M3 Playbook > Phase 3: Engagement > 3.1 Integrate Program Management Office Structures
3.2 Integrate Governance Structures
3.1 : Integrate Program Management Office Structures
Program Management
Objective
Establish joint PMO capability to manage activities shared by customer agency & provider.
View Lessons LearnedRecommended Best Practices
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Provider
Onboard provider PMO
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Shared
Update Program Charter based on program's scope and timeline changes
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Shared
Agree on PMO role and shared responsibilities (customer vs provider)
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Shared
Document roles and responsibilities in a RACI or Resource Management Plan
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Shared
Review customer IV&V plan and update as needed
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Shared
Establish Program Management Plan (schedule, scope, risk, acquisition, cost, communications, QA)
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Customer
Develop Quality Assurance Plan (QASP) to monitor implementation and service metrics
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Shared
Agree to Integrated Master Schedule (IMS), continuously refine thru Phase 3
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Shared
Manage schedule using agreed to procedures, updating OMB & key stakeholders as needed
3.1 Lessons Learned
- Communicate customer and provider roles / responsibilities through written agreements
- Ensure provider transparency with regular reporting on expenditure to date
- Early on, discuss customer / provider goals, migrating processes, systems, program close-out
- Co-locate teams for large agencies / complex implementations to streamline communication and collaboration
- Develop unified Program Management Plan reflecting both customer / provider activities, tailored to specific requirements
- Align early on shared terminology to promote clear, consistent communication in Phases 3 and 4
- Formalize SME participation using MOU to ensure accountability and sustained engagement in Fit-Gap sessions
- Integrate customer / provider PMOs into governance structures, to ensure continuity, prevent information gaps and enable proactive issue resolution
Stakeholders
Recommended stakeholders, inputs, & outputs may vary by implementation; however, agencies that contributed to this Playbook reported these factors as increasing the likelihood of success.Customer
- Executive Sponsor
- Business Owner
- Program Manager
- PMO Lead
- PMO Team
Provider
- Executive Sponsor
- Program Manager
- PMO Lead
- PMO Team
Inputs
- Program Charter
- Resource Management Plan
- Initial Master Schedule
- IV&V Plan
- Program Management Plan
- Status Report
- Quality Assurance Surveillance Plan
- Implementation Approach / Schedule
Outputs
- Program Charter
- Resource Management Plan
- Integrated Master Schedule (IMS)
- Program Management Plan
- IV&V Plan
- Quality Assurance Surveillance Plan
