BSBPMG418 Stakeholder Engagement K&S Activity Assessment Page |0

Assessment
Knowledge and Skills Questions
(Activity Assessment)

Q1.Define “stakeholder” in a project in a business context:

Stakeholders are typically the members of a project team, project managers, executives,
project sponsors, customers, and users. Stakeholders are people who are invested in the project and
who will be affected by your project at any point along the way, and their input can directly impact
the outcome.

Q2. List at least 5 categories or types of stakeholders in a project that is a for profit business
dealing with supplying safety fencing equipment for a residential building sites.
1. Customers: the direct user of a product or service, often both internal and external to the
company executing the project
2. Project manager: the project’s leader
3. Project team members: the group executing the project under the project manager’s
leadership

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4. Project sponsor: the project’s financier

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5. Steering committee: advisory group providing guidance on key decisions. Includes the

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sponsor, executives, and key stakeholders from the organization

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Q3. Here are 5 forms of engagement with stakeholders. Complete the table below giving a short

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explanation of each form of engagement.
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Forms of Explain what this means or may involve and give one short simple examples of
engagement how this would apply for a stakeholder.
Collaborating It is to partner with stakeholder and/or stakeholder groups for the
development of mutually agreed solutions and joint plan of action. Two-
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way/multi-way communication where learning, negotiation and decision

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making on both sides. Stakeholders work together to take action. For example,
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fact sheets and websites.

Consulting A two-way process where you include the stakeholders in the decision making
and planning process. Stakeholders will provide information, opinions and ideas
that will directly affect the direction of the project. For example, public meeting
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and workshops.
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Empowering It is to delegate decision-making in the hands of the stakeholders on a

particular issue. Stakeholders are enabled/equipped to actively contribute to
the achievement of outcomes For example, Integration of stakeholders in to
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governance structure (e.g. as members or shareholders on particular

committees.)
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Informing Informing stakeholders of decisions, progress and status of the project.

This is more of a one-way communication; you are keeping stakeholders informed
of project status and progress. For example, explaining to residents of the site the
operational plan, how they will be affected and what they need to do.
Involving Some stakeholders will involve in the project work. Community groups, visitors
and other stakeholders can all make a direct contribution to the project effort.
For example, local residents often make up part of the operation team and all
visitors need to undertake Biosecurity actions when visiting the project site.

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Q4. Where a project team can see that they have some development needs within the team, what
might those development needs include? Complete the table below with a short answer in each
area:
The answer may include:
Project area Short explanation of this area as a possible development area
Skills It is important to identify the skills you need to develop or improve so that
you can succeed in your day-to-day business operations.

Finance Being able to effectively manage our finances is critical. We will need to be
able to forecast our cash flow and sales, as well as, monitor our profit and
loss. We will also need to declare our income to the Australian Tax Office.
Communications One of the essential skills for project development is the ability to
communicate well – understanding and being understood. Great
communication is the essence of any relationship and so the effectiveness
of a project manager’s communication has an impact not only on the
project team but the client and stakeholders too.
Technical A technical skill is the ability to carry out a task associated with technical
roles such as IT, engineering, mechanics, science or finance. Typical

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technical skills are programming, the analysis of complex figures or the use

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of specific tools. The majority of technical skills require experience and

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sometimes extensive training to master.

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Procurement It is part of most projects, such as hiring subcontractors. This will obviously
have an impact on the budget and schedule. Planning procurement

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management starts by identifying the outside needs of the project and how
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Safety & Risk Risk development plans will identify how the risks will be itemized,
categorized and prioritized. This involves identifying risks that might occur
during the execution of the project by making a risk register.
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Q5. What are 4 of the most common communication methods used for projects in a for profit
business?
The answer may include:
1. Intranet/Social Intranet: is a private hub that can be accessed by any authorised users
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within a business organisation - it is mainly used for driving internal communication and
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collaboration.
2. Chat & Private Messaging: Collaborative spaces which provide private/group
messaging and chat functions are often viewed as one of the best business
communication tools to keep teams working together.
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3. Discussion Forums: A discussion forum can bring together management and employees
and allows for an open discussion on any topic. It can also help in knowledge
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dissemination and bring the workforce together.

4. Tracking & Case Software: A case tracking system helps centralise customer support
queries and keep track of any open issues.

Q6. What are the methods of recording and documenting these communications in a project in a
for profit business?
The answer may include:
1. employee accreditation certificates and licenses - copies of permits, registrations and
licenses employees need to do their jobs
2. performance reviews - including assessments of staff performance and agreements
between you and your employees

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3. customer records - personal details, products purchased and product enquiries that are
useful for finding new customers
4. customer complaints - details of complaints about products, service, staff or anything
else, and steps taken to resolve them

Q7. Explain what is a project variance?

Variance is a measurable change from a known standard or baseline. In other words,
variance is the difference between what is expected and what is actually accomplished.

In project management, variance baseline is established by identifying the cost, schedule

and scope. Scope defines all the work which needs to be done. The project management team
creates a work-breakdown structure (WBS) which is a hierarchical view of all tasks to be
accomplished. The cost and schedule is then identified according to the work-breakdown
structure (WBS). The cost for each goal or task is estimated sometimes by using an average daily,
hourly, monthly or yearly rate. The fixed costs are identified for each goal or task. In addition,
the project management workers estimate how long in days or hours a goal or task is to be
accomplished, then they create a time-phased budget to quantify the performance cost.

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Q 8. What is the “baseline” information in project management that is referred to when there is a

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discussion about variance?

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In the field of project management, baseline represents the approved time phase plan for

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a particular item or a project phase, factoring in the addition or subtraction of approved project
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cost, scope, schedule, and technical changes. This approved time phase plan can apply to a
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number of components of a project, including the project as a whole, a work package, a schedule
activity, or a work breakdown structure component. The term baseline, although in most
common usage applies to the current baseline, can be used to refer to the original baseline. The
term baseline in project management is typically used with a modifier of some sorts. Some
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examples of this are “cost baseline“, “performance measurement baseline”, and “technical
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baseline”.
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Q9. Here are some variances in a project. Identify who in a business project team should address
these variances.
Complete the table:
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Variance Who may attend to this change and notify

stakeholders?
The weekly schedule needs to be moved back
Project Manager
by 2 days due to bad weather
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The supplier quotes have come in and need to

Project Sponsor
be considered as they are all higher than
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expected in the original costing

There has been a complaint from a staff
member about someone in the project team at Project Manager
a meeting it held in the conference room
The local government has sent an email about Business Analyst
a safety issues on a site using your fencing
equipment

Q10. List at least 5 project documents that would be typically used by a business.

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 BSBPMG418 Stakeholder Engagement K&S Activity Assessment Page |3

1 Project Business Case 6 Project Communications Plan

2 Project Charter 7 Change Request Management
3 RACI Matrix 8 Project Schedule
4 Work Breakdown Structure 9 Lessons Learned
5 Risk/Issues Log

________________ End of Knowledge and Skills Questions __________________

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