M3 Playbook > Phase 3: Engagement
Phase 3: Engagement
Objective
Conduct detailed planning through a Requirements Fit-Gap Analysis and finalize the implementation roadmap. An Agile approach should be adopted for this phase.
Key Tasks
Program Management
3.1
Integrate Program Management Office (PMO) Structures
Responsible Party
sharedInputs
- 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
- Program Charter
- Resource Management Plan
- Integrated Master Schedule (IMS)
- Program Management Plan
- Independent Verification and Validation (IV&V) Plan
- Quality Assurance Surveillance Plan (QASP)
3.2
Integrate Governance Structures
Responsible Party
sharedInputs
- Existing Governance Bodies and Processes within Customer and Provider Agencies
- Governance Plan
- Provider Agreement
Outputs
3.3
Monitor and Control Program Execution
Responsible Party
sharedInputs
- Program Charter
- Program Management Plan
- IMS
- Independent Verification & Validation (IV&V) Plan
- Acquisition Strategy
- Resource Management Plan
- Governance Plan
- Provider Agreement
Outputs
- Program Management Plan
- Status Reports/Dashboards
- Independent Verification & Validation (IV&V) Plan
- Change Request Log
- Resource Management Plan
- Change Request Form
- IMS
3.4
Maintain and Execute Risk Processes
Responsible Party
sharedInputs
Outputs
3.5
Finalize Migration Approach
Responsible Party
sharedInputs
- Requirements Traceability Matrix (RTM)
- Business Readiness Assessment
- Decommission Plan
Outputs
- Migration Approach, including Technical Strategies
- Go/No-Go Criteria for Go-Live Assessment
- Integrated Master Schedule (IMS)
- Decommission Plan
- Status Reports/Dashboards
Workforce, Organization, and Stakeholders
3.6
Engage with Labor Relations
Responsible Party
customerInputs
- Labor Relations Strategy
- Target State Concept of Operations
- Workforce Assessment
Outputs
- Labor Relations Strategy
- Status Reports/Dashboards
3.7
Execute Change Management Plan
Responsible Party
customerInputs
- Change Management Plan
- Change Readiness Assessment
- Communications Plan
- Workforce Assessment
Outputs
- Change Management Plan
- Communications Plan
- Change Readiness Assessment
- Workforce Assessment
- Status Reports/Dashboards
3.8
Develop Training Plan
Responsible Party
sharedInputs
- Business Needs Workbook
- Scope of Services
- Stakeholder Analysis
- Workforce Assessment
Outputs
Technology
3.9
Finalize Requirements
Responsible Party
sharedInputs
- Target State Systems Environment
- Target State Concept of Operations
- Business Capabilities
- Business Needs Workbook
- Requirements Traceability Matrix (RTM)
- Requirements Management Plan
- Government-wide Standards defined through the Federal Integrated Business Framework (FIBF)
Outputs
3.10
Conduct Requirements Fit-Gap Analysis
Responsible Party
sharedInputs
- Requirements Traceability Matrix (RTM)
- Provider’s Standard Solution and Requirements
- Requirements Management Plan
Outputs
- Requirements Fit-Gap Analysis
- Requirements Traceability Matrix (RTM)
- Status Reports/Dashboards
3.11
Finalize Target State Systems Environment
Responsible Party
sharedInputs
- Vision Statement and Business Case
- Requirements Traceability Matrix (RTM)
- Existing Enterprise Architecture Documents & System Specifications
- Target State Systems Environment
- Customer’s As-Is Systems Environment
Outputs
- Validated and Updated As-Is Systems Environment
- Target State Systems Environment
- Status Reports/Dashboards
3.12
Develop Technical Strategy
Responsible Party
sharedInputs
- Requirements Traceability Matrix (RTM)
- Target State Concept of Operations
- Target State Systems Environment
- Decommission Plan
- Requirements Fit-Gap Analysis
Outputs
- Test Plan
- Configuration Management Plan
- CooP and Disaster Recovery Plan
- Interface Strategy
- Enhancement Strategy
- Decommission Plan
- Migration Plan
- Technical Strategy
- Status Reports/Dashboards
3.13
Prepare Data for Mock Conversions (Data Cleansing, Data Mapping)
Responsible Party
sharedInputs
- Data Elements
- Data Cleansing Plan
- Data Quality Assessment Results
- Existing System Data Dictionaries
- Existing Data Governance Model
- Data Cleansing Results
- Existing Data Quality Assessment
Outputs
- Data Cleansing Scripts
- Documented Data Structure and Mapping
- Data Conversion Plan
- Status Reports/Dashboards
Process and Service Delivery
3.14
Finalize Target State Concept of Operations
Responsible Party
sharedInputs
- Target State CONOPS
- As-Is Workforce
- As-Is Process Flows
- Scope of Services
- Requirements Traceability Matrix (RTM)
- Requirements Fit-Gap Analysis
- Initial Concept of Operations (CONOPS)
- Provider Agreement
Outputs
3.15
Define Contact Center Structure
Responsible Party
sharedInputs
- Business Needs Workbook
- Target State Concept of Operations
- Scope of Services
Outputs
- Contact Center Strategy
- Status Reports/Dashboards
3.16
Define Service Level Agreements (SLAs)
Responsible Party
sharedInputs
- Target State Concept of Operations
- Provider Agreement
- Federal Integrated Business Framework (FIBF) Performance Measures
Outputs
- Service Level Agreements (SLAs)
- Status Reports/Dashboards
Exit Criteria (to move into Phase 4)
- Go/No-Go Criteria Approved
- Integrated Master Schedule Drafted
- Migration Approach Finalized
- PMO and Governance Process Integrated
- Requirements Fit-Gap Analysis Completed
- SLAs Defined
Phase 3 Examples:
M3 Examples MAX PagePhase 3 Documentation
The following documentation is developed during Phase 3 and is used to inform the Phase 3 Progress Review discussion. Agencies purchasing transaction processing services only will identify relevant activities and examples for their project using the M3 Services Tailoring Guide.
- Acquisition Strategy
- Business Needs Workbook
- Business Readiness Assessment
- Change Management Plan
- Change Readiness Assessment
- Change Request Form
- Change Request Log
- Communications Plan
- Configuration Management Plan
- Contact Center Strategy
- CooP and Disaster Recovery Plan
- Data Cleansing Plan
- Data Cleansing Scripts
- Data Conversion Plan
- Decommission Plan
- Documented Data Structure and Mapping
- Enhancement Strategy
- Go/No-Go Criteria for Go-Live Assessment
- Governance Plan
- Implementation Approach/Schedule
- Independent Verification & Validation (IV&V) Plan
- Integrated Master Schedule (IMS)
- Interface Strategy
- Labor Relations Strategy
- M3 Risk Assessment Tool
- Migration Approach, including Technical Strategies
- Migration Plan
- Program Charter
- Program Management Plan
- Quality Assurance Surveillance Plan (QASP)
- Requirements Fit-Gap Analysis
- Requirements Management Plan
- Requirements Traceability Matrix (RTM)
- Resource Management Plan
- Risk Management Plan
- Risks, Actions, Issues, and Decisions (RAID) Log
- Service Level Agreements (SLAs)
- Stakeholder Analysis
- Status Reports/Dashboards
- Target State Concept of Operations
- Target State Systems Environment
- Technical Strategy
- Test Plan
- Training Plan
- Validated and Updated As-Is Systems Environment
- Workforce Assessment
