Chapter 13 - Stakeholder Management

Control Stakeholder Engagement ITTOS

1) (Key) Issues Log - gives an indication as to the volume, size, and scope of existing and new issues on the project. It will help to tell you why there are issues with where we planned stk to be and where there are (provided there is an issue) Tools 1) Information Management System - facilitates the storage and reporting of information. It is the primary tool used to keep stakeholders up to date with project statuses and information

Stakeholder Management Processes

1) Identify Stakeholders - Initiating - Stakeholder Register 2) Plan Stakeholder Management - Planning - Plan Stakeholder Management 3) Manage Stakeholder Expectation - Executing - Issues log and change requests 4) Control Stakeholder Engagement - Work Performance Info, Change Request

Control Stakeholder Engagement

Evaluates how the plan for engaging and involving stakeholders lines up the the results. It monitors and controls the overall activities related to engaging the stakeholders and makes sure they stay on track or that the plan is updated if necessary. It will occur when the plan is in place and has been executed and will be performed from time to time throughout the life of the project

Identify Stakeholders ITTOs

Input 1) Charter - Might have important information about stakeholders 2) Procurement documents - if there is a contract involved, then procurement documents will provide information as to some of the stakeholders and their needs Tools 1) Stakeholder Analysis - The goal of this technique is to identify which stakeholders should receive project communications, what communications should they receive, how they should receive these communications, and how often they should receive them. Not all stakeholders should be treated equally, some are more important than others and it is the PMs job (with sponsor's help) to understand stakeholders and their abilities to influence the org and their interest in the project. The analysis can be accomplished by plotting stakeholders on a grid (i.ePower Influence grid) to visualize their impact and influence. Interest and involvement are the same and power, influence and impact are the same. We don't need them to have expertise, can come in handy but not required For the purposes of stakeholder analysis, a stakeholder is anyone who creates or causes a need, is affected by the need, or would be affected by the solution. When performing stakeholder analysis, their needs should be ranked from greatest to least Output 1) Stakeholder Register - a document that lists all of the project stakeholders, describes them, and classifies them (classification is important if you want to group stakeholder communication). The document may be published with other project documentation or kept in reserve for the project manager's use only. The Stakeholder Register may contain sensitive information, such as where your team has ranked a person or group in terms of importance! You may not want to share that with everyone, obviously. Also, you may have noted a classification for each stakeholder, such as Supporter, Neutral, Resistor, or the like.

Manage Stakeholder Engagement ITTOs

Inputs 1) Communication Mgmt Plan - describes how the project will communicate with stakeholders 2) Change Log - provides the raw fuel for this process since changes will trigger the need for communication. This could include changes to almost any attribute of the project including scope, time, cost, quality, vendors, or the project management plan itself Tools 1) (Key) Communication Methods and Interpersonal Skills - combine keeping stakeholders up to date with the art of persuasion. How you communicate with stakeholders is at least as important as what you actually communicate Output 1) Issues log - captures and condenses stakeholder concern in one single document 2) Change requests - as stakeholders are informed about the project, it is normal for requested changes to result

Plan Stakeholder Management

Looks at how the team will relate to the stakeholders and what stakeholder involvement will be in all aspects of the project, in order words, understanding stakeholders and their level of engagement. It is generally performed early on the project and may be revised often as project work progresses. If it is not performed early, the project runs the risk of marginalizing and alienating stakeholders

Stakeholder Management

The creation and maintenance of relationships with the aim to satisfy needs. In other words, working to manage the expectations that drive stakeholder satisfaction. Stakeholders need to be identified and have their needs understood before they are managed and they should be communicated with and involved at the proper level through the life of the project. A stakeholder is a) Anyone with an interest in the project, positive or negative, and are people that may affect, are affected or perceived to be affected. Key stakeholders are a smaller group like the sponsor, PM PMBOK pg 393 has definition of stakeholder. The key way to bring a stakeholder from the current place to the desired stage is through communication. Keep in mind that the stakeholders involvement and impact will change from phase to phase. Their key role is to provide requirements, accept deliverable, provide support (or advocacy). Stakeholders include all members of the project team as well as interested entities that are internal or external to the organization (i.e. homeowners in building a huge shopping mall)

Plan Stakeholder Management ITTOs

Tools 1) (Key) Analytical techniques - stakeholders level of engagement must be understood and analyzed with particular attention paid to the current and desired levels of engagement. Stakeholder engagement is often plotted on a matrix such as the Stakeholder Engagement matrix which has the stakeholders name in a row and columns include the 5 states of stakeholder engagement which includes unaware, resistant, neutral, supportive and leading and you plot whether current or desired in each cell. The purpose is to chart the current and desired states of project stakeholders. When plotting stakeholder interest on a matrix, interest and influence (and sometimes involvement) are measured Output Stakeholder Management Plan - describes how stakeholders will be engaged and how it will manage expectations and deal with issues. It also describes how communication will be conducted and is generally not shared with most stakeholders. You typically don't share thie stk mgmt plan with the stakeholders and If you do share the stakeholder management plan, you would typically only share certain parts that are not confidnetial and if you do share it, it is typically shared with the PM and maybe the sponsor

Identify Stakeholders

the process that focuses on creating the stakeholder register to list all of the stakeholders and describe their involvement on the project. A stakeholder is anyone with an interest in the project and that interest may be positive or negative. If the stakeholders are not properly identified and their needs are not understood, then there is little chance of meeting expectations. It is one of the first processes you perform on a project or phase however it may be performed multiple times throughout the project's life cycle. NOTE: Not ALL stakeholders are identified before the project execution begins (or early in the project). They may not emerge until late in the project

Manage Stakeholder Engagement

using communication and the issues log to help ensure that stakeholders are involved in the right level and in the right way. Stakeholders should be managed according to their needs and how the project scope addresses those needs. It helps to ensure that they are properly engaged throughout the life of the project. This process happens as long as there are stakeholders with whom you need to work (typically even before it is a project)