Module eleven

1

Module Eleven

13.0 Project Stakeholder Management

“Processes required to identify people, groups, or organizations that could impact or be impacted by the project, to analyze stakeholder expectations and their impact on the project, and to develop appropriate management strategies for effectively engaging stakeholders in project decisions and execution.”

PMBOK® Guide 2017, Glossary

2

13.0 Project Stakeholder Management

• • • •

Learning Outcomes Develop strategies to involve stakeholders in project decisions Differentiate between negative and positive stakeholders Discuss Project Stakeholder Management ITTOs Manage stakeholder engagement

3

13.0 Project Stakeholders Management Project Stakeholders • Negative stakeholders • They see negative benefit from the success of the project

• Positive stakeholders • They benefit from a successful outcome from the project

In an agile environment, adaptive teams engage directly with stakeholders without having to go through layers of management.

4

13.0 Project Stakeholder Management Knowledge Area

Initiating

Planning

Executing

Monitoring and Closing Control

Human Resources

13.1

13.2

13.3

13.4

Name the four processes in the Project Stakeholder management knowledge area.

5

13.1 Identify Stakeholders Knowledge Area: Stakeholder Process Group: Initiating “Process of identifying stakeholders regularly and analyzing and documenting relevant information regarding their interest, involvement, interdependencies, influence, and potential impact on project success.”

PMBOK® Guide 2017, Glossary

6

13.1 Identify Stakeholders ITTOs Exercise Fill out the ITTOs below and check your answers in the PMBOK® Guide 2017 pg. 507

Inputs What do you need beforehand?

Tools & Techniques How is it done?

Outputs What are the results?

7 13.1.1.1-3 Identify stakeholders Inputs

• Project charter (4.1.3.1) - Internal/ external parties

• Business documents - Parties in contract (if any) are key stakeholders • Business case (1.2.6.1) • Benefits management plan (1.2.6.2)

• Project management plan • Communications PM (10.1.3.1) • Stakeholder engagement plan (13.2.3.1)

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 509.

8 13.1.1.4-7 Identify stakeholders Inputs

• Project documents • Change log • Issue log • Requirements documentation

• Agreements • EEFs • Organizational culture/ structure • Governmental regulations or industry standards

• OPAs • Stakeholder register templates • Lessons learned • Stakeholder registers from previous projects Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 510.

9

13.1.2.1-3 Identify stakeholders T&T

• Expert judgment (4.1.2.1) • Data gathering • Questionnaires, surveys • Brainstorming • Brain writing: Individual reflection in considering the questions • Brainstorming: Group activity (4.1.2.2)

• Stakeholder analysis • Interests, rights, ownership, knowledge, contribution

• Document analysis (5.2.2.3)

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 511-512.

10

13.1.2.4-5 Identify stakeholders T&T

• Data representation • Grid model • Power/interest • Power/influence • Influence/impact

• • • •

Stakeholder cube – three dimensional Salience model (classes of stakeholders) Directions of influence on the work – Upward, downward, outward, sideward Prioritization – when you have large number of stakeholders

• Meetings

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 512-514.

11 13.1.2.4 Identify stakeholders T&T Power / Interest grid

High P o w e r Low

Keep Satisfied

Manage Closely

Monitor

Keep Informed

Interest

High

12

13.1.2.4 Identify stakeholders T&T Stakeholder cube

https://mosaicprojects.com.au/Mag_Articles/ESEI-05-stakeholder-visualisation.pdf

13

13.1.2.4 Identify stakeholders T&T

Salience model

https://www.stakeholdermap.com/stakeholder-analysis/stakeholder-salience.html

13.1.2.4 Identify stakeholders T&T

Stakeholder Circle – The work of the activity surrounded by its stakeholder community

https://mosaicprojects.com.au/Mag_Articles/ESEI-05-stakeholder-visualisation.pdf

14

15

13.1.3.1 Identify stakeholders Outputs

• Stakeholders Register • Identification • Assessment • Classification

Identification

Interests in project

Impact +/ -

Approach strategies

Stakeholder Analysis Matrix

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 514.

16

13.1.3.2-4 Identify stakeholders Outputs • Change requests • Project management plan updates • • • •

Requirements MP Communications MP Risk MP Stakeholder engagement plan

• Project documents updates • Assumption log • Issue log • Risk register

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 514-515.

17

13.2 Plan Stakeholder Management Knowledge Area: Stakeholder Process Group: Planning “The process of developing approaches to involve project stakeholders based on their needs, expectations, interests, and potential impact on project success.”

PMBOK® Guide 2017, Glossary

18

13.2 Plan Stakeholder Management

ITTOs

Exercise Fill out the ITTOs below and check your answers in the PMBOKÂŽ Guide 2017 pg. 516

Tools & Techniques

Inputs What do you need beforehand?

How is it done?

Outputs What are the results?

19

13.2.1.1-6 Plan Stakeholder Management Inputs •Project charter •Project management plan • Resource MP (9.1.3.1) • Communications MP 910.1.3.1) • Risk MP (11.1.3.1)

•Project documents • • • • • •

Assumption log (4.1.3.2) Change log (4.6.3.3) Issue log (4.3.3.3) Project schedule (6.5.3.2) Risk register (11.2.3.1) Stakeholder register(13.1.3.1)

•Agreements •EEFs • Organizational culture and political climate

•OPAs Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 518-520.

20

13.2.2.1-3 Plan Stakeholder Management T&T •Expert judgment; Sr. mgmt.., key stakeholders, departments, SMEs

•Data gathering -- benchmarking •Data analysis • Assumptions and constraint analysis • Root cause analysis

•Decision making

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 520-521.

21

13.2.2.4-5 Plan Stakeholder Management T&T •Data representation • Mind mapping • Stakeholder engagement assessment matrix

•Meetings

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 521-522.

22

13.2.2.4 Plan Stakeholder Management T&T Data representation Engagement level (Current VS. Desired): Stakehold er Mark Mai

Unaware

Resistant

Neutral

C

D

Supportive

CD

Stakeholder Engagement Assessment Matrix

Leading

23

13.2.3.1 Plan Stakeholder Management Outputs •Stakeholder engagement plan • Engagement levels • Scope and impact of changes to stakeholders • Communication requirements

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 522.

24

13.3 Manage Stakeholder Engagement Knowledge Area: Stakeholder Process Group: Executing “The process of communicating and working with stakeholders to meet their needs and expectations, address issues, and foster appropriate stakeholder involvement.

PMBOKÂŽ Guide 2017, Glossary

25

13.3 Manage Stakeholder Engagement ITTOs Fill out the ITTOs below and check your answers in the PMBOKÂŽ Guide 2017, pg. 523

Tools & Techniques

Inputs What do you need beforehand?

How is it done?

Outputs What are the results?

26

13.3.1.1-4 Manage Stakeholder Engagement Inputs 1. Project management plan 1. Communication management plan 2. Risk MP 3. Stakeholder engagement plan 4. Change MP 2. Project documents 3. EEFs 4. OPAs

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOKÂŽ Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 525-526.

27

13.3.2.1-5 Manage Stakeholder Engagement T&T 1. Expert judgment 2. Different communication (encoding) methods and techniques 3. Interpersonal and team skills • • • •

Building trust Resolving conflicts Active listening Cultural and political awareness

4. Ground rules (in charter) 5. Meetings – discuss stakeholders engagement issues Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 526-628.

28

13.3.3.1-3 Manage Stakeholder Engagement Outputs •

Change requests •

Stakeholders may need to approve changes and corrective actions that affect the scope/ deliverable

•

PM Plan (stakeholder) updates • Communications MP • Stakeholder engagement plan

•

Project documents updates • • • •

Change log Issue log Lessons learned register Stakeholder register

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 528-529.

29

13.4 Monitor Stakeholder Engagement Knowledge Area: Stakeholder Process Group: Monitoring and Controlling “Process of monitoring overall stakeholder relationships and tailoring strategies for engaging stakeholders through modification of engagement strategies and plans.”

PMBOK® Guide 2017, Glossary

30

13.4 Monitor Stakeholder Engagement

ITTOs

Exercise Fill out the ITTOs below and check your answers in the PMBOKÂŽ Guide 2017 pg. 530

Inputs What do you need beforehand?

Tools & Techniques How is it done?

Outputs What are the results?

31 13.4.1.1-4 Monitor Stakeholder Engagement Inputs

• Project management plan • Resource MP (9.1.3.1) • Communications MP • Stakeholder engagement plan

• Project documents; lessons learned, stakeholder register, issue log, risk register

• Work performance data (4.3.3.2) • • • • • •

% work completed Number of change requests Start end dates Number of defects

EEFs OPAs

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 532-533.

32 13.4.2.1-6 Control Stakeholder Engagement T&T

1. Data analysis; alternatives, root cause, stakeholder • Decision making; multi-criteria, voting • Data representation • Communication skills; feedback, presentations • Interpersonal and team skills; active listening, leadership • Meetings

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 533-535.

33 13.4.3.1-5 Control Stakeholder Engagement Outputs

1. Work performance information • • •

Status of deliverables Implementation status of change requests Forecasted estimates to complete

2. Change requests • •

Corrective actions Recommended preventive actions

3. Project management plan updates 4. Project documents updates • • • •

Stakeholder register Issue log Risk register Lessons learned register

5. OPAs updates, stakeholder notifications, project reports/ presentations/ records, lesson learned Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 535-536.

34

13.0 Project Stakeholder Management Summary • • • •

Stakeholders analysis Engagement levels of the stakeholders Types of stakeholders Managing and monitoring stakeholders engagements

35

13.0 Project Stakeholder Management Notes • Write down your personal goals to enhance your project time management knowledge and skills.

• Write down any newly acquired knowledge that you might be able to apply in your workplace.

• Identify additional resources.

•

Read

• PMBOK® Guide 2017, Ch.. 13 (Project Stakeholder Management) • Mulcahy, Ch.. 13 (Stakeholder Management)

36

Tests • Rita’s practice exam – Ch.. 13