Project Management Work Group 8:30 AM -9:30 AM

Transcription

1 Meeting Results Held: October 15, :30 AM - 9:30 AM NYS Forum Office Conference Call: Passcode: Next Meeting: November19, :30 AM -9:30 AM NYS Forum Office Conference Call: Passcode: Attendees (members attending in person highlighted in bold, attending via phone in bold italic) PM Work Members Affiliation Role/Initiative Lead Briti N. Bose bbose@nystec.com Lisa Greene-Maybee Lisa.Greene-Maybee@tax.ny.gov Jonathan Blake jonathan.blake@nttdata.com Kim Vining Kimberly.Vining@nystrs.org Charlene Garrow CGarrow@osc.state.ny.us Amit Bhaumik abhaumik@nystec.com Sarah Goff sgoff@nystec.com Tina Mazzucco TMazzucco@osc.state.ny.us Emily Cheng Emily.Cheng@its.ny.gov NYSTEC NYS Tax and Finance CRT Govt., Recruitment & Retention, Marketing Page 1 11/5/2018 Consecutive Mtgs Absent NTT DATA Member-at-large 3 NYS Teachers Retirement System NYS OSC Member-at-large PM CoP NYSTEC Project Spotlight 1 NYSTEC Training 1 NYS OSC Joint Events NYS ITS New member 2 Guests: Corinne Brennan Director, Program and Business Development, NYS Forum

2 - Upcoming Meetings o Annual NYS Forum Annual Meeting at the Hearst Media Center October 17 Third Monday of the month Project 8:30 AM - 9:30 AM Standing Meetings NYS Forum Offices, 24 Aviation Rd, Albany Co-chairs and Work Members First Thursday of the month Second Friday of the month Status Meeting 4:00 PM - 4:30 PM PM Sponsor and 9:30 AM 10:30 AM WebEx W.A Harriman Campus Building 5 s Sponsor and s PM Community of Practice Leads: NYS: Charlene CRT: Vacant Team agreed to host an PM roundtable discussion. Discussion: Decisions: Due to the full calendar and conflicting events at the NYS Forum, we may have to defer this event to December. Create Date Action Responsible Due Date Status 09 Check available dates from the forum Lisa Complete Identify a date Charlene In progress Develop call for speakers Charlene Team will need to decide on the format. Lisa Page 2 11/5/2018

3 Project Spotlight Leads: NYS: Vacant CRT: Amit Discussion: Amit shared the solicitation for Spotlight candidates to be sent to PM COP membership with WG. Corinne has some suggested edits to the Introduction that she is going to distribute for review. Amit shared at the October meeting that he received commitment from ITS to spotlight the NY Alert project. Mike Rubenstein from the ITS Public Safety Portfolio will be presenting. Decisions: 1. There are a few candidate projects that we are tracking based on the 7/13 meeting with WG Sponsor: NY Alert is being considered for presentation. The project manager left the ITS PSC so they are not sure if they have someone else that can present the material. Briti 2. Beth will follow up with Jeff Nuding about projects in Public Safety portfolio, and other PMO directors for clusters that haven t transitioned to the portfolio structure yet. Briti and Amit will follow up on this. 3. CoP Survey hasn t gone out. Corinne will share some proposed change in language for the introduction of the survey After review by Briti and Corinne, send out to PM WG Send proposed language for Survey introduction Finalize Survey and coordinate the Amit/Mike distribution to PM CoP Correlate results and present to PM Amit WG Submit NYS Forum paperwork Amit Finalize presentation date Amit Amit In progress Corinne Page 3 11/5/2018

4 Joint Events PMI event Discussion: Decisions: Leads: NYS: Tina CRT: Vacant Lisa Joint event with the Project Management Institute (PMI) local Albany chapter. This is something the workgroup does annually in conjunction with PMI. The team would like to do the event again this year Identify topics for the speaking engagement Identify a NYS Forum PM Workgroup Representative to speak at the PMI monthly meeting IT Project Scoping: Decisions: Tina Tina PMI would like us to provide a speaker for the March 2019 monthly meeting. Last year NYS Forum representative spoke at the meeting. Team discussed what the speaker should talk about and perhaps this would help us determine the appropriate speaker for the event. Team discussed and based on discussion Tina had with the scoping team, it doesn t sound like our workgroup has any involvement Speak with Leo to confirm our workgroup involvement Session prep Tina : Team agrees with Tina if we are not involved then we table this pursuit. Training Offerings Leads: NYS: Vacant CRT: Sarah Briti Page 4 11/5/2018

5 Discussion: PowerPoints need to be provided to the NYS Forum on Thursday before the session. The new template is slightly different from the old one, so make sure to use the new template. 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 We do not have a single Hands-on Exercise that s running throughout all the classes. Each instructor is incorporating their own Exercise or Quiz or something that is equivalent and interactive. We have an opportunity to improve in this area for the next series. Decisions: 1. Need to update all presentations to align with PMBOK v.6 2. Conduct one single survey at the end of the full series Session Schedule Additional training ideas Brainstorm further Refresher session Draft proposed Professional Development Plan and walk through it with the workgroup Jonathan No action or updates/address with next year s plan Sarah May Sarah Overview/Intro - complete 19-Jun Amit Scope - complete 17-Jul Briti Communications/Stakeholder Time/Quality- moved to September 18 for a 21-Aug Jonathan combined session - complete 18-Sep Kim Resources/Risk - complete 16-Oct Charlene Cost/Procurement 20-Nov Lisa Integration/Project Close Team discussed the training for next year as part of the strategic plan. The training will now be called Professional Development to include both the fundamentals training and development for the experienced project managers. The team requested Sara walk through the proposed 2018 Professional Development Plan to include the Fundamentals formal classroom training and the seasoned project manager development offering(s). Page 5 11/5/2018

6 Team discussed combining the August module with the September module due to trainer not being available in August. Team decided to do both on September 18. Team discussed doing a quick break between the sessions. Also, discussed having a backup trainer so we are prepared for these situations. We also need to get these on the calendar sooner and conduct January through June; avoid the summer months. Internal Activities: Recruitment and Retention Leads: NYS: Lisa Discussion: CRT: Vacant Need to identify where we will recruit, and start developing collateral. Decisions: 2017 Execute on R&R plan Lisa 2018 In Identify what events/venues we will target for recruitment, and start developing collateral Develop a one page marketing informational sheet to use at events Marketing Discussion: Decisions: progress Lisa In progress Lisa Lisa will share dates and venues with the team at the next meeting. Leads: NYS: Lisa CRT: Vacant 2017 Distribute Marketing plan to group Lisa On Hold Page 6 11/5/2018

7 Due to lack of workgroup resources this is being placed on hold for now. 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. Additional Business: Mentoring Program Support Leads: NYS CRT: Background: In the 7/13 Sponsor meeting, we reported back to Beth that there is a full program framework from another organization available that can be leveraged to prepare one for ITS. Jonathan and Amit from the PM WG are available to take on this task, and it would be good to have someone from Beth s team to work with them. Decisions: 1. Beth has some resources in mind and will get back to us after discussing with them. 2. Beth is leaving for another opportunity so a new sponsor will be replacing her in October. 3. Briti and Lisa met with Jeff Nuding and he will need more time to work on the ITS training and mentoring program. He is new to the position effective this month and needs some time to evaluate Research OSC mentoring materials Tina Complete Follow-up with Beth regarding Briti/Lisa Complete resources Follow-up with new sponsor Jeff Nuding Briti/Lisa Complete Page 7 11/5/2018

8 Suggest we put this on hold for now. Page 8 11/5/2018