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PPROJECTROJECT SSTAKEHOLDERTAKEHOLDER
MMANAGEMENTANAGEMENT
Hisham Haridy, PMP, PMI-RMPFebruary 2016
Identify Plan Stakeholder Manage Control
Stakeholder Management
the processes required to identify the 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
Identify
Stakeholders
Plan Stakeholder
Management
Manage
Stakeholder
Engagement
Control
Stakeholder
Engagement
Developing
appropriate
management
strategies to
effectively engage
stakeholders
throughout the
project life cycle.
Stakeholder
Management Plan
Communicating
and working with
stakeholders
Monitoring
overall project
stakeholder
relationships
Identify
(Early) all
stakeholders,
determine all
requirements,
expectations,
interests, level
of influence.
Stakeholder
Register
PROJECT STAKEHOLDER MANAGEMENT February 2016
Tools and
Identify Stakeholders
“The process of identifying the people, groups, or organizations that could impact or be
impacted by a decision, activity, or outcome of the project; and analyzing and documenting
relevant information regarding their interests, involvement, interdependencies,
influence, and potential impact on project success.”
Inputs
Tools and
Techniques
Outputs
1. Project charter
2. Procurement documents
3. Enterprise environmental
factors
4. Organizational process
assets
1. Stakeholder analysis
2. Expert judgment
3. Meetings
1. Stakeholder register
PROJECT STAKEHOLDER MANAGEMENT February 2016
INPUTSINPUTS
1. Project charter
Provides information about internal and external parties involved in and affected
by the project, such as project sponsor(s), customers, team members, groups
and departments participating in the project, and other people or organizations
affected by the project.
2. Procurement documents
If a project is the result of a procurement activity or is based on an established
contract, the parties in that contract are key project stakeholders.contract, the parties in that contract are key project stakeholders.
Other relevant parties, such as suppliers, should also be considered as part of
the project stakeholders list.
3. Enterprise environmental factors
Organizational or company culture and structure.
Governmental or industry standards (e.g. regulations, product standards).
4. Organizational process assets
Stakeholder register templates.
Lessons learned from previous projects.
Stakeholder registers from previous projects.
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
1. Stakeholder analysis
Stakeholder analysis is a technique of systematically gathering and analyzing
quantitative and qualitative information to determine whose interests should
be taken into account throughout the project.
It identifies the interests, expectations, and influence of the stakeholders
and relates them to the purpose of the project.
It also helps identify stakeholderIt also helps identify stakeholder
relationships that can be leveraged to
build coalitions and potential
partnerships to enhance the project’s
chance of success.
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
Stakeholder analysis generally follows the steps described below:
Step 1: Identify all potential project stakeholders and relevant information,
such as their roles, departments, interests, knowledge levels, expectations,
and influence levels.
Step 2: Identify the potential impact or support each stakeholder could
generate, and classify them so as to define an approach strategy.
There are multiple classificationThere are multiple classification
models available such as;
i. Power/interest grid
ii. Power/influence grid.
iii.Influence/impact grid.
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
iv. Salience model; “describing
classes of stakeholders based
on their power (ability to
impose their will), urgency
(need for immediate
attention), and legitimacy
Step 3: Assess how key stakeholders are likely to react or respond in various
situations, in order to plan how to influence them to enhance their support
and mitigate potential negative impacts.
attention), and legitimacy
(their involvement is
appropriate)”.
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
2. Expert judgment
To ensure comprehensive identification and listing of stakeholders, judgment and
expertise should be sought from groups or individuals with specialized training or
knowledge on the subject area such as:
Senior management,
Other units within the organization,
Identified key stakeholders,Identified key stakeholders,
Project managers who have worked on projects in the same area (directly or
through lessons learned),
Subject matter experts (SMEs) in business or project area,
Industry groups and consultants,
Professional and technical associations.
Expert judgment can be obtained through individual consultations (one-on-one
meetings, interviews, etc.) or through a panel format (focus groups, surveys
etc).
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
3. Meetings
Profile analysis meetings are project meetings designed to develop an
understanding of major project stakeholders, and they can be used to exchange
and analyze information about roles, interests, knowledge, and the overall
position of each stakeholder facing the project.
PROJECT STAKEHOLDER MANAGEMENT February 2016
OUTPUTSOUTPUTS
1. Stakeholder register
All the information about stakeholders is compiled in the stakeholder register.
For example, the stakeholder register may contain;
Identification information: Name, organizational position, location, role in the
project, contact information;
Assessment information: Major requirements, main expectations, potential
influence in the project, phase in the life cycle with the most interest; and
Stakeholder classification: Internal/external, supporter/neutral/resistor, etc.Stakeholder classification: Internal/external, supporter/neutral/resistor, etc.
PROJECT STAKEHOLDER MANAGEMENT February 2016
Inputs
Tools and
Techniques
Outputs
Plan Stakeholder Management
“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.”
Techniques
1. Project management plan
2. Stakeholder register
3. Enterprise environmental
factors
4. Organization process assets
1. Expert judgment
2. Meetings
3. Analytical techniques
1. Stakeholder management
plan
2. Project document updates
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.
PROJECT STAKEHOLDER MANAGEMENT February 2016
INPUTSINPUTS
1. Project management plan
The information used for the development of the stakeholder management plan
Includes;
Life cycle selected for the project and the processes that will be applied to each
phase;
Description of how work will be executed to accomplish the project objectives;
Description of how human resources requirements will be met and how rolesDescription of how human resources requirements will be met and how roles
and responsibilities, reporting relationships, and staffing management will be
addressed and structured for the project;
Change management plan that documents how changes will be monitored and
controlled; and
Need and techniques for communication among stakeholders.
2. Stakeholder register
The stakeholder register provides the information needed to plan appropriate ways
to engage project stakeholders.
PROJECT STAKEHOLDER MANAGEMENT February 2016
INPUTSINPUTS
3. Enterprise environmental factors
All enterprise environmental factors are used as inputs for this process since
communication must be adapted to the project environment.
4. Organizational process assets
All organizational process assets are used as inputs for the Plan Communications
process.
Of these, lessons learned and historical information are of particular importanceOf these, lessons learned and historical information are of particular importance
because they can provide insights on both the decisions taken regarding
communications issues and the results of those decisions in previous similar
projects.
These can be used as guiding information to plan the communication activities for
the current project.
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
1. Expert judgment
Based on the project objectives, the project manager should apply expert
judgment to decide upon the level of engagement required at each stage of the
project from each stakeholder.
Senior management
Project team members
Other units or individuals within the organizationOther units or individuals within the organization
Identified key stakeholders
Project managers who have worked on projects in the same area (directly or
through lessons learned)
Subject matter experts in business or project area
Industry groups and consultants
Professional and technical associations, regulatory bodies, and
nongovernmental organization (NGOs).
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
2. Meetings
Meetings should be held with experts and the project team to define the
required engagement levels of all stakeholders.
This information can be used to prepare the stakeholder management plan.
3. Analytical techniques
Stakeholder engagement throughout the life cycle of the project is critical to
project success.project success.
The engagement level of the stakeholders can be classified as follows:
Unaware: Unaware of project and potential impacts.
Resistant: Aware of project and potential impacts and resistant to change.
Neutral: Aware of project yet neither supportive nor resistant.
Supportive: Aware of project and potential impacts and supportive to
change.
Leading: Aware of project and potential impacts and actively engaged in
ensuring the project is a success.
PROJECT STAKEHOLDER MANAGEMENT February 2016
OUTPUTSOUTPUTS
1. Stakeholder management plan
It is a component of the project management plan.
It identifies the management strategies required to effectively engage
stakeholders.
It can be formal or informal, highly detailed or broadly framed, based on the
needs of the project.
Project managers should be aware of the sensitive nature of the stakeholder
management plan and take appropriate precautions.
Microsoft Office
Word 97 - 2003 Document
management plan and take appropriate precautions.
It often provides :
Desired and current engagement levels of key stakeholders
Scope and impact of change to stakeholders
Identified interrelationships and potential overlap between stakeholders
Stakeholder communication requirements for the current project phase
Information to be distributed to stakeholders, including language, format, content, and
level of detail
Reason for the distribution of that information and the expected impact to stakeholder
engagement
Time frame and frequency for the distribution of required information to stakeholders
Method for updating and refining the stakeholder management plan as the project
progresses and develops.
PROJECT STAKEHOLDER MANAGEMENT February 2016
OUTPUTSOUTPUTS
2. Project document updates
Project schedule
Stakeholder register.
PROJECT STAKEHOLDER MANAGEMENT February 2016
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 activities throughout the project life cycle”
Inputs
Tools and
Techniques
Outputs
1. Stakeholder management
plan
2. Communications
Management plan
3. Change log
4. Organizational process
assets
1. Communication methods
2. Interpersonal skills
3. Management skills
1. Issue log
2. Change requests
3. Project management plan
updates
4. Project documents updates
5. Organizational process
assets Updates
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.
PROJECT STAKEHOLDER MANAGEMENT February 2016
INPUTSINPUTS
1. Stakeholder management plan
It provides guidance on how the various stakeholders can be best involved in the
project.
It describes the methods and technologies used for stakeholder communication.
This plan is used to determine the level of interactions of various stakeholders
and—together with other documents—helps define a strategy for identifying and
managing stakeholders throughout the project life cycle.
2. Communication management plan2. Communication management plan
It provides guidance and information on managing stakeholder expectations.
The information used includes:
Stakeholder communications requirements;
Information to be communicated, including language, format, content, and level
of detail;
Reason for distribution of information;
Person or groups who will receive information; and
Escalation process.
PROJECT STAKEHOLDER MANAGEMENT February 2016
INPUTSINPUTS
3. Change log
A change log is used to document changes that occur during a project.
These changes, and their impact to the project in terms of time, cost, and risk,
must be communicated to the appropriate stakeholders.
4. Organizational process assets
Organizational communication requirements.
Issue management procedures.Issue management procedures.
Change control procedures.
Historical information about previous projects.
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
1. Communication methods
The methods of communication identified for each stakeholder in the
communications management plan are utilized during stakeholder management.
2. Interpersonal skills
The project manager applies appropriate interpersonal skills to manage stakeholder
expectations. For example:
Building trust,
Resolving conflict,Resolving conflict,
Active listening, and
Overcoming resistance to change.
3. Management skills
Management skills used by the project manager include but are not limited to:
Presentation skills,
Negotiating,
Writing skills, and
Public speaking.
PROJECT STAKEHOLDER MANAGEMENT February 2016
OUTPUTSOUTPUTS
1. Issue log
Managing stakeholder engagement may result in the development of an issue log.
This log is updated as new issues are identified and current issues are resolved.
2. Change requests
Managing stakeholder engagement may result in a change request to the product
or the project.
It may also include corrective or preventive actions to the project itself or to theIt may also include corrective or preventive actions to the project itself or to the
interaction with the impacted stakeholders, as appropriate.
3. Project management plan updates
The stakeholder management plan
This plan is updated when new or changed stakeholders requirements are
identified.
It is also updated as a result of addressing concerns and resolving issues.
PROJECT STAKEHOLDER MANAGEMENT February 2016
OUTPUTSOUTPUTS
4. Project documents updates
The stakeholder register
Information on stakeholders change
New stakeholders are identified
Registered stakeholders are no longer involved in or impacted by the project
other updates for specific stakeholders are required.
5. Organizational process assets updates
Stakeholder notifications
Project reports
Project presentations
Project records
Feedback from stakeholders
Lessons learned documentation
PROJECT STAKEHOLDER MANAGEMENT February 2016
Inputs
Tools and
Techniques
Outputs
1. Project management plan 1. Information management 1. Work performance
Control Stakeholder Engagement
“The process of monitoring overall project stakeholder relationships and adjusting strategies
and plans for engaging stakeholders”
1. Project management plan
2. Issue log
3. Work performance data
4. Project documents
1. Information management
systems
2. Expert judgment
3. Meetings
1. Work performance
information
2. Change requests
3. Project management plan
updates
4. Project documents updates
5. Organizational process
assets updates
The key benefit of this process is that it will maintain or increase the efficiency and effectiveness of
stakeholder engagement activities as the project evolves and its environment changes.
PROJECT STAKEHOLDER MANAGEMENT February 2016
INPUTSINPUTS
1. Project management plan
The project management plan is used to develop the stakeholder management
Plan.
The information used to Control Stakeholder Engagement includes, but is not
limited to:
The life cycle selected for the project and the processes that will be applied to
each phase;each phase;
How work will be executed to accomplish the project objectives;
How human resources requirements will be met, how roles and responsibilities,
reporting relationships, and staffing management will be addressed and
structured for the project;
A change management plan that documents how changes will be monitored and
controlled; and
Needs and techniques for communication among stakeholders.
PROJECT STAKEHOLDER MANAGEMENT February 2016
INPUTSINPUTS
2. Issue log
The issue log is updated as new issues are identified and current issues are
resolved.
3. Work performance data
The primary observations and measurements identified during activities being
performed to carry out the project work.
Examples of work performance data include reported percentage of work completed,Examples of work performance data include reported percentage of work completed,
technical performance measures, start and finish dates of schedule activities, number of
change requests, number of defects, actual costs, actual durations etc.
4. Project documents
Project schedule
Stakeholder register
Issue log
Change log
Project communications.
PROJECT STAKEHOLDER MANAGEMENT February 2016
TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
1. Information management systems
It provides a standard tool for the project manager to capture, store, and
distribute information to stakeholders about the project cost, schedule progress,
and performance.
It allows the project manager to consolidate reports from several systems and
facilitate report distribution to the project stakeholders.
Examples; table reporting, spreadsheet analysis, and presentations.Examples; table reporting, spreadsheet analysis, and presentations.
2. Expert judgment
Reassessment of current stakeholders can be performed to ensure
comprehensive identification and listing of new stakeholders.
3. Meetings
Status review meetings are used to exchange and analyze information about
stakeholder engagement.
PROJECT STAKEHOLDER MANAGEMENT February 2016
OUTPUTSOUTPUTS
1. Work performance information
The performance data collected from various controlling processes, analyzed in
context, and integrated based on relationships across areas.
Work performance information is circulated through communication processes.
Examples; deliverables, implementation status for change requests, and
forecasted estimates to complete.
2. Change requests
Recommended corrective actions include changes that bring the expected future
performance of the project in line with the project management plan.
Recommended preventive actions can reduce the probability of incurring future
negative project performance.
PROJECT STAKEHOLDER MANAGEMENT February 2016
OUTPUTSOUTPUTS
3. Project management plan updates
Change management plan,
Communications management plan,
Cost management plan,
Human resource management plan,
Procurement management plan,
Quality management plan,
Requirements management plan,
Risk management plan,
Schedule management plan,
Scope management plan, and
Stakeholder management plan.
4. Project documents updates
Stakeholder register
Issue log.
PROJECT STAKEHOLDER MANAGEMENT February 2016
OUTPUTSOUTPUTS
5. Organizational process assets updates
Stakeholder notifications.
Project reports.
Project presentations.
Project records.
Feedback from stakeholders.
Lessons learned documentation.Lessons learned documentation.
PROJECT STAKEHOLDER MANAGEMENT February 2016
Refreshments
Q1: The key objectives of stakeholder management is:
A. Communication.
B. Satisfaction.
C. Coordination.
D. Relationships
Q2: The degree to which a particular stakeholder may be able to positively or negatively affect
a project is his or her:
A. Level of influence.
B. Level of interest.
C. Level of commitment.
D. Level of engagement .
PROJECT STAKEHOLDER MANAGEMENT February 2016
Refreshments
Q3: All of the following are parts of the team’s stakeholder management EXCEPT:
A. Determine stakeholders’ needs.
B. Giving stakeholders extras
C. Identifying stakeholders.
D. Managing stakeholders; expectations.
PROJECT STAKEHOLDER MANAGEMENT February 2016
Refreshments
Q4: Stakeholders can be identified in which project management process groups?
A. Initiating, planning, executing, monitoring and controlling, and closing
B. Initiating and planning
C. Planning and monitoring and controlling
D. Monitoring and controlling and closing
PROJECT STAKEHOLDER MANAGEMENT February 2016
Refreshments
Q5: The project manager is trying to recall a stakeholder’s preferred communication
method. Where can she find that information:
A. RACI chart.
B. Stakeholder management plan.
C. Stakeholders engagement assessment matrix.
D. Human resource management plan.
PROJECT STAKEHOLDER MANAGEMENT February 2016
THANK YOU
PROJECT STAKEHOLDER MANAGEMENT February 2016

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PMP_Project Stakeholder Management

  • 2. Identify Plan Stakeholder Manage Control Stakeholder Management the processes required to identify the 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 Identify Stakeholders Plan Stakeholder Management Manage Stakeholder Engagement Control Stakeholder Engagement Developing appropriate management strategies to effectively engage stakeholders throughout the project life cycle. Stakeholder Management Plan Communicating and working with stakeholders Monitoring overall project stakeholder relationships Identify (Early) all stakeholders, determine all requirements, expectations, interests, level of influence. Stakeholder Register PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 3. Tools and Identify Stakeholders “The process of identifying the people, groups, or organizations that could impact or be impacted by a decision, activity, or outcome of the project; and analyzing and documenting relevant information regarding their interests, involvement, interdependencies, influence, and potential impact on project success.” Inputs Tools and Techniques Outputs 1. Project charter 2. Procurement documents 3. Enterprise environmental factors 4. Organizational process assets 1. Stakeholder analysis 2. Expert judgment 3. Meetings 1. Stakeholder register PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 4. INPUTSINPUTS 1. Project charter Provides information about internal and external parties involved in and affected by the project, such as project sponsor(s), customers, team members, groups and departments participating in the project, and other people or organizations affected by the project. 2. Procurement documents If a project is the result of a procurement activity or is based on an established contract, the parties in that contract are key project stakeholders.contract, the parties in that contract are key project stakeholders. Other relevant parties, such as suppliers, should also be considered as part of the project stakeholders list. 3. Enterprise environmental factors Organizational or company culture and structure. Governmental or industry standards (e.g. regulations, product standards). 4. Organizational process assets Stakeholder register templates. Lessons learned from previous projects. Stakeholder registers from previous projects. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 5. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES 1. Stakeholder analysis Stakeholder analysis is a technique of systematically gathering and analyzing quantitative and qualitative information to determine whose interests should be taken into account throughout the project. It identifies the interests, expectations, and influence of the stakeholders and relates them to the purpose of the project. It also helps identify stakeholderIt also helps identify stakeholder relationships that can be leveraged to build coalitions and potential partnerships to enhance the project’s chance of success. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 6. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES Stakeholder analysis generally follows the steps described below: Step 1: Identify all potential project stakeholders and relevant information, such as their roles, departments, interests, knowledge levels, expectations, and influence levels. Step 2: Identify the potential impact or support each stakeholder could generate, and classify them so as to define an approach strategy. There are multiple classificationThere are multiple classification models available such as; i. Power/interest grid ii. Power/influence grid. iii.Influence/impact grid. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 7. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES iv. Salience model; “describing classes of stakeholders based on their power (ability to impose their will), urgency (need for immediate attention), and legitimacy Step 3: Assess how key stakeholders are likely to react or respond in various situations, in order to plan how to influence them to enhance their support and mitigate potential negative impacts. attention), and legitimacy (their involvement is appropriate)”. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 8. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES 2. Expert judgment To ensure comprehensive identification and listing of stakeholders, judgment and expertise should be sought from groups or individuals with specialized training or knowledge on the subject area such as: Senior management, Other units within the organization, Identified key stakeholders,Identified key stakeholders, Project managers who have worked on projects in the same area (directly or through lessons learned), Subject matter experts (SMEs) in business or project area, Industry groups and consultants, Professional and technical associations. Expert judgment can be obtained through individual consultations (one-on-one meetings, interviews, etc.) or through a panel format (focus groups, surveys etc). PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 9. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES 3. Meetings Profile analysis meetings are project meetings designed to develop an understanding of major project stakeholders, and they can be used to exchange and analyze information about roles, interests, knowledge, and the overall position of each stakeholder facing the project. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 10. OUTPUTSOUTPUTS 1. Stakeholder register All the information about stakeholders is compiled in the stakeholder register. For example, the stakeholder register may contain; Identification information: Name, organizational position, location, role in the project, contact information; Assessment information: Major requirements, main expectations, potential influence in the project, phase in the life cycle with the most interest; and Stakeholder classification: Internal/external, supporter/neutral/resistor, etc.Stakeholder classification: Internal/external, supporter/neutral/resistor, etc. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 11. Inputs Tools and Techniques Outputs Plan Stakeholder Management “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.” Techniques 1. Project management plan 2. Stakeholder register 3. Enterprise environmental factors 4. Organization process assets 1. Expert judgment 2. Meetings 3. Analytical techniques 1. Stakeholder management plan 2. Project document updates 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. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 12. INPUTSINPUTS 1. Project management plan The information used for the development of the stakeholder management plan Includes; Life cycle selected for the project and the processes that will be applied to each phase; Description of how work will be executed to accomplish the project objectives; Description of how human resources requirements will be met and how rolesDescription of how human resources requirements will be met and how roles and responsibilities, reporting relationships, and staffing management will be addressed and structured for the project; Change management plan that documents how changes will be monitored and controlled; and Need and techniques for communication among stakeholders. 2. Stakeholder register The stakeholder register provides the information needed to plan appropriate ways to engage project stakeholders. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 13. INPUTSINPUTS 3. Enterprise environmental factors All enterprise environmental factors are used as inputs for this process since communication must be adapted to the project environment. 4. Organizational process assets All organizational process assets are used as inputs for the Plan Communications process. Of these, lessons learned and historical information are of particular importanceOf these, lessons learned and historical information are of particular importance because they can provide insights on both the decisions taken regarding communications issues and the results of those decisions in previous similar projects. These can be used as guiding information to plan the communication activities for the current project. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 14. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES 1. Expert judgment Based on the project objectives, the project manager should apply expert judgment to decide upon the level of engagement required at each stage of the project from each stakeholder. Senior management Project team members Other units or individuals within the organizationOther units or individuals within the organization Identified key stakeholders Project managers who have worked on projects in the same area (directly or through lessons learned) Subject matter experts in business or project area Industry groups and consultants Professional and technical associations, regulatory bodies, and nongovernmental organization (NGOs). PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 15. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES 2. Meetings Meetings should be held with experts and the project team to define the required engagement levels of all stakeholders. This information can be used to prepare the stakeholder management plan. 3. Analytical techniques Stakeholder engagement throughout the life cycle of the project is critical to project success.project success. The engagement level of the stakeholders can be classified as follows: Unaware: Unaware of project and potential impacts. Resistant: Aware of project and potential impacts and resistant to change. Neutral: Aware of project yet neither supportive nor resistant. Supportive: Aware of project and potential impacts and supportive to change. Leading: Aware of project and potential impacts and actively engaged in ensuring the project is a success. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 16. OUTPUTSOUTPUTS 1. Stakeholder management plan It is a component of the project management plan. It identifies the management strategies required to effectively engage stakeholders. It can be formal or informal, highly detailed or broadly framed, based on the needs of the project. Project managers should be aware of the sensitive nature of the stakeholder management plan and take appropriate precautions. Microsoft Office Word 97 - 2003 Document management plan and take appropriate precautions. It often provides : Desired and current engagement levels of key stakeholders Scope and impact of change to stakeholders Identified interrelationships and potential overlap between stakeholders Stakeholder communication requirements for the current project phase Information to be distributed to stakeholders, including language, format, content, and level of detail Reason for the distribution of that information and the expected impact to stakeholder engagement Time frame and frequency for the distribution of required information to stakeholders Method for updating and refining the stakeholder management plan as the project progresses and develops. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 17. OUTPUTSOUTPUTS 2. Project document updates Project schedule Stakeholder register. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 18. 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 activities throughout the project life cycle” Inputs Tools and Techniques Outputs 1. Stakeholder management plan 2. Communications Management plan 3. Change log 4. Organizational process assets 1. Communication methods 2. Interpersonal skills 3. Management skills 1. Issue log 2. Change requests 3. Project management plan updates 4. Project documents updates 5. Organizational process assets Updates 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. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 19. INPUTSINPUTS 1. Stakeholder management plan It provides guidance on how the various stakeholders can be best involved in the project. It describes the methods and technologies used for stakeholder communication. This plan is used to determine the level of interactions of various stakeholders and—together with other documents—helps define a strategy for identifying and managing stakeholders throughout the project life cycle. 2. Communication management plan2. Communication management plan It provides guidance and information on managing stakeholder expectations. The information used includes: Stakeholder communications requirements; Information to be communicated, including language, format, content, and level of detail; Reason for distribution of information; Person or groups who will receive information; and Escalation process. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 20. INPUTSINPUTS 3. Change log A change log is used to document changes that occur during a project. These changes, and their impact to the project in terms of time, cost, and risk, must be communicated to the appropriate stakeholders. 4. Organizational process assets Organizational communication requirements. Issue management procedures.Issue management procedures. Change control procedures. Historical information about previous projects. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 21. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES 1. Communication methods The methods of communication identified for each stakeholder in the communications management plan are utilized during stakeholder management. 2. Interpersonal skills The project manager applies appropriate interpersonal skills to manage stakeholder expectations. For example: Building trust, Resolving conflict,Resolving conflict, Active listening, and Overcoming resistance to change. 3. Management skills Management skills used by the project manager include but are not limited to: Presentation skills, Negotiating, Writing skills, and Public speaking. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 22. OUTPUTSOUTPUTS 1. Issue log Managing stakeholder engagement may result in the development of an issue log. This log is updated as new issues are identified and current issues are resolved. 2. Change requests Managing stakeholder engagement may result in a change request to the product or the project. It may also include corrective or preventive actions to the project itself or to theIt may also include corrective or preventive actions to the project itself or to the interaction with the impacted stakeholders, as appropriate. 3. Project management plan updates The stakeholder management plan This plan is updated when new or changed stakeholders requirements are identified. It is also updated as a result of addressing concerns and resolving issues. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 23. OUTPUTSOUTPUTS 4. Project documents updates The stakeholder register Information on stakeholders change New stakeholders are identified Registered stakeholders are no longer involved in or impacted by the project other updates for specific stakeholders are required. 5. Organizational process assets updates Stakeholder notifications Project reports Project presentations Project records Feedback from stakeholders Lessons learned documentation PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 24. Inputs Tools and Techniques Outputs 1. Project management plan 1. Information management 1. Work performance Control Stakeholder Engagement “The process of monitoring overall project stakeholder relationships and adjusting strategies and plans for engaging stakeholders” 1. Project management plan 2. Issue log 3. Work performance data 4. Project documents 1. Information management systems 2. Expert judgment 3. Meetings 1. Work performance information 2. Change requests 3. Project management plan updates 4. Project documents updates 5. Organizational process assets updates The key benefit of this process is that it will maintain or increase the efficiency and effectiveness of stakeholder engagement activities as the project evolves and its environment changes. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 25. INPUTSINPUTS 1. Project management plan The project management plan is used to develop the stakeholder management Plan. The information used to Control Stakeholder Engagement includes, but is not limited to: The life cycle selected for the project and the processes that will be applied to each phase;each phase; How work will be executed to accomplish the project objectives; How human resources requirements will be met, how roles and responsibilities, reporting relationships, and staffing management will be addressed and structured for the project; A change management plan that documents how changes will be monitored and controlled; and Needs and techniques for communication among stakeholders. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 26. INPUTSINPUTS 2. Issue log The issue log is updated as new issues are identified and current issues are resolved. 3. Work performance data The primary observations and measurements identified during activities being performed to carry out the project work. Examples of work performance data include reported percentage of work completed,Examples of work performance data include reported percentage of work completed, technical performance measures, start and finish dates of schedule activities, number of change requests, number of defects, actual costs, actual durations etc. 4. Project documents Project schedule Stakeholder register Issue log Change log Project communications. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 27. TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES 1. Information management systems It provides a standard tool for the project manager to capture, store, and distribute information to stakeholders about the project cost, schedule progress, and performance. It allows the project manager to consolidate reports from several systems and facilitate report distribution to the project stakeholders. Examples; table reporting, spreadsheet analysis, and presentations.Examples; table reporting, spreadsheet analysis, and presentations. 2. Expert judgment Reassessment of current stakeholders can be performed to ensure comprehensive identification and listing of new stakeholders. 3. Meetings Status review meetings are used to exchange and analyze information about stakeholder engagement. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 28. OUTPUTSOUTPUTS 1. Work performance information The performance data collected from various controlling processes, analyzed in context, and integrated based on relationships across areas. Work performance information is circulated through communication processes. Examples; deliverables, implementation status for change requests, and forecasted estimates to complete. 2. Change requests Recommended corrective actions include changes that bring the expected future performance of the project in line with the project management plan. Recommended preventive actions can reduce the probability of incurring future negative project performance. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 29. OUTPUTSOUTPUTS 3. Project management plan updates Change management plan, Communications management plan, Cost management plan, Human resource management plan, Procurement management plan, Quality management plan, Requirements management plan, Risk management plan, Schedule management plan, Scope management plan, and Stakeholder management plan. 4. Project documents updates Stakeholder register Issue log. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 30. OUTPUTSOUTPUTS 5. Organizational process assets updates Stakeholder notifications. Project reports. Project presentations. Project records. Feedback from stakeholders. Lessons learned documentation.Lessons learned documentation. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 31. Refreshments Q1: The key objectives of stakeholder management is: A. Communication. B. Satisfaction. C. Coordination. D. Relationships Q2: The degree to which a particular stakeholder may be able to positively or negatively affect a project is his or her: A. Level of influence. B. Level of interest. C. Level of commitment. D. Level of engagement . PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 32. Refreshments Q3: All of the following are parts of the team’s stakeholder management EXCEPT: A. Determine stakeholders’ needs. B. Giving stakeholders extras C. Identifying stakeholders. D. Managing stakeholders; expectations. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 33. Refreshments Q4: Stakeholders can be identified in which project management process groups? A. Initiating, planning, executing, monitoring and controlling, and closing B. Initiating and planning C. Planning and monitoring and controlling D. Monitoring and controlling and closing PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 34. Refreshments Q5: The project manager is trying to recall a stakeholder’s preferred communication method. Where can she find that information: A. RACI chart. B. Stakeholder management plan. C. Stakeholders engagement assessment matrix. D. Human resource management plan. PROJECT STAKEHOLDER MANAGEMENT February 2016
  • 35. THANK YOU PROJECT STAKEHOLDER MANAGEMENT February 2016