CITY INFORMATION MANAGEMENT COMMITTEE

200 E. Wells Street City of Milwaukee Milwaukee, Wisconsin 53202 Meeting Minutes CITY INFORMATION MANAGEMENT COMMITTEE ALD. MILELE COGGS, CHAIR Chuck Burki, Jane Islo, James Klajbor, Martin Matson, Jennifer Meyer, James Owczarski, Judy Pinger, Richard Watt, amd Deborah Wilichowski Executive Secretary, Nancy Olson Staff Assistant, Chris Lee, 286-2232, Fax: 286-3456, clee@milwaukee.gov Thursday, December 10, 2015 10:00 AM Room 303, Third Floor, City Hall 1. Call to Order. Meeting called to order at 10 a.m. 2. Roll Call. Mr. Klajbor was elected as Chair Pro Tem for the meeting. There were no objections. Present 8 - Islo, Owczarski, Klajbor, Meyer, Watt, Wilichowski, Sirvanci and Pinger Excused 2 - Coggs and Burki Individuals also present: Nancy Olson, DOA - Information and Technology Management Division Jacquelyn Block, DOA - Business Operations Division Rhonda Kelsey, DOA - Business Operations Division Kelly Reid, Employee's Retirement System 3. Review and Approval of the Previous Meeting Minutes from September 3, 2015. Mr. Watt moved approval of the meeting minutes from September 3, 2015 with the change that "single sign-on" be inserted in lieu of "one time sign-on" in the minutes. There were no objections. 4. Records Retention -Proposed Department Record Schedules for Approval Ms. Block gave an overview of the schedules. There are 27 items. The schedule for the Board of Zoning Appeals outline the process of older files, in different states and from as far back to 1916, being pulled by inspectors and returned for digital inclusion in the e-vault system. The set of schedules for the Department of City Development contains the overhaul of obsolete records and clarification of content with respect to real estate related records. The Milwaukee Police Department (MPD) has one item to conform to the City’s global schedule for a two year retention period for paper City of Milwaukee Page 1 CITY INFORMATION MANAGEMENT Meeting Minutes December 10, 2015 COMMITTEE based time keeping records. These records are entered into an information system. Mr. Klajbor questioned the separate record for MPD? Ms. Block replied. MPD has about 36 work locations. The State Board has requested that the City have a separate global schedule for police department records. MPD may have slight differences and unique situations. It is easier for MPD to have its own set of schedules to apply to all locations. Ms. Pinger moved approval, seconded by Ms. Willchowski, of the proposed department record schedules. There were no objections. -State Record Board Approval of Previous Schedules Ms. Block gave an update. The State Records Committee met on October 13, 2015 and asked that historical records that are not retained by the City library be sent to the State Historical Society. The State Records Committee met subsequently on November 11, 2015, but did not send results from that meeting to her yet. She has made several inquiries but has received no responses yet on the results. 5. Old Business -Formal Adoption of the Email Account Termination Policy Ms. Olson said that the new draft policy has two significant changes. One change addresses elected officials and allows for duration flexibility for the email accounts of those officials. Another change addresses the handling of employee transfers between city departments. The policy has been exercised under her authority. She has been finding information on separated employees through the use of HRMS system data from the Department of Employee Relations (DER). DER had approved her to access the system data for this purpose. Mr. Klajbor said that the policy will be forwarded to the Common Council for their approval after it is approved by this committee. Mr. Owczarski said that elected official accounts should continue on to the successor. Ms. Pinger moved approval, seconded by Ms. Meyer, of the email account termination policy. There were no objections. 6. New Business -Citywide Study of IT Positions from the Department of Employee Relations (DER) Ms. Knickerbocker and Sutherland, on behalf of DER, appeared and shared the plan to study IT citywide positions from their department. There has been difficulty in recruitment for IT city positions based on rates of pay. There have been some short term fixes with having flexibility for recruitment in a pay range with approvals; however, the rates of pay and titles for the positions need to be reviewed. There will be a regular classification process. DER needs information from departments, such as job descriptions. There will be short questionnaire that departments should complete. After the study, recommendations will be forwarded to the City Service Commission, Fire and Police Commission, and Common Council. There is no timeline, and feedback is sought from the committee. City of Milwaukee Page 2 CITY INFORMATION MANAGEMENT Meeting Minutes December 10, 2015 COMMITTEE Mr. Owczarski said that some positions have outdated titles, including his office. Also, some positions should be in ITMD, such as coders in his office. Ms. Wilichowski said that IT pay for city positions is not comparable to the outside labor market. Her office has difficulty in recruitment for IT positions, except entry level positions. Those that do accept entry level positions will later look elsewhere after they attain some experience. Ms. Reid commented. The study should look at positions with incumbents and not just new employees. Her office hires at the top of a pay range for IT positions, and those individuals become stuck. Mr. Klajbor commented. The city needs to be forward looking thinking and not backward looking. The Treasurer’s Office will run the new tax collection system in a few years as opposed to ITMD who runs the system now. Departments should find out the actual tasks of employees when compiling job descriptions for the study. Classification is for the position and not the person performing the position. Ms. Knickerbocker and Sutherland responded to inquiries made regarding the unintended consequences for IT supervisory positions and non-IT supervisory positions due to pay compression, comparison of IT positions with the outside market, manner in completing job descriptions, job description standards, hybrid positions comprised partly of IT, positions with a background or knowledge in IT, manner of retitling of IT positions, transfer of IT positions within city departments, timeframe for the study and recommendations, and inclusion of incumbents. Some IT supervisory positions may or may not fit in the reclassification. A response strategy will have to be developed to address non-IT supervisory positions that are within the pay range of IT positions within the same department. IT positions will have to be compared to the outside total market. The recruitment issue is a sign that IT positions are not comparable externally outside the city. Some of the external comparables may still not be met in the end. DER will look at job descriptions. Only one standard job description and one survey questionnaire response for an IT position title is needed from a department. Job descriptions should be what a position should be and what level the position should be classified at. For red circle instances, pay will not be taken away from individuals currently being paid at a level above their performance. There may be an underfill option where individuals can fill a position at a lower title if they are lacking the desired skills. Only positions that are wholly IT will be studied, but departments can make a request to DER to review hybrid positions and positions with an IT background or focus. DER will have to consider whether IT title recommendations should reflect present capabilities or the expectations of a post. DER is not looking at moving positions within city departments. DER will be requesting information from departments within the month. A questionnaire and recommendations will be forthcoming within the first quarter of the year. DER can return to give an update at the next committee meeting. The reclassification will impact all IT position titles, including incumbents. Ms. Knickerbocker made final remarks. DER is still in the process of considering all options and issues. The goal is to bring consistent pay across the board, attract and retain well-qualified IT employees, bring the rates of pay into better alignment with relevant labor markets, and create consistent titles that make sense. There may be some fear for employees, but employees should be assured that pay is not being taken away from them. Ms. Kelsey said that DER may want to look at an executed citywide contract for IT professional Services, which can play a role in helping to develop specs. She added City of Milwaukee Page 3 CITY INFORMATION MANAGEMENT Meeting Minutes December 10, 2015 COMMITTEE that many departments use these types of contracts to supplement services. -What Works Cities Grant Ms. Olson said that the grant from the Bloomberg Foundation is for What Works cities partners to provide technical assistance and resources to help the City strengthen open data and performance reporting tools. The grant is part of an initiative to promote open government, data, and performance management analytics. The What Works Cities Team includes Results for America, John Hopkins University, and the Sunlight Foundation. The grant was brought to her attention last year. In response, DOA submitted a statement of interest to the foundation, did a self-assessment, and had a workshop visit from the Bloomberg technical assistant group. One suggestion of the grant is for there to be an open data governance group to oversee an open data policy, inventory datasets, determine and prioritize what data should be made available to the public, and govern a structure to present data. The committee should serve as this governance group. A second suggestion of the grant relates to performance management analytics relative to defining and reporting on department performance measures in a more meaningful and transparent way. This initiative will involve and ask almost every city department to share data. Ms. Olson continued. The technical assistance is an aggressive 120 days, effective immediately after Common Council adoption. Her office is still in discussions regarding the grant, and a file to accept the grant is anticipated for Common Council approval in January 2016. One of the first steps of the assistance is for the partners to help develop, define, and structure an open data policy. It is anticipated that an open data policy will be available for review by the committee at the next meeting in March. Members inquired about vendors, access to proprietary information, open data policy, activities of the Bloomberg Foundation, the 120 timeframe, and goals of the grant. Ms. Olson replied. The vendor contracts should have language clarifying that data belongs to the City. There is legal precedence in the past where a firm collected and refused to forward assessment data to the City. The open data policy will address agreement amongst members to make data more open. The policy would address datasets, formats, and interfaces. ITMD has made an open data web page containing departmental data available on other scattered sites (www.milwaukee.gov/opendata). The custodian of a dataset should have the responsibility to exclude proprietary information from being made public. The Bloomberg Foundation has a goal to work with 100 cities under this initiative. They have worked with ten cities so far to open data portals, provide public facing service information, enable data sharing across departments, and provide service to data analysis. The 120 day technical assistance is very aggressive and serves to leave the City a process to jumpstart the concept of open data. The first 60 days will entail establishing an open data policy and validate the concept of open data. There are other tasks within the 90 day period and 120 day period. After 120 days, the City should have prioritized its datasets internally based on performance indicators and incorporate others in the process, such as shareholders and the public. Ms. Olson continued. The goals of the grant is for the City to open and strengthen its data practices and governance by standardizing processes and policies to inventory, prioritize, and release data from cross departments for public consumption. Outcomes are an established data governance team through this committee, a defined structure to prioritize and publish data, a comprehensive open data policy with collection and process for decimation, and useful, responsive data made available to the public. City of Milwaukee Page 4 CITY INFORMATION MANAGEMENT Meeting Minutes December 10, 2015 COMMITTEE Mr. Klajbor said that departments should determine their datasets and proprietary information. He added that datasets from vendors normally belong to the City, but the software used by the vendor may be proprietary. Ms. Meyer said that there is opportunity for departments outside of the Mayor’s administration to obtain open data and make department performance information more accessible to elected officials. She added that it will take more time beyond 120 days to fulfill the concept of open data. -Review of 2016 CIMC Meeting Schedule Ms. Meyer moved approval, seconded by Ms. Willchowski, of the 2016 CIMC meeting schedule as follows: •Thursday, March 10, 2016 at 10 a.m. •Thursday, June 9, 2016 at 10 a.m. •Thursday, September 8, 2016 at 10 a.m. •Thursday, December 8, 2016 at 10 a.m. 7. Adjournment. Meeting adjourned at 10:52 a.m. Molly Kuether, Staff Assistant Chris Lee, Staff Assistant Materials for this meeting can be found within the following file: 151093 Communication relating to the matters to be considered by the City Information Management Committee at its December 10, 2015 meeting. Sponsors: THE CHAIR City of Milwaukee Page 5