2. Map out your vendor expectations for days one to 90
If you’re working with a third-party advisory partner, you should receive a personnel staffing plan template for both vendor and client resources as part of the system integration RFP solicitation process. The completed template provides a lot of information, including a view of proposed talent, timing, and estimated cost.
As a client, a few things you should expect on day one of the program include the vendor providing start dates and names of all key personnel identified in the SOW, as well as your vendor who’ll join the program in the next 30 days. Someone on your team will track the actual onboarding. The vendor should also have start dates for resources that start on day 31 through day 60, and confirm resources for day 61 through 90 are allocated within their firm. Set the expectation with the vendor that this is a process you’ll revisit every 30 days throughout the program. In addition, you as a client should have your resources identified and allocated, meaning free from other obligations for day one through 60. And your steering committee should know the resources you’re expected to have for at least the next 12 months.
Pro tip: Include the first couple of steps in your SOW, either in the RACI or assumptions section. Assign reporting status responsibility to someone on the client’s project management office (PMO) team throughout as well.
