13 - Project Stakeholder Management - 4

Managing project change requests

1) never tell the customer/sponsor "no". If they are willing to delay or pay. It is the decision of the sponsor 2) listen to the customer/sponsor regarding their request 3) involve appropriate team members to determine the options and their impact 4) communicate options to sh/sponsor 5) let customer/sponsor make the final decision 6) if applicable create a change request

13.3 - Manage Stakeholder Engagement *outputs* knowledge area *project stakeholder management* & * executing process group*

@ *change requests* @ project mgmt plan updates - *communications MP* - *stakeholder engagement plan* @ products documents updates - change log - *issue log* - lessons learned register - *stakeholders register*

13.1 - Identify stakeholders *tools and techniques* knowledge area *project stakeholder management* & * initiating process group*

@ *expert judgement* @ data gathering - surveys - brainstorming @ data analysis - *stakeholder analysis* - document analysis @ data representation - stakeholder mapping @ meetings

13.2 - Plan stakeholder engagement *tools and techniques* knowledge area *project stakeholder management* & * planning process group*

@ *expert judgement* @ data gathering - benchmarking - brain writing @ data analysis - assumption and constraint analysis @ root cause analysis @ decision making -prioritization/ranking @ data representation - mind mapping - stakeholder engagement assessment matrix @ meetings

13.1 - Identify stakeholders *inputs* knowledge area *project stakeholder management* & * initiating process group*

@ *project charter* @ business documents - *business case* - * benefits mgmt plan* @ *communications management plan* @ stakeholder engagement plan @ project documents - change log - issue log - requirements documentation @ agreements @ EEFs @ OPAs

13.2 - Plan stakeholder engagement *outputs* knowledge area *project stakeholder management* & * planning process group*

@ *stakeholder engagement plan* (not that it is not management pla) @ the purpose of the document is to establish guidelines for the engagement, management, and control of the stakeholders and their expectations @ compare the current and desired levels @ identify interrelationships between stakeholders @ identify communication requirements

13.1 - Identify stakeholders *outputs* knowledge area *project stakeholder management* & * initiating process group*

@ *stakeholder register* @ change requests @ Project management plan updates - requirements MP - *communications MP* - risk MP - stakeholder engagement plan @ project documents update - assumption log - issue log - risk register

13.4 - monitor stakeholder engagement *outputs* knowledge area *project stakeholder management* & *monitoring and controlling process group*

@ *work performance information* @ *change requests* @ project mgmt updates - resource MP - communications MP - *stakeholder engagement plan* @ project documents updates - issue log - lessons learned register - risk register - stakeholder register

13.1 - Identify stakeholders *t&t-expert judgement* knowledge area *project stakeholder management* & * initiating process group*

@ Consider expertise regarding organization politics, power structures, and culture.

13.4 - monitor stakeholder engagement *tools and techniques* knowledge area *project stakeholder management* & *monitoring and controlling process group*

@ Data analysis - alternative analysis - root cause analysis - stakeholder analysis @ decision making - multi criteria decision analysis - voting @ *stakeholder engagement assessment matrix* @ feedback - presentations @ interpersonal and team skills - *active listening* - cultural awareness @ leadership - networking - political awareness @ meetings

*13.1 - Identify stakeholders* knowledge area *project stakeholder management* & * planning process group*

@ a determination is made regarding which people and organizations impact and/or are impacted @ may include - sponsors - customer - those who impact or perceive to the impacted by the project @ to manage a successful project, the PM must ensure the all stakeholders are identified early and that their expectations, influence, importance, and interest are *analyzed* and *periodically reviewed* on case adjustments are necessary

13.2 - Plan stakeholder engagement *t&t-salience model-urgency* knowledge area *project stakeholder management* & * planning process group*

@ does the stakeholders' needs require immediate attention? @ How time sensitive are the requirements from the stakeholder? @ How critical are the requirements

Project Stakeholder Management

@ entails identifying stakeholders and planning, managing, and monitoring their engagement. @ Stakeholders are the people, groups, or entities that may impact, be impacted by, or perceive to be impacted by the work of the project. @ the project team is responsible for evaluating the stakeholders' expectations and their impact on the project. @ the team is also responsible for involving the stakeholders in the project, and if possible, persuading them to support the decisions and strategies work of the project

13.3 - Manage Stakeholder Engagement *tools and techniques* knowledge area *project stakeholder management* & * executing process group*

@ expert judgement @ communications skills - feedback @ interpersonal and team skills - building trust - resolving conflict - active listening - overcoming resistance to change - conflict mgmt - cultural awareness - negotiation - *observation/conversation* - political awareness @ *ground rules* @ meetings

13.4 - monitor stakeholder engagement *!! Watch out !!* knowledge area *project stakeholder management* & *monitoring and controlling process group*

@ failure to effectively perform may result in failure to distribute work performance information and requested changes to the appropriate stakeholders @ such a situation can decrease stakeholder engagement

13.3 - Manage Stakeholder Engagement *!! Watch out !!* knowledge area *project stakeholder management* & * executing process group*

@ failure to effectively perform may result in failure to meet stakeholders expectation and addressing their issues in a timely manner, which negatively impacts stakeholder engagement

*13.4 - monitor stakeholder engagement* knowledge area *project stakeholder management* & *monitoring and controlling process group*

@ focuses on stakeholder relationships and modifies stakeholder engagement strategies and plans as appropriate @ the benefit of effectively performing this process is that stakeholder engagement will be maintained or increased throughout the project

power/interest grid

@ graphically illustrates which stakeholders need to be kept satisfied, managed closely, monitored or kept informed based on the level of their power

13.3 - Manage Stakeholder Engagement *t&t-ground rules* knowledge area *project stakeholder management* & * executing process group*

@ ground rules, the governing principles of conduct are put in place to set behavioral expectations for team members and other stakeholders

Agile

@ involving the stakeholders is crucial to the success of the project. @ these environments advance aggressive transparency which is designed to facilitate a dynamic exchange of info

13.1 - Identify stakeholders *inputs-stakeholder engagement plan* knowledge area *project stakeholder management* & * initiating process group*

@ is a component sf the project management plan that documents the management approach and activities utilized to competently engage stakeholders

13.3 - Manage Stakeholder Engagement *t&t-observation/conversations* knowledge area *project stakeholder management* & * executing process group*

@ is a technique used to ensure awareness of any changes in the work and attitude of team members and stakeholders @ is a technique

Stakeholder management

@ is complex due to the number of people involved in the project, their individual agenda, and the varied situations that can be encountered @ a key characteristic is that early in the project the individual stakeholders can have a great degree of influence but he influence often decreases as the project evolves @ a key area is *the identification and analysis of each stakeholder*

13.2 - Plan stakeholder engagement *t&t- stakeholder engagement matrix* knowledge area *project stakeholder management* & * planning process group*

@ is used to compare the current and desired level of stakeholder engagement @ C = current D = Desired

13.1 - Identify stakeholders *outputs-stakeholder register* knowledge area *project stakeholder management* & * initiating process group*

@ is used to manage an increase in the positive impact and a decrease in the negative impact if stakeholders @ includes the - stakeholder's name - level of interest in the project - level of impact on the project - strategies to gain support or minimize negative impact

13.3 - Manage Stakeholder Engagement *inputs-change log* knowledge area *project stakeholder management* & * executing process group*

@ new and updated information is conveyed to appropriate stakeholders

13.2 - Plan stakeholder engagement *inputs* knowledge area *project stakeholder management* & * planning process group*

@ project charter @ project management plan - *resource management plan* - *communications mgmt plan* - risk mgmt plan @ project documents - assumption log - change log - issue log - project schedule - risk register - *stakeholder register* @ *agreements* @ EEFs @ OPAs

13.3 - Manage Stakeholder Engagement *inputs* knowledge area *project stakeholder management* & * executing process group*

@ project management plan - *communications MP* - Risk MP - *stakeholder engagement plan* - change MP @ project documents - *change log* - *issue log* - lessons learned register - *stakeholders register* @ EEFs @ OPAs

*13.2 - Plan stakeholder engagement* knowledge area *project stakeholder management* & * planning process group*

@ purpose is to create a stakeholder engagement plan that details the strategies that will be used to engage stakeholders with the project with their - desires - stake - potential influence @ want to engage on the success of the project

13.4 - monitor stakeholder engagement *inputs* knowledge area *project stakeholder management* & *monitoring and controlling process group*

@ resource mgmt plan @ *communication MP* @ *stakeholder engagement plan* @ *issue log* @ lessons learned register @ project communications @ risk register @ stakeholder register @ work performance data @ EEFs @ OPAs

13.1 - Identify stakeholders *inputs-business case* knowledge area *project stakeholder management* & * initiating process group*

@ the business case provides and initial catalog of stakeholders

Trends in Project Stakeholder management

@ the increased effort required during stakeholder identification due to the expanded definition of stakeholders - the expanded definition now includes regulatory, environmental, etc @ an increased emphasis on stakeholder engagement throughout the project

*13.3 - Manage Stakeholder Engagement* knowledge area *project stakeholder management* & * executing process group*

@ the manage stakeholder engagement process focuses on communicating with stakeholders, meeting their expectations, addressing their problems in a timely manner and encouraging their commitment to the project @ the process enables an increased probability of success by ensuring that stakeholders are aware of project benefits and risks

13.1 - Identify stakeholders *t&t-stakeholder analysis* knowledge area *project stakeholder management* & * initiating process group*

@ there are a number of analysis methods that can be used to determine whose interests are the most important to consider during the project. @ power/influence grid @ influence impact grid @ power/interest grid @ salient models

13.2 - Plan stakeholder engagement *t&t-salience model-legitimacy* knowledge area *project stakeholder management* & * planning process group*

@ this is the appropriateness of the stakeholder's involvement in the project @ it answers the question "Should they be here?

13.2 - Plan stakeholder engagement *t&t- salience model-power* knowledge area *project stakeholder management* & * planning process group*

@ this is the authority or influence a stakeholder has on your project and/or its objectives @ it is determined by focusing in the stakeholder's potential impact on your project @ this can be incentive, coercive, or utilitarian

13.3 - Manage Stakeholder Engagement *outputs-stakeholder register* knowledge area *project stakeholder management* & * executing process group*

@ updates occur based on new information regarding settled issues, authorized changes, and project status updates

Types of stakeholders

Stakeholder engagement levels are typically described as @unaware @resistant @ neutral @ supportive @ leading.

13.3 - Manage Stakeholder Engagement *outputs-communications mgmt plan*

knowledge area *project stakeholder management* & * executing process group* @ new or changed stakeholder requirements may effect a change to the communications mgmt plan

Balancing conflicting stakeholder interests

there are three considerations ordered by precedence 1) the reasons for undertaking the project with a focus on the market conditions or business needs and the priority of the project compared to others 2) the requirements defined in the project charter 3) the project management plan

13.1 - Identify stakeholders *t&t-stakeholder analysis matrix * knowledge area *project stakeholder management* & * initiating process group*

typically contains the @ stakeholder name @ level of interest in the project @ strategies to gain support or minimize negative impact @ level of impact on the project.