1. Topic – Beyond Post Mortems and Lessons Learned December 10, 2015

2. PM Connect Agenda – 12/10/2015 TopicPresenter Time Time Welcome NoteAdrienne Taylor-Barnes 10:00 am PM Connect Survey OverviewSandy Kruczkowski 10:05 am EPMO Project Health check updateScott Aziz10:10 am Speaker Presentations Lessons Learned: Tops from the Trenches Project Spotlight: Agile Retrospective David Chirokas Tosin Davis 10:15 am Q & AAll 11:00 am Wrap upShruthi Rangathyagarajan ~11:25 am

3. 2 PM Connect Survey Overview A few highlights from our Sept. 17, 2015 PM Connect Survey What did you like: Well organized, good energy Enjoy the networking with new members Interactive What could be improved: More time for Q&A Longer time for coverage of topics… Use the opportunity to announce changes in process that will affect everyone.

4. 3 PM Connect Survey Overview Best practices for agile projects Cross collaboration across agencies How to work with difficult stakeholders Other PMO government showcases Procurement Rescuing projects in trouble Testing Process The Importance of having a solid change management plan Training opportunities and professional development Use agile techniques within Waterfall projects to gain speed Ways projects have dealt effectively with roadblocks Other Topic suggestions

5. 4 Speakers Introductions Scott Aziz Role - Quality Assurance Lead at EPMO At Commonwealth since July 2015 Current Project – Health Check process & Quality Assurance best practices for Capital Projects David Chirokas Role - Technical Project Manager, IT PMO (MassDOT) At Commonwealth since 2009 Current Project - Highway and Infrastructure projects Tosin Davis Role - IT Assistant PMO Director (EEA) At Commonwealth since 2007 Current Project - Statewide Point of Sale Outdoor Recreation Transaction System for Massachusetts Environmental Police and the Competitive Electric Supply System for the Department of Public Utilities

6. 5 EPMO Health Check Update

7. EPMO Health Check Process – 1 st Quarter Independent assessment based on objective measures Inform & Document Status Insight into project health; Opportunities, Challenges 2 triggers: Quarterly planned; On-Demand 2 levels: EPMO, 3 rd party How: Artifact reviews, Surveys, In-person meetings, Reviews Scoring model; Dashboard ANF Plan – September 30 th complete level 1. The health check includes assessment of: Scope, Cost, Time, Quality, Resources, Communication, Risks, Contingency Planning, Benefits, Training, Implementation, Governance, Roles and Responsibilities, Requirements, and General Lifecycle Activities.

8. EPMO Health Check Process – 2 nd Quarter ANF portfolio complete; MASSIT started; EHS started 1 st round EHS to be complete early Jan 2nd round to start for ANF End Dec/Early Jan 42 recommendations for ANF portfolio Themes: Sprint reviews to be more inclusive Risk management process improvements Stronger QA processes Build certification tests Automation Survey Feedback Very positive; Collaborative approach Some questions that reveal gaps are not easy conversations, but necessary The health check includes assessment of: Scope, Cost, Time, Quality, Resources, Communication, Risks, Contingency Planning, Benefits, Training, Implementation, Governance, Roles and Responsibilities, Requirements, and General Lifecycle Activities.

9. 8 Lessons Learned Presentation By David Chirokas

10. 9 Agile Retrospective By Tosin Davis

11. Consumer Division Complaint Management System Success in Failure Tosin Davis, PMP, CSM EEA IT PMO

12. Objective Deliver a database system to replace the existing Consumer Division Complaint Database that facilitates effective management of complaint cases. Fail Fast Philosophy Service Quality Order Discontinued support for MS Access Databases Shared Services Pilot

13. Project Plan The best laid schemes of mice and men … Conditions for Success 3 dedicated Subject Matter Experts 50% Allocation Tech Savvy Highly Motivated Engaged Product Owner Preexisting system replacement Cloud based, vendor implemented system Rapid Feedback / Rapid Redeployment More responsive and adaptive to requests

14. Project Execution … oft go awry. ~ Robert Burns 1785 Conditions for failure Critical SME on Paternity Leave Unconfirmed Business Requirements Historic Weather Event Spike in call volume

15. Applying Lessons Learned Throughout Inspect … Adapt … Weekly Retro / Planning SprintStopContinueStart 1) … … … … … … ……… … … 2)… … … … … … 3)…… … … … …… 4)…… … … … … … ……

16. Takeaways Failure or Success? Results 3 Month Duration ~$12k spent out of $200k budget Bad news delivered quickly and often Fast transition to alternate plan

17. Q & A?

18. 17 Wrap up & Next steps Next PM Connect meeting (Tentative) Late Spring, 2016 PDU/SEU Reporting Upcoming Survey Mailbox PMConnect@MassMail.State.MA.US