Fundamentals of Project Management. A New Focus on Stakeholders

Transcription

1 Fundamentals of Project Management A New Focus on Stakeholders

2 Moderator Janelle Abaoag Project Insight Marketing, Public Relations

3 All participants will be on mute Questions are welcome Things to Know Please use the questions box to ask questions The moderator will select questions All questions will be answered today or by at Webinar recording available in the PI Community

4 Michael A. Graupner, PMP/CSM Project/Program Management and PMO Turning Nightmares in to dreams. Presenter PMP and CAPM are registered trademarks of the Project Management Institute

5 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?

6 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

7 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 5 th 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.

8 Draft Stakeholder Management Initiating Processes Identify Stakeholders Planning Processes Plan Stakeholder Management Executing Processes Manage Stakeholder Engagement Monitoring & Controlling Processes Control Stakeholder Engagement Project Charter Procurement Documents EEF, OPA Stakeholder Register Stakeholder Register Project Management Plan EEF, OPA Stakeholder Management Plan Stakeholder Management Plan Communications Management Plan Issue Log Updates Work Performance Data Issue Log Change Requests Work Performance Information Updates

9 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

10 Busy Foods, Inc. Case Study Customer Needs Organizational Needs Project Charter

11 Busy Foods, Inc. Business Needs BUSY FOODS services over 200 clients world-wide. In recent years, longterm 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

12 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.

13 Busy Foods Project Charter 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 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 Project Support and Authority

14 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

15 Identifying Stakeholders WHO? 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?

16 Question for You How do you or could you identify stakeholders on your projects?

17 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

18 Project Insight Work Package Assignment

19 Measuring Stakeholder Attributes 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?

20 Question for You What other attributes should you measure?

21 Assess stakeholder interest Unrealistic Detached Cooperative Stakeholder Interest

22 Stakeholder Power & Interest Personal attention Communicate less frequently Summary level Henry Target, VP Marketing Mass communication Encourage interest Tom Wang, VP Business Dev Personal attention Communicate more frequently Summary level Give them a voice Mass communication Jackie Hollander, Sales Mgr John Michelson, CEO Jane Simperton, PM Sarah Policie, Distribution Mgr

23 Question for You What have you done to assess stakeholders on your projects?

24 Stakeholder Register Stakeholder Stakeholder Expectations of Project Interest Power John Michelson, CEO Project is critical to keeping in business. Wants the project implemented with HIGH quality. High Significant Influence Strategy for GainingSupport or Reducing Obstacles 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, Doesn t really like change, but will do Distribution 2013 Core Manager Performance what Concepts is asked. Inc. Low Low Influence Will need to keepin mind making Sarah s life easy when ready to deliver, but not necessary.

25 Recognize there will be issues Communication is critical Goals: Managing Stakeholders Meet their needs Deal with their issues Involve them in decision making, when appropriate Benefits: Increase support & minimize opposition

26 Project Insight Issue Log

27 Control Stakeholders Monitoring relationships is important Revise strategies as: The project progresses Issues arise You get more information

28 Sample PMP Exam Question Question 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 Answers 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. stakeholders understand their roles?

29 Sample PMP Exam Question Question 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 Answers A. Use mass media to touch base occasionally B. Communicate selectively to keep them satisfied C. Manage the communications closely D. Provide information frequently

30 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??

31 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

32 Books for Credentials Achieve PMP Exam Success Achieve CAPM Success Program Management Professional (PgMP ) Study Guide To order:

33 Michael A. Graupner, PMP/CSM Project/Program Management and PMO Turning Nightmares in to dreams. Presenter PMP and CAPM are registered trademarks of the Project Management Institute

34 The ProActive PM Series Online Courses for PDUs 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

35 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

36 Register Ahead of Time Go to 2 ways to register: Free Project Management Training Training & Webinar Calendar

37 Earn PDUs You will automatically receive your PDUs via after the webinar For further questions: Earn 1 PDU for each webinar session attended To register your PDUs go to Login as a member of PMI Select Category B Continuing Education Knowledge Areas: Integration, Human Resources, Communication Process Groups: Initiating, Planning, Executing, Monitoring & Controlling Enter the information provided on your proof of attendance Click continue