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

3.1 Integrate Program Management Office (PMO) Structures

Program Management

Task Activities

  1. Provider

    Onboard provider PMO lead and team

  2. Shared

    Review and update the Program Charter based on changes to the scope or timeline of the program

  3. Shared

    Determine and agree on PMO roles and responsibilities between the customer and provider

  4. Shared

    Document the roles and responsibilities in an integrated Resource Management Plan

  5. Shared

    Review customer Independent Verification and Validation (IV&V) procedures and update IV&V Plan

  6. Shared

    Develop integrated Program Management Plan, including; schedule, scope, risk, acquisition, cost, communications/stakeholder, and quality

  7. Customer

    Develop integrated Quality Assurance Surveillance Plan (QASP) for acquisition activities to monitor metrics and performance of the program provider

  8. Shared

    Create an Integrated Master Schedule (IMS), using the customer’s Initial Master Schedule and refine and continuously elaborate on the IMS for all activities during Phase 3

  9. Shared

    Begin managing schedule through agreed upon procedures, informing QSMOs as necessary

3.1 Best Practices

  • To maximize program integration, including network access, and conferencing needs for large agencies and for complex implementations involving segregated business processes, teams should be co-located to ensure ease of communication, collaboration, and problem solving
  • Hold detailed discussions on the customer’s and provider’s goals, processes that will be migrated, systems, and program close-out roles and responsibilities early on
  • Develop an integrated Program Management Plan that is a coordinated view of activities from the customer and provider and takes specific customer needs into consideration
  • Staff and engage both customer and provider PMO teams in the governance process to prevent governance gaps and disruptions to the flow of information
  • Establish and communicate customer and provider roles and responsibilities through written agreements
  • Establish and confirm common nomenclature between the provider and customer organizations to ensure clear and concise communication throughout Phases 3 and 4
  • Use Memorandums of Understanding (MOUs) to document Subject Matter Experts (SMEs) commitment and maintain accountability for participating in Fit-Gap sessions
  • Ensure provider transparency with regular reporting on expenditure to date

Stakeholders

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
  • Independent Verification and Validation (IV&V) Plan 
  • Program Management Plan
  • Status Report
  • Quality Assurance Surveillance Plan (QASP)
  • Implementation Approach / Schedule

Outputs