Education Edge PMP Prep Course Office Read – Project Stakeholder Management

Project Stakeholder Management §  stakeholders are groups/individuals that may be directly or indirectly affected by the outcome of the project. The stakeholder may also affect the outcome by virtue of their influence or power, interest and §  identify stakeholders is a continual process throughout the project lifecycle as some stakeholders may become irrelevant while new stakeholders may be identified as the project evolves §  the Project Manager is responsible for the engaging and managing the various stakeholders in a project §  identify stakeholders, communicate and engage them, manage expectations and focus on satisfaction §  stakeholder satisfaction is a key project objective Identify Stakeholders §  Inputs: Project Charter, Business Documents, Project Management Plan, Project Documents, Agreements, EEF, OPA §  Tools & Techniques: Expert Judgement, Data Gathering, Data Analysis, Data Representation, Meetings §  Outputs: Stakeholder Register, Change Requests, Project Management Plan Update, Project Documents Update §  identify stakeholders and document the importance/influence (=active involvement) /impact/interest/involvement of stakeholders/groups of stakeholders §  stakeholders from procurement process and operation process needed to be included §  agreements are used for determining external stakeholders such as the seller §  Data Gathering Tools: §  Questionnaires and surveys §  Brainstorming §  Data Analysis Techniques: §  stakeholder analysis techniques §  Interest, rights (legal or moral rights), power/interest, power/influence or impact/influence grid, salience model, prioritization, etc. §  Data Representation Tools: §  Power/interest grid, power influence grid or impact/influence grid (3 ‘I’s: importance, interest, influence) §  determine the stakeholders’ hot buttons (what response in specific situations) and develop support strategies §  stakeholders have the greatest influence in the initial stage of the project §  stakeholder analysis matrix is part of the stakeholder management strategy (output of Identify Stakeholders Process) §  Salience Model: describing stakeholders based on the power (influence), urgency and legitimacy §  document only influential stakeholders if there is a large number of stakeholders §  document the impact using a power/influence grid, power/interest grid, influence/impact grid, salience model Plan Stakeholder Engagement (formerly Plan Stakeholder Management) §  Inputs: Project Charter, Project Management Plan, Project Documents, Agreements, EEF, OPA §  Tools & Techniques: Expert Judgement, Data Gathering, Data Analysis, Decision Making, Data Representation, Meetings §  Outputs: Stakeholder Engagement Plan §  strategies to engage stakeholders throughout the project lifecycle §  Stakeholder Engagement Plan contains: current/desired engagement levels, scope and impact to stakeholders, interrelationships, communication requirements and forms, how to update the plan §  The distribution of this plan requires precautions as the engagement level of stakeholders is a very sensitive information §  Data Analysis Tools: §  Assumptions and constraint analysis §  Mind mapping §  Root cause analysis §  Stakeholder Engagement Assessment Matrix: (C-current level, D-desired level) §  SWOT analysis §  Engagement Level §  Unaware §  Resistant: resistant to change §  Neutral §  Supportive: supportive of change §  Leading: actively engaged in project success Manage Stakeholder Engagement §  Inputs: Project Management Plan, Project Documents, Agreements, EEF, OPA §  Tools & Techniques: Expert Judgement, Communication Skills, Interpersonal and Team Skills, Ground Rules, Meetings §  Outputs: Change Requests, Project Management Plan Update, Project Documents Update §  ultimate aim is to increase support and minimize resistance from stakeholders by addressing issues with a view to increasing the success of the project §  communicate and work with stakeholders to meet their needs/expectations and address issues §  build trust and resolve conflicts, negotiation skills, communication skills §  need to communicate bad news/issues in a timely manner (not to hide, not to delay) §  the communication requirements of individual stakeholder are recorded in the Project Communication Plan §  PM may call upon the sponsor for assistance §  Ground rules are created to set the expected behaviour of project team members and other stakeholders (for stakeholder engagement) §  the Issue Log (Action Item Log): to identify issues/define impacts, owner (most important element) and priority/with the due date Monitor Stakeholder Engagement (formerly Control Stakeholder Engagement) §  Inputs: Project Management Plan, Project Documents, Work Performance Data, EEF, OPA §  Tools & Techniques: Data Analysis, Decision Making, Data Representation, Communication Skills, Interpersonal and Team Skills, Meetings §  Outputs: Work Performance Information, Change Requests, Project Management Plan Update, Project Documents Update §  monitor overall stakeholder relationships and adjusting strategies to achieve the desired level of stakeholder engagement §  Decision-Making Tools: §  Multi-criteria decision analysis §  Voting