Fundamentals of Project Management - Project...

Fundamentals of Project Management

A New Focus on Stakeholders

Janelle Abaoag

Project Insight

Marketing, Public Relations

[email protected]

www.projectinsight.net

Moderator

© 2013 Core Performance Concepts Inc.

Things to Know…

All participants will be on mute

Questions are welcome

� Please use the questions box to ask

questions

� The moderator will select questions

� All questions will be answered today or

by email at [email protected]

Webinar recording available in the PI Community

Michael A. Graupner, PMP/CSM

Project/Program Management and PMO

Turning Nightmares in to dreams.

[email protected]

www.linkedin.com/in/mikegraupner/

Presenter

PMP® and CAPM® are registered trademarks of the

Project Management Institute


Who Is on the Call?

Are you:

� A Project Manager without your PMP certification?

� A PMP in the role of a Project Manager?

� A program manager?

� Just looking for ways to use Project Insight more

effectively?


Goals of the Fundamentals Series

Deepen your understanding of fundamental project

management concepts

Identify tools and techniques that can be implemented to

manage projects more effectively

Discover practical applications for your existing projects

Use project management software more effectively


Objectives of This Webinar

At the end of this webinar, you will be able to:

� Define the new Stakeholder Management proposed knowledge area for

PMBOK® Guide 5th Ed.

� Describe ways to identify stakeholders.

� Perform an assessment of power and interest.

� Build a stakeholder register.

� Identify best practices to implement within Project Insight.


Planning

ProcessesExecuting ProcessesInitiating

Processes

Monitoring

& Controlling

ProcessesPlan Stakeholder

ManagementIdentify

Stakeholders

Manage

Stakeholder

Engagement

Control Stakeholder

Engagement

Stakeholder

Register

Project

CharterWork Performance

Data

Issue LogProcurement

Documents

Stakeholder

Management Plan

Stakeholder

Management

Plan

Stakeholder

Register

Change

Requests

Updates

Issue Log

Updates

Draft Stakeholder Management

Communications

Management PlanEEF, OPA EEF, OPA

Work Performance

Information

Project

Management Plan


Stakeholder Management

Purpose

� To identify stakeholders, analyze their influence on the project,

and ensure they are appropriately involved in decision making

and project execution

Importance

� The key to project success is stakeholder satisfaction

� Every project team brings with it unique stakeholder challenges

� Some stakeholder’s may be difficult to identify and analyze

� Stakeholders may affect EVERY knowledge area


Busy Foods, Inc. – Case Study

Customer Needs

Organizational Needs

Project Charter


Busy Foods, Inc. – Business Needs

BUSY FOODS services over 200 clients world-wide. In recent years, long-

term clients have started to leave for a competitor who promises

overnight delivery of restaurant equipment without a minimum order.

Most of BUSY FOODS’ clients are large restaurant venues who can serve

thousands in a single day.

BUSY FOODS would like to improve their distribution process to match the

competition


Busy Foods Inc. – Project Scope

Improve the time from order into to shipping restaurant equipment from

an average of 24 hours (24 business hours) to 8 hours within 6 months of

project implementation. Full adoption means that a minimum of 10% of

restaurant equipment shipments are shipped within the same day.

Develop and launch a marketing campaign to existing clients and past

clients to educate them on the new restaurant equipment shipping

program one month prior to implementing the new process.

Train all internal staff affected by the new business process to ensure full

adoption within 2 months of project implementation. Full adoption

means that all relevant staff have been trained.


Major Deliverables

• A modified distribution process which can support the intake of orders and distribution of those orders within the same day.

• Marketing materials that announce our new same-day service.

Project Stakeholders

• John Michelson, CEO

• Henry Target, Marketing VP

• Tom Wang, VP of Business Development and Sales

• Sarah Policie, Distribution Manager

• Jackie Holander, Sales Manager

• The Project Team

• BUSY FOODS clients

Project Support and Authority

• Jane Simperton, Project Manager

• Due to the critical nature of this project, the Project Manager will report directly to Tom Wang, VP of Business Development and Sales

Busy Foods’ Project Charter


How to Identify Stakeholders

Brainstorm with :

� Team members

� Sponsor

� Subject matter experts

Review:

� Organization and company org charts

� Project plans including scope, quality,

procurement, and staffing plans


Identifying Stakeholders

Who wants the project?

Who will benefit?

Who may be affected by the

project?

Who are the SMEs?

Who is outside the organization and

may be affected?

Who are the customers and end

users?

Who are other stakeholders?

WHO?


Question for You

How do you or could you

identify stakeholders on your

projects?


Planning for Stakeholder Management

Find a way to engage stakeholders in:

� Project decisions

� Project execution

Includes project team and all other stakeholders

Benefits:

� Defined plan to work with stakeholders

� Build strategies for specific stakeholders

Project management plan gives some guidance


Project Insight Work Package Assignment


Interest

Power

Relationships

Risk Tolerance

Responsibilities

• Who supports and opposes the project?

• Who has power? Who controls resources?

• Who cooperates? Which stakeholders are in conflict?

• What are their personal tolerances for risk?

• Who has responsibilities: core team vs. others?

Measuring Stakeholder Attributes


Question for You

What other attributes

should you measure?


Assess stakeholder interest

� Unrealistic

� Detached

� Cooperative

Stakeholder Interest


Personal attention

Communicate more

frequently

Summary level

Mass communication

Encourage interestGive them a voice

Mass communication

Personal attention

Communicate less

frequently

Summary level

Tom Wang, VP Business Dev

John Michelson, CEO

Sarah Policie, Distribution Mgr

Jane Simperton, PM

Jackie Hollander, Sales Mgr

Stakeholder Power & Interest

Henry Target, VP Marketing


Question for You

What have you done to

assess stakeholders on your

projects?


Stakeholder Stakeholder Expectations of Project Interest Power

Strategy for Gaining Support or

Reducing Obstacles

John Michelson, CEO Project is critical to keeping in business.

Wants the project implemented with

HIGH quality.

High Significant

Influence

Need to make sure that John is aware of all

critical issues. He will be able to help with

any obstacles the team may have.

Henry Target,

Marketing VP

Really likes the idea of improving

processes. Can think of several ways to

Market the company once the project is

completed.

High Low Influence Provide a simple status regularly on what

benefits will be expected as the new

processes are implemented.

Tom Wang, VP of

Business

Development and

Sales

Thinks this new project can improve

opportunities for the company. Wants

the project in as soon as possible.

High High Influence Need to balance desire to have project

completed fast to quality that the CEO is

looking for.

Sarah Policie,

Distribution Manager

Doesn’t really like change, but will do

what is asked.

Low Low Influence Will need to keep in mind making Sarah’s

life easy when ready to deliver, but not

necessary.

Stakeholder Register


Managing Stakeholders

Recognize there will be issues

Communication is critical

Goals:

� Meet their needs

� Deal with their issues

� Involve them in decision making, when appropriate

Benefits:

� Increase support & minimize opposition


Project Insight Issue Log


Control Stakeholders

Monitoring relationships is important

Revise strategies as:

� The project progresses

� Issues arise

� You get more information


Sample PMP Exam Question

Question Answers

You have been assigned to manage a

project to install some medical equipment

and software in a small hospital in

Alabama. The contract specifies that the

client will provide resources to integrate

their voice recognition system which is

provided by a third party vendor. What

should you do first to help ensure that all

stakeholders understand their roles?

A. Document the stakeholders in the stakeholder

register.

B. Use the project plan to create a responsibility

assignment matrix.

C. Obtain a list of all the client and vendor

contacts from the client.

D. Make sure to get a verbal agreement from the

stakeholders on their responsibilities.


Sample PMP Exam Question

Question Answers

You are a project manager on a

large software development

project and you have several key

stakeholders who have a low

interest in the project, however

high power. You should…

A. Use mass media to touch base

occasionally

B. Communicate selectively to keep

them satisfied

C. Manage the communications closely

D. Provide information frequently


Review

What are some ways to identify stakeholders?

How can you perform an assessment of power and interest?

What should be included in a stakeholder register?

How would you use Project Insight tools to manage project

information?

Questions & Answers??


Goals of the Fundamentals Series

Deepen your understanding of fundamental project

management concepts

Identify tools and techniques that can be implemented to

manage projects more effectively

Discover practical applications for your existing projects

Use project management software more effectively


Books for Credentials

� Achieve PMP® Exam Success

� Achieve CAPM® Success

� Program Management Professional (PgMP ®) Study Guide

To order: www.jrosspub.com

Michael A. Graupner, PMP/CSM

Project/Program Management and PMO

Turning Nightmares in to dreams.

[email protected]

www.linkedin.com/in/mikegraupner/

Presenter

PMP® and CAPM® are registered trademarks of the

Project Management Institute


The ProActive PM Series

Practical Tools

is now available online!

You are invited to learn and earn 24 PDUs with 8

online sessions at your own schedule and pace.

� Brush up on your knowledge of the fundamentals

� Find tips and techniques to help you gain control

of projects

� Learn about more complex topics in project

management

� Discover concepts, tools and ways to better

manage projects

Online Courses for PDUs


2012 Fundamentals Webinar Series

The 2nd Wednesday of Every Month - 8:00am PT

Topics

� Jan – Scope: Needs, Requirements, Scope, Oh My! (NEW in this series)

� Feb – Time: Estimating Time (NEW!)

� Mar – Cost: Estimating Cost (NEW)

� April – Communication: Avoiding Communication Pitfalls

� May – Quality: Delivering Quality in Projects

� June – HR: Managing Project Conflict (NEW)

� July – Communications: Difficult Conversations

� Aug – Risk: Identifying and Assessing Project Risk

� Sept – Stakeholder Management: A New Focus on Stakeholders (NEW!)

� Oct – Procurement: It’s Not Just for the Purchasing Department


Register Ahead of Time

Go to www.projectinsight.net

2 ways to register:

Free Project Management Training

Training & Webinar Calendar


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For further questions: [email protected]

Earn 1 PDU for each webinar session attended

To register your PDUs go to www.pmi.org

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Select Category B – Continuing Education

Knowledge Areas: Integration, Human Resources, Communication

Process Groups: Initiating, Planning, Executing, Monitoring & Controlling

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