NYS Forum PM Steering Committee

Meeting Minutes

Held: April 20, 2009, 8:30 - 9:30 AM, at Keane offices
Next Meeting: May 18, 2009, 8:30 - 9:30 AM, at Keane offices

Attendees (members attending in person highlighted in bold, attending via phone in bold italic)

PM Committee Members
Brenda Breslin, State Co-Chair (DOH),
Vivian Conboy, State Co-Chair (NYS Tax),
Chris Foster, CRT Co-chair, (CGI),
Jon Haverly, CRT Co-chair, PM COP Lead, (Keane) (1),
Jonathan Blake (Keane),
Girk Cakmak (Bowne) (5),
Natalie Cole (NY State Police),
Jason DiGianni, Repository Lead, (NYS DOB),
Nancy Gutterman, Matrix Lead (NYS GORR) (2),
Mary MacDonald (NYS DMV) (3),
Melissa Morgan, Newsletter Lead, (TEK Systems),
Nancy Mulholland (NYS DOT) (7),
Ellen Peil (NYS DEC),
Bob Pennacchia (NYS DOH),
Drew Prescott (NYS OFT),
Joanne Riddett (NYS Thruway) (2),
Kirk Schanzenbach (NYS OSC),
Linda Stella, PM Training Lead (Bearing Point)

Standing Agenda Items and Status:

Brenda attended the April 10th Executive Committee meeting. There was a security presentation given by State ISO Laura Iwan and DMV. It was very informative and provided some scary facts about information security.

Vivian attended the Small Medium strategic planning session on March 25th. It was well attended and also informative.

PMO Roundtable Meeting
Upcoming PMO RT: Enterprise Analysis Session
 
Q2 2009 Kirk has lined up piggy backing on the ESI Enterprise Analysis half day session scheduled for the morning of May 1st. Kirk will check on the RSVP list that ESI has been maintaining.
Owner(s): Chris Foster and Ellen Peil
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (May 1st from 1:30 to 3 pm) - Chris/Ellen - Closed
  • Reserve room (set at OSC) - Chris/Ellen - Closed
  • Create outline for speakers - Chris/Ellen - Closed
  • Identify and secure speakers (Paul McGuire from ESI) - Kirk - Closed
  • Provide materials to Mike - Kirk - Open
  • Work with Mike to send out email notice for sign up. - Chris/Ellen - Closed
 
Consider the following topics for future meetings:
  • Q3 topic - How to maintain the PM momentum/Marketing strategies for a PMO - how to sell oneself within your agency; look to generate momentum from discussion at the July strategic planning session.
  • Several potential future topics were discussed at the PMO Matrix discussion:
    • Working session on Knowledge Repository requirements
    • How to manage project budgets and contracts
    • How to form a COP within an agency
    • PMO strategic planning and outreach
    • How to form a COP within an agency
    • PMO strategic planning and outreach
  • Another discussion on Portfolio Management and how to leverage software tools.
 

Discussion: Getting more people involved in the planning steps of the committee
Due to Brenda, Jon, and Chris changing roles within the last couple months the request has been made to get more people involved in the planning steps of the committee. Committee members have stepped forward to take ownership of all but the PM COP sub-committee. If anyone not already tasked is interested please follow up with Brenda, Jon, or Chris.

PM Community of Practice Meeting
Q1 2009 Business Continuity and Security Panel Discussion on Best Practices for PMs; scheduled for March 24, 2009.
This session was well attended and there was good information sharing. Jon is checking into the survey results.
Owner(s): Jon Haverly & Natalie Cole
Action Plan: (Action - Assigned to - Status):
  • Determine date and time - Jon - Done
  • Reserve room - Jon - Done, (Meeting Room 6)
  • Create outline for speakers - Jon & Natalie - Done
  • Identify and secure speakers - Jon & Natalie - Done. Deb Snyder and Chris Lloyd
  • Follow up with Deb Snyder to view slides - Jon - Ongoing.
  • Provide materials to Mike - Jon - Done
  • Work with Mike to send out email notice to all Forum committees for sign up. - Jon - Done
 
Q2 2009 Other Agency Projects: Formation of an enterprise board for customer service DOT Roadway System Project (POC - Susan Knapp); OTDA
Owner(s): Jon Haverly & Brenda Breslin
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (June 17, 2009; 2:30 to 4 pm) - Jon - Done
  • Reserve room - Jon - Done (Huxley Theater)
  • Create outline for speakers - Jon & Brenda - Open
  • Identify and secure speakers - Jon & Brenda - Done
  • Provide materials to Mike - Jon - Done
  • Work with Mike to send out email notice to all Forum committees for sign up. - Jon - Done
 
Consider the following topics for future meetings:
  • FOCAS/FMS joint governance possibly in Q3 2009. POCs are Chris Gorka from OSC, Susan from DOB, and Melodie from OFT.
  • Q4 - TBD
  • 2010 Q1 - look into OSC Retirement System Phase 2 Project

Additional Agenda Items and Status:

PMO Matrix Update
  • Brenda followed up with Michelle Von Linden and provided an OTDA contact person with Nancy G.
  • Kirk provided the OMRDD point of contact to Nancy G.
  • Nancy G will add any new POCs into the Matrix based on Brenda and Kirk's feedback. Brenda will check with Nancy G to see where this stands.
Owner(s): Nancy Gutterman
Joint Events with PMI Local Chapters and other organizations.
Event - Responsible - Status
  • Joint event with Upstate NY PMI Chapter - Brenda - Aiming for October, 2009. Speaker selection is underway.
  • Investigate a future meeting with the NYC PMI Chapter - Brenda and Joanne - NYC Chapter is not able to logistically participate at this time.
  • NYS Forum Webmasters Guild Joint Session - Brenda - PM's from SED and DMV are slated to participate.
 
BA Discussion Joint Session with MATRIX Group
Chris asked steering committee members to determine if there were any other agencies who would be willing to participate in the BA panel discussion. Ellen is going to check with OTDA.
Owner(s): Chris Foster and Ellen Peil
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (May 12th from 2:30 to 5 pm) - Chris/Ellen - Done
  • Reserve room (ESP Rooms 3 & 4) - Chris/Ellen - Done
  • Create outline for speakers - Chris/Ellen - Done
  • Identify and secure speakers (BA overview done, working on agency panel participants) - Chris - Ongoing
  • Provide materials to Mike - Chris/Ellen - Open
  • Work with Mike to send out email notice for sign up. - Chris/Ellen - Open
Forum Committee Partnership Opportunities - Natalie Cole
  • Natalie is looking into joint session opportunities and will review the Forum site.
  • Committee members should share any opportunities they come across with Natalie.
Training - Linda Stella
  • Brenda will pass on a soft copy of the training materials she has to Linda
  • Committee members should share any opportunities they come across with Linda
Repository - Jason DiGianni
  • Drew provided Jason with a login as well as an overview of the document repository
  • Committee members should share any opportunities they come across with Jason.
7/11/2008 Strategic Planning Initiatives
1. Executive Session with Commissioners, Deputy Commissioners, CIOs, CFOs, and PMO Directors to discuss the value of project management.
  • Updated October of 2008: To be tabled at this time due to more pressing priorities
  • Drew is meeting with a deputy CIO next week and will see if he gets a different reaction than what Brenda received in October.
2. Ensure NYS PM methodology incorporation and update
  • Updated October of 2008: Initiatives can not be addressed at this time, even though our group strongly supports them, due to the current state financial issues.
3. Create a knowledge management repository for PMs to leverage (document repository exists at OFT).
  • Jason to be point person on this initiative and accounted for in another section of the minutes/agenda.
Surveys for 7/10/09 Forum Strategic Planning Session - Jon Haverly
  • The survey options the Forum possesses is all hard coded. When we are ready to publish we can work with Mike Chambers
  • Goal will be to submit a survey to the PM Roundtable and a separate one to the PM COP.
  • Attendees wanted to know how the sample questions Jon provided differed from those collected in the last Matrix update.
  • Tentative timeline is as follows:
    4/10 - Proposed questions received from committee
    5/1 - Questions finalized and sent to Forum
    5/15 - Surveys opens
    6/12 - Survey closes
    6/26 - Responses compiled and prepared for July 10th Planning Session.
PM Committee Newsletter
2nd Quarter Newsletter
Distribution Date: Tentatively set for June, 2009
Owner(s): Melissa Morgan
Actions (Section - Assigned to - Status):
  • PMO Roundtable Recap for PMO - TBD - Open
  • BA Session with Matrix? - TBD - Open
  • PDD Follow Up - Brenda - Done
  • PM COP Session recap - TBD - Open
  • Recognize PMMP Grads - TBD - Open
  • PM Scholars Picture - Vivian - Open
  • PM Training Opportunities Announcement - TBD - Open
  • Survey update prior to strategic planning session - TBD - Open
  • Update on the BA title information found on DCS' site - TBD - Open
Other
  • Vivian asked if OFT was going to continue the PMMP. Drew mentioned there were no plans for this year.
  • Vivian suggested we look at a way to recognize the PMMP graduates and PM Scholars.