NYS Forum PM Steering Committee

Meeting Minutes

Held: April 19, 2010, 8:30 - 9:30 AM, at Keane offices
Next Meeting: May 17, 2010, 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),
Connie Benton (NYS OSC),
Jonathan Blake (Keane) (4),
Girk Cakmak (Bowne),
Natalie Cole (NYS Police) (9),
Susan Mardon (NYS DOT) (2),
Mary McDonald (NYS DMV),
Melissa Morgan, Newsletter Lead, (TEK Systems) (2),
Ellen Peil (NYS DEC),
Bob Pennacchia (NYS DOH),
Diana Pinto (NYS Thruway),
Drew Prescott (NYS OFT) (1),
Alan Ross, Newsletter Lead, (GOER),
Kelly Smith-Lawless (NYS DMV) (2),

2009 Initiatives

The following initiatives were generated from the Forum strategic planning session on Friday, July 10, 2009. They will serve as the initiatives for this program year.

Updates to the SDLC - Girk Cakmak:

Background: Several work groups (Security, Business Continuity, and Web Group) would like to work with the PM work group to update the PM Guidebook. There is also a desire to add the agile process as well as best practices from the work groups into the guidebook.

At the March PM Steering Committee meeting, Deb Snyder provided an overview of the SSDLC presentation depicting the checkpoints for security and business continuity concerns within the SDLC lifecycle. She asked for PM assistance with writing in conjunction with the Security group. This was a different understanding than the initial request to have the PM group proof read what is created. We do not wish to have any public statement made regarding the addendum until resources are identified to complete this task.

A call for presenters went out on 4/14 for the live event scheduled at the Desmond on 5/26. Girk has been working to resolve the issue. Volunteers are being sought to write an addendum for The NYS PM Guidebook reflecting the SSDLC Deb's presentation outlines. Chuck, Mark & Deb from the security group will assist.

The general feeling is this addendum requires more Security expertise that the PMs have and our community is currently taxed beyond their abilities to take ownership of this task at this time. Girk will send out information on the next joint workgroup meeting to the entire PM Steering group so anyone interested in participating might attend to learn more.

GOER Training - Diana Pinto:

Background: There is an interest to assist GOER with the PM training (PM Fundamentals as well as more advanced PM training) they provide.

"Train the Trainer" will be in September, following a course pilot in April for NYSIF. GOER has requested our assistance in identifying the trainers. We need a clear communications, with an explanation of "WIIFM" and a clarification of the audience for the April pilot from GOER to solicit volunteers. Alan is interested in attending a PMO Roundtable. Ellen will invite him to the 5/13 meeting. The pilot class was held last week. Marketing will begin now to identify trainers for classes beginning in the fall. It was discussed that the marketing must set expectations clearly for what the class is and what it is not. It was also discussed that a "sustainability plan" to address the continued offering of the classes is needed. Diana will carry that back to GOER.

NYS PM Guidebook updates: Drew held a meeting on March 26th. It was highly collaborative but all attendees agreed that it was a huge undertaking. Drew will continue to keep the group apprised of how we can be of assistance. 4/19 - no updates.

BA Coordination with IT Skills Development Work Group (ITSWG) - Connie Benton:

Background: The ITSWG would like to continue the BA sessions that were kicked off with the PM COP on May 12th and another joint session held on December 15th. Chris has held discussions with the ITSWG to see where the BA subject matter would fit into the current Forum work groups. Chris does not see how the PM work group could take on another initiative and the attendees agreed. Chris and James Nicol spoke with Greg Benson to see how best to proceed. It was agreed to put out a survey of the latest attendees to gauge their interest in leading a work group dedicated to BAs. Depending on the responses we may assist with a transition to a new work group or continue to co-lead with the ITSWG. 4/19: See the meeting notes from the April meeting of the ITSWF on Forum's website for more detail. They will not be holding a special BA event in the spring due to the low response rate to their recent survey. ITSWG will attempt to provide this community listserv as a framework within which they could operate but not totally rely on ITSWG for support. If there is no activity on the listserv within 6 months from the launch, then ITSWG will disengage the listserv noting that the community could not sustain the CoP.

Repository/Social Networking - Jon Haverly:

Background: Based on feedback from the strategic planning session there looks to be a larger initiative to create an online repository for Forum work groups. Tied into this will be an initiative to create an acceptable networking option for the work group. Discussion at the strategic planning session included the possibility of leveraging something like LinkedIn.

Jon mentioned the Web 2.0 discussion held the week of March 22nd was very good. Kathleen Moorehead did a nice job with the business case. The biggest concern at this point is the accountability of each agency. There is also a CIO/OFT groupsite being discussed that Greg is following up on.

4/19: Jon will send a copy of the business case out to this group. The Forum is meeting with their lawyers to discuss a Facebook site. They are still trying to figure out where to go given all the restrictions.

PMO Roundtable Meeting (PMO RT)
 
Q3 2010 PMO Knowledge Repository Session (may include social networking)
Scheduled for Thursday, May 13th from 2:30 to 4:00 in Conference Room A at DOT
Owner(s): Ellen Peil
Action Plan: (Action - Assigned to - Status):
  • Send out a save the date reminder to attendees - Ellen - Done
  • Send reminder emails to attendees on May ? - Ellen - to be done - 2 wks prior to event
 
Consider the following topics for future meetings:
  • How to communicate PM/PMO value to Agency Executives (strategies, briefing books...)
  • Working session on Knowledge Repository requirements
  • How to maintain the PM momentum/ Marketing strategies for a PMO
  • PMO strategic planning and outreach
  • Portfolio Management and how to leverage software tools
 
PM Community of Practice (PM COP)
The next session is being planned for June 24th in ESP Meeting Room 5. The topic will be the Statewide Financial Management System project with speakers from DOB (Mahesh) and OSC (Roseanne).
4/19 - First announcement should go out next week. Brenda to follow up with GTC regarding the "new" format to determine if we should attempt a PM COP session in conjunction with GTC this year. Also, ask what type of training will be offered.
 
Consider the following topics for future meetings:
  • Look into OSC Retirement System Phase 2 Project
  • Training sessions such as MS Project or SharePoint.
Joint Events
Event - Responsible - Status
  • Joint PMI Session - Brenda and Chris - Working with the PMI chapter on a speaker and date.
Brenda reported that the local PMI chapter is considering Sandra Harris who was instrumental in developing the PMO for American Airlines and was the project manager for Single Sign-On for American Airline employees, worldwide, encompassing a large number of differing systems. She was also a grief counselors following 9/11 to the Pentagon site. All agreed this would be a good speaker for a joint meeting.
4/19 - Update from Brenda (not provided at meeting): Sandy Harris is scheduled for May 18, 2011 speaking on the process of creating a PMO for a major corporation from the ground up. She taught for Sabre (the computer side of American Airlines). And, over time, became a PM, and then the basis of the AA PMO. The meeting will be held at the usual PMI Chapter time and location (5:30pm networking, 6:00 dinner, 7:00 speaker, 8:00 adjourn at the IACC). The earlier time is too difficult for the PMI chapter's regular attendees and the state government attendance was down significantly last year resulting is substantial expenses to the PMI chapter. We will use Forum's PM lists to advertise the event.
PM Committee Newsletter
2nd Quarter Newsletter was published 4/26/2010
1st Quarter Newsletter published 1/20/2010
PMO Director and CIO/IT Director articles will alternate every other newsletter. This would be an "opinion" piece. Also, discussed making the Newsletter shorter, and possibly releasing more often.
4/19 - Co-chairs have reviewed draft of current issue. It will be released later this week.
Owner(s): Melissa Morgan & Diana Pinto
Actions (Section - Assigned to - Status):
  • PMO Roundtable Recap - Ellen - Done
  • PM COP Recap - Jon - Done
  • SDLC Initiative Update - Girk - Pending
  • Interview Vivian Conboy - Diana - Done
  • PDD Follow Up - Diana - Done
  • Repository/Social Networking Update - Jon - Done
  • GOER PM Class Update - Diana - Done

Next Meeting: May 17, 2010, 8:30-9:30 AM, at Keane offices