Lecture 4 - Governance and Stakeholders Involved Flashcards
Define the 3 points of Governance
To define the roles and responsibilities of all project stakeholders and to determine the decision making structure for the project;
To plan and manage the project throughout its lifecycle by ensuring accountability, transparency, participation, predictability, traceability, validation and integrated change controls;
Internal audit capability and accountability to provide regular, timely,
unambiguous and result driven reports on performance, deliverables and outcomes.
What are the benefits of Governance?
Clear assignment of roles & responsibilities
Accountability & transparency in decision making
Standardizes processes & procedures
Identification, communication & management of all stakeholders
Ensuring consistency with TBL and project life cycle7
What are the challanges of stakeholder management?
Visble legitimacy,
Different interest,
Different roles,
Impact success and failure,
Changing expectations
Define Project Stakeholder
Stakeholders come in two types:
Those that contribute (influence, advocate…) to the project output;
Those that benefit (impact, power, ego…) from the project output ;
Stakeholders can either support or hinder your project (not everyone will champion your cause);
Stakeholders cannot be ignored (they will impact your ultimate success);
Stakeholders must be identified prior to commencing & throughout the project;
Stakeholders need to be managed (what are their information needs throughout the project?)
And ultimately, it is crucial to engage with stakeholders!
Define Project Clients
The person or entity with authority nominated to represent the organisation initiating and/or receiving the benefit from the project. In some projects, corporate clients & project sponsors
may be the same person;
Ensures the project is aligned with the strategic needs & goals of the organisation;
Ensures project outcomes meet the needs of the customer’s organisation;
Ensures project business benefits are realised;
Approves changes to project scope & deliverables;
Define Project Sponsor
The project sponsor has ultimate accountability & responsibility for the project on behalf of the organisation undertaking the project
Determines the overall business objective for the project;
Provides leadership;
Oversees multiple reports;
Negotiates;
Define Steering Group
The senior management team responsible for the adoption, deployment & uniform application of the project management framework
Ensures strategic alignment, robust justification & all portfolio management;
Approves appointment, authority (& visibility) of the project manager & acts as coach, mentor & support for the project manager;
Provides guidance, support & monitoring of process and documentation;
Authorise the commencement & sign off at the end of each phase;
Define Team Members
The project team members are the subject matter experts and/or personnel required to perform all the required project work
Provide the resident expertise in the execution of the deliverables;
Perform all assigned activities to agreed standards;
Communicate all emergent issues & risk;
Identify & resolve related technical problems;
Define Project Manager
The endorsed (or similar) person appointed to manage the project;
Managing project schedule and project budget;
Managing stakeholder expectations;
Managing procurement & contracts;
Managing quality requirements;
Profile the Project Manager
Conceptual skills;
Interpersonal skills;
Technical skills;
Managerial ability;
Strategic expertise;
What are the 4 quadrants of the power vs interest matrix?
Top left: Keep Satisfied
Top right: Manage Closely
Bottom left: Minimum Effort
Bottom right: Keep informed
How do you plan for stakeholder management?
Given their interest in the project, a clear, actionable plan is required to now reach and interact with these stakeholders in support of the project’s interests;
Individual expectations and project objectives will need to be managed throughout the project life-cycle;
Proactive in capturing relevant information from each stakeholder based on who they are and their different responsibilities;
Documented in a suitable format that can be readily disseminated, tracked and updated, as the project progresses, to all who need it.
What are the RACI AND PARIS Frameworks?
RACI
➢Responsible (nominate the stakeholder charged with doing the required activities);
➢Approve (nominate the stakeholder who needs to approve all decisions);
➢Consult (nominate the stakeholder who needs to be consulted prior, during or after an action);
➢Inform (nominate the stakeholder who needs to be kept informed of progressive actions);
PARIS
➢Participate (nominate the stakeholder charged with doing the required activities);
➢Approve (nominate the stakeholder who needs to approve all decisions);
➢Responsible (nominate the stakeholder charged with doing the required activities);
➢Inform (nominate the stakeholder who needs to be kept informed of progressive actions);
➢Signoff (nominate the stakeholder who provides official signoff).
Explain the Communication Process Model
Source, encoding, channel message, decoding, receiver
What are the response strategies to stakeholder pressures
Adaptation strategy: Obeying the demands and rules that are presented by stakeholders – that is, adjust to stakeholder pressures
to be able to achieve the planned objectives;
Compromising strategy: Negotiating with stakeholders ; opening the dialog and listen to their requests & offer compensations
when appropriate (**but remember to question ethical issues!!);
Avoidance strategy: Loosing attachment to stakeholders & their claims. Transferring the responsibility of dealing with the claims to
others in the project network (**but, is this ethical?);
Dismissal strategy: Ignoring stakeholders demands. That is, not considering stakeholders requirements in implementing the project
stages;
Influence strategy: Dealing proactively with the demands from stakeholders. Creating & communicating value to stakeholders while
building relationship with them.
