NYS Forum PM Steering Committee

Meeting Minutes

Held: March 29, 2010, 8:30 - 9:30 AM, at Keane offices
Next Meeting: April 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) (3),
Girk Cakmak (Bowne),
Natalie Cole (NY State Police) (8),
Susan Mardon (NYS DOT) (1),
Mary McDonald (NYS DMV),
Melissa Morgan, Newsletter Lead, (TEK Systems) (1),
Ellen Peil (NYS DEC),
Bob Pennacchia (NYS DOH),
Diana Pinto (NYS Thruway),
Drew Prescott (NYS OFT),
Kelly Smith-Lawless (NYS DMV) (1),

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.

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. Girk and Brenda will work with Deb and Greg to determine the best way to proceed. Girk will also send out the slide deck again since some folks did not receive it. The current goal is a 6/15 release. The PM COP meeting at GTC might be a good opportunity to present this addendum to the PM community. We may send an Email soliciting volunteers to the PM COP listserv.

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. Ellen with reach out to Alan for this, cc'ing Drew and Diana, who have been involved with the curriculum revision.

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.

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.
3/29: Chris reported this is still up in the air. He will follow up with James Nicol and Donna Canestrero to see where the survey stands.

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. Jon will share a copy with the group. The biggest concern at this point is the accountability of each agency. The Forum is looking into a Facebook site. There is also a CIO/OFT groupsite being discussed that Greg is following up on. Drew mentioned that there was no update from Rico Singelton.

PMO Roundtable Meeting (PMO RT)
 
Q3 2010 PMO Knowledge Repository Session (may include social networkin)
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 - Open
  • Send reminder emails to attendees on May ? - 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
  • Portfolio Management and how to leverage software tools
 
PM Community of Practice (PM COP)
Vivian did a great job at the March 18th session. 108 people registered and 67 showed up which is about average.
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).
 
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.

PM Committee Newsletter
1st Quarter Newsletter
Distribution Date: Tentatively set for April 9.
Articles Due: March 26
Some discussion was held regarding PMO Director Articles. These will not be limited to PMO Directors. Former PMO directors, CIOs, IT directors, retired PMO and IT directors and others may be solicited. This would be an "opinion" piece.
Also, discussed making the Newsletter shorter, and possibly releasing more often.
Owner(s): Melissa Morgan & Diana Pinto
Actions (Section - Assigned to - Status):
  • PMO Roundtable Recap - Ellen - Pending
  • PM COP Recap - Jon - Pending
  • SDLC Initiative Update - Girk - Pending
  • Interview Vivian Conboy - Diana - Pending
  • PDD Follow Up - Diana - Pending
  • Repository/Social Networking Update - Jon - Pending