PROJECT STAKEHOLDERS AND COMMUNICATIONS

Project Name: Case: Hyland Park Sidewalk Restoration Project

Date: 11/13/2023

Stakeholder Register
List each stakeholder or stakeholder group involved in or related to the project. This would include the sponsor, project manager and team at a minimum. Other
interested parties such as community players, functional managers, etc. should also be included here. A department or team could be included as a stakeholder
group.
PRIORITY
WHO PROJECT RELATIONSHIP STAKEHOLDER SUPPORT STRATEGIES
CONCERNS (number highest
(stakeholder or group) (what is the connection to the project) to lowest) (how will the PM support this stakeholder)

Homeowners They govern the landscaping and A. Timely completion of 1 A. Provide a well thought out
Association sidewalk maintenance within the project as HOA can timeline after factoring all
community. No part of the project be held liable if possible limiting factors,
could be completed without their litigation is brought KEY risk assessments,
authorization and financing. against HOA failures stakeholder regulatory considerations to
to properly oversee manage timeline
sidewalk expectations.
maintenance.

B. Build a plan respecting the

B. Budget Concerns. boundaries of the budget.
Yet ensuring to be upfront
about expected deviation
C1: Pressure for maintaining margins. This will include
property value finding a contractor that
contracts to deliver within
reasonable margins.
C2: Possible backlash from
C. Help bring trust for HOA

Vendor: Payment per square footage is
required in most cities for permits,
Engineer/
Adequate sidewalk design as
specified by regulations is required
other stakeholders such as
homeowners, parents, and
school officials
C3 Relationship status with
homeowners
Contract signed for services
from homeowners by
building a robust
communication plan that 1)
ascertains the concerns
and needs of homeowners,
parents, and school
officials 2) Provides a
transparency policy that
keeps homeowners in the
loop about HOA decisions
surrounding the project and
any other logistical relevant
items.
Make a thorough
assessment of the possible
foreseeable concerns with
noise, result, safety,
parking, scheduling
interference. Create a
proactive plan to mitigate
the concerns instead of
waiting to create a reactive
plan.
4 The Project Team will sign a
contract that will stipulate scope,
deliverables, and payment
structure for services including
Field Inspector (i.e : ADA compliant cubs) Smooth subcontractor work required.
communication/accessibility
Trees and roots are a protected
to decision makers
class, special permits may be
Project Team will provide various
required.
forms of communication avenues
Traffic control permits, skilled traffic for one point of contact.
control staff and scheduling is
required
Project Team will schedule
intermittent meetings to discuss
 Measure repairs needed - issues, progress, concerns, and
field inspection decisions required
 Ascertain number of permits
needed (including special
permits for working near
trees)
 Provide designs for repairs
to contractor to meet
regulatory design and
answer questions from
contractor
 Provide traffic and
pedestrian control plans to
the contractor for all
locations with the project that
comply with regulations
(usually via subcontractor)
This individual will manage
communication plan to
ascertain most convenient
times for stakeholders,
evaluate concerns with plan,
timely communication with
 stakeholders

Provide a noise mitigation

strategy- Site layout
assessment and evaluate
proper scheduling, turning
off equipment when not in
use, etc.

 Provide Contractor with a

notice to proceed and
schedule- develop the
comprehensive schedule
(schedule will be funneled
through understood
concerns of HOA,
homeowners, parents,
representatives for trees,
school, and contractors)

Vendor: All permits are approved for 4 All permits will be requested prior
the work to work commencing. If inspection
Will perform the actual manual
is needed to provide the permits,
labor. Must ascertain if they have
Licensed Contractor this step will also be ascertained.
the adequate manpower, adequate
supply chain for timely delivery of
supplies, time commitment
( expected 3 months), and can do
the work within budget

Trust that they will be
compensated for work
completed
Have the adequate
knowledge to follow sidewalk
design specified by the
regulations
Be able to deliver in a timely
fashion – Supply chain
issues, manpower,
scheduling conflicts
The City They provide the regulatory
framework governing permits for
Evaluate the risks with the
certain work
proposed work
A contract will be drawn up. In
some cities, a final inspection is
required by the city once work is
complete. It may be necessary to
include that payment in full will be
made once the final inspection is
passed. This will be ascertained,
and the contract completed.
The contractor will liaise with the
engineer for designs to meet the
regulated designs specified. The
engineer will answer all questions
surrounding design elements.
The contractor will liaise with the
engineer to build a comprehensive
schedule once the project officially
commences. This will provide the
contractor with suitable advance
notice of the required elements
and timing of when they are
needed.
2 The contracted field
Engineer/Inspector will be a
subject matter expert. They will be
well versed with the regulatory
Subdivisions:
Street Closures are needed- Will
require DOT permit for Sidewalk
closures
Department of
Transportation (DOT)
Sidewalk repair permits – Usually
also under the jurisdiction of DOT
In NY, the Department of Parks and
Recreation (DPR) have jurisdiction
on Trees/Tree roots and special
permits for working near trees. The
Trees are owned by the City. If
sidewalk repairs are caused by tree
Department of Parks roots, then the property may be
and Recreation eligible to have the repairs done by
the DPR. Cutting or shaving the
roots of City owned trees is strictly
(Forestry for Some) prohibited.
Some jurisdictions require specific
permits for working near trees
framework, and able to guide
contractors to execute according to
Assess that the full required
regulations.
list of permits that are
required to complete the work
has been requested.
They will oversee submitting all
work permits requirements and
giving the green light for
Compliance with laws
commencement of work once all
governing permitted work
permits are in order
No tree work or work near a tree
will be completed unless a permit
is first double verified by the
engineer/field inspector. This
process will be documented
Homeowners If homeowners are not happy with
certain HOA decisions, they have
Residents
avenues to express their dissent.
Including litigation.
The health of the relationship with
the HOA must be assessed. If there
are trust issues, this could
aggravate the situation and
additional steps to ease tensions will
be required
Property value protection
Schedule Intrusion
Parking-Getting in and out
Noise Intrusion
Timely
notifications/communication
3 Assist HOA with building a
meticulous communication plan
KEY
stakeholder  Informing Homeowners on
the proposed effort
 Requesting input for
concerns
 Stressing that their needs
will be considered for
scheduling work
 Assist in creating a real-
time communication plan
that delivers timely
notifications- website –app-
postings
 Build a noise mitigation
strategy that will be
communicated to residents
( such as locating access
points away from noise
sensitive receptors,
 creating detours, limiting
reversing alarms, turning
off equipment when not in
use ) this plan will be
provided by the
engineer/field inspector in
coordination with the
contractor

The noisiest expected

times will be communicated

Project Management Operational and Executional Role.  Stakeholder Analysis Garner cooperation from
Team  Build Communication management and team to support
4
Plan project.
 Build Risk
Management Plan
Key
 Budget Constraints Schedule routine meetings to ask
Stakeholder
 Access Current State for input/progress
of HOA relationship
with Homeowners.
 Ascertain laws and Continuously assess ability to
regulations (city execute
permits, allowed
sidewalk designs,
governance of trees Access expectations for
and roots, communication timing, schedule,
 Get quotes from frequency
 various contractors
 Hire licensed
Keep transparent communication -
contractor to perform
Communicate any problems that
the job that
arise that impact the project
understand the
governing laws and
have the bandwidth to
deliver
 Verify contractor
license and follow up
on whether there are
any claims against
contractor
 Sign contract with
contractor
 Contract
Engineer/Field
Inspector- Sign
Contract
 Coordinate
Submission for
Permits-Verify permits
 Start Communication
with key stakeholders
early in the project to
access
needs/concerns
 Coordinate green light
for project to begin
 Assign Roles to
Project Team
members
 Make decisions when
 conflict of interest
come up between key
stakeholders

Grade School Both Grade School and Parents will Safety 5 If school crosswalks are affected
be concerned about whether road and drop off ad pickup times are
closures will bring safety issues affected,
Parents Schedule Intrusion 5

They will also be concerned with the Both Grade School and Parents
schedule and possible intrusions Timely will be concerned with any
that they should be aware of notifications/communication possible detours for safety reasons

And secondly logistical timing

concerns. They will need ample
time to know if they will need to
add additional travel time for both
drop off and pick up.

Visa versa ! Scheduling with

deliveries to site, managing traffic,
it is best to know what the traffic
 schedule during school hours is

They will require consideration and

ample and timely communication
at any time their routes will be
impacted in advance. They will
need to be reassured that those in
charge of closures are trained in
safety considerations and will keep
that as a major priority
Our communication plan will
include their potential concerns

Vendors Their services will need to be Adequate communication of 6 The Engineer/Field Worker will
scheduled and coordinated for scheduling plan help create the plan, street closure
possible detours, setting up street schedule, detours based on noise
Subcontractors closures mitigations . This will be a
comprehensive plan created in the
Professional Traffic early phase of the project to
Control Services provide adequate scheduling. The
engineer will liaise with all
necessary subcontractors for
necessary input in designing the
comprehensive plan.
Communication Plan
Each stakeholder or stakeholder group from the stakeholder register should have at least one, line item in this plan. Some stakeholders or groups may have
multiple lines if they require multiple types of communication (i.e. status reports, weekly meetings, daily updates). The WHO is the receiver of the communication
and the OWNER is the provider of the communication. Many times this could be the project manager but that might not always be the case.

WHO COMMUNICATION TYPE COMMUNICATION METHOD FREQUENCY OWNER

(stakeholder or group) (what communication is needed) (how does communication occur) (how often) (who provides communication)

HOA Updates on Project Virtual Meeting Weekly PM

Discuss Communication
Suggestions with Homeowners
AD Hoc-Calls if
Help Create Notification Templates Urgent
Approvals for Contractors
Budget Issues
Problems
Discuss what Meetings they want to
be involved in
Discuss what approval are needed
from HOA prior to implementation

PM Team Agenda/Invitation Will be sent prior Email Agenda Prior to Weekly PM

to meeting via Email Meeting
 Discuss Project Virtual or Meeting Room
Conference
Delegate Roles
Status Updates
Issues/Concerns
Coffee or Lunch Meeting ,
In prompt check in on tasks
Calls
PM Team Intermittent / PM
Daily Updates
when needed

Homeowners Plans of Project/Input requested HOA Routine Hall Meeting Once prior to HOA
project

Homeowners Plans of Project/Input requested Monthly Newsletter Once prior to HOA

project

Homeowners Plans of Project/Input requested EMAIL Three attempts , HOA

prior to project

WHO COMMUNICATION TYPE COMMUNICATION METHOD FREQUENCY OWNER

(stakeholder or group) (what communication is needed) (how does communication occur) (how often) (who provides communication)

Homeowners Plans of Project/Input requested In person Survey Once after all HOA
other attempts
failed

Homeowners Plans of Project/Input Mobile APP Always an option HOA

to provide
feedback, no
timeline
 restriction

Homeowners CLOSURES -Schedule Website/APP Once HOA

Ad Hoc for
changes

Homeowners CLOSURES -Detours /Schedule Postings On Sidewalks - Routine Per Contractor Crew
Signs closure Schedule

School Notification of Project Plans- Phone Call – Follow up Email Once PM

Request Input

Invite Ad Hoc
Communication

Notification of Scheduled Closures Email Once PM

Detours
Ad HOC if
changes

Contract Specialist Draw up contract Request for Institutional Method at Project Once -Additional PM
Engineer/Independent Services Management Firm Follow Up as
Department In PM
needed
Management Team Probably Email

Draw up contract Contractor Fixing Institutional Method at Project Once -Additional PM

Sidewalks Management Firm Follow Up as
needed
Engineer/Independent Services Probably Email

Draw up contract if needed for Institutional Method at Project Once -Additional PM

Subcontractor Management Firm Follow Up as
 Right of Way Flaggers/Street Probably Email needed
Closures

Contractor Find a Contractor -Sidewalk Repair Phone calls, Email Multiple PM Team Member
Requires getting Quotes

Discuss Budget / Vet the Contractor

Schedule Contract Discussion

Contractor Sign Contract for Sidewalk Repair IN person or Virtual Meeting Once PM

Engineer/Field
Inspector /
Contracting Services Phone Once PM
Schedule First Time Meeting
Subcontractors: Right
of Way
Flaggers/Street Contracting Services In Person, or ONLINE virtual Once or Twice to PM
Closure Meeting formalize
Discuss Contract/Sign If Appropriate
signature of
Schedule in Advance
Contract

Schedule Field Inspection to access )can do e-sign

Permits required

Once Field Inspection Complete -

Once-email
Email Permit Information
Email – Approval for
submission of Permits
 Follow UP-Engineer to Provide Phone Call / Email Once PM
follow up of permits- Set up Meeting
to Liaise with Contractor to discuss
Green Light for Project- Build Ad Hoc as
Comprehensive Scheduling Plan- needed
Street Closure Plan – Discuss Input
of HOA, Homeowners,
School ,Schedule Subcontractors
for Street Closure

Contractor, Green Light for Project- Schedule EMAILS – CALLS IF Multiple until PM
Meeting with Engineer/Field NEEDED TO SCHEDULE scheduled
Engineer-Field
Inspector / PM/HOA to create
Inspector ,
comprehensive schedule/Noise
HOA Mitigation Plan/ discuss Input from Virtual Meeting once Once-Twice
Homeowners, school Scheduled

Contractor/ Updates On progress Virtual Weekly PM

Engineer-Field Issues
Inspector

School Check In for Concerns with student Phone Call or Email Weekly x 4 weeks PM
cross walks

Since It will only

affect the school
for 1 month
 Longer if project
is extended
beyond timeline

CITY Completion Notification if Required Phone or other formal City ONCE PM

specified Method
Set up Final Inspection if Required

PM Team CELEBRATION OF Job well done In person Conference Room At the completion PM
of Project

Celebrate accomplishments

Contractors : Final Payment Check or other payment At the completion PM

method to be sent of Project
Thank you

Phone call to inform them of

final payment and thank you
Field Inspector-
Engineer

Sidewalk Repair
Contractor