13-1 © copyright 2013 project masters inc. all rights reserved. project stakeholder management by...

13-1 © Copyright 2013 Project Masters Inc. All rights reserved.

Project Stakeholder Management

By Project Masters Inc.



Chapter Objectives/Topics

• Define Project Stakeholder Management• Define and Discuss the Project Stakeholder

Management processes−Identify Stakeholders−Plan Stakeholder Management−Manage Stakeholder Engagement−Control Stakeholder Engagement


Project Stakeholder ManagementThe processes required to identify the people, groups, or organizations that could impact or be impacted by the project, to analyze stakeholder expectations and impact on the project, and to developed appropriate management strategies for effectively engaging stakeholders in project decisions and execution.(The PMBOK® Guide: Fifth Edition)



• Also focuses on the following:- Maintaining a continuous communication with

stakeholders to meet their needs and expectations- Addressing issues as they occur- Managing conflicting interests- Fostering appropriate stakeholder engagement in

project decisions and activities


Project Stakeholder Management• Project Stakeholders are individuals, groups, or

organizations who may affect, be affected by, or perceive themselves to be affected by a decision, activity, or outcome of a project.(The PMBOK® Guide: Fifth Edition)

• Comprised of persons and organizations such as Customers, Sponsors, the Performing Organization, and the Public who are actively involved in the project, or whose interests may be positively or negatively affected by the execution or completion of the project.(The PMBOK® Guide: Fifth Edition)


Project Stakeholder Management Overview

13.2 Plan Stakeholders Management

13.1 Identify Stakeholders

.1 Inputs .1 Project charter .2 Procurement documents .3 Enterprise environmental factors .4 Organizational process assets

.2 Tools & Techniques .1 Stakeholder analysis .2 Expert judgment .3 Meetings

.3 Outputs .1 Stakeholder register

.1 Inputs .1 Project management plan .2 Stakeholder register .3 Enterprise environmental factors .4 Organizational process assets

.2 Tools & Techniques .1 Expert judgment .2 Meetings .3 Analytical techniques

.3 Outputs .1 Stakeholder management plan .2 Project documents updates

13.4 Control Stakeholder Engagement

13.3 Manage Stakeholder Engagement

.1 Inputs .1 Stakeholder management plan .2 Communication management plan .3 Change log .4 Organizational process assets

.2 Tools & Techniques .1 Communication methods .2 Interpersonal skills .3 Management skills

.3 Outputs .1 Issue log .2 Change requests .3 Project management plan updates .4 Project documents updates .5 Organizational process assets updates

.1 Inputs .1 Project management plan .2 Issue log .3 Work performance data .4 Project documents

.2 Tools & Techniques .1 Information management system .2 Expert judgment .3 Meetings

.3 Outputs .1 Work performance information .2 Change requests .3 Project management plan updates .4 Project documents updates .5 Organizational process assets updates

Figure 13-1. Project Stakeholder Management Overview

Initiating

Planning

Executing

Monitoring & ControllingClose-out


Identify Stakeholders


Identify Stakeholders• The process of identifying the people, or

organizations that could impact or be impacted by decision, activity, or outcome of the project, analyzing and documenting relevant information regarding their interests, involvement, interdependencies, and potential impact on project success(The PMBOK® Guide: Fifth Edition)

• The key benefit of this process is that it allows the project manager to identify the appropriate focus for each stakeholder or group of stakeholders.(The PMBOK® Guide: Fifth Edition)



• The project manager must identify all of the stakeholders in order to ascertain their involvement, interest, expectations, importance, and influence.

• By doing this early in the life cycle, a strategy can be developed for communicating with all concerned.



• In general, projects will have more stakeholders than are obvious

– Who is in favor of the project/who is not?– Who is in power/ who is not?


Identify StakeholdersInputs

1. Project Charter− Contains information on sponsors, customers,

team members

2. Procurement Documents− Contracts, suppliers agreements, etc.

3. Enterprise Environmental Factors− Organizational/Company culture, structure,

Government/industry standards, global/regional/local trends, practices, or habits


Identify StakeholdersInputs

4. Organizational Process Assets− Stakeholder register templates− Lessons learned− Prior stakeholder registers


Identify StakeholdersTools and Techniques

1. Stakeholder Analysis− A technique of systematically gathering and

analyzing quantitative and qualitative information to determine whose interests should be taken into account throughout the project

− Identifies interests, expectations, and influence of the stakeholders and relates them to the purpose of the project



1. Stakeholder Analysis (Cont’d)− Steps involved in stakeholder analysisa. Step 1: Identify all potential stakeholders and

relevant information, e.g. role, department, interests, knowledge levels, expectations, and level of influence, (interview the ones you know)



1. Stakeholder Analysis (Cont’d)b. Step 2: Analyze the potential impact or support

each stakeholder could generate to develop a “handling strategy”• Now prioritize the key stakeholders to establish the

most efficient use of communications to manage their expectations.

• Think – Power/Interest/Concern, Authority Level/Involvement, Influence/Impact, Power/urgency/legitimacy

c. Step 3: Assess reactions or response to situations



1. Stakeholder Analysis (Cont’d)Following are some possible classification models

• Power/Interest Grid – Groups stakeholders by level of authority and level of concern

• Power/Influence Grid - Groups stakeholders by level of authority and active involvement

• Influence/Impact Grid - Groups stakeholders by active involvement and ability to effect changes to the project’s Planning or execution

• Salience Model – describes classes of stakeholders based on their power, urgency, and legitimacy



2. Expert Judgment− Use the Above, Below, and Sideways model− Upper management− Team members – not management− Peers− Don’t forget suppliers/contractors− Industry Groups

3. Meetings


Identify StakeholdersOutputs

1. Stakeholder Register− Identification Information

Name, organization, position, etc.− Assessment Information

Requirements, expectations, influence− Stakeholder Classification

Internal/external, supporter/detractor/neutral


Plan Stakeholder Management


Plan Stakeholder ManagementDefined

• The process of developing appropriate management strategies to effectively engage stakeholders throughout the project life cycle, based on the analysis of their needs, interests, and potential impact on project success.

(The PMBOK® Guide: Fifth Edition)

• The key benefit of this process is that it provides a clear, actionable plan to interact with project stakeholders to support the project’s interests.(The PMBOK® Guide: Fifth Edition)


Plan Stakeholder ManagementInputs

1. Project Management Plan– Life cycle selected– Description of how work will be executed– How human resources requirements will be met– Change management plan– Need and techniques for communications among

stakeholders

2. Stakeholder Register


Plan Stakeholder ManagementInputs

3. Enterprise Environmental Factors– Organizational culture, structure, and political

climate

4. Organizational Process Assets– Lessons learned and historical information


Plan Stakeholder ManagementTools and Techniques

1. Expert Judgment– Senior Management– Project Team Members– Other units within the organization– Identified key stakeholders– Other Project Managers/Subject Matter Experts– Industry groups and consultants– Professional and technical organizations, regulatory

bodies, and non-governmental organizations



2. Meetings3. Analytical Techniques

– The current level of all stakeholders needs to be compared to the planned engagement levels required for successful project completion.

– Some stakeholder engagement level classifications• Unaware – Unaware of project and potential impacts• Resistant – Aware of project and potential impacts and

resistant to change



3. Analytical Techniques (Cont’d)– Some stakeholder engagement level classifications

(Cont’d)• Neutral – aware of project yet neither supportive nor

resistant• Supportive – Aware of project and potential impacts

and supportive of change• Leading – Aware of project and potential impacts and

actively engaged in ensuring the project is a success


Plan Stakeholder ManagementOutputs

1. Stakeholder Management PlanThis Plan is part of, or is referenced in, the Project Management Plan. −The Stakeholder Management Plan provides the

following information• Desired and current engagement levels of key

stakeholders• Identified interrelationships between stakeholders• Stakeholder communications requirements for the

current project phase• Information to be distributed to stakeholders

including language, format, content, and level of detail



1. Stakeholder Management Plan−The Stakeholder Management Plan provides the

following information• Reason for the distribution of the information and the

expected impact to stakeholder engagement• Scope and impact of change to stakeholders• Identified interrelationships and potential overlap

between stakeholders• Information to be distributed including language,

format, content, and level of detail• Time frame and frequency for the distribution of

information• Method for updating and refining the stakeholder

management plan as the project progresses and develops



2. Project Documents Updates−Project Schedule−Stakeholder Register


Manage Stakeholder Engagement


Manage Stakeholder Engagement

• The process of communicating and working with stakeholders to meet their needs/expectations, address issues as they occur, and foster appropriate stakeholder engagement in project decisions and activities throughout the project life cycle.(The PMBOK® Guide: Fifth Edition)

• The key benefit of this process is that it allows the project manager to increase support and minimize resistance from stakeholders, significantly increasing the chances to achieve project success.(The PMBOK® Guide: Fifth Edition)


Manage Stakeholder EngagementTechniques

The process includes the utilization of one, or more of the following activities

1. Engaging stakeholders at appropriate project stages to obtain their commitment to success of the project

2. Managing stakeholder expectations through negotiation and communication

3. Addressing potential concerns that have not yet become issues and anticipating future problems

4. Clarifying and resolving issues that have been identified


Manage Stakeholder EngagementInputs

1. Stakeholder Management Plan– Methods and technologies used for stakeholder

communication

2. Communications Management Plan– Stakeholder communications requirements– Information to be communicated, language,

format, content, and level of detail– Reason for distribution– Person or groups who will receive the information– Escalation process


Manage Stakeholder EngagementInputs

3. Change Log4. Organizational Process Assets

– Organizational communication requirements– Issue management procedures– Change control procedures– Historical information from previous projects


Manage Stakeholder EngagementTools and Techniques

1. Communications Methods− Based on the stakeholders communications

requirements, the project manager decides how, when, and which communication methods to use for this project.

2. Interpersonal Skills– Building trust, Resolving conflict, Active listening,

and Overcoming resistance to change3. Management Skills

– Presentation skills, Negotiating, Writing skills, and Public speaking


Manage Stakeholder EngagementOutputs

1. Issue Log2. Change Requests3. Project Management Plan Updates4. Project Document Updates5. Organizational Process Assets Updates

−Stakeholder notifications−Project reports−Project presentations−Project records−Feedback from stakeholders−Lessons learned documentation


Lessons Learned • Lessons Learned focuses on identifying project

successes/failures, and includes recommendations for improving future performance on projects. Some examples of information gained from lessons learned are as follows:– Input to the knowledge management system– Updated corporate policies, procedures, processes– Improved business skills– Overall product and service improvements– Updates to the Risk Management Plan


Control Stakeholder Engagement


Control Stakeholder EngagementInputs

• The process of monitoring overall project stakeholder relationships and adjusting strategies and plans for engaging stakeholders.(The PMBOK® Guide: Fifth Edition)

• The key benefit of this process is that it will maintain or increase the efficiency of and effectiveness of stakeholder engagement activities as the project evolves and its environment changes.(The PMBOK® Guide: Fifth Edition)


Control Stakeholder EngagementInputs

1. Project Management Plan2. Issue Log

− Also referred to as “Action-item Logs”; updated as new issues are identified and current issues are resolved

3. Work Performance Data– Start and finish dates of scheduled activities,

Number of change requests, etc.4. Project Documents

– Schedule, Stakeholder Register, Issue log, Change Log, Project communications etc.


Control Stakeholder EngagementTools and Techniques

1. Information Management Systems– System that allows for the capture, storage,

distribution, and retrieval of project information

2. Expert Judgment– Senior Management– Other units within the organization– Identified key stakeholders– Other project managers and subject matter experts– Etc.

3. Meetings


Control Stakeholder EngagementOutputs

1. Work Performance Information2. Change Requests3. Project Management Plan Updates

– Updates to every knowledge area of the Project Management Plan as necessary

4. Project Documents Updates− Stakeholder Register− Issue Log


Control Stakeholder EngagementOutputs

5. Organizational Process Assets– Stakeholder notifications– Project reports– Project presentations– Project records– Feedback from stakeholders– Lessons learned documentation



Chapter Objectives/Topics

• Define Project Stakeholder Management• Define and Discuss the Project Stakeholder

Management processes−Identify Stakeholders−Plan Stakeholder Management−Manage Stakeholder Engagement−Control Stakeholder Engagement


Chapter 13 – Stakeholder Management Practice Exam

• Turn to Page 518 in the “All in One” Text Book

• Take the 20 Question Exam


Practice Exam Answers

1) B. Communication management plan2) C. Identify and document the stakeholder

information, prioritize and classify the stakeholders, plan for stakeholder management.

3) A. A power/influence grid4) D. Influence5) C. Stakeholder register



6) A. Unaware7) A Resistant8) D. Leading9) D. Stakeholder engagement assessment

matrix10) B. Project stakeholder management plan



11) C. Because it communicates changes to the stakeholders

12) C. Conflict resolution13) C. Influence14) D. Project schedule for stakeholder

communications15) D. Corrective actions


Practice Exam Answers16) C. Profile analysis meeting17) A. Interactive18) A. Pull19) C. A project newsletter for the stakeholders

from the project manager20) C. 1711