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M3 Playbook > Phase 3: Engagement > 3.1 Integrate Program Management Office Structures
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3.1 : Integrate Program Management Office Structures

Program Management
  1. Provider

    Onboard provider PMO

  2. Shared

    Update Program Charter based on program's scope and timeline changes

  3. Shared

    Agree on PMO role and shared responsibilities (customer vs provider)

  4. Shared

    Document roles and responsibilities in a RACI or Resource Management Plan

  5. Shared

    Review customer IV&V plan and update as needed

  6. Shared

    Establish Program Management Plan (schedule, scope, risk, acquisition, cost, communications, QA)

  7. Customer

    Develop Quality Assurance Plan (QASP) to monitor implementation and service metrics

  8. Shared

    Agree to Integrated Master Schedule (IMS), continuously refine thru Phase 3

  9. 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

Outputs

USSM.GSA.gov

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