NYS Forum Project Management Work Group

1. NYS Forum Project Management Work Group NYS PM Community of Practice Project Spotlights June 16, 2011

2. Agenda • Welcome and Announcements • Jon Haverly, PMP - Keane, Inc. • Overview of Project • Brenda Breslin, NYS Department of Health • Chris Foster, CGI • NYSE-(CON) Certificate of Need • Luke Potoski, NYS Department of Motor Vehicles • MyDMV • Questions • Close

3. Initiative Update – PM Help Desk • Launched in May 2011 • pmhelpdesk@lists.nysforum.org • Ten volunteer Advisors answer PM questions • From DOH, SED, NYSP, DTF, DMV, and the Corporate Roundtable • For a private consultation, contact the Monitor • pmhelpdeskmonitor@nysforum.org • The Monitor will confidentially redirect your question to one of the Advisors for an answer.

4. Spotlight on NYS Projects “Information is not knowledge.” - Albert Einstein

5. NYSE-CON Brenda Breslin, NYS DOH Chris Foster, CGI Technologies and Solutions Inc. NYSE-CON

6. NYSE-CON • PM Culture in Agency • Small "enterprise" PMO • DOH PM Field Guide • Other peripheral PMOs across the department • PM Advisory Group • DOH PM Community of Practice

7. NYSE-CON • What is Certificate of Need? New York's Certificate of Need (CON) process governs the establishment, construction, renovation and major medical equipment acquisitions of health care facilities, such as hospitals, nursing homes, home care agencies, and diagnostic and treatment centers. Through the CON process, the Department seeks to promote the delivery of high-quality health care services and to ensure that home care services and facility-based health care services are aligned with community health needs. The CON process also reins in investments in excess facility capacity and unneeded medical equipment that drive up health care costs for everyone, without contributing materially to the health of our communities. http://health.ny.gov/facilities/cons/

8. NYSE-CON Project Definition The New York State Electronic Certificate of Need system (NYSE-CON) is a web-based, electronic CON application developed to streamline the processing of applications, while improving communication and transparency. http://health.ny.gov/facilities/cons/nysecon/ 8

9. NYSE-CON Project Phases Phase 1 – CONs Submitted/Processed Electronically Public View (1a) Health Commerce System NYSE-CON (1a) Public Authenticated NYSE-CON (1b) Phase 2 – Data Entry Conversion to NYSE-CON Convert Data Entry Function to NYSE-CON Reports Still Available through MS Access DB’s Phase 3 – Web Form Submission/Processing of CONs 9

10. NYSE-CON Project Timeline Initial analysis began summer 2009 Estimated 3 - 5 year development effort Contract team began in May 2010 Phase 1a went live in December 2010 Phase 1b went live in May 2011 Currently scoping out Phase 2 10

11. NYSE-CON Project Structure Project resources secured via mini-bid: Project Management, Database, JAVA, and FileNet development, Business Analysis, Quality Assurance, Systems Administration Project resources filled by staff: Technical Lead, Database Administration, Security, Technical Architect, Business Expertise 11

12. NYSE-CON Project Technical Lead Technical Lead is a DOH staff member. Serves as the Release Manager Navigate the infrastructure support including: Database Web Pages Health Commerce System Other Application Dependencies (Health Facility Information System) 12

13. NYSE-CON • Project Challenges • Educating Program on the Project Management Process • Educating Program on the SDLC • Breaking up of Deliverables into Phases/Iterations and System Releases

14. NYSE-CON RFP Best Practices Expectations were built into the procurement language, including: The consultants will be responsible for following Rational Unified Process for software development and for using the IBM Rational tools for software development tasks. The NYSDOH project management methodology will be followed, which is based on the NYS project management methodology as described in the NYS Project Management Guidebook. Qualifications/tasks for various titles included: Experience training and mentoring project managers Develop and/or modify functional and/or design specifications, technical writing and documentation Develop test plans, scenarios, and test cases that will exercise the business, functional, and technical requirements of the system Develop test data for use in executing the QA phase of the systems development life cycle (SDLC) Develop and execute test plans and scenarios including regression and volume tests. 14

15. NYSE-CON • How Project Management is being applied • “Primary” Project Manager is a member of the contract team • “DOH Project Manager” has a review role of all project management deliverables – this assists in adherence to standards as well as provides a built-in knowledge transfer to another manager.

16. NYSE-CON Wins for Knowledge Transfer Technical Lead is a DOH IT staff member working on the project full-time Technical Architect is a DOH IT staff manager regularly involved in team meetings and available for consultation FileNet team receives insight from contract resource that will provide long term information. 16

17. Questions Brenda Breslin - NYS DOH blb12@health.state.ny.us Chris Foster - NYS DOH Contractor cwf03@health.state.ny.us

18. Spotlight on NYS Projects Luke Potoski MyDMV

19. MyDMV PM Culture at DMV • Open and Evolving • Close and constant communication/planning between IT, PMO business units • DMV Project Management Office (PMO) • Manages projects • Monitors metrics for improvement areas • Makes tools/DMV specific documents available • Supports PMs • Coordinates projects • Business Analyst role and activities becoming more formalized • Resource constraint • 70+ active projects • PMs usually also serve as project BAs

20. MyDMV MyDMV Overview • MyDMV online customer accounts enable DMV to offer secure, personalized transactions/services that would otherwise require mailing, a phone call, or a trip to DMV • Customer accounts can be used to… • Display to customers information from their DMV records • Communicate to customers electronically (emails, alerts) • Enable customers to update their DMV records

21. MyDMV Identity Assurance • Procedure for online identity verification aligns with state and federal standards • To create a MyDMV account, customer must have obtained an NYS DMV photo document (license, permit, non-driver ID), which requires in-person identity proofing at a DMV office • DMV Registration Authority • DMV’s online identity verification services are available to NYS entities through NYS Enterprise Identity Access Management (EIAM) initiative

22. MyDMV MyDMV Sign on • NY.GOV ID • Login • Password resets • Security

23. MyDMV MyDMV Portal Page

24. MyDMV TEENS • Crashes • Moving violations • Convictions • Suspension and revocations

25. MyDMV TEENS • Notifications / event summary (it’s a good thing this is a test sample!)

26. MyDMV Address Change • Address updates to license and registration records • Approximately 690 address updates / day • Address changes by DMV Call Center and processing centers decreased by 40% • Increases in online transactions which require an update-to- address (license & registration duplicates)

27. MyDMV Paperless Reminders • Inspections and registrations • Potential for significant print postage savings • 1.7+ million online registration renewals / year

28. MyDMV Request for Restoration After Revocation • Allows eligible motorists to request approval to reapply for their license • Improve customer service • Reduce paper and mailing costs • Estimated that 65%+ of all restoration requests will be processed through this service • Driver Improvement receives over 3,000 requests monthly • Manual review backlog is about 6-8 weeks

29. MyDMV Challenges • Entering into unchartered territory • New type of service / way of interacting with customer • New technology • Unanticipated risks • Aggressive timeline • Internal and external coordination and integration

30. MyDMV MyDMV Organization OFT-CIO / EIAM TEENS Guidance Team Request for Restoration Guidance Team

31. MyDMV Challenges cont… • Developing a Roadmap - planning for future phases • Evolving understanding of MyDMV potential • Resource limitations • Technology and programmatic interdependencies • Customer value vs. savings for the state

32. MyDMV Current Status • Live and running • Soft Launch mode • Approx 90,000 enrollments since late February (as of 6/9/11) • In development / planned (Roadmap) • Certified electronic driver abstracts • Electronic motorist report filing • Personalized ticket management • Simplified (‘one-click’) eDMV transactions • Customer support enhancements • Online status displays, text and email alerts

33. MyDMV Lessons Learned • Don’t be first • Iterative became necessary given the unknowns • Customer support planning • Shared commitment from all parties (internal and external) helps

34. Questions Luke Potoski NYS DMV Luke.Potoski@dmv.ny.gov

35. Close Thanks for attending! “Sometimes we stare so long at the door that is closing that we see too late the one that is open.” - Alexander Graham Bell