nys forum project management work group
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NYS Forum Project Management Work Group. NYS PM Community of Practice Project Spotlights June 16, 2011. 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 - PowerPoint PPT PresentationTRANSCRIPT
NYS Forum Project Management Work Group
NYS PM Community of Practice
Project Spotlights
June 16, 2011
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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
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Initiative Update – PM Help Desk
• Launched in May 2011• [email protected]
• Ten volunteer Advisors answer PM questions• From DOH, SED, NYSP, DTF, DMV, and the Corporate Roundtable
• For a private consultation, contact the Monitor• [email protected]• The Monitor will confidentially redirect your question to
one of the Advisors for an answer.
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Spotlight on NYS Projects
“Information is not knowledge.”
- Albert Einstein
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Brenda Breslin, NYS DOH
Chris Foster, CGI Technologies and Solutions Inc.
NYSE-CON
NYSE-CON
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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
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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/
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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/
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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
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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
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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
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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)
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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
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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.
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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.
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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.
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Luke Potoski
MyDMV
Spotlight on NYS Projects
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MyDMV
PM Culture at DMV Open and Evolving
o Close and constant communication/planning between IT, PMO
business unitso DMV Project Management Office (PMO)
Manages projects Monitors metrics for improvement areas Makes tools/DMV specific documents available Supports PMs Coordinates projects
o Business Analyst role and activities becoming more formalized
Resource constrainto 70+ active projects o PMs usually also serve as project BAs
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…o Display to customers information from their DMV recordso Communicate to customers electronically (emails, alerts)o Enable customers to update their DMV records
MyDMV
Identity Assurance
Procedure for online identity verification aligns with state
and federal standardso 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 Authorityo DMV’s online identity verification services are available to NYS
entities through NYS Enterprise Identity Access Management
(EIAM) initiative
MyDMV
MyDMV Sign on
NY.GOV ID o Logino Password resets o Security
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MyDMV
MyDMV Portal Page
MyDMV
TEENS
o Crasheso Moving violations o Convictionso Suspension and
revocations
MyDMV
TEENS
o Notifications /
event summary
(it’s a good thing this
is a test sample!)
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)
MyDMV
Paperless Reminders
Inspections and
registrations Potential for significant
print postage savingso 1.7+ million online
registration renewals / year
MyDMV
Request for Restoration After Revocation
Allows eligible motorists to request approval to reapply for their licenseo Improve customer serviceo Reduce paper and mailing costs
Estimated that 65%+ of all restoration requests will be processed
through this serviceo Driver Improvement receives over 3,000 requests monthlyo Manual review backlog is about 6-8 weeks
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MyDMV
Challenges
Entering into unchartered territoryo New type of service / way of interacting with customero New technology o Unanticipated risks
Aggressive timeline
Internal and external coordination and integration
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MyDMV
TEENSGuidance Team
Request for Restoration
Guidance Team
OFT-CIO / EIAM
MyDMV Organization
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MyDMV
Challenges cont…
Developing a Roadmap - planning for future phaseso Evolving understanding of MyDMV potentialo Resource limitationso Technology and programmatic interdependencieso Customer value vs. savings for the state
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MyDMV
Current Status
Live and runningo Soft Launch modeo Approx 90,000 enrollments since late February (as of 6/9/11)
In development / planned (Roadmap)o Certified electronic driver abstracts o Electronic motorist report filing o Personalized ticket managemento Simplified (‘one-click’) eDMV transactionso Customer support enhancements o Online status displays, text and email alerts
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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
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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