PMI RMP – PROJECT STAKEHOLDER MANAGEMENT part 2

6. PROCESS 2: PLAN STAKEHOLDER ENGAGEMENT

Hi and welcome back to the second process of the stakeholder management plan, Stakeholder Engagement, which is the stakeholder management part of the planning process group. Now, you’ve identified all the project stakeholders, analyzed that information, prepare your representation models. It’s the time to plan for stakeholder engagement during the project lifecycle. So it’s the process of developing approaches to involve project stakeholders based on their needs, expectations, interests and potential impact on the project. The key benefit of this process is that it provides an actionable plan to interact effectively with stakeholders.

This process is performed periodically throughout the project as needed, and the first version of the Stakeholder Engagement Plan is developed after the initial stakeholder community has been identified by the previous process, which is to identify stakeholders process. The Stakeholder Engagement Plan is updated on a regular basis to reflect changes to the stakeholder community throughout the project lifecycle. We have six inputs for this process, six tools and techniques, and only one output, which is the Stakeholder Engagement Plan. So let’s start with the inputs with the project charter as it contains information on the project purpose, objectives and success criteria that can be taken into consideration when planning for stakeholder engagement.

You will need some subsidiary plans from the project management plan, the resource management plan, which contains information regarding roles and responsibilities of the team and other stakeholders. You need the communications management plan, the communication strategies for stakeholder management and the implementation plans can affect managing stakeholder engagement throughout the project. You will need also the risk management plan, which may contain risk thresholds or attitudes that can assist in the selection of the optimum Stakeholder Engagement assessment Matrix. The stakeholder engagement assessment matrix will be explained shortly.

You will need also the project documents like the assumption look as it contains information about assumptions and constraints that may be linked to special stakeholders of the project. You need also the change law as contains changes to original scope that may be linked to specific stakeholders because they falls into categories of requesting certain changes. You need also the issue log. Issues recorded in the log will require additional communications with the stakeholders affected on the project. The project schedule, which contains activities that may be linked to specific stakeholders the Risk register contains identified risks that might be linked to specific project stakeholders and the Stakeholder register.

Which provides the list of all the stakeholders identified on the project, including additional classification data and other information you’ll need. The Agreements when planning for engagement of contractors and subplayers, coordination usually involves working with the procurement group in the organization in order to ensure contractors and subplayers are effectively engaged on the project. As the contractors and sub players are part of the project stakeholders and you should manage for the engagement as well. You need also the organizational process assets and the enterprise environmental factors.

What are the tools and techniques I’m going to use while planning for the Stakeholder Engagement you will use the expert judgment and planning for the Stakeholder Engagement. Data gathering techniques such as the benchmarking. There is also stakeholder analysis are compared with information from other organizations that are considered to be world class. This is the benchmarking. It’s about comparing data analysis techniques such as assumption and constraint analysis. Analysis of current assumptions and constraints may be conducted in order to tailor appropriate engagement strategies. You need the root cause analysis as it identified under relying reasons for the level of support of project stakeholders in order to select appropriate strategy to improve their level of engagement.

Decision making techniques which includes privatization or ranking stakeholders requirements need to be prioritized and ranked as do the stakeholders themselves. But the prioritization of the stakeholders themselves was done in the identified stakeholders process. Some of the data representation techniques you will use would be the mind mapping which we explained earlier. It’s used to visually organize information about stakeholders and the relationship to each other and the organization planning the project. An important tool is the Stakeholder Engagement Assessment Matrix.

It supports comparison between the current engagement levels of stakeholders and the desired engagement levels required for successful project delivery. It was explained before in the Communications management. Now again in this matrix C represents the current engagement level and D indicates the level that the project team has assessed as essential to ensure project success. So C for current engagement level, d for desired Engagement level. So what are the engagement levels of the stakeholders? First of all, we have five engagement levels. First of all we’ll be unaware which is unaware of the project and potential impacts of the project resistant.

It does not support any changes that may occur as a result of the work or outcomes of the project. In utrel who is aware of the project but neither supportive or no supportive supportive engagement level he is aware of the project and potential impacts and supportive of the work and its outcomes. And the best engagement level will be the leading he or she aware of the project and potential impacts and actively engaged in ensuring that the project is a success. You need to memorize the five engagement levels of the Stakeholder Engagement Assessment Matrix for the exam. Here is the Stakeholder Engagement Assessment matrix again c represents current Engagement level while D represents the desired or the planned Engagement level.

So for such a matrix for stakeholder three things are going perfect. He was desire to be supportive and now also he’s supportive. Things are okay also for stakeholder number two. But for stakeholder number one the desired was supportive and the current is unaware. So there is an issue with stakeholder number one engagement throughout the project. You need to take an action for this. This is how you are going to use the Stakeholder Engagement Assessment matrix. You will need also the meetings as tools as techniques for this process used to develop understanding of significant project stakeholders.

Now, what are the outputs? We have only one output for this process the Stakeholder Engagement Plan, which is a component of the project management plan that identifies the strategies and actions required to promote productive involvement of stakeholders in decision making and execution. Based on the need of the projects, it can be highly detailed or broadly framed. Based on the need of the projects, it can be highly detailed or broadly frame. This is the only output of this process. It will be used as an input for a lot of other project management processes. This is all for the planned stakeholder engagement. Thank you so much. I will see you at the next lecture.

7. PROCESS 3: MANAGE STAKEHOLDER ENGAGEMENT

Hello, and welcome back to the executing part of the stakeholder management knowledge area managed stakeholder engagement process. It’s the process of communicating and working with stakeholders to meet their needs and expectations, address their issues and foster appropriate stakeholders involvement during the project lifecycle. A key benefit of this process is that it allows the project manager to increase support and minimize resistance from stakeholders. This process is performed throughout the project life and it is the executing part of the stakeholder management knowledge. A this process helps ensure that stakeholders clearly understand the project goals, objectives, benefits and risks of the project as well as how their contribution will enhance the project success.

It’s a very simple and short process with four inputs, five tools and techniques and three outputs and the majority of those inputs, tools and techniques and outputs we explained earlier in this course. So what you are going to need to manage the Stakeholder Engagement you will need the Project Management Plan with a few subsidiary plans like the Risk Management Plan which describes the risk categories, appetites and reporting formats used to manage Stakeholder Engagement communications Management Plan that describes the methods, formats and technologies used for stakeholder communication. The Stakeholder Engagement Plan which provides guidance and information on managing stakeholder expectations.

The Change Management Plan which provides the process of submitting, evaluating and implementing the changes. During managing stakeholder engagement process, you will need also the project documents like the change log, change request and their status are communicated to appropriate stakeholders and the status of each change request on your project will be recorded in the change log. You need also the issue log. Any stakeholders issues or concerns are documented in this lock listens land register listens learned from previous projects can be useful in this process and the Stakeholder Register which provides a list of project stakeholders and any information needed to execute the stakeholder engagement plan. The third input you need are the enterprise environmental factors.

At the end you need also few organizational process assets. Those are the inputs. Now what about the tools and techniques? First of all, you need the expert judgment provided upon expertise as an application area, knowledge area or discipline as appropriate for the activity being performed. You will use also the communication skills which are methods of communication identified for each stakeholder in the communication management plan are applied during this process. Some of the interpersonal and team skills you might use in this process includes the conflict management. It’s the project manager responsibility of making sure all conflicts on the project are resolved in timely manner.

Cultural awareness, which helps the project manager to plant communication based on the cultural differences and requirements of the project. Stakeholders negotiation, which is used to achieve agreement that supports the work of the project. Observation and conversation used to stay in touch with the work and attitudes of the project team members. Political awareness used to understand the strategies of the organization. You will use all of the ground rules defined in the Team Charter set the expected behavior for project team members as well as other stakeholders with regard to stakeholder engagement.

You will use also the meetings used to discuss and address any issue or concern regarding stakeholder engagement. What are the outputs of the managed Stakeholder engagement process? First of all, you need the change or you will have the change requests. As a result of this process, changes to project scope or product scope may emerge. Few subsidiary plans will be updated, like the Stakeholder Engagement Plan, updated to reflect new or change management strategies required to effectively engage the project stakeholders. The Communications Management Plan, which might be updated to reflect a new or change stakeholder requirements.

Project document updates like the Change Log, which may be updated based on any change requests, and the Issue Log updated to reflect an update to or the development of an Issue Log entry the list Length register updated with effective or ineffective approaches to manage stakeholder engagement so that information can be used in the current project or future. The Stakeholder Register may be updated based on new information provided to the stakeholders about resolve issues, approved changes and general project status. This is all for the managed Stakeholder Engagement process, which is the executing part of the Stakeholder management knowledge area. We still have only one process for the stakeholder management. Thank you so much. I’ll see you at the next lecture.

8. PROCESS 4: MONITOR STAKEHOLDER ENGAGEMENT

Hi and welcome to the last process of the Stakeholder Management Knowledge area which is the part of the Monitoring and Controlling Processing Group monitor Stakeholder Engagement. We were done with identify stakeholders from the Initiating Processing Group plan stakeholder Engagement from the Planning Process group, manage stakeholder Engagement from the Executing Process group and now we have Monitoring the Stakeholder Engagement. It’s the process monitoring project stakeholder relationships and tailoring strategies for engaging stakeholders through modification of engagement strategies and plans.

The key benefit of this process is it maintains or increase the efficiency and effectiveness of stakeholder engagement activities as the project evolves and its environment changes. This process is performed throughout the project and it’s the monitoring part of the Stakeholder Management Knowledge area and this process also involves reassessing the Stakeholder register, adding stakeholders as appropriate and noting when a particular stakeholder involvement is no longer necessary. We have five inputs for this process, six tools and techniques and four outputs. So what you are going to need to monitor the stakeholder engagement first of all, you need the project management plan.

The first subsidiary plan is the Resource Management plan as it identifies the methods for team members management and the Communication Management plan as it describes the plans and strategies for communication to the projects stakeholders. The Stakeholder Engagement Plan, which defines the plan for managing stakeholder needs and expectations. Few project documents you will need are the Issue Lock as it documents all the known issues related to the project and the stakeholders identified on the project. The Listens Land Register Listens lane earlier in the project can be applied in later phases. The project communications includes project communications that have been distributed to the project stakeholders.

The Risk Register, which contains the identified risks of the project, including those related to stakeholder engagement and interactions. The Stakeholder Register, which contains stakeholders information that includes stakeholder identification, assessment and classification the work performance Data, which contains data on project status such as which stakeholders are supportive of the project and the level and type of engagement, the enterprise environmental factors and the organizational process assets. Now, when it comes to the tools and techniques, first of all we have the data analysis techniques alternative analysis used to evaluate options to respond to variances in the desired results of stakeholder engagement.

The root cause analysis which is used to determine the basic underlying reason that stakeholder engagement is not having the plan effect. The plan effect which was shown in the Stakeholder Engagement assessment matrix at the desired engagement level the Stakeholder Analysis which helps to determine the position of stakeholder groups and individuals at any particular time in the project life. You will use also the decision making techniques like the multi criteria decision analysis, a criteria for successful stakeholder engagement and prioritize and waited to identify the most appropriate choice.

One more decision making technique would be the voting, which is used to select the response for a variance in stakeholder engagement data representation techniques represented by the stakeholder engagement assessment matrix, which is best used to monitor the stakeholder. Engagements through tracking changes and level of engagement of each stakeholder through the comparison you do between the current and desired levels you will use. Also the meetings which include status meetings, stand up meetings and any other meetings as agreed upon in the Stakeholder Engagement plan. Number five you will use the communication skills like the feedback used to ensure that the information to Stakeholder is received and understood.

Presentations as it provides clear information to stakeholders interpersonal and team skills like the active listening used to reduce misunderstandings and other communication cultural awareness, which helps the project manager to apply communication based on the cultural differences and requirements of stakeholders. Leadership Successful Stakeholder Engagement requires strong leadership skills to communicate, vision and inspire stakeholders. Networking, which ensures access to information about levels of engagement of stakeholders and political awareness used to understand the strategies of the organization.

What are the outputs you are going to have from the Monitor Stakeholder Engagement process as the work performance data? As an input, you will have the work performance information as an output, it includes information about the status of the Stakeholder Engagement. The change Requests this process often results in the needs to adjust Stakeholder engagement activities. The project management plan updates the subsidiary plans which might be updated. Includes the stakeholder engagement plan. Information about the project Stakeholder community may need to be updated.

Communications Management Plan project communication strategies might need to be updated and the resources management plan with team responsibilities for Stakeholder Engagement activities. The project documents which might be updated from this process will be the issue lot updated with information about Stakeholder attitudes. The Lisa’s Lane register. The risk register may need to be updated with responses to stakeholder risks. The Stakeholder Register updated with information as a result of monitoring Stakeholder engagement.

Stakeholder Register is updated with information as a result of monitoring Stakeholder Engagement. This is all for the Monitor Stakeholder Engagement for most of the students I met in my life, preparing them for the PmP exam. The Communications Management and the Stakeholder Management are the easiest knowledge areas out of the ten knowledge areas. I hope everything is clear for you so far. Now you will have a quiz solve the quest questions alone. I will meet you to solve the quiz questions together in the coming lecture. Thank you so much. I will see you after the quest.