fundamentals of project management - project...
TRANSCRIPT
Fundamentals of Project Management
A New Focus on Stakeholders
Janelle Abaoag
Project Insight
Marketing, Public Relations
www.projectinsight.net
Moderator
© 2013 Core Performance Concepts Inc.
Things to Know…
All participants will be on mute
Questions are welcome
� Please use the questions box to ask
questions
� The moderator will select questions
� All questions will be answered today or
by email at [email protected]
Webinar recording available in the PI Community
Michael A. Graupner, PMP/CSM
Project/Program Management and PMO
Turning Nightmares in to dreams.
www.linkedin.com/in/mikegraupner/
Presenter
PMP® and CAPM® are registered trademarks of the
Project Management Institute
© 2013 Core Performance Concepts Inc.
Who Is on the Call?
Are you:
� A Project Manager without your PMP certification?
� A PMP in the role of a Project Manager?
� A program manager?
� Just looking for ways to use Project Insight more
effectively?
© 2013 Core Performance Concepts Inc.
Goals of the Fundamentals Series
Deepen your understanding of fundamental project
management concepts
Identify tools and techniques that can be implemented to
manage projects more effectively
Discover practical applications for your existing projects
Use project management software more effectively
© 2013 Core Performance Concepts Inc.
Objectives of This Webinar
At the end of this webinar, you will be able to:
� Define the new Stakeholder Management proposed knowledge area for
PMBOK® Guide 5th Ed.
� Describe ways to identify stakeholders.
� Perform an assessment of power and interest.
� Build a stakeholder register.
� Identify best practices to implement within Project Insight.
© 2013 Core Performance Concepts Inc.
Planning
ProcessesExecuting ProcessesInitiating
Processes
Monitoring
& Controlling
ProcessesPlan Stakeholder
ManagementIdentify
Stakeholders
Manage
Stakeholder
Engagement
Control Stakeholder
Engagement
Stakeholder
Register
Project
CharterWork Performance
Data
Issue LogProcurement
Documents
Stakeholder
Management Plan
Stakeholder
Management
Plan
Stakeholder
Register
Change
Requests
Updates
Issue Log
Updates
Draft Stakeholder Management
Communications
Management PlanEEF, OPA EEF, OPA
Work Performance
Information
Project
Management Plan
© 2013 Core Performance Concepts Inc.
Stakeholder Management
Purpose
� To identify stakeholders, analyze their influence on the project,
and ensure they are appropriately involved in decision making
and project execution
Importance
� The key to project success is stakeholder satisfaction
� Every project team brings with it unique stakeholder challenges
� Some stakeholder’s may be difficult to identify and analyze
� Stakeholders may affect EVERY knowledge area
© 2013 Core Performance Concepts Inc.
Busy Foods, Inc. – Case Study
Customer Needs
Organizational Needs
Project Charter
© 2013 Core Performance Concepts Inc.
Busy Foods, Inc. – Business Needs
BUSY FOODS services over 200 clients world-wide. In recent years, long-
term clients have started to leave for a competitor who promises
overnight delivery of restaurant equipment without a minimum order.
Most of BUSY FOODS’ clients are large restaurant venues who can serve
thousands in a single day.
BUSY FOODS would like to improve their distribution process to match the
competition
© 2013 Core Performance Concepts Inc.
Busy Foods Inc. – Project Scope
Improve the time from order into to shipping restaurant equipment from
an average of 24 hours (24 business hours) to 8 hours within 6 months of
project implementation. Full adoption means that a minimum of 10% of
restaurant equipment shipments are shipped within the same day.
Develop and launch a marketing campaign to existing clients and past
clients to educate them on the new restaurant equipment shipping
program one month prior to implementing the new process.
Train all internal staff affected by the new business process to ensure full
adoption within 2 months of project implementation. Full adoption
means that all relevant staff have been trained.
© 2013 Core Performance Concepts Inc.
Major Deliverables
• A modified distribution process which can support the intake of orders and distribution of those orders within the same day.
• Marketing materials that announce our new same-day service.
Project Stakeholders
• John Michelson, CEO
• Henry Target, Marketing VP
• Tom Wang, VP of Business Development and Sales
• Sarah Policie, Distribution Manager
• Jackie Holander, Sales Manager
• The Project Team
• BUSY FOODS clients
Project Support and Authority
• Jane Simperton, Project Manager
• Due to the critical nature of this project, the Project Manager will report directly to Tom Wang, VP of Business Development and Sales
Busy Foods’ Project Charter
© 2013 Core Performance Concepts Inc.
How to Identify Stakeholders
Brainstorm with :
� Team members
� Sponsor
� Subject matter experts
Review:
� Organization and company org charts
� Project plans including scope, quality,
procurement, and staffing plans
© 2013 Core Performance Concepts Inc.
Identifying Stakeholders
Who wants the project?
Who will benefit?
Who may be affected by the
project?
Who are the SMEs?
Who is outside the organization and
may be affected?
Who are the customers and end
users?
Who are other stakeholders?
WHO?
© 2013 Core Performance Concepts Inc.
Question for You
How do you or could you
identify stakeholders on your
projects?
© 2013 Core Performance Concepts Inc.
Planning for Stakeholder Management
Find a way to engage stakeholders in:
� Project decisions
� Project execution
Includes project team and all other stakeholders
Benefits:
� Defined plan to work with stakeholders
� Build strategies for specific stakeholders
Project management plan gives some guidance
© 2013 Core Performance Concepts Inc.
Project Insight Work Package Assignment
© 2013 Core Performance Concepts Inc.
Interest
Power
Relationships
Risk Tolerance
Responsibilities
• Who supports and opposes the project?
• Who has power? Who controls resources?
• Who cooperates? Which stakeholders are in conflict?
• What are their personal tolerances for risk?
• Who has responsibilities: core team vs. others?
Measuring Stakeholder Attributes
© 2013 Core Performance Concepts Inc.
Question for You
What other attributes
should you measure?
© 2013 Core Performance Concepts Inc.
Assess stakeholder interest
� Unrealistic
� Detached
� Cooperative
Stakeholder Interest
© 2013 Core Performance Concepts Inc.
Personal attention
Communicate more
frequently
Summary level
Mass communication
Encourage interestGive them a voice
Mass communication
Personal attention
Communicate less
frequently
Summary level
Tom Wang, VP Business Dev
John Michelson, CEO
Sarah Policie, Distribution Mgr
Jane Simperton, PM
Jackie Hollander, Sales Mgr
Stakeholder Power & Interest
Henry Target, VP Marketing
© 2013 Core Performance Concepts Inc.
Question for You
What have you done to
assess stakeholders on your
projects?
© 2013 Core Performance Concepts Inc.
Stakeholder Stakeholder Expectations of Project Interest Power
Strategy for Gaining Support or
Reducing Obstacles
John Michelson, CEO Project is critical to keeping in business.
Wants the project implemented with
HIGH quality.
High Significant
Influence
Need to make sure that John is aware of all
critical issues. He will be able to help with
any obstacles the team may have.
Henry Target,
Marketing VP
Really likes the idea of improving
processes. Can think of several ways to
Market the company once the project is
completed.
High Low Influence Provide a simple status regularly on what
benefits will be expected as the new
processes are implemented.
Tom Wang, VP of
Business
Development and
Sales
Thinks this new project can improve
opportunities for the company. Wants
the project in as soon as possible.
High High Influence Need to balance desire to have project
completed fast to quality that the CEO is
looking for.
Sarah Policie,
Distribution Manager
Doesn’t really like change, but will do
what is asked.
Low Low Influence Will need to keep in mind making Sarah’s
life easy when ready to deliver, but not
necessary.
Stakeholder Register
© 2013 Core Performance Concepts Inc.
Managing Stakeholders
Recognize there will be issues
Communication is critical
Goals:
� Meet their needs
� Deal with their issues
� Involve them in decision making, when appropriate
Benefits:
� Increase support & minimize opposition
© 2013 Core Performance Concepts Inc.
Project Insight Issue Log
© 2013 Core Performance Concepts Inc.
Control Stakeholders
Monitoring relationships is important
Revise strategies as:
� The project progresses
� Issues arise
� You get more information
© 2013 Core Performance Concepts Inc.
Sample PMP Exam Question
Question Answers
You have been assigned to manage a
project to install some medical equipment
and software in a small hospital in
Alabama. The contract specifies that the
client will provide resources to integrate
their voice recognition system which is
provided by a third party vendor. What
should you do first to help ensure that all
stakeholders understand their roles?
A. Document the stakeholders in the stakeholder
register.
B. Use the project plan to create a responsibility
assignment matrix.
C. Obtain a list of all the client and vendor
contacts from the client.
D. Make sure to get a verbal agreement from the
stakeholders on their responsibilities.
© 2013 Core Performance Concepts Inc.
Sample PMP Exam Question
Question Answers
You are a project manager on a
large software development
project and you have several key
stakeholders who have a low
interest in the project, however
high power. You should…
A. Use mass media to touch base
occasionally
B. Communicate selectively to keep
them satisfied
C. Manage the communications closely
D. Provide information frequently
© 2013 Core Performance Concepts Inc.
Review
What are some ways to identify stakeholders?
How can you perform an assessment of power and interest?
What should be included in a stakeholder register?
How would you use Project Insight tools to manage project
information?
Questions & Answers??
© 2013 Core Performance Concepts Inc.
Goals of the Fundamentals Series
Deepen your understanding of fundamental project
management concepts
Identify tools and techniques that can be implemented to
manage projects more effectively
Discover practical applications for your existing projects
Use project management software more effectively
© 2013 Core Performance Concepts Inc.
Books for Credentials
� Achieve PMP® Exam Success
� Achieve CAPM® Success
� Program Management Professional (PgMP ®) Study Guide
To order: www.jrosspub.com
Michael A. Graupner, PMP/CSM
Project/Program Management and PMO
Turning Nightmares in to dreams.
www.linkedin.com/in/mikegraupner/
Presenter
PMP® and CAPM® are registered trademarks of the
Project Management Institute
© 2013 Core Performance Concepts Inc.
The ProActive PM Series
Practical Tools
is now available online!
You are invited to learn and earn 24 PDUs with 8
online sessions at your own schedule and pace.
� Brush up on your knowledge of the fundamentals
� Find tips and techniques to help you gain control
of projects
� Learn about more complex topics in project
management
� Discover concepts, tools and ways to better
manage projects
Online Courses for PDUs
© 2013 Core Performance Concepts Inc.
2012 Fundamentals Webinar Series
The 2nd Wednesday of Every Month - 8:00am PT
Topics
� Jan – Scope: Needs, Requirements, Scope, Oh My! (NEW in this series)
� Feb – Time: Estimating Time (NEW!)
� Mar – Cost: Estimating Cost (NEW)
� April – Communication: Avoiding Communication Pitfalls
� May – Quality: Delivering Quality in Projects
� June – HR: Managing Project Conflict (NEW)
� July – Communications: Difficult Conversations
� Aug – Risk: Identifying and Assessing Project Risk
� Sept – Stakeholder Management: A New Focus on Stakeholders (NEW!)
� Oct – Procurement: It’s Not Just for the Purchasing Department
© 2013 Core Performance Concepts Inc.
Register Ahead of Time
Go to www.projectinsight.net
2 ways to register:
Free Project Management Training
Training & Webinar Calendar
© 2013 Core Performance Concepts Inc.
Earn PDUs
You will automatically receive your PDUs via email after the webinar
For further questions: [email protected]
Earn 1 PDU for each webinar session attended
To register your PDUs go to www.pmi.org
Login as a member of PMI
Select Category B – Continuing Education
Knowledge Areas: Integration, Human Resources, Communication
Process Groups: Initiating, Planning, Executing, Monitoring & Controlling
Enter the information provided on your proof of attendance
Click continue