Project Management Fundamentals Workshop 1

PMBOK Knowledge Areas Stakeholder ManagementStakeholder Management includes processes required to identify the people, groups or organizations that could impact or be impacted by the project, to analyze their expectations, and develop appropriate management strategies.4 processes in Stakeholder ManagementIdentify Stakeholders..........Initiating & PlanningPlan Stakeholder Management..,PlanningManage Stakeholder Engagement..ExecutingControl Stakeholder Engagement.............Monitoring & Controlling11Aug 2009Walsh CollegeStakeholder Management Identify StakeholdersIdentify Stakeholders occurs in the Initiating & Planning Process Groups Process of identifying people or organizations impacted by the project and documenting their interest, expectations, involvement and impact on the project success

2InputsTools & TechniquesOutputsProject CharterStakeholder AnalysisStakeholder RegisterProcurement DocumentsExpert JudgmentEnterprise Environmental FactorsMeetingsOrganizational Process Assets2August 09Walsh College 2009Stakeholder Management Identify StakeholdersInputsProject Charter from Integration Management Information about internal / external parties involved in or affected by projectProject SponsorCustomersProject Team membersFunctional Departments and other organizational groupsGovernmentOther People, organizations, or entitiesProcurement DocumentsWhen the project is the result of a procurement relationship such as acting as a sub-contractor or vendorSuppliers and vendors should always be considered stakeholders in the project33August 09Walsh College 2009Stakeholder Management Identify StakeholdersInputs (cont)Enterprise Environmental FactorsCompany or organization structure and cultureGovernment, legislative, or industry standardsOrganizational Process AssetsStakeholder Register templatesLessons Learned and Stakeholder Registers from prior projects

44August 09Walsh College 2009Stakeholder Management Identify StakeholdersTools & TechniquesStakeholder Analysis Process of Gathering and analyzing quantitative and qualitative information about stakeholdersIdentifying stakeholder interests, expectations and influence related to the project5

5August 09Walsh College 2009Stakeholder Management Identify StakeholdersTools & TechniquesStakeholder Analysis steps (cont)Identify all potential stakeholdersIdentify and Classify potential impact or support each stakeholder could generate using various models including:Power/Interest Grid groups stakeholders by their level of authority (power) and level of concern (interest)Power/Influence Grid groups stakeholder based on their level of authority (power) and level of involvement (influence)Influence/Impact Grid groups stakeholders based on their involvement (influence) and their ability to effect changes (impact)Salience Model which classifies stakeholders based on their power, urgency and legitimacyAssess how stakeholders will react to various situations in order to plan how to influence them to gain their support or mitigate negative impacts6

6August 09Walsh College 2009Stakeholder Management Identify StakeholdersExample: Power / Interest Grid

7

http://leadinganswers.typepad.com/photos/uncategorized/2008/02/21/pmbok_3.jpg7August 09Walsh College 2009Stakeholder Management Identify StakeholdersTools & Techniques (cont)Expert Judgment Identifying stakeholders should be sought from groups and individuals including:Senior ManagementFunctional DepartmentsAlready Identified StakeholdersOther Project ManagersSubject Matter Experts (SME)Industry Groups and AssociationsProfessional and Technical Groups and AssociationsMeetingsProfile analysis meetings are project meetings designed to develop an understanding of major project stakeholders and they can be used to exchange and analyze information about roles, interests, knowledge, and the overall position of each stakeholder in the project.

8

8August 09Walsh College 2009Stakeholder Management Identify StakeholdersOutputs Stakeholder Register Detailed information related to the identified stakeholdersIdentification information including Name, position, location, and role in projectAssessment Information including Major requirements and expectations for the project and their potential influence on projectStakeholder classification such asInternal / ExternalSupportive / Neutral / Resistor

2/14/201499August 09Walsh College 2009Stakeholder Management Plan Stakeholder ManagementPlan Stakeholder Management occurs in the Planning Process Group Process of developing appropriate management strategies to effectively engage stakeholders throughout the project life cycle based on the analysis of their needs, interest and potential impact on the project.

10InputsTools & TechniquesOutputsProject Management PlanExpert JudgmentStakeholder Management PlanStakeholder RegisterMeetingsProject Document UpdatesEnterprise Environmental FactorsAnalytical TechniquesOrganizational Process Assets10August 09Walsh College 2009Stakeholder Management Plan Stakeholder ManagementInputsProject Management Plan from Integration Management Life cycle selected for the projectDescription of how work will be executedDescription of human resource requirementsChange management planNeed and techniques for communication among stakeholders from Communication ManagementStakeholder RegisterProvides the information needed to plan appropriate ways to engage project stakeholders1111August 09Walsh College 2009Stakeholder Management Plan Stakeholder ManagementInputs (cont)Enterprise Environmental FactorsCompany or organization structure and cultureGovernment, legislative, or industry standardsOrganizational Process AssetsStakeholder Register templatesLessons Learned and Stakeholder Registers from prior projects

1212August 09Walsh College 2009Stakeholder Management Plan Stakeholder ManagementTools & TechniquesStakeholder Analysis Process of Gathering and analyzing quantitative and qualitative information about stakeholdersIdentifying stakeholder interests, expectations and influence related to the project13

13August 09Walsh College 2009Stakeholder Management Plan Stakeholder ManagementTools & Techniques Expert Judgment Identifying stakeholders should be sought from groups and individuals including:Senior ManagementFunctional DepartmentsAlready Identified StakeholdersOther Project ManagersSubject Matter Experts (SME)Industry Groups and AssociationsProfessional and Technical Groups and AssociationsMeetingsMeetings should be held with experts and the project team to define the required engagement levels of stakeholders

14

14August 09Walsh College 2009Stakeholder Management Plan Stakeholder ManagementTools & TechniquesAnalytical TechniquesThe engagement level of the stakeholders can be classified as followsUnaware. Unaware of project and potential impactsResistant. Aware of project and potential impacts and resistant to changeNeutral. Aware of project yet neither supportive nor resistantSupportive. Aware of project and potential impacts and supportive to changeLeading. Aware of project and potential impacts and actively engaged in ensuring the project is a success.

15

15August 09Walsh College 2009Stakeholder Management Plan Stakeholder ManagementTools & TechniquesAnalytical TechniquesThe engagement level of the stakeholders can be classified and documented using the Stakeholders Engagement Assessment Matrix.C indicates Current EngagementD indicates Desired Engagement

16

StakeholderUnawareResistantNeutral SupportiveLeadingStakeholder 1CDStakeholder 2CDStakeholder 3CC16August 09Walsh College 2009Stakeholder Management Plan Stakeholder ManagementOutputs Stakeholder Management PlanIn addition to the data gathered in the stakeholder register, the stakeholder management plan provides:Desired and current engagement levels of key stakeholdersScope and impact of change to stakeholdersIdentified interrelationships and potential overlap between stakeholdersStakeholder communication requirementsInformation to be distributed to stakeholdersReason for the distribution of the required informationTime frame and frequency for the distribution of the required informationMethods for updating and refining the stakeholder management plan as the project progresses and develops.

2/14/20141717August 09Walsh College 2009Stakeholder Management Manage Stakeholder EngagementManagement Stakeholder Engagement occurs in the Executing Process Group Process of communicating and working with stakeholders to meet their needs and expectations, address issues as they occur and foster appropriate stakeholder engagement in project activities throughout the project lifecycle

18InputsTools & TechniquesOutputsStakeholder Management PlanCommunication MethodsIssue LogChange RequestsCommunication Management PlanInterpersonal SkillsProject Management Plan UpdatesChange LogManagement SkillsProject Document UpdatesOrganizational Process AssetsOrganization Process Assets Updates18August 09Walsh College 2009Stakeholder Management Manage Stakeholder EngagementInputsStakeholder Management Plan from previous processCommunication Management Plan from Communication ManagementThe Communication management Plan provides guidance and information on managing stakeholder expectations including:Stakeholder communication requirementsInformation to be communication including language, format, content and level of detailReason for the distribution of informationPerson or groups who will receive the informationEscalation Process1919August 09Walsh College 2009Stakeholder Management Manage Stakeholder EngagementInputs (cont)Change logChange log is used to document changes that occur during a projectOrganizational Process AssetsOrganization communication requirementsChange control proceduresHistorical information about previous projects

2020August 09Walsh College 2009Stakeholder Management Manage Stakeholder EngagementTools & TechniquesCommunication MethodsThe methods of communication identified for each stakeholder in the communication management plan are implemented during stakeholder engagement managementInterpersonal SkillsThe project manager applies interpersonal skills to manage stakeholders expectationsBuilding trustResolving conflictActive listening Overcoming resistance to change

21

21August 09Walsh College 2009Stakeholder Management Manage Stakeholder EngagementOutputs Issue LogManaging stakeholder engagement may result in the development of an issue log as they are identified and resolved.Change RequestsManagement stakeholder engagement may result in a change request to the project or the project.Project Management Plan UpdatesElements of the project management plan that may be updated include the stakeholder management plan and the communication management plan.

2/14/20142222August 09Walsh College 2009Stakeholder Management Manage Stakeholder EngagementOutputs Project Documents UpdateStakeholder RegisterOrganizational Process Assets UpdatesStakeholder notification.Project reportsProject presentationsProject recordsFeedback from stakeholdersLessons learned documentation

2/14/20142323August 09Walsh College 2009Stakeholder Management Control Stakeholder EngagementControl Stakeholder Engagement occurs in the Monitoring & Controlling Process Group Process of monitoring overall project stakeholder relationships and adjusting strategies and plans for engaging stakeholders.

24InputsTools & TechniquesOutputsProject Management PlanInformation management systemsWork Performance InformationChange RequestsIssue LogExpert judgmentProject Management Plan UpdatesWork performance dataMeetingsProject Documents UpdatesProject documentsOrganizational Process Assets Updates24August 09Walsh College 2009Stakeholder Management Control Stakeholder EngagementInputsProject Management Plan from Integration Management Life cycle selected for the projectDescription of how work will be executedDescription of human resource requirementsChange management planNeed and techniques for communication among stakeholders from Communication ManagementIssue Log2525August 09Walsh College 2009Stakeholder Management Control Stakeholder EngagementInputs (cont)Work Performance DataPrimary observations and measurements identified during activities performed to carry out the project work.Project DocumentsMultiple project documents originating from initiation, planning, execution or controlling processes including:Project scheduleStakeholder registerIssue logChange logProject communications

2626August 09Walsh College 2009Stakeholder Management Control Stakeholder EngagementTools & TechniquesInformation Management SystemsAn information management system provides a standard tool for the project management to capture, store and distribute information to stakeholders about the project cost, schedule progress and performance.Expert JudgmentTo ensure comprehensive identification and listing of new stakeholders and reassessment of current stakeholders input should be gathered from experts such as:Senior managementOther units or individuals within the organizationIdentified key stakeholdersProject managers with similar experienceSubject matter expertsIndustry groups and consultantsProfessional and technical associations, regulatory bodies and non-governmental organizationsMeetings2727August 09Walsh College 2009Stakeholder Management Control Stakeholder EngagementOutputs Work Performance InformationThe work performance information is the performance data collected from various controlling processes analyzed in context and integrated based on relationships across areas. Work performance information is circulations through communication processes.Change requestsAnalysis of projects performance and interactions often generate change requests.Recommended corrective actions include changes that bring the expected future performance of the project in line with the project management planRecommended preventive actions that reduce the probability of incurring future negative project performance.

2/14/20142828August 09Walsh College 2009Stakeholder Management Control Stakeholder EngagementOutputs Project Management Plan UpdatesChange management planCommunication management planCost management planHuman resource management planProcurement management planQuality management planRequirements management planRisk management planSchedule management planScope management planStakeholder management PlanProject Documents UpdatesStakeholder registerIssue log

2/14/20142929August 09Walsh College 2009Stakeholder Management Control Stakeholder EngagementOutputs Organizational Process Assets UpdatesStakeholder notification.Project reportsProject presentationsProject recordsFeedback from stakeholdersLessons learned documentation

2/14/20143030August 09Walsh College 2009