NYS Forum PM Steering Committee

Meeting Minutes

Held: March 16, 2009, 8:30 - 9:30 AM, at Keane offices
Next Meeting: April 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) (1),
Chris Foster, CRT Co-chair, (CGI),
Jon Haverly, CRT Co-chair, PM COP Lead, (Keane),
Jonathan Blake (Keane) (4),
Girk Cakmak (Bowne) (4),
Natalie Cole (NY State Police),
Jason DiGianni, Repository Lead, (NYS DOB),
Nancy Gutterman, Matrix Lead (NYS GORR) (1),
Mary MacDonald (NYS DMV) (2),
Melissa Morgan, Newsletter Lead, (TEK Systems) (1),
Nancy Mulholland (NYS DOT) (6),
Ellen Peil (NYS DEC),
Bob Pennacchia (NYS DOH),
Drew Prescott (NYS OFT),
Joanne Riddett (NYS Thruway) (1),
Kirk Schanzenbach (NYS OSC),
Linda Stella, PM Training Lead (Bearing Point)

Standing Agenda Items and Status:

Jon attended the March 13th Executive Committee meeting. Dr. Mayberry-Stewart spoke on OFT's 2009 plans. Nothing out of the ordinary was heard. It was a shame not to hear project management spoken of as it was last year.

Vivian is part of the upcoming Small Medium strategic planning session scheduled for March 25th.

PMO Roundtable Meeting
Upcoming PMO RT: BA Session
 
Q2 2009 PMO Staffing - how to package staffing requests to DOB, discuss emergence of BA role within agencies.

Kirk brought up possibly piggy backing on the ESI Enterprise Analysis half day session slated for late April. The date has not been set.

Chris discussed partnering with the Forum Matrix group. The committee agreed that it was worth exploring further what could be set up. There may be a possibility to have a roundtable session with ESI and then look at a larger session with Matrix. Chris will schedule a call with the matrix reps and include Kirk and Ellen. Chris and Ellen will then report back to the committee to see how best to proceed.

The BA exam is slated for June 13th, 2009 and there are 4 series accounted for (18, 21, 25, and 27).

Owner(s): Chris Foster and Ellen Peil
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (looking at late April/early May) - Chris/Ellen - Open
  • Reserve room - Chris/Ellen - Open
  • Create outline for speakers - Chris/Ellen - Open
  • Identify and secure speakers (Kirk to check with OSC ESI subcontractor) - Kirk - Open
  • Provide materials to Mike - Chris/Ellen - Open
  • Work with Mike to send out email notice for sign up. - Chris/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
    • Marketing strategies for a PMO - how to sell oneself within your agency
    • How to manage project budgets and contracts
    • How to maintain the PM momentum
    • 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.
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 - Open
  • Work with Mike to send out email notice to all Forum committees for sign up. - Jon - Done
 
Consider the following topics for future meetings:
  • Other agency projects in Q2 2009 - Formation of an enterprise board for customer service (POC - Susan Knapp); DOT Roadway System Project; Agile development projects (Natalie to check on State Police pistol permit project; Jeff Nuding at DCJS doing agile?)
  • FMS possibly in Q3 2009
  • Q4 look into OSC Retirement System Phase 2 Project

Additional Agenda Items and Status:

PMO Matrix Update
  • Brenda will follow up with Michelle Von Linden to see if there should be any representation from OTDA and share info with Nancy G.
  • Kirk to provide 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.
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.
  • 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.
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 hard copy of the training materials she has
  • Kirk to check with Connie Benson to see what she may have
  • Committee members should share any opportunities they come across with Linda.
Repository - Jason DiGianni
  • Drew to assist 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 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
  • Chris will check with Rebecca Buchner to see what survey options exist at the Forum.
  • Goal will be to submit a survey to the PM Roundtable and a separate one to the PM COP.
  • 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
1st Quarter Newsletter
Distribution Date: March 12, 2009
Owner(s): Melissa Morgan
Actions (Section - Assigned to):
  • PMO Roundtable Recap for PMO Matrix from January - Chris - Closed
  • PM COP Session recap from 12/16 - Chris - Closed
  • PMI Professional Development Day info to Melissa - Chris - Closed
  • Preview of March PM COP - Jon - Closed
  • Update on the BA title information found on DCS's site - Brenda - Open
 
2nd Quarter Newsletter
Distribution Date: Tentatively set for June, 2009
Owner(s): Melissa Morgan
Actions (Section - Assigned to):
  • PMO Roundtable Recap for PMO - TBD - Open
  • BA Session with Matrix? - TBD - Open
  • PM COP Session recap - TBD - Open
  • Survey update prior to strategic planning session - TBD - Open
  • Update on the BA title information found on DCS's site - TBD - Open