M3 Playbook > Phase 4: Migration 4.1 Monitor and Control Program Execution

4.2 Maintain and Execute Risk Processes

Objective:

Monitor, measure, and communicate program migration progress.

Phase 4 Guidance

Activities

1. Manage Migration Integrated Master Schedule (IMS) through weekly updates of activities, dates, duration, and dependencies (S) 2. Manage scope and monitor program performance using Program Management Plan (S) 3. Manage costs against the budget (S) 4. Manage and update Human Resources (HR)/Staffing Plan as resources are on or off boarded or as needs change (S) 5. Manage and update the Integrated Independent Validation and Verification (IV&V) Plan (S) 6. Update program management documentation as necessary (S) 7. Develop and distribute Status Reports/Dashboards and escalate decisions and issues as needed through governance bodies (S) 8. Hold status meetings to monitor status against milestones, issues, risks, and make decisions needed for work streams (S) 9. Hold executive briefing to share progress on transition (S) 10. Continue to initiate and perform change requests to address changes in schedule, scope, and requirements throughout the program through the Change Request Form, documenting changes through the Change Request Log (S)

Inputs • Program Charter • Governance Charter • IMS • Program Management Plan Outputs • Change Request Form • Change Request Log • IMS • Program Management Plan • IV&V Plan

Stakeholders • Executive Sponsor (C, P) • Business Owner (C, P) • Program Manager (C, P) • PMO Lead (C, P) • PMO Team (C, P) • Functional Lead (C, P) • Technical Lead/Solution Architect (C, P)

Best Practice

• Review and update the IMS as necessary and maintain an integrated recurring meeting and reporting cadence • Include all migration activities and responsible parties in the IMS. Migrations that include core and non-core services should align all services to the IMS • Create a consolidated list of action items for the customer and provider • Utilize collaboration tools to the fullest extent in order to facilitate information sharing across the migration program • For large agencies and complex implementations involving segregated business processes, teams should be co-located to ensure ease of communication, collaboration, and problem solving; and to maximize program integration, including network access, conferencing needs • Ensure Provider transparency with regular reporting on expenditure to date