NYS Forum PM Steering Committee

Meeting Minutes

Held: June 15, 2009, 8:30 - 9:30 AM, at Keane offices
Next Meeting: July 20, 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),
Jonathan Blake (Keane),
Girk Cakmak (Bowne),
Natalie Cole (NY State Police),
Jason DiGianni, Repository Lead, (NYS DOB),
Kelly Smith-Lawless (NYS DMV),
Melissa Morgan, Newsletter Lead, (TEK Systems) (1),
Susan Mardon (NYS DOT),
Ellen Peil (NYS DEC),
Bob Pennacchia (NYS DOH),
Drew Prescott (NYS OFT),
Connie Benton (NYS OSC),
Joanne Riddett (NYS Thruway) (4),
Kirk Schanzenbach (NYS OSC),
Linda Stella, PM Training Lead (Bearing Point)

Standing Agenda Items and Status:

Brenda attended the June 12th Executive Committee meeting. There is an initiative underway to participate in focus groups to provide insight on the direction of the Forum. All interested should reach out to Rebecca Buchner.

Brenda discussed an update from Nancy Gutterman. She has accepted a position with the Governor?s office assisting with the federal stimulus funds. There is no replacement for her from GORR.

PMO Roundtable Meeting
Upcoming PMO RT: How to Form and Maintain a COP within an Agency
 
Q3 2009 Connie Benton from OSC and Carol Velesko from DOH will provide an overview of what they have established within their agencies.
Owner(s): Ellen Peil
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (September 10th from 1:30 to 3 pm) - Ellen - Done
  • Reserve room (Forum office conference room) - Ellen - Done
  • Create outline for speakers - Ellen - Ongoing
  • Identify and secure speakers (Paul McGuire from ESI) - Elaine and Brenda - Done
  • Provide materials to Mike - Ellen - Open
  • Work with Mike to send out email notice for sign up. - Ellen - Open
 
Consider the following topics for future meetings:
  • 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 maintain the PM momentum / Marketing strategies for a PMO
    • PMO strategic planning and outreach
  • Another discussion on Portfolio Management and how to leverage software tools.
 
PM Community of Practice Meeting
Q2 2009 Other Agency Projects: Formation of an enterprise board for customer service DOT Roadway System Project (POC - Susan Knapp); OTDA Agile Project Management
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 - Done
  • 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
 
Q3 2009 GTC Panel Discussion on An Executive View of Project Management
Owner(s): Brenda Breslin
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (September 24, 2009; 2:20 to 3:30 pm) - Brenda - Done
  • Reserve room (Awaiting update from GTC) - Brenda - Open
  • Create outline for speakers - Brenda - Open
  • Identify and secure speakers - Brenda, Connie, and Kirk - Done
  • Provide materials to Mike - Brenda - Open
  • Work with Mike to send out email notice to all Forum committees for sign up. - Brenda - Open
 
Consider the following topics for future meetings:
  • Q4 - FOCAS/FMS joint governance possibly. POCs are Chris Gorka from OSC, Susan from DOB, and Melodie from OFT.
  • 2010 Q1 - look into OSC Retirement System Phase 2 Project

Additional Agenda Items and Status:

In anticipation of the July 10 Strategic planning session hosted by the Forum at The Desmond several documents were reviewed. The Forum is looking to generate value propositions out of the session that can be used going forward to bring in new members.

Brenda reviewed the PM Committee Initiatives and Accomplishments for this past year as well as the projected initiatives for the next year. Suggestions were made for the projected initiatives.

Jon conducted a discussion and review of the PMO Roundtable and PM COP surveys. There was a good dialogue reviewing the results. Jon will share the list of topics covered in past sessions to the committee. All felt that an important piece to attending any of the sessions would entail marketing to supervisors within the state that our events are free and one can get credit for attending through the unions or PMI.

The remaining items listed below were not covered in the meeting on June 15th. They will be revisited at the next meeting on July 20th.

Look into adding more agencies to our workgroup? Bob will reach out to Nancy G. Also consider OMRDD and SED.

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): TBD
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 is George Pitagorsky and his topic is still TBD. Initial options are: Zen Approach to PM; Applying Open-minded Mindfulness to communications; Managing expectations; and Conflict resolution and problem solving
  • Investigate a future meeting with the NYC PMI Chapter - Brenda and Joanne - NYC Chapter is not able to logistically participate at this time.
 
BA Discussion Joint Session with MATRIX Group
Session went well. Feedback provided included having a registration next time as well as better manage the seating arrangement so people are not so packed in.
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 - Done
  • Provide materials to Mike - Chris/Ellen - Done
  • Work with Mike to send out email notice for sign up. - Chris/Ellen - Done
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 passed on a soft copy of the training materials to Linda. The materials need to be updated. In the past funds have been procured through OFT but that is no longer an option. Suggestion was for the Forum to apply for a grant. This will be discussed more fully at the strategic planning session in July.
  • Committee members should share any opportunities they come across with Linda
  • Kirk suggested looking into a train the trainer initiative once the updates have been made.
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.
  • Jason has some ideas to update the repository but needs to talk with the website admins. Drew will assist with putting Jason in touch with Nora Ryan from OFT.
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 does not see this as a good time to discuss this within OFT
  • Look to leverage the GTC session in September.
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.
  • Feedback so far has come from 25 PMCOP members and 9 RT members.
  • Jon will prepare a summary for the next workgroup meeting in June.
PM Committee Newsletter
2nd Quarter Newsletter
Distribution Date: Tentatively set for June 15, 2009
Owner(s): Melissa Morgan
Actions (Section - Assigned to - Status):
  • PMO Roundtable Recap for PMO - Kirk - Done
  • BA Session with Matrix? - Chris - Done
  • PDD Follow Up - Brenda - Done
  • PM COP Session recap - Natalie - Done
  • Recognize PMMP Grads - Drew - Done
  • PM Scholars Picture - Vivian - Done
  • GOER Fundamentals - Vivian - Done
  • Web Masters Session - Jon - Done
  • Survey update prior to strategic planning session - Jon - Done
  • GTC East Session Preview - Brenda - Done
Other
  • None