BSBPMG519

Assessment Task 2 (Project)

Manage project stakeholder engagement
JORGE ALEJANDRO JACOME MORENO
INTRODUCTION

A. Using the stakeholder register and power and interest grid below, list all stakeholders, their power and interest (and why they received this rating) as well as
assessment information, stakeholder classification and potential strategies for engagement.

Stakeholder Register:

Group Stakeholder Stakeholder power and Assessment Information (major requirements, Stakeholder Classification Potential strategies for
Area Identification interest in the project main expectations, potential influence (Internal/ external, engagement - gaining
(Name/Title/Position) and justification Supporter/neutral/resistor) support and reducing
objections

1 Software Design
Power Rating  Follow and implement ideas from Internal Supporter  Conduct frequent
3 software manager. meetings.
 Contribute to the creation and design of  Discuss progress
Interest Rating the website. and issues.
4  Design and develop coding, code  Present progress
reviews, unit testing and release and reports.
management.  Provide frequent
 Design, develop and implement feedback.
program and process improvement

2 Project Sponsor
Power Rating  Change the scope Internal  Carefully handle the
3  Directly communicate with NAA, client in respect and
 Quality completion of project and make professional manner,
Interest Rating the client happy. actively engage with
3. other stakeholders.
 3 Project Manager
4 Media
5 Project Team
After identifying the stakeholders, the power versus interests grid was completed
Power Rating Guiding the project team towards Internal  Conduct
2 project deliverables and quality performance
completion of the project. evaluations.
Interest Rating  Motivate the work
2 team, offering
incentives for their
good work
performance
Power Rating Provide insights to government on their External  Present reports that
1 disclosure rights to the general will be able to keep
population and report accurate news on the entire work team
Interest Rating government dealings and project directors
2 informed.
 Generate meaningful
content for the
project.
Power Rating Recognition based on performance and Internal Engage them in
1 actively engage in decision. decision making.
Employ them in the
Interest Rating planning from its
2
 MANAGE CLOSELY
KEEP SATISFIED Plant Manager

COO
Supply Chain Dept
CFO
Operation Dept
Accounting Dept

MONITOR
KEEP INFORMED
CIO CMO
R&D Dept Marketing Dept
Office Administration Sales Dept

1 2 3 4 5

B. Give an example where you experienced issues that involved the differing interests of stakeholders. Describe how you resolved this issues and their
differing interest.

A problem arose once one of the project sponsors had differences with stakeholder interests. The project sponsor recommended a project that was ending on or below
budget, while The sales team measured success through products that exceeded customer expectations. The key to managing these conflicting interests is communication.
Therefore, both parties in conflict must be flexible and try to maximize your interest without compromising the interests of other stakeholders.

The other interested parties such as the NAA, would be very satisfied if the project could be delivered before the established date with additional tests can be managed in
the early stages of budget planning and hiring. The constant motivation towards the work team generated greater interest in other interested parties, therefore, the project
sponsor must ensure that if the motivation is through an incentive scheme, it does not exceed if the project is carried out at a normal pace.

On the other hand, the sales team should not promise the customer unattainable extras without release. The best way to bring all relevant parties together on one platform
and discuss freely its interest and limitations are online discussion forums and team meetings. This is the most effective way to resolve conflicts of different stakeholders
C. You are now in the execution phase of the project and the engagement levels of stakeholders needs to be compared to the planned engagement levels.
Fill out a Stakeholder Engagement Assessment Matrix for all of the stakeholders previously identified showing variance with planned engagement. Show
at least one variance between planned and actualengagement.

Stakeholder Unaware Resistant Neutral Supportive Leading

Software C-D
design
Project Sponsor C D
Project C D
Manager C= Current, D=
Desired Media C D
Project Team C-D
E. What did you suggest/do to correct
stakeholder engagement?

To correct stakeholder participation, we held weekly meetings we held meetings at the end of each week, where each stakeholder presented feedback on
what they had done during the week, consultations were presented on the different topics and possible improvements. Similarly, a meeting calendar was
implemented where a record of the topic of each meeting was kept. The team leaders held monthly meetings where they presented a progress report on the
project and discussed the main issues that affected the entire project. If significant issues arose that required the presence of project leaders, stakeholders
should schedule them in advance.

Stakeholders were consulted and encouraged to provide input at each meeting, as well as to raise any issues or concerns.
To ensure a good quality of communication, the company is requesting all interested parties to use the company email. This is the best option to ensure that
all important information is secure, stored and delivered between stakeholders. The software administrator team develops company email software with a
unique company server and backup system to ensure full functionality of the software.

F. Give an example where you identified and clarified stakeholder expectation in terms of organisation performance indicators or in responding to conflict
or differences in: culture, ethnic background, and other personal characteristics of project individuals, religion or skills.

Stakeholder (sales team) promised the client to complete the project with extra testing earlier than the due date, however, as a project manager has to complete the
project within assigned budged by the project sponsor. Therefore, project manager has to communicate to the client through project sponsor, (as project manager is not
directly dealing with the client) if the project need to deliver before the due date and with extra testing, it is associated with some additional costs, such as additional
developers need to hire, additional equipment and additional testers has to hire, and also other projects which are parallel running to the project can be delayed, hence has
to re-negotiate the final price of the project. If the both parties agrees with the new price there will be no conflicts if not has to agree with the original price and original due
date.
G. Give an example where you identified and addressed an individual’s development needs in supporting stakeholder engagement.
There were various instances when individual development needed to put in place. Once instance for this is like that when we approached the Content approval team from
the Archives department, they were not knowing how to use the new product and what all steps needs to do to approve the content because in the new project we had
implemented the open source CMS and which was very much different from the old CMS which was being used in past. So keeping the healthy stakeholder engagement we
agreed to provide the sufficient training workshop for the content approval team on how to use the system and provide then the guideline document as well. So I believe
this was the personal improvement for the content approval team by knowing the new CMS feature and its usability

H. Give examples of how you distributed the work to the team and ensured they operated within their defined roles?
At the beginning of the project, we decided the project stakeholders and their responsibility as well and along with that we also identified that when any stakeholder needs
to play roll. For example project management department was just to allocate resources and external communication and preparing the project plan and make sure that
project status is on the right path so that were doing that only. Project development team was assigned with the development task and they were doing that. Within the
development team there were many developer and we identified task for each developer during the beginning of the project and these developer were bound to do their
task only.
Once any developer finish one task then only they will pick up next task as per the project plan. So that was our thought for the coordination and execution of tasks.

I. Give an example where one of your team needed support in terms of interpersonal skills in stakeholder engagement. How did you assist them?

When we started our project there were few colleagues who were just started their career and they were not knowing very much about the corporate culture. New
employee were very much impatience and aggressive in their working nature. So during the project execution and session with the developer team we asked them to
follow certain interpersonally skill like how to show patience and listen to other and how to communicate with when communicating out of the team and how to follow
email etiquette and how to respond to anyone’s aggression how to reply then politely in cool manner. These were the things which we promoted to the employees who
needed for the successful execution of the project.

J. Brainstorm and list as many reasons as your group can think of for common problems which lead to a variance in stakeholder engagement. This could
be based on your past experience, reading you have undertaken or your general understanding of projects.

 Communication – vocabulary, method, storage mails, define method

 Poor planning – no correlation between the plan and development processes.
 Lack of leadership – Team leader has poor skills in decision-making, motivation.
 People problems – conflict or differed ideas.
 Interpersonal skill
 Communication gap
 Delay in Replies by concerned stakeholders
 Lack of follow up by other stakeholders
K. How did you ensure Stakeholders agreed on the methods of communication and level of engagement planned?
Tools such as e-mails to communicate all updates were established as a method of communication between stakeholders, videoconferences are used for
serious discussions. If the problem is still not resolved, opt. Go to the face-to-face meeting of the interested parties and solve the problem. This is created the
very positive impact and most of the time related stakeholders feel connected to the project and Contributed in the execution of the project task with
enthusiasm and proper attention. "Keeping the right people in the loop, at the right stages of your project, with the right amount of detail, is critical to make
stakeholders feel valued, involved, heard and appreciated ”.

STAKEHOLDER COMMUNICATION TOOL FREQUENCY WHOM TO

Software developer team EMAIL DAILY PROJECT MANAGER

Project Management Group EMAIL-MEETING WEEKLY PROPJECT SPONSOR
Softaware testing team EMAIL-MEETING DAILY DEVELOPMENT TEAM
Software beta testing team EMAIL WEEKLY DEVELOPMENT TEAM
Open source content management(CMS)
provider EMAIL-PHONE NEED BASED DEVELOPMENT TEAM
Archive’s Administrator EMAIL NEED BASED DEVELOPMENT TEAM
API Provider EMAIL-MEETING NEED BASED DEVELOPMENT TEAM

DEVELOPMENT TEAM AND

User Interface designing team
PROJECT MANAGER
EMAIL-MEETING NEED BASED
User Interface design Approval Team
from Archive Team EMAIL-MEETING WEEKLY UI DESIGN TEAM
CMS APPROVAL TEAM -
Exhibition interactive Team EMAIL NEED BASED DEVELOPMENT TEAM

Hosting vendor EMAIL NEED BASED DEVELOPMENT TEAM

Maintenance team EMAIL NEED BASED ARCHIVE ADMINISTRATOR

CONTENT PROVIDER-
Content review Team EMAIL NEED BASED DEVELOPMENT TEAM

Documentation Team EMAIL WEEKLY PROJECT MANAGEMENT

L. Give an example where you have identified a variance in managing stakeholder communications. This could be where you discovered incorrect or
misleading content, missing reports, untimely distribution or there has been a stakeholder complaint. Describe how this variance was identified and
resolved.

“Stakeholders are important influential resources and should be treated as potential sources of risk and opportunity within the project”. Issue happen multiple time when
our developer sent the email to concerned stakeholder and waiting for the reply and opponent stakeholder is not replying for long time and due to this work is stopped on
other side. So this type of communication gap created the variance in the stakeholder expectation and stakeholder engagement. Sometime variance also happen due to the
time zone difference of the various offices in because office located in other country is on leave and because of their local festival while other office is waiting for them to
come online for further actions. So all these issue created variance but with the use of the advance tool for the communication we ensure that people reply if something is
urgent on priority basis by setting the priority of the issue.