public dashboard to track lost work time, reforming progressive discipline for absenteeism, and providing monthly reports to managers that highlight absenteeism patterns.

Training for both employees and supervisors is also emphasized. Some departments, like Streets and Sanitation and Fleet Management, have already implemented similar measures, resulting in significantly lower absenteeism rates — 4.5% and 3.5%, respectively.

On average, up to 7% of work time is lost to absenteeism each year, with 15% classified as "overt" absenteeism — meaning it's clearly avoidable. As Holt explained, the goal is to minimize this lost time, which directly impacts service delivery.

Comparing city absenteeism to the private sector is difficult, given Chicago’s generous sick leave policy, which allows employees to take 12 to 13 paid sick days annually, with the option to carry them over. However, Mayor Emanuel has no plans to reduce these days through collective bargaining at this time.

The new system is designed to prevent employees from clocking in for one another, making it harder to manipulate the timekeeping process. This shift marks a significant step toward greater accountability and transparency in city operations.

Thanks Dan

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