NYS Forum PM Steering Committee

Meeting Minutes

Held: February 23, 2009, 8:30 - 9:30 AM, at Keane offices
Next Meeting: March 16, 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), Jonathan Blake (Keane) (3), Girk Cakmak (Bowne) (3), Natalie Cole (NY State Police) (1), Jason DiGianni, Repository Lead, (NYS DOB) (1), Nancy Gutterman, Matrix Lead (NYS GORR), Mary MacDonald (NYS DMV) (1), Melissa Morgan, Newsletter Lead, (TEK Systems), Nancy Mulholland (NYS DOT) (5), Ellen Peil (NYS DEC), Bob Pennacchia (NYS DOH), Joanne Riddett (NYS Thruway), Kirk Schanzenbach (NYS OSC), Linda Stella, PM Training Lead (Bearing Point)

Standing Agenda Items and Status:

Jon attended the February 20th Executive Committee meeting. Biggest news was the Forum office move from State Street to 24 Aviation Road off of Wolf Road.

Vivian is part of the upcoming Small Medium strategic planning session scheduled for March 27th.

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

Melissa will share the BA Users group information with the committee.

Kirk brought up possibly piggy backing on the ESI Enterprise Analysis half day session slated for April. Kirk will find out about the possible dates.

Suggestion was made to look into partnering with the Forum Matrix group.

Another suggestion was to open up the meeting beyond the roundtable distribution list.

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

Owner(s): TBD
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (looking at late April/early May) - TBD - Open
  • Reserve room - TBD - Open
  • Create outline for speakers - TBD - Open
  • Identify and secure speakers (Kirk to check with OSC ESI subcontractor) - Kirk - Open
  • Provide materials to Mike - TBD - Open
  • Work with Mike to send out email notice for sign up. - TBD - 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 we would like to determine how to get more people involved in the planning steps of the committee. In particular looking for individuals to take ownership of particular areas for reposting and coordinating activities such as: Liaison to other Forum Committees, PMO Information Sharing Matrix, and PM Repository. Please see if there are particular areas you feel that you would be willing to assist with and follow up with Brenda, John, 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 - Open
  • Identify and secure speakers - Jon & Natalie - Done. Deb Snyder and Chris Lloyd
  • 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 (Joint governance (DOB/OFT) Chris to research, Formation of an enterprise board for customer service (POC - Susan Knapp), DOT Roadway System Project)
  • FMS in Q3 2009
  • Q4 look into OSC Retirement System Phase 2 Project
  • Jon will follow up with Sue Rider at OSC to see who will represent CIO OFT office on the committee.

Additional Agenda Items and Status:

PMO Matrix Update
  • Jon 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 POC to Nancy G.
  • Nancy G will add any new POCs into the Matrix based on Jon and Kirk's feedback.
Owner(s): Nancy Gutterman
Joint Events with PMI Local Chapters and other organizations.
Event - Responsible - Status
  • Join event with Upstate NY PMI Chapter - Brenda - Go back to format of speaker presenting from 3 to 5 pm; holding a networking half hour and then holding dinner from 5:30 to 7 pm.
  • Investigate a future meeting with the NYC PMI Chapter - Brenda and Joanne - NYC Chapter is not able to logistically do this in the Fall. Due to budget issues realistically few from Albany will be able to attend. Chris suggested looking into a webcam option. Joanne will reach out to Ellen Stein from NY City DoITT. She is very busy presently so will check back in the Spring.
  • NYS Forum Webmasters Guild Joint Session - Brenda - The Forum Webmasters Guild is looking to schedule a session on Project Management for websites in May or June of this year. Brenda will send out another announcement to see if more than the one PM at DMV is willing to speak.
  • Consider other Forum committees to partner with - Steering Committee - Opportunities to partner include:
    Small/Medium Agencies - Melissa is now co-chairing!
    Procurement - A debriefing session with OGS and OSC is being scheduled.
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. To be tabled at this time due to more pressing priorities.
  • The suggestion has been made to look at getting the buy in of an agency commissioner such as Diana Jones-Ritter.
  • Brenda spoke with Rico Singleton to gauge interest in presenting at a CIO council. It is not something that can be done at this time due to more pressing priorities.
  • Bob suggested going after the middle managers as a viable option. Natalie brought up the option of having peers discuss the value of project management. She was thinking of a program where someone such as the colonels at State Police could speak to the value that the PMO has provided to their organization.
2. Ensure NYS PM methodology incorporation and update
  1. Need an initiative to update/collect insight on how agencies are using the PM methodology
  2. Should look into suggesting to the Forum of forming a committee of application developers. This would make sense since there are several committees that represent portions of application development but there is a need for a core group of dedicated application developers to form a committee that could work within the Forum.
  • These 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).
  • Brenda sent out an email on 11/18/08 letting members know that the site was back up.
  • Look into adding content to the site after the PMO Matrix session in late January.
  • Consider adding in wiki functionality.
  • Jason to be point person on this initiative
PM Committee Newsletter
1st Quarter Newsletter
Distribution Date: Tentatively set for late February of 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