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DN:TR-17-98 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Meeting:
Date:
March 23, 1998
File #
Res. #C?-J?A -/15 J1~
TR-17-98
Report #:
Subject:
File #: By-law #
ADP CANADA'S AUTOPA Y SERVICE
CONVERSION OF SCOTIAPA Y PLUS TO AUTOPA Y SERVICE
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report TR-17-98 be received for information.
2. THAT approval be given for staff to commit to 36 months with ADP Canada's
AutoPay service.
BACKGROUND & COMMENTS:
Since the fall of 1988, the Municipality of Clarington has been using ADP Canada's ScotiaPay
Plus system for our payroll services. On February 23, 1998 we received correspondence from
ADP Canada (Attachment A) informing us that they have decided it is not feasible to make
ScotiaPay Plus Year 2000 compliant.
However they have offered to make their AutoPay system available which will be fully Year
2000 compliant. As part of the offer ADP will waive conversion fees if we remain on AutoPay
for a minimum period of 36 months. They have indicated these fees can typically be 25% of the
annual processing charges. The annual processing fees for 1997 were $21,776.00. This could
mean approximately $5,444.00 in conversion fees could be saved if we were to commit for the
36 months.
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REPORT TR-17-98
PAGE 2
In addition ADP agrees to keep processing fees at or below there current book price for the 36
month period.
By committing to AutoPay for the 36 months our payroll services will be ready for the year 2000
in addition to providing us the opportunity to save the conversion fees.
submitted,
Reviewed by,
arie A. Marano, H.BSc., A.M.C.T.,
Treasurer.
~
W.H. Stockwell,
Chief Administrative Officer.
MAM/KS/km
808
ADP Canada
2150 /s/ington Avenue
Etobicoke, Ontario M9P 3V4
1416/248-3200
l~~~~nw~~
il\\: FES 2 3 1998
MIINICIPALlTY OF CLARlr~GTON
FINANCE
February 2nd, 1998
Dear Client,
This is an important message from ADP Canada to all Clients of ScotiaPay Plus.
The Year 2000 is fast approaching. The risks for computer systems associated with the new millennium are
receiving a great deal of coverage in the media, and this is an issue which all users of computer systems are
becoming aware.
ADP has been working on the Year 2000 issue for several years. A core objective has been to ensure that all clients
have defmed strategies that will ensure that ADP is able to provide uninterrupted, high quality service in 1999, and
beyond. L'1 defIning these strategies, we haye had to make technolog-j and investment de-cisions, iocluding assessing
the viability of each of our products and platforms. A decision has been made that ScotiaPay Plus cannot be cost
effectively and reliably migrated to be Year 2000 compliant.
Therefore, I am pleased to advise you that ADP will make our AutoPay system available to you. AutoPay is ADP's
flagship product, and the state-of-the-art in North American service bureau products. Significant investment is
being made on an ongoing basis, including ensuring that the product is fully Year 2000 compliant.
This offer has a number of important features which are designed to ensure that this approach is attractive and
convenient for you:
· No conversion fee for users who continue processing with ADP. New clients converting to AutoPay typically
pay a fee up to 25% of one year's processing charges. ADP will waive this fee if you remain on AutoPay for a
(_ minimum of 36 months. Clients that terminate in less than 36 months will have the fee applied on a prorated
basIS. (A minimal licensing fee will apply when upgrading to the Windows version).
· Ongoing commitment to competitive processing fees. ADP will agree to keep processing fees for clients who
convert at or below our then-current book price for the entire 36 month period.
· A specialist team. Conversion is an important process for both you and ourselves. We have created a specialist
team to work with you to ensure your conversion receives the focus and attention that it requires to ensure the
transition to our new service, by the end of 1998.
An ADP representative will be in touch with you shortly to outline the conversion program in more detail, and to
discuss scheduling.
ADP is currently working on an automated process to transfer the majority of your historical files and information
to your new system. However, any conversion requires some time and effort on the part of the client. We hope that
you will understand the value in ADP's service commitment, and will agree that your investment of time learning a
new product will be more than compensated by the state-of-the-art functionality available to AutoPay clients.
We look forward to having the privilege of continuing to work with you in the new millennium.
Yours very truly,
~~-
Rod Dobson
President
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