An agentic PMO runs two healthcare lines of business for Overhaul
Overhaul is standing up MedTrack and PHREP at once, with customers that span health systems, device makers and state and federal agencies. An agentic PMO 3Pillars built and runs on Claude Cowork preps every meeting, tracks the work in Notion, drafts the decks and the customer, agency and state updates, and replaced 2 FTEs.
- Claude in production
- Claude Cowork scheduled tasks with Granola and Notion MCP connectors, Agent Skills and code execution; Claude Opus and Claude Fable
- Status
- In production on live client meetings since May 18, 2026; hand-run from March
- Commercial
- Overhaul pays 3Pillars on a monthly retainer
- A traditional PMO would have needed 1 to 3 staff per workstream. The agentic PMO replaced 2 FTEs, about $300K a year, and supports product, sales, customer success, vendor management and board reporting.
- Senior time on board and customer materials fell from 8 to 10 hours a week to 1 to 2, and each team member got 4 to 8 hours a week back.
- From May 15 to September 14, 2026, 62 scheduled runs processed 152 meetings and logged 358 new tasks, 376 updates, 205 decisions and 108 risks in Notion.
The problem we took
Overhaul, a supply chain visibility and logistics data company with automotive roots that acquired FreightVerify, is entering healthcare with two product lines at once: MedTrack, surgical asset tracking with a large device maker and three of its sales agencies, and PHREP, a State of Michigan emergency-preparedness supply platform that also drew federal interest. The teams were not built for it. The product team had never run product or project management. Customer success was new and small. Sales was focused on the next sale.
From January 3 to September 15, 2026, the two programs averaged about 12 recorded meetings a week, roughly 437 meetings and 330 hours of meeting time, with customers that each bring their own requirements, deadlines and reporting. Plans, risks and decisions sat in scattered documents, email threads and an Excel tracker, and risks surfaced only when they needed executive attention.
What the client already had
The people who know the product and the customers, and the tools they already run: recorded meetings, Notion, and the Claude desktop app. The PMO lead owns exceptions and the risk register. Every human correction is written back into the prompts, so the next run is better.
What we built
An agentic PMO on Claude Cowork. It prepares the team before each meeting, turns every call into tracked tasks, decisions and risks in Notion, and then writes and sends what follows: agency check-ins, customer issue logs, internal briefs, vendor and stakeholder email, board decks and State of Michigan status reports. It proposes and books the next meeting, chases what is late, and holds each team to what its customers asked for. Six workflows run across the two product lines: three pointed at the market (RFPs and state grants, conferences, partnerships) and three at the company (the silent meeting participant, coordination and risk surfacing, deck generation).
What it returned
Two FTEs replaced, about $300K a year in loaded cost. Board and customer materials down from 8 to 10 hours a week of senior time to 1 to 2. Four to eight hours a week given back to each team member. Client reporting kept on cadence: 17 weekly State of Michigan status slides from April to July 2026 and 29 daily issue logs in June and July. People who had never run a program of this size now collaborate inside and outside the company and hold each other to account.
The low operating cost of the agentic PMO gave the company runway to absorb the long sales cycles natural to healthcare.
Every brief and email is reviewed and sent by 3Pillars. Models: Claude Opus 4.7, 4.8 and 5, and Claude Fable 5 and 5.1. Counts are logged by the runs and were not audited against Notion.
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