PMP Training

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PMP Training

• Stakeholders

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What is Project Charter
A formal document issued by the sponsor that
authorizes the project and the project
manager. It provides the high level requirements
for the project
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Project Charter What includes ?

• Project Title and Description-(Briefly describe
  the project)
• A simple, high level description of what is the
  project.
• Project Manager Assigned and Authority Level
• (The name of the project manager, and whether he
  or she can determine budget, schedule, staffing,
  etc.).
• Business Need
• (Why is the project being done?
• day-to-day decisions keeping that business need
  in mind.
• Project Justification
• (On what financial or other basis can we justify
  doing this project?)
• Can provide the project manager with a measure of
  success if the justification proves valid.

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Project Charter What includes ?

• Resources Pre-Assigned
• (How many or what resources will be provided?
• Stakeholders
• (who will affect by, the project (influence the
  project) as known to date?
• This is the sponsor's impression as to who are
  the stakeholders.
• Stakeholder analysis comes later in the project
  management process.
• Stakeholder Requirement as Known-
• (What are the requirements related to both
  project and product scope?
• These are the requirements that have been used to
  justify the project.
• Product Description\Deliverables
• What specific product deliverables are wanted,
• What will be the end result of the project)
• A measure of project success is that all the
  deliverables are met.
• Is it a report or a design? Should the design be
  tested, or just created?

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Project Charter What includes ?

• Constraints and Assumptions
• Are there any limiting factors?
• is anything assumed to be true that may not be
  true?
• Constraints can be cost-related (complete the
  project for no more than 100,000)
• Time-related (complete the project by May 1st).
  
• Assumptions need to be reviewed throughout the
  project, since an assumption
• that is proven not to be true will cause
  changes in scope and other parts of
• the project management plan.

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Project Stakeholders
Individuals and organizations that are actively
involved in the project, or whose interests maybe
positively or negatively affected as a result of
project execution or project completion
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Stakeholders
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Project Stakeholders
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Managing Stakeholders Expectations

• Different Stakeholders have different objectives
• Differences among stakeholders should be resolved
  in favor of the customer
• One of the major challenges of project management

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Organizational Influences

• Organizational system manage projects for
  other, or manage its own projects.
• Organizational cultures and styles most
  organizations have different shared values,
  norms, beliefs, and expectations
• Key general management skills leading,
  communicating, negotiating, problem solving, and
  influencing the organization.
• Social-economic-environment influences
  standards and regulations, internationalization,
  and cultural influences
• Organizational structure functional, matrix, or
  projectized organizations

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Stakeholder influence over time
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Identify and Manage Stakeholders

• Stakeholders
• People and organizations that
• involved in or impacted by the project
• can positively or negatively impact the project

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Identify and Manage Stakeholders

• Stakeholders can include
• Sponsor , provides funding and support the
  project
• Management
• PMO ,provides templates, lessons learned,
  guidance and may be resources
• Project Manager
• Functional Manager
• Team
• Customers , Provide product scope, approve
  changes
• End Users
• Public
• Funding Sources

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Identify and Manage Stakeholders

• Involved departments
• What decisions
• Who makes them
• What they use to make them
• The system users
• Determine requirement
• Implement requirement
• The 3 project Managers
• Historical problems
• Do and don'ts

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Identify and Manage Stakeholders

• So the stakeholders could include
• Owners of the company Standards
• Users of the system who will make critical
  decisions based on it
• Project Managers of the other projects
• Sponsor
• Team
• Project Manager
• PMO ( if exists)
• Management
• Accounting Department
• Finance Department

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Identify and Manage Stakeholders

• Identify Each Stakeholder by Name
• The management of stakeholders is not general
• specific to the needs of the individuals
  involved.
• Some will need to involved in clarifying the
  project scope
• , some might have expectation that have not been
  put into requirements for the project, which will
  need to be discovered
• Some will need included in the project reporting
  cycle.

Therefore, stakeholder need to be listened by
name, rather than by department, whenever
possible.
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Identify and Manage Stakeholders

• It is a Preventive measure
• Why ?
• Can avoid
• Added project changes and delays
• Misses requirements
• Added conflict
• Loss of expertise
• Rework
• Lower quality

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Identify and Manage Stakeholders

• Useful Tricks
• When the stakeholders is the whole department
• How you make sure you identified all

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Identify and Manage Stakeholders

• Estimate Each Stakeholder's Level of Influence
• Each stakeholder will have some level of
  influence on a project,
• During planning and managing a project, the
  manager will be have to juggle the needs of
  competing stakeholders.
• Knowing their influence levels will help handle
  this juggling.
• Not all influence is related to job position.

To determine influence, simply put a 1 to 10
rating next to each stakeholder's name. It does
not have to be scientific
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Identify and Manage Stakeholders

• What Will Satisfy Each Stakeholder?
• Satisfaction is a very sophisticated to manage.
• What is more important
• measuring the "happiness" of stakeholder ?
• making sure the project meets requirements?

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Identify and Manage Stakeholders

• "I expect this project will not interrupt my
  department's work,
• "I expect the system will be dramatically
  improved as a result of the project

Turn expectation to requirements
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Identify and Manage Stakeholders

• In addition to project requirements,
  stakeholders have expectations such as
• Impact on them
• On their department
• The company as a whole
• Hidden intentionally ?

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Identify and Manage Stakeholders
Is the project team a stakeholder ?

• Product of project will solve their problem
• Get released from the project because too busy
• Grow reputation
• Bored with their current work
• Get a promotion
• Leave work on time because of commitments
• It does not interfere with project yalla yalla
  that they are working on and interested in

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Identify and Manage Stakeholders

• Uncover communication references when Identifying
  stakeholders
• You never told me
• Never got your email , etc..

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Identify and Manage Stakeholders
Stakeholder Level of Influence What will make them satisfied? Communication requirements







Ask team members opinion
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Identify and Manage Stakeholders

• Throughout The Project
• Involve stakeholders in planning the project and
  managing it more extensively than you might be
  doing on your projects.
• May be involved in the creation of the project
  charter
• Preliminary and project scope statement.

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Identify and Manage Stakeholders

• Stakeholders may become risk response owner, and
  also involved in
• Finalizing requirements.
• Project management plan development.
• Approving project changes.
• Scope verification
• Identifying constraints.
• Other parts of risk management.

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Identify and Manage Stakeholders

• PM should continue doing the following
• Identify any stakeholder, and include their needs
  in the stakeholder list.
• Make sure all stakeholders' needs are met,
  including those of the team, by including
  interactions with stakeholder in the project
  manager's management activities.
• Create and use recognition and reward systems.
• Keep tract of stakeholder's issues and document
  their resolution.

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Identify and Manage Stakeholders

• How to identify new stakeholders
• When there is a change request
• An agenda item in team meetings

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Identify and Manage Stakeholders Make sure
stakeholders needs are met

• A project manager knows that some of the team
  members felt strongly that certain scope should
  have been part of the project.
• Anticipating that the team might continue
  pressing to get the scope added, the project
  management communicates the following at the
  first team meeting.
• "During planning, there were number of suggested
  pieces of scope that were specifically determined
  not to be part of this project. I will be looking
  for any attempts to be add them back into the
  project"

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Identify and Manage Stakeholders

• During requirement gathering, a stakeholder
  expressed concern about how much of her staff's
  time would be needed on the project.
• While finalizing the project management plan,
  the project manager contacts her and says," You
  know by now that some of your staff will be
  needed on this project. However, I understand
  your concern. I have designed our project 's
  monthly report clearly to show you when and how
  much of your staff time needed. Will this help
  you to manage your department and minimize the
  negative impact of this project on your
  department".

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Identify and Manage Stakeholders

• Exercise
• A project manager is working on a project with 14
  stakeholders who need to be involved and kept
  updated on the project. As the project manager,
  what would you do to fulfill those needs?

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Identify and Manage Stakeholders

• Send copy of the project reports ?
• Invite them to your team meetings
• Special reports geared to the stakeholders
  interest
• Add things stake holder did to help project
• Call for a meeting for all stakeholders progress
  update meeting

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Identify and Manage Stakeholders
Why bother ?
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Identify and Manage Stakeholders

• Thank you makes you feel

GOOOOOOOOOOD
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Identify and Manage Stakeholders

• creating a recognition and reward system.
• Offer a prize to the stakeholder who makes the
  biggest contribution.
• Say "thank you" regularly
• Award prizes as Team Member of the month
  recognition, or cash prize for performance.
• Recommend team member for raises of choice work
  assignments,
• may not be officially part of the team members'
  performance reviews.
• Send notes to the stakeholders' manager about
  great performances.

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Identify and Manage Stakeholders

• Plan for milestone parties or other celebrations.
• Acquire training for the team member paid from
  the project budget
• Adjust the project to assign people to requested
  activities or to remove them from disliked
  activities.
• Work with management to have a team member
  removed from the project if requested, and if it
  is possible.
• Assign a team member to work where he or she can
  gain more knowledge.

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Identify and Manage Stakeholders

• what is an Issue Log?
• A record used to track issues on the project,
  their status, and their resolution.

Issue Issue Date Responsibility Due by Solution Stake-holder