Contemporary Project Management 3rd
Edition by Timothy Kloppenborg ISBN1285433351
9781285433356
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Chapter 5 - Stakeholder Analysis and Communication Planning
TRUE/FALSE
1. A project management plan is a formal document that defines how the project will be initiated and planned.
ANS: F DIF: Moderate REF: P. 118 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
2. Plan Communications is the process of developing an appropriate approach and plan for project communications based on stakeholders’ information needs and requirements and available organizational assets.
ANS: T DIF: Easy REF: P. 118 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's:Knowledge
3. Stakeholders include both those who will use the result of a project as well as those who will be affected by the result of a project.
ANS: T DIF: Easy REF: P.119 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
4. Stakeholders include those affected by the result of the project, but not those affected by the process of performing the project.
ANS: F DIF: Moderate REF: P. 119 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
5. Stakeholders include people who have their routines disrupted by the project.
ANS: T DIF: Easy REF: P. 119 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
6. Authority and urgency are among the aspects that project managers should consider in prioritizing stakeholders.
ANS: T DIF: Moderate REF: P. 120 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
7. Project managers should purposefully plan and carry out relationship building activities that lead to respect and trust.
ANS: T DIF: Easy REF: P. 122 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
MSC: Bloom's: Comprehension
8. Project relationship building activities include encouraging open communications and using shared learning.
ANS: T DIF: Moderate REF: P. 122, 124 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
9. Establishing a positive relationship with all key stakeholders early in the project helps to create a desire among those stakeholders to support the project, and builds the communications foundation for the project.
ANS: T DIF: Easy REF: P. 125 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
10. The communications management plan is finalized during project planning, and should only be changed through a formal change control process.
ANS: F DIF: Moderate REF: P. 126 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
11. Common purposes for project communications include status reporting and efforts to obtain approval of project outputs.
ANS: T DIF: Easy REF: P. 128 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
12. The primary output of the “Identify Stakeholders” process is the project communications plan.
ANS: F DIF: Moderate REF: P. 122 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
© 2015 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
13. Contemporary project communications typically include both push methods such as blogs, and pull methods such as voice mail.
ANS: F DIF: Challenging REF: P. 128 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
14. One common feature of agile projects is the “stand-up meeting”.
ANS: T DIF: Easy REF: P. 130 OBJ: CPMT.KLOP.15.05.05
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
15. A stakeholder engagement matrix is a tool that classifies the engagement levels of project stakeholders, including whether they are unaware, resistant, or supportive.
ANS: T DIF: Easy REF: P. 125 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
16. The plan-do-check-act model used to improve processes is also an effective model that project managers can use to improve project meetings.
ANS: T DIF: Moderate REF: P. 131 OBJ: CPMT.KLOP.15.05.05
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
17. In order to be sure a project meeting runs according to plan, the project manager should develop an agenda in advance and deliver it to participants as they arrive at the meeting.
ANS: F DIF: Moderate REF: P. 131 OBJ: CPMT.KLOP.15.05.05
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
18. An issue log is a document that identifies the specific issues that must be resolved before a particular project management meeting adjourns.
ANS: F DIF: Moderate REF: P. 132 OBJ: CPMT.KLOP.15.05.05
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
19. A virtual team is a group of persons with a shared goal, who fulfill their roles largely through face-toface communications.
ANS: F DIF: Moderate REF: P. 135 OBJ: CPMT.KLOP.15.05.06
NAT: BUSPROG.CPMT.KLOP.15.03 KEY: Bloom's: Comprehension
20. While expensive, it is often advisable for virtual team members who live across the globe to meet faceto-face at least once, especially early in the project.
ANS: T DIF: Moderate REF: P. 136 OBJ: CPMT.KLOP.15.05.06
NAT: BUSPROG.CPMT.KLOP.15.03 KEY: Bloom's: Comprehension
21. Project team member preferences related to the type and frequency of communication may vary depending upon their country and cultural differences.
ANS: T DIF: Moderate REF: P. 136 OBJ: CPMT.KLOP.15.05.06
NAT: BUSPROG.CPMT.KLOP.15.03 KEY: Bloom's: Comprehension
© 2015 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
MULTIPLE CHOICE
1. Which of the following statements accurately describes a project management plan?
a. a formal document that describes how the project will be initiated and planned
b. a formal document that describes how the project will be executed, monitored and controlled
c. a formal document that defines how the project will be terminated and closed
d. a formal document that focuses on how the project’s financial results will be tracked
ANS: B DIF: Moderate REF: P. 118 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03 KEY: Bloom's: Comprehension
2. All of the following statements accurately describe a project management plan EXCEPT:
a. It serves as an informal contract between the project team and the sponsor
b. It may be a general, summary document or quite detailed.
c. It may be composed of one or more subsidiary plans.
d. It is developed iteratively, starting at a high level and becoming progressively more detailed as information becomes available.
ANS: A DIF: Moderate REF: P. 117 - 118 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
3. A project communications management plan generally includes all of the following information
EXCEPT:
a. communication methods
b. communication timing
c. communication cost
d. communication purpose
ANS: C DIF: Moderate REF: P. 128
NAT: BUSPROG.CPMT.KLOP.15.03
OBJ: CPMT.KLOP.15.05.03
KEY: Bloom's: Comprehension
4. Project management plans generally include all of the following elements EXCEPT:
a. schedules and budgets
b. business case and recommendations
c. risks and quality considerations
d. communications and stakeholders
ANS: B DIF: Moderate REF: P. 118 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
5. Stakeholders include all of the following people EXCEPT:
a. those who work on the project
b. those who provide people or resources for the project
c. those whose routines may be disrupted by the project
d. those who will not be impacted by the project
ANS: D DIF: Easy REF: P. 119 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
6. The process of “systematically gathering and analyzing quantitative and qualitative information to determine whose interests should be taken into account throughout the project” is called:
a. develop project management plan
b. stakeholder analysis
c. communications management
d. i.d. stakeholders
ANS: B DIF: Moderate REF: P. 120 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
7. Project stakeholders can be prioritized based on a number of factors, including one of the following:
a. fame
b. impact
c. tenure
d. personality
ANS: B DIF: Moderate REF: P. 120 OBJ: CPMT.KLOP.15.05.01
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
8. By identifying stakeholders and their needs, project managers can be more effective in all the following ways EXCEPT:
a. prioritize among competing objectives.
b. derive the final budget
c. serve as good stewards of the organization’s resources.
d. develop a shared sense of risk.
ANS: B DIF: Easy REF: P. 120
NAT: BUSPROG.CPMT.KLOP.15.03
OBJ: CPMT.KLOP.15.05.01
KEY: Bloom's: Comprehension
9. Which of the following activities can be used to build relationships within the core project team?
a. emphasize individual learning opportunities
b. establish independent agendas
c. regularly celebrate small successes
d. use conflict resolution techniques
ANS: C DIF: Moderate REF: P. 125
NAT: BUSPROG.CPMT.KLOP.15.03
OBJ: CPMT.KLOP.15.05.02
KEY: Bloom's: Comprehension
10. The final item to be recorded on the project meeting minutes is an evaluation of both good and poor points from the meeting. On agile projects, this evaluation is called the ____:
a. stakeholder analysis
b. lessons learned
c. plus-delta process
d. retrospective
ANS: D DIF: Challenging REF: P. 133
NAT: BUSPROG.CPMT.KLOP.15.03
OBJ: CPMT.KLOP.15.05.05
KEY: Bloom's: Comprehension
11. Which of these is not one of the primary types of information captured in a project meeting?
a. action items agreed to.
b. evaluation of the meeting.
c. new issues raised and old issues closed.
d. assumptions and constraints.
© 2015 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.
ANS: D DIF: Easy REF: P. 132 OBJ: CPMT.KLOP.15.05.05
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
12. Project managers can encourage open communication by employing all of the following tactics EXCEPT:
a. demonstrating that the inputs from others are valued
b. using group decision making techniques in every case
c. keeping people informed
d. respecting confidentiality
ANS: B DIF: Moderate REF: P. 124 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
13. Several factors can contribute to building relationships among project team members. Which of the following is NOT a contributor to relationship building within the core team?
a. Ensure team members understand what is expected of them.
b. Foster a closed environment of secrecy.
c. Ensure team member’s opinions are considered.
d. Provide opportunities to grow and develop.
ANS: B DIF: Easy REF: P. 124 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
14. A principal idea in agile is that relationships with stakeholders need to be based on collaboration, communications and ____.
a. trust
b. power
c. confidentiality
d. urgency
ANS: A DIF: Moderate REF: P. 122 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
15. The sponsor, project manager and team can establish powerful relationships with key stakeholders. This starts with an understanding of what motivates each stakeholder, which can be summarized by the old saying ______:
a. the early bird catches the worm.
b. what gets planned gets done.
c. you get what you pay for.
d. what’s in it for me?
ANS: D DIF: Easy REF: P. 125 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Knowledge
16. Communications to stakeholders are necessary for which of the following reasons?
a. to help them take ownership of the project and make timely decisions
b. to keep them at arms length so progress can continue
c. to shift the burden of risk from the project team to the stakeholders
d. to provide input to team performance reviews
ANS: A DIF: Moderate REF: P. 126 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
17. A project communications matrix includes all of the following information EXCEPT:
a. Who
b. Why
c. What
d. When
ANS: B DIF: Moderate REF: P. 129 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03 KEY: Bloom's: Comprehension
18. In the project communications matrix, all of the following “who” items are typically included EXCEPT:
a. Who does the project team need to learn from?
b. Who does the project team need to share with?
c. Who take the minutes at the next status meeting?
d. Who on the project team is responsible for a communication?
ANS: C DIF: Moderate REF: P. 129 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
19. In order to plan for a project meeting, project managers should develop an agenda. All of the following statements accurately describe the development and use of a project meeting agenda EXCEPT:
a. the agenda should only be shared with senior management
b. the agenda should provide time to summarize decisions made
c. the agenda should provide time to evaluate the meeting
d. the agenda should state the purpose of the meeting
ANS: A DIF: Moderate REF: P. 131 OBJ: CPMT.KLOP.15.05.05
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
20. A point or matter in question or in dispute, not settled or over which there are opposing views or disagreements is called a(n) _____:
a. constraint
b. issue
c. risk
d. assumption
ANS: B DIF: Moderate REF: P. 132 OBJ: CPMT.KLOP.15.05.05
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
21. Virtual project teams often encounter increased challenges. All of the following items are among these increased challenges EXCEPT:
a. it is more difficult to understand the stakeholders
b. it takes more time to build relationships
c. differences in time zones are an advantage
d. change control must rely more upon facilitating than directing
permitted
ANS: C DIF: Easy REF: P. 135 OBJ: CPMT.KLOP.15.05.06
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
ESSAY
1. Describe how you would use the plan-do-check-act model to plan, conduct and improve project meetings.
ANS:
Key concepts to be covered in the response could include, but are not limited to:
The plan-do-check-act model is a process improvement model that can be applied to project meetings in the following way:
Plan: Meetings should be planned and the agenda distributed well in advance so that everyone can be prepared. A project meeting agenda template could include: meeting logistics, purpose, list of topics, person responsible, and time estimates.
Do & Check: The meeting is conducted and minutes are recorded. The information captured includes: decisions made, new issues surfaced, action items agreed to, and an evaluation of the meeting. An easy way to capture these evaluations is with a Plus-Delta template.
Act: After the meeting every team member should complete the action items they committed to, and the project manager should follow up to resolve any problems that are preventing team members from completing their work.
When all of the steps in the PDCA cycle are applied to project meetings, they are more productive and the project benefits.
DIF: Challenging REF: P. 130 - 134 OBJ: CPMT.KLOP.15.05.05
NAT: BUSPROG.CPMT.KLOP.15.03 KEY: Bloom's: Application
2. Describe the importance of project communications, and the essential factors to be considered when creating a project communications plan.
ANS:
Key concepts to be covered in the response could include, but are not limited to:
Projects have many challenges, including the need to communicate with people from various locations, functional areas, companies and cultures. The communications plan should be used to establish and manage expectations from all stakeholders, and to ensure that project work is complete properly and on time.
Purpose: The first factor that the team should consider is the purpose for each communication. Purposes might include: outgoing communications to set and manage stakeholders’ expectations, incoming information from stakeholders such as requirements or authorizations, or planning the management and escalation of issues that cannot be handled by the project manager.
Structures: Existing organizational communications structures should be used if available. Following a pre-existing structure should enable stakeholders to understand the communication more easily.
permitted
Methods: Projects may use a combination of “pull” ,“push” or interactive methods of communication depending on the type of communication that is appropriate.
Timing: Three levels of timing should be considered in the communication plan: the project life cycle stages, the organizational structure that might include regularly scheduled meetings, and an asneeded basis for other project issues.
DIF: Challenging REF: P.126 - 129 OBJ: CPMT.KLOP.15.05.03
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Application
3. Describe the approach you would use to build relationships among the core members of the project team.
ANS:
Key concepts to be covered in the response could include, but are not limited to:
Understand and acknowledge personal goals and individual motives for involvement in the project.
Encourage open communication by keeping people informed, valuing everyone’s input, personally sharing feelings, and respecting confidentiality.
Work together to jointly establish project meeting agendas so that all team members feel their concerns are being addressed.
Team members should also be encouraged to share in meaningful project learning, and share enjoyment of working on the project.
The project manager should also reinforce the appropriate decision making and problem solving by the individuals that should be involved.
DIF: Challenging REF: P. 124 - 125 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension
4. Describe the approach you would use to build relationships with key external stakeholders.
ANS:
Key concepts to be covered in the response could include, but are not limited to:
Establishing strong relationships with key stakeholders early in the project ensures their interest in the project and builds a strong foundation for communications.
A tool for building these relationships is a stakeholder management plan. Within this plan a stakeholder engagement matrix assists the project manager in classifying different stakeholders into categories such as unaware, resistant, or supportive. These categories can help the project manager understand what each stakeholder wants, and to develop a strategy for managing their engagement throughout the project.
Developing trust and respect among the project team and all stakeholders is an effort that will continue throughout the project.
DIF: Challenging REF: P. 125 - 126 OBJ: CPMT.KLOP.15.05.02
NAT: BUSPROG.CPMT.KLOP.15.03
KEY: Bloom's: Comprehension