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Project Delivery Summit 2013

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8:30 AM
Introduction and Opening Remarks (Ballroom)

Introduction of the 2013 Project Delivery Summit
Russ Hicks , President, Public Sector Partners, Inc.
Opening Remarks
Carlos Ramos , Director, California Department of Technology
and Deborah Rose , Director, California Office of Systems Integration.

9:00 AM
Keynote Presentation - Using Your Brain to Win, by Holly G. Green - Provided by M Corp

Speaker: Holly G. Green
Your brain is your most powerful competitive weapon " if you know how to use it properly.
The human brain is an amazing tool. Yet, many of its built-in thought patterns and ways of working do not serve business leaders well. The brain can process large amounts of information. It has a real talent for forming patterns and connections. And it loves to answer questions and solve problems.
But it also has a tendency to see what it expects to see, overlook data that contradicts its prevailing view of the world, and have greater confidence in its decision-making abilities than it should. In order to become more effective leaders, we need a much deeper understanding of how our brain works and how it often gets in the way of winning.
Starting with an overview of how the brain processes to get us to our decisions and actions, Using Your Brain to Win explores:
" Why parts of the brain are not well suited for today's hyper-fast world
" How those parts often lead us to make flawed decisions based on fantasy rather than fact
" How seeing only what we expect to see causes us to miss obvious opportunities and threats to our business
" Which built-in brain filters get in the way of making effective decisions
" How our brains are sometimes out to get us
With this as a baseline, you'll learn how to:
" Avoid getting blinded by your own data
" Make better, more informed management decisions
" Get and stay clear on winning
" Use your brain to win every day

10:00 AM
Track 1: Project Mgmt - Session 1: The Benefits of a Solid Quality Program & the Value to the State (Bataglieri)

Speakers: Scott Larmore & Tom Caiati - Hewlett Packard

This instruction with workshop will focus on approaches to ensuring quality in State of California projects, along with the reasons quality is important and the results of an aggressive investment in a solid quality approach. This includes understanding your clients, quality measurements, the value of timely and efficient quality responses, the cost of quality, and training of the entire team. Exercises will also be created for small groups, with a range of experience levels, to work on quality initiatives which will be presented by an assigned group leader. This will be a highly interactive group exercise using real case studies to help participants grow to appreciate the need for quality to be built into their State organizations.

The goal for this session is to have participants learn quality approaches and principles that can be brought back to their own State organizations, down to the individual contributor. Individuals will leave with an understanding of a solid approach to quality, along with the consequences of not having one in place as a result of not building quality into their State projects from the start.

2:30 PM
Education Session 4: Document Security: How to keep control after you press Send!

Speaker: Tim Choi, VP, Product Management and Marketing, WatchDox Government organizations face strict requirements to secure and control sensitive information. However, this information often must be shared both internally and externally (with other agencies, Federal entities, private sector, individuals, etc.). Analysts report that users are turning to unsanctioned file sync and share solutions leading to an increase in the risk of data loss. The challenge is how to secure this information while enabling seamless, efficient sharing. In this session participants will learn about: " The needs for information sharing in government agencies, especially when cloud based solutions cannot or should not be used " The issues that must be addressed to enable secure information sharing " The special challenge that mobility introduces for file protection as users expect to have access to information anywhere, on any device " Strategies for ensuring files/documents are protected for misuse and unauthorized sharing

10:00 AM
Track 1: Project Mgmt - Session 2: Risk Management Taking the Mystery out of Risk Management (Campagno)

Speaker: Michael Richman, CA Technologies, Inc
Few projects proceed precisely as planned. During the life of a project, unforeseen events happen: resources change, requirements change, and budgets get cut, and so on. This should be seen as normal, not the exception. Having a risk management approach smoothes an organization's ability to handle project risks. Projects often struggle because of risks were not identified, not identified in time, or not properly managed. Red flags should be identified early, and a plan developed to address impending risks, so that a project can proceed more smoothly.
This session will include review best practices in the area of Risk Management. Specifically, how to identify risks (typical red flags to look for), the process for assessing and evaluating risks, communicating and management of the risk mitigation process. The session will discuss the importance of communication and key members within your organization, how to manage risks, mitigate risks, risk alignment to CA PMM, and review of risk management tasks, responsibilities, and activities.
Goal for outcomes from the session: to provide the attendees with an understanding of the importance of risk management and the many facets that contribute to avoiding risk where possible and understanding how to better identify, manage and control risks, mitigation, resolution, etc. The session will also explore how to avoid self-inflicted wounds: how to avoid certain risks through adoption of best practices.
Intended Audience:
Project Sponsors
Project Managers
Project Team Leads
Project Oversight
IV&V Members
Org Change Management
Any project members involved in the risk process

10:00 AM
Track 2: Executive Sponsors - Session 3: The Essential Executive Sponsor - Part One (Falor)

Speaker: TBD
A TWO PART SERIES
Format: For both sessions, we will use the technique of facilitated small group discussions that focus on different aspects of effective Executive sponsorship. The outcomes are then brought back together for a consolidated view, sharing of experiences and ways to "operationalize" the role. Executives who have served in this role will moderate the morning discussions. State IT Executives will facilitate the afternoon discussions.
Session description:
The Executive Sponsor plays a crucial role in successful project delivery. This session will build an understanding of the actions of an effective Executive Sponsor. For the person filling this role, the session will assist in understanding the criticality of the role. Topics will include the responsibilities of the role, managing issues, reporting to help assess the health of the project and early warning indicators. For those interacting with the Executive Sponsor, the session will explore the responsibilities of the Executive Sponsor, what you should expect from your Executive Sponsor and your role in the effectiveness of your Executive Sponsor.
Goals for Session Outcomes:
Session ONE - Understanding the actions that lead to effective executive project sponsorship.
Session TWO - Practical aspects of working with your Executive Sponsor for the best outcome.

10:00 AM
Track 3: Approvals & Procurement - Session 4: Defining Effective Requirements (Bondi)

Speaker:TBD
This session will focus on the preliminary aspects of developing a procurement from concept through the "soup to nuts" of requirements gathering. It will also include segments about validation of the requirements against existing capacity, national best practices, and early warning signs that can jeopardize costly procurements to fail.

Stakeholder Sponsorship will be an overlaying theme during this session and will carry into session #2.

Areas to be addressed:
Concept
Soup to Nuts
Evaluating Capacity
Early Warning Signs
Stakeholder Engagement (Training & Involvement)
Briefing
Review Cycles

10:00 AM
Track 4: Change Mgmt- Session 5: Shift Happens!! The Art & Science of Organization Change Mgmt (Carr)

Speakers:
Lorraine Rinker, Delagata
Alex Castro, M Corp
Sumi Smith, CA Employment Development Department
Bill Otterbeck, CA Dept of Health Care Services
Melody Hayes, Office of Systems Integration
Paul Smith, CA Dept of Corrections and Rehabilitation
SESSION DESCRIPTION
In so many projects, organization change management (OCM) is an underfunded, under resourced afterthought. However, industry research " and the experience of this team " illuminates that, in fact, OCM is a crucial component for the delivery of successful projects. In the first part of this session, we will demystify the concept of OCM by addressing both the people and technical sides of change. The panel will demonstrate how change management activities integrate into the lifecycle of a project and highlight the value of establishing an actively engaged change team throughout the project.

Attendees will then have a chance to team up with others and engage their wits to solve on the spot change management scenarios in the "Change This!" game show hosted by our very own Alex "Trebek" Castro and Lorraine "Vanna" Rinker. Don't worry " there will be plenty of "lifelines" available as the group works through the ins and outs of practical, in the trenches samples of change challenges.

FORMAT
Instruction and interactive activities

INTENDED AUDIENCE
Program and IT Project managers and staff responsible for or impacted by change management activities Executive Sponsors

PD13_S5_OCM PD13_S5_OCM (3801 KB)

10:00 AM
Track 5: Business Analysis - Session 6: Why Business Analysis Matters: Theory to Reality (Tofanelli)

Speakers: Nina Maddux and Michelle Johnston, Ph.D. - Accenture
Description:
This two hour session will focus on the importance of business analysis to an organization. Case studies and activities will be used to illustrate effective business analysis and its impact on project management.
Business Analysis Overview
What is business analysis and how does it relate to Project Management?
Why does business analysis matter?
Examples of benefits and challenges
Business Analysis: Theory to Reality
This session will use both an interactive exercise and case studies to illustrate approaches, challenges, and proven practices for integrating business analysis into an organization. Participants will gain an understanding of how to conduct an effective strategic assessment, the results of which will not only help business analysts and project managers to better understand their stakeholders' expectations, their organization's current capabilities and existing processes, but also to identify improvement opportunities/their organizational need for change. This session will also focus on the importance of ongoing assessments of business needs, of aligning those needs with an organization's strategic vision, and of prioritizing identified needs to fit an organization's vision.
Outcomes of the Session
Business Analysts and Project Managers will gain a deeper understanding of the critical role that business analysis plays in both identifying and outlining the needs of an organization and in the successful delivery of a project. The importance of ongoing measurement of outcomes and performance will also be highlighted.

10:00 AM
Track 6: Vendor Management - Session 7: The Art & Science of Vendor Management (Beavis)

Speakers: Graeme Finley & Brian Reynolds, Grant Thornton
Session description: Provide attendees an overview of key vendor management principles and practices. The basic concept of the session is to demonstrate how vendor management is both an art and a science, with " hard' aspects (e.g., managing accountability to the contract) and " soft' aspects (e.g., building a productive working relationship). The session will focus on the following four key topics: Monitoring vendor performance; Effective vendor management; Dealing with an underperforming vendor; and Negotiation. For each topic, attendees will receive a short primer on key concepts and techniques, and will then engage in a group discussion on ways to address specific issues posed by the facilitators. Through the session the overarching themes of effective communication and early warning signs will be emphasized. Attendees will receive a " playbook' of key vendor management concepts and techniques as a take-away from the session.

Outcome : Equip attendees with a firm foundational understanding of the complex nature of vendor management and of the need to address relationship management in addition to managing to the contract. Provide some specific early warning signs and vendor management techniques that attendees can take back to their projects

12:15 PM
Lunch - Why do YOU Matter in the Project?, by Steve Romero - Presented by CA Technologies (Ballroom)

Speaker: Steve Romero, Vice President, IT Governance Evangelist , Romero Consulting
Project success is dependent upon each and every role within an organization. Each person and process is also critical in delivering successful projects in every major company and government agency. The ubiquitous nature of technology has immeasurably increased its importance to enterprise success. Every enterprise must ensure their business priorities and investments are tightly linked. Project and Portfolio Management is the governance mechanism used to make rational and reasonable spending and investment decisions to enable companies to meet their organizational strategies. The goal of Project and Portfolio Management is to ensure an organization's overall portfolio investments are aligned with and contributing optimal value to the organization's strategic objectives. Studies from MIT, Gartner and Forrester all show the significant benefits of good Project and Portfolio Management but Project and Portfolio Management is still an immature governance process in many organizations. So why are YOU important? Do you understand why your role is a critical part of successful delivery of projects? You DO matter and we'll share why each and every one of us are critical components to the process of organizational success!

2:00 PM
Track 1: Project Mgmt - Session 8: Effective Communication Strategies for Program Management (Bataglieri)

Speaker: Paul Bender, Primavera Director, Public Administration Strategy, Oracle
1. Importance of an Effective PPM Communication Strategy " 30 minutes
a. Communication Planning
b. Communication Strategies & Styles
i. Objectives
ii. Target Audiences
iii. Developing Key Messages
c. Vehicles and Available Communication Tools
d. Communicating with Executive Sponsors & Stakeholders
i. Maintaining Stakeholder Commitment
ii. Communicating with Project Opponents, Handling Good & Bad News
e. Putting Your Communication Plan into Action
f. Eight Steps to Transforming Your Organization
i. Bringing Communication Planning, Change Management and Governance Together
2. Communication Workshop " 30 minutes, includes a group exercise
a. Communications Assessment Questionnaire: How well are you doing?
b. Case Study: Develop PPM Communication Plan for California Department of Food & Agriculture
3. Group Reporting " 30 minutes round-robin reviews
4. Lessons Learned, GSA online case review " 30 minutes
Goal : Explain the mechanics behind developing a comprehensive communications strategy and how this planning process plays a critical role in program success.

2:00 PM
Track 1: Project Mgmt - Session 9: Tips for Project Success (Campagno)

Speakers:
Marie McIntyre , Xerox State Healthcare
Paul Abrams , Xerox State Healthcare
Jenny Clark, Xerox State Healthcare
This two hour session focuses on the importance of Governance, Leveraging Project Resources, Effective Team Building and Lessons Learned as tips for successful projects. The session includes both instructional material and workshop exercises.
1. Governance - 40 Mins, includes a group exercise
This segment focuses on the importance and benefits of:
* Delineating authority for decision-making in a project
* Defining a path for escalation to decision-making authorities
* Defining roles and responsibilities
* Establishing a decision model
2. Leveraging Project Resources - 20 Mins, includes Library of Resources
This segment focuses on leveraging project resources, project management framework/standards, and a centralized library of resources. We discuss the benefits of identifying and leveraging stakeholders, business partnerships and subject matter experts (SME's), as well as best practices.
* Project Stakeholders & Business Partners
* Industry Standards (PMBOK, CMMI, IEEE)
* Lean Six Sigma
* Library of Resources

3. Effective Team Building - 40 Mins, includes a group exercise
This segment focuses on building effective, productive relationships between client and vendor teams through review of team characteristics, and processes, and sharing best practices. We discuss the benefits of collaboration, credibility, transparency, and efficiency.
* Integrated Project Workgroups
* Co-Leaders (Customer/Vendor)
* Charter - Agreement
Intended Audience: Project and Executive Sponsors engaged in Project Governance, Project Team Members, and Project Managers

2:00 PM
Track 2: Executive Sponsors - Session 10: The Essential Executive Sponsor - Part Two (Falor)

Speaker: TBD

A TWO PART SERIES

Format:
For both sessions, we will use the technique of facilitated small group discussions that focus on different aspects of effective Executive sponsorship. The outcomes are then brought back together for a consolidated view, sharing of experiences and ways to "operationalize" the role. Executives who have served in this role will moderate the morning discussions. State IT Executives will facilitate the afternoon discussions.

Session description:
The Executive Sponsor plays a crucial role in successful project delivery. This session will build an understanding of the actions of an effective Executive Sponsor. For the person filling this role, the session will assist in understanding the criticality of the role. Topics will include the responsibilities of the role, managing issues, reporting to help assess the health of the project and early warning indicators. For those interacting with the Executive Sponsor, the session will explore the responsibilities of the Executive Sponsor, what you should expect from your Executive Sponsor and your role in the effectiveness of your Executive Sponsor.

Goals for Session Outcomes:
Session ONE - Understanding the actions that lead to effective executive project sponsorship.
Session TWO - Practical aspects of working with your Executive Sponsor for the best outcome.

2:00 PM
Track 3: Approvals & Procurement - Session 11: Writing Quality Approval & Procurement Documents (Bondi)

Speaker: TBD
Session 2 Description:
This session will build upon Session #1 to focus attendees on the development of high quality budgetary (BCP), justification (FSR/SPR), and procurement (RFP) documents directly inline with the validated business and technical requirements. Executive Sponsor support will be a theme with related best practices that will carry throughout both sessions to avoid unexpected surprises at the business, executive, or legislative levels.
Executive Sponsor Engagement Training
Writing Project Documents to get Approval
FSR
BCP
SPR
Review Cycles
Successful Acquisition of Necessary Resources for the Project
Briefing

2:00 PM
Track 4: Change Mgmt - Session 12: Reality Bytes! Managing Change " Don't Lose Your Nerve! (Carr)

Speakers:
Lorraine Rinker, Delagata
Alex Castro, M Corp
Sumi Smith, CA Employment Development Department
Bill Otterbeck, CA Dept of Health Care Services
Melody Hayes, Office of Systems Integration
Paul Smith, CA Dept of Corrections and Rehabilitation

SESSION DESCRIPTION
Conflict, cost, . . complete failure . . .What are the impacts to you and your organization if you do not actively manage change? We will begin this session with a brief overview of a few successful change models and industry best practices for integrating change management activities into the project lifecycle. Then, as hindsight is often 20/20, we will kick off our "OCM Reality!" show as several public sector veterans share nuggets of wisdom based on their real change management challenges such as: the number one mistake that can derail your agency's attempt to change, what to do when something goes wrong, what would you do differently on your next project.

Finally, participants will be invited to engage in a set of interactive activities to practice real tools and techniques and learn how these can be applied to current projects. FORMAT Instruction, panel discussion and interactive activities INTENDED AUDIENCE Program and IT Project managers and staff responsible for or impacted by change management activities Executive Sponsors

PD13_S12_OCM PD13_S12_OCM (1427 KB)

2:00 PM
Track 5: Business Analysis - Session 13: Driving Success from the Business Analyst Up (Tofanelli)

Speaker TBD
Driving Success from the Business Analyst Up: Why Business Analysts can make or break it
Format:
Mixture of team instruction and interactive activities
Description:
In current budgetary conditions, project teams need to hit the mark the first time. Every dollar spent needs to yield results. This puts added responsibility on programs to clearly articulate their needs and for IT to translate those needs into an effective solution. In this session, we will utilize case studies and group interaction to demonstrate how business analyst can facilitate project success.
Topics Include:
" Why projects suffer without a Business Analyst
" How the business analyst works with stakeholders
" The Business Analyst role during each phase of the Software Development Life Cycle
" Static vs Dynamic approaches
" How the business analyst supports organizational change management to ensure adoption and acceptance
Outcomes of session:
" Engage and Excite audience
" Generate interest in further participation/learning about BA via the Academy
" Demonstrate value of a BA within context of "successful project delivery"

2:00 PM
Track 6: Vendor Management - Session 14: The Good, The Bad, and the Ugly of Vendor Management (Beavis)

Speaker: Chad Hodges, Enterprise Networking Solutions, Inc.

Session description: Building on principles discussed in Session 1 (but not requiring attendance at Session 1), this session will engage attendees in facilitated discussion and analysis of one or more case studies that illustrate the key vendor management principles and techniques discussed in session 1. Groups will review a case study based on a real-world project issue, and will split into " government' and " vendor' sub-teams to discuss how best to respond to and address the issue. " Government' and " vendor' teams will then review their approaches and discuss how best to resolve the case study issue in a way that maximizes success for all parties. Facilitators from the vendor community and the government advisory panel will act as coaches to assist the teams in case study analysis and presentation.

Outcome : Attendees will be able to practice vendor management techniques to address some realistic problems that they might face on their projects. Attendees will gain a better perspective on vendor incentives, constraints and management strategies through role-play as a vendor project manager.

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