Overview

The City of Rochester, MN, employs 1,500 people across 30 departments. Prior to implementing Adlib’s software solution, the City manually printed and delivered Pay Advice to all employees; a machine was needed to fold and stuff envelopes, which were then manually sorted by department. In addition, external departments would manually bundle and re-sort the pay envelopes for internal distribution.

In relative terms, costs were high. Each envelope cost US$0.70, or a total outlay of $US1,050 for the bi-weekly check run. Approximately US$27,300 was spent annually on envelopes alone. The folding and stuffing machine, which was unpredictable and broke down regularly, added to expenses. Many employees also had a tendency to throw away their Pay Advice envelopes unopened, and employees who were out of town traveling did not have access to their information.

Business Challenge

The City of Rochester needed a cost effective and delivery-efficient way in which to issue Pay Advice information to their 1,500 employees regardless of location.
 
The City of Rochester faced several challenges and needed to find a process to:

• Reduce prohibitive costs related to old methods
• Ensure the confidentiality of Pay Advice information
• Ensure employee data was up to date
• Ensure that the right Pay Advice was delivered to the right employee
• Ensure timely delivery of Pay Advice to all 1,500 employees 

Solution

Adlib's ExpressConversion Server provides a fully automated delivery solution for the City’s Employee Pay Advice material. ExpressConversion determines which employees have a valid email address by scanning a 1200 page file containing Pay Advice material generated by the City’s JD Edwards™ system.

ExpressConversion Server captures the employee’s email address, for delivery, and an Employee ID that is used as a password.  Then Express Server extracts the employee Pay Advice record, converts it to PDF, secures it with the Employee ID as a password and emails individual documents to an employee’s email address. For employees without email addresses, ExpressConversion Server also prepares a single merged file that can then be printed and delivered via traditional methods.

Benefits

Express Server is:

• Reliable - Completely automated document workflow solution, there is a seamless handoff between the JD Edwards payroll file and Adlib's ExpressConversion Server. ExpressConversion delivers the Pay Advice information a day earlier from what was previously the case.
  
• Cost efficient - Since being implemented in May 2003, ExpressConversion Server has provided a low maintenance, cost efficient method for the City of Rochester to deliver pay stubs to its employees.  Express Server provided a 100% Return on Investment within three months.
  
• Flexible - Employees now have access to their pay information even when they are away from the office.
  
• Functional - Saves many hours of manual processing time and ensures rapid deployment to staff.
  
• Secure - With ExpressConversion Server, both the City of Rochester and their employees have the ability to maintain a secure, accurate, comprehensive record of payments.