PMBOK Knowledge Areas Stakeholder Management

Stakeholder Management includes processes required to

identify the people, groups or organizations that could impact or be impacted by the project, to analyze their expectations, and develop appropriate management strategies.
4 processes in Stakeholder Management 1. Identify Stakeholders..........Initiating & Planning 2. Plan Stakeholder Management..,Planning 3. Manage Stakeholder Engagement..Executing 4. Control Stakeholder Engagement.............Monitoring & Controlling

Stakeholder Management Identify Stakeholders

Identify Stakeholders occurs in the Initiating & Planning

Process Groups
Process of identifying people or organizations impacted by the

project and documenting their interest, expectations, involvement and impact on the project success
Inputs
Project Charter Procurement Documents Enterprise Environmental Factors Organizational Process Assets
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Tools & Techniques

Stakeholder Analysis Expert Judgment Meetings

Outputs
Stakeholder Register

Stakeholder Management Identify Stakeholders

Inputs
Project Charter from Integration Management

Information about internal / external parties involved in or affected by project Project Sponsor Customers Project Team members Functional Departments and other organizational groups Government Other People, organizations, or entities

Procurement Documents

When the project is the result of a procurement relationship such as acting as a sub-contractor or vendor Suppliers and vendors should always be considered stakeholders in the project

Stakeholder Management Identify Stakeholders

Inputs (cont)
Enterprise Environmental Factors

Company or organization structure and culture Government, legislative, or industry standards Organizational Process Assets Stakeholder Register templates Lessons Learned and Stakeholder Registers from prior projects

Stakeholder Management Identify Stakeholders

Tools & Techniques
Stakeholder Analysis

Process of

Gathering and analyzing quantitative and qualitative information about stakeholders Identifying stakeholder interests, expectations and influence related to the project

Stakeholder Management Identify Stakeholders

Tools & Techniques
Stakeholder Analysis steps (cont)
1. 2.

3.

Identify all potential stakeholders Identify and Classify potential impact or support each stakeholder could generate using various models including: Power/Interest Grid groups stakeholders by their level of authority (power) and level of concern (interest) Power/Influence Grid groups stakeholder based on their level of authority (power) and level of involvement (influence) Influence/Impact Grid groups stakeholders based on their involvement (influence) and their ability to effect changes (impact) Salience Model which classifies stakeholders based on their power, urgency and legitimacy Assess how stakeholders will react to various situations in order to plan how to influence them to gain their support or mitigate negative impacts 6

Stakeholder Management Identify Stakeholders

Example:

Power / Interest Grid

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Stakeholder Management Identify Stakeholders

Tools & Techniques (cont) Expert Judgment Identifying stakeholders should be sought from groups and individuals including: Senior Management Functional Departments Already Identified Stakeholders Other Project Managers Subject Matter Experts (SME) Industry Groups and Associations Professional and Technical Groups and Associations
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 in the project.

Stakeholder Management Identify Stakeholders

Outputs
Stakeholder Register

Detailed information related to the identified stakeholders

Identification information including

Name, position, location, and role in project

Assessment Information including

Major requirements and expectations for the project and their potential influence on project

Stakeholder classification such as

Internal / External Supportive / Neutral / Resistor

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Stakeholder Management Plan Stakeholder Management

Plan Stakeholder Management occurs in the Planning

Process Group
Process of developing appropriate management strategies to

effectively engage stakeholders throughout the project life cycle based on the analysis of their needs, interest and potential impact on the project.
Inputs Project Management Plan Stakeholder Register Enterprise Environmental Factors Organizational Process 10 Assets Tools & Techniques Expert Judgment Meetings Analytical Techniques Outputs Stakeholder Management Plan Project Document Updates

Stakeholder Management Plan Stakeholder Management

Inputs
Project Management Plan from Integration Management

Life cycle selected for the project Description of how work will be executed Description of human resource requirements Change management plan Need and techniques for communication among stakeholders from Communication Management Provides the information needed to plan appropriate ways to engage project stakeholders

Stakeholder Register

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Stakeholder Management Plan Stakeholder Management

Inputs (cont)
Enterprise Environmental Factors

Company or organization structure and culture Government, legislative, or industry standards Organizational Process Assets Stakeholder Register templates Lessons Learned and Stakeholder Registers from prior projects

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Stakeholder Management Plan Stakeholder Management

Tools & Techniques
Stakeholder Analysis

Process of

Gathering and analyzing quantitative and qualitative information about stakeholders Identifying stakeholder interests, expectations and influence related to the project

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Stakeholder Management Plan Stakeholder Management

Tools & Techniques
Expert Judgment

Identifying stakeholders should be sought from groups and individuals including: Senior Management Functional Departments Already Identified Stakeholders Other Project Managers Subject Matter Experts (SME) Industry Groups and Associations Professional and Technical Groups and Associations Meetings Meetings should be held with experts and the project team to define the required engagement levels of stakeholders

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Stakeholder Management Plan Stakeholder Management

Tools & Techniques
Analytical Techniques

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.

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Stakeholder Management Plan Stakeholder Management

Tools & Techniques
Analytical Techniques

The engagement level of the stakeholders can be classified and documented using the Stakeholders Engagement Assessment Matrix.

C indicates Current Engagement D indicates Desired Engagement

Resistant Neutral C Supportive D D C C Leading

Stakeholder Unaware Stakeholder 1 C Stakeholder 2 Stakeholder 3

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Stakeholder Management Plan Stakeholder Management

Outputs
Stakeholder Management Plan

In addition to the data gathered in the stakeholder register, the stakeholder management plan 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 Information to be distributed to stakeholders Reason for the distribution of the required information Time frame and frequency for the distribution of the required information Methods for updating and refining the stakeholder management plan as the project progresses and develops.

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Stakeholder Management Manage Stakeholder Engagement

Management Stakeholder Engagement occurs in the

Executing Process Group

Process of communicating and working with stakeholders to meet

their needs and expectations, address issues as they occur and foster appropriate stakeholder engagement in project activities throughout the project lifecycle
Inputs Stakeholder Management Plan Communication Management Plan Tools & Techniques Communication Methods Interpersonal Skills Outputs Issue Log Change Requests Project Management Plan Updates

Change Log
Organizational Process Assets 18

Management Skills

Project Document Updates

Organization Process Assets Updates

Stakeholder Management Manage Stakeholder Engagement

Inputs
Stakeholder Management Plan from previous process Communication Management Plan from Communication Management

The Communication management Plan provides guidance and information on managing stakeholder expectations including: Stakeholder communication requirements Information to be communication including language, format, content and level of detail Reason for the distribution of information Person or groups who will receive the information Escalation Process

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Stakeholder Management Manage Stakeholder Engagement

Inputs (cont)
Change log

Change log is used to document changes that occur during a project Organizational Process Assets Organization communication requirements Change control procedures Historical information about previous projects

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Stakeholder Management Manage Stakeholder Engagement

Tools & Techniques
Communication Methods

The methods of communication identified for each stakeholder in the communication management plan are implemented during stakeholder engagement management

Interpersonal Skills

The project manager applies interpersonal skills to manage stakeholders expectations

Building trust Resolving conflict Active listening Overcoming resistance to change

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Stakeholder Management Manage Stakeholder Engagement

Outputs
Issue Log

Managing stakeholder engagement may result in the development of an issue log as they are identified and resolved.

Change Requests

Management stakeholder engagement may result in a change request to the project or the project.

Project Management Plan Updates

Elements of the project management plan that may be updated include the stakeholder management plan and the communication management plan.

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Stakeholder Management Manage Stakeholder Engagement

Outputs
Project Documents Update

Stakeholder Register

Organizational Process Assets Updates

Stakeholder notification.
Project reports Project presentations Project records Feedback from stakeholders Lessons learned documentation
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Stakeholder Management Control Stakeholder Engagement

Control Stakeholder Engagement occurs in the

Monitoring & Controlling Process Group

Process of monitoring overall project stakeholder relationships

and adjusting strategies and plans for engaging stakeholders.

Inputs
Project Management Plan

Tools & Techniques

Information management systems

Outputs
Work Performance Information Change Requests

Issue Log
Work performance data Project documents
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Expert judgment
Meetings

Project Management Plan Updates

Project Documents Updates Organizational Process Assets Updates

Stakeholder Management Control Stakeholder Engagement

Inputs
Project Management Plan from Integration Management

Life cycle selected for the project Description of how work will be executed Description of human resource requirements Change management plan Need and techniques for communication among stakeholders from Communication Management Issue Log

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Stakeholder Management Control Stakeholder Engagement

Inputs (cont)
Work Performance Data

Primary observations and measurements identified during activities performed to carry out the project work. Project Documents Multiple project documents originating from initiation, planning, execution or controlling processes including:

Project schedule Stakeholder register Issue log Change log Project communications
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Stakeholder Management Control Stakeholder Engagement

Tools & Techniques Information Management Systems An information management system provides a standard tool for the project management to capture, store and distribute information to stakeholders about the project cost, schedule progress and performance. Expert Judgment To ensure comprehensive identification and listing of new stakeholders and reassessment of current stakeholders input should be gathered from experts such as: Senior management Other units or individuals within the organization Identified key stakeholders Project managers with similar experience Subject matter experts Industry groups and consultants Professional and technical associations, regulatory bodies and nongovernmental organizations Meetings
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Stakeholder Management Control Stakeholder Engagement

Outputs
Work Performance Information

The work performance information is the performance data collected from various controlling processes analyzed in context and integrated based on relationships across areas. Work performance information is circulations through communication processes.

Change requests

Analysis of projects performance and interactions often generate 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 that reduce the probability of incurring future negative project performance.

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Stakeholder Management Control Stakeholder Engagement

Outputs
Project Management Plan Updates

Change management plan Communication 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 Stakeholder management Plan

Project Documents Updates Stakeholder register Issue log

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Stakeholder Management Control Stakeholder Engagement

Outputs
Organizational Process Assets Updates

Stakeholder notification. Project reports Project presentations Project records Feedback from stakeholders

Lessons learned documentation

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