Project Stakeholder

Management Overview

13.1 Identify 13.2 Plan Stakeholder 13.3 Manage Stakeholder 13.4 Monitor Stakeholder
Stakeholders Engagement Engagement Engagement
.1 Inputs .1 Inputs .1 Inputs .1 Inputs

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.1 Project charter .1 Project charter .1 Project management plan .1 Project management plan
.2 Business documents .2 Project management plan .2 Project documents .2 Project documents
.3 Project management plan .3 Project documents .3 Enterprise environmental .3 Work performance data

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.4 Project documents .4 Agreements factors .4 Enterprise environmental
.5 Agreements .5 Enterprise environmental .4 Organizational process factors

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.6 Enterprise environmental factors assets .5 Organizational process
factors .6 Organizational process assets
.2 Tools & Techniques
.7 Organizational process assets

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.1 Expert judgment .2 Tools & Techniques
assets
.2 Tools & Techniques .2 Communication skills .1 Data analysis
.2 Tools & Techniques .1 Expert judgment .3 Interpersonal and team .2 Decision making
.1 Expert judgment .2 Data gathering skills .3 Data representation

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.2 Data gathering .3 Data analysis .4 Ground rules .4 Communication skills
.3 Data analysis .4 Decision making .5 Meetings .5 Interpersonal and team
.4 Data representation .5 Data representation skills

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.3 Outputs
.5 Meetings .6 Meetings .6 Meetings
.1 Change requests
.3 Outputs .3 Outputs .2 Project management plan .3 Outputs
.1 Stakeholder register .1 Stakeholder engagement updates .1 Work performance

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.2 Change requests plan .3 Project documents updates information
.3 Project management plan .2 Change requests
updates .3 Project management plan

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.4 Project documents updates updates
le .4 Project documents updates

Figure 13-1. Project Stakeholder Management Overview

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Key Concepts for Project Stakeholder Management

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Every project has stakeholders who are impacted by or can impact the project in a positive or negative way. Some
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stakeholders may have a limited ability to influence the project’s work or outcomes; others may have significant influence
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on the project and its expected outcomes. Academic research and analyses of high-profile project disasters highlight
the importance of a structured approach to the identification, prioritization, and engagement of all stakeholders. The
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ability of the project manager and team to correctly identify and engage all stakeholders in an appropriate way can mean
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the difference between project success and failure. To increase the chances of success, the process of stakeholder
identification and engagement should commence as soon as possible after the project charter has been approved, the
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project manager has been assigned and the team begins to form.
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504 Part 1 - Guide
 13.1 Identify Stakeholders
Identify Stakeholders is the process of identifying project stakeholders regularly and analyzing and documenting
relevant information regarding their interests, involvement, interdependencies, influence, and potential impact on
project success. The key benefit of this process is that it enables the project team to identify the appropriate focus for
engagement of each stakeholder or group of stakeholders. This process is performed periodically throughout the project

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as needed. The inputs, tools and techniques, and outputs of the process are depicted in Figure 13-2. Figure 13-3 depicts
the data flow diagram for the process.

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Identify Stakeholders

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Inputs Tools & Techniques Outputs

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.1 Project charter .1 Expert judgment .1 Stakeholder register
.2 Business documents .2 Data gathering .2 Change requests
• Business case • Questionnaires and surveys

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.3 Project management plan
• Benefits management plan • Brainstorming updates
.3 Project management plan .3 Data analysis • Requirements management
• Communications • Stakeholder analysis plan

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management plan • Document analysis • Communications
• Stakeholder engagement .4 Data representation management plan
plan • Stakeholder mapping/ • Risk management plan

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.4 Project documents representation • Stakeholder engagement
• Change log .5 Meetings plan
• Issue log .4 Project documents updates
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• Requirements • Assumption log
documentation • Issue log
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.5 Agreements • Risk register

.6 Enterprise environmental
factors
.7 Organizational process assets
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Figure 13-2. Identify Stakeholders: Inputs, Tools & Techniques, and Outputs
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507
 4.1
Develop
Project Charter

• Project charter

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Project
Management Project

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Plan Management
Plan
Project management plan updates

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• Requirements management plan
Project management plan • Communications management plan

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• Communications management plan • Risk management plan
• Stakeholder engagement plan • Stakeholder engagement plan

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Project 13.1
Documents Identify
Stakeholders
• Project • Stakeholder register

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charter

Project documents

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• Change log
Project
• Issue log
• Requirements documentation
Documents
Project documents updates
• Assumption log

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• Issue log
• Risk register
Business
Documents
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4.6
Perform
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Integrated
• Business case • Change requests Change Control
• Benefits management plan
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12.2
Conduct
Procurements
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• Agreements
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Enterprise/
Organization
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• Enterprise environmental factors

• Organizational process assets
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Figure 13-3. Identify Stakeholders: Data Flow Diagram

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This process frequently occurs for the first time in a project either prior to or at the same time the project charter is
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developed and approved. It is repeated as necessary, but should be performed at the start of each phase and when a
significant change in the project or the organization occurs. Each time the identification process is repeated, the project
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management plan components and project documents should be consulted to identify relevant project stakeholders.

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508 Part 1 - Guide
 13.2 Plan Stakeholder Engagement
Plan Stakeholder Engagement is the process of developing approaches to involve project stakeholders based on their
needs, expectations, interests, and potential impact on the project. The key benefit is that it provides an actionable plan
to interact effectively with stakeholders. This process is performed periodically throughout the project as needed.
The inputs, tools and techniques, and outputs of the process are depicted in Figure 13-4. Figure 13-5 depicts the data

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flow diagram for the process.

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Plan Stakeholder Engagement

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Inputs Tools & Techniques Outputs

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.1 Project charter .1 Expert judgment .1 Stakeholder engagement
.2 Project management plan .2 Data gathering plan
• Resource management plan • Benchmarking

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• Communications .3 Data analysis
management plan • Assumption and constraint
• Risk management plan analysis

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.3 Project documents • Root cause analysis
• Assumption log .4 Decision making
• Change log • Prioritization/ranking

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• Issue log .5 Data representation
• Project schedule • Mind mapping
• Risk register • Stakeholder engagement
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• Stakeholder register assessment matrix
.4 Agreements .6 Meetings
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.5 Enterprise environmental
factors
.6 Organizational process assets
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Figure 13-4. Plan Stakeholder Engagement: Inputs, Tools & Techniques, and Outputs
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516 Part 1 - Guide
 Project
Management
Plan

Project management plan

• Resource management plan

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• Communications management plan
• Risk management plan

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4.1 Project

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Develop Management
Project Charter Plan
• Stakeholder engagement plan

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• Project charter

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13.2
Project Plan
Documents

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Stakeholder
• Project
Engagement
charter

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Project documents
• Assumption log
• Change log
• Issue log

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• Project schedule
• Risk register
• Stakeholder register
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12.2
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Conduct
Procurements

• Agreements
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Enterprise/
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Organization
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• Enterprise environmental factors

• Organizational process assets
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Figure 13-5. Plan Stakeholder Engagement: Data Flow Diagram

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517
 In Figure 13-6, C represents the current engagement level of each stakeholder and D indicates the level that the
project team has assessed as essential to ensure project success (desired). The gap between current and desired for
each stakeholder will direct the level of communications necessary to effectively engage the stakeholder. The closing of
this gap between current and desired is an essential element of monitoring stakeholder engagement.

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Stakeholder Unaware Resistant Neutral Supportive Leading

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Stakeholder 1 C D
Stakeholder 2 C D

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Stakeholder 3 DC

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Figure 13-6. Stakeholder Engagement Assessment Matrix

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13.2.2.6 Meetings

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Meetings are used to discuss and analyze the input data of the stakeholder engagement planning process and to
develop a sound stakeholder engagement plan.

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13.2.3 Plan Stakeholder Engagement: Outputs
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13.2.3.1 Stakeholder Engagement Plan

The stakeholder engagement plan is a component of the project management plan that identifies the strategies and
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actions required to promote productive involvement of stakeholders in decision making and execution. It can be formal or
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informal and highly detailed or broadly framed, based on the needs of the project and the expectations of stakeholders.
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The stakeholder engagement plan may include but is not limited to specific strategies or approaches for engaging
with individuals or groups of stakeholders.
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522 Part 1 - Guide
 13.3 Manage Stakeholder Engagement
Manage Stakeholder Engagement is the process of communicating and working with stakeholders to meet their
needs and expectations, address issues, and foster appropriate stakeholder involvement. The 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. The inputs, tools and techniques, and outputs of the process are depicted

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in Figure 13-7. Figure 13-8 depicts the data flow diagram for the process.

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Manage Stakeholder Engagement

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Inputs Tools & Techniques Outputs
.1 Project management plan .1 Expert judgment .1 Change requests

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• Communications .2 Communication skills .2 Project management plan
management plan • Feedback updates
• Risk management plan .3 Interpersonal and team skills • Communications

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• Stakeholder engagement • Conflict management management plan
plan • Cultural awareness • Stakeholder engagement
• Change management plan • Negotiation plan

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.2 Project documents • Observation/conversation .3 Project documents updates
• Change log • Political awareness • Change log
• Issue log .4 Ground rules • Issue log

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• Lessons learned register .5 Meetings • Lessons learned register
• Stakeholder register • Stakeholder register
.3 Enterprise environmental
factors
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.4 Organizational process assets
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Figure 13-7. Manage Stakeholder Engagement: Inputs, Tools & Techniques, and Outputs
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 Project
Management
Plan
Project
Management
Project management plan Plan
• Communications management plan Project management plan updates

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• Risk management plan • Communications management plan
• Stakeholder engagement plan • Stakeholder engagement plan
• Change management plan

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13.3

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Project Manage Project
Documents Stakeholder Documents
• Project Project documents updates
Engagement

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charter • Change log
• Issue log
Project documents • Lessons learned register
• Change log • Stakeholder register

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• Issue log
• Lessons learned register 4.6
• Stakeholder register Perform

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Integrated
• Change requests Change Control
Enterprise/

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Organization

• Enterprise environmental factors

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• Organizational process assets le
Figure 13-8. Manage Stakeholder Engagement: Data Flow Diagram
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Manage Stakeholder Engagement involves activities such as:

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Engaging stakeholders at appropriate project stages to obtain, confirm, or maintain their continued commitment
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to the success of the project;

Managing stakeholder expectations through negotiation and communication;
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Addressing any risks or potential concerns related to stakeholder management and anticipating future issues
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that may be raised by stakeholders; and

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Clarifying and resolving issues that have been identified.

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Managing stakeholder engagement helps to ensure that stakeholders clearly understand the project goals, objectives,
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benefits, and risks for the project, as well as how their contribution will enhance project success.
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524 Part 1 - Guide
 13.4 Monitor Stakeholder Engagement
Monitor Stakeholder Engagement is the process of monitoring project stakeholder relationships and tailoring strategies
for engaging stakeholders through modification of engagement strategies and plans. The key benefit of this process is that
it maintains or increases the efficiency and effectiveness of stakeholder engagement activities as the project evolves and
its environment changes. This process is performed throughout the project. The inputs, tools and techniques, and outputs

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of the process are depicted in Figure 13-9. Figure 13-10 depicts the data flow diagram for the process.

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Monitor Stakeholder Engagement

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Inputs Tools & Techniques Outputs
.1 Project management plan .1 Data analysis .1 Work performance

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• Resource management plan • Alternatives analysis information
• Communications • Root cause analysis .2 Change requests
management plan • Stakeholder analysis .3 Project management plan

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• Stakeholder engagement .2 Decision making updates
plan • Multicriteria decision • Resource management plan
.2 Project documents analysis • Communications

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• Issue log • Voting management plan
• Lessons learned register .3 Data representation • Stakeholder engagement
• Project communications • Stakeholder engagement plan

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• Risk register assessment matrix .4 Project documents updates
• Stakeholder register .4 Communication skills • Issue log
.3 Work performance data • Feedback • Lessons learned register
.4 Enterprise environmental • Presentations • Risk register
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factors .5 Interpersonal and team skills • Stakeholder register
.5 Organizational process assets • Active listening
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• Cultural awareness
• Leadership
• Networking
• Political awareness
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.6 Meetings
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Figure 13-9. Monitor Stakeholder Engagement: Inputs, Tools & Techniques, and Outputs
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530 Part 1 - Guide
 Project
Management
Plan 4.5
Monitor and
Control
• Work performance information Project Work
Project management plan
• Resource management plan

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• Communications management plan
• Stakeholder engagement plan

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4.6
Perform
Integrated

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Project • Change requests
Change Control
Documents

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Project documents
• Issue log
13.4 Project

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• Lessons learned register Monitor Management
• Project communications Stakeholder
• Project Plan
Project management
• Risk register Engagement
charter plan updates

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• Stakeholder register
• Resource management
plan
• Communications management plan
4.3 • Stakeholder engagement plan

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Direct and
Manage
Project Work

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Project
• Work performance data
Documents
Project documents updates
• Issue log
• Lessons learned register
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• Risk register
Enterprise/ • Stakeholder register
Organization
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• Enterprise environmental factors

• Organizational process assets
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Figure 13-10. Monitor Stakeholder Engagement: Data Flow Diagram

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