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CPIC/Portfolio Management Community

CPIC/Portfolio Management Community. Stuart Simon, PMP, MBA Department of Commerce Co-chair CPIC/PM Community. Why start a CPIC/PM CoP?. Many Communities of Practice under the CIO Council and Communities of Interest under PMI and other auspices.

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CPIC/Portfolio Management Community

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  1. CPIC/Portfolio Management Community Stuart Simon, PMP, MBA Department of Commerce Co-chair CPIC/PM Community

  2. Why start a CPIC/PM CoP? • Many Communities of Practice under the CIO Council and Communities of Interest under PMI and other auspices. • CoPs and CoIs valuable for networking, sharing best practices, and for building consensus around issues of specific interest to the group.

  3. Impetus for Creation • OMB Circular A-11 Section 300 and 53 process for revisions seemed closed, mysterious, and frustrating. • Revelation, when later learned that OMB’s proposed major changes, most which were long overdue, were nixed because of CIO Council reaction.

  4. Miscommunication • Was actually case of OMB misunderstanding the CIOs vocalization of what I and other CPIC leads had expressed to them. • Situation likely to be repeated since Federal CIO Council only ever has minute or two to focus on CPIC/Portfolio management.

  5. Miscommunication: CPIC2008 (in Google) • 07云化债(126003) _ 股票行情中心_ 东方财富网 • 根据CPIC天然气使用量预测，执行新的天然气价格标准后，CPIC2008年度将增加生产成本约5000万元。 【2007-12-24】 刊登终止重大事项论证暨复牌公告 ...quote.eastmoney.com/126003.html - 42k

  6. Resolving Miscommunication • CPIC community needed forum to identify key concerns, and communicate them to OMB IT analysts; not rely solely on individual CIOs to be able to accurately express all CPIC concerns in the sound bites they are allowed at Federal CIO Council meetings. Go CPIC

  7. Market Research • Naively assumed group already existed, especially since I knew it had existed just before I was hired as Commerce CPIC lead in 2002. • Approached Federal ProSight and eCPIC CMC groups. • Both agreed it was an excellent idea and eCPIC CMC confirmed that OMB had attended, but not since 2003.

  8. Birth of CPIC/PM CoP • Both groups agreed to discuss the topic at their meetings, but heard nothing back, except that it was a good idea. • Also, contacted Federal CIO Council Best Practices Committee which had become the umbrella for a variety of IT interest groups.

  9. Federal CIO Council • Exchanged emails and invited to session of CIO Council Best Practices Committee • BPC requirement for new Community of Practice was development of charter that cited how group meets CIO Council’s official goals, membership criteria, and appointment of officers.

  10. CPIC/Portfolio Mgt. CoP Founding • First meeting March 2007 agreed to develop charter and select officers, and open to all. • Charter states that Capital Planning and Investment Control/Portfolio Management Community (CPIC/PMC) is a resource to help improve and/or standardize policies, practices and tools to facilitate the management and prioritization of IT capital planning and investment portfolios.

  11. CPIC/PM Community Start • Co-chairs me (Commerce) and Gerry Smith (Treasury) to combine eCPIC and ProSight user group constituencies. • Initially, all welcome as members but only staff could be voting members; 1 vote per agency. • Established Wiki; post minutes, presentations, agency CPIC policies.

  12. Original Focus • Hoped to spur dialogue among all people involved with CPIC and Portfolio Mgt., whether Gov’t staff or contractor community. • Began meeting monthly at Department of Commerce – have mailing list of ~ 15 agencies. Avg attendance 15 – 25 people. Including rep. of intelligence agencies CPIC group, and IRM College. • Initial discussion on improvements to A-11 Section 300.

  13. Membership and Affiliation • April – OMB tells CIO Council that FACA regulations forbid contractor membership in committees that develop policy advice; uncertainty on status of Communities of Practice reporting to Best Practice Committee • Decision whether to continue CPIC/PM Community • Unanimous agreement by CPIC/PM CoP member to continue, but restrict membership and attendees to government FTE.

  14. Relationship with Contractors • Vendors/Contractors are often guest speakers • CPIC/PM Community no longer has formal relationship with CIO Council, but to stay within letter of FACA regulations, excludes non-FTE when developing consensus on policy advice. • Typically 30 – 45 min. policy discussion, then speaker/Q&A for 60 minutes.

  15. Agenda Topics, Speakers • Top topics: Proposed amendments to OMB CPIC policies and practices, understanding how different CPIC tools used, and describing different agency CPIC processes. • Speakers: Lester Diamond (author of ITIM now SSA), Bill McVay (fathered modern Exh.300), presentations by GSA/Booz-Allen, and Treasury/Pro-Sight on their CPIC tools, Deputy Dir. FAI, Commerce (ex OMB) Budget Officer on 2010 budget and Pres. Transition year, etc.

  16. What Learned in First Year? • Many people felt powerless, as if no one (OMB) was listening to them. • People glad to have place to vent, discuss, compare internal policies and processes. • Interest in having CPIC/PM Community chair communicate consensus concerns/recommendations to OMB.

  17. Successes • CPIC/PM mailing list allows fast dissemination of CPIC related OMB directives. Previously took several days to week to get OMB memorandum via CIO Council, Budget Officers Advisory Council or Acquisition Officers group. Now memos are sent to CPIC/PM chair and recirculated to group within 24 hours. • When OMB “heard” no interest in A-11 training, CPIC/PM Chair able to conclusively confirm group interest and find possible venues within 2 days.

  18. More successes • Meetings on FAC P/PM led to agencies working together behind scenes to develop agency-specific rules. • Smaller agencies, and agencies outside Washington DC, especially grateful for the info avail. to all CPIC/PM CoI members. • More information sharing via speaking at NDU, IRS, this Forum etc.

  19. CPIC/PM Wiki: CPIC Documents and Other Resources • Links to Agency Guidance    • U.S. Department of Commerce Instructions for Completing an Exhibit 300 • (Commerce) Strategic IT Planning Policy • (Commerce) EVM and Operational Analysis Reporting Policy • (Commerce) CIOs IT Planning Responsibilities • Links to Treasury Department Documents    • Alternatives Analysis Policy Guide • Baseline Change Request • CPIC Policy Guide - Revised Oct 06 • EVM Policy Guide • Pass Fail Evaluation Guide • Four Basic Alternatives • Links to General Services Administration (GSA) Documents    • GSA BY09 for IT Majors • GSA BY09 Instructions for Nonmajors • Other Documents    • GAO 2007 High Risk Series • The Federal Acquisition Certification for Program and Project Managers

  20. What more is needed? • Wiki remains valuable but underutilized resource for between-meeting discussions, sharing of best practices, job board. • OMB has contacted chairpersons of CPIC/PM CoP on occasion but remains reluctant to use CoP as pro-active resource for soliciting suggestions.

  21. Challenges Ahead • Continue to find engaging speakers on pertinent topics; volunteers? • Better documentation of best practices. • Developing quality advice to incoming administration on improving CPIC processes, not just documentation. • For further information: ssimon@doc.gov

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