Meeting Results Held: May 21, 2018, 8:30-9:30 AM, at NYS Forum Office 5402 Next Meeting: June 18, 2018, 8:30-9:30 AM, at NYS Forum Office 1-866-394-2346;88 29 24 43 06 Attendees (members attending in person highlighted in bold, attending via phone in bold italic) PM Work Members Affiliation Role/Initiative Lead Blake jonathan.blake@nttdata.com Briti N. Bose bbose@nystec.com Kim Vining Kimberly.Vining@nystrs.org Charlene Garrow CGarrow@osc.state.ny.us Lisa Greene-Maybee Lisa.Greene-Maybee@tax.ny.gov NTT DATA NYSTEC NYS Teachers Retirement System NYS OSC NYS Tax and Finance CRT CRT Member-at-large PM CoP Govt., Recruitment & Retention Marketing Amit Bhaumik abhaumik@nystec.com NYSTEC Project Spotlight Sarah Goff sgoff@nystec.com NYSTEC Training Tina Mazzucco TMazzucco@osc.state.ny.us NYS OSC Joint Events Guests: Corinne Brennan Director, Program and Business Development, NYS Forum Paul Hauschen, OSC Consecutive Mtgs Absent 1 Please note: 3 rd Monday of the month First Thursday of the month Project 8:30-9:30 Status Meeting 4:00-4:30 Standing Meetings NYS Forum Offices, 24 Aviation Rd, Albany Webex Co-chairs/ Work Members s Page 1 6/18/2018
1. External Initiatives (Programs): PM Community of Practice Leads: NYS: Charlene Briti Discussion: Charlene drafted call for presenters for Status Reporting event; Corinne reviewed it Decisions: 1. Change event target date to early August 2. Format will be: a. Status Reporting best practices in the Private sector (CRT) b. Status Reporting current practices in the Public sector (Panel) Create Date Action Responsible Due Date Status 2018 03 19 Reach out to Joel Lombardi of ITS Corinne 2018 04 16 Overdue regarding DOB s goals in these areas. 2018 05 21 Send out Call for Presenters Charlene 2018 05 31 Due 2018 05 21 Line up Panelists Charlene 2018 06 18 Due Beth s Pain Points Executive summary is not at a business level and includes technical language. Often the executive summary does not provide enough information for someone who is not active on the project. The executive summary should provide a holistic status of the project and speak to the overall health of the project. Executive summary should summarize what major deliverables/milestones have been recently completed or are in process. For example, did we just complete business requirements and now we are designing or iteration 1 of development is complete and we are starting QA testing. Status report needs to consider the audiences of the report including executives, managers and project team members. Sections of the status report contradict each other, e.g., overall health is green but there is a major resource issue which will affect the schedule. Status report does not give a clear update on the project status. After reading the report, reader does not know the state of the project. Major risks and issues should be clearly identified including a plan to address. Panelists Beth has offered Nelly Egbuchulam as a panelist. Future s Project Estimating and Benefits Realization are two topics that ITS leadership is interested in given DOB s push for more formalization of those capabilities. Page 2 6/18/2018
Project Spotlight Leads: NYS: Vacant CRT: Amit Discussion: Briti continues to reach out to Jeff Nuding, no positive response. Decisions: 1. Reach out to NYS PMs to request volunteers for Project Spotlight discussions 2018 05 21 Draft a call for presenters for NYS PM COP 2018 05 21 After review by Briti and Corinne, send out to PM COP 2018 05 21 Correlate results and present to PM WG 2018 03 19 Beth is discussing candidates for Project Spotlight with her management team in the next 2 weeks, and will loop back. Feed this information back to Amit. NO RESULTS FROM BETH 2018 03 19 Explore if the Excelsior Scholarship program implementation project could be brought in for a Project Spotlight. NOT POSSIBLE Briti Amit 2018 05 31 Due Amit 2018 06 10 Due Amit 2018 06 18 Due Briti 2018 04 30 DONE Amit 2018 04 30 DONE Joint Events SP COE event Discussion: Decisions: Leads: NYS: Tina Project Repository Best Practices using SharePoint event was discussed and agreed on with SharePoint COE. Event targeted for 2018 08 10, next SP group meeting. Tina created and reviewed Call for Presenters. 1. Drop the Panel idea, the event will have the following structure: a. ½ hour presentation on Project Repository Best Practices b. 45-minute workshop by SP COE on building the Repository c. 15-minute Q&A Page 3 6/18/2018
2018 05 21 Send out Call for Presenters Tina 2018 05 22 Due Session prep Will have the presenter work with the SP group to align presentation with the workshop to the extent possible (the structure provided by PM WG to SP COE already is the fallback) PM/BA Role Overlap Discussion: BA WG representative is currently unable to participate in event planning. Need to get another rep. It may be a good idea to get the WG members together for a FACILITATED joint session first, to determine boundaries and direction of the joint event. Need to discuss with Corinne Decisions: 1. Discuss direction of this initiative with Corinne 2018 05 21 Discuss situation with Corinne 2018 05 31 Due Session prep Add a Maturity Model perspective in both disciplines (PM and BA) Training Offerings Leads: NYS: Vacant CRT: Sarah Page 4 6/18/2018 Discussion: Overview session conducted by Sarah was wildly successful, had full house, excellent feedback. There is a new Forum template for presentations. There is interest in a Refresher. Issue: cannot recapitulate complete program content in one session. Idea: do a workshop focused on specific questions or issues Decisions: 1. Need to update all presentations to align with PMBOK v.6 2018 05 21 Send out Forum template Sarah 2018 05 31 Due 2018 05 21 Send out previous decks to new Sarah 2018 05 31 Due presenters Send out the full session schedule Sarah 2018 05 31 Due Brainstorm further Refresher session 2018 05 31 Due
Additional training ideas Training targeted at Project Sponsors. While the need is the greatest here, some group members felt the Sponsors would never show up for this training. (see below) Training targeted at Project Managers, along the line of Managing Up How to Train Your Sponsor. (see below) Sarah identified a new opportunity to offer training on roles that are peripheral to a project, such as Operations Managers, Production Support Managers, Resource Managers, etc. and the difference in responsibilities. Folks currently in these roles may also be interested in project management and could be targeted for our Marketing initiative. Sarah indicated that program areas are doing many projects, but don t have project managers or PM knowledge. May be an opportunity for us. 2. Internal Activities: Recruitment and Retention Leads: NYS: Lisa Discussion: With Lisa absent, no action on this front Decisions: 2017 Execute on R&R plan Lisa 2018 Overdue 2018 04 19 Recruit at Beth s staff meeting Briti / 2018 05 21 DONE Briti Marketing Leads: NYS: Lisa Discussion: With Lisa absent, no action on this front Decisions: Page 5 6/18/2018
2017 Distribute Marketing plan to group Lisa 2018 04 16 Overdue 2018 04 19 Market at Beth s staff meeting on Briti / 2018 05 21 DONE 5/21 On hold due to lack of leaders: Launch Career Mobility Task Force This initiative remains without Support and Co-Leads. Suggestions: Ask ITS HR or CS Career Mobility office to present to Community of Practice (when lists come out) re: what are the options for career growth, etc. Or do a workshop on this topic. 3. Additional Business: (updates in bold) will consider a quarterly meeting for the larger group that s also open to public. Enterprise risk management This was discussed as a potential topic that came out of the s meeting in February, however we need to evaluate whether there would be duplication with the Business Risk event that just got scheduled, or a possible joint event focused on risk as it relates to security. We also discussed how we could leverage the Forum Board and Program Committee members. They could help us ID projects for project spotlight, help us to get to the PMs within the agencies they are part of. Mentoring Program Support Leads: NYS:?? CRT:?? Discussion: In the Sponsor meeting, Beth requested assistance with getting a PM Mentoring program going at ITS: - ITS does not have enough resources from PM perspective - Not enough at the right level?? Page 6 6/18/2018
- ITS just kicked off a Certification program, need mentors for Beginner/Intermediate certifications 60 beginners, 15 intermediate. Start with 15 Beginners need mentors for them Decisions: 1. Steering Committee members to identify Mentoring Program setup process and best practice assets in their own organizations, share with the group 2018 05 21 Research PMI Mentoring program Amit 2018 05 31 DONE 5018 05 21 Research old PMMP materials Charlene 2018 05 31 Due 2018 05 21 Research OSC mentoring materials Tina 2018 05 31 Due 2018 05 21 Research NTT DATA mentoring 2018 05 31 Due materials Website updates: Co-chairs will review website content (information current, new info to add, etc.) by the time of next meeting. Page 7 6/18/2018