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NYS Forum PM Steering Committee

Meeting Minutes

Held: June 16 2008, 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 (NYS OCIO/OFT), Jonathan Blake, CRT Co-Chair (Keane), Nancy Mulholland (NYS DOT) (10), Joanne Riddett (NYS Thruway), Vivian Conboy (NYS Tax), Jon Haverly (Keane) (2), Nancy Gutterman (NYS GORR) (2), Kirk Schanzenbach (NYS OSC) (1), Angelo DeMarco (CA) (3), Girk Cakmak (Bowne), Ellen Peil (NYS DEC), Chris Foster (CGI) (2), Linda Stella (Bearing Point)

Next Meeting: July 21, 2008, 8:30 - 9:30 AM, at Keane

Standing Agenda Items and Status:

PMO Roundtable Meeting
Standing items on PMO RT agenda:
  • PMO Matrix and PM Repository
  • Topics for next PMO RT meeting
 
Next PMO RT Topic: PMO Staffing is the topic for the PMO RT. Brenda will facilitate the discussion. Scheduled for 6/19. Some topics for the discussion include:
  • What is the current status of PMOs
  • What needs are the PMOs facing
  • Reclassifying employees
  • BA Role
  • How to staff a new PMO
Owner(s): Brenda Breslin
Action Plan (Action - Assigned to - Status):
  • Room booked at OSC - Brenda - Completed
  • Prepare and send out PMO RT initiation - Brenda - Completed
  • Arrange for registration through the Forum - Brenda - Completed
 
Owner(s): Jonathan Blake and Chris Foster
What are the Feds doing in their PMOs. Future PMO RT Topic.
Action Plan (Action - Assigned to - Status):
  • Investigate companies working in the Federal arena to identify what the Feds are doing in their PMOs. - Chris Foster
  • Room booked at Rockefeller Institute - TBD - Open
  • Presentation materials need to be prepared. - TBD - Open
  • Prepare and send out PMO RT invitation - TBD - Open
  • Arrange for registration through the Forum - TBD - Open
PM Community of Practice Meeting
  • Active Project Review. A decision was made to dedicate 2nd and 4th quarter PM COP meetings to reviews of current, ongoing projects and how they are being managed from PM perspective. Q4 Session to be scheduled, see below for details.
  • Next session: Q3 PM COP session is traditionally scheduled in conjunction with GTC East.
Owner(s): Jon Haverly
Action Plan for Q3 Session: (Action - Assigned to - Status):
  • Determine date and time with GTC - Brenda - Open - requested Weds. 9/24 afternoon
  • Reserve room - Jon - Open
  • Identify and secure speakers - Jon - Open
 
Owner(s): Jon Haverly and Kirk Schanzenbach: Consider FOCAS and VendRep projects for future PM COP
Action Plan for Q4 Session: (Action - Assigned to - Status):
  • Determine date and time - Jon
  • Reserve room - TBD - Open
  • Identify and secure speakers - Jon - Open
PM Committee Newsletter
3rd Quarter newsletter.
Distribution Date: TBD, tentatively in the August time frame
Owner(s): Jon Haverly
Actions (Section - Assigned to):
  • PMO Roundtable Recap from 6/19 - Brenda
  • Annual Strategy Session recap from 7/11 - Jon
  • PM COP Session recap from 5/20 - Jon
  • Matrix Repository Update - Nancy
  • Joint Events update - Brenda
  • Other (TBD)
Joint Event with PMI Local Chapter and other organizations.
Event - Responsible - Status
  • Join event with Upstate NY PMI Chapter - Brenda - The next meeting is scheduled for October 15th the Italian American Community Center. The meeting topic is Conflict Management.
  • Investigate a future meeting with the NYC PMI Chapter - Brenda and Chris - NYC Chapter to determine best date and time for this year

Additional Agenda Items and Status:

PMO Matrix Update
The committee decided to initiate an update to the PMO Matrix, originally compiled in Spring 2007.
This is also an opportunity to refine the questionnaire used last year.
Target dates: Release questionnaire in April, collect feedback in May
The questionnaire is ready to be released
Owner(s): Nancy Gutterman
Action Plan (Action - Assigned to - Status):
  • Finalize questionnaire and socialize with the Committee - Nancy - Completed
  • Post questionnaire on Forum Web site - Milena (NYS FORUM)
  • Follow up with Nancy G. regarding plans to release, analyze feedback and update the PMO Matrix
Planning for Forum Strategic Session - July 11, 2008
  • Plan to brainstorm ideas for the meeting. Last year anyone could make suggestions.
  • Committee Initiative Suggestions
    • Executive Session
    • Aggregated Training
    • Project Portfolio Management
Owner(s):
Action Plan (Action - Assigned to - Status):
  • Discuss during June 16 Committee meeting - Committee - Completed

Special Update:

The committee held deliberation to comply with the Forum procedures regarding co-chair terms and elections. For the NYS Co-chair, no additional candidates came forward, and Brenda Breslin was re-elected for another term by acclamation. For CRT Co-chairs, Chris Foster and Jon Haverly submitted their nominations. Without objection, both were elected.