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
Luke Potoski, NYS Department of Motor Vehicles
•
MyDMV
• Questions
• Close
2
Initiative Update – PM Help Desk
• Launched
•
pmhelpdesk@lists.nysforum.org
• Ten
•
in May 2011
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.
3
Spotlight on NYS Projects
“Information is not knowledge.”
- Albert Einstein
4
NYSE-CON
Brenda Breslin, NYS DOH
Chris Foster, CGI Technologies and Solutions Inc.
NYSE-CON
5
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
6
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/
7
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
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
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
NYSE-CON
• Project
•
Project resources secured via mini-bid:
•
•
Structure
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
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
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
13
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
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.
15
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
Questions
Brenda Breslin - NYS DOH
blb12@health.state.ny.us
Chris Foster - NYS DOH
Contractor
cwf03@health.state.ny.us
17
Spotlight on NYS Projects
Luke Potoski
MyDMV
18
MyDMV
PM Culture at DMV

Open and Evolving
o
o
Close and constant communication/planning between IT, PMO
business units
DMV Project Management Office (PMO)





o

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
o
o
70+ active projects
PMs usually also serve as project BAs
19
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
o
o
Display to customers information from their DMV records
Communicate to customers electronically (emails, alerts)
Enable customers to update their DMV records
MyDMV
Identity Assurance
 Procedure for online identity verification aligns with state
and federal standards
o 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
o 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
o
o
o
ID
Login
Password resets
Security
MyDMV
MyDMV Portal Page
23
MyDMV
TEENS
o Crashes
Moving violations
o Convictions
o Suspension and
revocations
o
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-toaddress (license & registration
duplicates)
MyDMV
Paperless Reminders


Inspections and
registrations
Potential for significant
print postage savings
o
1.7+ million online
registration renewals / year
MyDMV
Request for Restoration After Revocation

Allows eligible motorists to request approval to reapply for their license
o
Improve customer service
o
Reduce paper and mailing costs

Estimated that 65%+ of all restoration requests will be processed
through this service
o Driver Improvement receives over 3,000 requests monthly
o Manual review backlog is about 6-8 weeks
MyDMV
Challenges

Entering into unchartered territory
o
o
o
New type of service / way of interacting with customer
New technology
Unanticipated risks

Aggressive timeline

Internal and external coordination and integration
29
MyDMV
MyDMV Organization
MyDMV
Guidance Team
OFT-CIO / EIAM
Project
(Core)Team
TEENS
Guidance Team
TEENS
Request for
Restoration
Guidance Team
Request for
Restoration After
Revocation
Address Change
Paperless
Reminders
User Experience
Group
Certified
Electronic
Abstracts
30
MyDMV
Challenges cont…

Developing a Roadmap - planning for future phases
o
o
o
o
Evolving understanding of MyDMV potential
Resource limitations
Technology and programmatic interdependencies
Customer value vs. savings for the state
31
MyDMV
Current Status

Live and running
o
o

Soft Launch mode
Approx 90,000 enrollments since late February (as of 6/9/11)
In development / planned (Roadmap)
o
o
o
o
o
o
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
32
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
33
Questions
Luke Potoski
NYS DMV
Luke.Potoski@dmv.ny.gov
34
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
35