NYS Forum PM Steering Committee

Meeting Minutes

Held: June 21, 2010, 8:30 - 9:30 AM, at Keane offices
Next Meeting: July 19, 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) (1),
Girk Cakmak (Bowne),
Susan Mardon (NYS DOT) (4),
Melissa Morgan, Newsletter Lead, (TEK Systems) (1),
Ellen Peil (NYS DEC) (1),
Bob Pennacchia (NYS DOH),
Diana Pinto (NYS Thruway),
Drew Prescott (NYS OFT),
Alan Ross, Newsletter Lead, (GOER) (1),
Ann Scott (NYS DMV),

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.

A live event was held at the Desmond on 5/26. There were 50 people present and the presentation went well. The suggestion was made to see if the webcast had been recorded so it could be included in the next newsletter. No one was able to attend the last planning meeting. Jon and Girk plan on attending the next one to see what the next steps are.

GOER Training - Alan Ross:

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. No letters have been received to date by agencies discussing the train the trainer sessions. Diana will see if the letters have gone out and will follow up with Alan.

NYS PM Guidebook updates: Drew will continue to keep the group apprised of how we can be of assistance. It has been a slow, methodical effort to date. OFT is currently looking over the scope and is seeking input from agencies. The subject of a hybrid agile approach aligned with the SDLC was discussed. Chris mentioned that Pat Lynch at DOL may be able to provide some background on their work. He will put Pat in touch with Drew to see what DOL has been doing.

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. There is a BA webinar scheduled for June and spearheaded by James and the ITSWG. No assistance has been asked from our work group at this time. June 21 - The group agreed that this initiative should be handed off to the ITSWG and they can reach out to us as needed.

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

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 asked for a new person to step forward and become the point person for this initiative. He will send out an email soliciting a new rep. The Forum has launched a Facebook site. They are looking into LinkedIn next. Corinne is seeking more discussion on collaboration options. Jon checked with Nancy Mulholland and found out that OFT is creating a SharePoint site for the CIO Council to use. There are no plans at this time for any other SharePoint sites to be made available.

Other:

Jon brought up a couple items that Nancy 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.
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 - Open
  • 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 June 24th in ESP Meeting Rooms 2 and 3. The topic will be the Statewide Financial Management System project with speakers from DOB (Mahesh) and OSC (Roseanne).
 
Jon reported that there are149 people have signed up. Brenda will lead the session and a registration list will be passed amongst attendees.
The next PM COP will be held in conjunction with GTC in September. The workgroup agreed we should maintain a presence at, and support of, the GTC event. Discussion resulted in general agreement that we would work toward a panel presentation/discussion on "Sustaining the PM mission is Changing Times". That topic would allow us to address both the pending change in NYS administration and the unprecedented fiscal crisis the state is facing. Brenda will send a write up to steering committee members with an overview of the session.
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 May 18, 2011 and the speaker will be Sandy Harris speaking about the process of creating a PMO for a major corporation from the ground up.
Sandy 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
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 - TBD - Pending
  • PMO Roundtable Recap - Ellen - Done
  • PM COP Recap - Brenda - Pending
  • SDLC Initiative Update (5/26 webcast) - Girk - Pending
  • Interview with Joanne Riddett, Thruway CIO - Diana - Pending
  • Repository/Social Networking Update - TBD - Pending
  • GOER PM Class Update - Diana - Pending

Next Meeting: July 19, 2010, 8:30-9:30 AM, at Keane offices