Office of Information Technology
Project Management Office
Continuous Improvement Initiative
Meeting Agenda & Minutes
Date: 10/3/2016 / Time: 11:00 – 12:30 / Location: 45 Commerce, DEMI Conf RoomRemote Access / Not Available
Invitees / Attendees / ☒ Josh Karstens
☒ Diana Olore
☒ Julie Donohue / ☒ Leigh Wilkinson
☒ Tonia Ennis
☒ Pam Isham
Agenda Items / Time Allocated / Discussion Leader
1 / Project Update & Meeting Expectations / 5 Minutes / Leigh
2 / Logo - PMO / 5 Minutes / Leigh
3 / Logo – PMO Alt1
4 / Logo – PMO Alt2
5 / Meeting Agenda & Minutes - Template / 5 Minutes / Leigh
6 / Memo of Understanding - SOP / 5 Minutes / Leigh
7 / Memo of Understanding - Workflow (Included in SOP)
8 / Memo of Understanding - Sample
9 / Creating a Standard Operating Procedure - SOP / 10 Minutes / Leigh
10 / Creating a Standard Operating Procedure - Template
11 / Project Definition – SOP / 5 Minutes / Leigh
12 / Project Definition – Template / 15 Minutes / Leigh
13 / Project RACI – Template / 10 Minutes / Leigh
14 / Project Lessons Learned - Template / 5 Minutes / Leigh
15 / Project Closure – SOP / 5 Minutes / Leigh
16 / Project Closure – Template / 10 Minutes / Leigh
17 / Project Closure - Checklist / 5 Minutes / Leigh
18 / Next Steps / 5 Minutes / Josh & Leigh
Discussion
1. Logo’s - Diana recommends using the State (Dirigo) Seal as an alternative.
2. Diana has concerns the document versioning control may be confusing. Ref Creating a SOP.
3. MOU Template signature page does not match up exactly with what is outlined in the SOP.
4. Discussion of when to use MOU’s, DO’s, etc.
5. Project Def, Diana wants to see language that says it is a contract.
6. Project Def SOP – Diana says it’s out of sequence - move 5 & 6 after #8
7. Project Def Template – add this to the signature page: This is an evergreen document meant to be a snapshot in time; it is a high level description of the project that serves as a contract. More detailed plans will be developed and posted in a project SP site including risk log, change management documentation, communication plan, detailed work plan, test plan(s) and deployment certification plan. Changes will be made thru the Change Management Process.
8. Josh advised that we need to determine where ROI belongs in our process. It (ROI) is a key component of BPM which can help justify the funding for a project, in addition to being a good benchmark of success. A discussion ensued: Should we add the “As Is” to the Business Value portion of the Project Def template? Does it belong in the WBS?
9. Discussion of what is constraint vs dependencies – the team came to an agreement to use the PMI definitions.
10. Ref Project Def doc – Diana says the Organization (Pg.5) is too specific; she wants it brought up to a higher level. She wants to see it summarized, do not list specific titles and names. (For example, replace all of the PMO job specs with PMO).
11. RACI & Org – Julie deals mostly with managers, would like to see them added too.
Decisions
Accepted
Yes / No / Conditional
1 / Logo – PMO
1. We will use the standard PMO logo and work with any unhappy customers. A potential solution for customers that want their own branding is to add their logo, essentially having co-located logos. / Yes
2 / Logo – PMO Alt1 / Yes
3 / Logo – PMO Alt2 / Yes
4 / Meeting Agenda & Minutes – Template
1. Adjust the PMO branding – make smaller using less real estate / Conditional
5 / Memo of Understanding – SOP
1. Edit Signature Page to include:
a. Business Sponsor b. Program Manager c. PMO Director
2. Add user instruction to keep copies of MOU in Project Folder and the MOU SP Site
3. Retitle the SOP to “SOP for the PMO MOU Process” / Conditional
6 / Memo of Understanding - Workflow (Included in SOP)
1. Josh wants the Consult w/ Stakeholder changed to reflect PMO Consulting with AppDev
2. Typo in third row (the word Require) is wrong / Conditional
7 / Memo of Understanding – Sample
1. Edit Signature Page to include:
a. Business Sponsor b. Program Manager c. PMO Director
2. Add direction to keep copies of in Project Folder and the MOU SP Site
3. Re-title the SOP to read SOP for the PMO MOU Process / Conditional
8 / Creating a Standard Operating Procedure – SOP
Label the first box “Document Control”
Ensure the second box is labeled Document Revision History / Conditional
9 / Creating a Standard Operating Procedure - Template / Yes
10 / Project Definition – SOP
1. Create sentences defining Constraint vs Dependency (use PMI def’s)
2. Edit – rearrange process sequence - move 5 & 6 after #8 / Conditional
11 / Project Definition – Template
1. Add ROI to WBS section of the Template
2. Create sentences defining Constraint vs Dependency (use PMI def’s)
3. Josh said something was mixed up …..what ????
4. Edit Project Def SOP – rearrange process sequence - move 5 & 6 after #8
5. Page 5 Organization – Diana to re-write this section / Conditional
12 / Project RACI – Template
TBC is the key liaison between OIT & Customer / Conditional
13 / Project Lessons Learned - Template / Send Feedback
14 / Project Closure – SOP / Send Feedback
15 / Project Closure – Template / Send Feedback
16 / Project Closure - Checklist / Send Feedback
Action Items & Follow Up / Assigned To / Date Due
1 / Remove DRAFT Watermark on Accepted Docs / Pam / 10/6/2016
2 / Identify Document Identification (Doc ID #) numbering system / All / ASAP
3 / Fix footer in the Project RACI doc / Pam / 10/6/2016
4 / Make all changes identified above in the Decision section / Pam / ASAP
5 / Review / touch all docs to adjust the amount of real estate used for the PMO branding (logo & identification) / Pam / 10/6/2016
6 / Review / touch all docs to label the control boxes:
Document Control
Document Revision History / Pam / 10/6/2016
7 / The group wants to have ROI discussion(s) / All / ATP
8 / Rework the Project Definition Organization section / Diana / ASAP
9 / Send Pam any changes with the doc name, what page number and the change(s) you want. / All / ASAP
9.1 / Project Lessons Learned Template / All / ASAP
9.2 / Project Closure – SOP / All / ASAP
9.3 / Project Closure – Template / All / ASAP
9.4 / Project Closure – Checklist / All / ASAP
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