NYS Forum PM Steering Committee

Meeting Minutes

Held: July 19, 2010, 8:30 - 9:30 AM, at Keane offices
Next Meeting: August 16, 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) (1),
Chris Foster, CRT Co-chair, (CGI) (1),
Jon Haverly, CRT Co-chair, PM COP Lead, (Keane),
Connie Benton (NYS OSC),
Jonathan Blake (Keane) (2),
Girk Cakmak (Bowne),
Susan Mardon (NYS DOT),
Melissa Morgan, Newsletter Lead, (TEK Systems),
Ellen Peil (NYS DEC),
Bob Pennacchia (NYS DOH),
Diana Pinto (NYS Thruway),
Drew Prescott (NYS OFT) (1),
Alan Ross, Newsletter Lead, (GOER) (2),
Ann Scott (NYS DMV),

First order of business was election of co-chairs for the 10/10-9/11. The terms of Jon Haverly, CRT, and Brenda Breslin, Government, are expiring. Diana Pinto agreed to take on the government position and Girk Cakmak agreed to take on the CRT position. No other nominations were made and it was agreed by consensus that Girk and Diana would move into the co-chair roles. As per the Forum's guidelines, they will assume those positions on October 1.

2009 Initiatives

The following initiatives were generated from the Forum strategic planning session on Friday, July 10, 2009 and served as the initiatives for this program year. We will wrap them up by providing summary status here and carry over just remaining action items into the next year.

Updates to the SDLC - Girk Cakmak:

Several work groups (Security, Business Continuity, PM and Web Group) worked together to provide an SSDLC (Secure Systems Development Life Cycle) update for the PM Guidebook. A presentation of the results was help 5/26. A draft addendum or special topic for the Guidebook is being finalized. Jon and Girk are reviewing that draft for the PM work group.

GOER Training - Alan Ross:

Background: GOER revised their PM training (PM Fundamentals as well as more advanced PM training) with support of the PM work group. The Train the Trainer and pilot class are scheduled for this fall. Diana has offered to include announcement in our work group's newsletter to assist in advertising.

NYS PM Guidebook updates:

Drew will continue to keep the group apprised of how we can be of assistance. The group is finalizing their scope, defining what they can and cannot hope to accomplish.

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

Two joint sessions were held with the ITSWG. PM work group has handed this off to the ITSWG and they can reach out to us as needed.

Repository/Social Networking - TBD (need a new POC):

Most work groups expressed a need for an online repository. The Forum now has a Facebook site and is considering a LinkedIn site. PM Work Group may continue to participate with the lead group (Emerging Technologies?) on this initiative as requested.

Other:

Jon brought up a couple items that Nancy Mulholland (CIO Leadership Council, Chair) shared with him.

  1. There has been a request to create a lessons learned for the Ontario County fiber ring implementation. The goal would be to create a document for review and input from the municipalities. Jon will check with Nancy on whether a process and template would be useful.
  2. There is a CIO Council quarterly meeting on 8/22/10. Nancy has requested assistance with creating a standardized template that could be used for conducting the meeting.

2010 Initiatives

The following initiatives were generated from the Forum annual planning session on Friday, July 16, 2010. The top 3 are based on the number of votes received by the entire group at the planning workshop. The remaining 5 are those brainstormed at the table and are not in priority order.

  1. Develop a tool to measure the business value of project management in a standard format for all agencies. (12 votes)
  2. Enable knowledge transfer (from the project team to those who will maintain and support the resulting product) and sustainability of project results by defining concrete activities, deliverables, and measurements to be incorporated into project management methodology. (9 votes)
  3. Facilitate a regular (monthly?) project triage group for PMs to collaborate real time solutions on active projects with peers across the Forum. (4 votes)

Others brainstormed to keep in mind: (in order discussed - NOT priority order)

  1. Develop a directory of successful project "stories" and how good PM helped them to be successful.
  2. Develop a standard lessons learned process
  3. Provide Business Analysis training that is not IT based
  4. Support the formation of a PM Workgroup in NYC. (NOTE: Russ was attending from NYC. The Corporate Roundtable has established the Metro NY group with marked success. Russ has also reached out previously to the co-chairs of our group and attended at least one PM COP session here in Albany.)
  5. Reach out to the Small/Medium/Local Agency group to assist the support of PM in those areas.

Discussion:

  1. Girk and Brenda will reach out to CTG to see if they might be interested in working with us on developing such a tool.
  2. Definitions of these activities, deliverables, and measurement to be included in PM methodology and/or procurement documents will be needed.
  3. Discussion of how we might facilitate such a group included this might be addressed within PMO Roundtable, how would we schedule, who would come to provide answers, etc. There might be a better way to implement this than face-to-face meetings.
  4. These two initiatives (4 & 5) might be tied together. They might also be part of #1.
  5. See #4
  6. Agreed to pass this on to IT Skills work group. (NOTE: Brenda asked a member of that work group to relay this item at their next meeting.)
  7. Brenda, Jon, and Chris have all provided Russ with their contact information and offered assistance in getting a PM Work Group set up as part of the Forum's Metro NY initiative. IT Skills is developing a "COP Starter Kit" which should also provide some assistance.
  8. Melissa will reach out to this work group to see if they have needs we can assist with.
PMO Roundtable Meeting (PMO RT)
 
Q3 2010 Portfolio Management using Innotas - Laurie Hitchcock with NYSIF
Scheduled for Thursday, August 12th from 2:30 to 4:00 in Forum conference room
Owner(s): Ellen Peil
Action Plan: (Action - Assigned to - Status):
  • Send out a save the date to attendees - Ellen - Done
  • Send reminder emails to attendees - Ellen - Open
 
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
 
PM Community of Practice (PM COP)
The next session is being planned for September 22 at 11:00am - 12:15pm in conjunction with GTC. Jon/Brenda will facilitate a panel discussion on "Sustaining the PM mission is Changing Times".
 
That topic includes both the pending change in NYS administration and the unprecedented fiscal crisis the state is facing. We hope to have a CIO, CFO, PMO Director and a Senior level PM on the panel. Brenda will confirm date and time with GTC (done - see above).Brenda will also confirm panelists.
CIO: Adam Gingadet, DMV
CFO: Pat Mitchell, Tax
PMO Director: Bob Pennacchia, DOH agreed to do this if we do not find another.
CIO: Adam Gingadet, DMV
Sr PM: Diana Pinto, Thruway
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 - Scheduled for April 20, 2011
    Topic: Project Portfolio Management: You Can't Manage the Plan Until You Have the Plan
    Speaker: Lisa DiTullio
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
3rd Quarter Newsletter slated for a mid July release
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. Diana reminded all that they are open to new ideas - please feel free to offer some! Diana has asked that we continue to carry the published dates for the last year so we have a record.
Owner(s): Melissa Morgan & Diana Pinto
Actions (Section - Assigned to - Status):
  • Strategic Planning Recap - Brenda - Done
  • PMO Roundtable Recap - Ellen - Done
  • PM COP Recap - Brenda - Done
  • SDLC Initiative Update (5/26 webcast) - Girk - None
  • Interview with Joanne Riddett, Thruway CIO - Diana - Done
  • Repository/Social Networking Update - TBD - None
  • GOER PM Class Update - Alan - Pending

Next Meeting: August 16, 2010, 8:30-9:30 AM, at Keane offices