Project Management

Processes

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 Chapter Outline
• Project Management Processes:
1. Developing the Project Charter
2. Identify Stakeholders
3. Plan Stakeholder Engagement
4. Manage Stakeholder Engagement
5. Monitor Stakeholder Engagement
6. Plan communications management
7. Manage communications
8. Monitor communications

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Developing Project Charter
Developing Project Charter: the process of
developing a document that formally authorizes the
existence of a project and provides the project
manager with the authority to apply organizational
resources to project activities.
o Input: Business Case - The justification that presents the
economic, technical, operational, schedule, legal and contractual,
and political factors influencing a proposed project.
o Output: Project charter - A short document that serves as the
foundation for the project, describes what the project will deliver,
and authorizes the use of resources to complete the project.
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 Initiation Process Group
o Components of project charter includes:
• Project title and date of authorization
• Project manager name and contact information
• Customer name and contact information
• Project purpose
• Project objectives and description, as well as major deliverables
• Projected start and completion dates and major milestones
• Approved financial resources
• Key stakeholders, project role, and responsibilities
• Key assumptions or approach
• Signature section for key stakeholders

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Project Charter Example

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 A Project’s Key Stakeholders
• Project manager
• Customer
• Performing organization–those doing the work of the
project
• Project team members
• Influencers–those who may not buy or use the project’s
product but who can have a positive or negative influence
on the project
• Project management office
• Sponsor
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 Four Key Stakeholders
Processes
1. Identify stakeholders
2. Plan stakeholder engagement
3. Manage stakeholder engagement
4. Monitor stakeholder engagement

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 1. Identify Stakeholders
• Critical to successful stakeholder engagement
because
o it helps managers understand the nature of the
stakeholders, their interests, and potential influence
they may have on project success
o Helps guide the communication efforts throughout the
project
• Tools: to classify stakeholders
o Power/Influence Grid, Power/Interest Grid

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Power/Influence Grid
Keep Manage
satisfied closely

Power
Monitor
Keep
(minimu
informed
m effort)

Influence
Figure 4.3: Power/influence grid
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Initiation Process

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Stakeholders register – An
example

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 2. Plan Stakeholder
Engagement
• After stakeholders are identified, we plan how to
effectively manage relationships
• Classify stakeholders based on level of support,
and awareness of the project and its impacts
• Classifications:
Supportiv
Unaware Resistant Neutral Leading
e

Figure 4.5: Project stakeholders can range from being unaware of the project and its impact to being
actively engaged in ensuring the success of a project.
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 Example
Supportiv
Unaware Resistant Neutral Leading
e

Stakeholder Unaware Resistant Neutral Supportive Leading

Figure 4.6: A stakeholder engagement assessment matrix is used to indicate the current (“C”) and
desired (“D”) level of each stakeholder’s engagement.
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 3. Manage Stakeholder
Engagement
• Executes the stakeholder engagement plan
• Communication activities are conducted to engage
stakeholders, manage their expectations, and address
concerns and resolve issues
• Outputs include:
o communications (e.g., presentations and reports),
o change requests arising from stakeholder interactions
o updates to project documents (e.g., stakeholder register), and
o lessons learned for future projects

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 4. Monitor Stakeholder
Engagement
• Entails assessing the effectiveness of the
strategies for engaging stakeholders and
managing their relationships
• Some plans and strategies may need to be
adjusted to achieve the desired stakeholder
engagement

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Process Meaning Inputs Steps Outputs

- 1. Identify Stakeholders
Plan Developing Project charter
- 2. Analyze Stakeholders
Stakehold strategies to engage Stakeholder
3. Develop Engagement - Stakeholder
er stakeholders register
- Strategies engagement plan
Engageme throughout the Project
4. Document
nt project lifecycle. management plan
Engagement Plan
Working with
stakeholders to meet - Issue log
Manage -
their needs, address Change requests
Stakehold - 1. Engage Stakeholders -
issues as they occur, Stakeholder Project management
er 2. Address Concerns
and foster engagement plan plan updates
Engageme 3. Manage conflicts -
appropriate Project documents
nt
stakeholder updates
involvement.

- Work performance
- Issue log
Tracking stakeholder - information
Change requests -
engagement and - Change requests
Monitor Project -
adjusting 1. Collect Feedback Project management
Stakehold management plan
engagement - 2. Analyze Engagement plan updates
er Project -
strategies as needed 3. Update Plans Project documents
Engageme documents
to maintain or - 4. Report Performance updates
nt Work -
improve Organizational
performance data
effectiveness. process assets
updates 1-16