NYS Forum Project Management Work Group

1. NYS Forum Project Management Work Group NYS PM Community of Practice Update on 2011 Initiatives March 15, 2011

2. 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

3. Update on 2011 Initiatives Rhonda O’Brien, NYS CIO/OFT Project NYS Project Management Guidebook Revisions

4. NYS Project 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.)

5. NYS Project Management Guidebook Revisions Project Project Team: Representing: 6 - State Agencies 3 - Consulting Firms 1 - University

6. NYS 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)

7. NYS Project Management Guidebook Revisions Project Guidebook Section I: Project Life Cycle

8. NYS Project Management Guidebook Revisions Project To Volunteer To Ask Questions Contact: Rhonda O’Brien, CIO/OFT, EPMO 518.473.5030 Rhonda.Obrien@cio.ny.gov

9. Questions Rhonda O’Brien NYS CIO/OFT Rhonda.OBrien@cio.ny.gov

10. Update on 2011 Initiatives Barbara Ash, NYS OSC Business Analyst Community of Practice

11. 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/

12. 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/

13. Questions Barbara Ash NYS OSC BAsh@osc.state.ny.us

14. Update on 2011 Initiatives Jonathan Blake, Keane Inc. Project Triage Helpdesk

15. 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

16. 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

17. Process Alternatives Public 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 • 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 Private • Request goes to the Monitor • Monitor forwards to specific Advisor(s) • Private response from the Monitor

18. Questions Jonathan Blake Keane, Inc. Jonathan.Blake@Keane.com

19. Update on 2011 Initiatives David Salway, NYS OFT/CIO NYS Enterprise Portfolio

20. Enterprise IT Portfolio Management &Independent Verification and Validation (IV&V) Reporting NYS-P008-001 Enterprise Plan to Procure Executive Order 117 NYS Technology Law §103

21. Federal Government – Project Reporting Championing Transparency

22. 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

23. 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

24. Questions David Salway NYS CIO/OFT David.Salway@cio.ny.gov 518-408-2224