How ASRS employees deliver service with · NOTICE OF COMBINED PUBLIC MEETING AND POSSIBLE EXECUTIVE...

How ASRS employees deliver service with

PROFESSIONALISM “We promote, strive for and expect individuals, teams, and divisions to possess professional quali�es and skills to lead the organiza�on”

• Friendly, respectful and courteous • Proactive and responsive• Good communicator / active listener • Trusted contributor / teammate

• Personally accountable • Subject matter expert• Critical thinker

“We appreciate individuals, teams or divisions who drive the agency forward with new, innova�ve ideas and solu�ons”IMPROVEMENT

• Promotes new ideas

• Enhances morale

• Enhances outcomes and performance

• Improves relationships

• Solves problems

EXCELLENCE “We celebrate individuals, teams and divisions who exceed expecta�ons and deliver service with a PRIDE that permeates the organiza�on”

• Surpasses expectations • Engenders a positive public image• Celebrates /rewards accomplishments and contributions of others

• Embraces change in a manner which inspires others• Promotes teamwork /collaboration through communication

“We treasure the achievements of individuals, teams, divisions and the agency that energize the organiza�on”RESULTS

• Meets goals and objectives• Satisfies customers

• Completes projects• Attains individual accomplishments

“We recognize that u�lizing di�erent talents, strengths and points of view, strengthens the agency and helps propel outcomes greater than the sum of individual contributor”DIVERSITY

• Encourages the free flow of ideas and opinions

• Treats all people with dignity and respect

• Works effectively with dissimilar individuals

ARIZONA STATE RETIREMENT SYSTEM

• Honest, fair, non-judgmental• Adaptable to change • Adhere to the Code of Conduct

• Accepts personal responsibility and challenges with enthusiasm

• Produces quality work products• Manages risks successfull

• Increases efficiency, effectiveness or reduces costs

• Recognizes and promotes new skills in others

Celebrating Sixty Five Years

1953 2018

Paul Matson Director


3300 NORTH CENTRAL AVENUE • PO BOX 33910 • PHOENIX, AZ 85067-3910 • PHONE (602) 240-2000 4400 EAST BROADWAY BOULEVARD • SUITE 200 • TUCSON, AZ 85711-3554 • PHONE (520) 239-3100

TOLL FREE OUTSIDE METRO PHOENIX AND TUCSON 1 (800) 621-3778 AZASRS.GOV

AGENDA

NOTICE OF COMBINED PUBLIC MEETING AND POSSIBLE EXECUTIVE SESSION OF THE ARIZONA STATE RETIREMENT SYSTEM

OPERATIONS, AUDIT, AND LEGISLATIVE COMMITTEE

3300 North Central Avenue, 14th Floor Conference Room Phoenix, AZ 85012

April 10, 2019

2:30 p.m.

Pursuant to A.R.S. § 38-431.02(F), notice is hereby given to the Trustees of the Arizona State Retirement System (ASRS) Operations, Audit, and Legislative Committee (OALC) and to the general public that the ASRS OALC will hold a meeting open to the public on Wednesday, April 10, 2019, beginning at 2:30 p.m. in the 14th Floor Conference Room of the ASRS office, 3300 North Central Avenue, Phoenix, AZ 85012. Trustees of the Committee may attend either in person or by telephone conference call. This is a regularly scheduled meeting of the OALC; however, due to possible attendance by other ASRS Board Trustees, this meeting may technically become a meeting of the Board or one of its committees. Actions taken will be consistent with OALC governance procedures. Actions requiring Board authority will be presented to the full Board for final decision. The Chair may take public comment during any agenda item. If any member of the public wishes to speak to a particular agenda item, they should complete a Request to Speak form indicating the item and provide it to the Committee Administrator. This meeting will be teleconferenced to the ASRS Tucson office conference room at 4400 E. Broadway Boulevard, Suite 200, Tucson, Arizona 85711. The conference call to Tucson will be disconnected after 15 minutes if there are no attendees in the Tucson audience. The agenda for the meeting is as follows: 1. Call to Order; Roll Call; Opening Remarks ............................................................... Mr. Jim Hillyard

OALC Chair 2. Approval of the Minutes of the January 9, 2019, Public Meeting of the OALC ........ Mr. Jim Hillyard

3. Presentation, Discussion, and Appropriate Action Regarding an Update of the 2018 ASRS Rulemaking ............................................................................................................. Mr. Paul Matson Director ......................................................................................................................... Mr. Anthony Guarino Deputy Director and Chief Operations Officer .......................................................................................................................... Ms. Jessica Thomas Government Relations Officer and Rules Writer

http://www.azasrs.gov/

OALC Agenda April 10, 2019 Page 2 of 3 4. Presentation, Discussion, and Appropriate Action Regarding an Update of the ASRS Employer

Compliance ............................................................................................................. Mr. Paul Matson ......................................................................................................................... Mr. Anthony Guarino .................................................................................................................................... Mr. Dave King Assistant Director, Member Services Division ............................................................................................................................ Ms. Michele Briggs Employer Relations Manager, Member Services Division ....................................................................................................................... Ms. Courtney Micheau Management and Benefits Analyst, Member Services Division

5. Presentation, Discussion, and Appropriate Action Regarding the Internal Audit Quarterly Update . ................................................................................................................................ Mr. Paul Matson ......................................................................................................................... Mr. Anthony Guarino ............................................................................................................................ Mr. Harold Mackey

Regarding the following agenda item, pursuant to A.R.S. § 38-431.03(A)(2), notice is hereby given to Trustees of the ASRS OALC and the general public that the ASRS OALC may vote to go into executive session, which will not be open to the public, for the purpose of discussion or consideration of records exempt by law from public inspection. 6. Presentation, Discussion, and Appropriate Action Regarding the ASRS Information Security

Program Update...................................................................................................... Mr. Paul Matson ......................................................................................................................... Mr. Anthony Guarino ................................................................................................................................ Mr. Jeff Hickman Information Security Officer ............................................................................................................................. Mr. Henry Sprafkin Clearwater Principal Consultant

7. Requests for Future Agenda Items........................................................................... Mr. Jim Hillyard ................................................................................................................................ Mr. Paul Matson ......................................................................................................................... Mr. Anthony Guarino

8. Call to the Public .............................................................................................................. Mr. Hillyard

Those wishing to address the ASRS OALC are required to complete a Request to Speak form before the meeting indicating their desire to speak. Request to Speak forms are available at the sign-in desk and should be given to the Committee Administrator. Trustees of the Committee are prohibited by A.R.S. § 38-431.01(H) from discussing or taking legal action on matters raised during an open call to the public unless the matters are properly noticed for discussion and legal action. As a result of public comment, the Committee Chair may direct staff to study and/or reschedule the matter for discussion and decision at a later date.

9. The next regular public OALC meeting is scheduled for Wednesday, July 10, 2019, at 2:30 p.m., at 3300 N. Central Avenue, in the 14th Floor Conference room, Phoenix, Arizona.

10. Adjournment of the OALC

OALC Agenda April 10, 2019 Page 3 of 3 A copy of the agenda background material provided to the OALC Trustees (with the exception of material relating to possible executive sessions) is available for public inspection at the ASRS offices located at 3300 North Central Avenue, 14th Floor, Phoenix, Arizona and 4400 East Broadway Boulevard, Suite 200, Tucson, Arizona. The agenda is subject to revision up to 24 hours prior to meeting. These materials are also available on the ASRS website (https://www.azasrs.gov/content/board-and-committee-meetings) approximately 48 hours prior to the meeting. Persons(s) with disabilities may request a reasonable accommodation such as a sign language interpreter or alternate formats of this document by contacting Tracy Darmer, ADA Coordinator at (602) 240-5378 in Phoenix, at (520) 239-3100, ext. 5378 in Tucson or 1-800-621-3778, ext. 5378 outside metro Phoenix or Tucson. Requests should be made as early as possible to allow time to arrange the accommodations. Dated April 3, 2019 ARIZONA STATE RETIREMENT SYSTEM Signature on File Signature on File Melanie Alexander Anthony Guarino Committee Administrator Deputy Director and Chief Operations Officer

https://www.azasrs.gov/content/board-and-committee-meetings

Agenda Item #2





MINUTES OF A PUBLIC MEETING OF THE ARIZONA STATE RETIREMENT SYSTEM

OPERATIONS, AUDIT & LEGISLATIVE COMMITTEE

Wednesday, January 9, 2019 2:30 p.m., Arizona Time

A quorum of the Operations, Audit & Legislative Committee (OALC) of the Arizona State Retirement System (ASRS) met in public session in the 14th Floor Conference Room of the ASRS Office, 3300 N. Central Avenue, Phoenix, Arizona 85012. Mr. Jim Hillyard, Chair of the OALC, called the meeting to order at 2:31 p.m. The meeting was teleconferenced to the ASRS office at 4400 E. Broadway, Tucson, Arizona 85711. 1. Call to Order; Roll Call; Opening Remarks Mr. Jim Hillyard, Chair, welcomed the attendees and expressed appreciation for those in attendance and the work that went in to preparing for the meeting. Present: Mr. Jim Hillyard, Chair

Mr. Clark Partridge, Vice-chair (joined the meeting at 2:35 p.m.) Mr. Michael Miller

A quorum of the Committee was present for the purpose of conducting business. 2. Approval of the Minutes of the October 3, 2018 Public Meeting of the OALC Motion: Mr. Michael Miller moved to approve the Minutes of the October 3, 2018, Public Meeting of the OALC. Mr. Jim Hillyard seconded the motion. By a vote of 2 in favor, 0 opposed, 0 abstentions, and 1 excused, the motion was approved. The Trustee votes were as follows: Mr. Jim Hillyard – approved Mr. Clark Partridge – excused Mr. Michael Miller – approved

http://www.azasrs.gov/

Operations, Audit & Legislative Committee Minutes January 9, 2019 Page 2 of 6 3. Presentation, Discussion, and Appropriate Action Regarding an Update on Strategic

Priority #6: Ensure Operational Continuity Mr. Clark Partridge joined the meeting at 2:35 p.m. Mr. Anthony Guarino, Deputy Director and Chief Operations Officer, opened the discussion by recognizing the importance of operational continuity and acknowledging the shared consensus when developing the Strategic Plan and the need to focus on workforce planning. Mr. Guarino highlighted the following:

• Goal is to sustain high performing and engaged staff • Continuously develop new leaders • Performance indicators developed • Workforce plan in place with at least two potential candidates for key positions • Monthly meetings conducted to keep abreast of staffing issues and their impact on the

agency’s ability to meet goals Mr. Guarino turned the presentation over to Ms. Martha Rozen, Chief of Administrative Services, who advised the Committee that Ms. Tracy Darmer, Human Resources and Development Program Manager, was not able to participate in today’s presentation but the remaining presenters would be covering her points. Ms. Rozen opened the presentation by indicating the team would be sharing highlights from the strategies utilized to ensure operational continuity and demonstrate how they work together and identified the team members and their topics. Ms. Jana George, Human Resources Generalist, provided the following highlights regarding workforce planning:

• Workforce planning began in 2015 with phase I – identification of key positions, including essential competencies for success for the key positions and identification of potential successors within the ASRS to fill the key positions in the future

• Phase II – development planning for potential successors to prepare them for key positions

• Phase III – current phase, involves updating the workforce plan and development plan as staff have moved on or retired

Ms. George closed the workforce planning discussion and responded to questions from the Committee. Ms. Rozen provided the following highlights regarding key components of ASRS training opportunities, including professional and leadership development offerings:

• Goal is to increase engagement and staff retention • Program allows for professional development of up to 24 hours per fiscal year • Job shadowing is a program offered to staff who has an interest in a particular career

path providing them the ability to work with a member of the program area to see what they do to determine their professional development needs

• Encourages cross-training of staff to ensure coverage of all responsibilities • Training/professional development opportunities may also come through team project

assignments

Operations, Audit & Legislative Committee Minutes January 9, 2019 Page 3 of 6

• Skillsoft courses available – an online educational tool with a wide range of courses to choose from in a variety of topics

• Online training through ADOA is also available • An internal leadership development program which includes topics such as, Situational

Leadership, Principles and Qualities of Genuine Leadership is provided • Tuition Assistance Program

Ms. Rozen responded to questions from the Committee. As a prelude into the next phase of the presentation Mr. Hillyard asked Mr. Neal Park, Human Resources Generalist, to provide the Committee with some statistics regarding the vacancy rate and average time to fill positions for the last year to give the Committee a sense of efficacy of the ASRS’ recruitment effort. Mr. Park reviewed the requested information for 2018. Mr. Park then provided the following highlights regarding talent acquisition, tools utilized to monitor compensation and turnover:

• Recruitment o Customize plan for the position being filled to address foreseeable challenges o Increase exposure to job ads as necessary o Targeted communication to qualified applicants when needed o Always seeking ways to improve and reduce the recruitment time period o Constant communication with the hiring manager

• Compensation o Staying aware of the market conditions by participating in and receiving results of

market surveys o Receive information from exiting employees o Various external statistical reports for relevant turnover rates, local

unemployment rates, cost of living, consuming price index and changes in average hourly earnings

o Conduct annual review of agency salaries for competitiveness o Executive and Senior management work to identify funding to adjust salaries to

meet the needs of the organization o Use variable compensation tools to reward performance such as Spot & Goal

Based Awards, recognition leave and utilize an investment compensation plan for investment staff

• Turnover o Average 2-3 exits per month from the agency o Heightened the attention to the reason individuals are leaving the agency o Many are leaving due to retirement – the agency is likely to see 4-6 retirements

within the next six months Mr. Park and Mr. Guarino responded to questions from the Committee. Ms. George concluded the topic presentation by providing the following highlights regarding employee engagement while responding to questions from the Committee:

• ASRS participates in the annual statewide employee engagement survey o Strategic goal is to receive a 9:1 ratio of engagement with a risk tolerance of 4:1

ratio o 2018 received a ratio of 3:1


o Conduct confidential focus groups with staff upon receipt of survey results to clarify the survey results

o Feedback is shared with management in confidence o Action plans are developed in response to the feedback o Action plans are communicated to the employees

• Work Environment Team (WE) o Group of volunteer employees across the agency who create meaningful

programs and activities to enhance the work environment, support the PRIDE values and promote spirit and unity within the ASRS for the purpose of increasing employee engagement and retention

o WE Team members are provided the opportunity to lead work groups within the WE Team enabling them to build their leadership and project management skills

o Members obtain coaching and mentoring better preparing them for future leadership opportunities

o Programs developed by the WE Team include: Professional Development and Job Shadowing, PRIDE Recognition, Bright Idea, Service Awards, and the New Employee Orientation

o Fund raisers held by the WE Team include: annual silent auction, variety of food sales, and casual day sales to fund three major employee events per year

o Annual employee events include: the Spring Picnic, a summer or fall event, and the Winter Festival

o Coordinates charitable activities that benefit external charitable organizations throughout the year

4. Presentation, Discussion, and Appropriate Action Regarding the ASRS’ Risk

Management Program Mr. Guarino introduced the topic which is another agency priority. He noted he concluded a couple of years ago that the agency’s approach was becoming less relevant in terms of results and the timeliness of the results, thus an upgrade was needed. Mr. Guarino turned the presentation over to Ms. Lisa King, Strategic Planning Analyst, who took over the presentation. Ms. King provided the following highlights:

• Past History o ASRS has been conducting formalized risk management activities since 2007 o Continually striving to evolve the program o Created the Enterprise Risk Management Committee o Re-evaluated risk assessment processes in 2016 with a heavy focus on security,

privacy and cash management o Decision was made to automate

• Tool Selected – SWORD Active Risk Manager (ARM) o Automation equals efficiency o Wanted real-time visibility using one tool with secure access o Eliminate wasted time gathering updates and compiling reports o Assign owners and accountability o Create actionable information from the data o Ability to create reports on demand o Needed a historical repository o Capable of handling administrative tasks such as email alerts


o Includes Internal Audit functionality which the Internal Audit Division is currently exploring

o ARM has built-in security – staff will be limited to what information they can see according to their role

o Software is configurable o Contains a wide-variety of canned reports with the ability to purchase service for

additional reports in the future if needed o Ability to rank the same risk differently depending on the audience that is ranking

it • Roll-out Plan

o Configuration currently in process o Historical risks and controls are currently being entered by the Strategic Planning

and Analysis Team o Training will begin with the business areas by introducing them to the software

and having them complete an assessment of the information that has been entered and add new information as deemed necessary

o Plan is to have roll-out to staff and in use by the end of this fiscal year – June 30, 2019

• Future Reporting Plan as documented in the Strategic Plan o Monthly: Report Risks Outside of Appetite o Quarterly: Comprehensive Deputy Director update o Biannually: Comprehensive Senior Management update o Annually: Comprehensive Leadership update

Ms. King responded to questions from the Committee. Mr. Clark Partridge commended staff on moving in this direction indicating the agency appears to be ahead of other state agencies. 5. Presentation, Discussion, and Appropriate Action Regarding the Internal Audit

Quarterly Update

Mr. Harold Mackey, Chief Internal Auditor, reviewed the quarterly audit report with the Committee and provided the status of projects Internal Audit Division (IAD) is currently working on. Mr. Mackey noted he is working on a strategic plan for IAD that will align with the agency’s strategic plan as this is important for the Committee to see whether the IAD is meeting their objectives as they are independent from the agency. Additionally, Mr. Mackey advised he plans to present the Biennial Audit Plan for FY2020-2021 at the April 10, 2019 OALC meeting. This Audit Plan will be a two-year plan as opposed to the last two years which were one-year plans due to the changes and transitions occurring in the IAD. Mr. Mackey advised two audits were in their final stages and should be ready for presentation to the Committee at the April meeting as well; Vendor Efficacy and Espiritu Schools. Quality review of the new Service Purchase/Contributions Not Withheld will recommence the end of January and be reported to the Board at the end of the fiscal year. Mr. Mackey further advised IAD will begin to plan for monitoring the in-house disbursements now that this process is in production to ensure all the appropriate controls are in place. Mr. Mackey reviewed planning activities and responded to questions from the Committee.

Operations, Audit & Legislative Committee Minutes January 9, 2019 Page 6 of 6 6. Requests for Future Agenda Items None were requested. 7. Call to the Public No members of the public requested to speak. 8. The next regular public OALC meeting is tentatively scheduled for Wednesday, April

10, 2019, at 2:30 p.m., at 3300 N. Central Avenue, in the 14th Floor Conference room, Phoenix, Arizona.

Mr. Jim Hillyard noted the next OALC meeting is scheduled for Wednesday, April 10, 2019 at 2:30 p.m. 9. Adjournment of the OALC Motion: Mr. Clark Partridge moved to adjourn the meeting at 4:20 p.m. Mr. Michael Miller seconded the motion. By a vote of 3 in favor, 0 opposed, 0 abstentions, and 0 excused, the motion was approved. The Trustee votes were as follows: Mr. Jim Hillyard – approved Mr. Clark Partridge – approved Mr. Michael Miller – approved Respectfully Submitted, Melanie A. Alexander Committee Administrator ARIZONA STATE RETIREMENT SYSTEM

Agenda Item #3



ARIZONA STATE RETIREMENT SYSTEM Paul Matson

Director

MEMORANDUM TO: Mr. Jim Hillyard, Chair, Arizona State Retirement System (ASRS) Operations, Audit

and Legislative Committee FROM: Mr. Paul Matson, Director Mr. Anthony Guarino, Deputy Director and Chief Operations Officer Ms. Jessica Thomas, Government Relations Officer DATE: March 14, 2019 RE: AGENDA ITEM #3: Presentation, Discussion, and Appropriate Action Regarding an

Update of the 2018 ASRS Rulemaking Purpose To provide an update on the rulemaking activities listed on the 2018 Regulatory Agenda. Recommendation Information item only; no action required. Background Ms. Jessica Thomas, Government Relations Officer, will provide a brief update of the status for each remaining rulemaking on the 2018 Regulatory Agenda. Attachment: 2018 Regulatory Agenda

ARIZONA STATE RETIREMENT SYSTEM (ASRS) REGULATORY AGENDA FOR 2018

Pursuant to A.R.S. § 41-1021.02, the ASRS prepared a regulatory agenda for the 2018 calendar year. Pursuant to A.R.S. § 41-1021.02(D), the ASRS may undertake a rulemaking even if the rulemaking is not included in the annual regulatory agenda. Rulemakings Expected During 2018

Identification of Rulemaking

Notice of Docket Opening

(Expected)

Notice of Proposed Rulemaking (Expected)

Notice of Final Rulemaking

(Expected) 2 A.A.C. 8, Art. 5 Service Purchase April 2, 2018 April 2, 2018 June 1, 2018

2 A.A.C. 8, Art. 7 Contributions Not Withheld April 2, 2018 April 2, 2018 June 1, 2018

2 A.A.C. 8, Art.1 R2-8-126:

Retirement Eligibility for Inactive Member

J&S option requires a beneficiary on file

Retirement and Re-retirement applications

Lump sum threshold Rollover distribution

allowed to only one account

Direct deposit form vs. VISA benefit card

August 6, 2018 August 6, 2018 October 5, 2018

Agenda Item #4





MEMORANDUM TO: Mr. Clark Partridge, Chair, ASRS Operations, Audit and Legislative Committee

(OALC) FROM: Mr. Paul Matson, Director Mr. Anthony Guarino, Deputy Director and Chief Operations Officer

Mr. Dave King, Assistant Director, Member Services Ms. Michele Briggs, Program Manager Ms. Courtney Micheau, Management and Benefits Analyst

DATE: March 26, 2019 RE: Agenda Item #4: Presentation, Discussion, and Appropriate Action Regarding an

Update of the ASRS Employer Compliance Purpose To review the Member Services Division’s current status for ongoing Employer Review and Data Analysis Program specific to Membership anomalies. Recommendation Informational only, no action required. Background Since the Member Services Division added the Employer Compliance Review function in February 2018, as approved by the Board, the Employer Relations and MSD Analyst teams have implemented the program. The ASRS reached their annual employer engagement milestone in less than six months, and have now almost doubled that number before the year is complete. The overall goal of the program is to reach and educate at least 100 employers per year on application of membership rules before reporting anomalies become large errors with significant monetary impact to the ASRS, the Member, and/or the Employer. This new function of Review-Monitor-Analyze includes proactively addressing potential contribution reporting and ASRS membership errors, cultivating stronger partnerships with ASRS employers, and using a risk-based approach to identify and quantify evolving issues going forward. The following presentation details those efforts and outlines the expectations and status reporting of the program going forward.

Employer Compliance Update

Employer Compliance Update As of March 19, 2019

Page 1

Employer Compliance Update Total Employers Engaged 180

Total Employers with Corrective Action 159 Total Employers Resolved Issues 91 Total Employers who did NOT require Action Plan 21 Total Employees with Anomalies 1229* Average Days to Resolve Issues 51

• This number includes all employees listed on reports for employers with corrective action needed. Some employees may NOT represent an actual error- only a potential error.

Percent of Anomalies by Employer Types of 180 Engaged Employers

Total Employers Engaged 180 Charter Schools 11 Community & Jr colleges 6 Counties 11 Fire, Water, Spec., Dist. 8 Public Schools 90 State Agencies 18 Universities 3 Cities and Towns 33

59%

33%

8%

Employer Compliance Update (Out of 180 Employers with

Membership Anomalies)

Total Employerswith CorrectiveAction

Total EmployersResolved Issues

Charter Schools

6%

Community & Jr

colleges 3%

Counties 6%

Fire, Water, Spec., Dist.

5%

Public Schools

50%

State Agencies

10%

Universities 2%

Cities and Towns 18%

Percent of Anomalies by Employer Types of 180 Engaged Employers

Employer Compliance Update Page 2

Breakdown of ASRS Employers by Employer Type

Percent of ASRS Employers By Employer Type (As of January 1, 2019)

Total Active Employers 701 Charter Schools 135 Community & Jr Colleges 10 Counties 15 Fire, Water, Spec., Dist. 99 Public Schools 249 State Agencies 111 Universities 3 Cities & Towns 79

Charter Schools

19%

Community & Jr

Colleges 1%

Counties 2%

Fire, Water, Spec., Dist.

14% Public Schools

36%

State Agencies

16%

Universities 1%

Cities & Towns 11%

Percent of all 701 Employers Broken Out by Employer Type

Arizona State Retirement System

Program Area Support Personnel Dashboard

FY18/19

As of 04/03/2019

5.1.4.1.1 Total number ofemployees impacted by

Employers engaged with ASRS fornon-compliance anomalies

01,229

Courtney Micheau

Number of employers engaged by ASRS todiscuss potential risk events identi edthrough data review and analysis. (Risktolerance 50%) (Tags: ER-DB, MSD-DB, KPI-DB, MSDAD-DB)

180# of employers engaged

Jun '19

90

100

110

120

130

140

150

160

170

180

190

TARGET ACTUAL QUARTERLY MONTHLY ANNUAL YTD

100

Current

80

Employer Relations

Achieved

07/01/18 - 06/30/19

Number of employers engaged by ASRS to discusspotential risk events identi ed through data review andanalysis. (Risk tolerance 50%) (Tags: ER-DB, MSD-DB, …

5.1.4.1

5.1.4 ASRS will maximize employer engagement in order tominimize employer non-compliance through proactive…

5.1.4.2.1 Total number ofEmployers with anomalies who

have NOT attended the requiredEmployer Conference

010

Courtney Micheau

Number of employers engaged by ASRS thatrequire a remediation plan due to non-compliance (Tags: ER-DB, MSD-DB, KPI-DB,MSDAD-DB)

159# of employers with remediation

plan

Jun '19

90

100

110

120

130

140

150

160

170

TARGET ACTUAL QUARTERLY MONTHLY ANNUAL YTD

100

Current

59

Employer Relations

Achieved

07/01/18 - 06/30/19

Number of employers engaged by ASRS that require aremediation plan due to non-compliance (Tags: ER-DB,MSD-DB, KPI-DB, MSDAD-DB)

5.1.4.2

5.1.4 ASRS will maximize employer engagement in order tominimize employer non-compliance through proactive…

Agenda Item #5

Arizona State Retirement System

Internal Audit Division FY 2019/Q3

Quarterly Report April, 2019

Agenda

• Current Activities – Status • Work Plan Hours

INTERNAL AUDIT WORK PLAN

3/29/2019

2

Current Activities - Status

Title Status

Update IAD Charter Completed

Realign communications process with MSD/FSD Completed

Update IA procedures to align with enhanced audit functions Working

Reassess IA staff strategic goals and objectives Working

Training/Skills realignment for IA staff On-going

Evaluate Quality Reviews Completed

Re-engage the Risk Management Committee Working

Wrap-up existing Employer Audits Completed

Perform quality reviews for the balance of FY 2018 Completed

Complete existing audits per audit plan Working

Develop the FY 2019-2020 Biennial Plan Working

ADMINISTRATIVE

3/29/2019

3

Work Plan Hours 3/29/2019

4

BUDGET/HOURS ALLOCATION

Title of ActivityBudgeted

HoursActual Hours

Worked1Hours

Remaining% Hours Utilized Status Comments

Audit/Audit RelatedManagement / Investment Fees4 500 160 340 32% On-HoldCash Controls Audit 500 500 0% Not-StartedHealth Insurance Supplements 300 20 280 7% On-HoldGASB 68 Testing 400 400 0% Not-StartedAgency Incoming Correspondence 360 360 0% On-Hold Due To IA RestructuringVendor Efficacy Testing2 500 449 51 90% In-progress Waiting on repsonsesEspiritu Schools3 200 224 -24 112% In-progress rescheduled closing conferenceMilitary Call-up Service Credit2,4 960 240 720 25% CompletedFollow Up of Previous Year’s Audits 100 100 0% In-progress

Quality ReviewsRefunds Process Testing 150 150 0% On-Hold DiscontinuedService Purchase & CNW Testing 150 20 130 13% In-progress New tool under dev.

Advisory/Consultation & Oversight ServicesContinuity of Operations (COOP) 300 12 288 4% In-progressIn-house Disbursements 400 8 392 2% In-progress Monitoring Unspecified Advisory / Oversight Services 200 4 196 2% In-progress AG support

Other ActivitiesFraud Hotline 150 4 146 3% CompletedAudit plan 2020/2021 150 150 0% In-progressIA Process / Planning updates 200 40 160 20% In-progress

Total Hours 5520 1181 4339

Notes: Auditor ProjectsHours

Allocated Status Projects1 Provide an expalnation of actual hours that exceed budget by more than 10% Adel 2 1110 Not-Started 22 Director/Board request Rosie 5 1750 In-progress 93 Employer Audit request Harold 8 1860 Completed 24 Enagement start date pre-FY19 TBD 2 800 On-Hold 4

ESTIMATED

Agenda Item #6

Confidential materials were provided to the

Trustees and not included in this book

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