NYS Forum PM Steering Committee

Meeting Minutes

Held: October 19, 2009, 8:30 - 9:30 AM, at Keane offices
Next Meeting: November 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) (1),
Chris Foster, CRT Co-chair, (CGI),
Jon Haverly, CRT Co-chair, PM COP Lead, (Keane),
Connie Benton (NYS OSC),
Jonathan Blake (Keane) (4),
Girk Cakmak (Bowne),
Natalie Cole (NY State Police) (3),
Jason DiGianni, Repository Lead, (NYS DOB) (1),
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) (1),
Kelly Smith-Lawless (NYS DMV),

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. Girk 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.

Connie provided an update on the meeting with GOER on 9/14 to discuss revision of the curriculum. GOER provided the curriculum for review. There is another meeting scheduled for late October. Natalie will reach out to GOER and see how our work group can be of assistance with content updates or actual training.

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.

A couple conference calls have occurred with the MATRIX people since our 10/19 meeting. The initial intent was to wait until Q1 of 2010 but MATRIX would like to hold it in December. A date of December 15 in the morning in ESP Room 3 has been set. The topic will be "Becoming a Successful Business Analyst" and a call for presenters has been sent out. MATRIX will serve as the point of contact on this with our work group providing assistance.

Repository Lead to work with the 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.

Jon provided an update since Jason was not able to attend. Jon asked the team to review the Ning site and provide feedback.

PMO Roundtable Meeting
 
Q4 2009 Round Robin of Agency PM/PMO Accomplishments, Challenges, and Plans
Owner(s): Ellen Peil
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (12/3/09 from 2:30 to 4 pm) - Ellen - Done
  • Reserve room (Forum Office) - Ellen - Done
  • Share the draft slide deck with potential attendees - Ellen - Ongoing
  • Compile slides for event - Elaine and Brenda - Open
  • Send reminder emails to attendees - Ellen - Open
 
Consider the following topics for future meetings:
  • o Working session on Knowledge Repository requirements
  • o How to manage project budgets and contracts
  • o How to maintain the PM momentum/ Marketing strategies for a PMO
  • o PMO strategic planning and outreach
  • o 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
Session went very well. Brenda dropped off Diana Jones-Ritter's DVD at the Forum for them to post on the website.
Q4 2009 Spotlight on Projects (DOT Website Redesign, DOH/OFT NYSIIS)
Owner(s): Jon Haverly
Action Plan: (Action - Assigned to - Status):
  • Determine date and time (December 8, 2009; 2:30 to 4 pm) - Jon - Done
  • Reserve room (ESP, Room TBD) - Jon - Done, (Huxley Theater)
  • Order a/v equipment - Jon - Open
  • Create outline for speakers - Jon - Open
  • Identify and secure speakers - Jon - Open
  • Provide materials to Mike - Jon - Open
  • Work with Mike to send out email notice to all Forum committees for sign up. - Jon - 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

Attendees discussed the desire to hold a half day session for executives that spoke to the merits of project management. There is a tie in to the annual technology plans and portfolio management. All agreed there was a need for buy in from the Office of Tax Accountability and DOB. Brenda checked with Greg Benson to see about how best to approach the agencies. Greg is working on the best way to approach the executive level. Connie will check with Kevin Beldin to see if he is willing to approach Dr. Stewart.

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
4th Quarter Newsletter
Distribution Date: Tentatively set for late December, 2009
Owner(s): Melissa Morgan & Diana Pinto
Actions (Section - Assigned to - Status):
  • PMO Roundtable Recap - Ellen
  • PM COP Recap - Jon
  • Joint Event with PMI Chapter - Chris
  • SDLC Initiative Update - Girk
  • BA Session with Matrix recap - Barb
  • Repository Update - Jason

The next meeting is scheduled for Monday, November 16th, 2009 at 8:30 am.