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PgMP > Program Stakeholder Engagement > Flashcards

Program Stakeholder Engagement Flashcards

1
Q

What is a stakeholder?

A

An individual, group, or org that may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project, program, or portfolio.

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2
Q

How is stakeholder engagement often expressed?

A

As direct and indirect communication among the stakeholder and the program’s leaders and teams.

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3
Q

What are five other ways in addition to communications to engage stakeholders?

A
  1. Involve in goal setting
  2. Quality analysis review
  3. Negotiating objectives
  4. Agreeing on desired benefits
  5. Committing to resources and ongoing support
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4
Q

Why is stakeholder engagement at the program level challenging?

A

Some stakeholders view program benefits as change.

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5
Q

In moving to the organization’s desired future state, what is a key competency for each program manager?

A

Familiarity with organizational change management.

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6
Q

What is program stakeholder identification?

A

Systematically identify all key stakeholders (or groups) in the stakeholder register.

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7
Q

List seven items that comprise a stakeholder register.

A
  1. Name
  2. Org position
  3. Program role
  4. Support level
  5. Influence
  6. Communication preference
  7. Other characteristics
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8
Q

Why is the stakeholder register a dynamic document?

A

As program evolves, new stakeholders may emerge or interests of current groups may shift.

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9
Q

What is another name for the program steering committee?

A

Program Governance Board

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10
Q

What is a technique used to identify stakeholders across the program life cycle?

A

Brainstorming

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11
Q

What is a tool that leads to effective stakeholder engagement?

A

Stakeholder Register

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12
Q

What happens once the stakeholders are listed in the register?

A

Program manager will categorize them (to highlight difference in needs, expectations, or influence) and start analyzing.

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13
Q

What are four ways to obtain information from stakeholders?

A
  1. Historical info
  2. Individual interviews
  3. Focus groups
  4. Questionnaires/surveys (using open-ended questions)
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14
Q

What happens after stakeholder information is gathered?

A

A prioritized list of stakeholders is developed

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15
Q

What is the purpose of the stakeholder map?

A

Visually represent the interaction of all stakeholders’ current and desired support and influence.

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16
Q

How does the stakeholder map help the program team make decisions?

A

Show how and when to engage stakeholders taking into account interest, influence, involvement, interdependencies, and support levels.

17
Q

What is another classification model to consider (other than stakeholder map)?

A

Power/Interest grid which represents the stakeholder’s level of authority and level of concern.

18
Q

How can the program manager determine when to engage stakeholders at various times?

A

By using the stakeholder map. It shows which stakeholders need to be engaged throughout the program

19
Q

What is stakeholder engagement planning?

A

Outlines how all program stakeholder will be engaged throughout the duration of the program.

20
Q

To understand the program’s environment to best engage stakeholders, list five key documents to analyze.

A
  1. Stakeholder register
  2. Stakeholder map
  3. Organization’s strategic plan
  4. Program charter
  5. Program business case
21
Q

What is the result of stakeholder engagement and planning?

A

The stakeholder Engagement Plan

22
Q

What is the purpose of the stakeholder engagement plan?

A

Contains a detailed strategy for effective stakeholder engagement, based on current situation.

23
Q

What are two areas covered in a stakeholder engagement plan?

A

Stakeholder engagement guidelines AND provides insight on how stakeholders are engaged in various components of program

24
Q

What are three examples of metrics in a stakeholder engagement plan?

A
  1. Participation in meetings and other communication channels
  2. Degree of active/passive support or resistance
  3. Effectiveness of engagement to meet intended goals
25
Q

What is program stakeholder engagement?

A

A continuous activity since stakeholders change during the program and their attitudes change when the program progresses and delivers benefits.

26
Q

When are facilitated negotiation sessions needed?

A

On large program with diverse stakeholders, when their expectations conflict.

27
Q

What are three primary metrics for stakeholder engagement?

A
  1. Positive contributions to benefits realization
  2. Stakeholder participation
  3. Communication frequency/rate with the program team
28
Q

What are four items that should be logged concerning stakeholder engagement?

A

Meeting invitations, attendance, meeting minutes, and action items.

29
Q

How can the use of an issue log help the program team in stakeholder engagement?

A

By documenting, prioritizing, and tracking issues, the program team can better understand stakeholder feedback

30
Q

What is considered to be the ‘heart’ of stakeholder engagement?

A

Communication

31
Q

What is the key to executing the program and delivering its benefits?

A

Communication

32
Q

Why should a strategy be devised for each stakeholder listed in the register regarding communications?

A

To determine communication requirements such as what info should be communicated, including language, format, content, and level of detail.

33
Q

Why should the program manager use a communications feedback loop?

A

To discuss program changes and an escalation process.

34
Q

What should be done if stakeholders raise questions?

A

Their questions and the answers should be captured and published so multiple stakeholders benefit from the exchange.

PgMP (12 decks)

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