NYS Forum Project Management Work Group

NYS PM Community of Practice

Update on 2011 Initiatives

March 15, 2011

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Agenda

• Welcome and Introduction• Dina Pinto – NYS Workers’ Compensation Board

• Initiative Updates• Rhonda O’Brien, NYS CIO/OFT

• NYS Project Management Guidebook Revisions

• Barbara Ash, NYS OSC• Business Analyst Community of Practice

• Jonathan Blake, Keane Inc.• Project Triage Helpdesk

• David Salway, NYS CIO/OFT• NYS Enterprise Portfolio

• Close

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Rhonda O’Brien, NYS CIO/OFT

Project NYS Project Management Guidebook Revisions

Update on 2011 Initiatives

We Know IT … IT’s What We Do! ®

NYS Project Management Guidebook Revisions ProjectProject Management Guidebook Revisions Project

Objective: •Ensure the quality of Release 3 of The Guidebook will meet or exceed the current version •Enhance or revise sections to incorporate new processes or topics that are now industry standard•Provide methodology improvement which when applied to projects will realize increased project success and measurable savings

Scope: Section I: Project Life Cycle • Review the entire section to ensure the information presented

is accurate & current

• Modify or add sections • Revise all templates, add samples of completed templates

• Improve usability – electronic and print versions

• Perform general cleanup (typos, grammar, etc.)

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NYS Project Management Guidebook Revisions ProjectNYS Project Management Guidebook Revisions Project

Project Team:

Representing:6 - State Agencies3 - Consulting Firms1 - University

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NYS Project Management Guidebook Revisions ProjectNYS Project Management Guidebook Revisions Project

Guidebook Section I: Project Life Cycle

Currently Active Sub-Teams

•Editor Team (2 SUNY Interns & 1 Advisor)

•Supplemental Information Team (6)

•Initiation Reading Team (3)

•Planning Reading Team (4)

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NYS Project Management Guidebook Revisions ProjectNYS Project Management Guidebook Revisions Project

Guidebook Section I: Project Life CycleGuidebook Revisions Project Approach

Overview

Origination

Initiation

Planning

Step 1: Read and Edit the Text

Done Done In Process

In Process

Step 2a: Editor Review Text

In Process

In Process    

Step 2b: Review Supplemental Information: e.g. Templates, Tips, Pitfalls, Tables, etc.

  In Process    

Step 3: Project Team Review Editor Changes and Supplemental Information

       

Step 4: Editor Review Supplemental Information

       

Step 5: Graphic Artist Formatting

       

Step 6: Final Review Project Team

       

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NYS Project Management Guidebook Revisions ProjectNYS Project Management Guidebook Revisions Project

Contact:

Rhonda O’Brien, CIO/OFT, EPMO518.473.5030

Rhonda.Obrien@cio.ny.gov

To Ask Questions

To Volunteer

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Questions

Rhonda O’Brien

NYS CIO/OFT

Rhonda.OBrien@cio.ny.gov

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Barbara Ash, NYS OSC

Business Analyst Community of Practice

Update on 2011 Initiatives

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Capital District Business Analysis Community of Practice (BA COP)

• Next meeting – Thursday, April 7, 2011, 2:00 – 4:00 at Department of Transportation Headquarters, 50 Wolf Road, Presenter: Miranda Herrington, CGI, followed by a facilitated discussion

• Please contact Kelly.Smith-Lawless@dmv.ny.gov if you plan to attend, would like to be added to the mailing list, and/or would like to be given “write” permission to the wiki

• BA COP Wiki - http://capitaldistrictbacop.pbworks.com/

Capital District Business Analysis Community of Practice (BA COP)

•Next meeting – Thursday, April 7, 2011, 2:00 – 4:00 at Department of Transportation Headquarters, 50 Wolf Road, Presenter: Miranda Herrington, CGI, followed by a facilitated discussion•Please contact Kelly.Smith-Lawless@dmv.ny.gov if you plan to attend, would like to be added to the mailing list, and/or would like to be given “write” permission to the wiki

•BA COP Wiki - http://capitaldistrictbacop.pbworks.com/

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Questions

Barbara Ash

NYS OSC

BAsh@osc.state.ny.us

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Jonathan Blake, Keane Inc.

Project Triage Helpdesk

Update on 2011 Initiatives

Project Management Help Desk

• Charter:• “Facilitate a forum for PMs to collaborate real time

solutions on active projects with their peers”• Promote Project Management Best Practices across the

State

• Vision:• Leverage the PM COP to

• Promote alliances among the PMs from different agencies• Facilitate knowledge transfer• Provide additional avenue for professional growth• Demonstrate value of Project Management

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Roles and Approach

• Project Management Help Desk Roles• Requestor – NY gov’t employee needing assistance• Advisor – PM COP member (self-selected volunteer)

providing assistance• Monitor – PM Workgroup member coordinating activities

• Operational principles• Self-sustaining – benefits realized must drive participation• All-volunteer – no budget outlays• Streamlined – minimal effort, maximum result• Professional – exchanges focused on the issue and topic

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Process Alternatives

Public• Request goes to the whole PM

COP membership (email)• If nobody responds within X

days, Advisors step in• Pros:

• Everybody has the benefit of all exchanges

• Greater population to solicit opinions/advice from

• Cons:• Universal exposure to problems• Potential overlapping threads

Targeted• Request goes just to Advisors

and the Monitor (email list)• If nobody responds, Monitor

takes action• Pros:

• Request goes specifically to PMs who volunteered to help

• Less exposure, more orderly• Cons:

• PM COP in general has no visibility into exchanges

• Fewer potential solutions

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Private• Request goes to the Monitor• Monitor forwards to specific Advisor(s) • Private response from the Monitor

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Questions

Jonathan Blake

Keane, Inc.

Jonathan.Blake@Keane.com

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David Salway, NYS OFT/CIO

NYS Enterprise Portfolio

Update on 2011 Initiatives

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Enterprise IT Portfolio Enterprise IT Portfolio Management &Management &

Independent Verification and Independent Verification and Validation (IV&V) ReportingValidation (IV&V) Reporting

NYS-P008-001 Enterprise Plan to Procure

Executive Order 117NYS Technology Law §103

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Federal Government – Project Reporting

Championing Transparency

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Enterprise IT Portfolio Management Benefits of Redesign Increases Collaboration Between State

Agencies and Stakeholders Increases Transparency Showcases Agency Project Successes and

Accomplishments Increases Opportunities for Sharing Best

Practices and Lessons Learned Recognizes Data Trends and Proactively

Mitigate Project Related Issues and Risks Early

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Enterprise IT Portfolio Management Current Status

ATPs Submitted by All Agencies – CIO/OFT and DOB Review and Approve

DOB Approves Winter Update Projects of > $10M and Identifies them as “Large Projects”

Large Projects Form the Enterprise IT Portfolio Quarterly Reporting to CIO/OFT EPMO NYS Enterprise Portfolio Management Process

and Standards in Development Metrics Will be Managed Using Actuate

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Questions

David Salway

NYS CIO/OFT

David.Salway@cio.ny.gov

518-408-2224