NYS Forum PM Steering Committee

Meeting Minutes

Held: September 14, 2009, 8:30 - 9:30 AM, at Keane offices
Next Meeting: October 19, 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) (1),
Vivian Conboy, State Co-Chair (NYS Tax),
Chris Foster, CRT Co-chair, (CGI),
Jon Haverly, CRT Co-chair, PM COP Lead, (Keane),
Greg Benson, NYS Forum,
Connie Benton (NYS OSC),
Jonathan Blake (Keane) (2),
Girk Cakmak (Bowne),
Natalie Cole (NY State Police) (1),
Jason DiGianni, Repository Lead, (NYS DOB),
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),
Kelly Smith-Lawless (NYS DMV) (1)

Update from Greg Benson

Greg stopped by to fill everyone in on the Web 2.0 discussions that have been ongoing since the strategic planning session in July.

A research project will be undertaken by the Center for Technology and Government and the State CIO's office to determine parameters for suing Web 2.0 technology. A meeting will be held on September 17th to begin discussions. Results will be shared once provided.

The Webmaster's Guild is looking into using Ning as a solution. Due to state firewall issues it is expected that this solution will not be used but the effort is being put forth.

There is ongoing discussion about a common repository for all work groups. It needs to be determined what requirements are necessary. Brenda shared some background on the OFT site. Drew and Jason will participate in discussions based on getting information from Greg and our committee co-chairs.

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.

The updates to the guidebook will be a huge undertaking. The Security and Business Continuity work groups would like to add touch points to the PM Guidebook elaborating on best practices. Deb Snyder is reaching out to OFT to seek approval to make updates. These two workgroups will share with us their revisions and seek our insight. Brenda will reach out to Deb and see where matters stand.

GOER Training - Natalie Cole:

Background: There is an interest to assist GOER with the PM training (PM Fundamentals as well as more advanced PM training) they provide.

Linda Stella has had to remove herself from the committee due to project work. Natalie will serve as the point person. Vivian brought up that there was a meeting with GOER on 9/14 to discuss revision of the curriculum. Vivian, Drew, and Connie mentioned they were attending and would provide an update.

BA Coordination with MATRIX - Connie Benton:

Background: The MATRIX group would like to continue the BA sessions that were kicked off with the PM COP on May 12th.

Barb Ash from OSC is working with Mandy Herrington from CGI to see what the next topic should be for a session.

Repository Lead to work with the MATRIX/Forum - Jason DiGianni:

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.

Greg provided an update which is captured at the beginning of these minutes.

PMO Roundtable Meeting
 
Upcoming PMO RT: How to Form and Maintain a COP within an Agency
Q3 2009 - Session went well. Connie Benton from OSC and Carol Velesko from DOH provided an overview of what they have established within their agencies. 14 people from 10 agencies participated.
 
Consider the following topics for future meetings:
  • Use the 2 page feedback guide provided by Vivian asking participants for their biggest obstacles within their agencies. Allow participants to share feedback and solicit suggested solutions.
  • 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
  • Portfolio Management and how to leverage software tools
 
PM Community of Practice Meeting
Q3 2009 GTC Panel Discussion on An Executive View of Project Management
Diana Ritter has provided a video to Kirk for use. Brenda has gotten a copy from Kirk and has confirmed that she can run it on her DVD player as well as her laptop. Bob Megna from T & F, Kevin Belden from OSC, and Nancy Mulholland from DOT will speak and participate in a Q&A session. Brenda has asked the Forum as well as GTC to assist with the promotion of the event to executive level 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 (Room 6, seating for 250 people) - Brenda - Done
  • Order a/v equipment (projector, Connie will bring own laptop, Brenda will bring DVD player, and Chris will bring a remote to advance the slides) - Brenda - Done
  • Create outline for speakers - Brenda - Done
  • 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
Joint Events
Event - Responsible - Status
  • Joint event with Upstate NY PMI Chapter - Brenda - October 21, 2009. Speaker is George Pitagorsky and his topic is "Sustaining Optimal Performance in Challenging Times: Applying Open-minded Mindfulness and Zen Thinking".
 
PM Committee Newsletter
3rd Quarter Newsletter
Distribution Date: Tentatively set for late September, 2009
Diana Pinto is willing to assist.
Owner(s): Melissa Morgan & Diana Pinto
Actions (Section - Assigned to - Status):
  • PMO Roundtable Recap - Ellen
  • PM COP/GTC East Session Recap - Vivian
  • GOER Training Update - Natalie
  • SDLC Initiative Update - Girk
  • BA Session with Matrix Preview? - Barb
  • Repository Update - Jason
  • Joint Event with PMI - Chris

The next meeting is scheduled for Monday, October 19th, 2009 at 8:30 am.