NYS Forum PM Steering Committee

Meeting Minutes

Held: December 21, 2009, 8:30 - 9:30 AM, at Keane offices
Next Meeting: January 25, 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),
Connie Benton (NYS OSC),
Jonathan Blake (Keane),
Girk Cakmak (Bowne),
Natalie Cole (NY State Police) (5),
Jason DiGianni, Repository Lead, (NYS DOB),
Susan Mardon (NYS DOT) (1),
Melissa Morgan, Newsletter Lead, (TEK Systems),
Ellen Peil (NYS DEC),
Bob Pennacchia (NYS DOH),
Diana Pinto (NYS Thruway) (1),
Drew Prescott (NYS OFT),
Kelly Smith-Lawless (NYS DMV), (1)

Additional Topics and Action Items

It was discussed that going forward we should plan at least 6 weeks between events (PM COP, PMO Roundtable and joint events). Jon provided a draft schedule for 2010 sessions and newsletter releases and the group reviewed it. Jon will move the February PMO RT from the 4th to the 11th.

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. No updates have been received from Security or Business Continuity. Brenda will reach out to Deb regarding the status of this initiative. Girk will attend the next security meeting to 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.

Drew mentioned that he and Charlene were making revisions to the course so it would cover two days. Drew will check with Allen Ross to see if the PM work group can assist in any way.

BA Coordination with IT Skills Development Work Group - Connie Benton:

Background: The MATRIX group 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. Vivian attended the session and said it went real well. There was discussion of where the BA subject matter would fit into the current Forum work groups. Chris will check with James Nicol to see what his thoughts are. Connie will check with Barb Ash to see what she thinks. Based on their thoughts there can be a follow up with Greg Benson to see how best to proceed.

Repository/Social Networking - 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.

Brenda attended a meeting last week. The CSCIC draft policy was limited in terms of true content. Ning also has limitations that include some agencies not being able to access it. Agencies also limit access to other social networking sites. Drew shared information on his discussion with Greg Benson in November. He then spoke with Rico Singleton from OSC who seemed amenable to leveraging SharePoint as the networking solution. Drew will check with Greg to see where matters stand.

PMO Roundtable Meeting (PMO RT)
Attendance was low for the latest session. Vivian suggested seeing how the attendance goes for the next session to determine if it is just an aberration. A couple suggestions were made which included sending out a save the date and then when the formal invite goes out to ask for RSVP's. Ellen and Chris will cross reference the Matrix latest PMO RT distribution list to see where there are discrepancies.
 
Q1 2010 How to manage project budgets and contracts
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 - 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 Meeting (PM COP)
Attendance was low for the latest session as well. Jon asked attendees to think through some good ideas for the next session slated for March 18th to discuss at the January meeting.
 
Consider the following topics for future meetings:
  • 2010 Q1 - look into OSC Retirement System Phase 2 Project
  • 2010 Q2 - FOCAS/FMS joint governance possibly. POCs are Chris Gorka from OSC, Susan from DOB, and Melodie from OFT.
Joint Events
Event - Responsible - Status
  • None planned - TBD - N/A

The October 21st joint session had 50 attendees which is far below the typical number for a monthly UNY PMI Chapter meeting. Alternatives to future joint events with the UNY PMI Chapter will need to be evaluated.

PM Committee Newsletter
4th Quarter Newsletter
Distribution Date: Tentatively set for early 2010
Owner(s): Melissa Morgan & Diana Pinto
Actions (Section - Assigned to - Status):
  • PMO Roundtable Recap - Ellen - Done
  • PM COP Recap - Jon - Pending
  • Joint Event with PMI Chapter - Chris - Pending
  • SDLC Initiative Update - Girk - Not needed
  • BA Session with Matrix recap - Barb - Pending
  • Interview Sue Mardon (potential for this edition) - Diana - Pending
  • Repository/Social Networking Update - Jason - Pending

The next meeting is scheduled for Monday, January 25th, 2010 at 8:30 am.